APPENDIX I TECHNICAL REQUIREMENTS MATRIX.xlsx

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Human Resources Information System: HR/Payroll Services
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95476723R0033
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Appendix I HR & Payroll System service will need to be able to provide at minimum the following system options functionality & User Experience:

Overarching Goal for User Experience (Employees and Administrators): Having a comprehensive HR and Payroll system that offers seamless navigation and integration across every part of the system. A vendor that assigns a dedicated support team to ensure timely response to client requests and needs.

Core SystemCheck all that ComplyProposal Page ReferenceComments
1. User friendly and intuitive system with easy navigation for each content area
a. Configurable employee view eliminating fields that are not used or relevant
b. Customizable Employee Profile summary page(s) - easy to locate current employee status information (e.g. employee profile, job/dept profile, organization category - employee, federal non-paid employee, volunteer, etc.)
2. Single Sign-on and Direct Login for employees
3. Secure Mobile App functionality
4. Ability to customize system structure and terminology to align with Museum needs supporting an enhanced and simplified user experience (e.g., Org Level 1 = Office, Org Level 2 - Division, Org Level 3 = Branch, and other similar examples)
a. Ability to distinguish between General Ledger structure and organization hierarchy structure
5. ‘Ability to support non-US employee information - address fields, country information, phone numbers, non-US currencies, and other relevant employee job and salary information - currency conversion feature highly desired.
6. Employee Record Management - ability to fully automate employee record keeping and upload current file (records history); discuss store space capabilities of system (Gig space)
a. Ability to store and view employee current and past Position Descriptions for employees and supervisors
7. Unlimited/configurable character limit for data fields
8. Ability to set up tickler reminders for supervisors, employees and human resources (e.g., salary/scheduled increases for employees, Performance Management notifications, benefit events)
9. Announcements (home page) and policy and training document links (homepage or embedded) can be inserted for easy reference; topic search functionality a plus
10. Ability to indicate multiple employee types including which employees are union employees (within the federal non-paid employee group) and indicators for different federal (GS, DG) and donated employee compensation structures
11. Ability to create automated template letters that can pull from assigned data fields and be sent to employees/managers
12. Comprehensive Organizational Structure/Chart capabilities desired
13. Workflows:
a. Ability to modify approval workflows so that anyone can't approve their own transactions
b. Ability to send back and forth with editing capabilities
c. Ability to assign certain actions or workflows by Role or Individual User
d. Ability to create automated approval workflows
e. and integrate the Museum’s Personnel Request Form (PRF) and SF-52s into HRIS (demo system capabilities)
14. Ability to integrate with other systems (e.g, budget tool) – discuss capabilities
15. Core System Reporting, including but not limited to:
a. Compliance Reporting such as standard EEO and Vets reporting
b. Employment history and employee data reporting
16. Ability to have multiple company’s set-up for non-paid staff (e.g., volunteers and fellows / no benefits except workers comp)
17. User Security functionality and ability to audit user changes
18. Ability to make changes to multiple accounting strings (e.g. department ID) for one employee on any given pay period (allocations)
19. Employee Self-Service:
a. Review and maintain name, primary and secondary home and email address information, multiple telephone numbers, direct deposit (payroll and expense reimbursement, if applicable; multiple accounts), tax withholding, emergency, etc.
b. Ability to update benefits information electronically, including beneficiary information
c. Ability to view, download and print pay statements and W-2s
d. System must recognize change in home address/state/country information and trigger notification to employee and HR that tax information must be updated
e. Review annual/sick leave balances and submit/cancel leave requests [Core or Time Management]
f. Choose and maintain personal passwords
20. Manager Self-Service:
a. Perform daily supervisory activities such as initiate and/or approve leave requests, approve changes in job, job classification, work schedule, compensation, etc.
