A2__FRR_4__Human_Resources_Management_Requirements.xlsx
XLSX spreadsheet 129 KB Posted
- Attached to
- Enterprise Resource Planning (ERP) System State and local contract opportunity
- Solicitation number
- P-26-08-COC
- Issued by
- Brevard County, Clewiston City, Florida
About this file
This is a Functional Requirements Resource (FRR) document detailing Human Resources Management requirements for an Enterprise Resource Planning (ERP) system procurement by the City of Cocoa, Florida. The document outlines comprehensive functional specifications across seven major functional areas: Personnel Management, Payroll Processing, Expense Reimbursement, Benefits Administration, Training Management, and Employee Self-Service capabilities. The requirements span 475 total functional specifications with detailed capabilities required across all modules. Key personnel management requirements include the ability to maintain a single master employee record with extensive demographic and employment data, support multiple position control functions with salary planning capabilities, manage performance reviews and terminations, and track employee separation processes. Payroll processing requirements encompass support for multiple payroll types, complex overtime calculations, comprehensive deduction management, direct deposit functionality, and extensive state and federal reporting capabilities including W-2, 941, 945, and EEO-4 reporting. The system must accommodate various employee types, multiple pay schedules, and automated accrual calculations with full audit trails.
Additional functional requirements address benefits administration including open enrollment management, dependent and COBRA tracking, flexible benefits plans, and leave management with FMLA and workers' compensation tracking capabilities. The system must integrate fully with general ledger, accounts payable, and budgeting modules while supporting electronic forms with digital signatures throughout the Human Resources workflow. Employee Self-Service capabilities are required to enable employees to update personal information, view pay stubs and tax documents, submit leave requests, enroll in benefits, and access training information. Expense reimbursement functionality must support mileage and non-hourly reimbursements with multi-level approval workflows and full integration with accounts payable. The document specifies that all requirements must be met either as compliant, requiring alternative methods, or requiring modifications, with each requirement field providing space for vendor responses and comments regarding implementation approach.
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Text version
Personnel
| Personnel | |||
| # | Requirement | Response | Comments |
| General Requirements | |||
| 1 | Ability to accommodate workflow approvals of human resources related processes and documents. | ||
| 2 | Ability to provide that security is definable at multiple levels to allow employees read access to their own data within the Self Service module with limited editing access at field level. | ||
| 3 | Ability to provide that security is definable at multiple levels to allow supervisor read access to department data. | ||
| 4 | Ability for department level administrator to set security and passwords by field and user or user group. | ||
| 5 | Ability to attach in date order by subject matter any electronic data (such as scanned or imaged forms) to an employee's record (e.g., separation of service, change-to-payroll form, exit evaluation, COBRA letter). | ||
| 6 | Ability to complete a Personnel Action electronically with workflow capability and process future dated items thrpough final workflow, held in system going live on effective date. | ||
| 7 | Ability to perform HR-related transactions and updates both real-time and in batch. | ||
| 8 | Ability to comply with all State and Federal laws related to government entities. | ||
| 9 | Ability to correct history based on appropriate security, with an audit trail. | ||
| 10 | Ability to make changes to pay record G/L distributions should automatically create proper G/L accounting transactions. | ||
| 11 | Ability for employee's leave accruals to adjust as necessary with an employee type change (i.e., part time to full time). | ||
| 12 | Ability to assign a numeric employee number using structure defined by the system administrator (e.g., ten digits composed of the six digit date of hire and last four digits of the employee's social security number). | ||
| 13 | Ability to define ethnicity categories. | ||
| 14 | Ability to track length of time an employee has filled a position. | ||
| 15 | Ability to track and report on driver's license expirations and provide notice to employee and supervisor of need for updated information. | ||
| 16 | Ability to provide inquiry to the personnel master file by employee number, by employee name, or by social security number and display in list format. | ||
| 17 | Ability to allow limited access to personnel information using a password security system. | ||
| 18 | Ability to track employee movement between positions within the organization and keep a permanent record of this information within the system. | ||
| 19 | Ability to track post retirement benefit costs and who is eligible. | ||
| 20 | Ability to validate that the employee is eligible for the plan selected. | ||
| 21 | Ability to support pre and post tax payroll deductions. | ||
| 22 | Ability to have benefit premiums formula driven, established from salary, set amount, with or without coverage limits and based on client defined eligibility. | ||
| 23 | Ability to track grievances. | ||
| 24 | Ability to reinstate employees, restoring all previous employee records bridging previous employee history. | ||
| 25 | Ability to rehire employees, transferring employee demographics only and not bridging previous employee history. | ||
| 26 | System provides interactive dashboards with stats, scorecards, etc. on a variety of user defined parameters. | ||
| 27 | Ability to have a central location for an approver to go to handle all outstanding items to review/approve. | ||
