HomeMy WebLinkAboutKinsey & Kinsey Inc; 2011-05-02;AGREEMENT FOR SERVICES
KINSEY & KINSEY, INC.
~THIS AGREEMENT is made and entered into as of the g»d/ day of
20 // ("Effective Date"), by and between the CITY OF
CARLSBAD, a municipal corporation, ("City"), and Kinsey & Kinsey, Inc. ("Contractor").
RECITALS
A. City requires the professional services of a systems implementer that is experienced
in Lawson's Human Capital Management System.
B. Contractor has the necessary experience in providing professional services and
advice related to Lawson's Human Capital Management System.
C. Selection of Contractor is expected to achieve the desired results in an expedited
fashion.
D. Contractor has submitted a proposal to City and has affirmed its willingness and
ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A", which is incorporated by this reference in
accordance with this Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and
skill customarily exercised by reputable members of Contractor's profession practicing in the
Metropolitan Southern California Area, and will use reasonable diligence and best judgment
while exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of 120 days from the date first above
written. The work, as defined in Exhibit A, will commence within 7 calendar days of the Effective
Date and will be completed within 120 days of the Effective Date.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
City will pay the Contractor on a time and materials basis not-to-exceed twelve thousand eight
hundred dollars ($12,800). No other compensation for the services will be allowed except for
items covered by subsequent amendments to this Agreement. The City reserves the right to
withhold a ten percent (10%) retention until City has accepted the work and/or Services
specified in Exhibit "A".
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
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6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be
under control of City only as to the result to be accomplished, but will consult with City as
necessary. The persons used by Contractor to provide services under this Agreement will not
be considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be
required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within
thirty (30) days for any tax, retirement contribution, social security, overtime payment,
unemployment payment or workers' compensation payment which City may be required to
make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work
done under this Agreement. At the City's election, City may deduct the indemnification amount
from any balance owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City.
If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the
acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as Contractor is for the acts and omissions of persons directly
employed by Contractor. Nothing contained in this Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of
a subcontractor by the terms of this Agreement applicable to Contractor's work unless
specifically noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees
and volunteers from and against all claims, damages, losses and expenses including attorneys
fees arising out of the performance of the work described herein caused by any negligence,
recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or
indirectly employed by any of them or anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or
makes to or on behalf of an injured employee under the City's self-administered workers'
compensation is included as a loss, expense or cost for the purposes of this section, and that
this section will survive the expiration or early termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property which may
arise out of or in connection with performance of the services by Contractor or Contractor's
agents, representatives, employees or subcontractors. The insurance will be obtained from an
insurance carrier admitted and authorized to do business in the State of California. The
insurance carrier is required to have a current Best's Key Rating of not less than "A-:VU". OR
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with a surplus line insurer on the State of California's List of Eligible Surplus Line Insurers
(LESLI) with a rating in the latest Best's Key Rating Guide of at least "A:X".
10.1 Coverage and Limits.
Contractor will maintain the types of coverage and minimum limits indicated below, unless City
Attorney or City Manager approves a lower amount. These minimum amounts of coverage will
not constitute any limitations or cap on Contractor's indemnification obligations under this
Agreement. City, its officers, agents and employees make no representation that the limits of
the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to
protect Contractor. If Contractor believes that any required insurance coverage is inadequate,
Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense.
10.1.1 Commercial General Liability Insurance. $1,000,000 combined single-limit
per occurrence for bodily injury, personal injury and property damage. If the submitted policies
contain aggregate limits, general aggregate limits will apply separately to the work under this
Agreement or the general aggregate will be twice the required per occurrence limit.
10.1.2 Automobile Liability (if the use of an automobile is involved for Contractor's
work for City). $1,000,000 combined single-limit per accident for bodily injury and property
damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation
limits as required by the California Labor Code. Workers' Compensation will not be required if
Contractor has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. Maintain errors and omissions liability appropriate to
Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must be
maintained for a period of five years following the date of completion of the work.
10.2. Additional Provisions. Contractor will ensure that the policies of insurance required
under this Agreement contain, or are endorsed to contain, the following provisions:
10.2.1 The City will be named as an additional insured on General Liability.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability,
which will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and any
extensions of it and will not be canceled without thirty (30) days prior written notice to City sent
by certified mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of
this Agreement, Contractor will furnish certificates of insurance and endorsements to City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these types of
insurance coverage, then City will have the option to declare Contractor in breach, or may
purchase replacement insurance or pay the premiums that are due on existing policies in order
to maintain the required insurance coverage. Contractor is responsible for any payments made
by City to obtain or maintain insurance and City may collect these payments from Contractor or
deduct the amount paid from any sums due Contractor under this Agreement.