b. Review current and historical employee information under supervisory purview
c. Check status of requested changes
d. View overall metrics of the office/division/branch and organization such as turnover rates, number hires or separations within a time period, or other parameters through dashboards, scheduled or ad hoc reports
e. Enter Terminations and related information for workflow approval
f. Ability to submit and process Time Off Award requests in the system (workflow)
g. Allow Managers to delegate timesheets to other managers for oversight and approvals when they will be out of the office
Benefits:
1. User friendly, simplified and intuitive system with easy navigation
2. Benefits module with robust, enhanced benefit management and reporting capabilities
3. Automated benefit enrollment and changes
4. Administration of benefits including links to vendors for health, life insurance and retirement plan sites (e.g., TIAA- CREF, Flex Spending, Long Term Care)
5. Individual employee benefit plan profile summaries with easy access to various benefit plan description links
6. Integrated connection/interface to benefit carriers and other vendors (e.g., CareFirst, TIAA-CREF, Mutual of Omaha, etc.) with 360 enabled capabilities, when necessary
7. Security and auditing capabilities
8. Customizable benefit setup for specific plan requirements from vendors. (e.g. Mutual of Omaha - Life Insurance increments). Examples:
a. Ability to configure supplemental life insurance benefits amounts in increments, e.g., of $1,000 or $10,000
b. Allow multiple Guarantee Issue rules for Supp Life (e.g., GI limit for New Hires versus for employees outside of 30 day of hire)
c. Ability to incorporate 403b auto escalation and opt-out feature
d. Ability to set up Supplemental Life insurance for EOI applications with ‘pending status’ when this benefit is elected by the employee until approved or denied
e. Allow employees to be able to add, remove or select their dependents during enrollment, including SSN, DOB and other relevant information
f. Allows for dependent age cap rules for benefits with alerts and auto stop a dependent’s coverage when they reach age 26
g. Ability to add or change beneficiary information at any point in time during the year and feed to the benefit carrier(s)
h. Ability to have plan contingencies (i.e., if the HSA plan is selected, it can only be selected if the HDHP plan is selected)
i. Ability to calculate premium arrears
j. Once employees elect certain benefit plans (medical, dental), the premium tiers (based on salary ranges) are applied
9. For interface changes, we need a more flexible deadline to submit service requests to ensure the OE file will be updated to send to the benefit vendor’s specific deadline
10. Workers Compensation, FMLA and LOA data management, status tracking and reporting
11. Ability to set up online changes, approval workflows, confirmation notifications and reporting
12. Offers an easy to view plan comparison between options
13. Capable of sending benefit enrollment reminders
14. Ability to sync STD/LTD/PFL/FMLA and other extended leaves from a master leave calendar without HR or the employee having to fill out timesheets during the leave period - for proper tracking, reporting and pay
15. Life event notifications that provide details regarding denial or approval of benefit plans and allow editing by employees through final approval
16. Domestic Partners - system should be able to calculate imputed income when an employee selects this benefit with ability to upload documentation
17. Contribution cap rules for 403b plan to notify employees if their contribution will take them over the limit before the end of the year/assist them in how best to choose a contribution that will maximize what they put in and also maximize their Museum match
18. Customizable Annual Leave plans that show leave balance and accruals per pay period
19. Multiple Annual Leave and Special Leave plans with specific, unique short-term parameters (e.g., Leave Donations) [confirm where these would be set up and managed - Core, Benefits or Time & Attendance]
20. Place(s) to provide links to summary plan descriptions, OE presentations, legally required notifications, contact information for all vendors and high-level summaries of plan benefits that can be viewable by employees
21. Ability to set up employee award program requests and approval workflows, e.g., Cash Awards, Quality Step Increases, Time Off Awards [confirm if this occurs in Core, Benefits or Compensation]