| 28 | Ability to integrate electronic forms with ESS and digital signatures (i.e. new hire documents outside forms field items, W4, DD, Evals, etc). | ||
| Employee Data | |||
| 29 | Ability for the system to support a single Master Employee Record that is shared among all modules of the system and includes the following employee data: Name; Prefixes (e.g., Mr., Ms., Dr.); Suffixes (e.g., Jr., III); Hyphenated names; Multiple home addresses; Home address confidentiality flag; Marital status; Spouse and multiple dependent data; Dependent SSNs; Social Security Number; SSN confidentiality flag; Employee number (automatically assigned); Birth date; Gender; Ethnicity; Home phone; Phone number confidentiality flag; Cell phone; Pager; Multiple email addresses; Emergency contact names; Emergency contact phones; Labor group code (EEO4; defaults to Position Control); Veteran status; reserves status; Work authorization flag; Work visa information (e.g., type, number, expiration date); Original date of hire; FICA class; Benefit dates; Retirement date and plan; Date of death; Driver's license number, date and state; Education (type of degrees, colleges, number of years attended, years earned); Multiple certifications and licenses and their expiration dates; Multiple memberships in professional organizations or associations; Digitized photograph; Employment type (user defined). | ||
| 30 | Ability to track the following additional employee information: FLSA designation, exempt/non-exempt designation and category (default - Position Control); ADA accommodation; Grade and step plans, open range plans with a minimum, middle and maximum); Current assigned Department/Division/Function or temporary assignment(s); Employee status (e.g., FMLA, active, suspended); Employee group; Base salary; Scheduled hours; Shift and shift differential; I-9 Information (user defined); Employee badge expiration date; other user defined fields. | ||
| 31 | Ability to indefinitely view terminated employee information for reference check information. | ||
| 32 | Ability to track hours worked in a given period of time for reporting purposes. (FMLA, ACA, etc.) | ||
| 33 | Ability to run reports for demographics of both employees as well as applicants for Federal Reporting Purposes. | ||
| Position Control | |||
| 34 | Ability to automatically assign a number upon position creation based upon job number and authorization number. | ||
| 35 | Ability to maintain the following position data: Position created date; Position status (open or closed); Job title; Job specification code; Supervisor/Manager indicator; EEO code; Physical work location; Department/Program/Project; Percentage of full time; Salary grade and step; Full-time/part-time flag; Regular/temporary flag; Leave without pay flag; Department/Division/Program start date; Workers Compensation Code; Function code (denotes sub-organization within a department); Employee group (denotes benefit entitlement); Cost distribution code; Functional labor code (mandatory for EEO4); Skills test requirements; Other user defined fields. | ||
| 36 | Ability for the system to autopopulate fields when entering new positions data. | ||
| 37 | Ability to automatically calculate new annual salary for budgeting and pay calculations based upon changes to pay tables, etc. | ||
| 38 | Ability to automatically figure salary calculations (step driven, flat dollar or percentage) and budget impact statements (i.e., "what if" scenarios including benefit information, trend analysis). | ||
| 39 | Ability to maintain the following current salary information and display on line in a list format: Effective date (including future dates); Salary grade and step; Wage grade; Pay change reason code (table driven); Pay change reason notes/memo field; Previous salary; Other user-defined fields (i.e., appointed, rank, sworn). | ||
| 40 | Ability to capture history on status changes, position changes, name changes, salary changes, location changes, payroll changes, benefit changes, supervisor changes and organizational changes. | ||
| 41 | Ability to provide for multiple salary schedules. | ||
| 42 | Ability to accommodate salary table linked to job/position class. | ||
| 43 | Ability to maintain job descriptions on-line. | ||
| 44 | Ability to support condition based position changes (i.e., positions marked for attrition or title change). | ||
| 45 | Ability to provide that position can be budgeted for partial year (3, 6, 9 months). | ||
| 46 | Ability to track the history of appointments by race and gender. | ||
| 47 | Ability to identify the current number of positions in class. | ||
| 48 | Ability to identify the number of positions to be filled. | ||
| 49 | Ability to track internal promotions | ||
| 50 | Ability to track reclassification of positions. | ||
| 51 | Ability to track deleted positions. | ||
| 52 | Ability to provide position control tracking of filled and vacant positions. | ||
| 53 | Ability to follow organization history of the position (list of employees who filled a position over a user-specified period of time). | ||
| 54 | Ability to track funding source to the position. | ||
| 55 | Ability to accommodate sets of benefit options linked to employee group. | ||
| 56 | Ability to provide tracking of death for employees, retirees, or dependents. | ||
| 57 | Ability to provide for mass updates of employee plan designation. | ||
| 58 | Ability to update benefits individually and as a group. | ||
| 59 | Ability to track current benefit elections for retirees and spouses. | ||
| Performance Management/Reviews/Terminations | |||
| 60 | Provide Evaluation Module with automated workflow. | ||
| 61 | Ability to schedule and record employee evaluations. | ||
| 62 | Provide a Training Module to schedule and track all required training for an employee. | ||
| 63 | Ability to track Professional Development. | ||
| 64 | Provide for a separate file for terminated employees. | ||
| 65 | Ability to record table-driven reasons for termination. | ||
| 66 | Ability for an employee to view their personal performance review. | ||
