14008_Appendix D_UPDATED.xlsx
XLSX spreadsheet 868 KB Posted
- Attached to
- Human Resource Management Software
- Solicitation number
- 14008-0-2025-BP
- Issued by
- Dane County, Wisconsin
About this file
This is a requirements document detailing functional specifications for a Human Resource Management Software system for the City of Madison, Wisconsin. The document outlines extensive system requirements across multiple HR modules including Accessibility & User Experience, Integrations & Compatibility, Security & Compliance, System Administration & Support, Document Management, Reporting & Analytics, Onboarding/Offboarding, Learning Management, Performance Management, Recruitment Management, Time Management, Succession Planning, Benefits Management, Employee Self-Service, and Payroll Processing. Each requirement is categorized as either Mandatory or Optional and assigned a priority level with specific fit indicators (High, Medium, Low, or N/A) to be completed by vendors.
The document provides detailed technical specifications for integration requirements with existing city systems including NeoGov, Tyler Technologies ERP (MUNIS), Azure Active Directory, UKG/Kronos time tracking systems, and MAIOR Workforce Management system. Key mandatory requirements focus on HIPAA compliance, WCAG 2.1 AA accessibility standards, cloud hosting, single sign-on capabilities, and comprehensive security controls. The specifications emphasize the need for mobile accessibility, document management capabilities, workflow automation, and robust reporting/analytics features across all modules. No specific pricing requirements, funding sources, or contract terms are included in this requirements document.
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Other files
| File | Type | Posted |
|---|---|---|
| Form A2-Cost Proposal Form.xlsx | XLSX spreadsheet | |
| 14008-0-2025-BP Human Resource Management Software.pdf | ||
| Appendix D.xlsx | XLSX spreadsheet | |
| 14008-FormA3- Cost Proposal Narrative - Cloud Hosted.SaaS Solution.docx | DOCX document | |
| 14008 Evaluation Panel Report.pdf | ||
| 14008 Addendum 1.pdf |
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Instructions
| City of Madison | |
| 14008-0-2025-BP | Appendix D |
| Human Resource Management Software | |
| Please complete the Proposal Requirements Tab | |
| For each row, select the Fit Level Indicator that best represents your response. | |
| This is the criteria to choose from. If your indicator is not high, please provide a response and cost. |
| Fit Level Indicator | Meaning |
| N/A | Capability not provided and the product cannot/ will not be configured to provide it. |
| Low | Capability not provided/ fully provided and will need significant customization (or linkage to a third-party product) to deliver it. |
| Medium | Base capability is in place, but some customization is required to support the specific data/rule/process or other Client needs. |
| High | Capability is available out-of-the-box and/or is designed to use (non-programmed) configuration to meet Client needs. |
Proposal Requirements
| ID | System Features and Functionality | Category | Mandatory/Optional | Priority Level | Vendor Fit Level Indicator | Explanation if Fit Level Indicator is not High (NOTE: include the cost to cure in your response) | |
| The following section includes system requirements in the City of Madison's priority categories. These requirements are "must-haves" for the prospective solution. | N/A | ||||||
| Accessibility & User Experience | Low | ||||||
| A1 | The system supports the upload of necessary documents and assets from a mobile device. | Accessibility & UX | Mandatory | High | Medium | ||
| A2 | The system can be accessed in a web browser. | Accessibility & UX | Mandatory | High | High | ||
| A3 | The system meets Web Content Accessibility Guidelines (WCAG) 2.1 AA (https://www.w3.org/TR/WCAG21/) compliance or higher for both web browsers and a mobile application (if applicable). | Accessibility & UX | Mandatory | High | |||
| A4 | The system has a mobile application that provides employee self-service for core HR functions. | Accessibility & UX | Optional | High | |||
| A5 | The system allows users to easily and securely submit updates to demographic data (e.g. gender and/or sex, disability, race, ethnicity, marital status, etc). | Accessibility & UX | Mandatory | High | |||
| A6 | The system allows users to customize how their name appears on their own dashboard (e.g. nickname, lived name vs. legal name, etc.), while maintaining legal names in Payroll systems. | Accessibility & UX | Mandatory | High | |||
| A7 | The system allows users to customize system dashboards across all adopted modules. | Accessibility & UX | Optional | High | |||
| A8 | The system supports the delivery of human-translated content. | Accessibility & UX | Optional | High | |||
| A9 | The system has multilingual functionality to provide priority forms in multiple languages. | Accessibility & UX | Optional | High | |||
| A10 | The system supports email communication. | Accessibility & UX | Mandatory | High | |||
| A11 | The system supports text messaging (SMS) communication. | Accessibility & UX | Optional | Medium | |||
| A12 | The system's embedded text editor uses a WYSIWYG user interface or similar. HTML coding is not required. | Accessibility & UX | Mandatory | High | |||
| Integrations & Compatability | |||||||
| IC-1 | The system provides the ability to connect to external job posting sites. | Integrations & Compatability | Optional | Medium | |||
| IC-2 | The system integrates with Outlook for scheduling and syncing events like interviews, courses, meetings, etc. | Integrations & Compatability | Optional | Medium | |||
| IC-3 | The system integrates with Teams and/or Zoom for conducting interviews. | Integrations & Compatability | Optional | Medium | |||
| IC-4 | The system interacts with NeoGov to provide system integration. | Integrations & Compatability | Mandatory | High | |||
| IC-5 | The system provides options for digital signatures and/or electronic acknowledgement. | Integrations & Compatability | Mandatory | High | |||
| IC-6 | The system integrates with Azure Active Directory (MS Entra). | Integrations & Compatability | Mandatory | High | |||
| IC-7 | The system does not require the activation of the payroll module for the implementation of the other desired modules. | Integrations & Compatability | Mandatory | High | |||
| IC-8 | The system interacts with Tyler Technologies ERP (MUNIS) through ETLs, data extracts via reports, and static import processes, as direct integration is not supported. | Integrations & Compatability | Optional | High | |||
| IC-9 | Data generated by or entered in the system is used seamlessly across all modules. | Integrations & Compatability | Optional | High | |||
| IC-10 | The system integrates with third-party learning content providers. | Integrations & Compatability | Optional | Medium | |||
| IC-11 | The system integrates with Aurora access badge system. | Integrations & Compatability | Optional | Medium | |||
