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Human Resource and Payroll
Request for Proposal
May 17, 2012
Issuing Agent and Communications Contact
Mr. William Larkin
Executive Alliance
(781) 248-4169
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Table of Contents
MISSION STATEMENT ................................................................................................................................................................................................................ 4
LAS VEGAS-CLARK COUNTY LIBRARY DISTRICT PROJECT DEFINITION ......................................................................................................................................... 5
INSTRUCTIONS TO VENDORS ..................................................................................................................................................................................................... 6
INVITATION TO TENDER RESPONSE ........................................................................................................................................................................................................... 6 CONTACT AND QUESTIONS FROM VENDOR ................................................................................................................................................................................................ 6 KEY DIFFERENTIATORS THAT LAS VEGAS-CLARK COUNTY LIBRARY DISTRICT WISHES TO SOLICIT FROM RESPONDENTS ............................................................................................... 8 CUSTOMER REFERENCES ........................................................................................................................................................................................................................ 9 RESPONSE FORMAT SPECIFICS ................................................................................................................................................................................................................. 9 HIGH LEVEL EVALUATION CRITERIA ........................................................................................................................................................................................................ 11 GENERAL RFP REQUIREMENTS .............................................................................................................................................................................................................. 11
VENDOR ASSESSMENT GUIDELINES ......................................................................................................................................................................................... 16
ENTERPRISE NEEDS .................................................................................................................................................................................................................. 17
INFORMATION SYSTEMS REQUIREMENTS ............................................................................................................................................................................... 20
CORE HR .................................................................................................................................................................................................................................. 23
EMPLOYEE AND MANAGER SELF SERVICE ................................................................................................................................................................................ 24
RECRUITMENT AND STAFFING ................................................................................................................................................................................................. 26
PERFORMANCE MANAGEMENT ............................................................................................................................................................................................... 33
COMPENSATION ...................................................................................................................................................................................................................... 37
TRAINING & DEVELOPMENT .................................................................................................................................................................................................... 40
EMPLOYEE RELATIONS ............................................................................................................................................................................................................. 43
GOVERNMENT COMPLIANCE ................................................................................................................................................................................................... 46
ABSENCE MANAGEMENT ......................................................................................................................................................................................................... 50
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BENEFITS.................................................................................................................................................................................................................................. 51
PAYROLL .................................................................................................................................................................................................................................. 59
TIME AND ATTENDANCE .......................................................................................................................................................................................................... 67
IMPLEMENTATION ................................................................................................................................................................................................................... 77
This document and the information contained within are confidential and proprietary to Las Vegas-Clark County Library District. It
has been distributed for your express use for the purpose of responding to this specific “Request for Proposal” (RFP) only and may
not be duplicated or distributed to any third party without written consent from Las Vegas-Clark County Library District. Any other
use is strictly prohibited by Las Vegas-Clark County Library District.
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Mission Statement
Las Vegas-Clark County Library District Mission Statement
We enable the people of our community to pursue lifelong learning through our responsive collections, electronic resources and
innovative services. Our inviting public libraries are the cornerstones of our diverse communities where children and adults can
experience personal enrichment and connect with one another.
Values and Operating Principles
The District is guided by the principles of Public Librarianship and First Amendment Rights. The District protects library materials
from censorship.
We seek innovative ways to:
Respond and reach out to serve the current and evolving information needs of our diverse community.
Create a sense of community by providing a welcoming, inviting, secure environment for our public and staff.
Provide excellent customer service that is both timely and confidential.
Develop a well-trained, knowledgeable, courteous and professional staff.
Communicate with our public and staff to ensure vital, relevant and effective library services.
Manage our resources effectively and be accountable to our funding sources.
We celebrate our accomplishments, learn from our mistakes and take pride in serving our community.
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Las Vegas-Clark County Library District Project Definition
The Library District is looking to make a change in their method of processing Human Resources and payroll information, they currently
employee approximately 700 people, but would like a scalable solution. The project is focused on improving the following processes:
Enterprise Needs and Information Systems Requirements
Core HR
Employee and Manager Self Service
Recruitment and Staffing
Performance Management
Compensation
Training & Development
Employee Relations
Government Compliance
Absence Management
Benefits
Payroll
Time and Attendance
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Instructions to Vendors
Invitation to Tender Response
The intent of this RFP is to set forth the specifications, requirements, options, and general terms and conditions for all systems and services for
which Las Vegas-Clark County Library District is requesting bids and to solicit detailed proposals from selected Vendors that include
proposed costs and service descriptions in the format specified herein. It is Las Vegas-Clark County Library District’s expressed intent to
include all material details and representations provided in Vendor’s RFP response in the subsequent contract for Services or Product.
This RFP does not provide a complete understanding of Las Vegas-Clark County Library District’s current environment, nor does it contain
all matters upon which an agreement must be reached. Las Vegas-Clark County Library District reserves the right to include additional or
modified requirements, specifications and legal terms and conditions upon selection of the final Vendor(s).
The issuance of this RFP and any subsequent acceptance of Vendor proposals, whether in writing or orally and whether in whole or in part,
does not bind or impose any legal obligation upon Las Vegas-Clark County Library District or Vendor(s) in any way, nor does it limit Las
Vegas-Clark County Library District’s right to negotiate in its best interest with any vendor at any time.
Contact and Questions from Vendor
Las Vegas-Clark County Library District Request for Proposal (RFP) Manager
During this process, all Vendor contact concerning this RFP shall be directed exclusively to the Las Vegas-Clark County Library District RFP
Manager who will serve as the Las Vegas-Clark County Library District single point of contact for this process. Failure to comply with this
may result in immediate disqualification.
RFP Manager:
William Larkin
Principal
Executive Alliance
781-248-4169
Delivery of Response
The soft copy response to the RFP must be received by 06/18/2012. It is the sole responsibility of Vendor to ensure its response is delivered
on time.
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Questions from Vendor
It is Vendor’s responsibility to inquire about, and request clarification of, any aspect of this RFP that is not understood. Should Vendor
discover any material ambiguity, conflict, discrepancy, omission, or other error in this RFP, Vendor should immediately notify Las Vegas-
Clark County Library District RFP Manager by e-mail of such discovery, with a request for modification or clarification. Although Las
Vegas-Clark County Library District has made commercially reasonable efforts to provide accurate information in this RFP, Las Vegas-Clark
County Library District makes no representation, warranty, or covenant with respect to the completeness or accuracy of the information
contained herein.
Vendors are encouraged to provide questions to clarify specific points contained in this RFP and to clarify Las Vegas-Clark County Library
District’s current operational strategy and desired services from Vendors. At Las Vegas-Clark County Library District’s discretion, Las
Vegas-Clark County Library District will respond to Vendor questions, with answers to enquiries to be provided to all Vendors, without
attribution to the originating Vendor.
High Level Timing and Key Activities through Negotiations
The following schedule is provided to Vendors as an indication of the plan to complete the RFP selection activities and move to a contracting
process with the preferred vendor. This plan is subject to change without notice, although reasonable efforts will be made to adhere to this plan
and communicate progress with Vendors to the extent possible.
High Level Milestone Plan
Anticipated Key Date(s) High Level Activity
5/17/2012 RFP Issuance – Vendor clarification and Q&A period begins
5/24/2012 Vendor intent to bid due via e-mail
6/18/2012 Vendor references due to Las Vegas-Clark County Library District RFP Manager
6/18/2012 – 5PM PDT RFP responses due to Las Vegas-Clark County Library District RFP Manager
7/30/2012 – 8/02/2012 Vendor presentations
August 2012 Vendor negotiations
Las Vegas-Clark County Library District reserves the right to enter into discussions and / or negotiations with more than one Vendor at the
same time. Las Vegas-Clark County Library District may enter into a contract with one or more Vendors, with no Vendors, or with any party
or parties who did not submit a proposal. Award of this procurement action is dependent upon the execution of an acceptable contract with
Las Vegas-Clark County Library District, with neither party to be contractually bound unless and until such time of contract execution.
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Vendor confirmations and compliance throughout this process will be incorporated into the terms and conditions of the Agreement and / or
statement of work (“SOW”) and / or contract schedules (“Schedules”). Notwithstanding the foregoing, Vendor is expected to honor and abide
by all responses, with Las Vegas-Clark County Library District making determinations in reliance thereof.
