Attachment D - Systems Requirements Gathering Document(2).xlsx
XLSX spreadsheet 35 KB Posted
- Attached to
- Applicant Tracking System (ATS) Replacement State and local contract opportunity
- Solicitation number
- RFP_F-0000000061
- Issued by
- Denver County, Denver City, Colorado
About this file
This is a systems requirements gathering document for the University of Colorado's Applicant Tracking System (ATS) replacement project, encompassing all CU campuses. The document outlines comprehensive requirements for a turnkey, off-the-shelf ATS solution that must be configurable to support diverse recruiting needs across university environments, including different employee types, workflows, and campus-specific policies. Key requirements include compliance with Equal Employment Opportunity (EEO), Office of Federal Contract Compliance Programs (OFCCP), Colorado AI Law, and Web Content Accessibility Guidelines (WCAG 2.1 AA), along with document retention capabilities and Colorado Job Application Fairness Act (JAFA) compliance features such as hiding age-related information during application review.
The system must provide extensive functionality including applicant management with AI-powered search and ranking capabilities, candidate relationship management tools, interview scheduling integration with Outlook, background check integration with vendors like HireRight, position management workflows, offer letter generation, and comprehensive reporting and analytics. Technical requirements mandate single sign-on via SAML2, web services capabilities for data integration with PeopleSoft HCM 9.2, API access for third-party integrations including CrossChq for reference checks, and secure data handling with encryption in transit and at rest. The solution must support mobile access, provide sandbox environments for testing, include data migration capabilities from the current ATS, and maintain audit trails for all transactions while ensuring role-based security controls and granular access permissions across campuses and departments.
View the file
Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| Applicant Tracking System (ATS) Replacement RFP_Final.pdf | ||
| Attachment E - CO Senate Bill 24-205.pdf | ||
| Attachment A - CU Solicitation Form_12.1.23.pdf | ||
| Attachment B - Sample Agreement and Special Provisions.docx | DOCX document | |
| Attachment C- Insurance Requirements.docx | DOCX document |
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Text version
Final ATS Requirements-All
| Systems Requirements Gathering Document | |
| Business Process: | Applicant Tracking System |
| Business Requirements | |||||
| Req. ID | Requirements Description | Category | Type | Proposed Solution (meets or does not meet) | Explanation/fit-gap analysis |
| B.01 | Must meet Equal Employment Opportunity (EEO) and Office of Federal Contract Compliance Programs (OFCCP) compliance data collection/reporting including demographic data on each search whether filled or not. Demographic data includes race/ethnicity, gender and veteran status. Reporting must be available for each stage of the recruitment process (applications, pre-screen, interview, selection, hire). | Compliance | Mandatory | ||
| B.02 | Must meet document retention needs and allow for document retention configuration based on legal requirements. This includes retaining documents unique to each requisition. Document retention ability needs to be at both the search and applicant levels. | Compliance | Mandatory | ||
| B.03 | Must meet best practices for accessibility including ability to be used with screen readers. Currently require Web interfaces be WCAG 2.1 AA compliant. | Compliance | Mandatory | ||
| B.04 | Must be compliant with Colorado AI Law 2024a_205 which protects consumers in interactions with artificial intelligence systems to avoid algorithmic discrimination. Vendor must provide information on how AI is used (or can be used) throughout the system and the measures in place to prevent discrimination. | Compliance | Mandatory | ||
| B.05 | Ability to provide a position description review, approval and workflow tool as part of the overall recruitment and selection system to sync selected approved position content with the requisition. | Position Management | Mandatory | ||
| Functional Requirements | |||||
| Req. ID | Requirements Description | Category | Type | Proposed Solution (meets or does not meet) | Explanation/fit-gap analysis |
| F.001 | Ability to sort applicant information in a variety of ways including date of application, alphabetically, or by pre-screening criteria. | Applicant Management | Mandatory | ||