| IC-12 | The system provides single sign-on capabilities. | Integrations & Compatability | Mandatory | High | |||
| IC-13 | The system accepts data from the time tracking (including time clock), attendance management and benefits administration system/modules. | Integrations & Compatability | Optional | Medium | |||
| IC-14 | The system integrates with Mediasite for audiovisual asset management. | Integrations & Compatability | Optional | Medium | |||
| IC-15 | The system integrates with third-party form editing providers, specifically Adobe Acrobat. | Integrations & Compatability | Optional | Medium | |||
| IC-16 | The system integrates with Cityworks for work request management. | Integrations & Compatability | Optional | Medium | |||
| IC-17 | The system interacts with UKG/Kronos time tracking systems through ETLs, data extracts via reports, and static import processes, as direct integration is not supported. | Integrations & Compatability | Optional | High | |||
| IC-18 | The system integrates with MAIOR Workforce Management system. | Integrations & Compatability | Optional | High | |||
| IC-19 | Mobile application must interface with City devices (Windows operating systems; Dell Tablets), Android and iOS. | Integrations & Compatability | Mandatory | High | |||
| IC-20 | The browser interface is supported by Chrome, Edge, and Firefox. | Integrations & Compatability | Mandatory | High | |||
| IC-21 | Must be able to interface with future applications acquired by the City of Madison, when needed. | Integrations & Compatability | Optional | Medium | |||
| Security & Compliance | |||||||
| SC-1 | The system provides standard and custom-definable security levels to allow or restrict access precluding inappropriate access or changes to critical data. | Security & Compliance | Mandatory | High | |||
| SC-2 | The system supports real-time data synchronization capabilities of the system, ensuring that document and personnel record updates are reflected across all platforms without discrepancies. | Security & Compliance | Mandatory | High | |||
| SC-3 | The software is HIPAA-compliant to 834 Standard. | Security & Compliance | Mandatory | High | |||
| SC-4 | The software is compliant with state and federal regulations as they relate to benefits. | Security & Compliance | Mandatory | High | |||
| SC-5 | The system allows system administrators to assist with user account management, such as unlocking accounts. | Security & Compliance | Optional | High | |||
| SC-6 | The system will alert the user prior to printing/export if fields containing Personally Identifiable Information (PII) are selected. | Security & Compliance | Optional | High | |||
| SC-7 | The system provides approval workflows for granting access to different security roles. | Security & Compliance | Mandatory | High | |||
| SC-8 | All data stored in the system is exclusively owned by the City of Madison. | Security & Compliance | Mandatory | High | |||
| System Administration & Support | |||||||
| SYS-1 | The system has an administrative panel for managing the application(s). | System Admin & Support | Mandatory | High | |||
| SYS-2 | The system has a testing environment for administrators. | System Admin & Support | Mandatory | High | |||
| SYS-3 | The system supports user simulation, allowing system administrators to test system features as an end-user. | System Admin & Support | Mandatory | High | |||
| SYS-4 | The system provider has a toll-free support line available. | System Admin & Support | Optional | High | |||
| SYS-5 | Support calls will get an initial response within four (4) hours. | System Admin & Support | Mandatory | Medium | |||
| SYS-6 | Support tickets can be tracked by system users. | System Admin & Support | Mandatory | High | |||
| SYS-7 | The system is cloud-hosted. | System Admin & Support | Mandatory | High | |||
| SYS-8 | The system supports user access management through active directory, as well as independent access for inactive employees still receiving City benefits. | System Admin & Support | Mandatory | High | |||
| SYS-9 | The system allows for custom configuration and user-defined fields where applicable. | System Admin & Support | Optional | Medium | |||
| SYS-10 | The system provider manages software releases and upgrades. | System Admin & Support | Mandatory | High | |||
| SYS-11 | The system provider communicates impactful software releases and upgrades with advance notice. | System Admin & Support | Mandatory | High | |||
| SYS-12 | The system provider allows and encourages system enhancement requests for future releases. | System Admin & Support | Optional | Medium | |||
| SYS-13 | The system allows users to export data and reports to commonly used desktop application software. | System Admin & Support | Mandatory | High | |||
| SYS-14 | The system allows users to print files to: local printer, network printers, and PDF. | System Admin & Support | Mandatory | High | |||
| SYS-15 | The system allows for easy, timely backup/restoration of data. | System Admin & Support | Mandatory | High | |||
| SYS-16 | The system provider has a standard procedure for database restart and recovery. | System Admin & Support | Mandatory | High | |||
| SYS-17 | System administrators will be trained by the system provider on all aspects of administration. | System Admin & Support | Mandatory | High | |||
| SYS-18 | The system provider will include documentation of system configuration at the time of product hand-off, prior to "go-live". | System Admin & Support | Mandatory | High | |||
| SYS-19 | All system training will be accompanied with appropriate written training materials. | System Admin & Support | Mandatory | High | |||
| SYS-20 | The standard uptime expectation for the system is at least 99%. | System Admin & Support | Mandatory | High | |||
| SYS-21 | The system provider will provide a Data Map for the initial system configuration during implementation. | System Admin & Support | Mandatory | High | |||
| Document Management | |||||||
| DM-1 | The system provides a variety of communication and document templates. | Document Management | Optional | High | |||
| DM-2 | The system provides a document library with version control. | Document Management | Optional | Medium | |||
| DM-3 | Documents within the system include a unique indentifier in the document's metadata. | Document Management | Optional | Medium | |||
| DM-4 | The system has the ability to create custom electronic forms. | Document Management | Mandatory | High | |||
| DM-5 | Documents and files associated with the employee are stored in the system's centralized employee record. | Document Management | Mandatory | High | |||
| DM-6 | The system has the ability to manage records retention policies and procedures, including setting retention schedules, dispositioning records, and authorizing the destruction of outdated records. | Document Management | Mandatory | High | |||
| DM-7 | The system allows form editing in common file types. Please provide which file types are supported. | Document Management | Optional | High | |||
