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Home My WebLink AboutHUR 01-25Report to Executive Committee Report Number: HUR 01-25 Date: October 6, 2025 From: Jennifer Eddy Director, Human Resources Subject: Implementation of SuccessFactors Recruiting and Onboarding (Phase 2) Request for Quotation No. Q2025-14 File: A-1440 Recommendation: 1. That quotation submitted by HR Path Canada in response to Request for Quotation No. Q2025-14 for Implementation of SuccessFactors Recruiting & Onboarding, in the amount of $96,672.00 (net HST) or $107,350.00 (HST included) be accepted; 2. That the Director, Human Resources be authorized to execute the Form of Agreement with the above-mentioned consultant pursuant to Request for Quotation No. Q2025-14; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $96,672.00 from Capital Project C10800.2001 with $52,112.00 funded from Community Benefit Charges Reserve and $44,560 from Rate Stabilization Reserve; and 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in the report. Executive Summary: The purpose of this report is to obtain Council approval to award Request for Quotation No. Q2025-14 for Implementation of SuccessFactors Recruiting & Onboarding. These modules streamline recruitment tasks, improve efficiencies and enhance the overall experience for both recruiters and new hires, leading to increased engagement and retention. These modules form a key part of the City’s modernization efforts to streamline Human Resources processes and support an integrated digital strategy. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. HUR 01-25 October 6, 2025 Page 2 Financial Implications: 1. Quotation Amount Request for Quotation No. Q2025-14 $95,000.000 HST (13%) Total Gross Quotation Amount $ 12,350.00 $107,350.00 2. Estimated Project Cost Summary Request for Quotation No. Q2025-14 $95,000.00 HST (13%) $ 12,350.00 Total Gross Project Cost $107,350.00 HST Rebate (11.24%) ($10,678.00) Total Net Project Cost $ 96,672.00 3. Approved Expense Accounts Expenditure Account Source of Funds Budget Required C10800.2001 Total Funds Rate Stabilization Reserve Community Benefit Charges Reserve $427,888.00 $52,112.00 $480,000.00 $44,560.00 $52,112.00 $96,672.00 Net project cost (over) under approved funds $383,328.00 At the time of the original budget allocation, the Report to Council FIN 20-18 (October 2018) referenced Recruitment and Onboarding functionality as part of the overall SAP Program approval. The specific phases and priorities of the program had not yet been defined in the initial Statement of Work. Once SuccessFactors was launched, Recruitment and Onboarding was deferred to a future phase, and the implementation costs were never finalized. The original budget amount was based on a preliminary quote from the original consultant used and included both implementation costs and anticipated user license costs over a three to five year horizon. Those licensing costs are now managed separately at an approximate cost of $90,000 annually. As a result, the current requirement is significantly lower than the original budget, since it only covers the one-time consulting fees for implementation, not ongoing license costs. Discussion: The purpose of this report is to obtain Council approval to award Request for Quotation No. Q2025-14 for Implementation of SuccessFactors Recruiting & Onboarding modules of SuccessFactors. SuccessFactors is a cloud based Human Capital Management HUR 01-25 October 6, 2025 Page 3 software program that Human Resources (HR) has been using since 2019 to manage the employee lifecycle. The master data stored in the program interfaces seamlessly with SAP Financial and payroll’s Workforce Now. SuccessFactors was selected with scalability in mind, and the intention has always been to grow the system over time to fully leverage its capabilities and support organizational efficiency and modernization. The system’s true efficiency and value are realized through the implementation of additional modules such as Recruitment and Onboarding. These modules enable automation, enhance the employee experience, and support strategic workforce planning. Recruitment Module – Designed to support the full talent acquisition lifecycle with tools that improve efficiency, candidate experience, and hiring outcomes. Workflows are configured to seamlessly follow recruitment procedures from developing the job posting to extending an offer of employment. Key benefits include: • personalized candidate portals to improve engagement • integration with job posting boards and social media platforms • application tracking system • the ability to screen and rank candidates using filtering questions to assess qualifications • interview scheduling and offer management • real-time recruitment metrics (such as time to fill and candidate drop off rates) Onboarding Module – Facilitates a smooth digital onboarding experience that connects new hires to their teams and the organization, ensuring they are equipped and engaged from day one. Automating the onboarding checklist for managers ensures accountability and compliance with onboarding procedures. It will automate documentation, policy acknowledgements, and approvals to ensure procedural compliance. It also provides analytics on onboarding completion rates, collects new hire feedback, and measures overall onboarding effectiveness. The Recruitment and Onboarding modules offer significant improvements to streamlining these processes. Request for Quotation No. Q2025-14 was advertised on the City’s bids&tenders portal on May 26, 2025 and closed June 16, 2025. A total of three companies submitted a response for this project. The Evaluation Committee, consisting of staff from Human Resources and Finance (SAP) reviewed and evaluated the quotations based on criteria outlined in the RFQ document including proponent’s experience and qualifications, Project Management and cost. The top- ranked response was submitted by HR Path Canada, in the amount of $96,672.00 (net HST) or $107,350.00 (HST included). Staff recommend approval of the quotation submitted by HR Path Canada for Implementation of SuccessFactors Recruiting & Onboarding in the amount of $96,672.00 (net HST) or $107,350.00 (HST included). HUR 01-25 October 6, 2025 Page 4 Implementing the Recruitment and Onboarding modules in SuccessFactors represents a significant step forward in the City’s digital transformation and modernization of HR services. Council’s approval of this initiative will allow the City to continue evolving its HR capabilities to meet the needs of a modern workforce. Attachments: None. Prepared By: Approved/Endorsed By: Soula Christou Jennifer Eddy Manager, Human Resources Director, Human Resources JE:sc Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer for: Original Signed By:Original Signed By: Original Signed By: