Audit, Finance and Administration Committee splits 8-1 on Standardization of Parklane Systems Inc.

The report requested a new five-year standardization term for the Parklane Systems Inc. software, which the City has used since 2010 to manage incident reporting, occupational and non-occupational disability claims, return-to-work planning, and to store confidential medical information.

Council approved the current five-year standardization term in 2020 based on Parklane Systems Inc.’s strong established use, significant historical employee information, reliability, cost effectiveness, and compatibility with City operations, with the Parklane Workplace Management System report outlining functionality including Incident Reporting, Work Accommodation, Return to Work, Disability Management, Medical Charting, and Recall /Compliance features.

The report noted that Parklane was used by Human Resources and shared with Police and Library staff responsible for disability management, and that the system held a decade of historical data for the City’s employee population in relation to confidential illness and injury management, concluding that moving away from Parklane Systems Inc. would place the City in an unfavourable position given reliance on the platform and the operational value of the historical information it contained.

Completing related human resources system modernization initiatives was described as providing greater clarity regarding business requirements and system integration needs, allowing any future review of Parklane alternatives to be undertaken within a clearer overall HR technology environment, and given Parklane’s continued operational performance, the absence of an identified business need for replacement, the City’s recovery from the cybersecurity incident, and significant concurrent human resources system modernization initiatives, replacement of Parklane was not considered a priority at that time.

The motion, as recorded in the minutes:

Standardization of Parklane Systems Inc. (City Wide) (Pauls/Kroetsch) That Report HUR26002, dated September 3, 2026, respecting Standardization of Parklane Systems Inc. (City Wide), be received and the following recommendations, be approved: (a) That pursuant to Procurement Policy #14 – Standardization and Procurement Policy #11 – Non-competitive Procurement, the standardization and single source procurement for Parklane Systems Inc. be approved for a five (5) year term from January 1, 2027 to December 31, 2031, and include the following: (i) the continuation of the existing Parklane platform, (ii) the addition of the “Keep Information Collection Simple” (KICS) module, and (iii) the Attendance Management module; (b) That the Executive Director, Human Resources Division be authorized to negotiate, enter into and execute any required contract and any ancillary documents required to give effect thereto with Parklane Systems Inc., in a form satisfactory to the City Solicitor and with content in a form satisfactory to the appropriate City officials; and (c) That staff be directed to report back no later than twelve months prior to the end of the five-year term with an evaluation of outcomes, system functionality, market conditions, and recommendations respecting whether to continue the standardization or proceed to a competitive procurement process.

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