| F.002 | Ability to search for applicants and identify applicant history dependent upon role security and informational need (communication list, with or without materials, etc.) This includes the ability to view all requisitions a candidate has applied for across all of CU, both current and previous, and the correspondence history with the candidate. | Applicant Management | Mandatory | ||
| F.003 | Ability to have multiple hires for a single requisition. | Applicant Management | Mandatory | ||
| F.004 | Ability to merge candidates or auto-identify duplicate candidates. | Applicant Management | Mandatory | ||
| F.005 | As required by the Colorado Job Application Fairness Act (JAFA), the ability to hide or redact DOB, age or dates of attendance/graduation at educational institutions to ensure they are not utilized in the application review or hiring processes. | Applicant Management | Mandatory | ||
| F.006 | The ability to create user defined fields to collect confidential data (including but not limited to SSN, DOB, Student ID, veteran status, education dates) from the applicant in a secure/protected manner. | Applicant Management | Mandatory | ||
| F.007 | Ability to search and find candidate information by using automated tools, such as AI, machine learning, advanced/key word search functions, etc., in applicant materials. This includes the ability to search for candidates by first or last name or other identifiable criteria like phone number or email address or key word match. | Applicant Management | Mandatory | ||
| F.008 | Ability export applicant and requisition data with drillable feature to review applicant documents. | Applicant Management | Desired | ||
| F.009 | Ability to batch download applications and attachments into individual docs including the ability to create a requisition-specific or candidate-specific PDF of applicant materials. This includes the ability to select which candidates to include or by application status along with headings/bookmarks of the applicants to easily navigate the PDF. Need the ability to set the document order (cover letter, then cv, then research statement, etc.) The system needs the ability to pull applicant materials based on the needs of the individual requisition and based on the person-job relationship, not based on the person profile or one-size-fits-all for all requisitions. | Applicant Management | Mandatory | ||
| F.011 | The ability for applicants to integrate their application materials with content from an external source, such as a LinkedIn profile. | Applicant Management | Desired | ||
| F.062 | Abilty to review and disposition candidates based on role security, such as hiring authority, HR liaison, central HR, etc. | Applicant Management | Mandatory | ||
| F.066 | Ability to integrate seamlessly with external background check vendor (ex. HireRight). | Applicant Management | Mandatory | ||
| F.067 | Ability for background check completion status to display in the recruiting system. | Applicant Management | Desired | ||
| F.075 | Ability to view a preview of uploaded application materials within the same window without requiring the document to be downloaded. | Applicant Management | Desired | ||
| F.091 | Integrated interview scheduling with Outlook. | Applicant Management | Desired | ||
| F.095 | Ability to collect data from fields for PhD years and PhD institutions to simplify CV/resume review process. Must ensure content does not violate Colorado's JAFA law (needs to exclude birthdates and dates of attendance/graduation). | Applicant Management | Desired | ||
| F.096 | Ability for applicants to update materials up to a specific date or status when application materials can no longer be changed by the applicant and lock down further applicant changes (with a system admin override for troubleshooting). | Applicant Management | Mandatory | ||
| F.111 | Ability to flag candidates that are ineligible for rehire during the recruitment process. | Applicant Management | Desired | ||
| F.115 | Ability to upload a list of sourced applicants to be used in the ATS for outreach efforts. | Applicant management | Desired | ||
| F.116 | Ability to flag if multiple people from a requisition are applying from the same IP address. | Applicant management | Desired | ||
| F.117 | Use automated tools, such as artificial intelligence (AI) or machine learning (ML), to assess resumes, rank candidates, and match them to job requirements, including the ability to create screening criteria used to screen applications. Vendor must be able to demonstrate the measures in place to prevent discrimination. | Applicant management | Mandatory | ||
| F.118 | Recruitment CRM - Tools to manage candidate relationships, send follow-up communications, and manage long-term engagement. | Applicant management | Desired | ||
