HomeMy WebLinkAbout2.d. Applicant Tracking & Recruitment SoftwareEXECUTIVE SUMMARY
City Council Work Session: February 9, 2015
AGENDA ITEM: Applicant Tracking & Recruitment
Software
AGENDA SECTION:
Discussion
PREPARED BY: Emmy Foster, Assistant City
Administrator AGENDA NO.
ATTACHMENTS: NeoGov Quote & ROI Analysis APPROVED BY: ddj
RECOMMENDED ACTION: Discussion
BACKGROUND
Staff has received information on applicant tracking and recruitment software that is used by many
Minnesota cities and counties. NeoGov has a public sector focus, has market leadership, is cloud-based and
the customer price is locked in.
This software is used in the majority of cities and counties in the metro area. NeoGov would cost $5000
initially and $3500 annually for licensing. While NeoGov offers a few other options, the applicant tracking
and recruitment module is what is being considered at this time. Staff estimates that this software will pay
for itself by the 2nd year of implementation.
Some advantages of the system include reduced staff time to recruit, track, screen, and communicate with
applicants; greater reporting capabilities, and greatly reduced postage costs with the use of email capabilities
through the system. For the applicant, they will appreciate the online job posting and interest cards,
electronic job application and self-service portal, and faster response time.
In 2014, we had 9 major job recruitments. This was a high number of openings in one year for our City.
Using these numbers, staff estimates considerable cost and time savings, streamlined/automated processing,
greater flexibility, and quicker turnaround time on overall recruitments.
2.d.
PROPOSAL
Insight Enterprise (IN)
Account Detail:
Jayme Dolan
NEOGOV Regional Account Manager
Email: jdolan@neogov.net
Direct Line: 310-658-5732
Fax Line: 310-426-6305
Quote Date: 1/9/2015
Requested Service Date: TBD
Initial Term: 12 Months
Option 1:
Item
Annual
Recurring Price
One-time
Price
1.0 Insight Enterprise (IN)
1.1 License Subscription $3,500.00
1.2 On-line User Training $2,500.00
1.3 Implementation $2,500.00
1.0 Insight Enterprise Edition (IN)
1.1 License Subscription
The Customer’s subscription to the Insight Hiring Management Software includes the following
functionality:
Recruitment
• Customized online job application
• Accept job applications online
• Online applications integration with current agency website
• Online job announcements and descriptions
• Automatic online job interest cards
• Proactively search your applicant database
• Real-time database of all applicant information
• Recruitment and examination planning
Selection
• Create, store, and reuse supplemental questions in the Insight item bank
• Screen applicants automatically as they apply
• Define unique scoring plans per recruitment, or copy existing scoring plans
• Test Item bank (optional in TMS at an extra charge)
• Conduct item analysis
• Test processing (automatically input Scantron test data sheets)*
• Test analysis and pass-point setting
• Score, rank, and refer applicants
PROPOSAL
Applicant Tracking
• Email and hardcopy notifications
• EEO Data collection and reports
• Track applicants by step/hurdle
• Schedule written, oral, and other exams
• Detailed applicant history record
• Skills tracking and matching
Reporting and Analysis
• Collect and report on EEO data
• Analyze and report on adverse impact and applicant flow
• Track and analyze data such as time-to-hire, recruitment costs, staff workload,
applicant quality, etc.
• Over 80 standard system reports
• Ad Hoc reporting tool
HR Automation
• Create and route job requisitions
• Refer and certify applicants electronically
• Scan paper application materials
* Requires a Scantron or similar Optical Mark Reader (OMR) scanner, special forms,
form set-up, and scanner software, which are not included in the cost.
Additionally, during the term of the subscription, the Customer will be provided:
Unlimited Customer Support (6:00 AM – 6:00 PM PT)
Customer Support shall be provided to the Customer both on-line and by telephone Monday –
Friday, 6:00 AM – 6:00 PM PT (excluding NEOGOV holidays).
Product Upgrades to Licensed Software
Customer shall receive all product upgrades to purchased package. Product upgrades are automatic
and available upon the next login following a product upgrade rollout. Product upgrade rollouts are
generally released every three months.
