The City of High Point implemented the SumTotal Workforce Management solution to manage its workforce of 1,300 employees. The solution automated scheduling, time and attendance tracking, and leave management to improve payroll accuracy and contain costs. It helped the City proactively adjust schedules for different employee groups and comply with complex regulations like FMLA. The new system provided better visibility into staffing needs and empowered managers to support service levels for residents.

1. Success Profile
SumTotal Helps North Carolina’s
“International City” Support
City of High Point
High Point, NC USA Citizens 24/7
www.high-point.net
“As a partner, SumTotal has delivered on all of
BUSINESS CHALLENGES
our expectations and more. Beyond providing ■ Unpredictable and uncontrollable situations influence staffing schedules
us with a state-of-the-art technology solution, ■ Staffing schedules vary greatly due to variety of different job requirements
they have demonstrated a high level of
■ Complex calculations including split shift and settle up calculations
commitment in helping us reach our goals to
proactively manage and deploy our workforce,
ensure accurate payroll information and SOLUTION
enhance the productivity of our workforce.” ■ Implemented SumTotal Workforce Management solution
— Tom Spencer to 1,300 employees
Systems Project Administrator
City of High Point RESULTS
■ Schedules and rosters for employee groups can be changed quickly
Fast Facts ■ Internal costs were reduced and met government regulations by staff-
ing appropriately
Industry: City Government
■ Reactive workforce management processes became proactive improving
Region: North America service levels
Users: 1,300+
Solution: SumTotal Workforce North Carolina’s City of High Point is committed to providing the highest caliber
Management of services to its residents. With a large and diversified workforce and known as
the “International City”, the City recognizes its responsibility to continually make
process improvements. With a watchful eye on addressing how it manages its
workforce as well as reducing costs, the City of High Point sought to replace its
legacy workforce management system with a solution from SumTotal, a leading
global provider of workforce management and expense management solutions.
By automating its time and labor management, employee scheduling, and
leave management processes, and integrating them with the municipality’s ERP
system, the City of High Point is better able to contain costs and ensure that the
right workers are available where and when needed, while also complying with
government regulations.
www.sumtotalsystems.com

2. “Implementing the SumTotal Workforce Man- High Point provides a wide range of services, including fire, police, 911 communi-
agement solution has enabled us to better cations, parks and recreation, water treatment and distribution, wastewater collec-
manage our workforce, reduce costs and tion and treatment, and sanitation to its 102,000 residents. While many municipali-
empower City employees to be more ties operate water and wastewater treatment facilities, the City of High Point also
productive. We can forecast staffing issues, operates its own electric utility.
track by shift, uncover trends, and take a pro- Additionally, the City of High Point delivers services typically provided at the county
active approach in managing our workforce level, such as 911 responders and library services. As such, the City manages a
– all of which contributes to maintaining and workforce that has fluctuating and numerous work schedules and rosters as well
improving service levels for the residents of as unique pay and leave work rules for employee groups.
High Point.”
—Tom Spencer THE CHALLENGE OF SCHEDULING
Systems Project Administrator AND MANAGING EMPLOYEES
City of High Point Based on seasonal fluctuations, the City of High Point employs a diverse workforce
that ranges from 1,300 to 1,500 individuals. Each employee is scheduled to work
in a manner that contributes to the City’s stellar reputation for providing reliable,
quality service. Work schedules also need to allow for unpredictable situations such
as variable weather patterns that disrupt activity and require staffing adjustments.
The City had used a legacy mainframe-based system to manage its workforce,
which included a mix of manual and automated solutions that were developed
in-house to address time and attendance requirements. Because of the complex
business rules and labor policies the solution was heavily customized and limited
in its ability to provide an accurate view of workforce needs. It also lacked the
decision support tools and metrics needed to quickly change schedules and
rosters for employee groups.
“We pride ourselves on providing top-quality service to our residents and it became
clear that we needed a more sophisticated and cost-effective way of managing our
workforce payroll and time and attendance requirements. We wanted an innovative
solution that would integrate with our ERP solution, enable us to optimize our
payroll and time and attendance requirements for our workforce and support our
unique business rules,” said Tom Spencer, systems project administrator for the
City of High Point.
PROPER ABSENCE MANAGEMENT AND PAYROLL
ACCURACY CONTRIBUTE TO COST SAVINGS
After conducting a review of workforce management software vendors, the City
selected SumTotal’s Workforce Management system based on the solution’s
ability to deliver dynamic scheduling capabilities and absence management
while ensuring payroll accuracy for their workforce operations. Easily managing
both blue and white collar workers, SumTotal Workforce Management delivers a
fully integrated solution that encompasses every aspect of the City’s workforce
ess Whitepaper: The Future needs. The fully integrated applications for time and labor management, employee
, of Strategic Mobile Workforce scheduling, and leave management ensures payroll accuracy and enables the City
& Expense Management
to reduce internal costs and meet external government regulations.
With its 100 percent Web-based capabilities, SumTotal Workforce Management
Whitepaper: Applying Lean was integrated with the City of High Point’s Lawson S3 Human Capital Management
Manufacturing Initiatives to
Workforce & Expense Management and Payroll system to be the “book of record” driving payroll processing for leave
accruals, time and attendance and scheduling for workers. Data, once entered
manually, was transitioned online through SumTotal Workforce Management,
LL,
al, www.sumtotalsystems.com which automated all payroll calculations against business rules for vacation, sick,
Go

