Applicant Tracking and Onboarding Solution

The Vendor is required to provide an internet-based applicant tracking and employee onboarding solution that will increase the effectiveness, efficiency and consistency of the recruiting and hiring process.
- The software must have a comprehensive payroll and timekeeping ability to implement in the future.
- The solution will provide accurate position control, onboarding and analytic features. 
- The solution is expected to eliminate the use of paper in the process and will provide an easy-to-use system that increases access to application and onboarding materials.
- Recruitment and applicant tracking
•    Provide an internet-based applicant tracking and employee onboarding solution to support an electronic request to fill vacant position 
•    The online application process shall be available 24/7/365 through any internet-enabled computer or device using windows, chrome, Firefox or compatible browsers as well as iOS and android smartphones 
•    Ability to initiate electronic approval of a request to post and fill a budgeted position 
•    Ability to maintain recruitment information on applicants to include accepted, rejected, interviewed 
•    Maintain statistics on recruitment, such as number of applicants and time to recruit and fill position. 
•    Ability to maintain data about the source of the application (ex: indeed, social media) 
•    Solution shall have the ability to support information on the application regarding veteran status and information 
•    Solution must be able to collect application information submitted online, analyze minimum qualifications against the job description and qualifications and score applications 
•    Solution to allow applicants to apply for multiple positions concurrently 
•    Integration with social media platforms and online job boards 
•    Read and perform transitions via a mobile device application with proper screen adaptation 
•    Software must be ADA compliant
- Onboarding
•    The ideal platform shall provide a user-friendly interface to improve overall new hire success.
•    Software must allow “hiring” from the applicant tracking and populate fields such as name, address, phone number, email address, position title, etc.
•    Automate compliance 
•    Provide a welcoming digital onboarding platform for new employees 
•    Add approx. 150-200 new hires and seasonal rehires in a virtual environment annually. 
•    Platform must include ability to re-hire seasonal staff and automate previous submitted information for review and change requests 
•    Must allow up to 850 active employees to edit and make changes to personal information, direct deposit, benefit elections, etc. 
•    Create and send digital onboarding packets with mobile interface functionality. 
•    Software must be accessible through any internet-enabled computer or device using compatible browsers and iOS and android smartphones 
•    Provide record retention maintenance for audit purposes 
•    Be ADA compliant, consistent with federal civil rights law 
•    Provide standard and customizable employee reports 
•    Admin access for up to 5 employees 
•    A customizable landing page and dashboard that is easy to navigate 
•    Implementation timeframe for onboarding should be a maximum of approximately 3 months 
•    Provide email reminders when document submission is incomplete and confirmation when complete 
•    Application should be intuitive requiring minimal end user training 
•    Ideally allows for i-9 integration for i-9 and e-verify process 
•    Platform should include ability to upload required documents (i.e. birth certification, marriage certificate, etc.) 
•    Platform to include document acknowledgement features 
•    Platform to include initial employee-onboarding, annual open enrollment capabilities and employee-initiated changes 
•    Examples of onboarding items include but are not limited to i-9 reporting, contact information, federal and state tax elections, 401k/457 elections, direct deposit, benefit elections including health benefits, life insurance options and beneficiary, retirement beneficiary, supplemental plan options, policy acknowledgment, w2 election delivery type, etc. 
•    Ideal but not required for benefit elections is the option to set up a file feed directly to the vendor. 
•    Example: an employee makes a health benefit election, dental benefit election, supplemental insurance benefit election and those are automatically fed to the benefit vendor rather than an employee manually notifying all those vendors of elections 
•    Platform must allow administrators to make benefit changes as well (ex: employee termination of benefits).
- Timekeeping and payroll functionality
•    System must provide multiple options for time keeping including but not limited to timesheet entry and timeclock options
•    System must provide the ability to configure pay types, overtime rates, etc. Per union contract and or department 
•    System must provide automated accrual processing 
•    System must provide the ability for payroll to be split between several expense lines and projects 
•    System must provide the ability for one employee to have multiple pay rates 
•    System must provide user friendly reporting 
•    System must provide an auditable approval process 
•    FMLA hours tracking 
•    Advanced scheduling module with shift differential.