| 67 | Ability for an employee to view their previous performance reviews. | ||
| Separation and Termination | |||
| 68 | Ability for departments to track City assets assigned to City employees. | ||
| 69 | Provide a checklist to supervisors of all City assets provided to a City employee prior to their separation from the City. | ||
| 70 | Ability to workflow notifications when an employee is terminated to automatically alert predefined parties/departments that have actions to take. | ||
| 71 | Ability for Departments to verify that an employee has returned all City property prior to separation. | ||
| 72 | Provide notification to the IT Department of any impending employee separation so they can arrange for collection of technology assets assigned to that employee. | ||
| 73 | Prior to providing a separating employee with their final check, provide Human Resources with a notification of any outstanding advances they may have received (e.g., travel advances, tuition). | ||
| Reporting & Querying | |||
| 74 | Ability to produce a Personnel Action Report for a user-defined period. | ||
| 75 | Ability to build reports for any number of combination of data elements - the list and combination of data needed could be expansive (employee contact list, emergency contact list, turnover reports with drill downs by user defined categories, etc). | ||
| 76 | Ability to produce a report/query showing vacation, sick pay and comp time reports by department, of each employee's vacation, sick and comp time including beginning balance, days taken, and remaining balance for a user-defined period. | ||
| 77 | Ability to produce a report/query showing seniority information, including continuous service dates, review dates, birth dates, departments and job classifications for a user-defined period. | ||
| 78 | Ability to produce a Salary Analysis Report for a user-defined period. | ||
| 79 | Ability to produce a Pension Report for a user-defined period. | ||
| 80 | Ability to produce a Vacancy report for a user-defined period. |
| Compliant |
| Alternative Method |
| Modification Required |
| Non-Compliant |
Payroll
| Payroll | |||
| # | Requirement | Response | Comments |
| General Requirements | |||
| 1 | Ability to accommodate employee self-service. | ||
| 2 | Ability to generate a check to all deduction organizations (e.g., Federal government). | ||
| 3 | Ability to process more than one type of payroll (e.g., pension [critical need], weekly time card, bi-weekly salaried, monthly salaried, multi-divisional payroll, multi-agency payroll). | ||
| 4 | Provide a "checklist" of process to complete a payroll, and indicate what process have been completed. | ||
| 5 | Ability to generate special pays, such as merit, longevity and performance, which are void of any deductions other than taxes and possibly pension. | ||
| 6 | Ability to track code time increments up to two decimals. | ||
| 7 | Ability to update the GL accounts at the time of each payroll run or special pay. | ||
| 8 | Ability to designate report status of payroll checks voided, canceled, or outstanding as an aid to bank statement reconciliation. | ||
| 9 | Ability to perform both payroll and personnel functions from a single database with automatic update of information in both systems from a single transaction. | ||
| 10 | Provide for standard governmental reporting features, such as 941, 945, 1099, EEO reports, and W-2s. | ||
| 11 | Ability to maintain the salary and wage structure by position including grade and step range. | ||
| 12 | Ability to maintain a flexible vacation time accrual system that: allows different groups to accrue and use vacation time at different rates; and, allows employees to use vacation accrued during the current pay period. | ||
| 13 | Ability to print pertinent information about an employee's current pay on the payroll check and check stub, including all pay types and deductions. | ||
| 14 | Ability to separate FICA as opposed to Medicare. | ||
| 15 | Provide current and year-to-date information on payroll check stubs, including: Personal leave (accrued, balance, used); Vacation (accrued, balance, used); Comp time (accrued, balance, used); Sick time (accrued, balance, used); Pension earnings; VH Bank (vacation and holiday accruals from previous year, balance, used); Special messages. | ||
| Payroll Processing | |||
| 16 | Provide planning capability within the payroll system, allowing the creation of pending tables that will hold the configuration for changes to occur at a later time; this would allow the tables to be updated prior to the effective date and enable the use of two table rates when the change occurs within a single pay period. | ||
| 17 | Ability to automatically process payroll at user-defined frequency by employee (e.g., every 2 weeks, weekly, monthly). | ||
| 18 | Ability to automatically start or stop deductions, within established limits, based upon a specified date, alerting employees when limits have been reached. | ||
| 19 | Ability to carry deduction limit into next year. | ||
| 20 | Ability to track benefit costs by employee that need to be reimbursed and establish addition deduction to be withheld from payroll over a user defined number of pay periods for a limited time and/or amount. | ||
| 21 | Provide Payroll check reconciliation capabilities. | ||
| 22 | Ability to automatically calculate retroactive pay for a configurable number of pay period. | ||
| 23 | Provide for all final payroll adjustments to automatically feed to the G/L. | ||
| 24 | Provide simple restart procedure for the reprinting of a single check or group of checks. | ||
| 25 | Provide ongoing attendance analysis per employee to include the following for each pay period and year-to-date: Paid absences - hours; Unpaid absences - hours. | ||
| 26 | Ability to track and report employee personnel data, including emergency contacts, military status, employee telephone number, citizenship, birth date, sex and marital status. | ||
| 27 | Ability to accommodate multiple pay schedules/tables. | ||
| 28 | Ability to setup new payroll codes and deduction types as needed, with the appropriate security. | ||
