Human Resources Information System

The vendor is required to provide human resources information system (HRIS) solution must be capable of meeting the unique needs of a multi-location educational organization with diverse employee groups, including multiple bargaining units and specialized certification and compliance requirements.
1. System requirements
a. Security and access controls 
• User and role-based permissions must extend to all modules, reporting elements, and document management. 
• Module and feature visibility should be configurable based on user roles and permissions. 
• Multi-factor authentication (MFA) must be enforced for all users, including HR, payroll, and employee self-service portals. 
• Single sign-on (SSO) integration must be supported (agency currently utilizes okta and microsoft ADFS). 
• Audit logs and monitoring capabilities must track all data access and modifications. 
• Access to the backend database must be tightly controlled, with documented mechanisms for authorized access.
b. Privacy and compliance
• Compliance with act, and other applicable privacy and data protection regulations is required.
• Ability to trigger required confidentiality and usage acknowledgments for end users
• All third-party integrations must adhere to security and privacy standards, ensuring compliance across all connected systems.
• Service-level agreements (SLAs) must outline commitments for:
o System uptime and availability (minimum 99.9% uptime with redundancy).
o Data breach notification protocols and response times.
o Security incident response measures.
• Requirement for regular penetration testing and vulnerability assessments, with results available upon request.
• The vendor must provide evidence of security practices used to prevent unauthorized data access, including data exfiltration monitoring and prevention.
c. Data security and disaster recovery
• Data encryption at rest and in transit must be implemented.
• Vendors must describe their data backup strategies and ensure business continuity in the event of a disaster.
• The system must provide mechanisms for restoring data following a security incident or system failure.
d. System reliability and cloud infrastructure
• The HRIS must be cloud-based, ensuring scalability and accessibility.
• 99.9% system uptime must be guaranteed, with redundancy to prevent service disruptions.
e. Integrations and API capabilities
• The system must have robust APIs to facilitate integrations with external applications.
• The proposal must detail:
o Experience integrating with Tyler technologies products (if any).
o Experience integrating with ERP systems, including examples of past implementations.
o Mechanisms for third-party integrations, including API capabilities, sftp data transfers, and other secure methods.
o User experience and interactions with ai-driven features within the software.
2. Organizational structure
a. Organizational units and configurations
• Support the creation of multiple organizational units, including:
o Divisions
o Departments
o Facilities (physical locations)
• Ability to configure different organizational structures, including:
o Hierarchical (traditional chain of command)
o Matrix (cross-functional reporting)
o Dotted-line relationships (informal reporting structures)
b. Visual representation and reporting
• Provide a visual representation of organizational levels, with drill-down capability for deeper insights.
• Enable point-in-time snapshot reporting of the organizational structure to track historical changes.
• generate organizational charts that can be exported in multiple formats:
o Excel
o Image (PNG, jpeg)
o Pdf
c. Supervisor and delegation tracking
• Track supervisor relationships, both current and historical, ensuring accurate reporting structures.
• Support more than one supervisor per employee, allowing for dual-reporting scenarios in matrix or dotted-line structures.
• Maintain visibility into delegates and contingency resources, ensuring leadership continuity when key personnel are unavailable.
d. Workforce planning and analytics
• Provide reporting on span-of-control, analyzing manager-to-employee ratios for workforce optimization.
• Enable customizable organizational views based on configurable criteria (e.g., division, department, facility, function).
3. Core HR and employee records
a. Employee data management
• Record and store personally identifiable information (PII) such as name, address, contact information, SSN and SIN, veteran status, ethnicity and race, gender, and date of birth
• Support multiple locations and divisions to ensure accurate tracking across different organizational structures
• Maintain flexible or customizable employee numbering sequencing that aligns with the current numbering format while allowing for future modifications
• Store and recover historic job details, including job changes, salary updates, and position reassignments
• Track employee tenure details, including original hire date, time in job, and union seniority
• Support tracking of employee group and bargaining unit and related information.
• Ability to customize employee profile to integrate with all other modules
b. Organizational and financial integration
• Create department-specific cost centers and integrate them with financial systems such as Munis (Tyler ERP)
• Track and manage employee hierarchy information, including reporting relationships, supervisors, and delegate assignments
• Support multiple employee types, including full-time, part-time, per-diem, and temporary
• Integrate employee records with payroll and benefits systems for seamless processing of salary changes, deductions, and benefits eligibility
c. Employee status and compliance tracking
• Track configurable employee status codes (e.g., active, leave, suspended) with customizable options
• Maintain compliance-related records, including i-9 forms (including applicable forms of identification), veterans’ status, and employment visa information
• Track employee health and safety data, including incident history (to include names of all persons involved), and generate standardized reports
• Maintain teacher certification records, with configurable options for tracking requirements
• System-generated reminders
• Maintain employee education records
• Support mass updates for configuration changes
• Provide a complete audit trail for all updates and changes to employee records
• Automatically update location code and cost center in employee records when a pa is processed
d. Self-service and employee access
• Enable employee self-service (ESS) and manager self-service (MSS) functionalities for updating personal information and accessing relevant records. including support for document uploads and workflow routing with automated notifications to the appropriate departments
• Submit and view time sheets or clock-in/out; view and track accruals; request time off and view approval status
• Provide employees the ability to view and update payroll-related information, including address, bank details, and pay splits across multiple bank accounts
• Support self-service updates for life events, such as marriage, birth or adoption, and loss of coverage
• Allow open-field text boxes for event descriptions, enabling HR teams to capture key details
• Create custom fields for additional data storage as needed
• Ability to access employee self-serve and manager self-serve from a mobile device
• Employee-initiated updates to educational records, degrees, and certification, s including documentation such as degrees and transcripts
4. Reporting and analytics
a. Core reporting capabilities
• Provide a robust reporting engine supporting advanced analytics and reporting functionality.
