RFP 378136 - Peoplesoft Professional Support - Addendum 003 - QA.xlsx

Addendum 003

A. Do you plan to use full or partial Position Management? If partial, how many levels of hierarchy are covered by positions?

B. Are there global assignment requirements for expatriates or cross-border employees?

C. Do you currently maintain contingent workers, and how are they differentiated in your system?

D. What rules do you use for calculating seniority, rehire dates, and break-in-service tracking?

E. Do you capture employee skills, certifications, or licenses as structured data today?

F. How are employment status changes (e.g. temp to perm, part-time to full-time) processed and approved?

G. Do you use PeopleSoft’s delivered workflow for status changes and terminations?

H. Are there challenges with capturing or validating diversity and EEO data across geographies? A. Partial, varies based on department/org

B. We do not currently have any employees outside the US

C. Yes, set up is based on paygroup and reg/temp identifier in Job

D. Rules based on policies determined by multiple contractor environments and bargaining units

E. We do manually

F. Manual process with approvals workflows

G. Not currently but desired

H. Yes manual process 2 Current System Landscape and Use:

A. What is the current version and patch level of PeopleSoft HCM?

B. Are there any bolt-ons or third-party systems tightly integrated with your current HCM?

C. Do you have a centralized or federated model for data entry and HR operations?

D. Which PeopleSoft HCM modules are currently in use and which are underutilized or dormant? A. Refer to PWS and pre-proposal conference

B. Yes. Many that we want replaced with HCM where possible

C. Currently we are more of a decentralized approach promoting flexibility, but we are striving for a more federated model.

D. Peoplesoft Enterprise HCM / Peoplesoft Payroll for North America / Peoplesoft Pension Admin / PeopleSoft Absence Management (All underutilized) 3 Training / Change-Management & Quality Assurance:

A. Do our internal QA processes meet HMIS requirements, or must we engage an independent QA firm (e.g., Metric5)? (Attachment 1 §4.3 p. 7)

B. Is HMIS currently using PeopleSoft Test Framework (PTF), planning to adopt it, or preferring another testing tool? (PWS §1.3 p. 4) A. SQA will be performed by HMIS personnel, although aided where needed by the vendor

B. PTF is not currently enabled but best practice and ease of testing since it is in our licensing should be consideration

A. Beyond installation, is the vendor responsible for identifying, designing, developing, and deploying all Oracle BI / OBIEE content, including BI Server, Answers, Dashboards, Delivers, BI Publisher, RTD, Scorecards, and Data Visualization?

B. Will the BI layer consume data via near real-time Integration Broker events or via scheduled ETL loads?

A. Will HMIS adopt Fluid Person Data, Fluid Job Data, and Fluid Position modernization?

B. Are multiple concurrent positions required for any employee groups (e.g., clinician–educators)?

C. Should Persona-based security be deployed, and will HMIS supply the persona catalogue?

D. Will non-employees (POIs / contractors) be managed in the same database, and which POI types are required?

E. May employee photos be displayed in ESS/MSS and Talent Profiles?

F. Will Department IDs be redesigned to match the new org structure, and is a historical cross-walk required?

G. For Job-Code restructuring (DOE classifications / AAP/EEO), is the vendor expected to run the market-match exercise or simply load client-supplied mappings?

H. KPIs required for head-count and union-membership reporting (and whether existing Crystal/Brio queries will be retired).

I. Must additional-pay entries auto-refresh at each bargaining-unit year start, and should retroactivity trigger?

J. Will on-/off-boarding workflow rely on delivered AWE only, or require custom orchestration (e.g., asset requests, badge provisioning)?

K. Should automated status changes (active ⇄ retiree ⇄ inactive) be converted historically or only prospectively?

A. Yes

B. Not currently but desired

C. Yes but needs reviewed and modernized

D. Yes ,Pension/External trainees/Students/COBRA/ Benefits...

E. Not currently / considering

F. historical cross-walk required. We intend to keep current department structure

G. Currently have our own mappings

H. it is required, looking to enhance process

I. Open to possibility

J. Open to use delivered workflow with configurations

k. Prospectively

7 Human-Capital Pillar (HCM 9.2) - Benefits Administration & Flex Credits:

A. Will Flex-Credit plans be retained, redesigned, or eliminated?

B. Confirm the Flex-Credit catalogue and whether credits can cross plan types.

C. Will HMIS enable the Savings Plan Monitor, and with which compliance thresholds?

D. Must the updated Total-Rewards statement include Flex Credit balances?

E. Are additional Benefits reports needed beyond delivered ACA, 1095-C, and life-event statistics?

F. Provide the list of carrier file layouts (HIPAA 834, flat-file, web-services) and note if eBenefits will push real-time or nightly.