Key Differentiators that Las Vegas-Clark County Library District wishes to solicit from Respondents
In addition to the specific responses requested herein, Las Vegas-Clark County Library District welcomes Vendors to provide brief overviews
of their capabilities, core competencies, and market differentiators in the following areas:
Relationships, Alliances or Awards that demonstrate a commitment to Human Capital Management (HCM) solutions and a long-
standing track record of successful deliveries and customer experiences;
Significant Customer Testimonials that highlight the strength of partnership between Vendor and its customers that have resulted in
achieving the strategic goals of its customers, specifically with respect to public sector agencies and regulated and validated environments;
Access to Best Practices that Vendor has developed with customers that result in rapid, high quality and low cost design and deployment
of HCM solutions;
Commitment to Scalable, Upgradeable Solutions to ensure Las Vegas-Clark County Library District has access to current
features/functionality and can pursue migrations and new service implementations in a timely and cost effective manner;
Commitment to Minimize Customization and maximize the value provided by the standard off-the-shelf applications, given the various
requirements of Las Vegas-Clark County Library District ;
Innovative Practices and/or Methodologies provided by the Vendor that are market proven and help drive successful migrations,
implementations and enhancements while mitigating project risk wherever possible;
Center of Excellence or “laboratory” type of environment where best practices and methodologies are designed and refined in the context
of new capabilities, releases, versions or modules;
Rapid Implementation and Quality Methodologies designed to help ensure that migrations and implementations go as quickly as
possible, are reviewed at each major step against quality requirements, and result in minimal business interruptions, auditable
performance, and a lasting capability upon which Las Vegas-Clark County Library District can build;
Establishing a long-term partnership to support Las Vegas-Clark County Library District. Vendors should view responding to this RFP
as a key element in a possible longstanding relationship with Las Vegas-Clark County Library District. Vendors are encouraged to
demonstrate where they have a long-standing track record of developing partnerships with customers; and
Demonstrated successes of HCM solutions and implementations for complex () organizations.
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Customer References
Las Vegas-Clark County Library District requests that Vendors provide two (2) similar (as in government) customer references for which
Vendor has performed a similar scope of services to those being requested herein. Vendor should provide contact information for a customer
executive that specifically oversaw such services and can discuss Vendor’s performance in detail. Vendor should also provide a detailed
summary of the work performed by Vendor including team size, project duration, scope, deliverables and results.
Response Format Specifics
Format of Response
All Vendor responses must be in writing and follow the guidelines below.
Response Numbering: Vendor’s Proposal response should utilize the same Volume/Module/Section/Sub-section numbering
convention represented in this solicitation and include the original RFP questions in the response.
Ordering: In responding to this RFP, Vendor is required to reproduce each question or table in the same numeric order of the
RFP. Vendor may provide clarifying comments, explanations, or remarks where appropriate.
Dating: Vendor’s submissions should include the date of submission. Vendor should avoid dynamic document formatting under
which the date of the document will be allowed to change.
Concise Responses: Vendor submissions should be concise and easy to read with adequate explanation, as required. The
submissions should not contain superfluous information. It is not advisable for extended “boiler plate” information to be included
in responses to a given section. If Vendor determines additional information extending beyond the response tables provided is
deemed necessary, it should be included as separately attached Appendix information with reference made to the location of the
appropriate material in the properly formatted responses.
Relevance: Submitted documentation should be confined to the relevant items requested in the solicitation. If this is not practical,
Vendor must make clear what portion of the documentation does not pertain directly to the requested information along with a
Vendor explanation as to why such information was submitted.
Proposal Audience: Submissions may be reviewed by a broad set of Las Vegas-Clark County Library District employees. Vendors
must prepare Proposals to target a wide audience including managers, directors and executives within Las Vegas-Clark County
Library District, HR, IT, and Sourcing.
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Response Structure and Required Information
Vendor’s Response should be submitted in its entirety under a single cover letter as part of a single document. The following sections
should be included:
RFP Response Section Description
Section 1 – Cover Letter Identifies Vendor and any Subcontractor or partnership arrangements involved in the
Proposal (if partnership arrangements had previously been approved by Las Vegas-Clark
County Library District )
Section 2 – Table of Contents Lists contents of the Response, by Section
Section 3 – List of Exhibits
and Vendor Attachments
List the exhibits requested by Las Vegas-Clark County Library District in the RFP as well
as any additional Attachments provided by Vendor in response to specific requirements.
Each attachment must clearly identify the referenced RFP Section.
Section 4 – Vendor Contacts
List
Provides names, addresses, titles, email, telephone, mobile, and fax numbers for all key
Vendor, Subcontractor, and partner contacts.
Section 5 – Current Las
Vegas-Clark County Library
District
Provides copies of all current contracts and service agreements that it holds with Las Vegas-
Clark County Library District.
Section 6 – Authorization
Letter
Completed Section of the RFP, which identifies the Authorized Person of Vendor agreeing
to the terms of the Proposal.
Section 7 – RFP Compliance
Response
The detailed responses and compliance acknowledgements to all RFP Requirements.
Embedded spreadsheets shall be filled by the vendor to provide a response.
Response Medium
Electronic Copies. One (1) copy of the RFP response shall be submitted via email. If Vendor elects to send any response materials via email,
Vendor should limit such email responses to 6 MB in size. If Vendor’s response is greater than 6MB, it must be separated into multiple email
communications in order to satisfy this electronic submission requirement. If more than one file is submitted, the appropriate vendor name,
volume number(s) and identification of the Modules/Sections shall be included in a plainly labeled file naming convention. Spreadsheets or
large graphics should be separately submitted and not embedded in a Word document. All email responses should be addressed to the RFP
Manager.
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Permitted Software Formats. All electronic submissions shall be compatible with the following Microsoft® Office 2003 for Windows
applications: (a) Word; (b) Excel; and (c) PowerPoint. Additionally, Adobe® PDF shall be utilized for pre-prepared material, such as technical
documents, brochures, photographs, etc. but not as a format to submit the RFP response. No password protection shall be used for any
document.
High Level Evaluation Criteria
Outlined below, not necessarily in order of importance, is a subset of the high-level criteria that will be used in evaluating the RFP responses:
Criteria Comments
Vendor expertise and
capabilities
Vendor has the breadth and depth of expertise required to deliver the
requested HCM solution
Specific relevant
experience
Vendor has performed substantially similar work for organizations with
comparable size and complexity and can leverage such experience to ensure
that Las Vegas-Clark County Library District obtains the optimal solution
Project approach The approach will meet Las Vegas-Clark County Library District
requirements on the required timeline and will enable Las Vegas-Clark
County Library District to quickly move forward in deploying the solution
Industry knowledge Vendor understands the legal and regulatory climate of the governmental industry and how these and other considerations factor into the solution
Price The price is competitive with Las Vegas-Clark County Library District ’s
expectations/budget and appropriate for the Product to be delivered and the
Services to be performed
Compliance with
Requirements
Vendor will meet and exceed Las Vegas-Clark County Library District ’s
functional, technical, business, commercial and performance requirements
General RFP Requirements
Las Vegas-Clark County Library District Code of Conduct and Business Ethics
As a potential service provider to Las Vegas-Clark County Library District, it is expected that all officers, directors, employees,
representatives and agents of Vendor’s company will conduct themselves to the highest standards of personal and professional integrity. They
should manage and conduct Vendor’s business according to the highest established principles of business ethics and standards and in
compliance with all applicable laws.
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RFP Response Ownership
All Response materials submitted by Vendors shall become the property of Las Vegas-Clark County Library District and shall not be returned.
The term “Response” includes the answers to this RFP and its attachments, answers to additional questions raised by Las Vegas-Clark County
Library District, supplements and amendments to this RFP, and any oral or written statements, materials or presentations made or provided by
Vendor.
Confidential and Proprietary Information
Vendors are advised that after the conclusion of the selection process vendor supplied information will become a public record and nothing
contained in the proposal will be deemed to be confidential except proprietary information. Proposers shall not include any information in
their proposals that is proprietary in nature or that they would not want to be released to the public. Proposals must contain sufficient
information to be evaluated without reference to any proprietary information. If a vendor feels that proprietary information must be included in
the proposal, the vendor must adhere to the following procedure:
Proposer must submit such information in a separate, sealed envelope labeled
“Proprietary Information” with the RFP number. The envelope must contain a letter from the Proposer’s legal counsel describing the
documents in the envelope, representing in good faith that the information in each document meets the definitions of proprietary information
set forth in NRS 332.025, 332.061 and NRS Chapter 600A, and briefly stating the reasons that each document meets said definitions.
Selected vendor will be required to sign Las Vegas-Clark County Library District confidentiality agreement.
Performance Bond The successful Proposer shall furnish a Performance Bond covering the faithful performance of the resulting Agreement in the amount of the
contract, which shall remain in effect during the period of the Agreement.