• Offer real-time dashboards with key HR metrics accessible by leadership and management
teams.
• Include pre-built (canned) reports for common HRIS reporting needs.
• Allow users to create fully customizable reports, enabling tailored data analysis and reporting.
• Allow modification of canned reports to meet evolving organizational needs.
• Provide direct query access to HRIS data to support advanced reporting, integrations with bi
tools, or ad hoc data pulls.
b. Module-specific reporting
(1) Talent acquisition reporting
• Generate reports on applicant pipelines, hiring trends, and job requisition performance.
• Provide dashboards for real-time tracking of recruitment metrics. 
(2) Position management reporting
• Generate detailed position reports for:
o Workforce analysis
o Job classifications
o Compliance audits
(3) Time and attendance reporting
• Generate reports on:
o Scheduling trends and capacity planning
o Shift overlaps and scheduling exceptions
o Net annual work hours and overtime projections
o Custom reports based on schedule data
(4) Compensation reporting
• Generate reports on compensation data across:
o Organizational levels
o Pay bands and job levels
o Job types and specific positions
o Locations
o Demographics (race, ethnicity, gender, disability status)
• Provide total rewards reporting, including:
o Salary
o Pension contributions
o Benefits, perks, and bonuses
o Incentives and non-cash compensation
(5) Workforce analytics reporting
• generate custom reports on:
o Headcount
o Turnover
o Diversity metrics
o Retention
o Tenure
o Organizational growth
• Enable advanced filtering and sorting of reports by:
o Job class
o Gender
o Ethnicity
o Employment type (ft/PT/temporary)
o Location or facility
o Business unit or group
c. Predictive analytics and workforce planning
• Provide predictive analytics to support proactive workforce planning, including insights into:
o Staffing needs
o Attrition risk
o Succession readiness
d. AI transparency and reporting
• Include indicators within the system that flag ai-driven decisions (e.g., icons, alerts, dashboard notes).
• Ensure transparency in ai recommendations by providing explanations of how ai-generated
outputs are produced within the system.
• Vendors must describe:
o Any native or third-party ai functionality currently active or in development within the platform.
o Whether customer data informs or builds ai systems, either natively or through third-party integrations.
o The ai engines in use, if applicable.
5. Position control
a. Job creation and management
• Ability to create, manage, and update jobs and job details
• Track and maintain job-specific data, including job grades, job families, salary information,
reporting structure, etc.
• Maintain job status (active, inactive, benefits-only positions, not eligible for re-hire, retired)
• Ability to create custom job statuses
• Support job progression and career pathing, linking roles to career growth opportunities
• Retain job history, including title changes, reclassification, and career path integration
b. Job requirements and compliance
• Maintain job requirements, including:
o Licenses, certifications, compliance-related training, security clearance, and other role specific requirements
• Track job details, such as:
o Name, description, class and stratum, job family, job type, salary band and grade, full-time and parttime status
• Maintain employee education records
• store and manage compensation information, including salary range, midpoint, and market benchmarks
• Track EEO, FLSA, and other compliance-related data
• Workflow creation for certification expiration notifications
• Trigger notifications about eligibility for internal applicants’ change in position to include a personal actions entry and hire
c. Multi-department and multi-entity management
• Support job management across multiple organizational structures, including:
o Departments, geographical locations, divisions, location code
d. Job linkages and integration
• Maintain links between job requisitions, job descriptions, job evaluations, and collective bargaining agreements
• Integrate position data with benefits management, ensuring that benefit time is linked to applicable positions and prorated when necessary
6. Talent acquisition and applicant tracking
a. Job posting and requisition management
• Post job requisitions across multiple channels (internal portal, external careers page, integrated job boards).
• Ability to integrate with job boards (e.g., indeed, LinkedIn) and track the source of applications
• Create and manage custom questions for each requisition.
