Frequently Asked Questions

A Human Resources Management (HRM) System is software that centralizes and automates core HR processes like:

• Storing employee data,
• Handling benefits,
• Supporting recruitment,
• And performance management.

The HRM will allow employees to access their employment records and make changes to employment-related items through on-line forms and workflows. 

Each employee will have an employee landing page which is a personalized hub where folks can quickly access the tools and information they need for their day-to-day work. This page will include quick links, notifications, and a dashboard view of important tasks and upcoming deadlines. 

The HRM also gives HR and leaders a single place to view workplace information, reduce manual administrative, and support people-related decisions. An HRM supports the entire employee experience - from hire through exit - and uplifts our Talent Management Strategy. 

CoreHR

• Foundation of the NEOGOV platform
• Central hub for employee, position, department, and organizational data
• Maintains accurate, up-to-date workforce records
• Supports all other modules with core data

eForms (eF)

• Digitizes employee forms and HR processes
• Automates workflows with approvals, tasks, and notifications
• Ensures consistent data collection and standardized procedures
• Tracks form completion and process status
• Serves as the employee's official personnel file, storing HR and other related forms

Onboard (ON)

• Automates pre-boarding, onboarding, and offboarding processes
• Creates customized checklists, forms, and employee portals
• Handles I-9, W-4, and agency-specific forms with e-signatures
• Tracks tasks and progress for HR, managers, and new hires
• Enhances communication and early team connections
• Provides a branded, personalized new hire experience

Learn (LE)

• Access 1,500+ pre-built courses or create custom training
• Assign, track, and report on employee training and certifications
• Automates reminders, waitlists, and course administration
• Supports employee development through structured learning paths
• Gives managers visibility into team progress and performance
• Integrates with onboard and performance modules

Benefits (BE)

• Enables employees to manage personal data and benefits elections
• Supports online open enrollment and qualifying life event changes
• Streamlines benefits enrollment and approval workflows
• Centralizes benefits, payroll, and employee data for compliance
• Reduces paperwork through integration with eForms

Perform (PE)

• Manages employee performance evaluations and check-ins
• Provides a city-wide, paperless performance management system
• Tracks goals, strengths, and areas for improvement
• Improves visibility, consistency, and compliance
• Supports onboarding and ongoing employee development 

All employees will have access to the system. 

• An employee's role at the City will determine the level of access. 
• All employees will be able to access their own personal information, relevant trainings, personnel-file documents, and will be able to make changes to personal information using the electronic forms and workflows developed in the system. 
• Supervisors and Managers will have access to information for the employees who report to them. And, have the ability to review and approve changes in the system without the need for paper forms. Approved forms will automatically route to an employee's personnel file. 

Anticipated go-live is Quarter 2, 2027 with access to CoreHR, Onboard, Learn, and eForms. View the Anticipated Project Timeline for details.

Timing is dependent on the back-end set ups, data clean up and migration, and implementation of the core features. The Timeline will be updated as more information is available.

The NEOGOV HR Management system is built on security best practices, including the Principle of Least Privilege, which requires restricting all users' (employees, managers and administrators) privileges to only the minimum access necessary to perform the duties of their roles. So, for example, managers will only have access to their direct supervisees' performance and training information.

Additional details:

• The system has various security roles that can be assigned to ensure that confidential information remains confidential and only relevant people have access to sensitive documents. 
• Employees should be able to access documents related to their employment. 
• Supervisors will continue to have access to information that is relevant to the employment relationship, but not access to confidential forms related to medical and/or disability information. 
• Security roles in HR and Payroll will be similarly established to ensure that employee information is protected and only viewable by people who are authorized. 
• There is also field-level security which will allow for hiding specific fields such as social security number, race/gender information, and restricting that access to only those who need to know. 

Existing Employees should have electronic workflow access to basic items like name/address changes, FMLA requests, and others. There will also be access to an employee's personnel records through the system, and access to city-wide trainings, like 3-5 training and cybersecurity..

New Employees will have the same and will also have an onboarding portal to complete onboarding tasks electronically, with workflows built in for easy routing.

In real time, an HRM system is a live center for your data, usually built around dashboards, task lists, and self-service screens for employees and managers. 

Some examples of what NEOGOV looks like are below. 

HRM Manager Dashboard Screenshot:

HRM Recruitment Dashboard Screenshot:

HRM Onboarding Dashboard Screenshot:

Please note: The images included are intended to demonstrate overall platform capabilities. Actual system screens and features may vary in the final implementation. 

Some folks might be wondering how this is different from past efforts. This time, we already have a signed contract with NEOGOV for a full HRM system, not just a Learning Management System. We also have strong supports in place to help ensure success, including:  

• Clear Talent Management Strategy focusing on the Employee Experience 
• Mayoral & Common Council support  
• Close collaboration between HR, IT, & Finance  
• Clear need for technology to allow #TeamCity to follow digital standards 
• Dedicated staff & time focused on implementation  
• Strong change management foundation  
• A Core Team & Steering Team guiding the work 

Currently, payroll is not in scope at this time. The City of Madison will continue using Munis. Time keeping is also not in scope.