REQUEST FOR PROPOSAL
The enclosed REQUEST FOR PROPOSAL (RFP) and accompanying Specifications are for your
convenience in submitting an offer for the enclosed referenced products and services:
Payroll/HRIS Service Provider
CLOSING DAY AND TIME: Sealed proposals will be received no later than:
12:00 PM CST, 5/8/2017
MARK ENVELOPE: “Payroll / HRIS Service Provider RFP”
Attn: Jodi Andersen, Human Resources Manager
RETURN PROPOSAL TO:
Montgomery County Hospital District
Attn: Jodi Andersen, Human Resources Manager
1400 S. Loop 336 West
Conroe, TX 77304
Montgomery County Hospital District (MCHD) appreciates your time and effort in preparing
this proposal. Please note that all proposals must be received at the designated location by the
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above deadline. Proposals received after the deadline will not be considered for the award of
the contract, and will be returned unopened.
SECTION I - INSTRUCTIONS TO PROPOSERS
1. PROPOSAL SUBMISSION ADDRESS and DEADLINE: Completed proposals will be received at the MCHD offices, 1400 S. Loop 336 West Conroe, TX 77304, until the bid submission deadline (5/8/2017, 12:00 pm). Proposers are cautioned to mail proposals early, to allow for proposals to be received before the proposal submission deadline. Proposal responses received after the closing time and date will not be considered and will be returned to the sender unopened. 2. TAXES: MCHD is exempt from Federal Excise and State Sales Tax; therefore, tax must not be included in the proposal price. 3. DEMONSTRATIONS: Demonstrations or verifications of the Proposer's ability to provide the requested services, when required, must be furnished free of cost to MCHD. 4. ALTERING PROPOSALS: Proposals cannot be altered, amended or withdrawn by the Proposer (Vendor) after the proposal submission deadline. Any interlineations, alteration, or erasure made before this deadline, must be initialed by the signer of the proposal, guaranteeing authenticity. 5. PROPOSAL WITHDRAWAL OR REJECTION: MCHD reserves the right to withdraw this request for proposal for any reason or to reject any or all proposals or parts of all or any specific proposal or proposals. MCHD further reserves the right to accept part or all of any specific proposals or proposal, and to accept any proposal or proposals... 6. PUBLIC INSPECTION: Proposals are not available for public inspection until after the contract award. If the proposal contains trade secrets and confidential information, then those portions of a proposal will not be open to public review even after the proposal award, provided that the Proposer has clearly identified in its proposal those sections that contain trade secrets and confidential information. 7. PROPOSALS RECEIVED LATE: MCHD is not responsible for lateness or non-delivery of mail, carrier, etc, and the time and date recorded in the Human Resources Office shall be the official time of receipt. 8. DESTINATION CHARGES: The cost of all service and materials used in the original conversion/implementation of the project shall be included in the quote provided MCHD. Subsequent charges for labor travel or
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upgrades shall be outlined in the proposal. This includes the delivery and shipping cost of any equipment and materials or items to be installed. 9. NEGOTIATIONS: MCHD reserves the right to negotiate all elements which comprise the proposal and to accept or reject part or all of any proposal. 10. DEVIATION FROM SPECIFICATIONS: Any deviations from specifications and alternate proposals must be clearly shown with complete information provided by the Proposer. They may or may not be considered by MCHD. 11. PROPOSAL AMBIGUITY: Any ambiguity in the proposal as a result of omission, error, lack of clarity or non-compliance by the Proposer with specifications, instructions and all conditions shall be construed in the favor of MCHD. 12. CHANGE ORDERS: No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All change orders to the contract will be made in writing and shall not be effective unless signed by an authorized representative of MCHD. 13. MODIFICATIONS AND AMENDMENTS: MCHD shall have the right to modify this request for proposals by giving notice either by email or posting such modification on its website. 14. LIENS: The successful Proposer agrees to and shall indemnify and save harmless MCHD against any and all liens and encumbrances for all labor, goods and services which may be provided under MCHD's request, by Proposer or Proposer's vendor(s). Should MCHD request, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to MCHD. 15. PATENT INDEMNITY: The successful Proposer hereby warrants that the use of the products and materials in response to this Request for Proposals and any ensuing contract will not infringe on the rights of any patent, copyright, or registered trademark, covering such materials. The successful Proposer agrees to indemnify and hold harmless MCHD for any and all costs, expenses, judgments and damages which MCHD may have to pay or incur. 16. OPERATING MANUALS: If requested by MCHD, the Proposer shall provide a complete set of operational instructions and descriptive literature for proper evaluation of the product proposed. 17. SPECIAL TOOLS: In the event that special tools are required to operate or maintain the equipment installed, the successful Proposer shall furnish these tools at no cost to MCHD.
