Attachment B_Functional Needs Requirements Evaluation.xlsx
XLSX spreadsheet 440 KB Posted
- Attached to
- HUMAN RESOURCES INFORMATION SYSTEM (HRIS)
- Solicitation number
- RFP-25-025
- Issued by
- Arapahoe County, Colorado
About this file
The document is a comprehensive Functional Needs Requirements Evaluation spreadsheet for a Human Resources Information System (HRIS) procurement by the City of Englewood, Colorado. The evaluation covers extensive functional requirements across multiple categories including Administrative Tasks, APIs and Integrations, Benefits Management, Employee Self-Service, Job Classification and Compensation, Learning Management, Leave Management, Offboarding, Onboarding, Payroll, Position Management, Performance/Talent Management, Recruitment, Reporting and Analytics, Security, Supervisor Self-Service, Time and Attendance, and Mobile Application capabilities. The document also includes detailed IT security and compliance criteria, with specific requirements for single sign-on, encryption, database architecture, and various certification standards.
The requirements demonstrate a sophisticated, multi-dimensional approach to HRIS procurement, seeking a solution that provides comprehensive functionality across employee lifecycle management, robust integration capabilities with existing systems like Tyler New World ERP, Microsoft Entra, and various benefits providers, and advanced features such as automated workflows, detailed reporting, performance management, and mobile accessibility. Key focus areas include flexible time and attendance tracking, complex payroll calculations, learning management, recruitment tools, benefits administration, and stringent security protocols. The evaluation matrix allows vendors to specify their solution's alignment with each requirement, indicating whether capabilities are out-of-the-box, require add-ons, are partially met, need custom development, or are not offered.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Attachment C_RFP Functional Needs Instructions.pdf | ||
| RFP-25-025_bidnet.pdf | ||
| Attachment D_City Acronyms and Terminology.pdf | ||
| Draft Agreement_PSA.doc | DOC document |
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Application Criteria
| Category | Requirement Number | Functional Need Requirement | How well does your solution meet the Functional Need? | Examples/Additional Instructions | Include additional information here or identify the Addendum where it is included |
| ADM - Administrative Tasks | ADM-001 | Ability to add custom fields | Describe any limitations | ||
| ADM - Administrative Tasks | ADM-002 | Ability to allow time punches from PC or mobile device | |||
| ADM - Administrative Tasks | ADM-024 | Ability to change an employment status to inactive if they are still employed but not actively working | Example: An employee is on military leave | ||
| ADM - Administrative Tasks | ADM-004 | Ability to create fillable forms | Describe field types, limitations or advanced features | ||
| ADM - Administrative Tasks | ADM-005 | Ability to create import workflows and import data as needed | What data formats can be used for imports |
Please describe data validation on imports to ensure data integrity (duplicate identification, missing fields, preview of potential errors, etc)
| ADM - Administrative Tasks | ADM-006 | Ability to create user based dashboards | Provide samples of dashboards |
| ADM - Administrative Tasks | ADM-007 | Ability to define and set step raise structures | Describe any limitations |
| ADM - Administrative Tasks | ADM-008 | Ability to define Incident reporting workflows with audit trail | Describe any limitations |
| ADM - Administrative Tasks | ADM-009 | Ability to define Supervisor notifications on time punches by department/division/job/position level | List types of available notifications |
| ADM - Administrative Tasks | ADM-010 | Ability to force supervisory approvals on employee time punches by job | |
| ADM - Administrative Tasks | ADM-011 | Ability to force taking a picture with time punches for auditing verification | Describe other options and alternatives to this functionality |
| ADM - Administrative Tasks | ADM-012 | Ability to make mass updates to pay rates (yearly COLA) | Please provide a process overview |
| ADM - Administrative Tasks | ADM-023 | Ability to Pause/Stop time off accruals | Example: An employee is on an unpaid leave of absence |