G. Should self-service eBenefits launch with Redwood branding at go-live or later? A. Retained

B. Unsure how to answer this question

C. Currently use peoplesoft to monitor saving and limit thresholds

D. Unsure how to answer this question

E. Not currently, but open to suggestions or best practice methods

F. We have multiple types of file formats (can be provided when needed)

G. Would be open branding 8 Human-Capital Pillar (HCM 9.2) - Pension Administration:

A. Confirm the number and type of pension plans (DB, cash-balance, supplemental) and recent rule changes.

B. Which actuarial or retiree-payroll systems integrate with Pension Admin, and should integrations be enhanced?

C. Are historical pension test cases available for ~1,400 actives, ~1,000 vested terms, and ~4,500 retirees?

D. Requirements for annual funding notices or GASB 68 schedules.

E. Will participant self-service require masked SSNs and two-factor authentication? A. Defined Benefit (DB) (Closed Pension to new participants)

B. Benefits are administered through a Trustee / actuarial analysis is done through a 3rd party

C. Yes

D. Annual funding notices

E. Currently external (Non Employees) participants have no direct access to our system 9 Human-Capital Pillar (HCM 9.2) - Time & Labor:

A. For each bargaining unit, will time be punch, elapsed, or both, and should rules run real-time at the template level?

B. Which time-collection devices (if any) will replace ColdFusion TIS, or will Fluid Timesheet suffice?

C. Should combo-code validation occur during time entry for GL/Project Costing feeds?

D. Will Comp Time Plans coexist with Leave Plans, and should balances appear on the timesheet?

E. Must historical TIS data be converted for audit, or is a read-only archive acceptable? A. Both (Punch, Elapsed) / real-time

B. New time-collection devices will be incorporated into T&L as well as Fluid timesheets

C. Yes

D. Yes

E. Read- Only archive 10 Human-Capital Pillar (HCM 9.2) - ePerformance:

A. Will HMIS adopt standard evaluation templates (Image 52) or design new forms?

B. Need for mentor/coach roles and preliminary ratings entered by HR admins?

C. Will external LMS/training completions feed into ePerformance?

D. Required custom ePerformance reports beyond delivered dashboards?

E. Should the feedback loop include multi-rater (360°) input, or remain manager-only?

F. Is anonymous feedback permitted, and what purge rules satisfy DOE retention?

G. How many prior-year evaluation documents must be converted? A. Design new forms

B. Possibly

C. Yes If possible

D. Yes

E. Best practice solution

F. Unknown at this time

G. N/A 11 Human-Capital Pillar (HCM 9.2) - Recruiting (TAM + Candidate Gateway):

A. Should Talent Acquisition Manager with Fluid Candidate Gateway be fully adopted, or will an external ATS remain?

B. Describe any/all 3rd party solutions or vendors associated to the Recruitment process.

C. Are electronic signatures on offers required via delivered eSign, DocuSign, or another tool?

D. Confirm the disposition-code catalogue and its alignment with DOE applicant-flow reporting.

E. For interview scheduling, integrate with Outlook/Exchange or use PeopleSoft calendars only?

F. Which background-check or assessment vendors must be integrated, and what API method is preferred?

G. Does Candidate Gateway need public Redwood theming with CAPTCHA or SSO?

H. Will historical applicant data be converted or archived? A. We will look at fully implementing solution

B. Currently we do not integrate with any 3rd party solutions

C. We currently do not use electronic signatures

D. Provide answer at a later date when needed

E. Utilize best practices and vendor suggestions

F. We currently do not integrate with a 3rd party for background-check or assessments

G. Ability to offer two-factor authentication open to suggestions

H. Left to be determined

A. Is HMIS seeking to implement Total Rewards in eCompensation and publish statements to ESS?

B. Which compensation cycles (annual, fiscal, monthly, weekly) must be configured, and for which bargaining units?

C. For temporary salary/step increases, will rates come from Job-Code tables or external wage schedules?

D. Need budget-to-actual compensation dashboards at department or project level?

E. Should manager self-service restrict view to direct vs. indirect reports, and is matrix-manager approval required?

F. Scope of Total Rewards statement—include PTO, pension value, flex credits, stock awards? A. Yes

B. Annual / All employees including bargaining units

C. Currently use custom wage tables

D. Open to demonstration

E. Not yet determined

F. All 15 Human Capital Management (HCM):

A. As per the current understanding, the go-live milestone for Financials and Project Costing is targeted for September 2026. Given this, Please confirm whether the go-live milestone for Core Human Resources (HR) functionality is mandatory by September 2026 in alignment with Financials and Project Costing, or whether a phased deployment after that milestone is acceptable.

B. Furthermore, are there any technical or functional dependencies (e.g., ChartField reconfiguration, Project Costing integration) that would require Core HR and/or T&L to be deployed at the same time as Financials?