| DM-8 | The system provides the ability to design approval processes. | Document Management | Mandatory | High | |||
| DM-9 | The system provides automated tracking and management of certifications and licenses, including CDL holders to replace manual tracking processes and ensure compliance. | Document Management | Optional | High | |||
| DM-10 | The system provides a comprehensive audit trail, including audit reports, user date/time stamps, before/after records, and alerts/notifications. | Document Management | Mandatory | High | |||
| DM-11 | The system allows access based on security roles. | Document Management | Mandatory | High | |||
| DM-12 | The system has the capability to manage and secure sensitive documents. | Document Management | Mandatory | High | |||
| DM-13 | The system provides capabilities for managing documents and employee records based on required legal holds. | Document Management | Mandatory | High | |||
| DM-14 | Documents the system generates are accessible and conform to PDF/UA. | Document Management | Mandatory | High | |||
| DM-15 | The system automatically alerts users when a file or attachment size is too large to be processed. | Document Management | Optional | High | |||
| DM-16 | The system allows custom selection of fields to print or export. | Document Management | Optional | Medium | |||
| Reporting & Analytics | |||||||
| RA-1 | System includes built-in formulas for calculating hiring KPIs. These KPIs must include cost per hire, new hire turnover rate, time to fill, time to start, and internal vs. external hire ratio. Similar KPIs may also be included at the vendor's discretion. | Reporting & Analytics | Optional | Medium | |||
| RA-2 | A system administrator with specialized technical knowledge may access the built-in formulas and adjust them. | Reporting & Analytics | Mandatory | High | |||
| RA-3 | The system provides dashboards and reports for candidate pipeline, stage progress, source of candidates, and open positions. Similar reports may also be included at the vendor's discretion. | Reporting & Analytics | Mandatory | High | |||
| RA-4 | The system supports post-application surveys, with the ability to review and dissimenate results. | Reporting & Analytics | Optional | Low | |||
| RA-5 | The system provides out of the box reports and notifications for benefits selection. | Reporting & Analytics | Optional | High | |||
| RA-6 | The system allows for entering and tracking assets provided to employees (laptops, badges, keys, other devices) that can be assigned to the employee file for collection during offboarding. | Reporting & Analytics | Optional | Medium | |||
| RA-7 | The system is able to provide exception reporting for time and attendance tracking: time off requests, PTO balances, correct carryover amounts, OHSA reporting, ACA reporting, audit trail reports for leave. | Reporting & Analytics | Optional | Low | |||
| RA-8 | The system maintains a detailed audit trail and control data to ensure all leave hours are correct. | Reporting & Analytics | Optional | Low | |||
| RA-9 | The system provides reports for employee eligibility and usage for all vacation, sick, unpaid leaves or other absence for exempt and non-exempt employees. | Reporting & Analytics | Optional | Low | |||
| RA-10 | They system provides reports and dashboards for hours worked by day and by pay period. | Reporting & Analytics | Optional | Low | |||
| RA-11 | The system provides the option to run reports on unpaid leave requests. | Reporting & Analytics | Optional | Low | |||
| RA-12 | The system supports reports and dashboards to show employees on leave at any given time in each of the dempartments within the organization. | Reporting & Analytics | Optional | Low | |||
| RA-13 | The system provides alerts and notifications for course completion tracking. | Reporting & Analytics | Mandatory | High | |||
| RA-14 | The system provides comprehensive insights into training effectiveness and employee development through reports and dashboards. | Reporting & Analytics | Mandatory | High | |||
| RA-15 | The system provides reminder alerts with due dates of state-mandated and compliance training. | Reporting & Analytics | Mandatory | High | |||
| RA-16 | The system can create reports and dashboards to illustrate training completion rate by department/agency | Reporting & Analytics | Optional | Medium | |||
| RA-17 | The system allows certifications and licenses to be uploaded to the system. | Reporting & Analytics | Mandatory | High | |||
| RA-18 | The system provides out-of-the-box status dashboards for managers and administrators for performance management organization-wide | Reporting & Analytics | Optional | Medium | |||
| RA-19 | The system provides dashboard and reporting capabilities to allow HR to track the completion of performance reviews and sign offs. | Reporting & Analytics | Mandatory | High | |||
| RA-20 | The system supports reporting or query capabilities for talent management - methods of understanding which staff members in the organization are highly competent in facilitation skills, communication & community outreach skills, software skills, and other desirable skills. | Reporting & Analytics | Mandatory | High | |||
| RA-21 | The system provides dashboards for visualizing succession pipelines, potential candidates, and readiness levels, while providing analytics on talent gaps and risks. | Reporting & Analytics | Mandatory | High | |||
| RA-22 | The system provides analytics and metrics related to succession planning (e.g. Internal Promotion Rate, Bench Strength, Leadership Turnover Rate, Development Plan Completion Rate) | Reporting & Analytics | Mandatory | High | |||
| RA-23 | The system provides summary dashboards for employees including detailed information like employee positions and historical data. | Reporting & Analytics | Mandatory | High | |||
| RA-24 | The system has the ability to copy, edit, publish, and distribute custom reports. | Reporting & Analytics | Mandatory | High | |||
| RA-25 | The system has the ability to track new employees' eligibility for benefits enrollment. | Reporting & Analytics | Mandatory | High | |||
| RA-26 | The system has the ability to send reminders to the employees and HR/Benefits admin | Reporting & Analytics | Mandatory | High | |||
| RA-27 | The system provides reporting of leaves/changes affecting benefits administration or eligibility. | Reporting & Analytics | Optional | Medium | |||
| RA-29 | The system provides out-of-the box payroll reports and dashboards | Reporting & Analytics | Optional | Medium | |||
| RA-30 | The system provides employee earnings report, departmental/agency payroll report, payroll cost report with date ranges for the current period, year-to-date and user defined date ranges. | Reporting & Analytics | Optional | Medium | |||
| RA-31 | The system provides the ability to conduct payroll audit | Reporting & Analytics | Optional | Medium | |||
| RA-32 | The system provides the ability to assign a name and description to reports to help facilitate location and ease of use | Reporting & Analytics | Mandatory | High | |||