| ADM - Administrative Tasks | ADM-014 | Ability to send/alert notifications to all employees | List types of notification available |
| ADM - Administrative Tasks | ADM-015 | Ability to send/alert notifications to specific employee groups | Describe group granularity |
| ADM - Administrative Tasks | ADM-016 | Ability to set default settings by Job | For onboarding, create default field values to speed up the processing |
| ADM - Administrative Tasks | ADM-017 | Ability to set geofencing rules at time punches at the position level | Describe the geofencing granularity |
| ADM - Administrative Tasks | ADM-018 | Ability to set rules to make an employee check off they read the notification or document sent to them | Describe limitations by document type |
| ADM - Administrative Tasks | ADM-019 | Ability to setup and create a ticketing system | |
| ADM - Administrative Tasks | ADM-020 | Ability to track detailed employee position/pay/benefit history | |
| ADM - Administrative Tasks | ADM-021 | Audit trail for document approvals | |
| ADM - Administrative Tasks | ADM-022 | Auto cancel all future leave upon employee termination | |
| ADM - Administrative Tasks | ADM-023 | Built in AI enhancements | Please describe built in AI capabilities |
| ADM - Administrative Tasks | ADM-024 | Document acknowledgement workflow | Describe any limitations |
| ADM - Administrative Tasks | ADM-025 | Open API structure for integration with third-party applications | Describe base functionality and any API language defaults |
| ADM - Administrative Tasks | ADM-026 | Workflow creation and process automation by City Staff | Describe the workflow build process, i.e. is it drop and drag, does it allow loops, etc. |
| API - APIs and Integrations | API-027 | Ability to integrate or auto-send employee files to third-party providers (FSA, HSA, 401a, 457, 457 Roth, Roth IRA, etc.) | Please provide an overview of process for this integration and any limitations and dependencies |
| API - APIs and Integrations | API-028 | Ability to link to external documents within an employee record | List allowed document types |
| API - APIs and Integrations | API-029 | Delta Dental (Dental insurance) | Please provide an overview of process for this integration and any limitations and dependencies |
| API - APIs and Integrations | API-030 | Employee rewards system (not determined at this time) | Please provide an overview of process for this integration and any limitations and dependencies |
| API - APIs and Integrations | API-031 | Integration with Project Management tools | Currently Asana.com |
| API - APIs and Integrations | API-032 | Integration with Ticketing Systems | Please provide an overview of process for this integration and any limitations and dependencies |
| API - APIs and Integrations | API-033 | Kaiser Permanente (Health insurance) | Please provide an overview of process for this integration and any limitations and dependencies |
| API - APIs and Integrations | API-034 | Laserfiche | Please provide an overview of process for this integration and any limitations and dependencies |
| API - APIs and Integrations | API-035 | Mission Square (Retirement accounts) | Please provide an overview of process for this integration and any limitations and dependencies |
| API - APIs and Integrations | API-036 | Nationwide (Pet Insurance) | Please provide an overview of process for this integration and any limitations and dependencies |
| API - APIs and Integrations | API-037 | Rocky Mountain Reserve | Please provide an overview of process for this integration and any limitations and dependencies |
| API - APIs and Integrations | API-038 | Salary.com | Please provide an overview of process for this integration and any limitations and dependencies |
| API - APIs and Integrations | API-039 | Talent LMS | Please provide an overview of process for this integration and any limitations and dependencies |
| API - APIs and Integrations | API-040 | TriStar (Leave management) | Please provide an overview of process for this integration and any limitations and dependencies |
| API - APIs and Integrations | API-041 | Tyler New World ERP GL and Position Budgeting | Please provide an overview of process for this integration and any limitations and dependencies |
| API - APIs and Integrations | API-042 | United Healthcare (Vision insurance) | Please provide an overview of process for this integration and any limitations and dependencies |
