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Dr. Herzog recommends migrating Lee's Summit R‑VII time-and-attendance system to ADP/HRPath; committee hears $249,640 one‑time cost
Summary
Dr. Herzog told the Finance Committee the district's server-based time-and-attendance system is at end of life and recommended a hosted migration to ADP/HRPath with a one-time migration cost of $249,640 and an ongoing annual service fee of $120,005.53 (prorated to $40,252 this fiscal year).
Dr. Herzog told the Lee's Summit R‑VII Finance Committee on Oct. 14 that the district’s current Workforce time-and-attendance system is nearing end of life and must move off a locally hosted server to ensure reliability and remote access.
He said the district negotiated with HRPath on implementation and with ADP (which acquired Workforce in 2024) for ongoing service. ‘‘We can move the data in about 17 weeks,’’ Dr. Herzog said, adding the district would pay a one‑time migration fee of $249,640 and then an annual ADP service cost of $120,005.53; for this fiscal year the annual fee would be prorated to approximately $40,252.
The proposal, Dr. Herzog said, trades an upfront cost for operational stability and predictable vendor support. He noted ongoing savings from not hosting the server locally (about $40,000 per year in server costs) and said a payroll position will not be replaced through attrition because of efficiencies from the hosted system. ‘‘We’ve saved at least $622,800 since 2017 by hosting the system ourselves,’’ he added, presenting that as part of the context for the recommendation.
Committee members asked whether the migration cost was already budgeted and whether the district’s IT and payroll staff could handle the 17‑week migration without added headcount. Dr. Herzog said the district had budgeted the annual $120,005.53 service amount in FY2026 but not the one‑time migration expense, which he said could be accommodated in the business services budget with adjustments elsewhere. He said district payroll coordinator Deanna Keller and IT staff will perform necessary migration tasks without adding positions and acknowledged that the quoted migration price assumes no change orders.
Dr. Herzog said the district has worked with HRPath and ADP to finalize a scope of work and that the price reflects items both sides agreed should be included. ‘‘This is the price if everything goes the way it should,’’ he said, noting the district removed some nonessential items from the scope to reduce cost.
No formal vote or action was recorded in the Finance Committee transcript on Oct. 14; the committee discussed budgeting and implementation risk and raised questions about potential change orders and post‑migration support.