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18. GUARANTEES AND WARRANTIES: Each Proposer shall submit a complete breakdown of any warranties or guarantees provided by the manufacturer or Proposer with the quote submitted. 19. EMPLOYEE TRAINING: The successful Proposer shall provide on-site (or classroom, if applicable) instruction to designated MCHD employees as required to operate the equipment purchased. MCHD will determine the appropriate amount and time of training needed. 20. INQUIRIES FROM PROPOSERS: Questions related to this RFP must be made in writing and directed to:
Jodi Andersen Department of Human Resources
Montgomery County Hospital District [email protected] 1400 S. Loop 336 West Conroe, Texas 77304
Telephone #: 936-523-1158 21. PURCHASE ORDER: A purchase order may be generated by MCHD to the successful Proposer to initiate Payroll/HRIS conversion/implementation project. If so, the purchase order number must appear on all billing documents. 20. COMPETITIVE SELECTION/EVALUATION FACTORS: The successful Proposer will be selected on a rational basis. Evaluation factors outlined below shall be applied to all eligible, responsive Proposers in comparing proposals and selecting the successful Proposer. Award of a contract may be made without discussion with Proposers after responses are received. Proposals should, therefore, be submitted on the most favorable terms. MCHD reserves the right to terminate the contract if the successful Proposer has not performed within the date specified by the Proposer's response. 21. PROPOSAL EVALUATION FACTORS: Proposal evaluation factors include:
A. 40% Features, operating speed, reliability, functionality, warranty, compatibility, flexibility, and suitability of the proposed product, including responsiveness to the attached questionnaire, completeness and thoroughness of the software and supporting technology.
B. 20% Demonstrated Proposer's experience and technical support, with the type of Payroll/HR software and peripherals offered. C. 20% Total evaluated cost.
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D. 10% Proposed references and recommendations from third parties. E. 10% Meeting MCHD’s required deadline to go live.
22. REVIEW COMMITTEE: A response to this RFP will be reviewed and evaluated by MCHD staff from the following departments:
Human Resources
Finance
Information Technology
Administration
Scheduling
Clinical Education 23. NEGOTIATIONS: MCHD reserves the right to require additional technical and pricing information and negotiate all elements which comprise the Vendor's proposal to ensure that the best possible consideration be afforded to all concerned. *** MCHD reserves the right to accept all or part of any proposal, to reject any or all proposals, and to re-solicit for proposals. *** 25. COMPLETION TIME AND DATE: The proposal must show the number of days required to convert existing data, train employees and go live with the software at MCHD's designated locations under normal conditions. 26. RESPONSE INSTRUCTIONS: MCHD requests one (1) original and six (6) copies of your proposal. Your proposal may be mailed or hand delivered to the address listed on the cover page. Proposals will not be accepted or considered if delivered via email. 27. FIRM QUOTES: All proposals must include a statement that they are valid for a minimum period of ninety (90) days from the RFP closing date.
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SECTION II - PROPOSAL FORMAT
REQUIRED SECTIONS
1. COVER LETTER: This section should contain: The name and address of the proposing firm and the names and telephone numbers of the individuals authorized to answer technical, price, and/or contract questions. The cover letter must also be signed by an officer authorized to bind the company. Describe, in this letter, the technical experience level and certifications earned by the staff that will be providing MCHD's Payroll/HRIS software conversion/implementation service. 2. SUMMARY: Include a summary which gives a brief, concise overview of your proposal. 3. FIRM BACKGROUND, PRINCIPAL OFFICERS, and PRIOR EXPERIENCE: This section should state:
The full name and address of the Proposers’ organization and identify the parent company if the Proposer is a subsidiary. Specify the branch office or other subordinate element which will perform, or assist in performing this work. Indicate whether the Proposer operates as a corporation, partnership, or individual. Include the State in which the Proposer is incorporated and/or licensed to operate, the date of incorporation or licensing.
