REVISED-0004 - FAA Human Resources Information Systems Request for Information.pdf

Department of Transportation Federal Aviation Administration

Human Resource Information Systems (HRIS)

Request for Information (RFI)

May 1, 2015

1. Synopsis

1.1 RFI Description

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes – it does not constitute a solicitation or a promise to issue a solicitation in the future. This RFI does not commit the Government to contract for any supply or service whatsoever. Furthermore, the U.S.

Government is not seeking proposals and it will not accept unsolicited proposals in response to this RFI.

Respondents are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be borne solely at the interested party’s expense. All submissions become U.S. Government property and will not be returned. Do not provide proprietary information. Not responding to this RFI does not preclude participation in any future solicitation, if issued. The U.S. Government intends to leverage staff and contractor support to review the submitted documentation. Contractor staff will be required to sign a non-disclosure agreement for this effort and will not be eligible to compete for any potential follow-on acquisition.

1.2 RFI Purpose

The United States Department of Transportation (DOT), Federal Aviation Administration (FAA), Office of Information Technology (AIT) and Office of Human Resources Management (AHR) are jointly issuing this RFI in an effort to identify potential sources that may have the technical and management capability to meet its requirements and develop and provide potential solutions for comprehensive Human Resources Information Systems. The goals of the RFI are to ascertain the market availability of current solutions that can provide and implement robust and comprehensive HRIS solution to meet the FAA’s multifaceted human resources services in an integrated fashion to meet regulatory requirements and complex operations diversified across the country and around the globe.

Some of the primary objectives of this RFI are to:

Explore the technical solutions available in the marketplace to meet organizational needs and improve the effectiveness of IT operations and maintenance;

Explore innovative IT solutions in the identified areas that the agency could benefit from;

Assess industry capabilities, including those of small businesses, to meet the Department's requirement; and Allow vendors an opportunity to respond to questions in this RFI to assist the Department in determining the appropriate acquisition strategy.

The FAA’s objective is to determine the most desirable and logical approach for moving forward in a manner that enables the agency to enjoy a modern and robust Human Resources Information Systems and supporting infrastructure that supports optimization from mission, operational, technical and financial perspectives.

As such, the overarching goals include:

Achieve One Stop shopping capabilities for all HR functions, processes and tasks;

Enabling real-time or near real time update across functional areas to provide enhanced timeliness and reduction in processes’ cycle time;

Enabling HR professionals and specialists to complete their tasks optimally with easy to use and intuitive GUI, minimal data inputs, rich workflows and end-to-end integration among all HR functional areas;

Enabling elimination of duplicate/redundant data entries in multiple systems resulting in data integrity and consistency across the agency;

Achieving better control over editing and data validation resulting in enhanced data quality and accuracy and reduction in errors;

Enabling real time or near real time reporting and analytical capabilities with validated and accurate data with no latency;

Achieving harmonized and standardized HR processes through automation of workflows and data flows across HR Functional boundaries;

Provide improved system access to users 24x7 and self-service capabilities for employees and managers through single sign-on (SSO) through Personal Identification Verification (PIV);

Enhancing the FAA security and privacy position for PII data; and

Optimizing, standardizing, and consolidating Department information management and technology (IM&T) infrastructure for supporting HR functions;

The information provided in response to this RFI may be used by the FAA in developing an acquisition strategy and the related performance work statement, statement of objectives or performance specifications.

All submissions become Government property and will not be returned. Do not provide proprietary information. Not responding to this RFI does not preclude participation in any future solicitation, if issued.