| 29 | Ability to compute complex overtime calculations that may differ by department (e.g., FLSA, Police, Fire) and project assignment. | ||
| 30 | Ability to accommodate payroll for the following types of employees: Full-time; Regular; Temporary; Part-time; Exempt; Non-exempt; Any combination of the above designations; Various user-defined designations. | ||
| 31 | Ability to accommodate automatic movement between steps/increments and/or merit steps. | ||
| 32 | Ability to define and enforce user-defined rules for holiday, vacation, personal, and sick time usage. | ||
| 33 | Ability to impose a fee for garnishments. | ||
| 34 | Ability to adjust pay calculations based on mid-pay period hire or termination date. | ||
| 35 | Ability to adjust benefits deductions based on mid-pay period hire or termination date. | ||
| 36 | Ability to automatically clear out remaining balances from last accrual at termination. | ||
| 37 | Ability to accommodate any and all deductions (e.g., Medical (multiple); Life insurance (multiple); Garnishments (multiple); Retirement plans (multiple); Benefits deductions (employee portion, multiple); Voluntary Benefits. | ||
| 38 | Ability to accumulate earnings and deductions on a fiscal period, weekly, bi-weekly, monthly, quarterly, annual, period, or multi-fiscal year basis. | ||
| 39 | Ability to set maximum deductions per year or pay period based upon dollar amount or percentage of salary (i.e., minimum net pay requirements). | ||
| 40 | Ability to "shut off" benefits accumulation for an employee or group of employees, but maintain a record of the accumulations. | ||
| 41 | Ability to setup a garnishment table (i.e., similar to the IRS tax table setup). | ||
| 42 | Ability to print third-party checks for garnishments and miscellaneous deductions. | ||
| 43 | Ability to maintain garnishment information including date of order, case/court number, collection agency, name, total collection amount; ability to attach related documentation. | ||
| 44 | Ability to compute, on a before or after tax basis, employer and employee portions of deductions for items including: Life insurance; Medical insurance; Deferred compensation plan; Long-term disability; Social Security and Medicare; Retirement; Other user-defined deductions. | ||
| 45 | Ability to print special deduction checks (e.g., cashing out vacation time). | ||
| 46 | Ability to cap compensation time at a user-defined level, which can be different by department. | ||
| 47 | If Leave without Pay flag has been turned on by an authorized user, ability to prevent system from issuing compensation until the flag is removed. | ||
| 48 | Ability to track all days that any accruals were used by dates. | ||
| 49 | Ability to send alert or notification to employee and supervisor when vacation or compensatory time accrual maximum is approaching. | ||
| 50 | Ability to track pay types and generate reports on any of the pay types. | ||
| 51 | Ability for all fields in the database to be printed on the pay stub as desired (detailed pay, deductions, leave balance accumulators) with the associated "through" date. | ||
| 52 | Ability to print multiple messages on the pay stubs based upon: Site-wide; Department; Job classification; Benefit status; Health plan; By any deduction category. | ||
| 53 | Ability to accommodate entry of manual checks including automatic update of all employee and employer accumulators. | ||
| 54 | Provide ACH through electronic means with ability to output payroll file in ACH format and follow all ACH requirements for processing interfaces (e.g. for garnishments, ICMA, federal taxes, any payments to external agencies). | ||
| 55 | Ability to accommodate automatic direct deposit of paychecks through electronic funds transfer to: Multiple accounts within a bank; Multiple banks; No limit to number of automatic direct deposit accounts; Deposits remaining net amount of check (avoids generation of another check for a couple of pennies). | ||
| 56 | Ability to provide totals for reconciliation of: Benefit information for cost to organization; Changes to employer deductions and taxes; Government reporting for each employee; Annual wages in taxes from payroll to 941s, 945s, 1099Rs, and W-2s. | ||
| 57 | Ability to provide historical records for every financial transaction as a complete audit trail. | ||
| 58 | Ability to generate and index audit trails based on user-defined criteria. | ||
| 59 | Ability to notify specified users when comp time accruals exceed limits or require approval to exceed limits. | ||
| 60 | Ability to print manual checks on laser printers with digital signatures. | ||
| 61 | Ability to calculate pay during a mid-period change | ||
| 62 | Ability to process future pay data while current pay period is still open (i.e., need last check). | ||
| 63 | Ability to select type of taxation on manual checks (weekly, bi-weekly). | ||
| 64 | Ability to generate off-cycle payroll runs. | ||
| 65 | Ability to handle off-cycle direct deposit (longevity pay, merit pay). | ||
| 66 | Ability to run payroll calculation multiple times for checks and balances before actually printing checks. | ||
| 67 | Ability for users to utilize the system when payroll is running. | ||
| 68 | Ability to reflect SSN changes in both current and historical records, for year end reporting purposes (move data). | ||
| 69 | Ability to replace a check all in one step (void original, assign new number, etc.) even in prior year. | ||
| 70 | Ability to allow payroll adjustments to final paychecks for refund of vacation, sick, etc. | ||
| 71 | Ability for comp time entry to vary by department and/or classification (i.e., exempt/non-exempt). | ||
| 72 | Ability to assign project numbers independently to hours and benefits by classification. | ||
| 73 | Ability to automatically attach allowable payroll accounts to a project when a project number is used. | ||
| 74 | Ability to charge time to a department other than an employee's "home" department (e.g., by percentage). | ||
| 75 | Ability to split employees across funds, departments, etc by a percentage of hours or |
actual hours.
