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Committee approves $100,000 for timekeeping vendor work, weighs PowerTime and Telestaff to fix Kronos integrations
Summary
Sumner County approved an initial vendor engagement of about $100,000 to address timekeeping and scheduling integration problems with UKG/Kronos; sheriff and EMS leaders urged evaluating PowerTime and Telestaff modules for shift-based operations and scheduling.
The Sumner County Financial Management Committee approved a vendor engagement of roughly $100,000 to address timekeeping, scheduling and integration problems between the county’s UKG/Kronos system and department‑preferred scheduling software.
Sheriff Craddock and other department leaders told the committee that the jail, patrol and emergency services have unique scheduling needs—24‑hour shifts, frequent missed punches and overlapping rotations—that have strained the county’s current setup. Sheriff Craddock said PowerTime “is definitely set up from a law enforcement perspective” and noted PowerTime’s mobile and biometric options; he said PowerTime’s entry cost is “about $10,000 a year to start” and that it offers an API to interface with UKG/Kronos.
Committee members and staff discussed Telestaff as an EMS scheduling product that accommodates rotating 24‑hour shifts, and they debated whether a single scheduling product across departments would reduce administrative burden for finance and payroll. Several members said a shared product and a working API into UKG/Kronos would reduce manual corrections and missed‑punch errors.
Finance staff presented vendor quotes and integration cost estimates. Staff recommended beginning with EMS work estimated at roughly $76,500 to ready Telestaff/PowerTime integration for upload and then addressing sheriff and other departments in phases. The committee approved an initial budget authorization of $100,000 to engage a vendor (identified in meeting materials) to begin EMS and shared‑services integration work now, with further work and funding to be considered in next year’s budget.
The committee asked staff to return with firm costs for a three‑month parallel run and the integration mechanics—what data would pass to Kronos and whether the vendor would deliver training and sign‑off procedures. Committee members emphasized the need for a sandbox (“parallel path”) for testing and a plan to limit payroll disruption during any migration. Chair (unnamed) asked staff to provide cost estimates for PowerTime licensing, vendor integration fees, and the potential Kronos upgrades needed to accept external interfaces.
Ending: The committee approved the initial vendor engagement and asked staff to return next month with a costed plan for a parallel implementation and a schedule for phased rollouts for EMS, sheriff and other departments.
