Human Resources Information System and Learning Management System Replacement

The vendor is required to provide to the human resources information system ("HRIS") and learning management system ("LMS") replacement at the airport.
- System requirements:
• System is configurable in implementation and the software provided is the most recent released version at the time of implementation.
• System is accessed via web browser and offered as software as a service (SaaS)
• Web interface compatible with common web browsers including apple safari, Microsoft edge, google chrome, Mozilla Firefox (list in comments which browsers are supported).
• System is easily accessible from mobile devices (phones, tablets, laptops, etc.)
• System is Microsoft Entra id single sign-on compatible.
• System has the ability to use multi-factor authentication (MFA) for user accounts not utilizing single sign-on.
• System is scalable to allow for expansion for additional users
• System functions without any modification to existing board owned computers.
• System is compatible with Microsoft office products, including office 365
• System provides tools for board to maintain/make changes post-implementation.
• System allows for seamless navigation and is capable of customization to provide the look and feel of CVG'S brand.
• System has the ability to import/export any board data via API with full data access and automation of application functionality.
• Allows workflow development functions that do not require a computer programming background/skills to manipulate.
• System has audit trail documentation tracking every change in the system, including who made the change, when the change occurred, and what the change was.
• System has open API to integrate and communicate with other software programs. (List in comments the software programs with which the system is compatible and note whether there is an additional fee to communicate/interface with any third party software listed.)
• System is able to archive and access data for a defined time period and able to purge records. 
• System has the ability to automatically or manually generate reminders and/or alerts (list alerts available in comments).
• System has the ability to send e-mail notifications from the system
• System has no file size limits for uploaded documents. (If limited, provide file size limits in the comments and indicate if zip files can be used for larger files.)
• System allows board users to re-use previous entries/data; create new with copy-and-paste functionality.
• System includes an updated, online user manual and help function by module, function, process, and screen
• System includes a second environment, clone-able from production, for development and testing.
• System must adhere to cyber security best practices.
• System must be soc-2 compliant
• System is available 24 hours a day/7 days a week, except for scheduled maintenance, and is reliable with better than 99.5% uptime with backup.
• System includes regular maintenance and updates as a part of the licensing throughout the term of the agreement at minimum.  
• Downtime from maintenance schedules must be communicated prior to outage.
• Data is encrypted in transit and at rest; and stored in a secure environment that scans for viruses/malware as new data is uploaded.
• System allows for multiple users to access simultaneously.
• System supports multiple levels of configurable security roles for various authorized users to assign users to specific role-based access groups.
• System has the on-line ability for the system administrator to maintain user access and perform system administrator functions and maintenance.
• System has the ability to protect data integrity during simultaneous editing by multiple users.
• System has the ability to manage user accounts, roles, and employee records via http API.
• System data storage and hosting must reside within the states
• Comprehensive reporting and analytics that allow generation of standard reports, customizable reports and dashboards. 
• Ensure legal and regulatory compliance. 
• Ability to easily create compliance reports (e.g., other applicant tracking system data, etc.). 
• Ability to report on all data within the system. 
• Custom report criteria and templates should be savable for future use and shareable with other system users and administrators. 
• Ability to schedule and send reports (weekly, monthly, quarterly, etc.)
• Create detailed user guides for all roles (administrators, managers, and learners).
• Develop and deliver training specifically for system administrators, focusing on system setup, configuration, maintenance, and troubleshooting. 
• Provide instructions for various users that may be customized for our organization.
• System supports user records with at least 25 user definable fields available.
- HRIS requirements:
• Supports multi-language and ADA compliance features.
• System has the ability to integrate with oracle fusion cloud financials.
• Provides employee self-service (view pay statements, w2s, benefits enrollment, update emergency contacts and ability to initiate and sign forms using workflow), and has ability to upload documents (resignation letters, doctors notes, benefits, dependent documents, contingent reimbursement agreements, etc.). 
• Provides manager self-service features (request shift changes, supervisor changes, terminations (ability to upload resignation letters), etc.
• Maintains data for all job-related details including salary grade, pay step, act status, eeo-4, job classification, position management, and compensansation history. 
• Alerts if salary is outside the salary range or pay step.
• Ability to display salary rounded to two decimals and/or ability to set the decimal places for storage/display.
• Ability to create multiple salary structures. 
• Ability to import new salary grade and pay steps from excel. 
• Ability to retain historical salary grade range and pay steps.
• Ability to future date pending transactions (e.g., salary changes and status changes)
• Ability to make mass changes via imports for pay, job, and supervisors.
• Ability to generate total comp statements.
• Ability to add checklist for employees and managers (term checklist, new hire checklist, etc.) along with the ability to send reminders when to submit information/documents.
• Ability for employees to submit a request to HR, they could upload documents, select a category for the request (benefits, payroll, tuition reimbursement, etc.). 
• HR would be able to configure requests to be routed to the correct person or user group. 
• Requests could be tracked and reports generated including HR response time.
- HRIS - leave management/compliance tracking
• System supports employee leave management from employee requesting to HR response. 
• Leaves include FMLA (12 month rolling calendar - track time down to 15 minute interval), military, personal, medical, and worker's comp.
• System enables employees to apply for leave online, upload/store documents, and check their leave status.
• Ability for HR leave manager to add notes 
• System enables HR leave manager to respond (approve, deny, request additional information) to requests for leave, send and store leave documents, system notifications to supervisors and payroll.
• System supports tracking leave balances and reporting.
• System supports compliance with applicable laws
• Tracking accurate working hours and productivity for seamless payroll processing.
• System supports tracking medical test
• System supports workers comp management.