| RA-33 | The system supports the ability to run ad-hoc queries to filter and extract specific data based on chosen parameters. | Reporting & Analytics | Mandatory | High | |||
| RA-34 | System has the ability to create ad-hoc reports and visualizations, in a user-friendly manner that does not require knowledge of programming languages. | Reporting & Analytics | Mandatory | High | |||
| RA-35 | Documentation regarding metadata, data structures, and data dictionaries are available as references for users | Reporting & Analytics | Mandatory | High | |||
| RA-36 | All data in the system can be accessed, based on a user's security settings, for constructing reports and visualizations. | Reporting & Analytics | Mandatory | High | |||
| RA-37 | System has the ability to perform automated exports of all data stored within the system via an API, without limit. | Reporting & Analytics | Mandatory | High | |||
| RA-38 | System has the ability to perform automated imports of data via an API, without limit. | Reporting & Analytics | Mandatory | High | |||
| RA-39 | Reports can be scheduled to run automatically based on a user defined cadence | Reporting & Analytics | Mandatory | High | |||
| RA-40 | Data exports can be scheduled to run automatically based on a user defined cadence | Reporting & Analytics | Mandatory | High | |||
| RA-41 | The system allows exporting reports to Excel, PDF, CSV, and other formats. | Reporting & Analytics | Mandatory | High | |||
| RA-42 | The system has the ability to create the following types of visualizations: | ||||||
| RA-42A | Line Charts, Bar Charts, Pie Charts, Heatmaps, Histograms | Reporting & Analytics | Optional | High | |||
| RA-42B | Doughnut Charts, Gauges, Area Charts, Funnel Charts, Radar Charts | Reporting & Analytics | Optional | Medium | |||
| RA-42C | Scatterplots, Bubble Charts, Box & Whisker Plots, Barbell Charts | Reporting & Analytics | Optional | Medium | |||
| RA-42D | Tree Diagrams, Waterfall Charts, Gantt Charts | Reporting & Analytics | Optional | Low | |||
| Onboarding, Cross boarding, Offboarding | |||||||
| OB-1 | The system supports the ability to create key tasks and assign responsibility by role. | Onboarding/Offboarding | Mandatory | High | |||
| OB-2 | The system provides the ability to create training tasks required for onboarding based on job level (including links to training materials and ability to record attendance/training completion when training is taking place outside the LMS module) | Onboarding/Offboarding | Mandatory | High | |||
| OB-3 | The system can deliver necessary forms and documents to be completed or acknowledged by new hire prior to start date. | Onboarding/Offboarding | Mandatory | High | |||
| OB-4 | The system provides alerts and notifications to a specified group (HR, IT, Office Manager, Executive Assistants, Finance, etc.) after a candidate accepts the offer. | Onboarding/Offboarding | Mandatory | High | |||
| OB-5 | The system can generate an organizational chart that includes employees' name, title, and picture. | Onboarding/Offboarding | Optional | High | |||
| OB-6 | The system supports custom alerts/notifications/task to administrative personnel (with delegation of tasks) and for new hires. | Onboarding/Offboarding | Optional | Low | |||
| OB-7 | The system supports the creation of interactive new hire checklist of activities required for successful onboarding, cross boarding, and offboarding. | Onboarding/Offboarding | Mandatory | High | |||
| OB-8 | The system provides an embedded acknowledgement feature for the completion of new hire tasks before the first date of work. | Onboarding/Offboarding | Optional | High | |||
| OB-9 | The system provides automated notifications/reminders to the new hire for the acknowledgement/completion of the new hire checklist of activities. | Onboarding/Offboarding | Mandatory | High | |||
| OB-10 | The system provides the ability to set new hire background checks alerts for groups of employees or individual employees. | Onboarding/Offboarding | Optional | High | |||
| OB-11 | The system provides the ability to securely store and manage background check results within the employee file. | Onboarding/Offboarding | Optional | High | |||
| OB-12 | The system can transfer applicant information from an integrated and/or embedded recruitment module. | Onboarding/Offboarding | Mandatory | High | |||
| OB-13 | The system allows users to attach documents to the employee record, based on security role. | Onboarding/Offboarding | Mandatory | High | |||
| OB-14 | The system is able to support position hierarchy (levels) and can automatically reassign direct reports when a manager leaves. | Onboarding/Offboarding | Optional | High | |||
| OB-15 | The system supports workflow capabilities for termination and separation to help facilitate removal of employee access to the systems. | Onboarding/Offboarding | Mandatory | High | |||
| OB-16 | The system supports the ability to record a separation reason with a date of separation. | Onboarding/Offboarding | Optional | High | |||
| OB-17 | The system supports future separation dates. | Onboarding/Offboarding | Optional | High | |||
| OB-18 | The system supports exit interview form generation. | Onboarding/Offboarding | Optional | Medium | |||
| OB-19 | Manager, Labor Relations, and HR have ability to view an individual employee's entire position history with beginning and end dates for each position held. | Onboarding/Offboarding | Optional | Medium | |||
| OB-20 | System should have the ability to display a list of all employees who have filled a given position control number. | Onboarding/Offboarding | Optional | Medium | |||
| OB-21 | The system allows managers to request promotion/transfer for their employees. The request should trigger a workflow/approval process in the system that can be customized based on the organization's policy. | Onboarding/Offboarding | Optional | Medium | |||
| Learning Management (LMS) | |||||||
| LMS-1 | The system provides the ability to create training tasks required for onboarding. | Learning (LMS) | Mandatory | High | |||
| LMS-2 | The system provides the ability to upload completion certificates if training is taking place outside the LMS module. | Learning (LMS) | Mandatory | High | |||
| LMS-3 | The system provides a scheduling feauture for courses. | Learning (LMS) | Mandatory | High | |||
| LMS-4 | The system provides a surveying feauture for courses. | Learning (LMS) | Mandatory | High | |||
| LMS-5 | The system supports compliance training (Safety, OSHA, CPR, etc.) and role-based training, including automated assignment of training tasks to enhance the onboarding process and ensure all employees meet necessary requirements. | Learning (LMS) | Mandatory | High | |||
| LMS-6 | The system supports assigning and tracking training based on role/department/agency. | Learning (LMS) | Mandatory | High | |||
| LMS-7 | The system supports training matrix for specified positions and sends reminders to managers/supervisors of upcoming dates/deadlines. | Learning (LMS) | Optional | High | |||