• Store and track historical requisitions and applicant data for compliance and reporting
• Maintain applicant pools for future hiring needs
• Copy requisitions as templates for recurring job postings
b. Candidate tracking and pipeline management
• Provide HR team with tools to track applicant progress (pre-screening, long-list, short-list, offer stage).
• Display activity dashboards with real-time insights into open jobs, pending offers, and scheduled interviews.
• Generate reports on open requisitions (e.g., time open, applicants screened, interviewed, offers extended).
• Convert successful applicants to employees in the system without duplicate data entry.
• Seamlessly integrate with the onboarding process to transition candidates efficiently.
• Ability to identify current employees using name and email matching that have not self-identified as internal candidates.
• Ability to pre-check or verify accounts for existing records for external applicants using name,
email, or date of birth matching
c. Candidate data and document management
• Ability to attach documents (resumes, emails, notes, forms) in pdf format within applications.
• Integration with position management for job requirements and qualifications.
• Manage and store applicant notes within requisitions and client records.
• Enable secure user permissions to limit access to or sensitive positions or program locations.
• Ability to flag applicants with designations (e.g., "do not contact" for terminated employees).
• Ability to flag internal applicants and eligibility status for transfer or hire.
d. Communication and scheduling features
• Initiate communications with candidates, including scheduling interviews within the ats.
• Initiate candidate workflows to promote candidacy, request additional information, or halt a process.
• Ability to customize multiple and tiered approvers for job requisitions to ensure compliance with hiring policies.
• Ability to route applications so assigned users are notified via email as candidates apply.
e. Customization and permissions
• Views and usability
o Attractive interface, user-friendly intuitive system notifications
• Customizable forms and workflows, including:
o Interview rating forms
o Reference surveys
o Candidate emails
o Hiring packet forms
o Workflows routing information to payroll, leave management, and other areas
• Notifications
o New hire notification that automatically populates data
• User permission levels and groups:
o Standard users
o Superusers (ability to view all information and modify workflows)
o Routing-only groups
o Location-based user access
o Ability to restrict access to high-level positions
f. Historical data and system migration
• Import historical data from the previous ats system, at minimum, including current employee history.
• Evaluate vendor capabilities for absorbing all historical applicant data and define any associated costs.
7. Payroll
a. Payroll processing and scheduling
• Integration with time tracking to ensure accurate payroll calculations.
• Ability to import and export time records in multiple formats (flat files, direct integration with third parties)
• Run payroll at both regular (biweekly) and irregular (off-cycle, manual) intervals.
• Support for split-pay functionality, allowing part of an employee's pay to be deposited into multiple accounts
b. Compliance and tax reporting
• Generate statutory compliance reports (e.g., overtime reports for FMLA, aca).
• Generate tax and year-end forms, including:
o w-2, 1095-c, 1094-c, and t4 forms.
• Pre-configured tax tables to automatically update yearly tax rates
• TRB reporting capability (importing and exporting data as required for compliance)
• Ability to generate quarterly unemployment reporting (ct dols)
• Multi-state tax reporting functionality
c. Employee access and self-service
• Self-service portal for employees to manage payroll-related tasks, including:
o Access to pay stubs
o Direct deposit setup and changes
o Employee demographics
o W-4 updates.
o Address, name, tax, and marital status changes, life events (ex. new dependent)
o Ability to review deductions (ex. pension loan)
• Customizable notifications for self-service changes to departments
• Automated reimbursement workflow for expense processing and payroll adjustments.
• Ability to enter time and attendance from a mobile device
d. Deductions, earnings and benefits integration
• Ability to manually configure earning and dedication codes based on employee location, type, and hours worked
• Visibility into deduction and earning registers for HR and payroll teams.
• Deduction listing for voluntary deductions, including insurance, union dues, etc.
• Pre-configured accrual tables and rates for different locations, types, bargaining units (bus), and hours.
• Salary tables supporting yearly updates based on union contract rates.
• Allow retroactive pay calculations for late changes
e. Financial integration and general ledger (GL) support
• Tax distribution summary and GL distribution summary for current and past periods.
• Direct integration with the general ledger (GL) of the financial system and ERP.
• Support for direct deposit files, check files, and remittance files.
• Total cost of payroll reports for current and historical periods.
f. Position and multi-job tracking
• Ability to assign multiple positions to a single employee record, while ensuring accurate payroll
calculations for temporary, contracted, and full-time employee
• One-time entry record for employees with multiple job roles
• Ability to have more than one supervisor
• Customized time entry for one-time and special event work (ex., coverage for a different position)
g. Exception tracking and workflow automation
• Exception tracking mechanisms for incidents that impact payroll calculations.
• The workflow associated with exception tracking, ensuring visibility and resolution.
• Ability to initiate personnel actions (PAS) via employee self-service (ESS) with workflow and notifications.
h. Document and record management
• Document repository linked to each employee record for payroll-related documents, including pay stubs, tax forms, and payroll approvals.
- Contract Period/Term: 4 years
- Questions/Inquires Deadline: August 5, 2025