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Agreement to Comply with Applicable Laws
Vendor shall comply with all applicable international, federal, State of Nevada, Clark County and local laws, orders, rules, ordinances,
regulations and codes in the performance of its obligations set forth in this RFP including such obligations, if any, as an employer regarding
the health, safety and payment of its employees. Without limiting the generality of the foregoing, Vendor must comply with laws, rules,
regulations and orders relating to equal employment opportunity, workers' compensation, unemployment compensation and FICA, as well as
with all the Foreign Corrupt Practices Act, Export Control, and related laws and regulations that may govern the provision of Services outside
the US. Vendor will also be responsible for identifying and obtaining any and all required permits, certificates, approvals, authorizations, and
inspections required in connection with Vendor’s performance under this RFP.
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Binding Period / No Contract / Severability
Vendors represent and warrant that all responses shall be valid for twelve (12) months from the date of submission. Nothing in this RFP or any
communications relating to this RFP, or any existing relationship to Las Vegas-Clark County Library District on other projects shall create an
obligation on the part of Las Vegas-Clark County Library District. Las Vegas-Clark County Library District is under no obligation to award a
contract to Vendor and Vendor should not rely on any such possibilities. Las Vegas-Clark County Library District may unilaterally decide to
cancel, suspend, and unilaterally alter any or all of this RFP and associated process with or without notice to Vendor.
Disqualification
Under no circumstances are respondents to contact or discuss with any Las Vegas-Clark County Library District employee this RFP, any of
the information contained herein or about this project in general. Respondents are strictly forbidden from visiting Las Vegas-Clark County
Library District locations or approaching any Las Vegas-Clark County Library District employee, vendor, contractor or Subcontractor for any
information related to this RFP or this project without the direct knowledge and authorization in writing in advance of the RFP Manager.
Violation of these provisions may subject the respondent to immediate disqualification.
Costs and Expenses Associated with the Response
Vendor, by submitting a Response, agrees that any costs incurred by Vendor in responding to this RFP or in support of activities associated
with this RFP process, are to be borne solely by Vendor. Vendor shall be deemed to have examined all information comprising this RFP and
to have obtained at its own expense any additional information, that it may consider necessary for the completion of its Response. Las Vegas-
Clark County Library District shall incur no obligation or liability whatsoever to anyone, by reason of the issuance of this RFP, or by actions
of anyone thereto.
Partnering with another Vendor
Vendor may work with one or more sub-contractors and / or teaming partners to provide a Response to this RFP, with Vendor to maintain all
operational, legal, contractual and financial responsibility and liability for the actions or inactions of such parties. Las Vegas-Clark County
Library District reserves the right to reject at its sole discretion the use of any Vendor-proposed sub-contractor or partner. For this reason,
Vendor is to have any potential sub-contractors approved by Las Vegas-Clark County Library District in advance prior to entering into
substantive discussions with such potential sub-contractor. Vendor consortia will not be permitted. Vendor may not team or enter into a
subcontracting relationship such that it is proposing more than once for the Implementation Services of any one Product (i.e., Vendor cannot
be a subcontractor and a prime contractor, or a sub-contractor or teaming partner on more than one team in pursuit of Implementation Services
for a particular Product). Vendor must indicate any and all portions of the Response that may be provided by a sub-contractor or teaming
partner.
Use of the Las Vegas-Clark County Library District Name
Vendor will not use the Las Vegas-Clark County Library District name or logo in any form or any manner whatsoever.
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Vendor Assessment Guidelines
Please review each requirement in the following section and comment on your solutions capability to satisfy each requirement. Use the following
rating scale and comment as necessary.
Each partner is expected to comment on the capabilities of their offering as it relates to each requirement outlined in this section. Please use the
“Vendor’s capability” column using the following scale:
SR Satisfies requirements as delivered without modification.
AM Additional module is needed. Pricing must include the cost of this module and should be listed as a separate line
item.
SRM The software is capable of meeting the requirement but some modification or customization is required. Pricing
should list separately the cost of any such modifications.
RM Software cannot currently satisfy requirement. However, this functionality is included in the current product
roadmap.
NA The functionality is not available or customization so complex as to make it impractical or too expensive.
No. Requirement Vendor
Capability
Vendor Comments
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Enterprise Needs
This section identifies features and functions that relate to the entire organization and are not linked to a specific functional area.
1.1 Ability to process future dated transactions for all
types of HR transactions.
1.2 Ability to create reports, roll-ups, or organization
charts for all of the various supervisory
relationship codes.
1.3 Automated notification of status changes, new
hires, or terminations to other departments such
as Payroll and Information Technology.
1.4 The ability to provide effective-dated transactions
with full history for employee records and valid
table values.
1.5 The ability to automate workflow and track a
transaction through its life cycle from inception
to execution, including approvals, routing and
historical tracking.
1.6 HRMS providing an easy to use ad hoc reporting
tool for retrieving information, without requiring
any particular technical expertise or assistance.
1.7 The ability to integrate information from payroll
and finance to provide consolidated reporting.
1.8 Comprehensive security that restricts users to
appropriate screens, fields and records.
1.9 Support automated interfaces to internal and
external systems.
No. Requirement Vendor
Capability
Vendor Comments
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1.10 Reporting
Report in plain language, not in codes
Regular recurring reports
Ad hoc reports at the PC level
Parameter driven "canned" reports
Modeling
Obtain summary data, add
assumptions, run comparisons
interactively
Different views of the data:
accounting, programmatic,
organizational, user-defined.
Workforce Analysis
Age distribution of employee
groups
Salary statistics for various
groupings
Length of service studies
Analysis of overtime utilization
Turnover analysis
Positions filled vs. open
Basic headcount reporting by
classification and location
Produce form letters, mailing lists,
labels, phone lists (home and work)
No. Requirement Vendor
Capability
Vendor Comments
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1.11 History
Current and to-be-determined number of
prior years (fiscal and calendar)
Salary
Pay
Salary increase types- merit,
performance, etc.
Department and practice group
Leaves, vacations, and absences
Organizational structure
Employment history
Position titles
Salary
Performance evaluations
Transfers
Promotions
Retirement
Educational reports
1.12 Enable employees to have access to a personal
profile that includes demographic, benefits, and
compensation information. The functionality
requires the integration of information that comes
from third parties, such as 401(k) balance. The
ability to integrate graphics into the personal
profile.
1.13 Method for identifying employees, applicants, and
retirees by a unique identification number other
than the SSN or SIN.
1.14 Method of tracking both effective date of change,
and date entered into system (transaction date).
No. Requirement Vendor
Capability
Vendor Comments
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Information Systems Requirements
2.1 Ability to restrict access to location/department
employees.
2.2 Ability to invalidate password upon employee
termination, demotion, or transfer and revalidate
for transfers or demotions.
2.3 Provide field specific audit trail (multiple
users/departments may modify same records).
2.4 Ability to work through a secure VPN connection.
2.5 Ability to assign group security. For example,
some system users can see field employees but not
corporate employees.
2.6 Row level security
2.7 Field level security
2.8 Ability to restrict functionality to that which is
appropriate to the user. For example, Training
and Development should have full access to the
T&D module but should not be able to see other
parts of the system.
2.9 Ability to restrict specific data elements from
view based on security group. For example,
recruiters should not be able to see home
telephone number, race, handicap, veteran status,
smoker status, etc. Information is made available
based on business needs.
2.10 Ability to establish unique IDs for each user.
No. Requirement Vendor
Capability
Vendor Comments
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2.11 Ability to generate audit logs showing who made
a change, old data, new data, and time and date
of the change
The ability to set which fields within the
application are audited.
2.12 Ability to present a message to all employees at
time of log-in regarding the confidential nature of
information within the system and that it cannot
be distributed or used for personal gain.
2.13 Download capability for subsets of information to
other internal systems including, but not limited
to:
General Ledger
Employee demographics
Labor distribution
Payroll expenses
Benefit accruals
Accounts Payable
Tuition reimbursement
Bi-directional to time & attendance system
Integration with financial system(s)
Access other database software
2.14 Electronically transfer information to:
Banking and savings institutions
Payments to insurance carriers
Third-party administrators for pension
and other benefit plans
Unemployment vendor
State unemployment insurance agencies
(tax service)
No. Requirement Vendor
Capability
Vendor Comments
22
2.15 Ability to bi-directionally integrate with Halogen
2.16 Ability for end users to run import and export
routines against the database using previously
established and tested load routines.
2.17 Ability to perform mass updates or significant
organizational changes using drag & drop
functionality.
2.18 The reporting tools must respect the same
security as the on-line system, using a single
security set-up.
2.19 Ability to create parameter driven reports.
2.20 Ability to perform point-in-time reporting using
table values that were valid for that moment in
time.
2.21 Ability to create reports which integrate data
extracted from outside the HRMS/Payroll System.
2.22 Ability to integrate HR and payroll data to report
on accumulators and YTD earning.
2.23 Ability to extract any data from the system,
aggregate, sort, and report.
2.24 Ability to schedule reports and downloads to run
overnight or on demand, triggered by an end
user.