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10.5 Submission of Insurance Policies. City reserves the right to require, at anytime,
complete and certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the
Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of records and
any other documents created pursuant to this Agreement. Contractor will allow inspection of all
work, data, documents, proceedings, and activities related to the Agreement for a period of
three (3) years from the date of final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant
to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this
Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy
of the work product for Contractor's records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notices or to receive written notice
on behalf of City and on behalf of Contractor under this Agreement.
For City For Contractor
Name Gordon Peterson Name Bradley J. Kinsey
Title IT Director Title Owner
Department Information Technology Address 26 N. Park Blvd
City of Carlsbad Glen Ellvn, IL60137
Address 1635 Faraday Avenue Phone No. 630-858-4866
Carlsbad, CA 92008
Phone No. 760-602-2454
Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
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16. CONFLICT OF INTEREST
City will evaluate Contractor's duties pursuant to this Agreement to determine whether
disclosure under the Political Reform Act and City's Conflict of Interest Code is required of
Contractor or any of Contractor's employees, agents, or subcontractors. Should it be
determined that disclosure is required, Contractor or Contractor's affected employees, agents,
or subcontractors will complete and file with the City Clerk those schedules specified by City
and contained in the Statement of Economic Interests Form 700. Contractor, for Contractor and
on behalf of Contractor's agents, employees, City Attorney Approved Version #05.06.08 5 8
subcontractors and consultants warrants that by execution of this Agreement, that they have no
interest, present or contemplated, in the projects affected by this Agreement. Contractor further
warrants that neither Contractor, nor Contractor's agents, employees, subcontractors and
consultants have any ancillary real property, business interests or income that will be affected
by this Agreement or, alternatively, that Contractor will file with the City an affidavit disclosing
this interest.
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and
regulations which in any manner affect those employed by Contractor, or in any way affect the
performance of the Services by Contractor. Contractor will at all times observe and comply with
these laws, ordinances, and regulations and will be responsible for the compliance of
Contractor's services with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986
and will comply with those requirements, including, but not limited to, verifying the eligibility for
employment of all agents, employees, subcontractors and consultants that the services required
by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will
be used to resolve any questions of fact or interpretation not otherwise settled by agreement
between the parties. Representatives of Contractor or City will reduce such questions, and their
respective views, to writing. A copy of such documented dispute will be forwarded to both
parties involved along with recommended methods of resolution, which would be of benefit to
both parties. The representative receiving the letter will reply to the letter along with a
recommended method of resolution within ten (10) business days. If the resolution thus
obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded
to the City Manager. The City Manager will consider the facts and solutions recommended by
each party and may then opt to direct a solution to the problem. In such cases, the action of the
City Manager will be binding upon the parties involved, although nothing in this procedure will
prohibit the parties from seeking remedies available to them at law.
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20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the
termination. If City decides to abandon or indefinitely postpone the work or services
contemplated by this Agreement, City may terminate this Agreement upon written notice to
Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any
documents owned by City and all work in progress to City address contained in this Agreement.
City will make a determination of fact based upon the work product delivered to City and of the
percentage of work that Contractor has performed which is usable and of worth to City in having
the Agreement completed. Based upon that finding City will determine the final payment of the
Agreement.
Either party upon tendering thirty (30) days written notice to the other party may terminate this
Agreement. In this event and upon request of City, Contractor will assemble the work product
and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for
work performed to the termination date; however, the total will not exceed the lump sum fee
payable under this Agreement. City will make the final determination as to the portions of tasks
completed and the compensation to be made.
21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other
than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that
Contractor has not paid or agreed to pay any company or person, other than a bona fide
employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration
contingent upon, or resulting from, the award or making of this Agreement. For breach or
violation of this warranty, City will have the right to annul this Agreement without liability, or, in
its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full
amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must
be asserted as part of the Agreement process as set forth in this Agreement and not in
anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false
claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal
prosecution. Contractor acknowledges that California Government Code sections 12650 et sea..
the False Claims Act applies to this Agreement and, provides for civil penalties where a person
knowingly submits a false claim to a public entity. These provisions include false claims made
with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to
recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a
false claim may subject Contractor to an administrative debarment proceeding as the result of
which Contractor may be prevented to act as a Contractor on any public work or improvement
for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction
is grounds for City to terminate this Agreement.
23. JURISDICTIONS AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right
or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the
County of San Diego, State of California, and the parties waive all provisions of law providing for
a change of venue in these proceedings to any other county.