| 76 | Ability to verify hours worked based on work schedule and pay codes and present exceptions to a specified user. |
| 77 | Ability to deliver client specified timesheets to various groups and/or types of employees, based on workflow. |
| 78 | Ability to display current leave accrual rates, codes and maximum balances for each employee while time is being entered or reviewed. |
| 79 | Ability to handle mid-period work schedule/shift changes. |
| 80 | Ability to view employee's schedule with shift and off day information at any time. |
| 81 | Ability to prevent the use of accruals over earned amount, with the ability to override with the appropriate security. |
| 82 | Ability to receive notification when an employee has not been paid for pay period and is not on established leave. |
| 83 | Ability to provide edit reports after time input that will capture user defined deviations such as excessive overtime or zero hours for active employees. |
| 84 | Ability to accommodate multi-level approvals and movement of electronic timesheets between remote locations. |
| 85 | Ability to automatically post pre-approved leave during effective pay period. |
| 86 | Ability to prorate accruals based on time worked. |
| 87 | Ability to do fiscal year-end accruals of salaries and benefits. |
| 88 | Ability to generate fiscal year-end compensated absences report and journal entry per the City's policies. |
| State & Federal Reports | |
| 89 | Ability to produce all W-2 information for employees and reporting agencies (i.e., IRS and State, etc.) on laser and standard printer. |
| 90 | Ability to sort W-2 information in a user-defined format. |
| 91 | Ability to automatically produce direct deposit tapes/files for banks. |
| 92 | Ability to transmit W-2 and payroll taxes electronically. |
| 93 | Ability to generate standard reports that reconcile earnings to 941s. |
| 94 | Ability to gather all data necessary to prepare the federal EEO-4 report and Workers Comp reports for workers comp audit. |
| 95 | Ability to generate federal and state reporting requirements (e.g., Quarterly reports, W-9, Tax IDs, IRS Form 941, IRS Form 940, IRS Form 945, IRS Form 1099R, W-2, IRS Form 1099, 1095, backup withholding, Notice B, Functional Labor & Statistics, Retirement Contributions (Full Time and Part Time)). |
| Payroll Reports & Queries | |
| 96 | Ability to produce Employee Detail Report for a user-defined period. |
| 97 | Ability to produce Detail Check History Report for a user-defined period that can be filtered by Project and ability to suppress sensitive information. |
| 98 | Ability to produce Payroll Register both Summary and Detail for a user-defined period. |
| 99 | Ability to produce a detail G/L Distribution Report for a user-defined period. |
| 100 | Ability to produce a Gross Pay/Gross Hours Report for a user defined period (e.g., 13 Week Window of Previous Pay for worker's Comp). |
| Compliant |
| Alternative Method |
| Modification Required |
| Non-Compliant |
Expense Reimbursement
| Expense Reimbursement | |||
| # | Requirement | Response | Comments |
| General Requirements | |||
| 1 | Ability to enter, process and track non-hourly/wage reimbursements, including but not limited to mileage and other non-taxable reimbursements, etc. | ||
| 2 | Ability to integrate fully with General Ledger, Projects & Grants, and Accounts Payable. | ||
| 3 | Ability for the administrator to set required fields on the forms. | ||
| 4 | Ability to support reconciliation of estimated expenses with actuals. | ||
| 5 | Ability to allow project expenses. | ||
| 6 | If used for expense reporting, ability to review and approval levels and pre‐trip travel |
authorizations.
