In June 2023, the City of Plano executed an agreement with EDS to comprehensively manage all secondary employment activities of Plano Police Officers. Before fully implementing this solution, city council approved the city paying the fees for services rendered based on an established monthly rate instead of adding a percentage to the hourly rates charged to each customer who requests the assistance of off-duty officers.
This approval and agreement with EDS was for $45,000 a month for six months (starting in July 2024 and ending in December 2024). If the amount charged during the first six months was less than $45,000 per month based on the previous fee schedule, EDS would award the difference to the city. If the amount charged during the first six months was higher than $45,000 based on the previous fee schedule, EDS and the city would discuss whether the monthly amount paid by the city should be higher than $45,000 a month at the end of the initial six-month term.
City management and council agreed again on December 17, 2024 to continue paying for this service for another six months (January 2025-June 2025). EDS began billing actuals starting in January 2025 since the usage was averaging below the initial $45,000 a month. The average monthly bill for EDS has been $40,471 a month based on usage for the eleven months of bills we have received.
EDS has proven to be an effective solution for managing off-duty employment. The key needs identified for a successful off-duty management system are being met. EDS has significantly reduced the number of hours our staff spend coordinating and overseeing off-duty assignments.
The Police Department now has access to accurate, centralized data on off-duty work, including hours worked, job locations, and timeframes. EDS has assumed most of the administrative burden for coordinating off-duty jobs, resulting in a meaningful reduction in lost staff time. Overall, EDS is meeting expectations and performing effectively.
Additionally, JivaSoft, the on-duty scheduling and payroll platform included in the EDS contract, is being partially implemented to integrate with PeopleSoft. Once fully implemented, JivaSoft will greatly reduce the need for manual payroll entry and improve the accuracy of payroll data. It will also enhance our ability to track and budget for overtime expenses.
The Police Department recommends that city council approve the funding of this program for an additional year so the department can continue to use this solution to efficiently manage off-duty employment for police officers and take advantage of the included on-duty solution which will improve time tracking for all Police Department employees.