| API - APIs and Integrations | API-043 | Unum (Life and dismemberment insurance) | Please provide an overview of process for this integration and any limitations and dependencies |
| API - APIs and Integrations | API-044 | Workterra (Benefits management) | Please provide an overview of process for this integration and any limitations and dependencies |
| BM - Benefits Management | BM-045 | Ability to allow benefit modifications due to Qualifying Life Events, upload proof of qualifying event, and creatge a workflow to approve/deny it | |
| BM - Benefits Management | BM-046 | Ability to define yearly open enrollment workflow to include passive enrollment | Describe any limitations |
| BM - Benefits Management | BM-047 | Ability to mass update specific benefit deductions (HSA, FSA, plan terminations, etc.) | Provide an overview of this process |
| BM - Benefits Management | BM-048 | ACA 1095 Processing/Reporting | |
| BM - Benefits Management | BM-049 | Allow benefit overrides on specific benefit deductions with an audit trail | |
| BM - Benefits Management | BM-050 | Define benefit types, deduction amounts, and limits | |
| BM - Benefits Management | BM-051 | Define eligibility requirements for hires | |
| ESS - Employee Self-service | ESS-052 | Ability to add/change W-4 when needed | |
| ESS - Employee Self-service | ESS-053 | Ability to apply for flex scheduling (if allowed) | |
| ESS - Employee Self-service | ESS-054 | Ability to clock in and out as needed to their assigned job(s) | |
| ESS - Employee Self-service | ESS-055 | Ability to contact the appropriate HR representative when assistance is needed | |
| ESS - Employee Self-service | ESS-056 | Ability to update benefit deductions as needed (FSA, HSA, Retirement Accounts, etc.) | |
| ESS - Employee Self-service | ESS-057 | Ability to view all personal leave balances | |
| ESS - Employee Self-service | ESS-058 | Ability to view Total Compensation | |
| ESS - Employee Self-service | ESS-059 | Ability to view, print, and download tax documents | |
| ESS - Employee Self-service | ESS-060 | Access to current benefit explanations and deductions | |
| ESS - Employee Self-service | ESS-061 | Access to pay stubs - current and historical | |
| ESS - Employee Self-service | ESS-062 | Access to request leave of all permissible types | |
| ESS - Employee Self-service | ESS-063 | Access to tax information documents | |
| ESS - Employee Self-service | ESS-064 | Access to update personal information (address, emergency contacts, dependents, etc.) | |
| ESS - Employee Self-service | ESS-065 | Access to view past time sheets | |
| ESS - Employee Self-service | ESS-066 | Allow terminated employees to access tax documentation for a defined amount of time | |
| ESS - Employee Self-service | ESS-067 | Benefits enrollment during open enrollment | |
| ESS - Employee Self-service | ESS-068 | Local government (Sheridan) tax compliance reporting | |
| ESS - Employee Self-service | ESS-069 | Personal goal tracking | |
| ESS - Employee Self-service | ESS-070 | Provide Retirement Health Assistance employees access to 1099R | NERP - Englewood Employees Pension Trust |
| ESS - Employee Self-service | ESS-071 | Training selection and tracking | |
| JCC - Job Classification and Compensation | JCC-072 | Ability to calculate budgetary cost impact for each request | |
| JCC - Job Classification and Compensation | JCC-073 | Ability to prioritize incoming requests | |
| JCC - Job Classification and Compensation | JCC-074 | Applicant classification and salary leveling | |
| JCC - Job Classification and Compensation | JCC-075 | Classification audit trail | |
| JCC - Job Classification and Compensation | JCC-076 | Job description repository | |
| JCC - Job Classification and Compensation | JCC-077 | Job description standardization processes | |
| JCC - Job Classification and Compensation | JCC-078 | Job pay grade leveling tools | |
| JCC - Job Classification and Compensation | JCC-079 | Seamless posting of position to Recruiting once fully approved | |
| JCC - Job Classification and Compensation | JCC-080 | Workflow process to handle reviews, edits, classification, and approvals at multiple steps, loops, and levels | |
| LMS - Learning Management | LMS-081 | Ability for employees to select training outside of Supervisory assignments | |
| LMS - Learning Management | LMS-082 | Ability for employees to track personal training, upload external certifications, and renewals | |
