{{section.number}}d
CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Agreement with NeoGov for expansion of Human Resources Enterprise Software System
1. Resolution Dispensing with Competitive Bidding and Authorizing the City Manager or his Designee to Execute an Agreement with NeoGov for the Expansion of the Current Human Resources Enterprise Software System to Include the Attract, Onboard, Learn, and Perform Modules including the Purchase of Software Subscriptions, Licensing, Services, and Upgrades
COUNCIL ACTION
Item Type: Action Item
Approved for July 09, 2024 calendar
EXECUTIVE SUMMARY
Since 2012, the Human Resources Department has been utilizing NeoGov as its job recruitment system. Though the system has worked well for over a decade, the current solution as implemented provides limited automation relative to posting job openings, application intake management, notifications to candidates, employee evaluation management, and other related activities.
By procuring the new NeoGov solution it will further improve and enhance the Human Resources capabilities of attracting, onboarding, training, and developing employees.
The City will be able to better access candidates through outreach tools, improved automation through integrations with other systems, and access additional features fostering employee professional growth through a more collaborative evaluation process. 2{{section.number}}d
5 1
4 1
RECOMMENDATION
That the City Council approve dispensing with competitive bidding and authorize the City Manager to execute a Professional Services Agreement with NeoGov for the expansion of the current Human Resources Enterprise software system to include the Attract, Onboard, Learn, and Perform modules including the purchase of software subscriptions, licensing, services, and upgrades.
ANALYSIS
Given the evolving job market and workplace, it is essential the Human Resources Department avail itself of the latest software solutions designed to identify, attract, retain and develop high caliber employees.
Human Resources ongoing efforts to enhance recruiting services, covering talent attraction, onboarding, training, and staff evaluation, align perfectly with NeoGov's specialized modules. As a premier software provider in government, public safety, and education sectors, NeoGov excels in simplifying complex compliance requirements and automating time-consuming manual data entry tasks. Being an industry leader for over twenty years and supporting over thirteen-thousand public sector agencies, NeoGov has been a trusted partner for neighboring entities like Pasadena, Burbank, Long Beach, and Los Angeles County.
Our analysis of Human Resources Software solutions corresponds with the opinion of many others, that NeoGov has become the public sector standard for job seekers with over twenty million applicant entries since 2000. It has the leading market share of agency clients across the Country. In California, NeoGov accounts for over sixty-one percent of Local Agencies and eighty-four percent of the Counties.
The expansion of the NeoGov system will feature a module called Attract, which has many new features the City will benefit from, one of which is the ability to conduct outreach campaigns for job openings. The data from the campaigns will also be analyzed to identify trends related to emails candidates are opening, links they are selecting, and the jobs they are applying for, allowing the City to continuously improve recruitment efforts based on the collected data.
With the new Onboard module, new employees can electronically fill out hiring documentation, learn about the City’s benefit offerings, and better understand the expectations of the positions they’re starting, all before beginning their first day on the job. The City will be able to go completely paperless for the hiring process and even leverage the data from the completed job application to build out the employee’s file, eliminating dual entry.
3{{section.number}}d
5 1
4 1
Currently, departments are utilizing different forms of training. Some manage the effort manually with hardcopy documents, while others are utilizing various software applications. With the Learn upgrade, the City will centrally manage all training via a single system standardizing the processes from new hire mandatory training, to recurring compliance training through auto-enrollment, to elective City sponsored training opportunities. Through leveraging data stored in this centralized system, the Learn module also will provide City departments with the ability to generate reports and dashboards to ensure training and employee development goals are met. Also, employees will be able to sign up for classes through the Learn module minimizing staff time from taking in calls or responding to emails for class scheduling.
The City’s employee evaluation process currently is done manually. This is a multi- faceted process which includes scheduling, tracking, and writing of evaluations. It is extremely time-consuming for employees and their supervisors. The Perform upgrade will introduce a new way of doing evaluations:
Supervisors will be able to access the system to add notes on an employee’s performance throughout their evaluation period
Have automatic scheduling and reminders of when evaluations are due Increase collaboration between employee and supervisor in writing the evaluation, making the process more engaging
Provide access to appropriate reports and dashboards for supervisors as well as, the Civil Service Commission for better transparency and management.
