Human Resources Information System

The Vendor is required to provide a comprehensive, fully integrated Human Resources Information System (HRIS) to modernize and streamline the full employee lifecycle processes.
- The City’s current environment includes challenges with disconnected systems, a lack of integration between modules, manual and duplicate data entry, and limited visibility into employee data across HR and Payroll functions.
- These challenges have resulted in inefficiencies, increased risk of data inconsistencies, and barriers to strategic, data-driven decision-making. 
- A key pain point identified by the City is that existing systems operate as separate modules that do not effectively communicate with one another, requiring manual reconciliation and redundant data entry. 
- The City is seeking a solution that eliminates these silos through a unified data model and seamless system integration.
- The City is prioritizing improvements in:
•    Data governance and ownership between HR and Payroll
•    Transparency and auditability of employee data changes
•    User experience that supports employees rather than creating barriers
•    Including employee and manager self-service.
•    System configurability to reduce reliance on vendor intervention
•    Customer support tools that provide actionable insights into system usage and issues
- The system should empower employees and managers with self-service by providing intuitive, accessible interfaces and streamlined workflows that reduce HR bottlenecks while preserving a strong connection to HR support when needed.
- Must demonstrate mature reporting and analytics capabilities, including configurable dashboards, drilldown analysis, and tools that enable both standard and custom reporting without requiring specialized technical support.
- The City places a strong emphasis on transparency; therefore, the system must provide robust audit trails, comprehensive user-visible change tracking, and clear documentation of workflow actions to support accountability and compliance.
- The HRIS must also enhance the City’s ability to make strategic, data-driven decisions.
- The new HRIS must support real-time or near real-time data synchronization across all modules to ensure that HR, Finance, managers, and employees operate from the same up-to-date information at all times.
- Employee Lifecycle Management: Core Human Resources Services
•    Support complete employee lifecycle management from recruitment to separation
•    Functional Expectations:
•    Centralized employee record with configurable fields
•    Position management and organizational hierarchy tracking
•    Document management tied to employee records; examples include:
•    License and certifications
•    Disclosure Agreements
•    Requests
•    Role-based security and permissions
•    Configurable workflows and business rules
•    Critical Expectation:
•    Full audit trail of all employee record changes
•    User-friendly visibility into changes, including:
•    What changed
•    Who made the change
•    When the change occurred
•    Workflow-based approvals for employee data and position changes
•    Ability to track employee data throughout the entire lifecycle
•    Bonus if the application can pull a point-in-time report.
- Data Governance & Integrity
•    Enforce strong data governance practices and ensure long-term data accuracy
•    Functional Expectations:
•    Configurable data validation rules
•    Required fields and standardized data structures
•    Prevention of duplicate or conflicting records
•    Ability to enforce consistent data entry practices
•    Critical Expectation:
•    The system must actively maintain and protect data integrity through system controls rather than relying on manual correction.
- Payroll Integration & Data Ownership
•    Support seamless collaboration and data alignment between HR and Payroll.
•    Functional Expectations:
•    Real-time or near real-time synchronization with payroll systems
•    Elimination of manual data transfers between HR and Payroll
•    Create visibility into employee data across both functions
•    Provide clear delineation of responsibilities for data ownership
•    Approval workflows that reflect cross-functional processes
- Benefits Administration
•    Ability for employees and retirees to enroll into benefits, for each event (new hire, qualifying events, open enrollment)
•    Ability to build benefit plans (medical, dental, vision, life, disability, voluntary benefits)
•    Set up plan rates, tiers, age-banded or salary-banded premiums
•    Configurable eligibility rules for position types (full-time, part-time, executive)
•    Customizable election dashboards based on event (new hire, qualifying event, open enrollment)
•    Customizable benefit comparison tools
•    Affordable Care Act tracking and reporting (1095C/1094B)
•    Standard carrier feeds
•    Data integration of payroll deductions with multiple effective dates capabilities
•    Historical tracking/audit trail capabilities
•    Beneficiary selection, maintenance and reporting capabilities
•    HIPAA compliant capabilities
- Leave Administration
•    Employee Self Service to request Leave
•    Multi Leave type capabilities
•    Case management capabilities, including notification reminders
•    Customized letter generation for FMLA Notices and other Leaves
•    Upload and store documentation
•    Reporting capabilities
•    Email or messaging capabilities.