22. Total Rewards Statement Functionality - template and ability to customize [Core, Benefits or Compensation Module?]
Recruiting/Onboarding:
1. User friendly, simplified and intuitive system with easy navigation and reporting
2. Integrated functionality and data transfer with Core HR system
3. Mobile access to ATS for applicants
4. Recruiter override capabilities
5. Reporting of new hire workflow and status
6. Ability to load PRF in system with all required data points
7. Workflow review and approval notifications (to post and offer)
8. Bulk disposition and notifications of applicants
9. Bulk applicant forward to hiring team from ATS
10. Bulk download resumes
11. Ability to create and send offer letters to candidates
12. Allow candidate to accept or decline offer online
13. Hiring Managers ability to:
a. schedule interviews with candidates
b. decline or approve candidates based on resume
c. provide feedback on candidate profiles for recruiters to review
14. Interfaces:
a. posting vendors
b. background check vendor
c. I-9 e-verification
15. New hire ability to complete onboarding documents online (tax forms, direct deposit, I-9 Form, emergency contact information, Museum Policies, Veteran and Disability Status)
16. Ability to create custom forms specific to the museum for employees to complete in onboarding; all electronic ‘form’ information will need to flow over to the employee’s Core profile
17. Automated reminder notifications to new hire to complete onboarding
18. Ability to automate offer letters with customizable letter options
19. Ability to create/store Position Descriptions; easy for employees and supervisors to find and view an employee’s current position description, and ideally past position descriptions
Time & Attendance:
1. User friendly, simplified and intuitive system with easy navigation and reporting
2. Integrated functionality with the Core HR system - e.g., work schedule, FLSA status, pay, etc. to avoid information needing to be maintained in multiple locations
3. The ability to set-up and administers various standard and special leave plans (e.g., leave donations from one employee to another).
4. Allows for set-up of multiple Alternate Work Schedule types with different overtime rules (e.g., 5/4/9, 4/10, etc.)
5. Ability to see a summary view all employee data e.g., timesheets, leave requests and balances, and profile information
6. Secure mobile app capabilities for time and attendance
7. Ability to record unpaid volunteer’s time & attendance (work schedule) without triggering a payroll action
8. Ability to electronically submit and approve leave requests online that will automatically reconcile leave balances and populate timecards
9. Ability to record and manage time allocations for Museum projects and subproject at the Office/Division/Branch levels and for individual using flexible timekeeping and reporting tools
10. Automatic population of timesheets for Exempt employees when applying default employee schedules, including holidays, with ability to populate exception-only time (annual leave, sick leave, jury duty, STD, FMLA, etc.), actively attesting to their time each pay period
11. Non-Exempt required to populate timecards (regular hours, annual leave, sick leave, jury duty, STD, FMLA, etc.) each pay period
12. System validation of timesheets based on established rules for pay plans, employee leave, and flexible schedules, including automatic alerts to flag discrepancies
13. Ability to turn on/off certain pay codes as needed and set a time limit for them as applicable
14. Ability for employees to see and select applicable charge codes based on what’s assigned to their access group
15. Automated reminders for time and attendance transactions e.g., when timecards are due to be completed or reviewed/signed off on, overtime notifications/approvals, etc.
16. Ability to automate prorated STD/LTD/PFL timekeeping/pay
17. Ability to schedule premium pay changes for a defined period of time, when applicable
Payroll Functionality and Services:
1. Hourly payroll
2. Salary payroll
3. Multiple earnings and deductions
4. Multiple direct deposits
5. Multiple companies for one organization
6. On-site manual check and DDA printing
7. New hire/Termination reporting
8. Complete Off-cycle payrolls
9. Check calculator (what-if scenarios, gross-up, etc.)
10. Create Imports/Automated process for Allocations
11. Ability to create deduction and earning codes
12. Creating import templates that are customizable
13. Retroactive Pay Calculations
14. Rollup totals for Payroll functionality. Ability to extract data for a specific point in time.
15. Pulling in earnings/deduction codes all at once rather than one at a time
16. Ability to enter payroll adjustments/tax adjustments before payroll open
17. Interface to General Ledger HRIS, 403(b) & 457(b) vendors (Anaplan)
18. General Ledger Functionality - entering GL rules, generating GL and reporting.
19. Allow multiple accounting strings (e.g. department ID) for one employee on any given pay period
20. Automated API to GL Software for data exchange
21. Allocation Reports to be updated by user groups and workflows
22. Allocations to be scheduled for future change
23. Allocations to be split and housed under one location in Core
24. Annually prepare, the imputed cost of Life Insurance coverage in excess of $50,000 to be included in income, using the IRS Premium Table, and are subject to social security and Medicare taxes and reported on the W2.