| F.119 | Ability to flag/tag applicants with various tags. | Applicant management | Mandatory | ||
| F.120 | Ability to track person status changes - conversion histories (was external, then hired, then former, then rehired). | Applicant management | Desired | ||
| F.121 | Ability to convert an external profile to an internal profile. | Applicant management | Mandatory | ||
| F.122 | Candidates ability to withdraw and disposition codes associated with withdraw reasons. Might need to be limited by workflow step (i.e. no auto withdraw from finalist). | Applicant management | Mandatory | ||
| F.123 | Restrictions on candidates ability to apply for the same job multiple times using the same profile. | Applicant management | Mandatory | ||
| F.013 | The ability for candidates to be able to check the status of his/her application. | Candidate Facing | Mandatory | ||
| F.014 | Applicants will be notified on screen and by e-mail immediately and automatically that their application has been successfully submitted. Additional desired functionality would include a confirmation email with a copy of the job ad attached and an automated email that the application is incomplete or was not submitted. | Candidate Facing | Mandatory | ||
| F.017 | Ability for applicants to submit multiple supporting documents for each job (i.e. resume, transcripts, license / certification). Each unique job applied to should allow the receipt of distinct documents. | Candidate Facing | Mandatory | ||
| F.069 | Ability to create "talent community" and job alerts for applicants to sign up and provide resume. | Candidate Facing | Mandatory | ||
| F.074 | Ability to allow resume parsing from documents that are uploaded to populate employment history fields. (Ex. Google Docs, OneDrive and Dropbox.) | Candidate Facing | Mandatory | ||
| F.079 | Ability to have specific embedded language and headers for postings based on campus (E.g. Be Boulder, Who Are We, What We Require, etc.) | Candidate Facing | Mandatory | ||
| F.080 | User friendly application portal with modern interface. Examples include ability to share links to jobs easily, site branding, intuitive navigation, etc. | Candidate Facing | Mandatory | ||
| F.082 | Ability for applicants to clearly see and search on all openings. (Search by date, by campus, by type of opening, title, status, position number, schedule (full time vs part time), work modality, employment group, area of interest, etc.) | Candidate Facing | Mandatory | ||
| F.083 | Ability for applicants to register and use a unique secure account to access the online application. Additional desired funtionality would include ability to authenticate (such as with ReCaptcha) due to increased spamming of applications by bots. | Candidate Facing | Mandatory | ||
| F.084 | Ability for applicants to recover their login credentials via an existing automated system. | Candidate Facing | Mandatory | ||
| F.124 | Ability for applicants to manage supporting materials (add/delete) from their library (i.e. resume, transcripts, license / certifications). | Candidate Facing | Mandatory | ||
| F.125 | Ability to use automation (such as AI, machine learning, etc.) to help schedule interviews. | Candidate Facing | Desired | ||
| F.126 | Mobile Access - mobile-friendly functionality for candidates and the hiring team. | Candidate Facing | Mandatory | ||
| F.127 | External job site URL must match university branding and not reference vender name. | Candidate Facing | Mandatory | ||
| F.016 | Ability for evaluators (search committee members/selection team) to rate and rank candidates and provide feedback directly within the system. | Collaboration | Mandatory | ||
| F.099 | Ability for roles outside of CU (federal agencies, business/community members) to participate in the search committee review process through the system. | Collaboration | Mandatory | ||
| F.100 | Ability to export applicant data including contact information into google docs/excel so each applicant has its own row of data along with link to full applicant PDF files for the search committee to easily review and collaborate. | Collaboration | Desired | ||
| F.112 | Ability for recruiters to pull reports of evaluator feedback. | Collaboration | Desired | ||
| F.020 | The ability to store documents within the system at the requisition level (person-job relationship). | Compliance | Mandatory | ||
| F.021 | The system should maintain audit trails on applicant, requisition, documents and notes (at the requisition level). | Compliance | Mandatory | ||
| F.037 | The ability to purge data past a defined retention period. | Compliance | Mandatory | ||
