Human Resources Information System Solution

The Vendor is required to provide to procure a cloud-based SaaS human resources information system (HRIS) Solution to centralize, digitize, and streamline HR operations.
- This modern platform will replace multiple disconnected tools with a unified hybrid ERP-HRIS solution, enhancing efficiency, data integrity, and user experience.
- The District hopes to achieve its goals without the need for customizations within the capabilities of all selected solutions.
- The only area where the District expects there to be potential for acceptable customizations is at the point of integration between two (2) systems; however, the District expects those integrations to be supported with standardized application programming interfaces (“APIs”).
- Procurement includes the following:
•    System design,
•    Configuration,
•    Testing,
•    Training,
•    Deployment,
•    Ongoing maintenance & support, and
•    Other related services.
- Recruitment
•    The solution manages and automates tasks across the entire recruitment lifecycle—from the authorization to hire (ATH), through job posting and advertising, and to candidate selection, evaluation, and offer management. 
•    It supports onboarding processes, ensuring a seamless transition for successful candidates from offer acceptance to their first day.
•    Streamline the recruitment process from job posting and ATH approvals through candidate selection and onboarding.
•    Provide a centralized portal with tools to support internal and external applicants, hiring managers, and HR staff.
•    Include advanced screening capabilities, improved reporting, and actionable analytics.
- Employee and Performance Management
•    The solution manages the full employee lifecycle—including personal data, probation, training, certifications, and performance management—from hiring and onboarding to retirement, leave, and off boarding. All related files are securely centralized in a hybrid ERP-HRIS system, eliminating the need for separate excel trackers and ensuring data is searchable, secure, and well-organized.
•    HR currently relies on a combination of manual tools and systems. Employee management involves spreadsheets for calculations and tracking, a payroll system that is difficult to extract data from, SharePoint for employee records, and informal knowledge-sharing and paper-based processes. 
•    Performance management and training are tracked manually using multiple excel files. Employee self-service capabilities are minimal, limited to address and gender updates via the ERP.
•    Establish a centralized employee database to manage employment data, including current and historical positions.
•    Streamline and reduce manual tracking of employment triggers (i.e.. Probation steps; benefits changes), training, and certification requirements, improving data accuracy and enabling data-driven decision-making.
•    Support performance reviews, goal setting, and progress tracking to align individual performance with organizational objectives.
•    Enable simple management and accurate reporting for employees holding multiple positions, as reflected in organizational charts.
- Employee Portal
•    To offer robust self-service tools for district staff and managers, including multi-step manager approval workflows. 
•    The portal facilitates performance management process, include a mobile friendly and secure experience that enhances employee experience and satisfaction.
•    Employees have self-service capabilities to view, and update select personal and professional information, as well as upload required employment documents such as certifications and training records. The HRIS automates key HR processes by prompting managers to initiate probationary and performance reviews, notifying employees to complete performance-related documentation, and triggering actions for annual training and acknowledgment of training completion. 
•    Managers benefit from enhanced access to time and attendance data—likely sourced from the ERP—and have self-service options to review and update information related to their direct reports.
- Organization and Position Management
•    The solution will manage organizational data related to positions, reporting and non-reporting structures, and person-agnostic information. It aims to streamline HR processes through automation, support HR staff, enhance organizational decision-making, and align HR practices with strategic goals.
•    Organizational position and policy management is currently fragmented across multiple systems. 
•    The ERP maintains the position register and reporting structure. 
•    SharePoint online is used to manage committees, job descriptions, and reclassifications. Excel is used to create organizational structure visuals and to support manual tracking and related processes.
•    Improve the management of the district’s organizational structure using centralized position data, including non-reporting structures such as committees, policies, and succession plans.
•    Eliminate manual administration of supporting position information, such as job qualifications, competencies, and performance data.
•    Enable more accurate, efficient, and strategic organizational planning.
- A centralized Learning Management System (LMS) delivers educational content, manages course registration, supports skill gap analysis, and administer training programs.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: December 03, 2025