- HRIS - recruiting/applicant tracking
• Job portal supports user registration and online application submission
• Job portal supports posting tenant job postings
• Job portal supports tenant accounts to post jobs for approval by board
• Job portal supports an API to ingest job postings
• Job portal supports an API to export job postings
• Applicant tracking system (ATS) allows applicants to apply online and & upload attachments.
• System is easily accessible from mobile devices (phones, tablets, laptops, etc.)
• System provides candidate screening and data management to allow easy access and comparison.
• Automated screening tools to filter candidates based on defined criteria.
• Provides hiring manager collaboration to allow managers to review candidates and provide feedback regarding candidates to recruiters.
• Interfaces with background screening agencies (currently, Atlantic screening) for employment verifications
• Compliance and security features to ensure data privacy for candidate data. 
• Collect and store EEO information for applicants for compliance reports. 
• System hides EEO information from recruiting mangers during recruitment
• User friendly experience for recruiters, candidates and hiring managers.
• Job applications include use of standard job application for organization, ability to add qualifying questions for specific job postings.
• Customizable workflow automation with electronic approvals for requisitions. 
• Can the system be tailored employer's specific hiring processes?
• Information for board job posting comes from job description which should be stored in the system in a single location.
• System must accommodate multiple languages.  
• List all accommodated languages in the comments section.
• System allows you to schedule and track pre-employment test results. 
• System allows applicant to enter degrees, certifications, dl, cdl, etc. and information is imported into onboarding/HRIS if hired.
• Compliance and security features to ensure data privacy for candidate data.
• Ability to track dates of interviews and notes
• Identify hire source including past employees.
• System identifies applicant as relative of current employee
• Applicants are able to link to on-line tests, complete tests, and have scores recorded on application system allows for administration of separate eligibility lists for each job classification and each position. • Ability to generate eligibility lists. 
• Ability to expire eligibility list after set period of time
• System allows users to manually add to or remove applicants from eligibility lists and include date and reason.
• System will notify applicant when a position has been filled or pulled
• System allows you to schedule or create notifications for interview / appointment reminders to applicants and hiring managers
- LMS - quizzes, tests, interactive learning, gamification, & AI
• Design and administer post-training evaluations within the system to assess multiple aspects of training effectiveness.
• Gamification & rewards system – employees earn points, badges, and rank on leaderboards for completing safety training
• Game controller & interactive learning – supports hands-on learning with simulators, controllers, or vr training.  
• State in comments if this preferred option is available.
• AI-driven adaptive learning – AI adjusts training based on employee performance, assessments, or risk factors
• AI auto-grading & smart assessments – AI grades quizzes and adapts training based on knowledge gaps
• Personalized user experience - adaptive assessments and quizzes that reflect a learner’s performance throughout a course will enable users to prioritize improvement areas.
• Assessment tools - a wide range of assessment tools, like exam engines, simulations, or branching scenarios. 
• Multiple choice, short answer, or other style quizzes. 
• Pass/fail capabilities.
- LMS - training management and certification
• Ability for administrators and managers to easily create and manage online and in-person live training sessions.
• Create sessions for specified events. 
• Each session may consist of multiple parts, which may have their own separate location, equipment, and instructors. 
• Also, should have the ability to select registration deadline, availability, and other options for sessions.
• Set security at the class level, i.e. a class can be offered at a department level only (i.e. only those in dept. x may register), or a class can be offered to a specific group (i.e. all employees with a specific classification title/code).
• Allow learners to self-enroll in designated courses they are pre-approved for, while providing the option to restrict specific classes to require management approval prior to enrollment.
• Editable fields to create custom ids for newly created sessions and courses that can be reported on and filtered.
• Ability create knowledge checks, quizzes, and surveys within the system.
• Manage and track continuing education and certifications and ability to gain certifications when applicable. 
• Connect certifications to an assigned course to show completion.
• Ability to self-certify - by completing certification trainings and printing out certificates, based on level of completion.
• Automated and seamless certificate generation for all types of training (live and recorded). 
• Also, the ability to generate customizable certificates.
• System should provide the ability to easily input information on classes taken externally, including bulk uploads for large groups, and the ability to generate a report.
• Provide an intuitive interface for team management that minimizes excessive drill-downs and offers easy access to class details and team training history for managers and supervisors of teams.
• Track in person training attendance electronically - paperless record keeping using a card reader or QR code.
• Ability to track on the job trainings
- LMS - automated notifications and enrollment
• Provide customizable email notifications, including but not limited to the following actions and criteria: • Learner registration, withdrawal, waitlist, class reminders, confirmations, approvals, cancellations, new course availability, incomplete courses, when courses are required or due
• Automated notifications for recurring training certification requirements (e.g., annual or biennial)
• Flexible scheduling of reminders for incomplete trainings (e.g., at 30, 60, or 90 days), with an option to notify supervisors if training remains incomplete
• Automatically enroll employees in trainings that need to be completed or refreshed at regular intervals.
• Built-in waitlist feature for managing in person course enrollments.
• A simple, clean, training dashboard for employees and management to see currently due training, overdue training, past completions with color coded visuals
- LMS - other system related functionality and services
• Ability to seamlessly import data and information from completed pdf forms and Microsoft word documents directly into the system.
• Ability for a competency management feature within the LMS to facilitate the tracking and maintenance of employee competencies and qualifications and to offer suggested trainings for upskilling and career pathing to facilitate employee growth and long-term development.
• Ability for AI functionality to enhance user experience and provide advanced functionalities like AI-enhanced assistance, course search, suggested trainings, skill based learning tied to jobs and career paths, and chat features.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: June 30, 2025