| LMS - Learning Management | LMS-083 | Ability for employs to share training completions to their social media platforms | |
| LMS - Learning Management | LMS-084 | Ability to bulk import external training | Please describe import functionality and files formats |
| LMS - Learning Management | LMS-085 | Ability to create and customize career growth planning | |
| LMS - Learning Management | LMS-086 | Ability to create custom training | |
| LMS - Learning Management | LMS-087 | Ability to create knowledge tests within custom training | |
| LMS - Learning Management | LMS-088 | Ability to custom brand the trainings | |
| LMS - Learning Management | LMS-089 | Ability to define security to certain learning paths by department/job due to security implications | |
| LMS - Learning Management | LMS-090 | Ability to see other users ratings by course | |
| LMS - Learning Management | LMS-091 | Ability to survey users about course satisfaction upon completion | |
| LMS - Learning Management | LMS-092 | Ability to upload csv/spreadsheets from external training records | Examples: CIRSA, Cybersecurity, FEMA, etc. |
| LMS - Learning Management | LMS-093 | Departments and Supervisors need the ability to define career growth path by job | |
| LMS - Learning Management | LMS-094 | External training course embedding | Examples: Microsoft Learning, CIRSA, CJIS, etc. |
| LMS - Learning Management | LMS-095 | Learning management system included in system | |
| LMS - Learning Management | LMS-096 | Learning management system third-party integrations | |
| LMS - Learning Management | LMS-097 | Onboarding specific training plan creation and tracking by Supervisor | |
| LMS - Learning Management | LMS-098 | Training report analytics | |
| LVM - Leave Management | LVM-099 | Integrations with third-party service vendors (currently Tri-Star) | |
| LVM - Leave Management | LVM-100 | Workflow to automate leave approval processing | |
| OFB - Offboarding | OFB-101 | Automated revocation of facility access | |
| OFB - Offboarding | OFB-102 | Automated revocation of system access via Microsoft Entra | |
| OFB - Offboarding | OFB-103 | Bulk offboarding automation (seasonal workers) | |
| OFB - Offboarding | OFB-104 | Department specific offboarding security process notifications | |
| OFB - Offboarding | OFB-105 | Exit interview notes area | |
| OFB - Offboarding | OFB-106 | Exit reporting analytics | |
| OFB - Offboarding | OFB-107 | Final payroll and benefits automation | |
| OFB - Offboarding | OFB-108 | Return of company asset tracking | |
| OFB - Offboarding | OFB-109 | Termination Workflows (Voluntary and Involuntary) | |
| ONB - Onboarding | ONB-110 | Automatic system provisioning with Microsoft Entra | |
| ONB - Onboarding | ONB-111 | Bulk onboarding automation (seasonal workers) | |
| ONB - Onboarding | ONB-112 | Create communication workflows of expectations to candidates | |
| ONB - Onboarding | ONB-113 | Create communication workflows to hiring managers | |
| ONB - Onboarding | ONB-114 | Document management workflow and application communications (I-9, pre-employment assessments, etc.) | |
| ONB - Onboarding | ONB-115 | In platform candidate communications | |
| ONB - Onboarding | ONB-116 | Internal equipment provisioning automation | |
| ONB - Onboarding | ONB-117 | Referral tracking and bonus automation | |
| ONB - Onboarding | ONB-118 | Workflow to handle offer letter and acceptance process | |
| PAY - Payroll | PAY-119 | Ability to assign a specific funding source per position or multiple funding sources per position (split allocation) | |
| PAY - Payroll | PAY-120 | Ability to calculate FLSA overtime pay | Weekly OT calculations need to be calculated as follows: |
Average pay rate during the week OT worked
Includes:
1. Regular Wage Pay
2. Emergency Sick Leave Pay
3. Sick Pay
4. Vacation Pay
5. Jury Duty Pay
6. Bereavement Pay
7. Holiday Leave Pay
8. Holiday Leave Cashout
9. Severance
Excludes:
1. OT Pay
2. Shift Differentials
3. Holiday Premium
4. Fringe Benefits
5. 1099R Gross Distribution
6. FMLA Sick Pay
| PAY - Payroll | PAY-121 | Ability to calculate pay for an employee with multiple positions and rates of pay | |
| PAY - Payroll | PAY-122 | Ability to create a workflow process to ensure proper payroll procedures with an audit trail | |
| PAY - Payroll | PAY-123 | Ability to handle multiple direct deposit accounts per employee | |
| PAY - Payroll | PAY-124 | Ability to manage and audit garnishments | |
