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REQUEST FOR COUNCIL ACTION Date:May 23, 2022 Item No.:10.h Department Approval City Manager Approval Item Description: Approve Contract with NeoGov for Human Resources Onboarding software 1 B ACKGROUND 2 The function of human resources includes areas such as recruitment, retention, development, 3 onboarding and administrative duties. Over the past several years. due to the COVID-19 pandemic, 4 the Human Resources division has had to adapt many of our processes and procedures to 5 accommodate a remote workforce, recruitment and hiring practices, and onboarding workers who 6 had never stepped foot inside a physical workspace until just recently. 7 8 The COVID-19 pandemic have changed how we interact with potential and current employees who 9 serve our residents. Technology that has previously been viewed as a “nice to have” is now very 10 much a necessity. Technology is needed to support employee management moving forward, create a 11 safer work environment and bridge a gap that was discovered as our organization moved to a remote 12 and hybrid workforce. 13 14 Traditionally, the city has utilized a paper-based/manual system for processing many of the forms 15 needed to recruit, hire and onboard an employee. Over the past few years, this has proven to be 16 inefficient, time-consuming, with a greater opportunity for mistakes to occur or sensitive information 17 to be inadvertently exposed to potential security risks. 18 19 One of the objectives of the human resourcs divisions is to prepare the organization for the future, 20 whether it be a public health crisis, natural disaster or other unforeseen circumstance, the goal is to 21 maintain continuity to serve our people as well as our residents. 22 23 For many yeasrs, the city has utilized an applicant trackingsystem through a company called 24 NeoGov. There are several modules that can be implemented through this cloud-based software. The 25 Onboard module serves to stimulate productivity through the use of a cloud-based platform for 26 employees to complete and submit forms, allow for additional onboarding materials, and maintain 27 the safety of personal information sharing that is necessary for new hire paperwork. This system 28 allows both seasonal/temporary and regular employees to complete administrative tasks, submit 29 forms, and communicate securely with staff from anywhere. 30 31 The cost to implement the Onboarding module and for a two-year agreement (prorated from the date 32 of contract signing) is $19,415.10. 33 Prorated Period 6/1/22 – 1/5/23$4,518.60 Year One 1/6/23 – 1/5/24$3,765.50 Year Two1/6/24 – 1/5/25$7,531.00 Implementation Fee $3,600.00 Page 1 of 2