| 7 | Provide reimbursements through Accounts Payable. |
| 8 | Ability to establish workflow rules to route expense reports to different approvers based on user-defined account codes, amount, and department codes. |
| 9 | Ability for approver to modify/edit expense reports prior to approval. |
| 10 | Ability to support standard attachments for electronic receipts. |
| 11 | Ability to support for role-based security: different rights for administrators vs. clerks; each employee restricted to his or her own expense reports. |
| 12 | Provide detailed and summary expense reports by expense type, category, employee, department, pending approval. |
| 13 | Ability to create a configurable number of expense categories. |
| 14 | Ability to allocate a claim to multiple GL accounts. |
| 15 | Ability to establish default object codes for travel expense categories. |
| 16 | Ability to have a multi-layer work flow process for approving claims. |
| 17 | Ability to optionally allow for cash advances. |
| 18 | Ability to enter related expenses for items that may have been purchased by central purchasing and should not be reimbursed. |
| Compliant |
| Alternative Method |
| Modification Required |
| Non-Compliant |
Benefits
| Benefits | |||
| # | Requirement | Response | Comments |
| General Requirements | |||
| 1 | Provide benefits integration with Human Resources, Payroll, General Ledger, Accounts Payable, Accounts Receivable and Budgets. | ||
| 2 | Ability to manage open enrollment through the integrated Human Resources module. | ||
| Benefits Planning | |||
| 3 | Ability to define multiple versions of Benefit plans (e.g., “cafeteria” plan, Flexible Spending Plan, deferred compensation). | ||
| 4 | Ability to place system locks on record changes and to secure fields that require presentation of documentation to Human Resources personnel. | ||
| 5 | Ability to update premiums/costs collectively by a single change to a table, with effective dates and an audit trail. | ||
| 6 | Ability to process multiple plan years for open enrollment periods (next year and current year simultaneously) with effective dates. | ||
| 7 | Ability to support multiple grandfathered benefit program structures. | ||
| 8 | Provide automatic interface to City’s deferred compensation providers. | ||
| Flexible Benefits Tracking | |||
| 9 | Ability to track dependent care and medical care, account participation, and election amount. | ||
| Plan Definition and Administration | |||
| 10 | Ability to capture plan data including: Plan type; Contribution rate; Eligibility data; Plan name/number; Deduction code and maximum contribution; Level of coverage; History of changes (dates); Termination date of coverage; Options. | ||
| 11 | Ability for captured plan data to be established once in the system and to be utilized across the system. | ||
| 12 | Ability to capture deduction data for employee selected benefits including: Positive and Negative override capability; Start/End date; Varying frequencies; Deduction amount (or percent of gross); Annual limit dollars; Annual limit percent of gross; Actual deduction last pay period; YTD deductions; Current direct pay; Balance owed/outstanding. | ||
| 13 | Ability to capture different beneficiary data for each employee selected benefit including: Name; Relationship; Date assigned; Allocation date; Retirement; Life insurance; Deferred compensation; Address of beneficiary. | ||
| 14 | Ability to set up new employee benefits with assignment of waiting period for benefits. | ||
| 15 | Ability to capture spouse data for employee selected benefits including: Name; Employee status; Social Security Number. | ||
| Enrollment | |||
| 16 | Provide automated enrollment process to accommodate open enrollment using kiosks, and the Internet. | ||
| 17 | Auto-calculate employee premiums per pay based on each benefit selection and City contributions - visible to employee when enrolling. Ability to provide summary of elections/costs. | ||
| 18 | Ability to allow for periodic increase/decrease in Benefit premiums by Administrator without the need for re-enrollment by employees. | ||
| 19 | Ability to allow for changes to an employee's election other than at open enrollment (e.g., changes in family status). | ||
| 20 | Ability to configure user defined acknolwedgments in online enrollment. | ||
| 21 | Ability to recognize employee's profile data and enforce enrollment rules accordingly. | ||
| 22 | Ability to continue prior year coverage for those employees not re-enrolling in plans during open enrollment period, except for Flexible Benefits Plan. | ||
| Dependents | |||
| 23 | Ability to capture dependent data for employee selected benefits including: Number of dependents; Name; Address; Multiple last names (e.g., step children, foster children); Gender; Date of Birth; Social security number; Relationship to employee; Start/end dates of coverage; Coverage waiver indicator; Association of enrolled benefit to dependent. | ||
| 24 | Ability to input and store Dependent/ Beneficiary data for a configurable number of Benefit plans by effective date. | ||
| 25 | Provide system validation (force) for correct relationships of Dependents based on the type of Plan in which the employee/retiree is enrolled. | ||
| 26 | Ability to calculate ages of each retiree and spouse to determine when retiree and/or spouse become eligible for Medicare. Track when dependents turn age 26 so coverage is termed, deductions updated, etc. | ||
| 27 | Provide benefits summary for each individual. | ||
| COBRA Tracking | |||
| 28 | Ability to store COBRA dependent history data. | ||
| 29 | Ability to notify third party administrator regarding COBRA eligible participants. | ||
| Leave | |||