| F.038 | The ability to flag data under legal hold that needs to be held past the retention period. Additionally, the job and the applicant should be separate records retention processes so that if a requisition is removed, it doesn't remove the applicant's "person" data from other jobs or other parts of the system. | Compliance | Mandatory | ||
| F.128 | GDPR and Data Protection - Ensure the system complies with data privacy regulations, such as GDPR, and includes features like data anonymization and consent management. | Compliance | Mandatory | ||
| F.129 | Must meet or exceed Federal and State of Colorado Govenor's office of Information Technology digital accessibility standards. | Compliance | Mandatory | ||
| F.023 | Ability to administer security roles and their associated access rights at a campus level and allow each campus to administer independently as well as the option to administer at a central level. | Configuration | Mandatory | ||
| F.024 | By role, the ability to lock down access to view/edit/move applicants, position descriptions, and their associated data by step, folder and/or disposition. | Configuration | Mandatory | ||
| F.026 | Ability to disallow a user access to a specific requisition including ability to disallow access to a requisition if that person is an applicant or hiring manager for that requisition. | Configuration | Desired | ||
| F.028 | The flexibility to have different workflows (regular recruit vs. direct hire, position management vs. recruitment, budget/funding approval, different employment groups, faculty or medical searches, etc.). | Configuration | Mandatory | ||
| F.029 | Ability to configure, set and maintain security roles and workflow by campus, department, applicant type and field level. | Configuration | Mandatory | ||
| F.077 | Approval workflow is required for all system processes, including position initiation, job posting, offer letters, etc. This could be achieved within the system or through integration with a tool such as DocuSign. | Configuration | Mandatory | ||
| F.130 | The ability to configure position description, requistion, and offer approval workflows based on the function/process, the campus, and the department, school or college. | Configuration | Mandatory | ||
| F.144 | Ability to assign a proxy approver or a passthrough approval process for a system admin such as when an employee is out of the office. | Configuration | Mandatory | ||
| F.145 | Ability to assign multiple security roles to a user within the system. For example,m ensure that system administrators can also function as a hiring manager or a functional approver. | Configuration | Mandatory | ||
| F.146 | Ability to populate selected fields from a data table, both system-wide and campus-specific. | Configuration | Mandatory | ||
| F.031 | Ability to create, customize, track and send system correspondence (to both candidates and internal users) both automatically through workflow functionality and manually for a specific requisition at each stage of the process. | Correspondence | Mandatory | ||
| F.034 | Ability to see a correspondence "map" so you can see where one correspondence is used in every instance. | Correspondence | Desired | ||
| F.035 | The ability to create and customize branded email templates for mass communications. | Correspondence | Mandatory | ||
| F.065 | Ability to send auto confirmation emails (not in an additional step) with different rules and language for specified audience(s) when the job has been posted, unposted, or expired, and including direct link to posting. | Correspondence | Mandatory | ||
| F.132 | Ability to send emails from CU Specific email addresses, including all automated emails. | Correspondence | Mandatory | ||
| F.133 | Ability to delay send on auto-emails to allow for error correction. | Correspondence | Mandatory | ||
| F.134 | Ability by role to cancel delayed email sends. | Correspondence | Mandatory | ||
| F.135 | Ability to send communication via SMS. | Correspondence | Desired | ||
| F.136 | Customer support - ATS provider is able to meet campus leads to discuss pain points, offer recommendations and show a road map of enhancements. | Customer Support | Mandatory | ||
| F.039 | Ability to request and set both required and optional documents by document type on a requisition level basis, not profile level (resume, cover letter, cv, etc) with the ability to add a custom defined file attachment type if none of the preset options are applicable. | Document Management | Mandatory | ||
| F.041 | The ability for the system to accommodate the upload of large applicant files of varying types- (PDF's, video, audio, movies, etc.) | Document Management | Mandatory | ||
| F.042 | The ability for a role to upload application materials on the candidate's behalf. | Document Management | Mandatory | ||
| F.137 | Supplemental Material Process to collect documents later in the process. | Document Management | Mandatory | ||