Provide a listing of the principal officers of the company to include name, title, and length of experience with the Proposer organization. Provide prior year financial statements, if available. Provide the same information for an entity which will participate in this project through a joint venture or subcontract arrangement.
This section should also:
Describe the proposed project organization and the position that the project personnel will occupy within the organization. It should identify project personnel by name and provide a detailed resume outlining his/her appropriate experience on other similar projects. The Proposer must (1) supply resumes for all staff to be assigned to the project and (2) assign a project manager. MCHD reserves the right to terminate the contract due to the removal of any key project staff which MCHD believes would negatively impact the successful completion of the project.
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4. OPERATIONAL SITE REFERENCES: This section shall be used by the Proposer to list a minimum of three (3) reference sites. At least one (1) of the reference sites should be a site at which the Proposer has provided software and related support services and is currently operational. The Proposer should include the following minimum information for each reference:
- Using Agency - Contact Individual - System Description - Major differences between operational system and proposed system - Date of System installation - Willing to allow for site visit
MCHD may, at its option, visit operating sites to observe the software and systems in day to day use. 5. CONCLUDING REMARKS: This section shall contain any Proposer elaboration regarding software philosophy, hardware architecture, or other items of information which the Proposer feels important to a clear understanding of the proposed system and services and/or the Proposer's capabilities. 6. COST PROPOSAL: The cost proposal will be laid out in distinct and separate sections. If Proposer offers alternatives to purchasing the software, i.e. outsourcing, please lay out the cost proposal for each option.
A. The cost of the software products proposed. B. Hourly Rates for Labor during normal working hours and rates for
services rendered week-ends and after-hours. C. Travel time charges (if any) and travel mileage rate. D. Any Hardware Costs, if applicable. E. Approximate Training Time. F. Annual Support and Maintenance costs. G. Time Frame for Implementation.
As examples of pricing, give estimates of cost involved for items A - D for the following projects:
Installing hardware, if applicable
Installing software, ensuring compatibility with all relevant systems
Converting existing data
Training personnel to run systems
Completing successful “dry-run” of systems
“Going live” with systems
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SECTION III – GENERAL INFORMATION MCHD is currently seeking proposals for Payroll/HRIS services. MCHD is a political subdivision of the State of Texas. MCHD was established through special legislation in 1977 to provide healthcare to the indigent residents of Montgomery County. In addition to its legislation charge to provide indigent care through its Health Care Assistance Program (HCAP), MCHD operates the county’s ambulance service, serves as the county’s Public Health Department and offers a variety of community and professional education programs. MCHD has approximately 320 employees. MCHD has used its current software since 2009. MCHD is looking at other options for the payroll and HRIS software functions. MCHD’s fiscal year runs from October 1st through September 30th. MCHD has 26 pay periods a year. MCHD has Paid Time Off which should be calculated automatically when an employee begins or terminates employment. Paid Time Off must be earned before being taken.
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SECTION IV - SYSTEM REQUIREMENTS
In this section, please provide written acknowledgement of your company’s ability to meet our needs. Please attach any additional comments or other documentation that will aid you in this process. If attachments are provided, please note the document name in the corresponding comment column. You must complete this document and include it with your response to the RFP. Also note the software product or upgrade necessary for the functionality, if it is different than your base/core product. If multiple solutions are available, attach product comparison sheets.
General
Requirements Vendor Response
1. Ability to interface with (or replace) our
scheduling system (currently crew
scheduler) – if not replacing, ability to
flexibly interface with other
scheduling/timekeeping systems. * See
scheduling and Time Tracking sections
below.
2. Ability to automatically import and export
data to/from Excel, especially for
employee demographics.
3. System allows unlimited history. Does this
require archiving records?
4. Ability to redact information for
confidentiality (i.e.: HIPAA compliance)
5. Ability to “effective date” transactions,
both in the past and future.