1.3 Background

Modern day Federal Aviation Administration (FAA) was created in 1967 as part of US Department of Transportation. The Agency’s mission is to provide the safest and most efficient aerospace system in the world. FAA is tasked with regulating and overseeing all aspects of our nation's civil aviation. FAA Human Resources Management (HRM) strives to provide FAA employees with a quality of work life that is second to none. HRM’s vision is to become a dynamic, streamlined entrepreneurial enterprise that is our customers’ first choice and a model for others. HRM provides end-to-end functionalities of all aspect of employment with FAA including recruitment, onboarding, talent development, performance, time and attendance, compensation and benefits, employee and labor relations, employee separation. To accomplish the mission and provide core functionalities, HRM heavily depends on the automation of work flows and processes through software applications and systems. At part of this endeavor, HRM must ensure the compliance with industry best practices and applicable Federal laws and regulations. In addition, Assistant Administrator for Human Resources Management is charged with establishing a management framework that leads the agency toward highly efficient and effective HR Information System to achieve world class technology intensive HR organization.

1.4 Current Services Scope Overview

The FAA seeks information on comprehensive, robust and integrated all-encompassing human resources information systems which will cover, but not limited to the following areas. FAA is researching ways to provide the highest possible level of Human Resources services effectively and to achieve cost and operational efficiencies, while ensuring compliance with evolving applicable Federal Laws and regulations, Federal guidance and mandates, including but not limited to industry best practices and applicable Federal laws and regulations, including but not limited to the Clinger Cohen Act, Cloud First mandate, Government Paperwork Reduction Act and Federal Information Security Management Act (FISMA). The sought information pertains to the following typical types of performed activities:

Processing Personnel Actions: Allow HR specialist to make request and obtain approval through automated workflows. This also includes storing documents in Electronic Official Personnel Folder

(eOPF).

Interfacing with Payroll: HR employee official record data should flow in real time or near real time from HRMS to Payroll System hosted by Government owned shared services.

Benefit Administration: This includes interface with OPM hosted Employee Express with real time data sharing.

Time and Attendance: This includes the interfaces with FAA scheduling systems (e.g. ATOMS), Payroll system, Cost Accounting System, and financial system (i.e. Delphi).

Organization and Position Management: Organization hierarchy, position description library.

Staffing and recruiting: This includes interface with USAJobs.

Preboarding and Onboarding: This include Preboarding paperwork (e.g. tentative offer, firm offer, selectee filled forms), security and background check, internal provisioning (e.g. network access, computer, cell phone, email, ID badge, building access, phone, office space), day 1 activities (e.g. I-9, employee record activation in HRMS and Payroll, W4, direct deposit etc.).

Performance Management

Compensation Management

Training and Development: This includes tight integration with training providers (e.g. SkillSoft).

Succession planning

Employee Relations: Case Management, award and recognition.

Labor Relations

Separation Management (Off boarding)

HR Portal: Employee Directory (by names, supervisor, organization name) with up and down in the organizational hierarchy.

Employee Self-Service

Manager Self-Service

HR Data Warehouse and Business Intelligence

Standard Information Exchange: NIEM

Security, Identity, Authentication and Access Control Services: Federal Identity, Credential and

Access Management (FICAM), PIV and Single Sign-On capabilities.

Standardized Users Access: Thick-client, web/portal, mobile.

Interfaces with external systems: Ability to share data with a number of systems (i.e. internal non-

HR systems hosted at FAA data centers, shared services systems hosted by DOT and/or other agencies, external cloud based systems etc.). The system should provide capabilities to share data in real-time, near real time and batch mode). HR systems will interface with systems and applications in different domains such as: Air Traffic Organization, Security, Safety, National Aviation

System/NextGen, Acquisition and Procurement, Information Technology (e.g. Active Directory and other provisioning systems), Civil Rights, Federal Employee Retirement Systems etc.

2. Vendor Responses

Industry feedback is vitally important and the Government will be receptive to any and all ideas received from industry. The responses to this RFI will help to determine marketplace capabilities and help shape the FAA future strategy for Human Resources Information Systems.

