The vendor is required to provide that enterprise resource planning (ERP) software for cloud native software-as-a-service (SAAS).
- The new system to help automate and streamline processes, eliminate shadow systems to track projects and grant data, and leverage reporting tools that provide current, accurate, and relevant data to stakeholders.
- Revise agency chart of accounts
o The new chart of accounts should automatically update for all users, rather than rely on manual downloads thereof in individual departments,
o Provide automated report for all end users to be able to see all current accounts, including revision creation dates on the report;
• Increase system-wide reporting capabilities;
• Enhance workflow capability, including the ability to see with whom the task is currently assigned;
• View workflow and history of requesting new accounts/programs/other segments;
• Increase departmental access for viewing chart information and requests for chart maintenance;
• Replacement or establishment of school activity funds platform to be monitored and tracked in the future agency system proposed by the offeror
- Human resources/personnel actions:
• Position control
o Applicant tracking;
o Position control information is contained within the future erp system and eliminates the need to utilize other systems (e.g. excel, google, etc.);
o Centralization of position control and budget data; and
o Ability to report on position control (ad hoc and standard reporting).
• Applicant tracking system
o Robust applicant system, allowing for vacancies to be advertised, and for individuals to apply and be offered positions within an electronic system;
o Ability to monitor and track the status of applicants and new hires within system; and
o Electronic preboarding of new hires.
• Electronic employee files
o One system of record for document management as related to human resource processes; and
o Automation and management of the “annual HR documentation” distribution processes.
• Electronic personnel actions
o electronic workflow for all HR processes and actions with user-defined signatures and approval.
• Integrated benefits management
o electronic management of annual benefits open enrollment;
o Ability to accommodate various qualifying life events as related to benefit enrollment;
o Accurately track benefits and deductions; and
o Ability to manage various approved leave types as well as accommodations made under with disabilities act.
• Performance management
o Robust performance management system, allowing for multiple evaluation types and communications between evaluator and employee; and
o System can accommodate a variety of performance management activities
• Substitute management
o Robust management system, allowing for the tracking of available substitute assignments and substitute employees, including an interactive electronic system to accept/assign substitute assignments.
• Professional learning management
o Robust professional learning management system, allowing users to view and search a catalog of professional learning opportunities/training, self-enroll in those learning/training courses, and track completion of courses over time; and
o the system can allow a superuser to auto-enroll select employees in a specific learning/training course, with notifications.
• Manager self-service
o Incorporate manager self-service for improved customer/manager service; and
o Allows for electronic submission of workflows (e.g. job advertising requests, hiring requests, separation requests for a subordinate, etc.).
• Employee self-service.
o Incorporate employee self-service for improved customer/employee service; and
o Allows for electronic submission of workflows (e.g. name changes, separations, etc.).
• general
o Consolidate systems and minimize reliance on manual systems like excel and google sheets;
o Proper security controls within the future agency system that allows approved stakeholders to view Necessary information;
o ability to integrate with existing HR systems, when a suitable replacement is not included within the agency;
o Enhanced reporting and planning for the future/forecasting/project; and
o Integration between financial, budget, benefits, and human resources.
- Time entry / payroll
• The future agency system must improve the accuracy and need of corrections for time entry and approval processes;
• Establish more uniform procedures across the organization to comply with agency policies and regulations regarding time entry and leave, and utilize the future to do so;
• Electronic approvals of time and leave integrates with system time entry (an absence management system);
• Ability to track leave accruals in which end users and supervisors can readily access leave balances and usage in real-time functionality;
• Ability to track earned versus unearned leave based on employees’ contract;
• Utilize the system for employee self-service and manager self-service functionality;
• allow employees to charge labor costs to projects, programs or grants;
• utilize the system for overtime and extra time calculations;
• Allow employees to request time off, view their paystubs, print their form w-2s, track their leave accruals, etc.;
• The system must integrate with any required third-party systems in effort to streamline processes and reduce manual data entry;
• The future system should accommodate various complex work scenarios, such as multiple positions, rates and retro changes to time records with accuracy;
• Multi approval routing based on job assignments (rather than the entire time record);
• Automatically track and notify employee and supervisor when an employee has reached an overtime threshold;
• Eliminate the use of shadow systems including excel and google spreadsheets for validation and manual adjustments to timecards such as short term/paid leave;
• Reduce and automate the number of processes for posting costing information to the general ledger strong security controls around employees’ timecard selections;
• Ability to pay and adjust stipend payments based on predetermined or as needed schedules; 57
• Ability to pay and track specific employee stipends to ensure employees receive creditable compensation for state retirement system (VRS);
• Process qualifying life events within the future system automatically, including system notifications to users that they are in a “started” status regarding a life event (without notifying employees via email);
• Generate and send “enroll and maintenance file” interface to the state retirement system weekly or as needed;
• Report on what is owed to on a monthly basis for both administrative and non-administrative employees (2 separate snapshots);
• Accommodate both defined benefit contributions and defined contributions on a predetermined schedule (schedule may fluctuate based on employee classification) generate accurate timecard reports, benefits reports, leave reports, payroll reports and costing reports;
• Ability to continue to utilize paying employees in equal payments over a 12-month period including 10-month and 11-month employees;
• Ability to collect membership dues for collective bargaining units;
• Ability to accommodate for standard labor union processes;
• Ability to run payroll based on multiple schedules (bi-weekly, monthly, semi-monthly);
• Ability to process multiple renditions of pay runs prior to finalizing the payroll;
• Ability to run off cycle pay checks;
• Ability to interface with third party payroll systems (tax systems and benefit systems);
• Ability to process w2’s and w2c’s, 941, 941x;
• Ability to process federal and state required payroll tax reporting and send to appropriate taxing authorities;
• Ability to process and track employee voluntary and involuntary deductions (such as garnishments) and send to the appropriate authority;
• ad-hoc reporting includes but is not limited to all payroll deductions, earnings, and leave; and
• Ability to calculate salary adjustments (such as prorated pay due to new hires, terminations, and other contract changes).
- Fixed assets/asset management
• Establish a centralized asset tracking system, including tracking for small and attractive items/assets (e.g., laptops, tablets, tools);
• Track assets associated with onboarding/offboarding processes;
• Consolidation of, or integration with, current systems utilized for asset management;
• Ability to produce asset lists (by department, location, category, custodian/responsible party, etc.) for physical inventory (real-time updates are required);
• Manage transfers, disposals, donations, and retirement of assets with proper workflow approval;
• The ability for departments to enter changes to assets, with proper security controls and approval;
• Track the useful life of assets, which aids in budgeting and financial planning. the system should automatically update depreciation schedules and trigger notifications for replacements;
• Enhanced reporting functionality, including ad hoc reporting, standard reporting and historical reporting;
• Tying certain assets to projects and grants, project budgets, timelines, and funding sources; 53
• Implementation of a standardized procedure across the organization for inventory management;
• Perform asset management processes in multiple quarters. currently, assets are not able to be processed until the prior quarter is officially closed. real-time processing and overlapping quarters are required;
• Track p-card use or one-time authorizations for asset acquisition.
• The system should reconcile p-card transactions to asset classifications automatically;
• Identify a fixed asset on a requisition (beginning of the purchase process); and
• Utilize workflow/automation to replace the very manual process of distributing a “master report” for inventory to departments to update via email.
- Contract Period/Term: 4 years
- Optional Pre-Proposal Virtual Conference Date: February 12, 2025
- Questions/Inquires Deadline: March 12, 2025