Human Capital Management Enterprise System

The Vendor is required to provide human capital management enterprise system to satisfying the needs for software and consulting services to implement a new software systems environment to address the city.
• Advantage of the newest technology and harness efficiencies by reviewing business processes and implementing technology to enhance existing business processes performed by City departments. The City is planning to replace its current software systems environment with a new system or combination of software systems, and to adopt systems functionality to support core processes. In doing so, the City seeks to address several challenges in the current environment, and gain future efficiencies, including, but not limited to the following Key
- Objectives and Outcomes:
•Enhance operational effectiveness with an online portal by making more timely, accurate, and complete information available to citizens, City personnel, and vendors;
•Improve internal and external communications using information technology;
•Enhance workflows to support increased automation and operational efficiencies by streamlining business processes;
•Increase productivity by eliminating redundancy and unnecessary and manual tasks.
- Functional Areas:
•Workforce Planning and Position Control
•Risk Management
•Human Resources and Personnel Management
•Benefit and Leave Administration
•Recruitment
•Compensation
•Learning Management
•Payroll
•Performance Management
•Time and Attendance
•Employee Relations
•Scheduling
- Benefit Plans:
• Medical
• Pharmacy
• Dental
• Vision
• Flexible Spending Accounts (Medical and Dependent Care)
• State Pension Plans – ASRS, PSPRS, EORP, and EODCRS
• 457 Deferred Compensation plan
• 401(a) Deferred Compensation plan
• Group Life Insurance and AD and D coverage
• Additional Life Insurance
• Employee Assistance Program (EAP)
• Paid Medical Leave (short-term disability)
• Aflac Supplemental Insurance
• Domestic Partner coverage (medical, dental, and vision)
• Tuition reimbursement benefit
- The system shall provide a Benefits Management module that is integrated with other system modules, including (but not limited to) Human Resources, Payroll, Employee Self Service (ESS).
- The system shall provide proper levels of data encryption for defined data fields that are considered private to the employee and/or subject to agency.
- The system shall provide audit trail reporting of all data entries, changes and deletions by user, date, time and workstation.
- The system shall create multiple benefits plans, by City-defined designations (e.g., bargaining unit agreement, job classification, etc.).
- The system shall configure benefits eligibility according to job classification (e.g., part-time, full-time, bargaining unit agreement, etc.).
- The system shall configure leave accruals according to civil service classification.
- The system shall provide for a Benefits-specific new employee orientation checklist that can be customized by and for each department, job class, and status (temporary or permanent).
- The system shall capture and track information regarding agency notices and certificates of credible coverage of Medicare.
- The system shall establish multiple eligibility rules.
- The system shall restrict enrollment in a specific plan.
- The system shall establish benefit eligibility based on collective bargaining agreement (CBA), memorandum of understanding (MOU), or other employee group type.
- The system shall calculate premium amounts based on user-defined tables.
- The system shall suspend benefits and reinstate based upon user-defined criteria (e.g., military leave).
- The system shall restrict certain benefits-related entry based on user-defined characteristics (e.g., deductions of part-time employees).
- The system shall capture and maintain Health, Dental, and other insurance ID numbers.
- The system shall identify type of coverage (e.g., single, two-person, family).
- The system shall allow users, with appropriate security permissions and roles, to override employee benefits and leave eligibility dates only by HR department defined users.
- The system shall capture and maintain waiting period by MOU, or other employee group type.
- The system shall provide a weighted average cost for benefits (average cost) report.
- The system shall calculate IRS maximum allowable contributions when a participant chooses to contribute in both pre-tax and after-tax plans.
- The system shall automatically enforce maximum IRS allowable annual and fiscal year contributions, including future changes to the maximums.
- The vendor shall provide user-friendly timeclock hardware that integrates with the City’s payroll and HR systems.
- The system shall provide a toolkit to create and manage API's, in an easy user-friendly interface.
- The system has its own API keys and connectors for third-party and in-house system integration.
- The system shall support secure API traffic.
- The system shall encrypt all data states (e.g., restful, in motion) at all times at a minimum level of AES 256.
- The system shall support event-based data feeds for exchanging file import/exports with third-party systems.
- The system shall provide a centralized data dictionary that fully describes table structure, interdependencies, and appropriate levels of metadata.
- The system shall store and apply digital copies of signatures to documents (e.g., checks, notification letters) with appropriate security permissions.
- The system shall support application of certificate verified internal electronic signatures providing assurance of authenticity, integrity, and non-repudiation.
- The system shall operate on mobile devices (e.g., tablets, smart phones) and size-render appropriately.
- The system shall be device agnostic when run on mobile devices (e.g., the system can be run on Android, iOS, Windows, etc.).
- The system shall adhere to all applicable ADA related regulations for application performance and user interface.
- The system shall provide a production, test, development, and training environment including the ability to track software changes applied to each environment and roll back as necessary.

- Contract Period/Term: 3 years