Discussion and Consideration to Purchase NEOGOV Insight and Onboard Modules – Motion to Approve

AGENDA ITEM # K-3 AGENDA INFORMATION TIFFIN CITY COUNCIL COMMUNICATION DATE: January 13, 2026 AGENDA ITEM: Discussion and Consideration to Purchase NEOGOV Insight and Onboard Modules ACTION: Motion Motion Purpose To request approval for the purchase of NEOGOV Insight (Applicant Tracking System) and NEOGOV Onboard modules to modernize the City’s hiring and onboarding processes, reduce compliance risk, and improve operational efficiency. Background The City of Tiffin is experiencing rapid growth and increased hiring demands, including the recent addition of the Fire Department and Public Library. Current processes rely heavily on manual steps, paper forms, and informal workflows, which present significant challenges: • Compliance Exposure: Inconsistent documentation and limited audit trails increase risk during grievances, terminations, and public records requests. • Manual, Time-Intensive Processes: HR staff spend approximately 1 hour per hire assembling and correcting onboarding paperwork; seasonal and part-time hires often submit incomplete forms. • Lack of Standardization: Departments operate differently, creating inequitable practices and inefficiencies. • Limited Scalability: Continued growth will require more hiring without additional administrative staff. Proposed Solution Implement NEOGOV Insight and Onboard, purpose-built for public sector HR operations: • Insight: o Centralizes job postings, applicant screening, communication, and reporting. o Creates a defensible, transparent hiring process and reduces time-to-hire by up to 30%. • Onboard: o Digitizes new-hire paperwork and workflows. o Ensures complete, compliant onboarding and makes new hires productive faster. Financial Impact Based on the NEOGOV proposal (Option 2): Year 1 (with discounts): $13,983 Year 2 (full annual license): $10,331 Total for first two years: $24,314 1