Human Capital Management Solution

The Vendor is required to provide a comprehensive Human Capital Management (HCM) and payroll solution to replace its current system with a more comprehensive, innovative system that delivers an integrated, user-friendly platform to support the full employee lifecycle.
- Objectives
• Support a diverse workforce with multiple employee groups
• Accommodate unique work rules, pay structures, and scheduling requirements by employee group
• Improve operational efficiency, compliance, and data accuracy
• Enhance the employee and manager experience
• Provide scalability and flexibility for future organizational needs
- System should streamline HR, payroll, talent acquisition, workforce management, and reporting processes while improving operational efficiency and the employee experience.
- Applicant Tracking System (ATS)
• Job posting and applicant management
• Electronic applications
• Interview scheduling and communication tracking
• Hiring analytics
• Configurable recruiting workflows and approval processes
• Automated notifications and candidate status updates
• Integration with onboarding and Core HR modules.
- Onboarding
• Collection and tracking of required pre-employment documentation :
o Background checks
o Drug testing tracking
o Professional licenses and certifications
o College transcripts
o Reference checks
• Configurable onboarding workflows by employee group
• Automated alerts, reminders, and task assignments for HR, managers, and new hires
- Performance Management & Development
• Goal setting and performance tracking
• Performance evaluations and review cycles
• Employment development tracking including performance improvement plans, disciplinary actions.
• Learning and development management capabilities
• Configurable workflows and automated reminders for evaluations and approvals
- Compensation & Payroll Processing
• Multiple compensation structures by position and employee group
• Merit increases and pay adjustments (including retroactive adjustments)
• Shift premiums
• Longevity pay with:
o Multiple eligibility rules
o Milestone based payouts
• Multiple pay codes (i.e. bereavement, PTO, holiday, FMLA, etc.)
• Voluntary and involuntary (garnishment) deductions
• Pretax vs. post tax deductions
• Ability to support 26 annual pay frequency (every 2 weeks) and ability for special pay runs (i.e. bonus)
• Automatically add Holiday Banked as well as other flexible holiday hours to employee banks based on their schedule (8, 10, 12 hours etc.)
• Easily add Supplemental Pay as needed – shift pick-ups, Doctor On Call, Retro pay,
• Bonuses, Severance Pay, and Payoff when employees terminate
• Special wage adjustments for individual employee types
• Ability to process PTO buyouts to various options, i.e. direct deposit, check, retirement accounts, etc.
• Allows for easy cost center changes on the timecard during daily work activities
• Easily process payroll corrections as needed
• Ability to handle complex PTO accruals based on seniority
• Allows for easy review and adjustment of PTO accruals as needed
• Allows for an efficient method for deducting reimbursements from employee’s gross pay
• Direct Deposit processing
• Tax administration
• W-2 processing
• Configurable payroll workflows and automated alerts
• Compliance with applicable public sector payroll regulations
- Timekeeping & Scheduling
• Shift scheduling with customization by employee group
• Multiple clock in and clock out methods
• Automated lunch deductions
• Overtime tracking with configurable rules
• Compensatory time tracking and accrual rules
• Ad hoc and last minute schedule changes
• Tardiness tracking and rule enforcement
• Automated alerts and exception reporting
- Reporting & Analytics
• Real time workforce, payroll, and timekeeping data
• Customizable dashboards for HR, leadership, and finance
• Standard and ad hoc reporting tools
• Automated alerts for exceptions, thresholds, and compliance risks
• Ability to create reports or have assistance with complex reports – reviewing payroll, management reports, payroll preview reports, etc.
- Employee & Manager Self Service Portal
• View and update personal information
• Access pay statements, tax forms, and PTO balances
• View/Update tax withholdings, HSA, dependent care deductions, retirement deductions etc.
• View/Update payment options/bank account information(checking, savings)
• Benefits management including open enrollment and dependent request changes
• Mobile friendly and self-service access capabilities
• Submit and approve time, leave, and workflow requests
• Receive automated notifications and alerts
- Core HR Management
• Centralized employee records
• Employee directories
• Personal profile information including home address, emergency contacts
• PTO and leave tracking
• Key date tracking such as hire date, position date, seniority dates
• Role based security and audit trails.