| PAY - Payroll | PAY-125 | Ability to manage and audit pending pay items (stipends, bonuses, and other one-time pay amounts) | |
| PAY - Payroll | PAY-126 | Ability to manage and audit retro pay. Can you support multiple retro-pay items for an employee? | |
| PAY - Payroll | PAY-127 | Ability to perform off-cycle pay runs | |
| PAY - Payroll | PAY-128 | Ability to perform payroll reconciliations (monthly, quarterly, yearly) | |
| PAY - Payroll | PAY-129 | Account coding verifications for proper fund accounting | |
| PAY - Payroll | PAY-130 | Definable system of checks and balances | |
| PAY - Payroll | PAY-131 | Exeption reporting during payroll processing | Zero pay, less than 80 hours, out of range net pay, not enough pay to cover deductions etc. |
| PAY - Payroll | PAY-132 | Federal, state, and local tax compliance | |
| PAY - Payroll | PAY-133 | Integration with external finance systems | Currently Tyler New World ERP |
| PAY - Payroll | PAY-134 | Retirement hours reporting by year and aggregated | |
| PAY - Payroll | PAY-135 | State employee Census reporting | |
| PAY - Payroll | PAY-136 | Timesheet verification processing with Supervisory communications, changes, and auditing | |
| PAY - Payroll | PAY-137 | Total Compensation Report by Employee | |
| POSM - Position Management | POSM-138 | Ability to assign a specific funding source per position | |
| POSM - Position Management | POSM-139 | Ability to handle the following job structure: (see Examples for diagram) |
- A single Job can link to 0, 1, or many Positions
- A single Position can link to only 1 job
- A single Position can link to only 1 employee
| - An employee can link to multiple Positions | ERROR:#VALUE! | |||
| PTM - Performance/Talent Management | PTM-140 | Ability for any Employee to give a shoutout to another employee for going above and beyond | ||
| PTM - Performance/Talent Management | PTM-141 | Ability for succession planning per job/position | ||
| PTM - Performance/Talent Management | PTM-142 | Ability to build a performance review process workflow with multilevel loops and approval steps | ||
| PTM - Performance/Talent Management | PTM-143 | Ability to customize performance evaluation ratings and performance factors by job | ||
| PTM - Performance/Talent Management | PTM-144 | Ability to enter and retrieve notes from past meetings with a direct report | ||
| PTM - Performance/Talent Management | PTM-145 | Ability to update goals throughout the year with an audit trail of the changes | ||
| PTM - Performance/Talent Management | PTM-146 | Goal progress tracking by Supervisor | ||
| PTM - Performance/Talent Management | PTM-147 | Goal setting by Supervisor with a SMART(ER) format assistance | ||
| PTM - Performance/Talent Management | PTM-148 | Performance Improvement Plan (PIP) workflow setup and tracking | ||
| PTM - Performance/Talent Management | PTM-149 | Regular performance reviews and feedback | ||
| RCRT - Recruitment | RCRT-150 | Ability for hiring managers to create standard questions for a specific job | ||
| RCRT - Recruitment | RCRT-151 | Ability for Hiring Managers to upload notes to applicant profile | ||
| RCRT - Recruitment | RCRT-152 | Ability for system to place an alert on application if applicant is not eligible for rehire | ||
| RCRT - Recruitment | RCRT-153 | Ability to auto close job postings on specified date | ||
| RCRT - Recruitment | RCRT-154 | Ability to bulk download all applicant resumes for a specific position | ||
| RCRT - Recruitment | RCRT-155 | Ability to change the visibility of a field in a position application | ||
| RCRT - Recruitment | RCRT-156 | Ability to create a standard applicant skills rating system per job | ||
| RCRT - Recruitment | RCRT-157 | Ability to create a standard rating system of job answers per job | ||
| RCRT - Recruitment | RCRT-158 | Ability to create custom applicant questions | ||
| RCRT - Recruitment | RCRT-159 | Ability to hide PII information from Hiring Manager during initial review | ||
| RCRT - Recruitment | RCRT-160 | Ability to merge applicant profiles | ||
| RCRT - Recruitment | RCRT-161 | Ability to set deadline timeframes for specific response steps | ||
| RCRT - Recruitment | RCRT-162 | Applicant login and profile creation for easy applications | ||
| RCRT - Recruitment | RCRT-163 | Applicant self-scheduling | ||
| RCRT - Recruitment | RCRT-164 | Automated communication with candidates | ||
| RCRT - Recruitment | RCRT-165 | External Job Board integrations-i.e. Indeed.com and governmentjobs.com | ||