6. System requires a single login to access all
modules on computer workstation.
7. System allows a mobile access on iOS or
Android devices.
8. Ability to make software adjustments or
add additional customization to the
software as needed.
9. Notifications of System Upgrades and
impacts to data/information.
10. Are upgrades included in the basic
agreement or are additional fees
assessed?
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11. Provide a list of all data fields used for
employee information – ex. FLSA,
Employee Status, Termination Date……
12. Ability to create, track, report and
maintain history on custom fields.
13. Ability to create and populate Custom
Fields for Employee metadata – MUST
provide max number of fields, field
format types.
14. Ability to store blank electronic forms.
15. Ability to store completed electronic
forms with an individual employee
record.
16. Ability to define holidays recognized by
employer and allow for pay groups to
receive different holidays.
17. System has conditional workflow
capability for business processes (ie:
approve/not approve for paid time off,
position request reminder for pending
manager approval)
18. System can use email to communicate
with employees or administrators for the
purpose of workflows.
19. Ability to establish notifications or
triggers within the system and report on
the notifications. (i.e.: credentials, drivers
license expiration 90 days prior to expire
date.)
20. Ability to code reasons for changes to the
system.
21. What type of customization can clients do
without incurring additional fees?
22. Who has responsibility for maintaining
customization changes? Will
customizations be overwritten in an
upgrade?
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23. Describe the integration between the
payroll, time and attendance, and human
resources (including recruiting) modules.
24. Provide support Service Level Agreement
for issues and location of your support
call center.
1. What “canned” (i.e: Compliance, HIPAA,
OSHA) is available?
2. Does the system accept SCORM content
for online courses?
Security
Requirements Vendor Response
1. Ability to restrict access to specific
functions, files and data elements based
on user profile. (i.e.: full SSN viewable
only to HR)
2. Ability to restrict users from viewing
and/or editing at the field level.
3. Ability to set up “mass” security profiles
by employee group.
4. Onboarding, off-boarding process sends
email notification for turning on or off
access.
5. Provide a statement that MCHD owns all
data/attachments and downloads and
allow MCHD to download a copy of the
database at any time and frequency.
(Prefer SFTP download methods)
Self Service
Requirements Vendor Response
3. Self service offers “real time” integration
with payroll/HR.
4. Ability to customize information, reports
and workflows offered through self-
service to different employee groups.
5. Ability to brand self-service screens.
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6. Ability to offer reports through manager
self-service.
7. Ability to access self-service remotely.
(Windows, iOS and Android)
8. What desktop/laptop computer operating
systems and web browsers (i.e.:
Windows, Chrome, Safari, Firefox) are
compatible with self-service?
9. Ability for employees to “calculate” what
their paycheck would look like based on
changes to benefits or tax deductions.
10. Ability for employees to view paystubs
and W2 for multiple years.
11. What training would be available to
employees and/or managers? (Live, in
class, online, etc…)
12. Ability to update DL, address, emergency
contact and provide notification of
update to administrators.
13. Do terminated employees still have
access to self-service portal? (W2
information, etc…)
Reporting
Requirements Vendor Response
1. Ability to create customized reports with
minimal training or vendor support.
2. Ability to report or track changes made
on the system with user name and date.
3. Ability to view, on one screen, all of the
fields related to an employee for the
purpose of creating reports.
4. Ability to export data into the formats of
Excel, CSV, PDF or tiff for reporting or
importing/exporting into other systems.
5. Ability to create report templates.
6. Ability to create custom reports using any
fields available in the modules.
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7. Ability to save or export reports to Excel,
PDF, Word, etc.
8. Provide list of all system reports and
typical customization ability.
9. Describe the system’s ability to format
reports. Does the data have to be
exported to a Microsoft Office product
before formatting can occur?
10. Are there any fields or data that cannot
be used for reporting?
11. Are reports able to be scheduled?
12. Can built and scheduled reports be
routed to multiple parties?
13. Can reports (canned and customized) be
shared and/or viewed between system
administrators?
14. Ability to export reports to a sftp site on a
schedule and on demand.