1.2 Provisioning
The following activities are conducted as part of the Insight Enterprise implementation
• Conduct a project kick off meeting to review the project timeline, deliverables, and establish
project expectations
• NEOGOV will establish an Agency-specific training environment that will be used during
training and post-training to allow the Agency to learn the system and begin defining new roles,
responsibilities, and activities within the HR staff
• NEOGOV will conduct eight hours of on line instructor led video tutorial training. NEOGOV
will provide all required user exercises and user guides to the Agency.
• Once the core user community is comfortable with the system (typically within 10 hours of
hands-on use) they will train the remaining HR staff to complete their tasks using Insight.
PROPOSAL
• Between the training and go-live, NEOGOV will complete the following activities:
o Creating an agency-specific training environment which is used by your agency during
training and afterwards to train in prior to moving into production
o Configure printable job bulletin
o Integrate your new production job opportunities, promotional opportunities, and class
specifications web pages into your existing agency website
o Establish the Agency’s Insight Enterprise production environment
1.3 Training
NEOGOV will deliver online training videos to Agency recruiters. We will provide all required
user exercises and user guides to the Agency.
Following the training, your agency will have full access to the training environment. Additionally,
your agency has full access to our Customer Support Help Desk during the training to help new
users fully utilize Insight. Our existing customers find that this unique implementation approach
enables their users to become familiar with Insight in a safe environment, promoting system use
and leading to a more successful rollout.
Product Upgrades to Licensed Software
Customer shall receive all product upgrades to purchased package. Product upgrades are
automatic and available upon the next login following a product upgrade rollout. Product
upgrade rollouts are generally released every three months.
Additionally, during the term of the subscription, the Customer will be provided:
Unlimited Customer Support (6:00 AM – 6:00 PM PT)
Customer Support shall be provided to the Customer both on-line and by telephone
Monday – Friday, 6:00 AM – 6:00 PM PT (excluding NEOGOV holidays).
Product Upgrades to Licensed Software
Customer shall receive all product upgrades to purchased package. Product upgrades are
automatic and available upon the next login following a product upgrade rollout. Product
upgrade rollouts are generally released every three months.
PE Provisioning
The following activities are conducted as part of the NEOGOV PE implementation
• Assign a NEOGOV project implementation specialist
• Conduct project kick off conference call to provide an overview of the system, review
implementation plan, and discuss deliverables timeline, project roles and assignments
• Establish your agency’s performance evaluation environment
• Provide import of existing employee data into the system
PROPOSAL
PE Online Training
Training is a one-time cost and includes the following:
• Unlimited online training with on-demand, self-running tutorials
• Access to monthly conference calls with PE users
• Access to the online NEOGOV Community, a discussion forum to network with other
users and provide answers to your PE questions
• Customer Support shall be provided to the Customer both on-line and by telephone
Monday – Friday, 6:00 AM – 6:00 PM PT (excluding NEOGOV holidays).
Unlimited Customer Support (6:00 AM – 6:00 PM PT)
Customer Support shall be provided to the Customer both on-line and by telephone
Monday – Friday, 6:00 AM – 6:00 PM PT (excluding NEOGOV holidays).
Product Upgrades to Licensed Software
Customer shall receive all product upgrades to purchased package. Product upgrades are
automatic and available upon the next login following a product upgrade rollout.
Activity Cost per sheet # Apps Per Yr # Sheets Per
App/Form # Times Printed Total Volume Total Cost NEOGOV Cost
Total Job Openings/Yr 9 job openings per year
Total Applications/Yr (400 drop off/mail, 700fax/email, 100walk in 900 total applications received per year
# Pages per Application (Incl. resume, EEO form, supplemental ?s, etc.)8 pages 0.04 900 8 1 7,200
Photocopy/Print Applications for HR each application is printed 1x 0.04$ 900 8 1 7,200 288.00$
# Applicant Notices Mailed 900 paper notices are mailed out per year (1 per applicant)0.50$ 900 1 1 1,200 450.00$
Shredding/Storage Shredding/ Storage Cost 100.00$
Postage cost per posting $60 per search 9 postingsx$60 540.00$
Advertising 1,000.00$
Total Hard Cost
NEOGOV
Insight Annual
License
Your Total Cost Today 6,374.00$ 2,378.00$ 3,500.00$
Total NEOGOV Cost 3,500.00$ Total Time Cost $ 3,996.00
Total Savings per year 2,874.00$ Total Cost $ 6,374.00
Hourly Rate $37.00
Total Mins Spent 23 hrs per recruitment. 207
hours annually.