| 30 | Ability to maintain a configurable number of user-defined leave types (e.g., Sick; Vacation; Holidays; Absent without Pay; Comp time). | ||
| 31 | Ability to support conversion of unused Sick leave into a configurable, factored pay. | ||
| 32 | Ability to track Sick leave donated by individuals to the Leave Bank for use by employees who have extinguished their accrued leave. Track by donee and who received the benefit. | ||
| 33 | Employees can donate 24 hours of leave to a bank and can receive allocations from the bank. Ability to keep track of bank and donations made to it, deductions made from it. | ||
| 34 | Provide for a configurable number of user-specified leave eligibility and accrual rules (e.g., based on employment status, work schedule, position, years of service), with the ability to automatically accrue and/or prorate leave accruals based on those rules (e.g., a 30 hour per week employee accrues leave at 75% of a full-time employee). | ||
| 35 | Ability to support dual-reporting system for FMLA compliance (tracking continuous and/or intermittent FMLA leave hours used from a variety of leave accounts such as vacation, sick leave, unpaid, etc.) for the specified period of time. | ||
| 36 | Provide attendance and absence analysis, including sick leave, either in summary or detail, by user-specified selection criteria, including: Category; Date or Date range; Day of week; Leave type; Position or class; Bargaining unit and/or department. | ||
| 37 | Ability to adjust service date, vacation/sick leave accrual, pension eligibility, and seniority based upon types of Leave of Absence without pay. | ||
| 38 | Ability to halt leave accruals, either automatically or manually, for certain unpaid leave types. | ||
| 39 | Ability to track different leave types which accumulate concurrently as defined by user for each employee (e.g., FMLA, Job Injury leave, Leave of Absence). | ||
| Worker's Compensation | |||
| 40 | Ability to create worker's compensation information. | ||
| 41 | Ability to flag an employee who is receiving workers compensation benefits. | ||
| 42 | Ability to enter the start and end date for when an employee is receiving workers compensation benefits. | ||
| 43 | Ability to alert the payroll clerk that an employee is receiving workers compensation benefits when they are processing payroll. | ||
| 44 | Ability to enter an employee's workers compensation benefits. | ||
| 45 | Ability to adjust pay calculations based on workers compensation benefits. | ||
| 46 | Ability to track different leave types which accumulate concurrently as defined by user for each employee (i.e., STD, worker's comp., FMLA, leave of absence). | ||
| FMLA Tracking | |||
| 47 | Ability to create FMLA forms. | ||
| 48 | Ability to flag an employee who is on FMLA. | ||
| 49 | Ability to enter the start and end date for when an employee is on FMLA. | ||
| 50 | Ability to alert the payroll clerk that an employee is on FMLA when they are processing payroll. | ||
| 51 | Ability to view FMLA time off using the last twelve month period. | ||
| 52 | Ability to enter FMLA entitlement year for tracking and access to other user defined fields for different tracking key date items (.i.e. medical cert due dates, advance notice nearing end of FMLA, etc) | ||
| Year End Accrual Processing | |||
| 53 | Ability to carry forward based on system administrator defined criteria. | ||
| 54 | Ability to transfer balances. | ||
| 55 | Ability to transfer over limits. | ||
| 56 | Ability to donate to pool. | ||
| 57 | Ability to zero balance. | ||
| Benefits Reporting & Querying | |||
| 58 | Ability to produce standard insurance-related reports including: Company; Plan; Employee; Benefits statements; Census; Election forms. | ||
| 59 | Ability to export open enrollment data to be sent electronically to benefits providers. | ||
| 60 | Ability to export all mid-year changes (life event changes, dependent changes, new and changed elections, address changes, etc). | ||
| 61 | Ability to export COBRA data to be sent electronically to COBRA administrator. |
| Compliant |
| Alternative Method |
| Modification Required |
| Non-Compliant |
Training
| Training | |||
| # | Requirement | Response | Comments |
| Data Entry | |||
| 1 | Ability to download information into individual members training screens. | ||
| 2 | Ability to input a complete class at one time. | ||
| 3 | Ability to search by member name, number, course name, course type, due year, and instructor name. | ||
| 4 | Ability to load purchased training content or create own content. | ||
| 5 | Ability to have various forms of training content, i.e. written, multimedia, combination. | ||
| 6 | Ability to integrate with an LMS (Learning Management System) through an open ended API to allow for integration in the future. | ||
| Training Tracking | |||
| 7 | Ability to setup and maintain a schedule for different types of training activities. | ||
| 8 | Ability to track training hours, budgets, and mandatory training by individuals, position , or rank. | ||
| 9 | Ability to track training course information, including: Name/Title of course, Course Number, Date, Location, Hours, Mandatory/Optional, Reimbursable/Non-Reimbursable, Grade/Score. | ||
| 10 | Ability to capture and maintain the following training information for each employee: Date(s), Name, Employee ID, Rank/Position, Assignment, Employee Data, Education Level, Certificates of Training, Courses and Seminars Attended (Course Name/Title, Course Number, Hours Completed, Instructor/School, Certificate Number), State-Mandated Training Completed and Dates (First Aid, CPR, Firearms/Weapons). | ||
| 11 | Ability to display and/or print training shortfall list by employee. | ||
| 12 | Ability to display and/or print summarized monthly training hours by employee. | ||