| LMS-8 | The system provides an approval process for certain training programs that incur costs or require significant time commitment. | Learning (LMS) | Mandatory | High | |||
| LMS-9 | The system allows in-person training participants to enter their training completion information and sends a notification for approval/confirmation to the instructor. | Learning (LMS) | Optional | High | |||
| LMS-10 | The system provides a library of trainings, developed curriculum and competencies. | Learning (LMS) | Mandatory | High | |||
| LMS-11 | The system provides the capability to create custom training courses with voice recording, slides, branding options, learning exercises, and knowledge-check quizzes. | Learning (LMS) | Mandatory | High | |||
| LMS-12 | The system supports curriculum creation based on position or job class, KSA, and/or competency. | Learning (LMS) | Optional | High | |||
| LMS-13 | The system provides a platform for on-demand training (PDFs, presentations, videos, etc.) | Learning (LMS) | Mandatory | High | |||
| LMS-14 | The system provides support for synchronous and asynchronous learning formats, ensuring flexibility in training delivery to accommodate different learning preferences. | Learning (LMS) | Mandatory | High | |||
| LMS-15 | The system includes an internal knowledge base. | Learning (LMS) | Optional | High | |||
| LMS-16 | The system's knowledge base supports access control through permissioning. | Learning (LMS) | Mandatory | High | |||
| LMS-17 | The system provides a series of courses for first-time managers. | Learning (LMS) | Optional | Medium | |||
| LMS-18 | The system provides access to OSHA-compliant training. | Learning (LMS) | Optional | Medium | |||
| LMS-19 | The system supports SCORM-compliant content and engaged learning experiences. | Learning (LMS) | Mandatory | High | |||
| LMS-20 | The system provides options for buying or building courses and managing third-party facilitators. | Learning (LMS) | Optional | High | |||
| LMS-21 | The system supports learning paths and goals across different phases of the employee life cycle, including talent pipeline management and mentorship programs to seamlessly connect with Performance Management and Succession Planning Modules. | Learning (LMS) | Mandatory | High | |||
| LMS-22 | The system automatically records training completion, certifications and licenses in employee profile. | Learning (LMS) | Optional | High | |||
| LMS-23 | The learning management and performance management modules are embedded allowing users to tie training to goals for performance management. | Learning (LMS) | Mandatory | High | |||
| LMS-24 | Training content can be accessed through computer, tablet, and smartphone. | Learning (LMS) | Mandatory | High | |||
| LMS-25 | All learning content meets Web Content Accessibility Guidelines (WCAG) 2.1 AA (https://www.w3.org/TR/WCAG21/) compliance or higher. | Learning (LMS) | Mandatory | High | |||
| LMS-26 | Audio from live training content can be accessed via telephone. | Learning (LMS) | Mandatory | Medium | |||
| LMS-27 | System allows for evaluation of "off the shelf" content from the training library. | Learning (LMS) | Optional | High | |||
| LMS-28 | System can accommodate reflective training activities such as journal entries, and work summaries. | Learning (LMS) | Optional | High | |||
| LMS-29 | System can upload "scantron" forms for scoring | Learning (LMS) | Optional | Medium | |||
| LMS-30 | System allows learners to evaluate instructors/trainers | Learning (LMS) | Mandatory | High | |||
| LMS-31 | System has the ability to display "course pages" with course descriptions, event times, and additional information. | Learning (LMS) | Mandatory | High | |||
| LMS-32 | Course information can be copied for scheduling recurring training sessions | Learning (LMS) | Mandatory | High | |||
| LMS-33 | Multiple instructors can be assigned to courses | Learning (LMS) | Mandatory | High | |||
| LMS-34 | The system includes a searchable course calendar | Learning (LMS) | Mandatory | High | |||
| LMS-35 | The course calendar can be filtered using common categories such as topic, title, instructor, etc. | Learning (LMS) | Optional | High | |||
| LMS-36 | The course calendar can send meeting notices to Outlook and Google Calendar | Learning (LMS) | Optional | High | |||
| LMS-37 | The system has the ability to push communications to social media | Learning (LMS) | Optional | Low | |||
| LMS-38 | The system has the ability to support subscription-based content (daily/weekly digests, RSS feeds, etc.) | Learning (LMS) | Optional | Medium | |||
| LMS-39 | Learning Management module has the ability to host live training sessions | Learning (LMS) | Mandatory | High | |||
| LMS-40 | Training can include disscussion boards or forums for individual courses | Learning (LMS) | Optional | Medium | |||
| LMS-41 | Learning Management module has resources for gamification of learning | Learning (LMS) | Optional | Low | |||
| LMS-42 | Learning Management module has the ability to house course planning space or a resource hub for instructor materials such as how-tos, articles, tip sheets, mailing lists, etc. | Learning (LMS) | Mandatory | High | |||
| LMS-43 | The Learning Management module has the ability to track content development costs | Learning (LMS) | Optional | Medium | |||
| LMS-44 | The Learning Management module has the ability to track content development hours | Learning (LMS) | Optional | Medium | |||
| LMS-45 | The system allows the ability to use open-source or external content creation/authoring tools | Learning (LMS) | Optional | High | |||
| LMS-46 | The system can track skills/competencies gained within training courses | Learning (LMS) | Mandatory | High | |||
| LMS-47 | The system allows employees to establish an individual development plan | Learning (LMS) | Optional | High | |||
| LMS-48 | Employees can access content from previously completed courses | Learning (LMS) | Optional | High | |||
| LMS-49 | Following course completion, system can recommend additional courses for employees | Learning (LMS) | Optional | Low | |||
| LMS-50 | System includes an electronic suggestion box for ideas on training, upgrades, and features to be added | Learning (LMS) | Optional | Medium | |||
| LMS-51 | The system supports options for recording live trainings. | Learning (LMS) | Optional | Medium | |||
| LMS-52 | The system provides options for captioning recorded trainings. | Learning (LMS) | Mandatory | High | |||
| LMS-53 | The system supports transcripts for prerecorded learning content. | Learning (LMS) | Optional | High | |||
| LMS-54 | Ability to assign non-staff members a Training/Content Manager role enabling 3rd party instructors to create/manage content, communicate with learners, and record class attendance. | Learning (LMS) | Optional | Medium | |||
| LMS-55 | The system can send automatic communications to individuals/groups when an employee has completed a training goal or certification. | Learning (LMS) | Optional | High | |||
| LMS-56 | The system has the ability to include certification "badges" when individuals are viewing an employee record. | Learning (LMS) | Optional | Low | |||