25. Garnishments/Levies can be entered and managed in the system
26. Multiple employer reports (view, print, ASCII)
27. Expense management
28. Overtime setup and capabilities
29. Ability to assign multiple funding sources (accounting chartfields) and percentage allocations.
30. Ability to assign specific coding to identify employee pay scale source: out-of-scale, off-scale.
31. Ability to support multiple geographic-driven pay scales.
32. Ability to complete scheduled date- driven increases
33. Calculate payroll state taxes
34. Calculate payroll state taxes with residual jurisdiction
35. Calculate payroll federal taxes
36. Calculate payroll federal taxes with residual jurisdiction
37. Produce tax payments with supporting documents for tax withholding deposits for Federal; FUTA; State withholding
38. Provide supporting documents and final versions of 940 and 941.
39. Produce year end W-2
40. Maintain and calculate employee leave balances for annual leave, sick, and casual based on rules
41. Workers compensation cost calculation and reporting capabilities
42. Real time access of all employee records
43. Ad-hoc reporting
44. Technical support for troubleshooting payroll issues
45. Maintain payrolls for multiple and separate Reporting Entities
46. Review and enter/submit expense information and reimbursement requests (potential future)
47. Security and auditing capabilities
Reporting for HR and Payroll:
1. Robust, flexible and user-friendly reporting features and capabilities
2. Offers a wide array of customizable sample reports (e.g., audit reports, benefit reports, compliance reports, payroll reports, HR reports, etc.)
3. Ability to create our own ad hoc customized reports
4. Ability to audit and report on every data field within system (e.g., no fields are excluded in the reporting tool)
5. Audit tracking for all transactions
6. Dedicated support team to assist with complex report needs in a timely manner
7. Ability to schedule and send reports automatically from the system
8. Desired reports:
a. Point in time reporting
b. Detailed employee cost reporting by pay period and YTD to include historical data
c. Leave and earning statements
d. Pre-check reporting during payroll processing
e. Leave balances
f. Allocations Reporting based on offices, divisions and branches and potentially restricted and unrestricted funds in the future
g. Detailed benefit reports by employee (inclusive of accounting string)
h. Reconciliation report by pay period with control totals
i. Deduction and Earning History based on codes and employee information (Historical as well)
j. Historical data reports with effective date(s) information e.g., Tax change history, job change history
9. Accommodate information requirements for accounting transactions for accruals of pay and benefits during the year. This process is to provide for accruing and reversing accounting information relative to pay and benefits on other than a monthly basis.
Performance Management:
1. User friendly, intuitive, easy to navigate and find current and historical information, including year-to-year performance information (dashboard view desired)
2. Allow for streamlined system setup of performance modules, employee profile data loads/integrations and training by user group to avoid searching for information in multiple locations
3. Can record, track and manage performance related disciplinary actions (Core and/or Performance Module - module integration?)
4. Ability to launch and manage goal setting and performance separately
5. Ability to view organizational cascading goals as well as compare goals between those in similar positions
6. Ability to run concurrent Fiscal Year Performance periods (e.g., closing one review period and opening another simultaneously)
7. Option for supervisors and employees to collaborate on goal setting when applicable
8. Ability to provide ongoing feedback and track performance beyond traditional annual review cycle
9. A dashboard that shows where the goal-setting and performance appraisals are in the process so that supervisors/HR can easily see when action is needed
a. Ability to schedule automated status reports
10. The ability to reassign performance appraisals to new or temporary supervisors
11. The ability to establish, manage and report on current employee talent profiles in one place. This would include training, current Position Description, verification of degree, experiences, certifications, etc. [Core, Performance, Succession Planning?]
