Title
SuccessFactors Learning Management System Upgrades
Action
Action:
A. Approve a contract with SAP America, Inc. to provide a cloud-based upgrade to the City’s SuccessFactors learning management system,
B. Approve the purchase of subscription licenses for enterprise-wide use of SAP’s SuccessFactors Learning software, together with additional subscription licenses for the Charlotte-Mecklenburg Police Department’s use of new SuccessFactors software modules, all for a term of five years,
C. Authorize the City Manager to approve expenditures for the provision of implementation services for the Charlotte-Mecklenburg Police Department-specific software modules referenced in Action B from SAP America, Inc.,
D. Authorize the City Manager to purchase annual software subscription renewals for as long as the City uses the system, and
E. Authorize the City Manager to purchase such additional software licenses and services as needed from time to time to optimize the City’s use of the system, and to approve other amendments consistent with the City’s business needs and the purpose for which the contracts were approved, including price adjustments.
Body
Staff Resource(s):
Candy Phillips, Human Resources
Donna Sanchez, Police
Explanation
§ SAP’s SuccessFactors Learning is the City's Learning Management System (LMS), which is an enterprise-wide application administered by the City’s Human Resources Department.
- All City departments actively use the LMS to record and administer department or Citywide training initiatives for their employees.
- In addition, the Charlotte-Mecklenburg Police Department (CMPD) uses the LMS to distribute all new directives and track state-required training.
Actions A and C
§ The City currently has an on-premise solution, with the system residing on City servers. SAP America, Inc. has announced that it will stop supporting the software for on-premise systems, and is requiring all customers to move to a cloud-based solution by August 2016.
- In a cloud-based system, the software is hosted on a remote server maintained by the vendor or its subcontractor.
§ HR desires to contract with itelligence, Inc. to provide the upgrade and migration to a cloud-based solution, which is necessary for the City to continue receiving patches or software updates.
- In addition to keeping the LMS viable and operational, this upgrade will allow City departments to access additional tools, such as an online report designer and social training capabilities.
§ Expenditures are estimated to be $120,000 for the implementation services provided by itelligence, Inc.
Actions B
§ Action B is authorizing the purchase of subscription licenses for the enterprise-wide LMS, as well as subscription licenses for the new software modules specific to CMPD.
§ Expenditures for the subscription licenses for contract years one through five are estimated as follows:
- HR: $79,500 per year for the enterprise-wide SuccessFactors Learning software modules.
- CMPD: $93,700 for the first year with implementation of new software modules 1-3 (listed below in Action D), and $191,750 for the remaining years with the implementation of the new software module 4 in the second year.
Action D
§ CMPD desires to leverage the LMS platform and contract with SAP America, Inc. to implement new software modules to improve CMPD’s workforce and performance management processes, which are currently highly manual or non-existent.
§ The new software modules include:
1. Performance and Goals;
2. Onboarding;
3. Succession and Career Development; and
4. Workplace Analytics.
§ CMPD will use the new software modules to ensure each employee has the necessary tools for their current position, as well as develop employees for succession planning purposes.
§ Expenditures are estimated to be $286,614 for the implementation services provided by SAP America, Inc.
Actions E-F
§ Staff is seeking City Council approval for the City Manager to purchase such additional software licenses and services as needed from time to time to optimize the City’s use of the system.
Charlotte Business INClusion
No subcontracting goals were established because there are no subcontracting opportunities (Part C: Section 2.1(a) of the Charlotte Business INClusion Policy).
Fiscal Note
Funding: Police Operating Budget and Technology Capital Investments