2.25 Ability to send a message to logged in users2.24
Ability to temporarily lockout end users when
processing payroll and other critical functions
2.26 Ability to identify and safely, forcefully
disconnect a connected user
No. Requirement Vendor
Capability
Vendor Comments
23
2.27 Ability to use the system during all processes
(except when manually locked out)
2.28 26 Support for browser operation and not require
a client software installation for self-service
functions
Core HR
Your systems ability to automate the following processes:
3.1 Track I-9 Compliance
3.2 New Hire Processing
3.3 Termination Processing
3.4 Internal/External Work Experience
3.5 Job Status/History
3.6 Salary Tracking/History
3.7 Salary Grades & Comp Ratios
3.8 Stores Prior Year W-2 Earnings
3.9 Tracks Job Descriptions
3.10 Track Shifts (1st, 2nd, 3rd)
3.11 Track Skills
3.12 OSHA Tracking(Reporting requirements)
3.13 Maintains Union Rosters
3.14 Tracks Seniority Rankings
3.15 Tracks Grievances
3.16 Accident Tracking
3.17 Ability to add notes to Employee
3.18 Ability to attach documents to Employee
3.19 Configurable Workflow
3.20 Custom Fields
No. Requirement Vendor
Capability
Vendor Comments
24
Employee and Manager Self Service
4.1 Ability to provide electronic workflow and
paperless processes for all HR/Payroll
transaction processing. Workflow should include
electronic routing, approvals, and electronic
notification of events. Ability to view the status of
a transaction at any time.
4.2 Ability to provide employee self-service for
selected transactions, and to control how and
when these transactions are rolled out to
employees. Potential processes include updating
personal data, dependents and beneficiaries;
access to information about attendance, policies
and procedures, benefits, and jobs; inquiry of the
employee's own benefits and pay information.
Ability to view status of a transaction at any time.
4.3 The system must enforce eligibility rules for all
self-service transactions.
4.4 Ability to produce transaction verifications that
the employee can save or print.
4.5 Ability for managers to access employee
information for which they have security rights.
4.6 Employees and managers should have electronic
access to a policy manual.
4.7 Ability to obtain forms online.
4.8 View Personal Records (e.g. emergency contact)
4.9 Update Personal Records (e.g. address)
4.10 Online Open Enrollment
4.11 Online New Hire Enrollment
No. Requirement Vendor
Capability
Vendor Comments
25
4.12 Online Life Events (address change, etc.)
4.13 View Current Benefits
4.14 Print Confirmation Statement
4.15 View & Print Benefit Statement
4.16 Access Forms
4.17 Request Time Off
4.18 View Time Off history
4.19 View Paystub
4.20 Access employee directory
4.21 View team Calendar
4.22 View Employee Information
4.23 Approve Time Off
4.24 View Attendance (time in/out)
4.25 Hire New Employee
4.26 Terminate Employee
4.27 Complete Performance Review
4.28 Post Notes on Employee
4.29 Run Reports specific to an employee
No. Requirement Vendor
Capability
Vendor Comments
26
Recruitment and Staffing
Requisition creation, approval and posting
5.1 The ability for HR and managers to create
requisitions on-line.
5.2 Ability to automate workflow of the requisition
through the approval process. Must
accommodate multiple approval processes as the
approval process may vary based on location or
other factors.
5.3 Ability to define rules for requisition approval
based on compensation, job position, job grade,
or other criteria.
5.4 Ability to create division and department specific
approval routings.
5.5 Ability to integrate with email system to alert
managers when they have requisitions for review
and approval.
No. Requirement Vendor
Capability
Vendor Comments
27
5.6 Ability to store and track the following open
position information:
Category: regular, part-time, seasonal, and
interns
Job applied for
Jobs filled
Job description/Job title
Department
Supervisor name
Special certifications/ licenses required by
the position
Job Family
Skills required and preferred
Target salary
Ability to freeze funded or unfunded positions for a
designated time period.
Ability to create a list of frozen funded or unfunded
positions.
Sourcing, searching and screening
5.7 Ability for candidate to complete an on-line
application and submit his/her credentials
electronically.
5.8 Ability for Candidate to see the status of their on-
line application. Such as under review, interview,
or any other information status district wishes to
have.
5.9 Ability for candidates to maintain their
biography/profile/resume on-line.
5.10 Ability to create and maintain a database of
candidates that can be searched and mined.
5.11 Ability for the recruiter to perform a search of the
candidate database and have the results ordered
based on the quality of the match to the
specifications of the position.
No. Requirement Vendor
Capability
Vendor Comments
28
5.12 Ability for the system to notify candidates of new
job postings for positions he/she has expressed an
interest in for which the candidate has not
previously been screened out.
No. Requirement Vendor
Capability
Vendor Comments
29
5.13 Ability to store and retrieve the following
applicant information:
Standard demographic information (name,
address, including zip code; business and
home phones, including extensions)
Education (minimum 5 fields)
Job skills, specialized knowledge
Credentials/licenses/associations/certificat
ions and effective dates
Employment history
References: Business/Personal
Application date
Position applied for
Job category desired
EEO: sex/minority/veteran/disabled
Citizenship/Visa
Interview results from multiple
interviewers
Candidate disposition (no interest, no
further interest, offer, offer accept)
Offer information:
accept/reject/withdrawn
Pre-employment tests, date administered
and results
Hire date, date filled
Hire code - transfer, promotion, career
change, new hire, etc.
Source: Agency; job posting; job service;
newspapers; job fair; other.
No. Requirement Vendor
Capability
Vendor Comments
30
5.14 Ability to accept candidate information from job
boards.
5.15 Ability to automatically identify source of resume
and measure source efficacy and cost.
5.16 Ability to interface with existing employee
information to identify internal candidates.
5.17 Ability to search by degrees and majors.
5.18 Allow searches on specific resume submission
dates or ranges.
5.19 Ability to search and mine candidate profiles
using keyword searches.
5.20 Ability to send email notifications (email
campaign) of open positions based on the
candidates qualifications.
5.21 Ability to generate common reports statistics for
EEO and management analysis.
5.22 An automated system to notify an applicant that
the company has received his/her credentials
(email, letter, postcard).
5.23 Ability to maintain and send multiple formats of
receipt acknowledgement to the candidate.
5.24 Ability to send automated communications (e-
mail, letter, postcard) to individuals and groups.
5.25 Ability to automatically assign a requisition to a
recruiter by business group or cost center, or
manually override such rules and manually assign
to a recruiter.
5.26 Administer Requisition Fulfillment
5.27 Track Requisition Cost, Source
No. Requirement Vendor
Capability
Vendor Comments
31
5.28 Track Job Applied for, Date, Cost
5.29 Add Candidate Notes & Ability to Search Notes
5.30 Track Applicant Flow
5.31 Track External and Internal Job Applicants
5.32 Resume Attachment
5.33 School records/proof of degree is what we require
for many positions
5.34 Resume Importing
5.35 Integration with Job Boards
5.36 Job Descriptions
5.37 Key Word Search
5.38 Interview/Contacts Tracking
5.39 Add Pre-screen Questions
5.40 Interview Scheduling
5.41 Screening Scores
5.42 Customizable Communications
5.43 Multiple Workflows - Salaried, Hourly,
Contingent
5.44 Ability to Set up Automated Communications for
Selected Workflow Steps
No. Requirement Vendor
Capability
Vendor Comments
32
5.45 Manager Access & Role Capabilities
5.46 Portal Development for Posting Jobs on Company
Site. Can you brand the site?
5.47 Candidate Log In to see Status
5.48 Alerts Tied to Process Steps
5.49 Integration with Outlook
5.50 Mutli Language Capabilities
5.51 EEO Self-assessment & Reporting Capabilities
5.52 Archiving
No. Requirement Vendor
Capability
Vendor Comments
33
Performance Management
Standard Vendor Functions:
6.1 Ability to store the following job information
Job classification (unique identifying
number)
Job title
Salary range
Fair Labor Standards Act (FLSA) status
(exempt or non-exempt for determining
eligibility for overtime pay)
Frequency of performance review (if this
varies within the organization)
Job history
Status history
EEO codes
No. Requirement Vendor
Capability
Vendor Comments
34
6.2 Accommodate maintenance of varying
performance and salary review programs.
Flexibility to accommodate multiple salary
and/or performance review cycles.
System should calculate next review date
based on employee life cycle events
(promotions, demotions, last review, etc.)
Focal point reviews
Anniversary date reviews
Multiple salary increases
General increases
Performance based merit programs that
include focal point reviews and are
composed of both long term and short term
rewards
The ability to process increases at varying
time intervals (6 mo., 13 mo., 18 mo., etc.)
Prorated increases based on hire date
6.3 Seamless interface to third party spreadsheet and
graphics package, including Microsoft’s office
suite of products.