| F.138 | Ability to specify document types that are supported; PDF, Word, Pages (maybe not allowed?) and define whether we would accept video files or if we require a URL. Need the ability to collect URL information for videos. | Document Management | Mandatory | ||
| F.043 | The ability to pull specific position data from an external system(s) (for example HCM or Cherwell) into the position description and/or requisition such as position number, title, job code, ft/pt, etc., and modify this data in the ATS if necessary. | Integrations | Mandatory | ||
| F.071 | Ability to automatically feed letters of offer and application materials directly to OnBase without the need to save files and re-upload. | Integrations | Mandatory | ||
| F.072 | Ability to have applicant and offer information feed automatically to HCM for use in template transactions. | Integrations | Mandatory | ||
| F.106 | Ability to easily use or add in AI tools throughout the recruitment and selection process (Textio, etc.) | Integrations | Mandatory | ||
| F.110 | Ability to integrate external reference check system content with applicant tracking system. (Currently using CrossChq.) | Integrations | Mandatory | ||
| F.147 | Ability to integrate selected fields from HCM to the position description and requisition. | Integrations | Mandatory | ||
| F.101 | Ability to auto collect confidential letters of recommendation (LOR) and either select for all candidates that have applied or for only selected candidates including by step (collect all at time of application, collect all or some later, collect letter provider information at either application or later step, etc.) | Letters of Recommendation (Faculty) | Mandatory | ||
| F.102 | Ability to set automatic reminders and/or to re-request and re-send link to submit confidential letters of recommendation (LOR) for faculty searches. | Letters of Recommendation (Faculty) | Mandatory | ||
| F.103 | Ability for the applicant to see who has submitted the confidential letter of recommendation (LOR) but not the actual LOR itself. Includes the ability for the applicant to initiate reminders to providers and monitor the process to see what's been received or if process is complete. | Letters of Recommendation (Faculty) | Desired | ||
| F.114 | Ability for faculty search members to monitor the status of confidential letters of recommendation collection either through the system or through a tracking/status report. | Letters of Recommendation (Faculty) | Desired | ||
| F.044 | Ability to craft, approve, and send offer letters (including use of configurable branded offer letter templates) to selected candidates electronically within the system. | Offer | Mandatory | ||
| F.045 | Ability to push back offer letters prior to signatures in order to edit/make updates during approval process - should not have to create new offer letter and start process all over if changes need to be made. | Offer | Mandatory | ||
| F.139 | Vendor selected has an onboarding module. | Onboarding | Desired | ||
| F.113 | Ability to manage position description requests, reviews, attachments, approvals, and workflow (position management tool) and feed selected content to the requisition upon approval. | Position Management | Mandatory | ||
| F.148 | Ability to customize/configure position description forms, templates and fields, including for different campuses and different employee types. | Position Management | Mandatory | ||
| F.149 | Ability to search and find position information by using automated tools, such as AI, machine learning, advanced/key word search functions, etc., in position description materials. This includes the ability to search for position descriptions by position number, job code, job title, department, employee type, workflow status, etc. | Position Management | Mandatory | ||
| F.150 | Ability to create, review, edit, approve, and retain position description content at the position number level. | Position Management | Mandatory | ||
| F.151 | Ability to create job code or job title level position description templates which can then be edited by the end user during the position description review process. | Position Management | Mandatory | ||
| F.152 | Ability to copy position descriptions from one position to another and then edit the new copy during the position description review process. | Position Management | Mandatory | ||
| F.153 | Ability to attach documents, such as an organizational chart or offline approval form, to the position description review process. | Position Management | Mandatory | ||
| F.161 | Ability to have central HR-only access and view for selected pages or fields in the position description, such as an HR-only notes or approval page. | Position Management | Mandatory | ||