| Performance Management | |||||||
| PM-1 | The system provides a standardized performance review process across all departments (with workflows, approvals, and sign-offs), including consistent methods for setting and evaluating goals. | Performance | Mandatory | High | |||
| PM-2 | The system supports managing feedback from multiple sources, including peer reviews. | Performance | Mandatory | High | |||
| PM-3 | The system provides employees the ability to enter comments on the performance review, the managers to make comments and for both parties to sign-off. | Performance | Mandatory | High | |||
| PM-4 | The system is able to generate and customize mass or individual notifications related to performance management. | Performance | Mandatory | High | |||
| PM-5 | The system allows for customized performance criteria by position. | Performance | Optional | Medium | |||
| PM-6 | The system provides interactive feedback and evaluation mechanisms, allowing for timely and structured feedback that is easily trackable and actionable. | Performance | Mandatory | High | |||
| PM-7 | The system can scan feedback/performance review forms that are completed on paper, perform character recognition, and add the comments to digital forms attached to the employee record. | Performance | Optional | Low | |||
| PM-8 | The system handles performance evaluations for employees transferring between departments, including maintaining continuity and access to historical performance records. | Performance | Mandatory | High | |||
| PM-9 | The system provides employee self assessment capabilities to evaluate their own performance on certain parameters | Performance | Mandatory | High | |||
| PM-10 | The system provides the ability to create a goal library and list of common goals by position. | Performance | Optional | High | |||
| PM-11 | The system supports goal-setting features, including the ability to set, track, and manage SMART goals across various roles and departments. | Performance | Mandatory | High | |||
| PM-12 | The system allows employees to be able to enter goals for manager review. | Performance | Mandatory | High | |||
| PM-13 | The system allows managers to enter and cascade goals to employees. | Performance | Mandatory | High | |||
| PM-14 | The system allows managers to check and approve goal revisions and include audit trail | Performance | Mandatory | High | |||
| PM-15 | The system has options for continuous feedback and coaching. | Performance | Optional | Low | |||
| PM-16 | The system provides the ability to upload and attach documents for performance concerns. | Performance | Mandatory | High | |||
| PM-17 | The system provides the ability to create PIPs. | Performance | Mandatory | High | |||
| PM-18 | The system has the ability to track progress and keep records of manager's interactions with the employee. | Performance | Optional | Medium | |||
| PM-19 | The system provides space in the performance management module for performance-related notices that are handled outside of the performance review cycle | Performance | Optional | Medium | |||
| PM-20 | The system provides the ability to access, review, and update current and new job descriptions for employees. | Performance | Mandatory | High | |||
| PM-21 | The system allows for two levels of review for managers and above. | Performance | Optional | High | |||
| PM-22 | The system creates tasks for managers to assign and track progress of employee training related to their performance review. | Performance | Optional | Medium | |||
| PM-23 | The system can perform skills-based testing. | Performance | Optional | High | |||
| The following section includes system requirements that are considered optional to the City of Madison. These requirements are "nice-to-haves" for the future, but are dependent on cost and resources. | N/A | ||||||
| Recruitment Management | |||||||
| RM-1 | The system supports electronic submissions for position requisition and approval process. | Recruitment | Mandatory | High | |||
| RM-2 | The system provides a comment section for the requisition process to be sent back for revision if not approved. | Recruitment | Mandatory | High | |||
| RM-3 | The system can notify all users involved at each step in the requistion approval process. | Recruitment | Mandatory | High | |||
| RM-4 | The system supports a matrix style workflow process for job requisitions and job descriptions. | Recruitment | Mandatory | High | |||
| RM-5 | The system allows setup of automatic delegations in case of approver's absence. | Recruitment | Mandatory | High | |||
| RM-6 | The system comes with best practice workflows for the new hire process. | Recruitment | Mandatory | High | |||
| RM-7 | The system allows privileged users to customize workflows. | Recruitment | Mandatory | High | |||
| RM-8 | The system has the ability to copy, edit, and save job posting as templates. | Recruitment | Mandatory | High | |||
| RM-9 | The system has the ability to copy, edit, and save requisitions as templates. | Recruitment | Mandatory | High | |||
| RM-10 | The system has the ability to copy, edit, and save workflows as templates. | Recruitment | Mandatory | High | |||
| RM-11 | Workflow processes have the ability to set reminders, delegate tasks, and note comments. | Recruitment | Mandatory | High | |||
| RM-12 | The system provides a place to display open positions on the City website. | Recruitment | Mandatory | High | |||
| RM-13 | The system supports a document library for job descriptions | Recruitment | Mandatory | High | |||
| RM-14 | The system supports a repository for questions to be included in the application process | Recruitment | Mandatory | High | |||
| RM-15 | The system provides multiple methods for sorting and organizing applications. | Recruitment | Mandatory | High | |||
| RM-16 | The system has the ability to test applicants knowledge and skills during the recruitment process. | Recruitment | Optional | High | |||
| RM-17 | The system is able to generate applicant employment offer letters and rejection letters. | Recruitment | Mandatory | High | |||
| RM-18 | The system allows hiring managers and HR staff to track the application process. | Recruitment | Mandatory | High | |||
| RM-19 | The system allows candidates to track the application process. | Recruitment | Optional | High | |||
| RM-20 | The system supports the ability to create unique workflows with approval processes based upon the department's specific needs. | Recruitment | Mandatory | High | |||
| RM-21 | The system provides a means of tracking communication with applicants directly within the system itself. | Recruitment | Optional | High | |||
| RM-22 | The system allows the upload candidate reference information and provides space to add comments from recruiters or hiring managers | Recruitment | Mandatory | High | |||
| RM-23 | The system supports automatic addition to the qualified candidate pool for a specific period of time. | Recruitment | Optional | Medium | |||