6.4 Mass change ability at the employee and the job
level.
6.5 Maintain unlimited salary and job history.
Effective dated transaction processing
Point-in-time reporting
6.6 Interface to other internal systems, including
payroll, and financial applications.
6.7 Ability to automate the merit review process using
manager self-service
No. Requirement Vendor
Capability
Vendor Comments
35
6.8 Ability to trigger notices to HR as each manager
completes the merit review process and submits it
for the next level of approval.
6.9 Ability to “lock-out” managers once they have
completed the merit process for his/her direct
reports but still allow edits through subsequent
levels of approval.
6.10 Store external market salary survey data (multiple
surveys) and produce wage and market analysis
and benchmark reports.
Ability to add ad-hoc survey data collected
for specific positions.
Weight a specific survey at the job code
level for purposes of comparison
6.11 The system should produce a warning message
when a merit increase is processed for employee
who has received a “warning” or is on a
performance improvement plan.
6.12 Ability to track and maintain incentive programs
for productivity, referral, spot bonuses, signing
bonuses, and discretionary bonuses.
6.13 Ability to produce organizational diagrams and
charts, including position and job information.
6.14 Ability to establish and track performance goals
and objectives for the year. Track these goals and
objectives historically.
6.15 Track when Reviews are due
6.16 Track manager responsibility
6.17 Upload Performance Review document
6.18 Create own Configurable Evaluation Forms
No. Requirement Vendor
Capability
Vendor Comments
36
6.19 Link Reviews to specific goals
6.20 Access to Competency Library
6.21 Writing and Coaching Assistant
6.22 Link Performance with Career Planning
No. Requirement Vendor
Capability
Vendor Comments
37
Compensation
Standard Vendor Functions:
7.0 Ability to store the following job information
Job classification (unique identifying
number)
Job title
Salary range
Fair Labor Standards Act (FLSA) status
(exempt or non-exempt for determining
eligibility for overtime pay)
Frequency of performance review (if this
varies within the organization)
Job history
Status history
EEO codes
No. Requirement Vendor
Capability
Vendor Comments
38
7.1 Accommodate maintenance of varying
performance and salary review programs.
Flexibility to accommodate multiple salary
and/or performance review cycles
System should calculate next review date
based on employee life cycle events
(promotions, demotions, last review, etc.)
Focal point reviews
Anniversary date reviews
Multiple salary increases
General increases
Performance based merit programs that
include focal point reviews and are
composed of both long term and short term
rewards
The ability to process increases at varying
time intervals (6 mo., 13 mo., 18 mo., etc.)
Prorated increases based on hire date
7.2 Seamless interface to third party spreadsheet and
graphics package, including Microsoft’s office
suite of products.
7.3 Mass change ability at the employee and the job
level.
7.4 Identify pay changes by type (discretionary, merit,
market adjustment, etc.).
7.5 Maintain unlimited salary and job history.
Effective dated transaction processing
Point-in-time reporting
7.6 Ability to automate the merit review process using
manager self-service
No. Requirement Vendor
Capability
Vendor Comments
39
7.7 Ability to maintain various salary and tiered,
discretionary, and percent-of-pay bonus structures
at the same time, such as step within range method
or ranges within a broad-banding structure.
7.8 Ability to identify and associate different pay
programs and practices with different employee
populations based on category, status, employee
type or job code.
7.9 Ability to easily forecast and model potential
salary changes.
Model against budget pool
What-if analysis by individual or grouping.
7.10 Ability to provide a projection model that is able
to project increases by using a specified amount,
percentage, or both, and then implement the model
if desired.
7.11 Ability to perform multiple pay rate increases for
an employee on the same day and for different
reasons.
7.12 HR to enter salary rate and step that is tied to a
salary schedule which is updated annually. Pay
rate must then flow from HR to payroll side.
.
No. Requirement Vendor
Capability
Vendor Comments
40
Training & Development
8.1 Internal Training
Training days used per year
Training objectives
Cost of training
8.2 External Training
Track tuition reimbursement and external
seminar utilization by various plans (e.g.,
union, non-union)
Training days used per year
Training objectives
Cost of education and training
8.3 Management Development
Career objectives
Employee development plan
Report career objectives vs. training
objectives and education participation
8.4 Skills Inventory
Educational background
Degrees held
License/certification status
Specialties
Competencies
Skills and skill levels
Employee skills and levels
Identify skill needs of organization
Capability to update/purge data
No. Requirement Vendor
Capability
Vendor Comments
41
8.5 The ability to track:
Students’ demographic information--who
enrolled, who attended, who passed, and:
Course number, name and description
Schedule and location of courses offered
External and internal costs associated with
the course
Vendor name if offered by an outside
company
Courses would include on-site skills
seminars, on-site required training,
management development classes and
external seminars
8.6 The capability to track a specific curriculum
associated with a specific class/category of
employee
8.7 Provide employee training history to managers via
manager self-service
8.8 Certificates & Licenses
Ability to notify employees and managers
that safety certificates are due to expire
Ability to track employee progress toward
earning a certification or license
8.9 Track Training class participation
8.10 Create Employee Training Plan
8.11 Administer Training Enrollment
8.12 Track Training Costs
8.13 Maintain Curricula library
8.14 Update Employee Qualifications
8.15 Evaluate Training Requirements
No. Requirement Vendor
Capability
Vendor Comments
42
8.16 Electronically generate notices to employees of
new training
8.17 Schedule courses
8.18 Ability to generate diversity reporting to show
characteristics of workforce attending particular
class (es) or for a particular date range.
No. Requirement Vendor
Capability
Vendor Comments
43
Employee Relations
9.1 Ability to access and report on the following
employee information that has been provided by
other Human Resources functional areas or line
management
Job history
Skills and experience
Performance review data (rating, date due,
date reviewed)
Disciplinary actions history
Compensation history
Attendance records
9.2 Ability to track and administer a progressive
disciplinary program.
9.3 Model a future contract based on actual employee
data.
Forecast the financial impact of various
changes to union contracts
9.4 Ability to report on:
The cost of arbitration
Wages by bargaining unit
The cost of health insurance by bargaining
unit
Cost of all allowances by bargaining unit,
what the employee pays for dues, etc.
Field for Union Local / tracking
9.5 Ability to “flag” employees on disciplinary
programs during the annual merit and performance
evaluation process.
No. Requirement Vendor
Capability
Vendor Comments
44
9.6 Identify temporary employees and employees on
temporary assignment.
Agency name
Department and supervisor working for
Assignment begin and end date
9.7 The ability to track re-hire eligibility.
9.8 Ability to track multiple dates including original
hire date, re-hire date, bridged service date,
termination date, and seniority date.
9.9 Ability to distribute and collect the results from a
new hire questionnaire. The system should send e-
mail notification to the employee after 90 days of
employment.
9.10 Ability to produce system generated reminders to
managers for the employee’s performance
evaluation & to send alerts to HR of outstanding
performance evaluations.
9.11 Ability for employees to view demographic,
payroll, benefits, and compensation data online.
9.12 Ability to generate letters for employees on Leave
of Absence, providing details regarding benefits
payments.
Letters should be customized based on
employee type (union, non-union), benefits
plans (voluntary and employer provided)
9.13 Ability to track part-time hrs. or dollars
approaching maximum as defined by Nevada State
PERS
No. Requirement Vendor
Capability
Vendor Comments
45
9.14 Ability to notify HR, Payroll, Managers and
Supervisors of part-time maximum numbers of
hours worked
No. Requirement Vendor
Capability
Vendor Comments
46
Government Compliance
10.1 Ability to access and report on the following
employee and applicant information
Applicant records (job classifications,
salary, department, interviewers, hiring
decisions, reasons for decision)
Gender
Ethnicity/race, handicap, and veterans
status
Job history (hire date, positions held,
supervisors, departments, salary changes,
time in current position, transfers,
promotions, demotions, terminations,
leaves, and effective dates)
10.2 Ability to store the following information for each
job
EEO occupational category
Standard Occupational Code
Affirmative Action job group
10.3 Compliance reporting: ability to produce any
current Federal or State report including, but not
limited to W-2’s, EEO-4, OSHA, COBRA, Report
5500, Affirmative Action, and VETS-100.
10.4 Diversity reporting to show characteristics of
workforce.
10.5 Ability to generate quarterly reports that show
cumulative results to measure the effectiveness of
diversity initiatives.
No. Requirement Vendor
Capability
Vendor Comments
47
10.6 Ability to produce EEO-4 reports directly from the
system
10.7 Ability to produce “sign & send” government
compliance reports.
10.8 Track requests for reasonable accommodations
and what provisions were made to accommodate
the request.
The cost of the accommodation should also
be tracked.
