HR Civil Service Records Management System

The Vendor is required to provide for the design, development, and implementation of a web-based, digital civil service records management system.
- This system will be utilized to manage civil service job applications and associated workflows, including online applicant registration, job postings, user management, application processing, examination administration, and related correspondence.
- Solution must modernize and streamline these functions through digital automation, reduce manual handling, and improve operational efficiency.
- System Development
•    Develop a web-based application accessible via the county website.
•    Provide an intuitive, user-friendly graphical user interface (GUI) with a dashboard format and embedded help features.
•    Automate application processing using defined data fields that map applicant qualifications against job-specific minimum qualifications.
•    Include structured processing steps to guide users through application submission.
- Data Migration
•    Migrate all legacy data from the county’s current system into the final solution.
•    Validate and map all existing forms, fields, and communication templates into the new platform.
- Examination and Applicant Management
•    Manage exam location logistics, including seating charts, site details, and day-of logistics.
•    Import and verify examination results from the agency civil service system.
•    Generate examination reports and enable online publication of results as requested.
- Communications and Correspondence
•    Implement a robust letter management system with mail merge functionality.
•    Support both digital and hard-copy notifications to applicants and internal users.
- Agency and User Management
•    Enable secure agency access with configurable permissions.
•    Provide tools to manage user roles including super users, system administrators,
•    Managers, operators, and view-only access.
- Roster and Position Control
•    Provide features for roster card management, payroll certification, position control, and preferred list management.
- Reporting
•    Recreate all existing reports currently in use.
•    Provide functionality for ad-hoc reporting and export capabilities (e.g., excel).
- Payment Processing
•    Integrate with the county's designated credit card gateway to enable online payment for exams. 

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: August 6, 2025