The vendor required to provide enterprise resource planning (ERP) software will need to integrate with the following applications and systems at Palliser:
• Google workspace
o Google calendar and sheets integration.
• Apply to education
o Update staff HR information (location movement, roles, name changes, schedules, etc.).
o Add new employees.
• Multifactor authentication
• Data export capabilities to SQL or other data sources
• Data import capabilities
• Access to historic data
• Archiving current system data
• Security encryption of data and how it flows between systems
- Human resources and payroll
1. Transfer all HR and payroll information
• All historical information up to and including the final transfer date
• All active, inactive and terminated employees
2. On-boarding - electronic
• Report and track employee onboarding forms to see which ones have been received and where forms are missing.
• Information entered in onboarding is sent electronically to HR for approval and can be stored electronically in employee file.
3. Staff notifications
• Rent departments
• Medical leave
• Return to work
• New hire
• Location change
• FTE and hour change
• Address change
• Notification would need the following:
o Employee number
o Employee name
o Location
o Start date
o End date (if applicable)
o Assignment changes information (i.e. Contract type, position, location)
o Comment space to add in free form information about the change
4. Criminal record check (CRC)
• Place to enter CRC’s
o Requested
o Cleared
o Has record
o Vulnerable sector completed if required
• CRC reporting
o Employees needing CRC
o As per bill 85, employees requiring new CRC
5. Intervention record check (IRC)
• Requested
• Cleared
• Has record
6. Certification
• Issued date
• Expiration date (if applicable)
• Type of certificate
• Institution
• Reporting on certificates
• Ability to enter more than one certificate per employee
7. Medical leaves (long term)
• Start of leave
• End of leave
• Type of leave
o Mat
o Parental
o Personal
o Secondment
• Routing of leaves for approval (multiple approvers)
• Attachments to leave form
• Reporting on leaves
8. Leave forms (short term)
• Start of leave
• End of leave
• Type of leave (third party billing, business day, jury duty)
• Attachments to leave forms
• Routing defined by leave type for approval
• Reporting on leaves
9. Positions and assignments
• Ability for HR to inquire and report unlimited assignment history for an employee
• Ability for payroll to have start and end dates that align with pay
• Ability for employee status to be updated automatically based on assignment start date including future terminations and leaves.
• Ability to have positions based on 40 hours per week, 37.5 hours per week and 35 hours per week.
• Ability to enter staff as annual hours, hours per a week and FTE.
• Ability for employees to have multiple assignments and multiple work schedules.
• Work schedules can be defined by FTE or hours based on position.
• Ability to have an employee working in more than one position example) EA and bus driver
• Reports – system reports available by date range (historical, future and current), position, location, assignment type with multiple sorting options and export to excel.
• Ability to have more than four GLS to charge a position
• Ability to track detailed work schedules with break times defined. Schedules can repeat each week or have variations based on the days worked.
• Ability for schools to update schedules.
• Ability to report on all assignment changes in a selected time period.
• Ability to easily identify contracts that are starting or ending.
10. Absence system
• Employee entered absences
• System can support both FTE and hours for absences based on position the employee is working
• Employees can have multiple positions away on the same date
• Entitlement balances can be checked immediately on entry to block or warn an employee of exceeded balances.
• Ability for supervisory positions to have access to enter or edit absences on behalf of staff
• Ability to enter extra time and banked time and bank time taken
• Ability to create individual school and position calendars in addition to district wide holidays, statutory holidays.
• Professional development
o Tracking
o Charging to various GLS
o Routing for approval for various supervisors
o Route to principal and then to the person in charge of pd GL for various event
• Call out system when a substitute and casual is required
o Capability to have a “do not call” depending on location
o Ability for substitutes and casuals to enter their own “unavailability”
o Ability for replacement sub time to be charged to absent employee GL with wildcarding by location and absence reason.
• Authorization and approval by supervisor(s)
o Ability to have more than one supervisor.
- Budget: $103 M
- Contract Period/Term: 5 years