| F.047 | Restrict applicant's ability to edit pre-screening questions after submission. Provide role based correction ability for exceptions/errors. | Pre-Screening Questions | Mandatory | ||
| F.048 | Ability to save pre-screening template questions. | Pre-Screening Questions | Mandatory | ||
| F.049 | Ability to define pre-screening question as knock-out vs. scored/weighted. | Pre-Screening Questions | Mandatory | ||
| F.050 | Ability to auto-move to an inelgible folder/area (or auto-disposition candidates) based on pre-screening responses. | Pre-Screening Questions | Desired | ||
| F.061 | Ability to "hide" applicants who do not meet minimum qualifications from review by search committee and department users. | Pre-Screening Questions | Mandatory | ||
| F.089 | Ability to prioritize or sort candidates in a pool based on responses provided to pre-screening questions including the ability to automatically disposition candidates according to pre-screening response results. Additional desired functionality to schedule the timing of the auto-disposition, such as when the job closes, or X days after application, etc. | Pre-Screening Questions | Mandatory | ||
| F.108 | Ability for pre-screening questions to have both multiple choice and open text options. | Pre-Screening Questions | Mandatory | ||
| F.051 | The ability to reference where each search or position description is in the workflow process (dashboard concept with various views, global vs recruiter level, with drillable features). Desired to have this ability for each role type (recruiter, position management, HR liaison, central HR, appointing authority, hiring manager, search committee, etc.) | Process Management | Mandatory | ||
| F.052 | Ability to configure internal and external disposition statuses for steps within a workflow. | Process Management | Mandatory | ||
| F.053 | Posting is automatically removed and does not allow further submissions after the posting close date. | Process Management | Mandatory | ||
| F.054 | The ability to bulk select and progress candidates through workflow steps. | Process Management | Mandatory | ||
| F.055 | The ability to configure application instructions for applicants at the requisition level. | Process Management | Mandatory | ||
| F.057 | Ability to ask candidates where they heard of the position and ability to update the options over time by system admin role. | Process Management | Desired | ||
| F.064 | Ability to make posting contact an email address (dept email) instead of a specific person/user. | Process Management | Mandatory | ||
| F.068 | Ability to create a direct hire workflow to document EPEWA posting compliance and to facilitate collection of personal information for temporary employees who are not recruited via a search without creating a new requisition for each hire. | Process Management | Mandatory | ||
| F.076 | Ability for DOB/SSN to move applicant to next step automatically upon completion/receipt without an additional step being taken. | Process Management | Mandatory | ||
| F.078 | Ability to request approval for LOOs and position fill requests from users who do not regularly use the department portal (high level campus leadership) via email and allow approval via a link without requiring login (similar to AdobeSign or DocuSign functionality where identity is confirmed based on email receipt). | Process Management | Mandatory | ||
| F.154 | Ability to prevent requisition process initiation until position management process is completed. | Process Management | Mandatory | ||
| F.155 | Ability for HR liaisons and central HR to search for position descriptions (using role security) and workflow statuses. Examples include search by date, by department, title, status, position number, schedule (full time vs part time), work modality, employment group, etc. | Process Management | Mandatory | ||
| F.156 | Ability to send email, share notes and comments, and communicate feedback among reviewers and approvers in the position management review process. This includes the ability to set automatic reminders based on workflow status or time in step. | Process Management | Mandatory | ||
| F.157 | Ability for central HR (backend support) to clearly see and search on all position descriptions. (Search by date, by type of position, title, status, job code, position number, etc.) | Process Management | Mandatory | ||
| F.158 | Ability to link the approved position number to a requisition number. | Process Management | Mandatory | ||
| F.159 | Ability to integrate selected fields from the approved position description to the requisition. | Process Management | Mandatory | ||