2.1 Vendor Information

Respondents must provide the following vendor profile information:

Company name;

Company address;

Company website URL;

Company point of contact (name, telephone number, fax number and email address);

Business type (large business, small business, small disadvantaged business, 8(a)-certified small disadvantaged business, etc.);

A brief summary of the organization’s specific experience within each of the service areas listed in

RFI Section 3.4, Current Services Scope Overview, as well as experience executing the following:

o Enterprise Architecture, Systems Architecture, Technical Architecture, Platform and infrastructure Architecture, Requirements Management, Detail Design, Development, System Integration Testing, Users Acceptance Testing (UAT), Production Deployment, and Production Support for HRIS/HRMS.

o Expertise in development support tools (e.g. IBM Rational Suite), IDE, test and quality assurance tools (e.g. Quality Center) o Expertise in high availability, disaster recovery and business continuity design and implementation o Expertise and experience in implementing cloud based HRMS/HRIS/HCM (e.g. private cloud, managed cloud etc.)

o Federal certification (e.g. FedRAMP) o Expertise and knowledge in System Development Life Cycle (SDLC) like Waterfall, Agile, Spiral, Joint Application Development (JAD), Rapid Application Development (RAD) etc.

o Functional expertise in various HR functional areas (e.g. Staffing, Benefits, Compensation, learning etc.).

o Technical expertise in implementing large scale enterprise wide HRIS/HRMS/HCM system implementation.

o Experience in large scale system implementation using Agile, Waterfall and other project management methodologies.

o Capacity and Demand Management, Configuration and Change Management and associated tools o Identity and Access Management design and implementation o Expertise in middle ware suite of products (e.g. Oracle Fusion/SOA, Web Methods, ESB, Queue, web services) o Expertise in open source OS and other tools (e.g. Red Hat etc.)

o Information Security design, implementation and management o Servers, storage, networks and other infrastructure technologies o Knowledge management using SharePoint o Maintaining compliance with evolving Federal requirements;

o Performance management and Service Level Agreement (SLA);

o Problem and incident management and Root Cause Analysis.

2.2 Vendor Questions

a. What contracting options can your organization suggest to meet the FAA goals and requirements?

Some examples could include Contractor-Owned Contractor-Operated (COCO), Government-Owned Contractor-Operated (GOCO), cloud, a hybrid approach, etc. What pricing or fee-for-service options are available and/or recommended for each service area listed in Question #2 below?

b. The FAA has the following goals for HRIS/HRMS: consistent customer satisfaction, high service quality, cost efficiency, maturing HRMS services (100% automation and zero or bare minimum data keys-in), security and privacy of PII data, implementing meaningful continual service improvement, architecting, developing and implementing new/emerging HR IT technologies to innovate services and processes and maintaining compliance with Federal initiatives such as cloud computing and FISMA. Given these primary goals, what capabilities, processes and innovative strategies would you recommend for the capabilities (highlighted in section 1.4) and HR Functional areas:

a. HR Shared Service Center

b. HR Help Desk

c. Cloud (Private, public and/or hybrid) based HRIS (SaaS) (implementation and production support)

d. Private Government owned data center based HRIS (implementation and production support)

e. Thought leadership for the improvement of HR processes and functions through transformation, optimization and automation

f. HR data sharing strategies, methodologies and technologies intra-agency and inter-agencies

g. Thought leadership on HR portal and self-services capabilities and workflows

h. New and emerging technologies in bringing mobile capabilities in HRIS

i. Thought leadership in data driven risk based HR decision making

j. Leadership in creating vision and strategies for HR Analytics (e.g. dashboard, data mining, metrics and reporting).

c. What is your organization’s recommended SLA approach to measuring IT infrastructure performance in a manner those ties directly to the end user experience and customer satisfaction? Please include sample recommended SLAs for the individual service areas listed in Question #2 above that are geared towards improving the customer experience.

d. How does your organization address/ensure compliance with new and evolving Federal IT mandates throughout a long term (5-10 years) contract?