| RCRT - Recruitment | RCRT-166 | In platform candidate communications | ||
| RCRT - Recruitment | RCRT-167 | Internal applicant tracking and management | ||
| RCRT - Recruitment | RCRT-168 | Internal calendar integration with Microsoft 365 | ||
| RCRT - Recruitment | RCRT-169 | Internal Job Board posting platform | ||
| RCRT - Recruitment | RCRT-170 | Job Requisition Request and Approval Workflow | ||
| RCRT - Recruitment | RCRT-171 | Predefine legally acceptable questions (non job specific) for hiring managers to ask during interviews | ||
| RCRT - Recruitment | RCRT-172 | Social Media integrations | ||
| RCRT - Recruitment | RCRT-173 | Standard application field for position close date | ||
| RCRT - Recruitment | RCRT-174 | Standard application field for Preferred Name | ||
| RCRT - Recruitment | RCRT-175 | Standard application field for salary range | ||
| REP - Reporting and Analytics | REP-176 | Ability to automate reports to send to individuals or groups | ||
| REP - Reporting and Analytics | REP-177 | Ability to create custom reports on any data field | ||
| REP - Reporting and Analytics | REP-178 | Ability to report on all audit trails | ||
| REP - Reporting and Analytics | REP-179 | Ability to report on custom fields | ||
| REP - Reporting and Analytics | REP-180 | Audit trail reporting | ||
| REP - Reporting and Analytics | REP-181 | EEOC yearly reporting | ||
| REP - Reporting and Analytics | REP-182 | Headcount Reporting | ||
| REP - Reporting and Analytics | REP-183 | Job and position requisition reporting | ||
| REP - Reporting and Analytics | REP-184 | Leave management reporting | ||
| REP - Reporting and Analytics | REP-185 | Multiple job reporting | ||
| REP - Reporting and Analytics | REP-186 | Pay adjustments reporting | ||
| REP - Reporting and Analytics | REP-187 | Payroll summary reports with ability to drilldown to department and division levels | ||
| REP - Reporting and Analytics | REP-188 | Recruitment analytics by City with ability to drilldown to department and division | ||
| REP - Reporting and Analytics | REP-189 | Report showing each role with security details (permissions) and employees assigned to that role | ||
| REP - Reporting and Analytics | REP-190 | Specific time code reporting | ||
| REP - Reporting and Analytics | REP-191 | State of Colorado reporting | ||
| REP - Reporting and Analytics | REP-192 | Supervisor specific reporting needs (time aggregation by position, approved and pending leave, timesheets, etc.) | ||
| REP - Reporting and Analytics | REP-193 | Time and Payroll audits | ||
| REP - Reporting and Analytics | REP-194 | Timesheet reporting summaries by department, division, position type, time code, etc. | ||
| REP - Reporting and Analytics | REP-195 | Timesheet work trends by employee | ||
| REP - Reporting and Analytics | REP-196 | Turnover reports by City with ability to drilldown to department and division | ||
| SEC - Security | SEC-197 | Ability to Blacklist terminated employees who did not have a City email to prevent future logins | ||
| SEC - Security | SEC-198 | Ability to create roll based permission groups | ||
| SEC - Security | SEC-199 | Ability to Whitelist employees to allow login if they do not receive a city email | ||
| SUP - Supervisor Self-service | SUP-200 | Ability to adjust time for team member with an audit trail | ||
| SUP - Supervisor Self-service | SUP-201 | Ability to approve/deny team leave requests | ||
| SUP - Supervisor Self-service | SUP-202 | Ability to auto deny leave requests if staffing low would go below set minimum | ||
| SUP - Supervisor Self-service | SUP-203 | Ability to designate another Supervisor to handle approvals during and absence | ||
| SUP - Supervisor Self-service | SUP-204 | Ability to run analytic reports on team time | ||
| SUP - Supervisor Self-service | SUP-205 | Ability to see team schedule calendar against staffing levels | ||
| SUP - Supervisor Self-service | SUP-206 | Ability to set minimum team staffing levels | ||
| SUP - Supervisor Self-service | SUP-207 | Ability to view time sheets for direct reports | ||
| SUP - Supervisor Self-service | SUP-208 | Automatic reminders of any unapproved leave request, unapproved timesheets by pay period | ||
| SUP - Supervisor Self-service | SUP-209 | Receive alerts when there are issues with team timesheets | ||
| TA - Time and Attendance | TA-210 | Ability for supervisor to see a team time off calendar or a list as needed | ||