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24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and
Contractor and their respective successors. Neither this Agreement nor any part of it nor any
monies due or to become due under it may be assigned by Contractor without the prior consent
of City, which shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it,
along with the purchase order for this Agreement and its provisions, embody the entire
Agreement and understanding between the parties relating to the subject matter of it. In case of
conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor
any of its provisions may be amended, modified, waived or discharged except in a writing
signed by both parties.
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26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of
Contractor each represent and warrant that they have the legal power, right and actual authority
to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR CITY OF CARLSBAD, a municipal
corporation of the State of California
Director
(print nameAitle)
ATTEST:
(sign here)
r—i yvSfciu
(print name/title;
LORRAINE M. WOOD
Citycierk
If required by City, proper notarial acknowledgment of execution by contractor must oe,^ * ^\\°
attached. If a Corporation, Agreement must be signed by one corporate officer from each of the "ni°
following two groups.
*Group A.
Chairman,
President, or
Vice-President
**Group B.
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
RONALD R.BA^;^ty Attorney
AssistantiD»ptrty-City Attorney
City Attorney Approved Version 2.18.11
Exhibit A - Carlsbad Interface Specifications
Interface Name: Hub and User Provisioning
1 BUSINESS REQUIREMENTS
1.1 DETAILED REQUIREMENTS
The specifications document includes three interfaces: 1) User Provisioning to Active Directory,
2) User Provisioning to Lawson and 3) HUB. The requirements for these interfaces are as
follows:
1. Entity Developing Interface (select one):
a. City: _X (Import for User Provisioning to Active Director, Export for User
Provisioning to Lawson and Import for HUB)
b. Kinsey: _X (Reverse for the above interfaces)
c. AIC (Kinsey subcontractor):
d. CyberShift:
e. Other (specify):
2. Name of Subject Matter Expert: Lisa Vante (User Provisioning), Satish Jayanthi
(Hub), Doug Kappel (Hub), Diana Chuang (Position Budgeting)
3. Module (HR, Benefits, Payroll, ESS, MSS): HR, Payroll
4. Business Requirements:
a. User Provisioning to Active Directory:
i. The City uses the Novell Identity Management system to automate user
provisioning. This system completes a number of tasks upon the hire or
termination of an employee or a modification to an existing employee's
record (i.e. name change, title change, job change, etc.).
ii. To accomplish user provisioning to Active Directory, any time an update
occurs (modification to an existing record or creation of a new record -
(e.g., a new hire, a termination, a job change, etc.) to a field listed below to
a record in the Employee Master table of Lawson, a real time export of the
record with the following information must be sent to the City (assuming
that this requirement will be met with a ProcessFlow).
1. Employee ID
2. First Name
Final Pagel Last Changed: April 18,201:
Exhibit A - Carlsbad Interface Specifications
Interface Name: Hub and User Provisioning
3. Last Name
4. Preferred Name
5. Middle Name
6. Employee Status (i.e., full-time, part-time, etc.)
7. Termination Personnel Action
8. Process Level (aka department)
9. Division
10. Position
11.Job Code
12. Supervisor
13. Indirect Supervisor
14. Location
iii. This interface will use the Lawson ProcessFlow tool. The following
requirements are important to understand:
1. All field changes to HR11 that will trigger the ProcessFlow "must"
be done from a personnel action. Therefore, these fields need to
be configured in Lawson to have the "Personnel Action" flag set to
"Yes".
2. All personnel actions for the above fields "must" have the
"Immediate Update" flag for the personnel action set to "No". The
interface ProcessFlow will update HR11 automatically and will not
require a user to approve it. That is, the PF itself is essentially
approving it automatically.
iv. This file will be imported by the City utilizing tools inherent in Microsoft
SQL to the HCMSSQL01V server. Upon import:
1. The incoming record will be analyzed to validate whether or not
there is an existing record in the Employee Table with the same
employee ID.
2. If a matching record exists, the existing record will be compared to
the incoming record to identify what field(s) has changed. Once
identified, the applicable field(s) will be updated.
Final Page 2 Last Changed: April 18,2011
Exhibit A - Carlsbad Interface Specifications
Interface Name: Hub and User Provisioning
3. Additionally, data validity checks will be completed to ensure
referential integrity. For example, if a record is received with a
change to the position id field, the position table will be checked to
ensure an equivalent record exists. In the event that a validity
check fails, a workflow/e-mail will be triggered.