3. Responses

Interested parties are requested to respond to this RFI with a white paper. White papers constructed in a Microsoft Word for Office 2010 compatible format are due no later than 20 May 2015, 16:00 EST. Responses shall be limited to 35 single-spaced pages and submitted via e-mail only to the assigned FAA contact, Anna Kasior, at anna.kasior@faa.gov, with a courtesy copy to Mr. Mohammad Anwar Islam at Mohammad.Islam@faa.gov. Please note that all submissions become Government property and will not be returned. The requested sample SLAs should be included as an appendix to the white paper and do not count towards the response page limit.

3.1 White Paper Format

The respondents shall submit their white paper in the following format.

Table of Contents

1.0 General Information and Company Capability

1.1 Include all information requested in RFI Section 2.1, Vendor Information

2.0 Detail Proposal for FAA HRIS/HRMS/HCM

2.1 Technical Scope: The scope must meet comprehensive

integrated Human Resources system end-to-end functional capabilities, and path for future enhancements and/or modifications

2.2 Detail Specifications: This section must be comprehensive with all technical details about implementing HRMS/HRIS/HCM for FAA

2.3 Contract Type: Contract types the vendor would like to offer

2.4 Pricing: This section should provide pricing for different options of implementing HRIS/HRMS/HCM at FAA

2.5 Past Performance: This section should provide past

performance especially in Federal Government

2.6 Certifications: Detail of the certifications (if any) with federal government

2.7 Implementation Methodologies: This section provide detail about approaches and project management methodologies will be utilized, and potential risks in the proposed implementation

2.8 Benefits of the Proposed Solution: This section describes benefits and comparative advantage over other potential solution

3.0 Company Responses to Department Questions

3.1 Include responses to questions 1 through 4 listed in RFI Section 2.2, Vendor Questions

4.0 Appendix 1 – Sample SLAs

4. Vendor Discussions

The Department may or may not choose to meet with respondents. Such discussions would only be intended to obtain further clarification of the respondent’s submission or potential capability to meet the requirements as part of the agency’s market research efforts.

5. Questions

Questions regarding this RFI shall be submitted in writing by e-mail to the assigned FAA contact, Ms. Anna Kasior, at anna.kasior@faa.gov, with a courtesy copy to Mr. Mohammad Anwar Islam at Mohammad.Islam@faa.gov.

Questions shall NOT contain proprietary or classified information. All parties are advised that the agency reserves the right to respond to any questions posed and that the agency will not accept verbal questions. The Government does not guarantee that questions received after 6 April 2015 will be answered. Responses to posed questions will be posted by means of amendment to this RFI.

6. Acronyms

a. AIT – Agency Human Resources

b. AHR – Agency Information Technology

c. ATOMS – Automated Time Off Management Solutions

d. CIO – Chief Information Officer

e. COCO – Contractor-Owned Contractor-Operated

f. Delphi – eInvoicing System

g. DOT – Department of Transportation

h. eOPF – Electronic Official Personnel File

i. ESB – Enterprise Service Bus

j. FAA – Federal Aviation Administration

k. FedRAMP - Federal Risk and Authorization Management Program

l. FICAM – Federal Identity, Credential, and Access Management

m. FISMA – Federal Information Security Management Act

n. GOCO – Government-Owned Contractor-Operated

o. GUI – Graphical User Interface

p. HCM – Human Capital Management

q. HR – Human Resources

r. HRIS – Human Resource Information System

s. HRM – Human Resources Management

t. HRMS – Human Resources Management System

u. ID – Identification

v. IDE – Integrated Development Environment

w. IM&T – Information Management and Technology

x. IT – Information Technology

y. JAD – Joint Application Development

z. OS – Open Source

aa. PII – Personally Identifiable Information

bb. PIV – Personal Identification Verification

cc. RAD – Rapid Application Development

dd. RFI – Request For Information

ee. SAAS – Software As A Service

ff. SDLC – System Development Life Cycle

gg. SLA – Service Level Agreement

hh. SLA – Service-Level Agreement

ii. SOA – Service Oriented Architecture

jj. SSO – Single-Sign-On

kk. UAT – User Acceptance Testing

ll. URL – Uniform Resource Locator