Payroll, HCM and Financial Management System

The vendor required to provide payroll, HCM and financial management system for SaaS (software as a service) workday ERP (enterprise resource planning) modernization project by procuring third-party solutions necessary for the successful complete implementation, implementing workday and third-party solutions hereinafter “workday”, and providing ongoing vendor engagement for core payroll and human capital management (PHCM) and financial management system (FMS) application capabilities.
- Include the following items which are further defined within this document:
•    Procurement of third-party solutions
•    Coordinating with all parties to create and execute one SaaS contract for red-rover, question mark, Euna, training orchestra, and any other necessary systems to fulfill requirements as set forth herein
•    Structure and negotiate a unified, all-inclusive contract that achieves best-value pricing, eliminates redundant costs, and supports end-to-end integration across all software and ancillary systems.
•    Fit-gap design sessions
•    Configuration
•    Development
•    Testing phases
•    Organizational change management
•    Risk management
•    Compliance
•    Go live strategy
•    Overall project management
•    Knowledge transfer
•    Training
•    Data conversion
•    Ongoing vendor engagement
•    Post implementation support
- Requirement:
1. PHCM 
•    Classification, compensation, recruitment, onboarding, offboarding, grievances, learning management, time administration (including time and effort reporting for grants management and FMLA management), core HR, benefits, payroll, reporting and analytics, and data change request management
2. Financial accounting and management 
•    Procurement (includes po, ap, sourcing, procurement, supplier portal, supplier maintenance, PCard; requisition will be considered if we implement punchout), AR, billing, cash management, project costing, grants management, customer contracts (contract management), asset management, budget system, budget control, GL, lease management, expense management, reporting and analytics
3. Integration 
•    Full integration between PHCM, pension administration, FMS, and potential 3rd party software included in the ERP modernization project.
- Payroll and human capital management background
1. Payroll, HR, benefits, time and leave administration
•    The centralized, cabinet-level agency within the executive branch of government, responsible for administering the state’s integrated payroll and human capital management system. 
•    The system is an enterprise-wide PeopleSoft application supporting the following statewide functions for over 78 organizations, with varying benefit and pension plans, and approximately 45,000 paid employees on a biweekly basis. 
•    This payment may include holidays, leave, hazardous duty, shift differential, overtime, bonuses and one-time or ongoing additional pay. 
•    When using a biweekly pay frequency, occasionally calendar, fiscal, and school contract years contain 27 pays instead of 26 pays.
o    Payroll administration
o    Human resources
o    Benefits administration including annual open enrollment
o    Employee self-service
o    Manager self-service
o    Garnishments
o    Direct deposit
o    Leave tracking
o    Time administration (including FMLA integrated with work force application)
o    Labor administration
o    State and federal reporting
o    Statewide data analytics (legislative, fiscal, salary, benefit, policy analysis)
•    Bargaining agreements. 
•    Employee types include:
o    Merit and non-merit
o    Judicial
o    Legislative
o    National guard
o    Transportation
o    Law enforcement – state police, capital police, university police
o    Hospitals (24/7)
o    Correctional centers (24/7)
o    School districts
o    Charter schools
o    Higher education
2. Human resources
•    Department is a cabinet-level agency that directs all HR and benefits, including establishing policies and procedures for the executive branch, many of which are adopted by the other branches of government. 
•    Department administers several systems outside of PHRST, including a recruitment system, onboarding, and offboarding system, learning management system, and department content management system. 
•    The human resource, payroll, classification, compensation, and employee service data is entered into PHRST by HR staff to create the employee records. 
•    The data comes from requests tracked outside of PHRST, such as legal name request changes. 
•    This also includes employee and labor relations’ management of grievances, complaints, and collective bargaining. 
•    Classification and compensation requests, from 23 processes, impact employees’ positions and pay are also tracked in other systems outside of PHRST.
3. Classification system
•    The department centrally administers and maintains a classification system for all positions in the classified service and all merit comparable positions. 
•    Classifications (classes) are based upon similar job duties and responsibilities so that uniform qualifications and pay ranges shall apply to all positions in the same classification. 
•    Job classes describe the complexity, job summary, scope, essential functions, knowledge, skills, abilities, job requirements. 
•    Job classes are organized into occupational groupings with associated salary ranges and pay grades. 
•    Some classes are designated as “career ladder” providing promotional opportunities for employees to move from one level to the next without competition upon meeting the promotional standards and job requirements.
4. Recruitment system
•    Employment services in department administers a recruitment system, currently job-aps, to attract, select, and hire a skilled workforce through self-service application process. 
•    Individuals may search and apply for vacant state jobs using the state employment link website. 
•    The recruitment system is used by outside candidates as well as state employees to apply and compete for vacant positions.
•    Recruitment system is a class-based system with seamless integration between the classification and recruitment systems assuring the flow of classification data and information from the class spec to job posting, supplemental questionaries, and application scoring. 
•    The system includes automated workflows, candidate ranking, applicant tracking, and automated notifications. 
•    The system has role-based security and workflows with robust reporting.
5. Onboarding system
•    Training and HR solutions and talent management administers the state’s pre-boarding and onboarding system (NEOGOV), called state launchpad, for executive branch agencies. 
•    The solution interfaces to the state’s recruitment system, HR system, and the state’s identify proofing systems to keep data up to date and synchronized. 
•    Automated statewide checklists and agency-specific pre-hire processes are tailored to accommodate each agency’s unique requirements, creating a welcoming environment for new employees. 
•    The onboarding solution is configured to manage the unique needs of rehires and those new to state employment. 
•    The solution simplifies the onboarding process with checklists assigned during preboarding and onboarding, including essential forms like an i-9 using Everify, w-4, employment notices, and other documentation employees need to meet federal and state employment regulations, benefits enrollment, and best practices in employee onboarding. 
•    Employees use single sign on to access the system, which provides robust reporting, security-role-driven permissions, automated notifications, and workflow.
6. Learning management
•    The department, training and HR solutions division centrally manages a comprehensive and enterprise-wide learning management system (LMS), currently cornerstone on-demand, to support the management, delivery, and tracking of online, virtual and classroom instructor-led, videos, and materials for statewide and agency training development initiatives. 
•    Agency sizes vary from the largest, with over 3,500 employees to those with only a few employees. 
•    Department delivers and administers centralized training and development, required policy acknowledgments, training curriculums, and course assessments across all state agencies and individual organizations providing agency-specific training.
•    The system provides all learners (based on availability) with access to online course catalogs and training through a learner-focused, self-service system with social learning capabilities that enable learners and managers to search, enroll, request, launch, and engage with others for any type of learning activity. 
•    Employees, supervisors, managers, and HR staff must have access to their employees’ training records through dynamic security roles to link learning to performance and career development plans.
7. HR electronic content management
•    HR solutions also administers an electronic content management system for human resources documents. 
•    The system supports employee records for 16 executive branch agencies, as well as classification, compensation, FLMA, employee and labor relations, and fiscal HR records.