The ability to automate workflow for
requests to the various departments
involved in arranging for the
accommodation.
10.9 Ability to report on the number of qualified
interviews by protected class and the status and
result of the person being interviewed.
10.10 Ability to keep and track unlimited amounts of
historical data.
10.11 Ability to track complaints against managers,
including the nature of the complaint, what
remedial action was taken, what was the
disposition.
10.12 Ability to create & maintain applicant logs.
10.13 Track different types of veteran’s status.
Track when an applicant who is a veteran
exercises preferential consideration for hire.
10.14 Ability to produce Federal, State, Provincial, and
Local tax reports on appropriate forms. (Includes
941/940, etc.)
10.15 Produce electronic W-2’s, 1099’s and 1042’s.
No. Requirement Vendor
Capability
Vendor Comments
48
10.16 Ability to monitor compliance with Provincial,
Federal and State regulations, such as FMLA,
FLSA, ADA, EEOC, CCRA, etc.
10.17 Ability to record and report the various
requirements of HIPAA Privacy Rules.
10.18 Ability to store the following data in each
employee record for each incident
Date of injury or date illness was
diagnosed
Time of injury
Location of injury or exposure
Type of injury or illness
Active agent for injury or illness (such as
hand tools, vehicle, or ladder)
Nature of injury or part of body that
sustained damage
License or certificate number
Weather conditions (coded)
Time of day
Day of week
Location code
Date of report
Person preparing report
Indicate corrective action needed
Note follow-up by supervisor
No. Requirement Vendor
Capability
Vendor Comments
49
10.19 OSHA 300
Easily maintain OSHA required logs and
produce compliance reports
Easily maintain and report information as
legally required
Maintain safety certification information
The ability to “sign & send” OSHA reports
10.20 Reporting
Ability to run payout reports by year, by
claim, by department etc.
Automated notification of a return to work.
When an employee returns from a workers’
compensation leave, notification needs to
go to HR, Facilities, the union and Payroll
No. Requirement Vendor
Capability
Vendor Comments
50
Absence Management
11.1 Ability for employees to account for intermittent
time taken against FMLA time.
11.2 Initiate the actions required by the HR policies,
such as notification to supervisor that violation of
attendance policy requires the creation of a
disciplinary action.
11.3 Enforce the work rule that the employee must
actually work the scheduled day before and
scheduled day after a holiday to be paid for the
holiday for select employee populations.
11.4 Initiate a report to HR that identifies employees
who have been absent for three or more days.
11.5 Provide workflow and alert supervisors when
action is required. Route the alerts to the
appropriate supervisors, managers and HR
representatives.
11.6 Provide the ability to store historical information
regarding absenteeism, perfect attendance and
tardiness.
11.7 Ability to help the supervisor or HR representative
identifies incidents that are affected by the FMLA
law.
11.8 Ability to designate if an employee worked through
his/her lunch. Managers must approve this on an
exception basis.
11.9 Provide feedback loop to ensure corrective action
was administered.
No. Requirement Vendor
Capability
Vendor Comments
51
Benefits
12.1 Full audit and compliance reporting for all benefits
programs.
12.2 Ability to store the following benefits data in each
employee record for each benefit
Benefit identification
Eligibility (yes/no/conditional)
Eligibility date (the date that the employee
became or will become eligible)
Enrollment status (not eligible, enrolled,
withdrawn, pending, not elected, refused,
conditional, etc.)
Enrollment option (for benefits with
multiple plans)
Coverage (employee only, spouse,
dependents)
Automatically calculate benefit level (for
benefits with variable or calculated benefit
values, e.g., face value of life insurance,
retirement benefit, or maximum health in-
surance coverage) based on pre-defined
criteria.
No. Requirement Vendor
Capability
Vendor Comments
52
12.3 Ability to store the following benefits information
(in table form)
Benefit identification (unique identifying
name or number)
Eligibility criteria (e.g., minimum job
grade, length of service, age, union designa-
tion, etc.)
Eligibility date (e.g., 90 days after hire date)
Eligibility hours (minimum hours; also,
rules for crediting time-based benefits such
as vacation, sick, leaves, and furloughs)
Eligibility earnings (base salary, benefits
salary, YTD earnings, premium pay, etc.)
Calculation frequency (first of month or
quarter, or on payroll cycle, etc.)
Calculation formula
No. Requirement Vendor
Capability
Vendor Comments
53
12.4 Health and Dental
Automate monthly reporting process.
Easily create and automate production of
monthly premium reports for indemnity,
PPO, and HMO plans
Ability to electronically transfer eligibility
and claim payment information to carriers
and TPA's
Ability for system to electronically send
appropriate communications to employees
with benefit status changes
Maintain and easily report on the following
information:
Census (demographics)
Monthly premiums - employer versus
employee. Ability to provide Finance
an annual report of employer paid
premiums
Payroll deduction changes
Track Section 125 pre-tax medical and
dental contributions
No. Requirement Vendor
Capability
Vendor Comments
54
12.5 COBRA
Ability for system to automatically notify
HR when a COBRA eligible event has oc-
curred, i.e., dependent reaches eligibility
age, marital status changes, end of FMLA
leave, etc.
Ability to automatically produce COBRA
notifications
Track payments
Issue dunning/termination of coverage
letters
Notify of termination at 18 or 36 months
appropriately
Print labels for COBRA mailings
12.6 Life and LTD
Monthly consolidated statements
Census
Ability to pay STD through payroll system.
Payroll deduction changes
Calculate taxable imputed life insurance
Store beneficiary data
Identify employees with waiver of premium
status
Provide carrier with information, including
hours worked and pay earned, in electronic
format
No. Requirement Vendor
Capability
Vendor Comments
55
12.7 401(k) Defined Contribution Plans
Electronically transfer information to third
party administrator.
Discrimination testing
Reporting
Rollovers
Maintain employee contribution
(percentage and flat dollar) and employer
match where applicable
Automatically calculate match
Ability for system to separate bonus
payouts from eligible earnings.
Accommodate pre- & post-tax contributions
Ability to cap deductions (percentage or flat
dollar) with ability to manually override for
exceptions
System disallow more than one change
per quarter
Not allow deductions for one year after
hardship withdrawal
Not allow deductions until next calendar
year after canceling a deduction
Ability to manually override the above
Establish triggers to start and stop salary
deductions (e.g., hours drop lower than 20
hours per week)
Beneficiary name and relationship
No. Requirement Vendor
Capability
Vendor Comments
56
12.8 Family Medical Leave
Ability to track leaves including partial
leaves that qualify under the Family
Medical Leave Act
Support calendar or 12 month rolling year
calendar methods
System should automatically suspend or
terminate benefits at appropriate time
Coordinate FMLA with disability and other
leave types
12.9 Time Off
Flexibility to accommodate entity specific
benefits including variations in vacation,
sick, and holiday time for employee classes,
locations, etc.
Ability to build seamless interfaces to time
management, general ledger and other
systems
Pass demographic and accrual balance data
Track time taken for Jury Duty, Military,
Birth, or Funeral Leave
Ability to pay employee for difference
between Jury or Military pay and em-
ployee's regular pay
12.10 Easily produce 5500 and other government
compliance reports.
12.11 Ability for employees to maintain dependents and
beneficiary information online, using employee
self-service.
No. Requirement Vendor
Capability
Vendor Comments
57
12.12 Flexibility to maintain and administer multiple
benefits programs and plans. Programs and plans
may vary based on the employee's group or
category.
12.13 Ability to automate the enrollment process
(including open enrollment) using employee self-
service technology.
12.14 Produce confirmation notices with the ability to
forward to employees via e-mail.
12.15 Ability to future date transactions and store
complete benefits status history. Future dated
transactions should pass to payroll at the
appropriate time as part of the payroll interface.
12.16 Ability to take a partial or retro benefit deduction
based on the date of hire, and to pro-rate based on a
daily cost.
12.17 Ability to properly calculate imputed income for
domestic partner coverage.
12.18 Calculate the cost of fringe benefits by employee
group.
12.19 Ability to track voluntary employee paid benefits
deduction.
12.20 Ability to track leave start and end dates. Trigger
workflow to payroll and supervisor regarding status
and dates.
12.21 Track Benefit Plan Eligibility
12.22 Track Plan History
12.23 Calculate Coverage Amounts
12.24 Calculate Employee Contribution Amounts
12.25 Calculate Premium Payment Amounts
No. Requirement Vendor
Capability
Vendor Comments
58
12.26 Calculate imputed income
12.27 Produce Total Compensation Statements
12.28 Produce Benefit Confirmation Statements
12.29 Mass Enrollment Capabilities
12.30 Create Consolidated Billing Reports
12.31 Cobra Tracking
12.32 Integrate Electronically with Carriers
12.33 Concurrent Enrollments (last year and new year)
No. Requirement Vendor
Capability
Vendor Comments
59
Payroll
14.1 Ability to hold future dated transactions in the
system, which will not process until the payroll
cycle in which they are effective.