C. Is HCM currently integrated with FSCM? Are there manual reconciliation tasks between these environments?

D. What is the current Time Entry system? Will there be changes to that system?

E. Does the current Time Entry system support project-based charging?

F. Can a single employee be assigned multiple roles with different labor rates?

G. Please provide a list of workflow approvals in HCM (e.g., for hire, promotion, leave, separation).

H. What is the expected volume of data to be converted for each new module transitioning from legacy systems?

I. Are Position Management and Job Data configured separately or linked through Position Control today?

J. Do you expect any changes to benefits setup or eligibility rules during this reimplementation? A. Propose the best plan for meeting the FY26 Financial implementation and configuring HR in parallel to get users in the system as quickly as possible

B. Utilize best practices. Implementations are to run concurrently.

C. We are not currently integrated we do provide a file feed / Yes manual reconciliation

D. Refer to pre-bid conference

E. Yes

F. Yes

G. Provided during implementation

H. To be determined

I. We currently do not have position management

J. No 16 Time & Labor:

A. Do labor cost rates vary based on project, role, or employee class?

B. Will time be entered directly into PeopleSoft or via a third-party system (e.g., Kronos)?

C. Are there union labor rules or contract-specific exceptions affecting time collection or distribution?

D. How many distinct labor rule profiles or exceptions (e.g., for shifts, departments, unions) currently exist or are anticipated?

E. Do employees charge time to multiple projects in a single day or pay period? If so, how is validation managed today?

F. Additionally, considering HMIS currently operates a custom Time & Labor (T&L) solution, is it required that the PeopleSoft T&L module be implemented and go-live concurrently with Financials and Project Costing? Or would HMIS consider phasing in the T&L module in a subsequent phase—post-September 2026—if the current custom T&L solution remains sufficient and integration is feasible? A. Yes

B. Both

C. No

D. To be evaluated as part of the implementation

E. Yes, manually

F. Consider best practice suggestions by vendor. Implementations are to run concurrently except where there are dependencies

17 Reporting & Compliance:

A. Is there an existing reporting/data warehouse solution in use (e.g., OBIEE, Power BI)?

B. Are standardized reports (e.g., labor distribution, GL reconciliation, time audit) already defined or expected to be developed?

C. Do you expect federal-specific reporting formats (e.g. CPARS)?

D. Are there security frameworks or roles that must be reused or preserved?

E. Is DOE O 205.1 cybersecurity compliance already built into the current environment, or part of this engagement?

F. How many current reports or dashboards developed using nVision, Query Manager, or BI Publisher that need to be migrated or rebuilt? A. Answered in previous Addendum

B. Deliver standardized reports within the tool. Utilize a development/train-the-trainer approach

C. Currently we do unique reporting to DOE

D. Leverage best practices. To be re-engineered.

E. We will require this environment to be 205.1C compliant

F. Currently we do not use integrated nVision, Query Manager, or BI Publisher but would like to use it as a solution on reporting

18 Environment & Tools:

A. Do you intend to upgrade to the latest PeopleTools version (8.6x) as part of this project?

B. Will the PeopleSoft environment remain on-premise, or is cloud hosting / managed services being considered?

C. Do you use or expect to use DevOps tools for migrations, testing, or version control (e.g., Phire, STAT)?

D. Will HMIS provide development and test environments, or is the vendor expected to provision?

E. Is the PeopleSoft Audit feature currently turned on across relevant modules?

F. Will security roles and permission lists require full recreation, or will existing roles be reviewed and updated?

G. What is the current operating system (OS) and database version in use for the PeopleSoft environment? Is upgrade of OS or Database part of this project?

H. Can HMIS provide a comprehensive list of systems currently integrated with PeopleSoft?

I. Has PeopleTools 8.6x compatibility or upgrade testing already been initiated?

J. Are any bolt-on tools (e.g., ConfigSnapshot, Phire, Splunk) currently used to manage configurations, audits, or environments?

K. Are you using external reporting tools (e.g. PowerBI)? A. Answered in previous Addendum

B. Refer tp pre-proposal conference/meeting

C. Yes, refer to pre-proposal conference/meeting

D. Refer to pre-proposal conference/meeting

E. Yes

F. Re-engineered based on best practices

G. Refer to RFP solicitation and pre-proposal conference/meeting

H. No

I. No

J. Yes, Splunk

K. Yes, to be re-engineered based on best practices and suggestions by vendor

Please fill out the number of resources and percentage of involvement to the project in the table below.

This will help us to prepare comprehensive Project Plan and also to estimate the effort.

Finance 1.5FTE Dev / 1.25FTE BA /15 SME 30%

HCM 3FTE DEV / 2.5FTE BA/15 SME 30%