Another benefit of expanding and building on the current Human Resources NeoGov system is the ability to share employee data throughout the different modules of NeoGov as well as, other enterprise systems in the City. This will enable the City to have a two- way integration with its Tyler Munis Financial System. New hire data will be uploaded into the Munis Payroll module. As employee and position information changes, that data will in-turn be fed back into the NeoGov system. Exchanging data across two enterprise systems, will eliminate the current manual dual entry that Human Resources staff are doing to synchronize these systems.
In conclusion, the technology landscape is vastly different today than it was over ten years ago. With this upgrade and expansion, the City has the ability to automate and leverage technology in attracting candidates, recruiting, onboarding, training and development, and facilitating performance evaluations. Having data covering an employee’s entire tenure at the City centralized in one system will minimize redundancies, silos and manual work. The sharing of this data with the City’s payroll system adds process efficiencies and shortens the time it takes to onboard new hires. Overall, this system will improve our entire recruitment and employee management process, leveraging data to make better 4{{section.number}}d
5 1
4 1
informed decisions on the development and performance of every employee at the City of Glendale and assisting the Human Resources Department to meet the Council’s goal of increasing Operational Efficiencies.
Therefore, staff requests the City Council to dispense with competitive bidding, and authorize the City Manager, or his designee, procure the Attract, Onboarding, Learning and Perform modules with NeoGov for the purchase, implementation, software licensing and maintenance of the expansion of the current NeoGov system.
STAKEHOLDERS/OUTREACH
As previously mentioned, a focal point of the expansion of the current NeoGov solution will be the new Attract module which will manage outreach campaigns for job openings.
Attract engages applicants through targeting specific groups, organizations and educational institutions via email notifications providing information about the City of Glendale’s job opportunities.
Here are some other additional benefits with NeoGov’s Attract outreach module:
Access to the Governmentjobs online database, which houses the largest government applicant pool for targeting campaigns based on candidates with matching experience to the job postings
Built-in integrations with other recruiter sites for reaching potential candidates even outside of NeoGov, making it a one stop shop for recruitments Access to an Ai tool called Virtual Recruiter which will independently assess any underperforming job postings and send automated email campaigns to engage potential candidates
FISCAL IMPACT
The Human Resources NeoGov system upgrade and expansion will cost $490,000 for the initial three-year term, plus a 10% contingency ($49,000) for a total cost not to exceed of $539,000. The first year cost of approximately $165,000 has already been approved as part of the FY 2024-25 budget therefore no additional appropriation is being requested at this time. All future year annual costs for software subscriptions, licensing, services and upgrades for the life of the product will be annually budgeted within the ISD Application Fund and approved by the City Council as part of the annual citywide budget process.
5{{section.number}}d
5 1
4 1
Existing Appropriation
Amount Account String Funding Source
$60,000 GL: 43110-6040-ISD-0020
PL: ISD01034AN
Information Technology
Applications Fund
$55,000 GL: 43110-6040-ISD-0020
PL: ISD01035AN
Information Technology
Applications Fund
$50,000 GL: 43110-6040-ISD-0020
PL: ISD01036AN
Information Technology
Applications Fund
ENVIRONMENTAL REVIEW (CEQA/NEPA)
Not applicable.
CAMPAIGN DISCLOSURE
The names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with more than 10% interest in the company proposed for contract in this Agenda Item Report are attached in Exhibit A, in accordance with the City Campaign Finance Ordinance No. 5744.
ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1: Not approve the recommendation to dispense with competitive bidding and direct staff to consider other vendors. Under this alternative, staff would invest significant time in conducting a thorough review of other vendors and their solutions and identify if they can integrate with our current Tyler Munis payroll system. This will result in additional costs due to procuring and replacing the current NeoGov Job Posting and Application intake system, a system which has proven to be the industry standard being widely used by our neighboring cities and counties, as well as, the majority of the state and country.
It’s expected this also would delay implementing the operational improvements outlined in this report by twelve to eighteen months.
Alternative 2: The City Council may consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Paula Adams, Chief Human Resources Officer
Prepared by:
Aymee Martin, Assistant Director of Human Resources
Approved by:
Roubik R. Golanian, P.E., City Manager
6{{section.number}}d
5 1
4 1
EXHIBITS/ATTACHMENTS
Exhibit A: Campaign Disclosure Form