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Regular City Council Meeting Monday,March 11,2013 Page 15 Human Resources Manager Eldona Bacon presented a summary of a web-based human resources system that would allow for paperless transactions and record- keeping, electronic tracking and analysis, as well as remote access, as budgeted for in the 2013 budget in an amount estimated at $40,000.00. Ms. Bacon re- viewed initial costs as well as ancillary costs thereafter estimated at approximate- ly$20,000.00 - $25,000.00 annually. Discussion included clarification for the minimum 225 employee costs without increased costs for fewer employees; anticipated receipt of the Springsted em- ployee compensation study results in the near future; clarification that this HRIS would house employee data, with the compensation matrix a separate study be- yond this system; manual input versus electronic input and limited potential effi- ciencies other than providing more analytical decision-making with someone still having to enter the employee data and not freed up to do other duties; and antici- pated additional cost of$1,250.00 for the ongoing employee benefit component if it was programmed to interact electronically with each insurance provider; and $.60 per employee per month(based on 175 employees) for recurring processing. At the request of Acting Mayor Etten, Ms. Bacon clarified that it was her under- standing that, if the City changed carriers, it would incur that cost each time. At the request of Councilmember Laliberte, Ms. Bacon advised that she continued to research whether that cost would be from PerfectSoftware, as well as the cur- rent employee healthcare provider, HealthPartners. At the request of Acting Mayor Etten, Ms. Bacon advised that the information available would not allow access by all employees,but would be controlled by the administrator(s) of the software depending on each party's authorization to access information. At the request of Councilmember McGehee, Ms. Bacon clarified that only the employee benefits initiated through the City would be accessible, no claims histo- ry or medical records. Councilmember McGehee opined that there seemed to be a number of opportuni- ties for significant and ongoing costs above and beyond the annual $25,000.000 figure. Ms. Bacon advised that staff and the City Attorney were anticipating negotiation of a three(3) year contract that would minimize those additional costs. At the request of Councilmember McGehee, Ms. Bacon advised that, at the direc- tion of the body, staff could return after those negotiations with that three (3) year, fixed cost for the contract period.