15. Ability to create FTE reports.
Payroll
Requirements Vendor Response
1. System automatically calculates overtime.
2. Ability to add additional pay in the form
of lump sum payments or hours.
3. Ability to calculate weighted average OT.
4. Ability to see different types of premium
pay (e.g. on call pay) listed individually on
pay statement.
5. Ability to pay fixed premium pay amounts
on a daily, weekly or monthly basis.
6. Ability to assign premium pay for
holidays, disaster, special assignment,
etc…
7. Ability to see overtime pay listed as a
separate item on pay statement.
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8. Ability to calculate OT automatically
when pay premiums are present in
addition to base pay.
9. Ability to easily flag or identify who is still
active in the system but not receiving
pay.
10. Ability to store multiple rates of pay on
the master file.
11. Ability to have information sorted by
week/pay period/month/ year.
12. System automatically calculates and posts
leave accruals.
13. System automatically handles
garnishment calculation, prioritization
and pay.
14. Ability to process pay/manual checks
outside of the normal pay cycle.
15. Allows data processed outside of payroll
to be automatically posted to the general
ledger.
16. Ability to void and reissue checks.
17. Allows employees to update home
address, W-4s and direct deposits
through self-service.
18. Ability to handle special taxation rules for
non-cash benefits such as long term
disability, group life insurance.
19. Ability to exclude pay types from eligible
earnings for calculations.
20. Ability to create earnings/deductions
code sets?
21. Ability to auto post earnings/deductions
by month/year?
22. Ability to divide earnings/deductions
between departments?
23. Ability to block PTO or
earnings/deductions for a paycheck? (i.e.:
stipends paid 2x monthly held on months
with three pay periods)
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Overtime and Pay Rules
Requirements Vendor Response
1. Ability to flag hours scheduled or entered
in excess of 40 when an employee is
working multiple positions.
2. Ability to flag supervisors when PT
employees approach OT or other
designated threshold (i.e.: 120 hours for
month).
3. Ability to handle complex pay rules with
regard to overtime and specialty pay that
varies by work group.
4. System includes audit trail for entry
changes.
5. Allows time entry on-line and through
time clock.
6. Allows managers to apply filters when
viewing time entries.
7. Allows time history to be maintained.
8. Allows supervisors and administrators to
run exception reports.
Schedules
Requirements Vendor Response
1. Ability to create, store and update
individual employee schedules.
2. Ability to build rotational shifts (i.e.: 3, 9,
or 12 day rotation)
3. Ability to request and approve time off or
leaves in advance.
4. Automatic notification of requests,
changes and submissions to scheduling
and supervisor/manager.
5. Ability to pre-populate time with
approved time off, leaves and holidays.
6. Allows supervisor to make changes either
to the schedule or reported time.
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7. Ability to create an employee time
off/leave calendar by group, division or
department. Is this available through
manager self-service?
8. Allows supervisors of employees with
multiple positions to see all schedules
associated with employee.
9. Supervisors can view schedules within
their workgroup and by employee.
10. Ability to import schedules.
11. Ability for schedules to populate the
employee’s time card.
12. Allows for employee shift bidding. (for
annual shift bid process and for call-offs)
13. Can sync work calendar with personal
calendar. (app/computer)
14. Allow employees to submit availability?
15. Does system log employee seniority?
16. Ability to build shifts/slots based on
employee credentials. (i.e.: MICU
ambulance must specially credentialed
employees)
17. Ability to assign time automatically to
multiple employees. (i.e.: continuing
education, compliance training)
18. Ability to schedule students, observers,
non-employees without having to build
complete profiles.
Time Tracking
Requirements Vendor Response
1. Ability to track hours worked by day.
2. Ability to set standard hours or schedules
so that employees only enter exceptions.
3. Ability to set a time frame and review
both days and hours worked for FLMA,
Workers Comp.
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4. Ability for managers to view, for a
specified period of time, hours worked by
employee, budget code, job code,
organization level and/or pay type.
5. Allows for multiple individuals to approve
time electronically through via mobile
device. (if so, which ones?)
6. System generates automatic reminders to
employees to approve or enter time. (if
so, can it be sent to personal email, text?)
