Human Resource Management Software

The Vendor is required to provide of a human resources management software for county.
- Enterprise:
•    System shall have the ability to allow system access based on roles and location as determined by the HR Department.
•    System shall have the ability to provide automated workflow, with customizable email notifications, for the entire Human Resource process to include but not be limited to recruiting, hiring, onboarding, employee evaluation, separation, background checks, benefits administration, I-9 verifications, and time keeping.
•    System shall have the ability to produce and maintain multiple types of Human Resource documents such as I-9s, performance and development plans, employee contracts/assignment letters, new hire packets, etc.
•    System shall have the ability to provide template letters and/or forms to cover multiple Human Resource needs such as job offer letters, contracts, and separation letters.
•    System shall have the ability to provide multiple reports for each function within the system, including compliance-based reports. Reports shall align with state reporting requirements. Reports shall be exportable in standard formats such as Excel, CVS and PDF while allowing for separation.
•    System shall have the ability to automatically escalate workflow tasks as needed.
•    System shall have a digital employee records repository (centralized personnel file).
•    System shall have the ability to develop and print identification badges or integrate with the current badge system (schools currently uses ID Maker by ID ville).
•    System shall have multilingual interface support.
•    System shall have data reporting and analytics tools with pre-built and customizable reports (HR, compliance, turnover, etc.) and dashboards for managers and HR.
- Organizational Management:
•    System shall be able to generate organizational charts at various levels throughout the organization.
- Position Management:
•    System shall have the ability to track and open positions within the organization structure allowing for position control, including position budget, current and past incumbents, and other relevant current and historical data points.
•    System shall have the ability to track employee head counts and full-time equivalency (FTE) counts for associated positions both in real time and historical point-in-time snapshots.
•    System shall have the ability to maintain records for replacement planning, indicating possible new positions for employees.
•    System shall have the ability to track status of position approval.
•    System shall have the ability to provide historical data for position records and position assignments; historical data needs to be independent from current (e.g., ability to allow for a position number to be recycled without impacting historical use of the position number).
- Manager Self-Service:
•    System shall have the ability for managers to have access to the entire employee self-service portal for themselves in addition to a manager self-service portal as a team leader within the same self-service portal.
•    System shall have the ability for managers to initiate a variety of transactions
•    (e.g., PTO and scheduling requests, requests for disciplinary action, performance management) through automated workflow, including review and approval as needed.
•    System shall have the ability for managers to generate a variety of standard and custom reports.
•    System shall have the ability to provide supervisors with a forecast of the effect of PTO requests on available PTO balances to avoid approving more PTO than is available.
- Employee Self-Service:
•    System shall provide a self-service engine that allows employees to view documents, policies, messages, their own employee information such as job history, leave history, accrued leave balances of multiple types (e.g., sick, annual, personal), and other useful features.
•    System shall have the ability to perform time and attendance functions such as semimonthly timecards with approvals, requests for time-off restricted to by the balance of available PTO, and enter leave time used during a specific period.
•    System shall have the ability to allow employees to initiate a variety of transactions through automated workflows.
•    System shall have the ability to allow separated/former employees limited access to employee self-services (e.g., update mailing address).
•    System shall have the ability to submit requests to enroll in/modify benefit elections at the time of hire, due to a qualifying event, and at open enrollment.
- Human Capital Management:
•    System shall have the ability to maintain historical data for current and former employees.
•    System shall have the ability to allow HR to define customized fields for employee profiles, such as custom licensure/certification types.
•    System shall have the ability to create and maintain electronic personnel files that are both system generated and scanned into the system with the ability to control access to confidential or otherwise restricted files (e.g., criminal background check results). System-generated files should be printable.
•    System shall have the ability to allow HR to assign each employee a unique identifying number with a minimum of six (6) numbers.
•    System shall allow managers to run ad hoc reports detailing all employee data based on permissions as determined by HR.

- Contract Period/Term: 2 years
- Pre-Proposal Conference Date: October 31, 2025
- Questions/Inquires Deadline: October 31, 2025