Explanation
BACKGROUND: This legislation authorizes the expenditure of up to $40,000 for a performance management system.
Performance management is the ongoing process of communication between a supervisor and an employee that occurs throughout the year in support of accomplishing the strategic objectives of the organization. Successful performance management ensures that goals are consistently being met in an effective and efficient manner.
The current Performance Excellence Program (PEP) system was created by the City of Columbus Department of Technology in 2005. When PEP was instituted for Management Compensation Plan and Health Administration Compensation Plan employees in 2006, the system was a welcome improvement on performance management.
Nearly 10 years later, the need for improved and more user-friendly software is evident. Today's performance management software packages include real-time updates, email communications for approvals and supervisor reminders, and a broader functionality that touches on career, workforce, and succession planning.
A new performance management system will:
· Improve supervisor accountability
· Permit consideration for merit pay
· Reduce redundant approval processes
· Improve statistical analysis of employee performance
· Identify trends in employee performance
· Increase transparency of the evaluation process
· Increase opportunities for employee professional development
The Department of Human Resources initiated a Request for Proposal in June 2014 (formal bid SA005476). Bids were opened July 2, 2014. Seven bids were received. A committee representing Columbus Public Health, the Department of Public Utilities, the Department of Public Safety, the Department of Public Service, and the Department of Human Resources evaluated the proposals. The committee recommended a contract should be awarded to Halogen Software, Inc.
FISCAL IMPACT: Cash is available in the 2014 Capital Improvements Budget in Fund 757.
Title
To authorize the Director of the Department of Human Resources to enter into a contract with Halogen Software, Inc., in order to provide continuous performance management software services, training, and support to City of Columbus employees; to authorize the expenditure of up to $40,000.00 from the Human Resources and City Attorney Bond Fund, Fund 757; and to declare an emergency. ($40,000.00)
Body
To authorize the Director of the Department of Human Resources to enter into a contract with Halogen Software, Inc., in order to provide continuous performance management software services, training, and support to City of Columbus employees; to authorize the expenditure of up to $40,000.00 from the Human Resources and City Attorney Bond Fund, Fund 757; and to declare an emergency. ($40,000.00)
WHEREAS, the City is in need of a performance management software package in order to increase the functionality and awareness of the performance management program and to take advantage of available technology to increase the effectiveness and efficiency of employee performance; and
WHEREAS, the program and associated software represent the peak of best practices for evaluating employee performance in order to keep employees, supervisors, and managers engaged; and
WHEREAS, a committee representing Columbus Public Health, the Department of Public Utilities, the Department of Public Safety, the Department of Public Service, and the Department of Human Resources recommended a contract should be awarded to Halogen Software, Inc.; and
WHEREAS, this legislation authorizes the Director of the Department of Human Resources to enter into a contract with Halogen Software, Inc., in order to provide continuous performance management software services, training, and support to City of Columbus employees; and
WHEREAS, funding is available in the Human Resources and City Attorney Bond Fund, Fund 757; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Human Resources in that it is immediately necessary to enter into contract so that work can begin in a timely manner and not delay the implementation, all for the immediate preservation of the public health, peace, safety and welfare;
NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Human Resources be authorized to enter into a contract with Halogen Software, Inc., in order to provide a more capable and efficient performance management program to City of Columbus employees that will improve employee, supervisor, and manager engagement.
SECTION 2. That for the purpose stated in Section 1, the expenditure of $40,000 or so much thereof as may be necessary, is hereby authorized from the Department of Human Resources:
Division 4601 | Fund 757, Human Resources and City Attorney Bond Fund | Project 460001-100000 | Object Level One 06 | Object Level Three 6621 | OCA Code 757001
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 5. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department of Human Resources administrating said project that the project has been completed and the monies are no longer required for said project.
SECTION 6. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.