12. Offers a delivered library of goals and the ability to build a library with custom goals
13. Ability to archive performance reviews and data
14. Continuous performance feedback feature and insights (if available) to promote engagement
15. Ability to add additional contributors for 360 reviews
16. Ability to compile reports of which reviews have been completed for the year and which are still outstanding
17. Ability for managers (or HR) to add HRBPs as reviewers as a step before providing to the employee.
18. Ability for employees to provide additional feedback/rebuttals after receiving their performance appraisals and automatic notification to HRBPs that these have been added.
19. Ability to pull from system org charts by Department to enable review and approval workflows
20. Self-service features for professional skills, knowledge and experience profile management and updates with approval workflow (degrees, certifications, experience, etc.)
21. Ability to create and assign standardized performance review templates for employees who have not been with the Museum for the full rating year
22. Ability to establish/store standard template notifications, set-up process workflow notifications by role, and build an annual review process timeline and schedule email reminder communications on the established timeline
23. Track and analyze key metrics, performance dashboards
24. Easy reporting for Performance Management status or other fields associated with the employee’s PM.
25. Ability to link with an external LMS to bring completing training information into performance
26. Ability to establish and have visibility into talent pools to help provide targeted growth opportunities and succession planning
27. The ability to not have character limits in performance appraisals
28. Ability for HRBPs to ‘proxy’ to see same thing a manager sees in real time while the manager is making changes to employee’s goals or performance reviews
Compensation:
1. User friendly and simplifies multiple complex structures for ease of administration and compensation planning
2. Dashboard, reporting and analysis tools
3. Provides/allows access to salary surveys and benchmark data
4. Pay equity dashboard function to compare compensation across employee groups, job functions, EEO and other categories as needed
5. Budget data management capabilities with ability to interface with finance budget tool - employee demographics, employee ID, job title, department ID, comp structure(s), etc.
6. Ability to set up and assign multiple compensation structures for multiple geographic locations - examples:
a. Grade/Step structure (applying geographic tables)
b. Automated salary increases with approval workflows based on place in salary grade structure (WGI’s)
c. Salary range/band structures
7. Ability to create custom compensation plans based on defined eligibility rules including hourly, salaried, bonus eligible (different or various bonus plan types), allowances, premium pay, etc.
8. Ability to create career development paths tied to compensation structures and succession plans, where applicable
9. Foreign currency capabilities
10. Total Rewards Dashboard/Statement
System Requirements:
1. Web-based (i.e., cloud-based service, or SaaS) hosted on vendor’s server at vendor’s data center
2. Support for all major web browsers including Internet Explorer, Firefox, Chrome, and Safari (Mac)
3. Cross-platform compatibility, Mac or PC
4. Open interfaces to get data in and out (no closed, proprietary system)
5. Ability to develop an automated interface with the PeopleSoft Financials hosted at USHMM
6. Must be able to accommodate the full accounting data (fund/ dept/project/program/class) in the interface at one location.
Security Requirements:
1. Factors that will protect the system from malicious or accidental access, modification, disclosure, or misuse include (please provide a written response as to whether you comply and, where applicable, how): Web access must be TLS 1.2 or higher (All SSL and weak TLS protocols need to be disabled).
2. TLS1.0 compression must be disabled.
3. Weak ciphers (DES, RC4, static block ciphers) must be disabled and AES ciphers and GCM modes must be enabled.
4. Protocol negotiation must be disabled.
5. Certificate should be SHA2 - 4098 bits.
6. Certificate pinning is desirable.
7. The platform, if cloud based, needs to be SSAE-18 SOC 2 Type 2 certified. If. not what industry security framework is being followed and audited by a third-party vendor
8. Platform should have been tested against OWASP top 10 vulnerabilities as defined by the 2022 guidelines. The Museum may ask for a pentest report under NDA.
