Human Resources Management System

The Vendor is required to provide to supply and implement a human resources information system (HRIS).
- The City is taking this opportunity to review the systems currently supporting the HR functions and source a replacement system that will support a more holistic, integrated system environment to support the strategic transformation of the HR function.
- The complexity of the many systems that support HR and their integrations, as well as the limited functionality of core systems, has resulted in many core processes being fulfilled manually outside the systems through Excel-based reports, trackers, and documents.
- The solution must be WCAG 2.1 compliant.
- This will help the City simplify, automate and streamline HR processes and functions, reduce inefficient processes and manual workloads as well as deliver an improved technology-enabled HR service.
- Many challenges ensue:
•    Operationally, the tools are a barrier to scalability and future operational growth
•    Multiple sources of records result in duplication of data, complicating the “source of truth”, availability and reporting
•    Exponential increase in the possibility of error
•    Manual processes and lack of visibility into systems create inconsistent information
•    Increase HR efforts spent on administrative, non-strategic functions
•    Redundant activities between departments and HR
•    Reliance on few critical roles to maintain current systems and data flow
•    Manual metrics by combining numerous, non-integrated sources in-lieu of a centralized reporting function
•    Lack of integration between systems
•    Lack of visibility in true costs of the HR and Payroll function
•    Minimal opportunities for efficiency realization
- Solution Integration
•    Start-to-End tracking of an employee’s information
•    Time and attendance collection and management
•    Increased automation and reduced manual entry and effort
•    Single, centralized system for HR and Payroll management
•    Improved data quality for report, audit and compliance
•    Standardized HR processes across the Corporation eliminating manual and shadow systems
•    Data access controls, data integrity is front and center, and the ability to implement change across the corporation as needed
•    A self-service portal for employees available across platforms (Desktop, Mobile, Phone, Tablet, etc.)
•    A management portal for managers and supervisors to view their employee’s information such as time and attendance, training records, performance appraisals, etc.
•    Ensure that employees holding multiple positions within the City are consolidated into one record.
- Business Processes
•    End-to-end HRIS process workflow
•    Automate current manual processes
•    Support paperless efforts
- At Source Management Tools
•    Customizable reporting and analytical capabilities
•    Integrated business requests workflows
•    Top management dashboards on employee-related data
- HR, IT & Operational Improvements
•    Leverage position management functionality
•    Eliminate duplication of efforts in core HR, Payroll and compensation (benefits)
•    Integrate with third party systems (OMERS, SunLife)
•    Standardized absence tracking.
- Payroll & Finance
•    The system calculates pension contributions
•    Solution calculates arrears when on leave of absence ( union dues and dental copayment) 
•    The system automatically calculates mid-pay changes and retroactive pay
•    Pay Rules or pay policies can be configurable for contracts/individuals
•    The system calculates current statutory deductions according to CRA requirements
•    System supports pay calculations based on collective agreements 
•    Ability to view structure based on baseline budget and filter to outline FTE Allocation 
•    Solution supports rank/grid progression/experience pay modifiers 
•    System supports linkage of earnings and deductions to general ledger
•    System supports onetime payment / disbursements
•    The system allows administrators to reissue pay for one or more employees
•    The system support storage and issuance of electronic records (Direct deposit, ROE, T4, TD1) 
•    The system manages employees on a compressed work week
•    The system complies with Agency pension requirements
•    The system supports updates to the tax formula calculation
•    The system has the ability alternate work cycles / shift patterns for employees
•    Solution supports accumulated hours calculations to assign wage rate and pay in lieu of benefits 
•    The system has the ability to apply pay period calculations
•    Solution supports shift premium calculations / shift pattern definitions 
•    Can separate payment of base salary, experience pay, position premiums while also using them to calculate overtime payout, stat premium, etc. rates
•    Ability to auto calculate stat holiday payment amount/hours for PT and TFT employees based upon hours worked in compliance with ESA
•    Solution can integrate structure with financial division and sub divisions ID codes 
•    System supports identification of position funding levels 
•    Solution supports learning and development budget by headcount
•    The system calculates and tracks pensionable service
•    System itemizes timecard entries for employee / manager self-serve
•    Capability to automate salary increases and vacation pay % increase based on hire date/relevant date; one person may have multiple dates (ex-rank progression and experience pay progression)
•    Ability to auto-calculate maternity and paternity top-up when authorized 
•    Solution supports calculation of employee liabilities / negative banks  
•    Capability to auto update "red circled" salaries when correct pay rate catches up
•    Solution supports reimbursement of external courses through expense management system.
•    System can accommodate a salary table with override available for Grand-Fathered Agreements.
•    The system calculates pensionable service and salary for each element
•    System establishes job code as unique identifier
•    Solution supports charity donations on an employee's behalf
•    Solution supports online expense submission process 
•    The system tracks and manages the issuance, progress, completion, and verification of year-end employee contracts
•    Solution integration with finance and budget systems and pushes updates to Finance stakeholders 
•    System should provide salary planning by employee or by position.
•    The system allows for integration with external insurance providers
•    The system notifies users of duplicate benefits plans for an employee
•    Ability to track invoices from College and trace payment
•    Solution supports integration with payment system for external course registrations
•    System has ability to prepare employment verification based on member request.  
•    System should be able to calculate the tax benefits related to vehicles using information like vehicle age, distance of travel between workplace and home. 
•    The system has the ability to report on variance between contract completion due date and actual submission date.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: December 09, 2025