14.2 Set-up date driven pay additives and date driven
deductions.
14.3 Void a check automatically from the original
labor distribution.
14.4 Support all government reporting and tax filing
for state, federal, provincial and local
jurisdictions including but not limited to W-2,
W-2c, 941, 941c, etc.
14.5 On-line general ledger set-up and changes with
point-in-time reporting.
14.6 Prevent duplicate check numbers throughout
the entire database.
14.7 Prevent duplicate SSNs throughout the
database. Setup from the HR side when
inputting new hire
14.8 Ability for an employee to change states of
withholding or pay frequency without issuing
another employee number.
14.9 The ability to auto-assign a personal ID that
stays with an employee for his/her lifetime in
the system; appropriate cross check to insure
this happens. Setup from the HR side when
inputting new hire
No. Requirement Vendor
Capability
Vendor Comments
60
14.10 User-defined fields that can be designated as
required or optional fields.
14.11 Ability to accommodate one individual holding
multiple jobs (no limit) or be charged to
multiple departments or areas. Do this either by
percentages or set amounts/hours.
14.12 Automatic tax recalculations for Medicare and
Social Security taxes take place no later than
the next payroll cycle.
14.13 Ability to accumulate taxes for all pay
companies within the same EIN, regardless of
differences in pay schedules, to produce
accurate tax filings.
14.14 Print screen capabilities directly from software.
14.15 Payroll pre-view capabilities to demonstrate all
errors during the gross to net processing.
Ability to run and re-run until payroll is deemed
correct.
14.16 The vendor must have the ability to print, sort
and ship checks based on distribution code.
14.17 Ability to produce on-demand W-2, T4, and
T4A generation for terminated employees, and
duplicates after year-end processing.
14.18 Ability to reverse paychecks, direct deposits
and disbursements. This must update YTD,
QTD, and MTD deductions and balances by
employee, and also any disbursement accounts
involved.
14.19 Security level set-up by employee field level
and at chart of account levels.
No. Requirement Vendor
Capability
Vendor Comments
61
14.20 Single security set-up for on-line and reporting
access. Ability to restrict access to corporate
payroll but still allow visibility to other parts of
the corporate employee record.
14.21 Secure access to certain earnings and
deductions so that they can be maintained by
only specified individuals.
14.22 Pay individuals on multiple accounts and wage
rates; make mid-cycle rate changes with system
capability to assist in retroactive calculations.
14.23 Ability to re-prorate historical charges and yet
retain the original transaction.
14.24 Ability for the system to calculate and report
imputed income on a per-pay cycle basis.
14.25 Ability to run audit reports such as employees
with zero checks, checks outside of tolerances
etc.
14.26 Ability to sort checks by any field in the
system.
14.27 Ability for the system to track fiscal year to
date accumulators.
14.28 Ability to perform transfers or department
changes even on the first pay cycle of the year.
Setup from the HR side
14.29 Ability to send an accounting transaction to
financials system that will create a liability for
outstanding vacation balances.
14.30 Ability to rapidly import large batches. Should
completely process in less than 20 minutes,
Including backup
No. Requirement Vendor
Capability
Vendor Comments
62
14.31 Produce a warning message at time of new hire
if the Social Security already exists in the
system, regardless of which company code.
Setup from the HR side
Employee Level Data/Deduction Requirements
14.32 Ability to view pay history including the actual
labor distribution and wage earnings type.
14.33 Ability to perform mass updates.
14.34 Ability to view historical biographic data
(name, address), status, position, deduction,
dates, and tax data by date for point-in-time
reporting with appropriate access controls; EFT
History . Accessible from both sides-HR &
Payroll
14.35 Provide Workers’ Comp codes that are
associated with the employee’s position;
accommodate multiple jobs and associate
earnings to the position in which they were
earned.
14.36 Deductions on the employee level should be
event/date driven and should have goal limits
and goal dates.
14.37 Support at least nine direct deposit accounts.
Support accounts with alpha digit and have
history.
14.38 Allow for different ACH transactions
permitting the transmission of employee
deductions to various vendors’ bank accounts in
compliance with all NACHA and Canadian
Royal Bank regulations.
No. Requirement Vendor
Capability
Vendor Comments
63
14.39 Ability to recover deduction arrearage. The
flexibility to collect using different methods.
System automatically deducts what is owed in
next pay periods.
14.40 Table validation for deduction amounts based
on plan and status.
14.41 Ability to accept future dated benefit deductions
and not process them until the pay cycle in
which they are effective.
14.42 Allow for different benefit defined deduction
types. These may be taxable or pre-taxable
deductions and may be determined on a “fixed-
amount” basis or on a “percentage” basis using
any combination of the base and/or other
earnings categories. Some of the deduction
types may have a matching “employer”
calculation but not necessarily at the same rate.
The “employer” calculation may be determined
on a “fixed-amount” basis or on a “percentage”
basis using any combination of the base and/or
other earnings categories.
14.43 Ability to define deductions by flat percent,
declining balance, or upper limit, and allow
definition of deduction frequency (every pay
period, quarterly, 1st and 3rd pay periods, etc.).
Deduction totals should be available at and for
any point in time at a detail or summary level.
14.44 Support legal hierarchy of deductions
(garnishments, tax levies etc.).
No. Requirement Vendor
Capability
Vendor Comments
64
14.45 Support the automatic imputing of certain
earnings as taxable wages, i.e. domestic partner
benefits, life insurance, etc.
14.46 Ability to track third party sick pay and report it
properly on the W-2.
14.47 Ability to enter “stop” amounts for employee
deductions.
14.48 Ability to handle multiple garnishments.
Enforce federal and state limits for minimum
employee checks.
14.49 For all types of garnishments (tax levy, child
support, federal or state levies, creditor
garnishments), provide fields for the received
date, the effective date and the inactive date,
and case number. There must also be a field to
indicate if a bankruptcy has been filed.
14.50 For creditor garnishments, the solution must
provide fields for both the mail date and the
continuing lien date.
14.51 Ability to assign fees based on the type of
garnishment and where it originated. Also,
must provide the capability to waive the fee, if
necessary.
Pay Data Entry
14.52 Support an easy entry for calculating grossed up
entries using the actual employee’s
withholdings or the Federal flat amount.
14.53 Ability to allow additional Federal, Provincial,
and State withholdings.
No. Requirement Vendor
Capability
Vendor Comments
65
14.54 Support both automatic pay and exception-
based entries.
14.55 Ability to automatically establish an earning or
deduction for an employee by using values pre-
defined for the earning / deduction at the
organization level.
14.56 Ability to process fringe benefits (including
cash fringe, non-cash fringe, and imputed
income), and adjust taxable wages and tax
balances accordingly.
14.57 Perform audit checks to prevent errors in data
entry.
14.58 Ability to produce automatic pay entries on a
report before processing the payroll.
14.59 Ability to create batches based on hours,
earnings.
14.60 Ability for pay additives to be associated with
certain cost account general ledger codes that
can be overwritten by exception.
14.61 Ability to automatically allocate the hours
and/or earnings and respective G/L accounting
codes of one "parent" earnings code to several
different "child" earnings codes during time
entry.
14.62 On-line “what if” pay calculation scenarios.
14.63 Manual check capabilities to include employee
actual earnings and deductions taxability.
No. Requirement Vendor
Capability
Vendor Comments
66
14.64 Ability to distribute labor by home, department,
job, or cost center routinely or by exception in
pay data and report in point-in-time; also,
retroactively and prospectively for modeling.
14.65 Provide at least 48 characters in order to define
the labor distribution fields.
14.66 Allow for multiple distribution methods to
include either time or a percentage of wages
and / or employer taxes.
14.67 Provide a method for verifying that the
accounting elements entered for labor
distribution are valid in the accounting system
14.68 Ability to allocate employee costs based on one
or more sources. When employee charges are
being processed by the system, must have the
ability to identify multiple accounts that should
be charged for the employee’s time.
No. Requirement Vendor
Capability
Vendor Comments
67
Time and Attendance
14.69 Ability to perform the following tasks:
Scheduling
Enforcing work week rules
Weekending start and stop times for shift cross-
over
Rounding rules
Grace period rules
Meal period rules (paid processes and unpaid
processes)
Differentials calculated through qualifiers and
the workweek rule for each unique group of
employees
Day Light savings time pay rules
Consecutive Day rules
Call-in rules
Separation of duties (roles and responsibilities)
Attendance enforcement rules
Exception hours to be entered and NOT paid
processes
Temp-duty or out-of-grade
Supervisor notification of early and late
punches
All pay rules as outlined in the collective
bargaining agreements
14.70 Ability to perform mass changes and updates.
14.71 Ability to perform benefit accruals as well as
accept balances from other systems.
