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STRATEGIC OUTCOMES |
ACTION |
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Department: |
☐ Safe & Prosperous |
☒ Motion |
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Finance |
☐ Active & Appealing |
☐ Resolution |
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☐ Respected & Responsible |
☐ Ordinance - Introduction |
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Division: |
☒ Connected & Engaged |
☐ Ordinance - Adoption |
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Procurement |
☐ Unique & Creative |
☐ Public Hearing |
TITLE: t
Sole Source: Human Resources Software Subscription Supplement
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SUMMARY RECOMMENDATION: Summary Recommendation
Authorize additional modules of Software Subscription from Governmentjobs.com, dba NeoGov, El Segundo, California, for a one-year estimated expenditure of $210,000.00. (Information Technology-SS-25-002) (Isaiah Kirk/Monica Welch/Robin R. Wilson)
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STRATEGIC OUTCOME:
The NeoGov software suite aligns with the City Council’s strategic outcome of Connected and Engaged by serving as the core application suite for Human Resources business applications. This software enhances the City’s digital infrastructure, streamlines communication, and promotes efficient public involvement in the City's Human Resource processes.
REPORT:
As a robust and high-speed platform for Human Resources services, NeoGov serves as the City's Human Resources Information System (HRIS), automating essential employee management functions such as recruitment, onboarding, performance management, training, certification, and applicant tracking. This software enhances the efficiency and effectiveness of Human Resources (HR) operations ensuring seamless access to HR resources for all employees and applicants and fostering a more connected workforce. With an intuitive, user-friendly interface, NeoGov facilitates transparent and continuous communication between the HR department and the City's workforce, with both engagement and satisfaction.
The subscription includes modules such as Time and Attendance, Benefits Management, and Payroll Services, which further the City’s ability to streamline HR operations. The Time and Attendance module allows for automated tracking of employee work hours, leave balances, overtime, and scheduling. This helps ensure accurate payroll processing and compliance with labor regulations concerning overtime and leave policies. The system will integrate with payroll processing, reducing manual entry errors and saving time for City staff. Additionally, employees can manage their own time entries and leave requests through the self-service portal, increasing transparency and accountability.
The Benefits Management module simplifies the administration of employee benefits, from health insurance to retirement plans. City employees can access their benefits information, enroll in or update plans, and view coverage details all through a centralized platform. For HR staff, this module reduces the complexity of managing multiple benefit programs and ensures that benefits are administered in compliance with public sector policies and regulations. Automated updates and reminders help keep both employees and HR on top of key deadlines and changes, making the benefits process smoother and more efficient.
NeoGov’s Payroll Services module streamlines and automates payroll processes, ensuring accuracy, compliance, and efficiency. This module integrates seamlessly with the Time and Attendance system, automatically pulling employee work hours, overtime, and leave data to generate accurate payroll calculations. By automating these tasks, the Payroll Services module minimizes the potential for human error, ensuring that employees are paid correctly and on time.
Additionally, the Payroll Services module ensures compliance with various labor laws, tax regulations, and public sector-specific payroll requirements. This module also supports complex payroll scenarios, including different pay grades and government-specific compensation structures. Employees can view their pay stubs, tax documents, and salary history through a self-service portal, reducing the burden on Finance and HR staff to manage payroll-related inquiries. The module’s reporting capabilities provide detailed insights into payroll expenditures, helping with budgeting and financial planning.
The initial program supplement includes a setup fee and training cost, with a subscription fee for the first year at a reduced rate. The subsequent two years will feature only the subscription fees at a regular rate.
FISCAL REQUIREMENTS:
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CITY FUNDS: |
$ 210,000.00 |
BUDGETED: |
$ 200,000.00 |
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STATE FUNDS: |
$ 0.00 |
AVAILABLE TO TRANSFER: |
$ 10,000.00 |
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FEDERAL FUNDS: |
$ 0.00 |
IN CONTINGENCY: |
$ 0.00 |
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OTHER SOURCES: |
$ 0.00 |
FUNDING: ACCOUNT/FUND #/CIP |
TOTAL $210,000.00
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General Fund |
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To total; right click number & choose “Update Field” |
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FISCAL IMPACT STATEMENT:
Budget authority to continue this multi-year renewal is programmed in the City Council approved FY 2025 Budget and financial forecast. Subscription costs higher than estimated can be covered within the department without impacting operations or services to customers.
ADDITIONAL INFORMATION:
SUPPORTING DOCUMENTS NOT ATTACHED TO THE CITY COUNCIL ACTION FORM THAT ARE ON FILE IN THE OFFICE OF THE CITY CLERK:
None
IF CITY COUNCIL ACTION INCLUDES A CONTRACT, LEASE OR AGREEMENT, WHO WILL BE RESPONSIBLE FOR ROUTING THE DOCUMENT FOR SIGNATURE AFTER CITY COUNCIL APPROVAL?
☒ Department
☐ City Clerk’s Office
☐ Document to be recorded
☐ Document to be codified
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Acting City Administrator: |
Date: |
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John D. Simonton |
10/08/2024 |
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Reviewed by City Attorney: |
Date: |
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Richard W. Files |
10/07/2024 |