Human Capital Management System

The Vendor is required to provide a comprehensive, cloud native Human Capital Management (HCM) platform.
- Core Values
•    Hold children and youth at the centre of all we do — Respect each client as an individual and each family as unique
•    Challenge ourselves to be the best — understand best practices and continually improve
•    Achieve more together — Commit to effective teams, partnerships and service systems
•    Instill hope — Support children, youth and families to see the possibility of a better future
•    Lead — Influence positive change
- Provide a realistic and accelerated implementation schedule that ensures a seamless transition without service interruption as legacy contracts terminate.
- Provide a SaaS-based HCM solution that includes, but is not limited to, the following functional modules:
•    Core HR: Employee record management, organizational charting, and position management.
•    Payroll: Full-cycle Canadian payroll processing, tax filing, and year-end reporting.
•    Workforce Management: Time and attendance, advanced scheduling in healthcare settings (24/7), and leave and absence management.
•    Talent Management: End-to-end recruitment (ATS), onboarding, and performance appraisals.
•    Learning Management System (LMS): Course catalogue management, compliance training tracking, certification renewals, professional development paths.
•    Self-Service: Robust portals for P&C related service request management.
•    Analytics & Reporting: Built-in dashboards for strategic workforce planning and compliance.
•    Employee Expense Management: Streamlined, hassle-free employee expense tracking and management
- Comprehensive Project Management Office (PMO) Suite:
•    A detailed Project Charter and Project Management Plan.
•    Weekly status reports, a risk/issue registry, and a resource allocation matrix.
•    A comprehensive Project Schedule (Gantt Chart) tracking all milestones to the March 2027 go-live.
- Unified System Configuration & Design:
•    "Single Source of Truth" data architecture design.
•    Documented business process mapping for end-to-end workflows.
•    Configuration of a modern, consistent user interface across all modules to ensure ease of use and simplify training.
- Multi-Source Data Migration & Cleansing:
•    Migration of all active and historical employee records from PeopleSoft.
•    Migration of workforce management and scheduling data from UKG Pro WFM.
•    Migration of recruitment and talent data from Deltek.
•    A verified Data Cleansing Report to ensure data integrity prior to system ingestion.
- Learning Management (LMS) Deployment:
•    Setup of course hierarchies and automated assignment rules for compliance training.
•    Migration of existing training records and professional development paths.
- API-Driven Integrations:
•    Setup of robust, API-based interfaces for automated data flow to Finance/ERP systems.
•    Seamless integration with external Benefits providers and third-party carriers.
- Change Management & Training Excellence:
•    A Change Management Plan designed to mitigate organizational change fatigue.
•    Persona-based training materials (Frontline, Manager, Admin).
•    Delivery of "Train-the-Trainer" sessions and creation of on-demand digital learning assets.
- Operational Validation (UAT & Payroll):
•    Orchestration of User Acceptance Testing (UAT) across all departments.
•    Execution of a minimum of three (3) parallel payroll cycles, validating against legacy systems to ensure 100% accuracy in pay and benefits.
- Transition & Hyper-care:
•    A detailed Cutover Plan for the March 2027 transition.
•    Dedicated "Hyper-care" support for 90 days post-implementation, including priority technical support and on-site/remote assistance.