7. Allows for time approval by multiple
supervisors when the employee holds
multiple positions.
8. Allows manager or administrator to
override time entries.
9. Detailed explanation of network time
clock machines and network connection
requirements.
10. Ability to track 24 hour shifts without
error, auto correct or flag. (i.e.: 24 hour
shift with a late run and shift ends at 24
hours 30 minutes- 7:00AM to 7:30AM not
logged as 30 minute shift)
11. Ability to flag or disqualify employees
who have exceeded consecutive hour’s
guidelines.
Organization Information
Requirement Vendor Response
1. Ability to track and run standard EEO 4
report.
2. Ability for managers to update
organization information online, such as
reporting relationship or location, with
approval.
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3. Ability to support employees that hold
multiple positions with different
department and pay rates.
4. Ability to build organizational charts
New Hire
Requirement Vendor Response
1. Ability to forward information from
career center HRIS module (or third party
career center software) into main HRIS
system so data does not need to be
reentered.
2. Ability to create a new hire workflow that
enables human resources to notify, assign
tasks, or collect data from multiple
parties (internal and external) in the
event of a new hire.
3. Ability to enter new hire data before start
date or start of payroll period (effective
dating).
4. Allows new hires to enter information via
a web portal prior to start date.
5. Ability to track pre-employment process
activities such as drug testing, physicals
and background checks.
6. Are employee numbers auto generated?
7. Can employee numbers be overridden for
rehires?
8. Can customized forms/data fields be
created for new hire information? (i.e.:
both employee self-serve –
demographics, and manager – equipment
checklist)
9. Ability to identify/assign required
credentials and/or training as required by
position?
Employee Termination
Requirement Vendor Response
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1. Ability to track termination by reason,
type, date, rehire eligibility and COBRA
election.
2. Ability to archive terminated employee
information indefinitely.
3. Ability to enter and track performance-
related notes on an existing employee. If
so, is it customizable?
4. Ability to maintain information on
property issued to an employee such
laptops, keys, uniforms, etc. so that this
property can be collected. (see New Hire
number 8.)
5. Ability to track multiple hire and
termination data for a single employee.
6. Ability to create a termination workflow
that enables human resources to notify,
assign tasks, or collect data from multiple
parties in the event of a termination. For
example, to notify and record that
computer access has been disabled.
Time Off/Leaves of Absence
Requirements Vendor Response
1. System automatically updates PTO based
on pre-established criteria. Ability to
assign accrual criteria to individual or
groups of employees.
2. Ability for employees and managers to
directly view PTO amounts earned and
taken, and the dates on which the
accruals were used.
3. Ability for employees to request time off
through self-service. Managers can
approve or deny request through self-
service. (Is notification to manager
automatic? Does request automatically
post to schedule and timesheet?)
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4. Ability to set rules in system to flag
requests that don’t meet organizational
requirements. (i.e.: automatic rejection
for insufficient hours availability. Did not
meet notice requirements.)
5. Ability for employees and managers to
view future accrual balances based on a
point in time.
6. Ability to hold approved time off requests
until appropriate pay period. Approved
time off automatically pre-populated in
time and attendance.
7. System automatically flags time off
requests for both the manager and the
employee when the employee will not
have the required accrued amounts.
Ability to require additional approval
from human resources.
8. Ability to track leave type and dates as
part of each employee’s record.
9. Ability to produce reports on leaves by
organization, department or employee.
10. Ability to track FMLA, standard and
intermittent, by individual on a rolling
calendar year.
11. Ability to do multiple coding for leave
hours. For example, time off could be
coded both as PTO and FMLA.
12. Ability to request and approve leave of
absence (such as FMLA) electronically,
including necessary legal notices.
13. Ability to set leave accrual maximums and
to flag the employee when he or she is
approaching leave maximum.
14. Ability to map all of an individual
employee’s time off/leaves during a
specified period and in a calendar format.
Available through self-service?
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15. What is the notification process to
manager and Human Resources of time
off or leave of absence?
Benefits
Requirements Vendor Response
1. System updates payroll deductions on
benefit election effective date.
2. Ability to automatically determine
eligibility based on user-defined rules
such as employment status, pay plan or
job code.