4. If a matching record does not exist, the entire new record will be
added to the employee table.
v. An identity management service will monitor the Employee table of the
HCMSSQL01V SQL server for changes to any of the 14 fields listed
above. If a change occurs, a flat file containing the change will be
generated and sent to IDM.
b. User Provisioning to Lawson:
i. Process import file to Lawson from SQL Server that contains the
following information:
1. Employee ID.
2. Network login ID.
3. Employee email address.
4. Employee office telephone number.
ii. Import data into employee table and paemployee table respectively,
iii. Send an email notification on import or processing failure,
iv. This will be a daily batch interface.
c. HUB
i. Hub is a central, Microsoft SQL data repository used by the City to extract
data from various sources for consumption by other City applications.
ii. Data will be exported from Lawson and transferred to HCMSSQL01V
SQL server on a nightly basis.
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Exhibit A - Carlsbad Interface Specifications
Interface Name: Hub and User Provisioning
iii. The following types of information need to be included in the interface.
Data that is related to the "current" needs of the Position Budgeting
system will have an "*" next to it, and data that "may" be needed for
enhancing the Position Budgeting system in the future has a "**" next to
it. Those data elements with no asterisk are needed for other City systems
and not position budgeting:
1. Pay Period
a. Pay Period ID
b. Start and End date for each pay period.
2. Job Class
a. Job Class ID
b. Short and Long Job Titles.
3. Position
a. Position ID
b. Position Description
c. Direct Supervisor Position ID
d. Indirect Supervisor Position ID
e. Position Vacant Indicator (Y or N).**
f. Org Key(s) when the position is "vacant" (i.e., relating to
labor distribution), including multiple org keys where
applicable for an employee.**
g. Org Key Percent(s) when the position is "vacant" (i.e.,
relating to labor distribution), including multiple org key
percentages where applicable for an employee.**
4. Salary Schedule
a. Grade Range Schedule Amount (PA95.1).
b. Step and Grade Schedule Amount (PR16.1)
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Exhibit A - Carlsbad Interface Specifications
Interface Name: Hub and User Provisioning
5. Employee Information (this includes pay codes, benefits, etc., for
the employee as of the date ran for the interface; payroll history is
"not" included in this interface):
a. Employee ID*
b. First, Last and Middle Name*
c. Process Level*
d. Process Level Description*
e. Department Code
f. User Level**
g. Next Planned Step Date* (including steps 6 & 7 for
longevity)
h. Hire Date*
i. Union Code*
j. Employee Status* (i.e., full-time, part-time, etc.)
k. Ethnicity*
1. Birthdate*
m. Zip Code*
n. Gender*
o. Job Classification Title*
p. Org Key(s) (i.e., relating to labor distribution), including
multiple org keys where applicable for an employee.*
q. Org Key Percent(s) (i.e., relating to labor distribution),
including multiple org key percentages where applicable
for an employee.*
r. Position Number*
s. FTE (i.e., 1 = 100, .75 = 75%, etc.)*
t. Grade/Range Numbers*
Final Page 5 Last Changed: April 18,2011
Exhibit A - Carlsbad Interface Specifications
Interface Name: Hub and User Provisioning
u. Current Step (including steps 6 & 7 for longevity)*
v. Biweekly Salary (excluding supplements)*
w. Biweekly Gross Pay (salary plus supplements)*
x. Scheduled Paramedic Pay. This is only for those
employees where it is scheduled. That is, this will not be
payroll history per se.**
y. Scheduled Bilingual Pay. This is only for those employees
where it is scheduled. That is, this will not be payroll
history per se.**
z. Scheduled Uniform Allowance. This is only for those
employees where it is scheduled. That is, this will not be
payroll history per se.**
aa. Scheduled Post Pay. This is only for those employees
where it is scheduled. That is, this will not be payroll
history per se.**
bb. Scheduled Out of Class Pay. This is only for those
employees where it is scheduled. That is, this will not be
payroll history per se.**
cc. Scheduled Cell Phone Allowance. This is only for those
employees where it is scheduled. That is, this will not be
payroll history per se.**
dd. Scheduled Education Incentives. This is only for those
employees where it is scheduled. That is, this will not be
payroll history per se.**
ee. Scheduled Deferred Comp This is only for those employees
where it is scheduled. That is, this will not be payroll
history per se.**
ff. Scheduled Car Allowance This is only for those employees
where it is scheduled. That is, this will not be payroll
history per se.**
gg. Scheduled FLSA OT for Public Safety Employees. This is
only for those employees where it is scheduled. That is,
this will not be payroll history per se. For example, it will
not be all of the OT earned in the past year by an
employee.**
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Exhibit A - Carlsbad Interface Specifications
Interface Name: Hub and User Provisioning
hh. Salary for the Current Fiscal Year. This is history and may
not be practical (in budget) at this point.**
ii. Salary for the Current Calendar Year. This is history and
may not be practical (in budget) at this point. **
jj. Position/Job Title History. This is history and may not be
practical (in budget) at this point.**
kk. Sworn or non-Sworn Indicator for Public Safety EEs (i.e.,
job class)**
11. Years of Service**
mm. Health Benefit Plan Code*
nn. Health Benefit Plan Code Description*
oo. City Paid Portion of Health Insurance* (semi-monthly
amount)
pp. Employee Paid Portion of Health Insurance* (semi-
monthly amount)
qq. City Paid PERS**
rr. City Paid Employee Portion of PERS**
ss. City Paid SDI**
tt. City Paid Benefit X**
uu. City Paid Benefit Y**
vv. City Paid Benefit Z**
ww. Workers' Comp Code*
xx. Job Code
yy. Termination Date
zz. Status
aaa. Scheduled performance review dates.