| F.160 | Ability to initiate position management review or notification when selected position content is changed during the requisition process. | Process Management | Mandatory | ||
| F.060 | Ability to track and report on sourcing information from actual source data like google analytics (not user-selected) including ability to track IP addresses to see duplicates/bot apps. | Reporting | Desired | ||
| F.063 | Ability to generate reports and stats within the main client, such as in-site dashboards vs. a separate reporting environment. | Reporting | Desired | ||
| F.140 | Real-time and scheduled Reporting & Analytics: Customizable reports to track key metrics like time-to-hire, cost-per-hire, diversity, workload/volume statistics, and applicant sources. | Reporting | Mandatory | ||
| F.141 | Access to a data model (ERD) including all database tables and columns including table relationships. | Reporting | Desired | ||
| F.142 | Access to export multiple tables & columns of data simultaneously (rather than one table at a time) | Reporting | Desired | ||
| F.162 | Ability to track and report on position management workload statistics, including action counts (by department, by type, total, etc.) and average status times. | Reporting | Mandatory | ||
| F.163 | Ability to batch download position description content into an Excel-type output report. | Reporting | Mandatory | ||
| F.164 | Ability to download or export position descriptions and attachments into individual printable documents (PDF, Word), including the ability to create an employee-specific or central HR-specific format of position description content. | Reporting | Mandatory | ||
| F.046 | Ability to clone or copy existing requisitions with edit capability or create a template requisition for frequently filled similar jobs. | Requisition | Desired | ||
| F.085 | Ability to preview requisition before posting. | Requisition | Mandatory | ||
| F.087 | Ability to post to a private site for internal promotional opportunities within a department, not organization-wide or external. | Requisition | Desired | ||
| F.088 | Ability to post and search by different employee types (ie. University Staff, Faculty, Classified Staff, Temporary, etc.). | Requisition | Mandatory | ||
| F.093 | Ability to have pipeline/evergreen requisitions. | Requisition | Mandatory | ||
| F.094 | Ability to have internal career sites. | Requisition | Mandatory | ||
| F.109 | Ability for HR (backend support) to clearly see and search on all openings. (Search by date, by campus, by type of opening, title, status, job code, requisition number, position number, etc.) | Requisition | Mandatory | ||
| F.143 | Ability to share job postings from the job board and to share live posting link with one click. | Requisition | Mandatory | ||
| Technical Requirements | |||||
| Req. ID | Requirements Description | Category | Type | Proposed Solution (meets or does not meet) | Explanation/fit-gap analysis |
| T.06 | Single sign-on capabilities via SAML2. | Authentication | Mandatory | ||
| T.06a | Identity provisioning (SCIM, Just-In-Time, API) | Authentication | Desired | ||
| T.07 | Support for Social Authentication for Applicants and Prospective Applicants. | Authentication | Desired | ||
| T.44 | Vendor doesn't sell data to China, Cuba, Iran, North Korea, Russia, and Venezuela to follow Executive Order 14117. As well as ensure they meet the requirements of Executive Order 14117. | Compliance | Mandatory | ||
| T.04 | Web-services capabilities for data import/export. Note: No direct database integration will be allowed. | Integrations | Desired | ||
| T.05 | Built-in virus scanning for all file attachments. | Integrations | Desired | ||
| T.21 | Provides callout/streaming/event notification functionality in the API to notify external systems of changes to applicant status/workflow steps. | Integrations | Desired | ||
| T.22 | Provides callout/streaming/event notification functionality in the API to notify external systems of changes to any data field in the ATS (including user defined fields). | Integrations | Desired | ||
| T.23 | Provides capability to purge data (all fields including user defined fields) through the API. | Integrations | Desired | ||
| T.28 | System delivers PeopleSoft objects (web services and handler code) to consume the new hire data in HCM 9.2. | Integrations | Mandatory | ||
| T.32 | Integration capability with 3rd party systems (ie. HireRight, HireVue, CrossChq). | Integrations | Mandatory | ||
| T.47 | Offer pre-built connectors/integrations to PeopleSoft HCM to consume from ATS and update data to ATS system (REST API, SOAP, webhooks, SFTP) | Integrations | Mandatory | ||
| T.48 | Provides support for both real-time and batch data integration | Integrations | Mandatory | ||