3. Ability to automatically update premiums
for age/salary driven benefit calculations.
4. Allows employee self-service for:
o Viewing employee’s current plans
and covered dependents
o Viewing related information such
as summary plan documents
o Viewing plan comparisons
o Viewing educational tutorials
o Links to carrier website
o Displays only the benefit plans for
which the employee is eligible
5. Allows for on-line enrollment for new
hire, annual open enrollment and
qualifying events.
6. System saves partial benefit enrollments
until completed.
7. Ability to automatically notify HR for
approval when an election change has
been made.
8. Allows benefit costs to be set up for the
new benefit plan year while still
processing costs for the current year.
9. System automatically reminds employees
to enroll if they have not completed the
enrollment process by a specified date.
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10. Ability to establish benefit-related
workflows.
11. Ability to tag benefits as pending/
approved/not approved when medical
certification is required or qualifying
event must be approved. Allows for
attachment of supporting documentation.
12. System notifies administrator when new
hire enrollment is complete.
13. Ability to track who has completed or not
completed open enrollment. Can
reminders be automatically sent and also
pushed to employees?
14. Allows employees to add or delete
dependents.
15. System confirms enrollment or changes to
benefits.
16. Ability to generate a “total rewards”
statement.
17. Ability to archive previous enrollment
history.
18. Allows employee to calculate the monthly
deduction amount based on enrollment.
19. Ability to create reports showing
enrollment by benefit type for insurance
carriers or TPAs.
20. Ability to create benefit premium reports.
21. Ability for system to feed insurance
carriers deduction information
electronically (eliminate duplicate data
entry)
22. Can the system identify a mismatch
between eligibility or demographic
characteristics and benefit enrollment,
and alert end users or administrators?
23. Describe your 3rd party benefit
connections and how data flow is
managed.
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Compensation and Performance Management
Requirements Vendor Response
1. Ability to store compensation range
information as part of the employee
record.
2. Ability to store compensation ranges
(minimums, midpoints, maximums)
3. Ability to do mass updates of base pay by
employment status.
4. Ability to assign start and stop dates to
different types of premium pay.
5. Allows employees to access current
compensation and compensation
range/plan information via self-service.
6. Automatically generates approval process
for manager and HR when an employee
becomes eligible for a “step” increase.
How does this flow to payroll?
7. Allows managers to access compensation
data for employees and to run reports.
8. Allows managers to view general
compensation plan structure.
9. Allows HR, manager and employee to
track pay history.
10. Ability to track performance reviews,
both due date and date completed.
11. System automatically notifies a manager
when a performance review is due and
overdue.
12. Ability to complete annual goals and
results (performance reviews) online.
13. Ability to store performance review
documents as part of the employee
record.
14. Describe how your system can facilitate
year end increases (i.e.: effective date,
mass changes).
15. Ability to store disciplinary standing
(documents and dispositions)
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16. Ability to flag employees as in good
standing (no disciplinary issues, current
on required credentials and training),
probation status (first 90 days of
employment), promotional hold (less
than 1 year in current position, lacking
credentials for next position), etc…
Career Center/Applicant Tracking
Requirement Vendor Response
Ability to post positions on career websites.
Ability to customize on-line employment
application.
Ability to track applicants to open
requisitions.
Allows an applicant to be a candidate for
multiple requisitions.
Ability to search applicant database based on
key words or criteria.
Allows candidates to upload multiple
documents or scanned images during
application process, such as resume.
Allows an applicant to update a previously
submitted application to apply for future
openings.
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Ability to easily create customized questions
for individual requisitions in addition to the
standard application.
Ability to establish access for managers to
directly view, comment and respond to
applicants.
Ability to communicate with applicants via
email using established templates.
System automatically generates notice to
user when application is complete.
System automatically notifies hiring manager
when application is complete. (with ability to
turn function on/off)
Ability to track human resources or manager
notes/ disposition status in the system.
Ability to archive applicant information after
the requisition is filled or process is
complete.
How is the applicant life cycle flow facilitated
by the system?
Allow registered users to be notified when
jobs are posted?
Ability to post available positions with TWC.