bbb. Note: Wherever practical, all other fields in HR511 not
identified above/below should be included in the
interface. However, this should exclude employee SSNs
and home addresses. Practical is defined as the ability of
the Contractor to extract HR511 data from individual
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Exhibit A - Carlsbad Interface Specifications
Interface Name: Hub and User Provisioning
fields in Lawson without having to define other
conditional logic to determine what data in a particular
field is relevant or not to the City.
6. Process Level
a. Process Level Code
b. Process Level Description
7. Department
a. Department Code
b. Department Description
8. User Level
a. User Level Code**
b. User Level Description**
9. Bargaining Unit/Union Code
a. Employee ID
b. Bargaining Unit ID
10. Payroll Codes
a. Code ID
b. Code Description
11. Location
a. Location ID
b. Location Description
12. Employee Status
a. Status ID
b. Description
Final Page 8 Last Changed: April 18,2011
Exhibit A - Carlsbad Interface Specifications
Interface Name: Hub and User Provisioning
2 TECHNICAL SPECIFICATIONS
2.1 EXPORT FILE NAMING CONVENTION
The interface export file will be located on the file server XYZ in the network directory:
XXX\XXX
The following naming standard will be use for the interface file:
1. File will be XXX characters long.
2. Positions 1,2, & 3 = XYZ
3. Positions 4, 5,6, & 7 = XYZ
4. Etc.
When the interface runs, the last function of the process is to append the date and time the
interface ran. This allows us to automate the interface so that someone does not have to
manually run the process every day as well as keep an archive of the files.
2.2 FILE LAYOUT AND MAPPING
A file layout and mapping document will be prepared by the Contractor for all three interfaces.
This document will contain the following information for each interface:
1. From System Field Name.
2. To System Field Name.
3. Field Type and Length.
4. Required (Yes or No).
5. Reference/Notes.
2.3 INTERFACE PROCESSING LOGIC
2.3.1 USER PROVISIONING TO LAWSON
1. Employee - Identify the table for the employee identified in the flat file
2. Email-Address - Update the value in this field with the correct data for the identified
employee
3. Work Phone Number - Update the value in this field with the correct data for the
identified employee
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Exhibit A - Carlsbad Interface Specifications
Interface Name: Hub and User Provisioning
2.3.2 USER PROVISIONING TO ACTIVE DIRECTORY
1. HCMSSQL01V - Carlsbad SQL Server exporting flat file
2.4 EXPORT ERROR HANDLING
The task will create a log file. The log file name will be the name of the task file .log appended
to the end of it. (e.g., IFAS Costing Accting.log).
The log file will contain statistics regarding the task and error messages.
When the task runs, put a message in the log file:
1. 'Program name' started mm/dd/yyyy hhmmss.
2. If there are criteria passed to the task, put the criteria in the log file (Class N).
When the task completes, put a message in the log file:
1. ### records processed.
2. 'Program name' completed with no errors at mm/dd/yyyy hhmmss.
-or-
3. 'Program name' completed with 999 errors at mm/dd/yyyy hhmmss. (999 will be the # of
errors).
When errors are encountered, generate a report that specifies invalid data, missing data etc.
Report should be emailed to addresses in newly created global variable.
3 PROFESSIONAL FEES AND TESTING
Kinsey will invoice the City on a time and materials basis at a rate of $200 an hour with a not-to-
exceed amount of $12,800. Invoicing will be on a monthly basis for work performed during the
proceeding monthly period (i.e., progress payments). Upon completion of the interfaces and
final acceptance by the City, the 10% retention will be paid to the Contractor.
Scope of services for the Contractor within the not-to-exceed amount of $12,800 will allow for
refinements to the interfaces based on testing by the City during integration and acceptance
testing activities.
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