To: Board of Supervisors
From: David O. Livingston, Sheriff-Coroner
Report Title: GovernmentJobs.com, Inc. d/b/a NEOGOV, parent company of PowerDMS, Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Sheriff-Coroner, or designee, to execute a contract with GovernmentJobs.com, Inc. d/b/a NEOGOV, parent company of PowerDMS, Inc., in an amount not to exceed $99,000 for a hosted policy management software application, for the period October 1, 2024 through June 3, 2026.
FISCAL IMPACT:
Approval of this request will result in up to $99,000 in contractual service expenditures over an approximate 32 month period and will be funded 100% by the General Fund.
BACKGROUND:
The Administrative Services Bureau, through the Professional Standards Division’s Planning and Research Unit, is responsible for the Office of the Sheriff's Manual development, review, and maintenance. Continuous review of the Policies and Procedures Manual is conducted by the Planning and Research Unit and all Division Commanders concerning those policies directly related to their respective divisions to ensure that policies express the Office of the Sheriff's current goals and objectives. After the policies are revised and approved, there is no mechanism currently in place to track and audit whether employees have read and acknowledged the updates to the policies.
PowerDMS is a cloud-based platform that allows the Sheriff’s Office to store, distribute, and track its policies and procedures in one centralized location. It also enables the department to create and assign online training courses, quizzes, and surveys to ensure that staff are up to date and compliant with the latest standard. The Sheriff’s Office can also reduce the risk of liability and litigation by providing evidence of policy acknowledgment and training completion.
PowerDMS capabilities will allow the Sheriff’s Office to deliver training videos, PowerPoint presentations online, or simple quizzes when policies are updated or issued which must be completed before the policy can be signed off and acknowledged; track and verify training completions and/or acknowledgement of the policy; retain and make training content available for viewing; automate training or policy review reminders to all employees; and upload and store unlimited documents.
PowerDMS will integrate with PowerPolicy, a tool that helps the Sheriff’s Office create and update its policies in a streamlined process allowing for an easier review and approval process.
PowerPolicy features support electronic records maintenance, including capabilities to create an online central repository with mobile app access; electronic signature tracking, reporting, and auditing; document management tools for editing, managing workflows, and audit trails; and set automatic reminders for policy renewal/review deadlines.
The Professional Standards / Planning and Research Unit wants to achieve a process-dependent workflow that enables update reminders, policy authorization signoffs and training acknowledgment all saved in the system. PowerDMS is recommended as the application solution. The proposed solution will not only benefit the Planning and Research Unit but will also benefit each division in the creation, review, and approval process for all policies as well as the audit and tracking of policy acknowledgment and sign-off.
Approval of this contract aligns with the terms and conditions contained in the contract between GovernmentJobs.com, Inc. d/b/a NEOGOV and the County Human Resources Department.
CONSEQUENCE OF NEGATIVE ACTION:
If the Board does not approve, the continuation of a manual process will become increasingly difficult and counter the Department’s efforts to reduce the risk of liability and litigation by providing evidence of policy acknowledgement and training.