| RM-24 | The system automatically saves job application documentation to the employee personnel file upon hire. | Recruitment | Optional | High | |||
| RM-25 | The system manages job descriptions accessible to recruiters, HR, and hiring managers with version control. | Recruitment | Optional | Medium | |||
| RM-26 | Skills and competencies can be assigned to job classes | Recruitment | Optional | High | |||
| RM-27 | The system will allow applicants to update their submission prior to the closing date without having to begin a new application. | Recruitment | Optional | Medium | |||
| RM-28 | The System offers an applicant exclusion list for applicants barred from applying for specific job classifications for a given length of time. (ex. drivers with positive drug/alcohol tests) | Recruitment | Optional | Medium | |||
| RM-29 | Ability to archive or remove unnecessary information from all templates without deleting past data. | Recruitment | Optional | Medium | |||
| RM-30 | Ability to fully customize applicant forms and dashboards. | Recruitment | Mandatory | High | |||
| RM-31 | Ability to create customized categories for questions to be included in an applicant questionnaire. | Recruitment | Optional | Medium | |||
| RM-32 | Abilty to include a map or graphic elements in interview communications | Recruitment | Optional | Medium | |||
| RM-33 | Application system sends new users a copy of their user agreement. | Recruitment | Optional | Low | |||
| RM-34 | System has the abilty to send Hiring Managers an after action survey based on the recruiting process. | Recruitment | Optional | High | |||
| RM-35 | The system can print or export a list of all available supplemental questions in the system. | Recruitment | Optional | Medium | |||
| RM-36 | System includes the ability to rate the effacacy of a given supplemental question. | Recruitment | Optional | Medium | |||
| RM-37 | System has the ability to categorize supplemental questions based on job class. | Recruitment | Optional | Medium | |||
| RM-38 | The system specifies which file types are accepted for applicant submissions. Please include which file types are supported. | Recruitment | Optional | Medium | |||
| RM-39 | The system specifies the file size upload limit for applicant submissions. Please include what this limit is. | Recruitment | Mandatory | High | |||
| RM-40 | Recruiting system is fully integrated with position control | Recruitment | Optional | High | |||
| RM-42 | Should have the ability to store and retrieve postion descriptions for all position control numbers and job classifications. | Recruitment | Optional | High | |||
| RM-43 | Recruiters have the ability to preview an entire job application template prior to posting. | Recruitment | Optional | Medium | |||
| RM-44 | System can utilize "one click" applications from Indeed or other job boards. | Recruitment | Optional | Medium | |||
| RM-45 | System has the ability to send outreach communications to prior candidates based on skills and competencies needed in pending job postings. | Recruitment | Optional | High | |||
| RM-46 | System can accommodate a streamlined application process for internal candidates. | Recruitment | Optional | Low | |||
| RM-47 | System can search existing staff for skills and competencies needed for a pending job posting. | Recruitment | Optional | High | |||
| Time Management | |||||||
| TM-1 | The system provides for both time and attendance tracking for scheduled hours worked and leave taken. | Time Management | Optional | High | |||
| TM-2 | The system is able to calculate attendance in fractional measurements | Time Management | Optional | High | |||
| TM-3 | The system calculates attendance based on multiple pay classifications/codes (salary, hourly, exempt, non-exempt). | Time Management | Optional | High | |||
| TM-4 | The system allows departments to track employee time against specific projects. | Time Management | Optional | High | |||
| TM-5 | The system provides scheduling capabilities in order to track employees' project activity across different departments or agencies within the City and assigns the correct pay code. | Time Management | Optional | High | |||
| TM-6 | The system provides scheduling capabilities in order to track employees' time spent on training, or other paid off-site activity. | Time Management | Optional | High | |||
| TM-7 | The system is able to track time for jury duty, bereavement, holidays, and other types of leave per the City's policy. The system provides the ability to set up alerts for time off requests. | Time Management | Optional | High | |||
| TM-8 | The system modifies leave accruals, limits, balances for employees who change work schedules | Time Management | Optional | Medium | |||
| TM-9 | The system allows employees to view leave earned and used within the employee self-service module. | Time Management | Optional | High | |||
| TM-10 | The system can automatically turn off time off accruals when employee is on unpaid leave. | Time Management | Optional | High | |||
| TM-11 | The system calculates leave accruals, carryovers, and eligibility based on hire date and job/class codes. | Time Management | Optional | High | |||
| TM-12 | The system allows custom setup for separation of premium from base pay rate (auxiliary assignments, weekend, night shift) and reflect that in time tracking. Shift differential. | Time Management | Optional | High | |||
| TM-13 | The system can calculate pay based on specific departmental requirements. | Time Management | Optional | High | |||
| TM-14 | The system can differentiate times worked on Saturday up to midnight vs hours worked on Sunday starting at midnight. | Time Management | Optional | High | |||
| TM-15 | The system supports custom rules for overtime. | Time Management | Optional | High | |||
| TM-16 | The system can capture time tracking for employees who work in different locations and are paid by different pay codes (e.g. firefighters using hazard pay for part of their shift) | Time Management | Optional | High | |||
| TM-17 | The system allows employees to enter time worked on a daily or weekly basis. | Time Management | Optional | High | |||
| TM-18 | The system requires all hourly employees to verify their time sheets before they are routed to managers for approval | Time Management | Optional | Medium | |||
| TM-19 | The system allows designees (managers and/or Payroll Clerks) to enter time for/on behalf of their employees. | Time Management | Optional | High | |||
| TM-20 | The system is able to set attendance rules by employee type, group or job code. | Time Management | Optional | High | |||
| TM-21 | The system collects attendance data on a pay period basis supports the correction of current and prior pay period information. | Time Management | Optional | Medium | |||
| TM-22 | The system tracks employee PTO time eligibility and usage. The system tracks other employee absence eligibility and usage. | Time Management | Optional | Medium | |||
| TM-23 | The system can flag and prevent employees from requesting more PTO than they have accrued. | Time Management | Optional | High | |||