3. About SumTotal holiday, overtime and Fair Labor Standards Act (FSLA) work periods, increasing
efficiency and accuracy. Because SumTotal is able to handle split shift and settle-
SumTotal Systems, Inc. is the global leader up calculations for workers such as police and firefighters, its functionality is able
strategic Human Capital Management to help the City control overtime and pay fairly and accurately.
(HCM) solutions that provide organizations
with a new level of visibility to help make
“In addition to improving our payroll and scheduling processes, we wanted a
more informed business decisions and
solution that was intuitive,” added Spencer. “SumTotal was able to deliver on those
accelerate growth. Recognized by indus-
expectations and more. Not only are we able to correctly define our schedules, but
try analysts as the most complete solution,
we are able to run our payroll accurately with one integrated solution.”
SumTotal provides full employee lifecycle
management, including a core system of
EFFECTIVE AND PROACTIVE MANAGEMENT
record, from a single provider for improved
OF COMPLEX FMLA REQUIREMENTS
business intelligence. The company offers Other benefits of implementing SumTotal’s Workforce Management include
customers of all sizes and industries the additional leave management features, online exception time entry, online absence
most flexibility and choice with multiple requests and approval, and more robust reports. For example, users can tailor the
purchase, configuration, and deployment solution to add data fields for exception situations such as working overtime during
options. We have increased the perfor- a hurricane or other natural emergency. Managers can view absence data to
mance of the world’s largest organizations uncover trends such as a spike in requests for time off prior to a holiday weekend
including Sony Electronics (NYSE: SNE), or proactively adjust schedules to avoid unnecessary overtime.
AstraZeneca (NYSE: AZN [ADR]; London: The solution also enables accurate forecasting and time capture. In the police
AZN), Amway (KUL:AMWAY), Seagate department, certain members of the force, such as detectives working undercover,
(NYSE: STX), Dell (NASDAQ:DELL), and may not release their official time schedules due to security constraints. As an
Google (NASDAQ:GOOG). For more added benefit, the SumTotal solution automatically adjusts to track and settle
information, or to request a demo, please payroll and overtime accruals based on true hours worked, ensuring that time
call +1 (800) 881-2546 (US / Canada), and payment, are never overlooked. SumTotal Workforce Management also
+1 (508) 358-1072 (international) or visit enables the City to effectively and proactively manage and stay on top of the
www.sumtotalsystems.com complex Family and Medical Leave Act (FMLA) requirements and improve
the administration of overall employee leave programs. Without a workforce
About City of High management system in place, organizations are challenged to adhere to changing
regulatory requirements and efficiently and effectively administer and manage
Point, North Carolina planned and unplanned absences.
High Point is a city located in the Piedmont The City of High Point tracks up to eight protected codes under FMLA. With the
Triad region of North Carolina. As of 2010 SumTotal solution, adjustments and additions can be made quickly and easily.
the city had a total population of 115,000, Absences that can be administered include mandated federal, state and municipal
according to the US Census Bureau. family medical leave, jury duty, military leave, parental leave, bereavement,
High Point is currently the eighth-largest sabbaticals, and other organization-sponsored leave types.
municipality in North Carolina. High Point
is known for its furniture, textiles, and bus
The system also ensures that the City is up-to-date in complying with new FMLA
manufacturing. The city is regarded as the
regulations pertaining to military leave. SumTotal enables the City of High Point
“Furniture Capital of the World” and it is called
to facilitate compliance and maintain an audit trail while enabling managers to
“North Carolina’s International City” due to the
forecast and meet scheduling needs. Through improved FMLA administration, the
semi-annual High Point Market that attracts
City of High Point has been able to more accurately track balances in a shared
100,000 exhibitors and buyers from around
leave program. For example, employees can donate vacation and sick leave to
the world. High Point is North Carolina’s
coworkers in need.
only city that extends into four counties. “Implementing the SumTotal Workforce Management solution has enabled us to
Learn more at www.high-point.net better manage our workforce, reduce costs and empower City employees to be
more productive,” concluded Spencer. “We can forecast staffing issues, track by
shift, uncover trends, and take a proactive approach in managing our workforce
– all of which contributes to maintaining and improving service levels for the
residents of High Point.”
www.sumtotalsystems.com
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