| 13 | Ability to print summary of training by employee or by training type. | ||
| 14 | Ability to display and/or print a breakdown of monthly training, by Date, Subject, Sessions, Trainees (Name or Group), Hours, Total Hours. | ||
| 15 | Ability to display and/or print an individuals training history in reverse chronologic order (most recent first). | ||
| 16 | Ability for authorized users to enter training records into the system. | ||
| Reporting & Querying | |||
| 17 | Ability to produce a report of upcoming delinquent training needs for a user-specified period. | ||
| 18 | Ability to produce a report of an employee training record upon termination for inclusion in their personnel record. |
| Compliant |
| Alternative Method |
| Modification Required |
| Non-Compliant |
Employee Self-Service
| Employee Self-Service | |||
| # | Requirement | Response | Comments |
| General Requirements | |||
| 1 | Ability for employees, with authorized and configurable controls, to monitor and maintain personal and employment information, including: General information; Address; Personal email; Phone numbers; Emergency contacts; Dependents; Demographic information; Certifications and the status of each one. Changes made are subject to workflow approval. | ||
| 2 | Ability to integrate electronic forms with ESS and digital signatures (i.e. new hire documents outside forms field items, W4, DD, Evals, etc). | ||
| 3 | Ability for employees to monitor personal information, including: Training Records, Past Progress Reviews, Job Descriptions, Pay Status Changes, Pay Stubs. | ||
| 4 | Ability to upload documentation (e.g., policy manuals, employee forms). | ||
| 5 | Ability to scan and attach relevant documents (e.g., W2s, 1009Rs, Pay Advices). | ||
| 6 | Ability to view HR announcements and department information. | ||
| 7 | Ability to support online Leave Accrual Processing: Employee submits leave requests online; Employee cancels requests that have not been taken yet; Employee views past accrual history in list and calendar views; Employee views accrual balances and custom projections of earned time; Employee chooses reason for leave request and leaves comments; Administrator can define leave rules (e.g., earn before use). | ||
| 8 | Ability to request time off through self service and have approved time automatically update the appropriate payroll processing run. | ||
| 9 | Ability for the employee to view pay and tax information. | ||
| 10 | Ability for the employee to enter timesheet information via the Employee Self Service Module. | ||
| Online Timesheet Processing | |||
| 11 | Ability for Payroll to send messages to employees that they must acknowledge viewing in order to enter their timesheets. | ||
| 12 | Ability to support online time entry, including employee charging to: projects, accounts, work orders, and reasons. | ||
| Online Training Enrollment | |||
| 13 | Ability to support online Training Enrollment, including: View upcoming training calendar; View course history and results; Sign up for courses; View wait list status and information; Export training to preferred calendar program (e.g., Microsoft Outlook); Pay for training online. | ||
| Online Pay Information | |||
| 14 | Ability to support online pay information, including: Listing of all employee advices including detailed pay and deduction information; Employees running "What If" simulations to determine net effect of W4 or other changes; Submit W-4 changes online; View W2 and 1099-R information; Link to archived image of paycheck; View summary information including current W4 selections and YTD pay and deduction information. | ||
| Online Job Postings & Tracking | |||
| 15 | Ability for applicants to attach résumé, copy of transcripts, cover letters, references. | ||
| 16 | Provide for configuration of database fields by HR (e.g., State certifications, retirement system participation, language). | ||
| 17 | Provide fully customizable forms with configurable sections and fields. | ||
| 18 | Provide support for publishing job postings via RSS feeds. | ||
| Online Benefits Tracking | |||
| 19 | Ability to view current benefits. | ||
| 20 | Ability to support for online open enrollment including customizable sections, opt-outs, dependent/beneficiaries, and pre/post tax. | ||
| 21 | Ability to apply for a benefits change by entering a qualifying event. | ||
| 22 | Ability to have a custom individual enrollment for qualifying events. | ||
| 23 | Ability to view per-pay periods employee cost of benefits. | ||
| Online Expense Reimbursement | |||
| 24 | Ability to support online Employee Expense reports, including: Employee views and potentially cancels/updates pending requests; Employee enters expense requests online including detailed expense accounting; Employee submits "informational-only" expense reports that do not require reimbursement; Forms that can be customized by system administrator and allow for custom rules and requirements. | ||
| 25 | Ability to support self-service access via the Internet where employees can submit expense reports and view the status of all pending or past requests. | ||
| Supervisor Functions | |||
| 26 | Ability to customize the number of levels of reports a supervisor can view. | ||
| 27 | Ability to view subordinate personal information. | ||
| 28 | Ability to view subordinate pay information. | ||
| 29 | Ability to view subordinate accrual information. | ||
| 30 | Ability to review and approve/decline subordinate leave requests. | ||
| 31 | Ability to view subordinate trainings. | ||
| 32 | Ability to sign up subordinates for trainings. |
| Compliant |
| Alternative Method |
| Modification Required |
| Non-Compliant |
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File details come from the government source that posted it. Updated .