Enterprise Resource Planning Solution

The vendor required to provide enterprise resource planning (ERP) software will need to integrate with the following applications and systems at Palliser:
•    Google workspace
o    Google calendar and sheets integration.
•    Apply to education
o    Update staff HR information (location movement, roles, name changes, schedules, etc.).
o    Add new employees.
•    Multifactor authentication
•    Data export capabilities to SQL or other data sources
•    Data import capabilities
•    Access to historic data
•    Archiving current system data
•    Security encryption of data and how it flows between systems
- Human resources and payroll
1. Transfer all HR and payroll information
•    All historical information up to and including the final transfer date
•    All active, inactive and terminated employees
2. On-boarding - electronic
•    Report and track employee onboarding forms to see which ones have been received and where forms are missing.
•    Information entered in onboarding is sent electronically to HR for approval and can be stored electronically in employee file.
3. Staff notifications
•    Rent departments
•    Medical leave
•    Return to work
•    New hire
•    Location change
•    FTE and hour change
•    Address change
•    Notification would need the following:
o    Employee number
o    Employee name
o    Location
o    Start date
o    End date (if applicable)
o    Assignment changes information (i.e. Contract type, position, location)
o    Comment space to add in free form information about the change
4. Criminal record check (CRC)
•    Place to enter CRC’s
o    Requested
o    Cleared
o    Has record
o    Vulnerable sector completed if required
•    CRC reporting
o    Employees needing CRC
o    As per bill 85, employees requiring new CRC
5. Intervention record check (IRC)
•    Requested
•    Cleared
•    Has record
6. Certification
•    Issued date
•    Expiration date (if applicable)
•    Type of certificate
•    Institution
•    Reporting on certificates
•    Ability to enter more than one certificate per employee
7. Medical leaves (long term)
•    Start of leave
•    End of leave
•    Type of leave
o    Mat
o    Parental
o    Personal
o    Secondment
•    Routing of leaves for approval (multiple approvers)
•    Attachments to leave form
•    Reporting on leaves
8. Leave forms (short term)
•    Start of leave
•    End of leave
•    Type of leave (third party billing, business day, jury duty)
•    Attachments to leave forms
•    Routing defined by leave type for approval
•    Reporting on leaves
9. Positions and assignments
•    Ability for HR to inquire and report unlimited assignment history for an employee
•    Ability for payroll to have start and end dates that align with pay 
•    Ability for employee status to be updated automatically based on assignment start date including future terminations and leaves. 
•    Ability to have positions based on 40 hours per week, 37.5 hours per week and 35 hours per week.
•    Ability to enter staff as annual hours, hours per a week and FTE. 
•    Ability for employees to have multiple assignments and multiple work schedules. 
•    Work schedules can be defined by FTE or hours based on position. 
•    Ability to have an employee working in more than one position example) EA and bus driver 
•    Reports – system reports available by date range (historical, future and current), position, location, assignment type with multiple sorting options and export to excel. 
•    Ability to have more than four GLS to charge a position 
•    Ability to track detailed work schedules with break times defined. Schedules can repeat each week or have variations based on the days worked. 
•    Ability for schools to update schedules.
•    Ability to report on all assignment changes in a selected time period.
•    Ability to easily identify contracts that are starting or ending.
10. Absence system
•    Employee entered absences
•    System can support both FTE and hours for absences based on position the employee is working
•    Employees can have multiple positions away on the same date
•    Entitlement balances can be checked immediately on entry to block or warn an employee of exceeded balances.
•    Ability for supervisory positions to have access to enter or edit absences on behalf of staff
•    Ability to enter extra time and banked time and bank time taken
•    Ability to create individual school and position calendars in addition to district wide holidays, statutory holidays.
•    Professional development
o    Tracking
o    Charging to various GLS
o    Routing for approval for various supervisors
o    Route to principal and then to the person in charge of pd GL for various event
•    Call out system when a substitute and casual is required
o    Capability to have a “do not call” depending on location
o    Ability for substitutes and casuals to enter their own “unavailability”
o    Ability for replacement sub time to be charged to absent employee GL with wildcarding by location and absence reason.
•    Authorization and approval by supervisor(s)
o    Ability to have more than one supervisor.
- Budget: $103 M

- Contract Period/Term: 5 years