9. Data at rest should be encrypted using AES 256-bit encryption or another acceptable encryption cipher suite
10. Application should be behind a Web Application Firewall that is configured to protect against commonly used attack techniques as defined by OWASP top 10 and other best practices.
11. Platform should provide Role Based Access Controls that limit access on a need to know basis
12. Platform should be SSO enabled using industry standard methods like SAMLv2 and ADFS.
13. Platform should support multi-factor login.
14. Platform should allow the administrator to set password rules, for any local accounts
15. All access must be logged.
16. Access to PII data should be logged.
17. If a platform is co-tenanted how is logical separation being implemented?
18. Administrators should be able to pull access reports and log information 24x7.
19. Prior to going live, USHMM shall perform a vulnerability scan of the platform and require the vendor to fill out an in-depth security questionnaire
20. Synchronous backup of all USHMM data at an alternate data processing facility with complete restoration capability.
21. Gated user access, various levels of permission and content views
22. Multi-layer approval process
23. Ability to provide policies, procedures, and standards, including vetting of staff and management of staff for vendor process for assessing the provider’s compliance with service level agreements, including audits and testing procedures, protections, and restrictions for commingling and handling of Museum sensitive data
24. A mandatory site visit of Vendor by Museum Staff or Contractors
25. Annual Service Industry Operational Control (SOC) formally known as SAS 70 Type II with emphasis on PII
26. Ability for the Museum to perform a complete FISMA based Certification and Accreditation (C&A) (or industry equivalent) on vendor’s or vendor’s third-party data center/s that handles and processes Museum data and/or information
27. USHMM to retain data ownership over all its data, such that the Contractor acquires ―no rights or licenses to use the data for its own purposes‖
28. Isolation of tenant applications for non-Federal Data Centers which would include data encryption and segregation (to avoid botnets found in multi-tenant cloud solutions)
29. The use of validated products that meet federal or national standards (e.g., Federal Information Processing Standard 140-2) for data, authentication, and session traffic security such as Secure Socket Layer (SSL) and Advanced Encryption Standard (AES- 256) Encryption
30. Contractor's unilateral modification of contract performance requirements and terms & conditions prohibited and precluded
31. Ability to support the requirements as specified in e NIST 800-144, which include:
32. Personnel requirements, including clearances and responsibilities
33. Access control
34. Service availability
35. Problem reporting, review, and resolution
36. Information handling and disclosure agreements and procedures
37. Physical and logical access controls
38. Network connectivity and filtering
39. Configuration and patch management
40. Backup and recovery
41. Incident reporting, handling, and response
42. Continuity of operations
43. Account and resource management
44. Certification and accreditation
45. Assurance levels
46. Independent auditing of services
47. Auditing and Log Correlation
48. Ability to maintain access control profiles for basic rights and elevated rights
Support & Maintenance/SLA Requirements:
1. 95+ % of all payroll files to be delivered on schedule with 100% accuracy
2. Services to be available 99.99% on a 24x7 365-day basis
3. Service requests to receive a response within 24 hours 95% of the time within the hours of 8AM to 5 PM eastern time, Monday through Friday, except federal holidays
4. Responsiveness and timely resolution of all system errors

Optional Future Modules:

Learning Management System - basic requirements/demo product, if available:
1. Ability to integrate/interface with Core HR System and display relevant employee data
2. SCORM compliant and capable.
3. Can add an employee’s outside learning events to their profile.
4. Contains or can add or create a training request form (e.g. federal government form SF-182) or a version of it, or can upload a DocuSign form.
5. Contains or links to a content library.
6. Content creation and media capabilities.
7. Profiles and content are easily accessible and easily used by employees.
8. The ability to create training records and reporting by employee, office, division, branch, etc.
9. The ability to record and track training costs and include a repayment commitment for training should the employee leave the Museum within a certain amount of time.

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