| TA - Time and Attendance | TA-211 | Ability to Earning/Time Codes | ||
| TA - Time and Attendance | TA-212 | Ability to accommodate complex variable scheduling | ERROR:#VALUE! | |
| TA - Time and Attendance | TA-213 | Ability to allow employees to see their paystub prior to payroll finalization with ability to notify supervisor, HR, and payroll of any discrepancies | ||
| TA - Time and Attendance | TA-214 | Ability to auto calculate breaks within a shift (paid and unpaid) | ||
| TA - Time and Attendance | TA-215 | Ability to auto populate daily schedule for employee once clocked in | ||
| TA - Time and Attendance | TA-216 | Ability to create automatic break time punches based on position | ||
| TA - Time and Attendance | TA-217 | Ability to default time punches by assigned employee schedule | ||
| TA - Time and Attendance | TA-218 | Ability to pay Daily Overtime | ERROR:#VALUE! | |
| TA - Time and Attendance | TA-219 | Ability to pay Weekly Overtime based on 40 hours per week | ||
| TA - Time and Attendance | TA-220 | Ability to predefine default shift schedules per employee | ERROR:#VALUE! | |
| TA - Time and Attendance | TA-221 | Ability to preset holidays for each Pay Group | Examples: |
Standard City Holidays, EEA contracted Holidays, EPBA contracted Holidays, etc.
| TA - Time and Attendance | TA-222 | Ability to prevent timesheet changes to pay periods once payroll is finalized | |
| TA - Time and Attendance | TA-223 | Ability to set auto approve conditions by job for leave requests | |
| TA - Time and Attendance | TA-224 | Ability to setup default minimum hours in a time sheet for Call Back Pay, Standby Pay, etc. | Example: An employee works 40 hours per week on a predefined shift. The system should automatically record them as 40 hours that week, minus any leave time. The employee them would only punch in if there are deviations from this schedule, including overtime, call backs, etc. |
| TA - Time and Attendance | TA-225 | Ability to setup Premium pay rates for Holidays (this would still add and calculate all Shift Differentials and Call Backs in addition) | ERROR:#VALUE! |
| TA - Time and Attendance | TA-226 | Ability to setup PTO accrual on years of service with the City | ERROR:#VALUE! |
| TA - Time and Attendance | TA-227 | Ability to setup PTO accruals based on a combination of City service and relevant industry service from outside the City | ERROR:#VALUE! |
| TA - Time and Attendance | TA-228 | Ability to setup specific work hours for multiple types of Shift Differentials to be calculated at a different pay rate or flat dollar increase above normal | |
| TA - Time and Attendance | TA-229 | Ability to setup to earn Comp Time at a specific rate | Somone one an 8 hour shift would be credited with 12 hours of comp time for working the 8 hours on the holiday |
| TA - Time and Attendance | TA-230 | Ability to track Salary Continuation Requests and Duration | |
| TA - Time and Attendance | TA-231 | Ability to use physical time clocks if needed | |
| TA - Time and Attendance | TA-232 | Audit trail for all supervisor team timesheet changes | |
| TA - Time and Attendance | TA-233 | Based on the job, a new employee receives 40 hours of PTO upon the first day of hire. The employee does not earn more PTO until the expected accrual reaches 40 hours | Example: If the employee should earn 5 hrs of PTO per pay period, they would not accrue PTO until the 9th pay period form hire date. |
| TA - Time and Attendance | TA-234 | Employee can request changes to punches on timesheet after pay period is closed | |
| TA - Time and Attendance | TA-235 | Employee should only see codes for active jobs they are assigned to when punching in | |
| TA - Time and Attendance | TA-236 | Open shift bidding | |
| TA - Time and Attendance | TA-237 | Proactive messages to employee for anomalies or missed punches in pay period | |
| TA - Time and Attendance | TA-238 | Regular training opportunities for HRIS administrations and supervisors past go live | |
| TA - Time and Attendance | TA-239 | Supervisor alerts for team missed punches or anomalies prior to timesheet approvals | |
| TA - Time and Attendance | TA-240 | Workflow Leave of Absence requests, approvals, and tracking |
Mobile App Criteria
| Category | Requirement | ||||
| Number | Requirement | How well does your solution meet the Functional Need? | Examples/Additional Instructions | Include additional information here or identify the Addendum where it is included | |