# Applications 900
Mins/Application 20 mins per application
Total Time Cost 108 hours x 37.00 hourly
rate = $3,996.00
Other NEOGOV Benefits in Addition to Hard Cost & Time-Cost Savings
- Reduce time to hire by 33-55%. Qualified applicants don't take jobs w/ other agencies or the private sector.
- Decrease overall time spent on hiring & selection process for Recruiters/Analysts (37% decrease), Administrative Staff (77%) and Department/Hiring Managers.
- Decrease manual data entry by accepting online applications. Also, increase overall amount of data that is collected and can be evaluated.
- Improve overall communication with applicants through online job applications, citizen self-service portal and email notifications.
- Increase ability for citizens to be proactively notified of job vacancies with Online Job Interest Cards (no extra HR effort required). Collect a more qualified, passive pool of applicants, espcially for
hard to fill positions.
- Improve your image to the public with the services you provide to citizens. You are viewed as an employer of choice.
- Improve department satisfaction with the hiring and selection process through communication, efficiencies, reporting and centralization.
- Improve the quality of hires and save hundreds of hours with NEOGOV's automatic minimum qualification screening. In this economy, agencies are getting more applicants that are less qualified.
You don't have to spend as much time and money on screening or on replacing unqualified new hires. Find the best candidates as quickly as possible.
- Enhanced reporting functionality enables you to use system metrics to quickly evaluate your processes and increase efficiencies. Assists with making more informed strategic decisions for HR and
the overall agency (EEO reports, time-to-hire metrics, staff workload, etc.).
- Helps with litigation avoidance by providing quick and complete access to all applicant information, decreased manual data entry and human error.
- Supports "Green" initiatives by reducing paper.
- Network with 680+ NEOGOV agencies to share best practices and improve your processes.
Other NEOGOV Products
- Onboarding Module
- Performance Management Module
- Test Management System
- Computer Based Testing
Time/Duration Current System $$
NEOGOV
System $$
Monthly
Savings
0 -$
Mo.1 531.17$ 291.67$ 239.50$
Mo.2 1,062.33$ 583.33$ 479.00$
Mo.3 1,593.50$ 875.00$ 718.50$
Mo.4 2,124.67$ 1,166.67$ 958.00$
Mo.5 2,655.83$ 1,458.33$ 1,197.50$
Mo.6 3,187.00$ 1,750.00$ 1,437.00$
Mo.7 3,718.17$ 2,041.67$ 1,676.50$
Mo.8 4,249.33$ 2,333.33$ 1,916.00$
Mo.9 4,780.50$ 2,625.00$ 2,155.50$
Mo.10 5,311.67$ 2,916.67$ 2,395.00$
Mo.11 5,842.83$ 3,208.33$ 2,634.50$
Mo.12 6,374.00$ 3,500.00$ 2,874.00$
Annual
Savings
After Year 1 6,374$ 3,500$ 2,874$
Year 2 12,748$ 7,000$ 5,748$
Year 3 19,122$ 10,500$ 8,622$
Year 4 25,496$ 14,000$ 11,496$
Year 5 31,870$ 17,500$ 14,370$
$6,374.00
$3,500.00 $2,874.00
0
$2,874.00
$-
$1,000.00
$2,000.00
$3,000.00
$4,000.00
$5,000.00
$6,000.00
$7,000.00
Your Total Cost Today Total NEOGOV Cost Total Savings per year
Cost Comparison
Total Cost Total Savings
0
1000
2000
3000
4000
5000
6000
7000
Mo.1 Mo.2 Mo.3 Mo.4 Mo.5 Mo.6 Mo.7 Mo.8 Mo.9 Mo.10 Mo.11 Mo.12
To
t
a
l
C
o
s
t
Return on Investment
Current System $$
NEOGOV System
$$
Annual
Differnece
$4,803
$6,374
$12,748
$19,122
$25,496
$31,870
$3,500
$7,000
$10,500
$14,000
$17,500
After Year 1 Year 2 Year 3 Year 4 Year 5
Yearly Cost Comparison
Current Cost NEOGOV Cost