Human Resources Management System

The Vendor is required to provide human resources management system (HRMS) that supports the full spectrum of HR activities, including recruitment, onboarding, performance management, compensation management, learning management, employee relations case management, workforce planning, document management, compliance reporting, employee self-service functionalities, and manager self-service functionalities.
- Core HR management:
•    A centralized database for employee records, employment-related documents, position information, salary structures, workforce planning, organizational hierarchies, organizational charts, and configurable reporting features.
- Recruitment and onboarding:
•    The job posting (requisition) initiation must include all relevant position information, such as job title, salary, grade, step, minimum qualifications, summary of duties, reports to, previous and current incumbent, etc. 
•    Configurable job posting (requisition) approval workflows 
•    Execution by the HR department after approvals are obtained 
•    Provide a city-sponsored job posting website with job search and candidate alert functions. The alert function allows a candidate to sign up for alerts for new job postings based on keywords or other criteria. 
•    Integration with advertising partners to push job postings to external job boards and allow external boards to scrape the university careers page. 
•    Initiate hiring proposals for review and approval. 
•    Approved hiring proposals provide the information to generate the offer letter and contract
•    Configurable hiring proposal approval workflows 
•    Offer letter generation (from hiring proposal) and electronic delivery; electronic signatures for offer letter acceptance.
•    Improve candidate experience: provide a user-friendly interface for applicants; it must be mobile-friendly. 
•    Provide options for input of applicant data, such as data entry, resume parsing, and LinkedIn profile import. 
•    Do not force data entry if another method is selected. 
•    Allow for real-time alerts of application(s) status to candidates whenever their status changes. 
•    Upload various documents to the candidate’s application, such as a cover letter, resume, transcripts, etc. 
•    Incorporate calendar management functionality to allow for streamlined interview scheduling. 
•    Integrate with online meeting platforms to conduct online interviews. 
•    Provide an applicant with a total rewards statement or visual that includes employer-paid taxes, benefits, retirement, etc.
•    Integrate with 3rd party background check vendors (currently hire right). 
•    Electronic delivery of employment offer letter and onboarding paperwork. 
•    Reporting and compliance: maintain compliance with employment laws and regulations. 
•    Collect and report data, including eeo-1 reporting 
•    Standardized reports displaying applicant data and trends, job posting status reports, and configurable dashboards 
•    Configurable reporting writing tool for ad hoc reporting capabilities
- Performance management system:
•    Provide tools for conducting regular performance evaluations, including self-assessments, peer reviews, and manager assessments.
•    Integrate with a learning management system (LMS) for real-time tracking of performance-related training and learning. 
•    Continuous feedback tools allowing for real-time performance discussions. 
•    Creation and tracking of individual development plans and career progression pathways.
•    Configurable workflows for performance review routing and approvals. 
•    Ability to capture and upload supporting documents to track employee performance continuously throughout the year.
- Learning and development:
•    Provide a suite of training content for specific technical skill sets and soft skills. 
•    Ability to create, organize, and manage courses. 
•    Ability to mass-assign courses or learning paths to specific groups, teams, or departments based on job title, job family, division, or other criteria. 
•    Tracking and badging for micro-credentialing. 
•    Course templates or wizards for easy slide decks, agendas, outlines, and syllabi setup. 
•    Support for various course formats (e.g., self-paced, instructor led, text-only).
•    Course cloning or copying for scalability. 
•    Ability to upload and organize multimedia content (e.g., documents, videos, presentations). 
•    Support content versioning and history tracking. 
•    Content reuse across courses. 
•    Allow for skills gap analysis; identify areas where training is needed. 
•    Allow for the creation of an individualized resume and profile builder for current employees to showcase their abilities for internal movement and growth.
- Document creation and management system:
•    Centralized repository for storing documents.
•    Folder and subfolder structures for organized storage.
•    Metadata tagging for easy document classification.
•    Advanced search functionality (full-text search, keyword search).
•    Filters and search criteria based on metadata.
•    Quick access to frequently used documents.
•    Tracking changes and maintaining document versions; ability to revert to previous versions; version comparison tools.
•    Document encryption (at rest and in transit).
•    Document check-in and check-out to prevent conflicts.
•    Automated workflows for document approval and review processes.
•    Integration with other enterprise systems
•    API support for custom integrations.
•    Integration with email systems for easy document sharing.
•    Scanning and OCR (optical character recognition) capabilities.
•    Batch document import.
•    Email capture (importing documents directly from emails).
•    In-system document editing tools.
•    Annotation tools for comments and markup.
•    Document templates for consistent formatting.