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Date: May 13, 2024 Item: 7 <br />Presenter: Maggie Jin, Finance Director <br />Section: Consent Agenda <br /> <br />Title: HR Onboarding Software <br /> <br /> <br />1.Purpose: <br />The purpose of this agenda item is to obtain council approval of the contract with NeoGov for an <br />HR Onboarding software. <br />2.Background: <br />The City of Orono currently onboards employees through a manual and paper process. Once a <br />employee is hired, staff e-mails and prints out onboarding documents, manually tracking which <br />items are completed and then following up on the process if items are missed. IT needs to then be <br />notified to start the process of setting up the employee on the City's system. Additionally, once <br />onboarding is completed, benefit information needs to be sent out. There is currently not a way to <br />track which part of the process the new employee is at and what items still needs to be completed. <br /> <br />Staff had reached out to different resources to obtain different vendors that provided onboarding <br />and learning management systems. Majority of the resources had referenced NeoGov as an HR <br />software. Additionally, Orono police department is already contracted with PowerDMS, which <br />recently merged with NeoGov, for scheduling, FTO training tracking and policy module. Staff <br />were given demonstration by NeoGov on the onboarding and learning management systems. <br />Quotes for a bundle package of the two modules and the standalone onboarding module were <br />received. Currently, staff is recommending moving forward with only the onboarding module. <br /> <br />With NeoGov onboarding software, the onboarding process will be streamlined, automating <br />workflows. Employees will be able to fill out paperwork, learn about the City, benefits and <br />expectations all before their first day on the job. The City will be able to go paperless with new <br />hire paperwork and reduce errors by going digital. Overall, this will decrease the time it takes for <br />onboarding a new employee, assist with tracking of onboarding, new hire set-up and new hire <br />training. The module also offers an offboarding tracking and exit interview process. Additionally, <br />with the subscription to NeoGov, a dashboard is included where employer resources can be <br />centralized into essentially an intranet for new and existing employees. <br /> <br />Other municipalities that utilizes NeoGov for HR functions includes Wayzata, Minneapolis, <br />Shorewood, Fridley, Hennepin County, and League of MN Cities. <br />3.Cost: <br />The cost for a three-year contract is $15,099.60, which will begin once the set-up is initiated. The <br />price for each year is as follows: year 1 - $6,652.20, which includes the set-up cost; year 2 - <br />$3,898.80; year 3 - $4,548.60. The software will be funded from the IT fund. <br />4.Staff Recommendation: <br />Staff recommends approval of the contract with NeoGov for the Onboarding module. <br />AGENDA ITEM <br /> <br /> <br /> <br /> <br /> <br /> <br />73