Human Capital Management System

The vendor is required to provide human capital management system (HCMS) to procure both a commercial off-the-shelf (COTS) solution, including software as a solution (SaaS) and cloud-based solutions, along with professional technical configuration and implementation services under a single contract.
- Core platform: human capital management system (HCMS)
•    Position management: standardizes position definitions, controls, funding validation, and lifecycle tracking across all campuses. 
•    Title management: maintains centralized title records, hierarchies, and evaluation frameworks, supporting organizational consistency. 
•    Leave management: automates accrual tracking, approvals, and compliance with act, institutional policies, and union agreements.
•    Applicant tracking system (ats): enables institution-specific recruitment workflows with shared infrastructure for postings, approvals, and applicant data.
•    Time and attendance: supports time entry, scheduling, and union rule alignment while feeding accurate data to payroll and leave systems. 
•    HR transactions: manages employee lifecycle changes including hires, terminations, promotions, and civil service workflows. 
•    Performance appraisals: supports structured evaluations, feedback tracking, goal setting, and faculty-specific review cycles. 
•    Benefits administration: integrates with agency for eligibility, enrollment, and communications for retirement, health, and disability benefits. 
•    Payroll: delivers multi-frequency payroll processing, earnings code management, and office and pay serv integration with audit trails. 
•    Employee self-service (ESS): provides a secure, mobile-friendly portal for employees to access personal, payroll, benefits, and leave information. 
•    Reporting: provides data extracts to feed to a centralized data lake, enabling compliance reporting and strategic analytics. 
•    Learning management system (LMS) - tracking only: the LMS module will support employee training compliance and professional development, capturing completion data, certification details, and deadlines. 
•    It will support automated reminders, generate compliance reports, and integrate with campus LMS platforms.
- Campus integration levels
•    Fully onboarded: these campuses use the full suite of core HR modules and rely minimally on local systems, enabling direct interaction with the centralized platform. 
•    Partially onboarded: these campuses integrate select HR modules with legacy systems (e.g., PeopleSoft, oracle, banner, ats), enabling data sharing while gradually transitioning to the new system. 
•    Limited connect: these campuses maintain decentralized systems for most or all functions of an HCMS and must provide near real-time or integrated data extracts into the unified HCMS for compliance and analytic.
- System interoperability and integrations
•    State system integrations: connects with office pay serv system, state’s civil service agency systems, retirement systems, and state’s COELIG system to automate compliance and reporting.
•    County system support: supports community colleges using localized payroll and HR systems by facilitating file-based and API integrations tailored to county processes. 
•    Internal systems – connects with internal accounting systems, institutional research systems, and other internal campus systems like banner. 
•    Learning management system (LMS): connects with individual campus systems that provide and track mandatory training, certifications, and professional development across agency employees with integration into the HR system.
- Core requirements
•    Position records: the system is expected to maintain comprehensive position records, including line number, title, organization, funding sources, position type, employee type, pay basis, appointment type, and other attributes required for position definition and management.
•    Approval workflows: the solution should support position approval workflows with multiple levels of approval based on position attributes, including workflows for classified service positions, management confidential positions, and positions where the salary exceeds the maximum for the salary grade.
•    Position history: the system should track position history, capturing all changes to position attributes, approvals, and incumbent information, with effective dating.
•    Position control: the solution is anticipated to enforce position control rules, including validation against authorized positions, budget availability, and the organizational structure.
•    Position budget control: the solution should enforce campus budget controls for position funding, including validation against appropriated funding levels, sources and position count limitations.
•    Budget integration: the system should integrate with budgeting systems to validate funding availability and update budget encumbrances resulting from position changes.
•    Split position funding: the solution should support split funding for positions, accommodating faculty and staff teaching assignments and other relevant criteria.
•    Position general ledger (GL) interface: the system is expected to provide automated interfaces to general ledger accounting systems for position funding.
•    Position status management: the solution should accommodate various position statuses (such as active, frozen, or vacant) with appropriate controls for each.
•    Position search: the system should provide robust search capabilities for positions, allowing queries by attributes such as position number, employee id, employee name, line number (including history), title, organization, and funding source.
•    Position reports: the solution should generate standard position management reports, including the schedule of positions (SOP) as mandated by the division of the budget and the office of the state comptroller.
•    Salary management: the system is expected to support the establishment and approval of position-specific additional salary amounts.
•    Position comments: the solution should allow for comments to be added to position records, with appropriate security and visibility controls.
•    Faculty tracking: the system should support specialized tracking for adjunct and part-time faculty positions, including workload calculations, term-based appointments, and integration with course scheduling systems.
•    Vacancy management: the solution is anticipated to provide comprehensive vacancy tracking and requisition management capabilities, including vacancy status, duration metrics, recruitment status integration, and budget validation for filling vacancies.
•    Multi-campus reporting: the system should support consolidated position reporting and analysis across multiple campuses, with the ability to filter, aggregate, and compare position data by various attributes and organizational hierarchies.
•    Recruitment integration: the system is expected to integrate with recruitment modules, enabling automated flow of position data to job postings, tracking of position-to-recruitment status, and updates to position records based on hiring outcomes.
•    Interactive organizational chart and hierarchy management: the solution should support the creation and maintenance of interactive organizational structures and hierarchies, including reporting relationships with effective dating, and should provide visualization capabilities for organizational charts to support planning functions.
•    Support entity-driven position codes: the system should allow for entity-driven position structures that accommodate campus-specific configurations, enabling the management of varying position classifications and associated data elements to reflect the unique organizational needs of community college-operated campuses.
•    Civil service position management: the system is expected to facilitate the creation and management of positions governed by civil service regulations, including classified service roles that require approval through the civil service system(s), supported by bidirectional workflows to capture approval and denial outcomes.
•    Civil service examination management: civil service examination data is housed in separate system(s), the system is expected to accommodate additional HR fields, such as jurisdictional class, to support the identification of competitive positions without duplicating exam data.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: October 1, 2025