Replace Financial and Human Resource System

The Vendor is required to provide enterprise resource planning (ERP) solution shall support core business operations across human resources, finance, and procurement through an integrated, commercially available system.
- General software and functional requirements
• Automation of workflows across finance, human resources, payroll, and procurement
• Initiation of transactions at the department and school level, where appropriate
• Increased business intelligence, reporting, and financial transparency
• Web-based access for employees and authorized users
• Secure self-service capabilities for employees and managers using modern MFA protections
• Self-service portals: employee self-service (ESS) to manage benefits, apply for leave, view pay slips, and update personal info.
• Manager self-service (MSS) to review candidates, enter performance data, and approve expenses.
• Communication & help desk: the system must support announcements, discussion forums, personnel directories, and employee surveys/feedback tools.
• It should include a ticketing system for general HR/IT inquiries (distinct from confidential investigations) to streamline case management.
• Analytics: dashboards for HR indicators, trend detection, and data-driven decision making.
• Documentation management - system must be capable of storing scanned documents associated with tasks and records such as vendors, purchase orders, invoices and employee records.
• The system must accommodate multiple documents being associated with individual records.
• Documents need to be tagged with defined terms/taxonomy and be searchable by the identified tags.
• Documents should be time stamped in order to maintain state and federal retention schedules and meet audit standards and requirements.
- Integration with ccs technology environment
• Interface with existing systems and external agencies as required
• Support secure data exchange using industry-standard integration methods
• Maintain data in a sustainable, supportable electronic format
• Allow for reliable data retention, retrieval, and auditability
• Maintain data in a sustainable, supportable electronic format that conforms to applicable privacy and security standards
• Allow for reliable data retention, retrieval and auditing
• Support at rest data encryption
• Support some form of SSO functionality along with MFA access (Microsoft authentication with either 2fa function)
• All web portals must fully support MFA
• All employee only web portals must support SAML authentication, preferably one identity based, for ease of use and integration.
• Integrate with existing underlying applications if hosted on site (Microsoft stack) or present data in a format that is natively Microsoft compatible if hosted.
- Data capture and management
• Capture data once and reuse it across modules
• Reduce duplication of effort and risk of error
• Ensure data integrity and consistency across all functional areas
• Historical data migration: the solution must provide full conversion and migration of current k12 database historical records to the new system.
• Legacy access: the system must allow for the storage and searching of "read-only" historical records (e.g., terminated employees, past fiscal years) without requiring active user licenses to ensure easy retrieval for audits.
• Retention schedules: the system must support configurable data retention rules to automatically archive or purge records based on state laws.
• Organizational structure: the system must allow users to define and manage complex organizational structures, including departments, teams, and reporting hierarchies.
• Workflow automation & audit trails: the solution must provide the ability to create, manage, and delegate workflows across all tasks and tools.
• It must include comprehensive, immutable logging of all data changes (who changed what and when), particularly for pay rates, leave balances, and system access.
• Encrypt sensitive data at rest
• Allow for programmatic access by ccs to underlying data structures for advanced reporting.