Compensation System

The Vendor is required to provide implement a centralized, automated compensation management system (CMS) that replaces fragmented, manual, and email-based processes with a secure, auditable, and data-driven platform.
- The CMS will serve as the system of record for compensation-related activities and will support the full lifecycle of compensation decisions, including job architecture, market pricing, offer management, equity analysis, career progression, merit administration, and reporting.
- This system, Agency seeks to:
•    Establish a unified, authoritative source of compensation data
•    Standardize and automate the recruitment offer and approval lifecycle
•    Ensure real-time internal equity analysis and public-sector compliance
•    Integrate market pricing and job architecture into a single ecosystem
•    Enable skills-based career progression and internal mobility
•    Improve administrative efficiency, auditability, and fiscal accountability
•    Enhance transparency and retention through Total Rewards visibility
- The system’s ability to utilize Artificial Intelligence and Machine Learning as an enhancement, rather than a replacement, for human oversight, specifically assessing how automated job-mapping and equity-gap detection tools improve administrative efficiency while maintaining a permanent, explainable audit trail that ensures all compensation recommendations remain defensible, transparent, and compliant with public-sector equity standards.
- HRIS integration and Scalability:
•    Real-time data exchange: the system must support real-time equity analysis at the point of offer creation, ensuring that data syncs are frequent enough to prevent retrospective or post hire corrections.
•    Integration transparency: vendors must clearly document their integration methods, including sync frequency, data latency, and specific procedures for handling UKG ready limitations or fallback scenarios during a failure.
•    Write-back capabilities: proposals will be assessed on how clearly they define which compensation actions write back to the HRIS versus those that remain solely within the CMS, as well as how data conflicts are reconciled.
•    Scalability and data ownership: the solution must demonstrate the ability to handle agency approximately 2,300 team members, scalable for growth, across diverse roles while maintaining full data portability and ownership for agency.
•    Proven experience: evaluation will heavily weight the narrative description of previous enterprise integrations, including how the vendor identified and resolved technical challenges in the past.
- Process Integrity and Accountability
•    Transition all compensation decisions (offers, counteroffers, adjustments, and approvals) into a centralized, auditable system that documents rationale, approvals, and supporting data inputs.
- Internal Equity and Compliance
•    Leverage real-time Human Resources Information System (HRIS) integration to ensure compensation decisions are equitable, defensible, and compliant with public-sector pay transparency and equity requirements, including proactive identification of pay compression.
- Administrative Efficiency
•    Reduce “time-to-offer” and administrative burden by automating workflows across talent acquisition, compensation, finance, and leadership, with a targeted reduction of at least 20% in manual effort.
- Market Competitiveness and Job Excellence
•    Integrate market pricing and job description management to maintain competitive, well-defined roles aligned to agency evolving workforce needs.
- Holistic Team Member Value
•    Move beyond base pay by enabling visibility into total rewards, career pathways, and compensation progression.
- Workforce Sustainability and Internal Mobility
•    Support skills-based progression, internal mobility, and workforce planning to improve retention, engagement, and long-term organizational stability.
- Planning, Programming, & Design Consultation
•    Offer initiation: standardized submission by talent acquisition, including candidate details, position, proposed start date, and requested compensation
•    Negotiation and counter-offer tracking: full documentation of candidate counteroffers and modeled responses, with complete negotiation history retained for audit purposes
•    Automated approval routing: configurable workflows based on organizational hierarchy, fiscal thresholds, range penetration, and equity variance
- HRIS Integration and Internal Equity Analysis
•    HRIS integration: automated integration with UKG ready. Vendor must demonstrate prior UKG ready integration experience.
•    Equity view at offer creation: display proposed compensation relative to current incumbents in comparable roles to identify compression or inequity risks.
•    Timing requirement: equity analysis must occur prior to hire; retrospective or post-hire equity reporting does not satisfy this requirement.
•    Data visualization: scatter plots or distribution views comparing proposed offers to internal populations and approved ranges.
•    Integration documentation: vendor must clearly document integration method, sync frequency, data latency, known UKG ready limitations, and fallback procedures in the event of integration failure.
•    HRIS write-back transparency: vendor must clearly identify which compensation actions write back to the HRIS system, which remain system-of-record only within the CMS, and how data conflicts are reconciled.
•    Tracking: vendor must provide tracking information within three (3) business days to agency.
•    Reporting: progress reports of implementation must be provided at the end of every week to agency project manager.
- Market Pricing and Survey Management
•    Third-party data integration: ingestion of website and company data, or provision of equivalent benchmarks
•    Job mapping: ability to map internal roles to external survey codes, including utilizing AI assisted mapping to suggest the best survey matches based on job description keywords.
•    Range modeling: tools to model, adjust, and simulate pay structures using market data, geographic differentials, and aging factors.
- Job Description & Content Management
•    Centralized job library: a single, authoritative repository for all approved job descriptions
•    Collaborative editing: version-controlled workflows allowing HR and leaders to collaborate, with compensation approval required for finalization
•    Compliance tracking: storage of essential functions, physical requirements, and fair labor standards act (FLSA) status, including FLSA audit functionality
•    Architecture clarity: vendor must clearly identify whether job architecture and job content management are native or integrated components
•    Technical response: should a technician be required, vendor must assign one (1) within twenty-four (24) hours of the report being made.
•    Loaner: loaner equipment (or emergency backup access) must be provided if the system is not operational for more than two (2) business days.
- Skills-Based Career Pathing, Internal Mobility, and Workforce Intelligence
•    Employee profiles: capture skills, credentials, certifications, licenses, and experience.
•    Credential validation workflows: administrative workflows to validate or approve credentials, where required.
•    Career pathway visualization: support for vertical progression, lateral movement, and cross functional mobility.
•    Role eligibility and skills-gap analysis: configurable weighting of skills, credentials, and experience.
•    Compensation alignment: alignment of career insights with approved pay ranges and internal equity guardrails.
•    Workforce intelligence reporting; reporting for talent pools, succession planning, and organizational skills gaps.