Human Resources Information System

The Vendor is required to provide ERP is used for human resources (“HR”), Payroll, Finance/Accounting and Procurement, with additional third-party tools to manage Safety, Training, Recruitment and Time Entry functions.
- The System is to be a modern, secure, cloud-based, and incorporate robust integration capabilities for existing in-house developed applications.
- The System is to streamline, automates processes, improves data accessibility and reporting, and provide a unified System that can adapt to the complex requirements of our growing operations.
- The integration services for the configuration and installation are critical to a successful System adoption. 
- The provider needs to have multiple skilled resources well acquainted with deployment of their System and exceeding client expectations for a successful adoption.
- The System needs to deliver our existing core Human Resources and Payroll needs that include,
• Employee records,
• Position and structure management,
• Payroll processing and compliance,
• Time and attendance,
• Absence management,
• HR analytics and reporting, and
• Benefits administration.
- Compensation
• Mobile and Self Service.
- Future System Expansion
- Additional HR related functionality to core needs noted above include,
• Recruitment and applicant tracking,
• Performance and Succession Planning,
• Learning Management,
• Onboarding,
• Employee engagement and surveys, and
• Workforce planning.
- The City has interest in a HRIS System provider that has additional modules for future consideration.
Those could include full featured modules for,
• Finance/Accounting, and
• Procurement. - Key Objectives and Expected Outcomes:
• Provide core HR and Payroll functionality for an integrated and unified source of truth for organizational data and functionality.
• Enable self-service, real-time dashboards and analytics that convert HR data into actionable insights.
• Automate manual processes to increase operational efficiency and reduce administrative burden.
• Perform compliance management for complex union agreements and public sector regulations.
• Delivery employee and manager self-service functionality to streamline HR processes.
• Provide flexible workflow configuration.
• Reduce technical debt and maintenance costs associated with legacy system.
• Delivers data integrity across all integrated systems and departments.
- Technology Requirements: The System must:
• Provide modern cloud-based architecture with robust security measures that comply with municipal data protection standards.
• Provide comprehensive API capabilities to facilitate integration with existing in-house applications.
• Demonstrate scalability to accommodate organizational growth and evolving needs.
• Include mobile accessibility for key functions to support remote and field-based staff.
• Offer configurable user interfaces that can be tailored to different user roles and permissions.
• Support both standard and custom reporting with user-friendly tools.
• Provide reliable disaster recovery and business continuity features.
• Include regular updates and enhancements through an established product roadmap.
• Offer flexible deployment options that align with our IT infrastructure strategy.
• Demonstrate compatibility with industry-standard data exchange formats.
- The Supplier will provide end-to-end implementation services for the HRIS System. These services must include but are not limited to:
• Project planning and governance,
• System design and configuration,
• Data migration strategy and execution,
• Integration with existing systems,
• User training and change management,
• Testing (unit, system, UAT),
• Go-live support and stabilization, and
• Post-implementation warranty/support period.
- Implementation
• Suppliers will provide a detailed implementation approach that includes:
• Methodology and tools used (e.g., Agile, Waterfall, hybrid),
• Phases, timelines, and key milestones,
• Roles and responsibilities of both vendor and client,
• Resource plan, including resumes of key personnel,
• Risk management strategy, and
• Post-go-live support model and SLAs.
- Partnering Model
• When applicable, the Supplier will ensure clarity and specificity is documented for:
• Naming the implementation partner,
• Disclosure of the nature of the contractual relationship, and
• Outlining the roles and responsibilities of each party.
- Human Resource Management 
• Manage recruitment, performance management and staff movement city-wide through to termination, interviewing and testing followed by selection and verification of candidates. 
• Coordinate and conduct new employee orientations, seasonal recalls and lay-offs.
• Specialized recruitment campaigns include Summer Student hiring, Fire Fighter hiring, Seasonal, Part-Time and Relief Roster Hiring. 
• Manage organization’s job evaluation, compensation, benefit plan design, succession planning, organizational design, disability management, wellness, performance management, analytics, reporting, engagement and corporate training programs.
- Contract Period/Term: 2 years