No. Requirement Vendor
Capability
Vendor Comments
68
14.72 System security must be able to support a multi-
level access. Security must be able to limit
access based on department codes, pay codes,
union code, location code, exception processing
permissions, and to limit edit capabilities.
14.73 Ability to perform retroactive calculations for
hour’s additions and/or corrections.
14.74 Utilize the process of Batch Totaling when
interfacing into the installed payroll system.
14.75 Utilize audit trails that cannot be altered and
can be viewed and reported against. All fields
should have a complete audit trail in place.
14.76 Ability to import history from Excel and other
sources; maintain history on-line and in the web
view no less than 3 calendar years; ability to
achieve and report from a total of 7 years prior;
the historical detail reports on-line and available
for self-services and web on-line will contain
time card replication and attendance calendars.
Time and Attendance: Time Tracking
14.77 Master data from the HR system will be used in
the Time and Attendance application for
verification of employee: Employee ID, First
and Last Name, Cost Center, Job Description
for verification at the time clock.
14.78 Ability to assign individual’s schedules that are
appropriate based on job type and level. These
schedules will be identified with certain job
codes, department codes, pay codes and events.
No. Requirement Vendor
Capability
Vendor Comments
69
14.79 When an employee punches or swipes into the
time clock, the data should update the database
real time, update the employee’s timecard, the
cost center summary information, and be
available for the supervisor to view data
immediately. A batch job should not be
required to update the data for supervisor
access.
14.80 Ability to automatically adjust hours worked
based on shift differential.
14.81 Ability to punch in & out at lunch and other
breaks.
14.82 Provide timecard information all on one
screens, including punch detail and total
schedule hours versus actual hours.
14.83 Apply pay rules to punches and calculate
absentee, tardy and perfect attendance rates
automatically. All pay rules should be
calculated without the intervention of the
manager or payroll administrator.
14.84 Allow supervisors to enter sick and vacation
time and process entries’ real time. Only allow
sick or vacation time to be taken if the accrual
balances are available.
14.85 Create a pay period upload file or an interface
to the Payroll system
14.86 Allow time to be reported by exception so that
supervisors are able to manage by exception for
selected populations.
No. Requirement Vendor
Capability
Vendor Comments
70
14.87 Ability to pay correctly for daylight savings
time.
14.88 Allow pay rule- and work rule- effective dating
so that rule can be implemented ahead of time.
14.89 Allow daily approval of time by the
supervisors.
14.90 Ability for a department manager to see all
shifts at one time on a single screen.
14.91 Ability for managers to create custom views of
work schedules.
14.92 Ability to track seniority based on time actually
worked (not hire date).
14.93 Ability to track time for scheduled sick days.
14.94 Ability to show the department code and
department description when an employee
charges hours to a different department.
14.95 Ability to pre-populate hours in the employees
time card, based on the schedule; employee
then records exceptions.
14.96 Ability to track if a vacation request was denied
and the employee calls in sick on the previously
requested day.
No. Requirement Vendor
Capability
Vendor Comments
71
Time and Attendance: Supervisor Management
14.97 Ability for a supervisor to manage cost center
time at their desktop.
14.98 Ability for a supervisor to enter in sick,
personal, absent or other time into an
employee’s shift.
14.99 Ability for a supervisor to visually see on an
entry device or web screen all employees in
their cost center based on the current punch
data; identify who is in the building, who is
late, who has called in sick and who has an
excused absence.
14.100 Ability to see accrued balances available to
employees so that if an employee calls in sick
or asks for vacation time, the supervisor has the
information readily available to him when
entering the data into the employee’s schedule.
14.101 Ability for a supervisor to manage the labor for
special coverage arrangements.
14.102 Ability to track activity information such as
charge backs for invoicing activities; however,
this ability should be enabled where appropriate
and not required by all employees.
14.103 Ability to roll up data from employee, to cost
center, to department, to division for reporting.
14.104 Provide enhanced labor tracking by allowing
supervisors to track employees by skill.
No. Requirement Vendor
Capability
Vendor Comments
72
14.105 Provide workflow capabilities to alert
supervisors when an action is required. This
will enable the supervisor to proactively deal
with issues at the appropriate time.
14.106 Ability for the manager to delegate authority for
approval of time in case of a planned absence.
Pay Check Features
14.107 Show hours and earnings by department
(showing multiple jobs), cost center worked,
rate of pay received, and YTD accumulation for
all earnings on the pay stub.
14.108 Show vacation, workers comp, sick time, etc.
program allowed, taken, and balance on the pay
stub.
14.109 Ability to summarize employee data on the
stub; ability to show up to 40 lines of data.
14.110 Print messages and alerts on the employee’s
pay advice.
14.111 Provide laser-printed paychecks with MICR
encoding. The check stubs or deposit advices
must be easily modified to accommodate
additions or deletions and must comply with
various Provincial, State, Local, and union
mandated requirements.
14.112 Provide paychecks and advice notices that
display W-4 filing status and TD1 information.
14.113 Provide paychecks and advice notices that
display employer matching contributions to the
401K plan.
No. Requirement Vendor
Capability
Vendor Comments
73
14.114 Display all current and year-to-date totals for
earnings and deductions displayed.
14.115 Accommodate multiple pay rates on an
individual employee's check stub if earnings
carry different rates. The rate displayed must
be the actual rate paid and not represent an
"average" or "blended" rate.
14.116 Ability to ensure no negative checks are
printed.
14.117 Ability to create multiple checks for an
employee in a given pay period, i.e. a separate
paycheck for incentive / bonus payments.
14.118 Ability to identify and, ideally, print, on the
employee's check stub or deposit advice all
additions to income including those "invisible"
earnings and/or deductions that do not appear in
the hourly rate, such as uniform allowance.
14.119 Ability to selectively write and edit messages
on paychecks.
Reports and Interfaces: General
14.120 User friendly reporting tool; support ad hoc
reporting.
14.121 Report writer honors on-line security to access
all information including paycheck detail and
earnings history
14.122 Ability to run reports from an automated
scheduler.
No. Requirement Vendor
Capability
Vendor Comments
74
14.123 The following reports are required:
Full Detail Master File
Check detail
Payroll Register
Payroll Activity by Department,
Monthly Employee Earnings Status
Control Totals Report
Calendar Year Federal Work-Study
Earnings
Overtime by Employee
Full Labor Distribution
Deduction Register Report
Payroll by Wage Classification
14.124 Ability to report from all hours and earnings
history.
14.125 Provide comprehensive reporting capabilities
that enable measurement and analytics.
14.126 Provide a catalog of standard reports in the
system. Each report should have print and
export capability to programs as MS-Excel and
MS-Access.
14.127 Ability to carry miscellaneous fields of data and
to report on those fields.
No. Requirement Vendor
Capability
Vendor Comments
75
Reports and Interfaces: Time and Attendance Specific
14.128 Manager metric reports:
Online reports that would enable managers to
view metrics such as absenteeism, tardiness or
early punches. These reports may be run and
rolled up at multiple levels such as cost center,
department, facility or organization, or in
aggregate for all organizations within the
institution.
14.129 Employee punch detail reports:
The reports would contain detail regarding time
taken: (regular, overtime and special time, such
as vacation, sick, personal, etc.) and time
available.
14.130 Ability to report on attendance patterns such as
calling in sick before/after scheduled days off
or holidays.
14.131 Ability to notify managers if sick time exceeds
defined thresholds. Notification could be on-
screen, by report or e-mail.
14.132 Ability to report on employee time by month
(not pay period). Report should show employee
by month, cost center, earnings code.
14.133 Ability to notify supervisors when PT
employees are approaching annual maximum
hours.
Employee and Manager Self-Service for Payroll
No. Requirement Vendor
Capability
Vendor Comments
76
14.134 On-line employee & manager changes must
pass through an approval workflow and held,
pending Payroll approval. Prevent self-service
transactions from directly affecting the payroll
database without payroll approval.
14.135 On-line W-4’s & pay stubs.
14.136 Ability to e-mail an unlimited amount of
employees. For example, all employees who
have not completed time entry. E-mail all
employees about early deadlines due to
holidays. Setup from the HR side
14.137 Ability to notify supervisors and back-ups of
missing time or other payroll paperwork. Setup
from the HR side
77
Implementation
Please provide a sample implementation plan for a full Payroll
and HR administration implementation.
Please provide a sample of your implementation project plan
What is the number of people on your implementation team?
Do you do your implementations remotely?
What is your process to handle spikes in volume during busy
seasons?
What are your general hourly rates?
Please highlight the major work steps and the typical duration of
each work step.