Human Resource Information System

The vendor is required to provide human resource information system (HRIS) bundled single-software solution for HR and payroll with integration for the city’s current finance software, ensuring complete payroll processing (financial) data integration, that meets the organization’s current requirements as outlined and offers scalability as needs and capabilities grow.
- The city currently uses multiple systems and numerous manual processes to maintain HR data and systems.
- To allow employee time to focus on value-added services and continuous improvement, the city is looking for operational efficiencies with internal systems and processes.
- Between HR, operational areas and finance functions, the city operates with fragmented HR-related systems, tied together by labor-intensive manual processes.
- Lacking functionality and integration have led to the adoption of multiple manual workarounds, resulting in the duplication of effort and data.
• A recognition that operationally, the existing tools are a barrier to scalability and future operations 
• Multiple sources of record resulting in duplication of data, complicating data availability and reporting 
• Increase in the likelihood of error 
• Manual processes and lack of visibility into disparate systems creates inconsistent information 
• Increased HR effort spent on administrative, non- strategic functions 
• Redundant activity and functions contingent on a few critical roles 
• Reliance on makeshift tools to track key activities and metrics in lieu of existing systems satisfactorily able to do so; impacting the entire organization 
• A lack of integration between existing systems, leading to duplication of work 
• A lack of visibility into the true costs of current operations, and accordingly, the opportunities for efficiencies that exist in that uncertainty
- Integrated solution
• Robust tracking of the employee’s information from the start-to-end of one's employment with the city.
• Ability to collect and manage employee time and attendance
• Reduced data entry and manual effort
• Single system managing employee record for HR and payroll data
• Improve data quality for reporting, audit, and compliance
• Standardized HR business processes across the enterprise, improves efficiency and eliminates the need for many shadow systems and duplications in the process
• To control access to data, maintain data integrity, and implement changes across the enterprise when needed.
• To implement a self-service portal which employees find useful and efficient to access and update their personal information. to provide access through a variety of means (i.e., desktop, mobile phone, tablet, etc.)
• To implement a manager portal where managers have the ability to view their employee’s information including (but not limited to) time and attendance data.
• Allow for multiple positions under one (1) employee record (for those who have more than one position with the city).
- Automated business processes
• Support efforts to achieve operating efficiencies
• End-to-end HRIS process workflow
• Automate manual processes, provide visibility to data
• Support paperless processes
- At source management tools
• Improved and customizable reporting and analytics capabilities
• Integrated workflow for business requests
• Manager self-service with access to information for planning, including reviewing approved budget compared to actual results
• top management dashboards on employee-related data
- HR, IT and operations improvements
• Configure the system using position management functionality
• Eliminate duplication of efforts in core HR, payroll, compensation
• Enhance integrations with third-party systems
• Standardize an absence tracking program (ATP)
- Project implementation and change management
1. Existing technology environment
• Vadim (used for core payroll management functions)
• HR downloads citation (used for training)
• Info HR (used for the tracking of seniority, positions, salary, service and performance appraisals)
• Mearie – life insurance water
• Parklane
• Work tech (used for time and attendance management)
• Aladtec (used for attendance management in fire)
• REC staff (used for aquatic scheduling software)
• iWork (used for community services programs and facilities scheduling)
• Compliance365 (used for water certification management)
• Excel worksheets (used for a variety of hr-related tracking and reporting)
• OSL solution (used for time and attendance management)
• SharePoint
- The categories included in the specification document:
• Core foundational capabilities
• Add-on capabilities depending on budget and availability
• Non-functional and technical requirements
• Generic requirements
• Functional requirements
• Payroll requirements
- Project management
• Provide project management and ongoing coordination with the city’s project manager including administration services to support deliverables.
• Host meetings with the city project team to:
o Create meeting agenda, take meeting minutes, and circulate to the team within two (2) business
days.
o Schedule weekly team meeting for updates and next steps
o Ensure that the entire scope is understood and defined to meet the intent of the work.
o Review the work schedule presented in their proposal, and update the schedule based on the outcomes of the meeting; and
o Identify all potential risks in order to develop a specific risk management plan for the work including control procedures for all risks.
• Appoint one (1) person as project manager, who shall report to the city’s project manager and will:
o Keep the city’s project manager informed of progress on a regular basis.
o Provide the city’s project manager with copies of all correspondence.
o Consult with the city’s project manager on potentially significant or controversial issues, options considered, and solutions adopted.
o Consult with the city’s project manager prior to deviations from standards, specifications, and procedures.
o Consult with the city’s project manager prior to any significant schedule changes. 
o All schedule changes must be approved by the city’s project manager in writing.
o Implement quality assurance procedures throughout the work.
• Submit monthly invoices and project progress reports, which will include at a minimum:
o Work completed in the current invoice cycle
o Work to be completed in the coming month
o Schedule noting any variance from the baseline
o Change control documents.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: August 15, 2025