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AGENDA ITEM <br />Item No.: 28 <br />Item Description: HR Software Upgrades <br />Date: May 14, 2018 <br />Presenter: Dustin Rief, City Administrator Agenda City Administrator's <br />Section: Report <br />1. Purpose: A review of City Human Resource Processes has indicated a need for a centralized software <br />that provides for improved efficiency in hiring, onboarding, records retention, off boarding, performance <br />reviews, benefits management, time -off reporting, and HR compliance. <br />2. Background. The City of Orono uses many formal paper processes to complete all facets of HR <br />related functions. The termination of an employee last year exposed some areas that needed improvement <br />leading to the decision to seek a comprehensive software to add efficiency and oversight in a centralized <br />manner for all Human resource functions. <br />3. Project Scope. The City sought out and reviewed a variety of software solutions that covered a number <br />of areas from only performance reviews to a comprehensive software that offers online hiring, onboarding, <br />records retention, off boarding, performance reviews, benefits management, time -off reporting, hours <br />reporting, training tracking, and HR compliance. <br />4. Cost. The City solicited and received four proposals for software solutions a cost table of those <br />solutions is attached in Exhibit A with a summary below. <br />HRWize: Cost per seat $12 CAD conversion to USD $9.45 at a rate of USD 1=1.27 <br />CAD <br />Annual Cost $7938, FY 18 Prorated Cost with implementation Approx. <br />$7385.83 <br />Bamboo HR: Cost $9.43 per seat or $7921 per year, FY 18 Prorated cost with <br />Implementation $6,517.86 <br />NeoGov: Cost $14.73 per seat or $12,370 per year, FY 18 Prorated cost with <br />implementation $19,215.83 <br />Performyard: Cost $5.33 per seat, Performance Review only annual cost $4,480.00 <br />5. Funding. This project will be funded through the Improvement Equipment Outlay Capital Project <br />Fund with a cost of $7385.83. Current Fund Balance $1,119,800.00 <br />6. Staff Recommendation. I recommend the acceptance of the HRWize proposal as the most <br />comprehensive and adaptable solution for our Human Resources Software needs. <br />COUNCIL ACTION REQUESTED <br />Motion to accept of the HRWize proposal for Human Resources Software at a cost of $12 Canadian per <br />seat per month with an annual approximate cost of $7938 US currency dependent on exchange rate. <br />Exhibits <br />Exhibit A. HR Software Comparison <br />Exhibit B. HRWize Proposal <br />Prepared By: 5b)R <br />Reviewed By: _�b)R <br />Approved By: _19a <br />