The vendor is required to provide for a human resources information system (HRIS) that provides a comprehensive suite of functionalities to streamline human resources, payroll, performance management, and time tracking.
- The system should be highly user-friendly, require minimal training, and integrate seamlessly with our existing infrastructure.
- Employee records management:
• Employee self-service
• Company directory and organizational chart
• Document storage
• Applicant tracking system:
○ Seamless data flow, native to the system.
• Reporting and analytics:
○ Identify unique analytics offerings compared to competitors.
• Custom access levels
• Custom email alerts
• Custom tabs and fields:
○ Define functionality of these features.
• Time-off management
• Training tracking
• Benefits tracking
• Company calendar
• Mobile application
• Onboarding and offboarding
• eSignatures:
○ Unlimited usage.
• Branding:
○ Customization to match the city website.
• Audit trail
• Integrations:
○ Free integrations provided.
• Advanced reporting:
○ On-demand report creation capabilities.
• Open API
• User interface:
○ Extremely user-friendly interface requiring minimal training (for power users and employees)
- Performance management functionality
• Performance management:
○ Fully integrated and customizable.
• Total compensation statements
• Employee communication
• Pulse surveys
• eNPS survey
- Time tracking functionality
• Daily time entry
• Employee timesheets
• Automatic reminders
• Approval workflow
• Automatic overtime calculations
• Reporting for payroll
- Payroll functionality
• Real-time data synchronization:
1. With HR system.
• Payroll runs:
1. Unlimited regular and off-cycle payroll runs.
• Tax filing:
1. Federal, state, and local tax filing.
• Digital paystubs:
1. Employee access.
• Flexible pay schedules
• Additional pay adjustments
• Comprehensive payroll reporting
• W-2 filing and creation
• Customer support:
1. Reliable support with low response times.
• Data security and privacy compliance
- Customization
• Maintenance:
1. Identify the party responsible for maintaining customization changes.
• Upgrades:
1. Explain whether customizations will be affected or overwritten during system upgrades.
• User-defined screens:
1. Provide detailed information and examples of your solution for customizing input screens, specifically for hours and earnings.
• Modifications:
1. Describe the process for modifying or adding input fields
- Application security
• Security architecture:
1. Provide an overview of your overall security architecture.
• Access restrictions:
1. Detail how access to specific functions, files, and data is managed based on user profiles.
• Administrative control:
1. Clarify if the administrative user has control over security settings or if it is managed by the vendor.
• Unauthorized access protocol:
1. Describe the protocol followed when an unauthorized access attempt occurs, including password authentication controls.
- Technical specifications
• System integration:
1. Describe your system’s integration capabilities with other systems and applications including interface types.
• On-premise solutions:
1. Specify which hypervisor system is being used.
2. Confirm if the system is compatible with a microsoft windows network environment.
3. State whether the system is based on microsoft SQL server.
• Scalability:
1. Software scalability for a range of devices with geo-location capabilities. - Hosted services (SaaS), if applicable
• Service provider:
1. Identify your internet service provider and detail the service level provided.
• Site hosting:
1. Clarify whether site hosting is managed internally or externally.
• Data center and hosting facility:
1. Specify the location.
• Data security and accessibility:
1. Describe measures including the use of SSL technology.
• Migration process:
1. Detail the process involved in upgrading to new software versions and explain how upgrades impact existing customizations.
• Firewall rules:
1. Describe standard rules for incoming and outgoing traffic.
• Password authentication controls
• Virus detection and scanning mechanisms
• Off-site backup:
1. Confirm whether an off-site backup facility exists, and if so, provide its location.
- Implementation requirements
• Dedicated point of contact
• Data import templates
• Payroll registration
• Import of year-to-date (YTD) data
• Setup of taxes, deductions, and direct deposits
• Full system training
• Support for first payroll run
• Implementation timeline:
1. Must be under 12 weeks.
- Interested vendors should provide:
• A detailed description of how the proposed system meets each of the requirements listed above.
• Cost breakdown, including licensing, implementation, and ongoing support fees.
• Timeline for implementation and system rollout.
• Client references from similar organizations.
• Information on customer support availability and response times. - Contract Period/Term: 3 years
- Questions/Inquires Deadline: March 17, 2025