| MA - Mobile Application | MA-001 | The vendor creates and modifies the app functionality | |||
| MA - Mobile Application | MA-002 | A third party creates and modifies the app functionality | |||
| MA - Mobile Application | MA-003 | The City can customize the look and feel of the app | |||
| MA - Mobile Application | MA-004 | The app is included with the application implementation | |||
| MA - Mobile Application | MA-005 | There are regular security patches and updates | Please provide more details | ||
| MA - Mobile Application | MA-006 | There are regular non-security enhancements updates | |||
| MA - Mobile Application | MA-007 | App security is included or managed from the main application | |||
| MA - Mobile Application | MA-008 | The Mobile App is available for iOS devices | |||
| MA - Mobile Application | MA-009 | The Mobile App is available for Android devices | |||
| MA - Mobile Application | MA-010 | Mobile app data is encrypted in transit | |||
| MA - Mobile Application | MA-011 | Mobile app data is encrypted at rest on the mobile device | |||
| MA - Mobile Application | MA-012 | Push notification are available on the Mobile app | |||
| MA - Mobile Application | MA-013 | Anything that can be done on a computer can be done on mobile | |||
| MA - Mobile Application | MA-014 | Ability to allow time punches on mobile device |
IT Criteria
| Category | Requirement | ||||
| Number | Requirement | How well does your solution meet the Functional Need? | Examples/Additional Instructions | Include additional information here or identify the Addendum where it is included | |
| LC - Legal Compliance | LC-001 | Application is WCAG 2.2 compliant | Please provide WCAG certification of your plan and timeline for becoming compliant | ||
| SC - Security and Access Control | SC-002 | Application has Single Sign-On (Azure SSO) available for implementation for City Employees | If meets this requirement, please provide configuration instructions. |
If it partially or does not meet, please describe limitations or alternatives
| SC - Security and Access Control | SC-003 | Application provides SCIM provisioning capabilities | Please describe limitations if it does not meet this requirement |
| SC - Security and Access Control | SC-004 | Application is SOC-2 Compliant | Please provide latest certification information |
| SC - Security and Access Control | SC-005 | Application is State Ramp Certified | Please provide latest certification information |
| SC - Security and Access Control | SC-006 | Application is Fed Ramp Certified | Please provide latest certification information |
| SC - Security and Access Control | SC-007 | Separate Government Space | Please describe your application and storage architecture |
| SC - Security and Access Control | SC-008 | Multi Tenant | Please describe your application and storage architecture |
| SC - Security and Access Control | SC-009 | Single Tenant | Please describe your application and storage architecture |
| SC - Security and Access Control | SC-010 | Single Database | Please describe your database architecture |
| SC - Security and Access Control | SC-011 | Multiple Database Sources | Please describe your database architecture |
| SC - Security and Access Control | SC-012 | Encryption of PII data at rest | Please describe your PII encryption processes |
| SC - Security and Access Control | SC-013 | Encryption of PII data in transit | Please describe your PII encryption in transit processes |
| SC - Security and Access Control | SC-014 | Encryption of Financial data at rest | Please describe your Financial encryption processes |
| SC - Security and Access Control | SC-015 | Encryption of Financial data in transit | Please describe your Financial encryption in transit processes |
| SC - Security and Access Control | SC-016 | Test environment of full HRIS system | Please detail refresh frequency of Production to Test including any limitations |
| SC - Security and Access Control | SC-017 | IT Staff ability to directly access backend data | If available, please list any dependencies and limitations |
If not available, please list method(s) for data access
Validiation Lists
| Vendor Meets Functional Need | IT Vendor Questions Scoring |
| Meets Requirement Out of the Box | Meets Requirement |
| Meets Requirement with Existing Add-on | Partially Meets Requirement |
| Requires Custom Build | Not Offered |
| Not Offered |
File details come from the government source that posted it. Updated .