| TM-24 | The system allows specified, authorized users to override time entry for "overdrafted" PTO. | Time Management | Optional | High | |||
| TM-25 | The system allows employees to attach documents when requesting time off (e.g. jury duty notice, doctor's note, etc.) | Time Management | Optional | Medium | |||
| TM-26 | The systems sends out alerts if an employee forgets to clock out after shift. | Time Management | Optional | Low | |||
| TM-27 | The system sends out alerts to employees when they are reaching accrual cap and are nearing forfeiture. The system also alerts their manger to have a conversation with the individual. | Time Management | Optional | Medium | |||
| TM-28 | The system provides the ability for supervisors or managers/HR to review and approve vacation, sick time or other leave time. | Time Management | Optional | High | |||
| TM-29 | The system provides an electronic approval form for leave taken (workflow). | Time Management | Optional | High | |||
| TM-30 | In the event of a manager's absence approvals are automatically routed to a delegate | Time Management | Optional | High | |||
| TM-31 | The system requires a manager's approval in cases where an employee requests time card edits. The system provides the ability to generate reports on such changes for each pay period. | Time Management | Optional | High | |||
| TM-32 | The system requires managers to approve time sheets on a biweekly basis. | Time Management | Optional | Medium | |||
| TM-33 | The system complies with other statutory and regulatory requirements when processing transactions for time worked and for all fiscal, and calendar year-end processing in accordance with legal requirements. | Time Management | Optional | Medium | |||
| TM-34 | The system can automatically calculate OT/holiday pay based on policy and state regulations. | Time Management | Optional | High | |||
| TM-35 | System can function as a time clock with punches in/out through use of employee ids. | Time Management | Optional | High | |||
| TM-36 | System allows for configuration of pay types so selected types can only be added to a timecard by a supervisor or payroll clerk | Time Management | Optional | High | |||
| TM-37 | Ability to limit which account strings are able to be used by employees to prevent posting to incorrect accounts | Time Management | Optional | High | |||
| Succession Planning | |||||||
| SP-1 | The system allows for creation of custom job levels to track performance and support succession planning | Succession Planning | Optional | Medium | |||
| SP-2 | The system provides the ability to manage succession plans for employees. | Succession Planning | Optional | High | |||
| SP-3 | The system provides the ability to map career paths connecting job descriptions to capabilities (KSAs/skills) and plans | Succession Planning | Mandatory | High | |||
| SP-4 | The system provides tools for creating and managing career development paths. | Succession Planning | Mandatory | Medium | |||
| SP-5 | The system provides tools for tracking career development within the system, including mechanisms for documenting skills (with particular focus on skills), training needs, and employee interests. | Succession Planning | Mandatory | High | |||
| SP-6 | The system has the ability to track competencies/skills throughout the organization. | Succession Planning | Mandatory | High | |||
| SP-7 | The system can generate succession planning reports, identifying employees with selected skills. | Succession Planning | Mandatory | High | |||
| SP-8 | The system provides the ability to connect/integrate to an LMS for trainings/classes that will provide scaffolding for career development paths. | Succession Planning | Optional | Medium | |||
| SP-9 | The system provides the ability to connect to the LMS to obtain information when an employee has successfully completed a training that is part of the employee's career planning. | Succession Planning | Optional | Medium | |||
| Benefits Management | |||||||
| BM-1 | The system provides the option to enroll in benefits (open enrollment and for new hires within allotted time). | Benefits | Optional | High | |||
| BM-2 | The system provides the option to change elections based on qualifying life events. | Benefits | Optional | High | |||
| BM-3 | The system has the ability to request/initiate benefit changes in case of position change (e.g. FT to PT or PT to FT). | Benefits | Optional | High | |||
| BM-4 | The system supports COBRA automation (where applicable) when employees go on leave of more than 30+ days or when termination occurs. | Benefits | Optional | Low | |||
| BM-5 | The system supports alerts and notifications related to election changes for benefits. | Benefits | Optional | Medium | |||
| BM-6 | The system allows custom approval workflows with notifications, status visibility, and document attachments. | Benefits | Mandatory | High | |||
| BM-8 | The system supports integration with benefits carriers for weekly feeds and to help facilitate automation and capture change. | Benefits | Optional | Medium | |||
| BM-9 | The system can track life insurance and eligibility for premiums to be paid by the City. | Benefits | Mandatory | High | |||
| BM-10 | The system supports options for automating retirement processing similar to those offered for Benefits | Benefits | Optional | Medium | |||
| BM-11 | The system supports options for automating workplace accommodations processing similar to those offered for Benefits | Benefits | Optional | High | |||
| BM-12 | The system includes processes for FMLA similar to those offered for Benefits | Benefits | Optional | High | |||
| BM-13 | The system works seamlessly with other HRIS modules, including time management and employee self-service, as it relates to benefits/benefits changes (leaves, FMLA, etc.) | Benefits | Optional | High | |||
| Employee Self-Service (ESS) | |||||||
| ESS-1 | The system provides employees with the ability to request time off. | ESS | Optional | Medium | |||
| ESS-2 | The system provides access to the time and attendance module during leave of absence (with exceptions). | ESS | Optional | High | |||
| ESS-3 | The system allows employees to view their personnel file with some limitations established by the organization's policy. | ESS | Optional | High | |||
| ESS-4 | The system provides easy access to information how to file a claim (e.g. Workers Comp). | ESS | Optional | Low | |||
| ESS-5 | The system allows for approval delegations in case of absences. | ESS | Mandatory | High | |||
| Payroll Processing | |||||||
| PP-1 | The system supports automatic payroll processing, approvals and workflows associated with the payroll process. | Payroll Processing | Optional | Medium | |||
| PP-2 | The system calculates gross pay, deductions, garnishments, net pay, and employee and employer contributions for each employee on an effective pay period basis. | Payroll Processing | Optional | Medium | |||
| PP-3 | The system calculates termination pay automatically including PTO payout. | Payroll Processing | Optional | Medium |
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