RFI Hiring Management Software_QandA_3 July 2024.docx

RFI # 12098

Request for Information - Hiring Management Software Questions and Answers Sheet – Last updated 3 July 2024

Do you anticipate you will need any customization to an already available COTS Hiring Management Software? Does the solution you are looking for need to be COTS or can it be COTS with some declarative customization to fit your needs?

We anticipate that the solution we need will be COTS and will not require any specialized modification or customization.

For a COTS solution, is it desired to be authorized FedRAMP Low, Moderate or High?

After consulting all involved parties on our end, none of us are aware of what “FedRAMP” is.

How many concurrent job postings does the Directorate have on average at any given time (that include Warner-Robins, Hill, and Tinker)?

10 to 15 job postings are available each week. Most job announcements are only accept applications for one week. Also, many of our entry level new hires are hired via hiring events, career fairs, and by resume collections. They don’t typically apply to a job posting.

How many new-hire onboardings does the Directorate experience in a year on average?

We expect (our target) to hire and onboard around 850 this year.

How many onboarding documents are in a given onboarding package on average?

5 on average

How many HR users will be registered in the system?

15 – 20 HR users

How many non-HR users will be registered in the system? (e.g., department-level hiring managers, interviewers, etc.)?

Approx. 300 (this is roughly the total number of supervisors) How many background checks will you conduct in a year on average?

Same number of hires…. FY24 target of 850.

Does the Directorate want to auto-flow new-hire data to payroll and other downstream HR systems? If yes, what are the names of those systems?

This is not necessary but if so, Defense Civilian Pay System and Time & Attendance (TAA)

Recruiting:

1. What are the key stages in your recruitment process (e.g., sourcing, screening, interviews)?

0. Sourcing, screening, interviews, job offer and acceptance, track as they approach graduation, onboarding process

1. Do you need to track candidate information, resumes, and interview feedback?

1. Yes

1. How do you manage job postings and applicant communication?

2. Resource managers ensure all information and approvals have been met to post a job; recruiting team communicates through email/phone with candidate throughout entire process

1. How many recruiters do you have?

3. Approx. 10 personnel focus solely on recruiting

1. How many applicants do you anticipate monthly/yearly?

4. 3,000-3,500 per year

1. Do you manage your own portal for job postings and recruitment or do you want the solution to be your "Recruiting Front Door:?

5. Will likely need to manage our own and utilize the recruiting platform

1. How do you manage candidate outreach? Do you desire a "marketing capability" to align with the solution you are looking for?

6. We have a separate division that focuses on creative content and marketing Onboarding:

1. What steps are involved in your onboarding process (e.g., paperwork, training, orientation)?

0. Ensure all documents (resume, transcript, contact info, security questionnaire, etc) are current and up to date, background investigation, accepting the Letter of Intent to hire followed by Tentative Job Offer and Firm Job Offer, Newcomers Processing / Orientation, integration into team

1. Do you need to track new hire information (e.g., personal details, role, start date)?

1. Multiple spreadsheets

1. How do you handle compliance forms (e.g., I-9, W-4)?

2. Pay and leave team inputs them into pay systems

1. Will you provide self-service resources for new hires (e.g., FAQs, policies)?

3. Yes Integration with Other Systems:

1. Are there other tools or systems (e.g., HRIS, payroll) that need to integrate with Salesforce?

0. Possibly; uncertain at this time… further research required

1. How will data flow between systems during onboarding and beyond? Do we need this system to communicate to any other tracking software?

0. Yes but currently it is done in spreadsheets so we’d have to be able to import them

1. Do we want this new software to keep track of all personnel in SWEG, whether new or not?

1. This would be a nice feature but not necessarily a need/requirement Security and Access:

1. Who should have access to recruiting and onboarding data?

0. Recruiters and supervisors

1. What level of visibility do different roles need (e.g., recruiters, managers, HR)?

1. Currently, the recruiters and supervisors/managers will have the same or similar visibility, want the ability to change it.

Reporting and Analytics:

1. What metrics are important for tracking recruiting success (e.g., time-to-fill, source effectiveness)?

0. Time to fill, overall numbers, effectiveness

1. How will you measure onboarding efficiency and employee satisfaction?

1. Questionnaire, employee feedback

1. Be able to track different gated processes and timelines