| T.49 | Provides full API documentation including sample api calls | Integrations | Desired | ||
| T.50 | Provides sandbox or test environments for development and integration testing | Integrations | Mandatory | ||
| T.51 | Provides data as encrypted in transit and at rest during integration | Integrations | Mandatory | ||
| T.17 | All fields (including custom and configured fields) are available for automated export and/or through the API. Ideally multiple tables and columns could be exported simultaneously rather than one table at a time. | Reporting | Desired | ||
| T.18 | Access to a data dictionary of all fields (ability to map data lineage from screen location and field name to table and column name in underlying database in export). | Reporting | Desired | ||
| T.24 | Ability to search/match incoming person records against an external system (such as HCM 9.2). Functionally this allows us to re-hire former employees who may not exist in the ATS, or hire our own students while preventing duplicate cleanup work downstream. | Search/Match | Desired | ||
| T.25 | Ability to import data from a matched record in an external system (such as HCM 9.2) assuming a single match is found (e.g. Address, Email, etc). | Search/Match | Desired | ||
| T.26 | Ability to import external ID (in case of no match in the external system) for use in de-duplication in later stage integrations. | Search/Match | Desired | ||
| T.27 | Ability to request additional information from an applicant (to assist in de-duplication) if multiple matches are found in the external search/match and then re-run search/match. | Search/Match | Desired | ||
| T.14 | API access to Audit trails and system logs. | Security | Desired | ||
| T.19 | All transactions occur over secure protocols. | Security | Mandatory | ||
| T.20 | Administrative and applicant actions are audited. | Security | Mandatory | ||
| T.31 | Role-based security available to control applicant, employee, user type, process type, and application visibility by different types of users. | Security | Mandatory | ||
| T.39 | Vendor follows Role Based Access Controls and ensure access can be configured to a granular level to ensure we follow Principle of Least Priviledge. | Security | Desired | ||
| T.40 | Vendor videos are available on how to use the software and how to use it securely. | Security | Desired | ||
| T.41 | Vendor has an incident response plan to ensure we will always have access to the system or a communciation plan to make sure we know the system is down. | Security | Desired | ||
| T.42 | Vendor has a maintenance plan and helps CU transition into newer instances of the software. | Security | Desired | ||
| T.43 | Vendor can let us have a sandbox to test the new upgrade to the system to ensure none of our modules break or we lose data. | Security | Desired | ||
| T.45 | Access to the system can be revoked in a timely manner to ensure terminated employees who have access to the system do not do anything harmful. | Security | Mandatory | ||
| T.01 | Ability to identify corrupt applicant files. | System Tech Features | Desired | ||
| T.02 | System Mandatory web-services capabilities. | System Tech Features | Mandatory | ||
| T.09 | Allows authorization for a user to access multiple departments without requiring access to parent departments on a department tree. | System Tech Features | Desired | ||
| T.15 | At least 1 permanent non-production (sandbox/test) environment for CU maintained at all times. | System Tech Features | Mandatory | ||
| T.16 | Ability to request additional non-production environments. | System Tech Features | Mandatory | ||
| T.37 | Ability to login as proxy for candidates and managers to help troubleshoot issues or have an alternative option to assist with troubleshooting for users withing creating confidentiality or security concerns. | System Tech Features | Desired | ||
| T.03 | Access to a data dictionary of all fields (ability to map data lineage from screen location to field in export). | Technical Requirement | Desired | ||
| T.13 | All Applicant and Hiring Manager features are available through the web interface. | Technical Requirement | Mandatory | ||
| T.29 | Ability to identify and prevent duplicate applicant accounts. | Technical Requirement | Desired | ||
| T.30 | Mobile/tablet interface meeting accessibility standards for customer facing content. Desired for back end access. | Technical Requirement | Mandatory | ||
| T.34 | Ability for 3rd party career boards (ie. Higher Ed Jobs and Inside Higher Ed) to scrape our site. | Technical Requirement | Mandatory | ||
| T.35 | Ability to make configuration updates in STG then migrate to PROD. | Technical Requirement | Desired | ||
| T.38 | Web interfaces are WCAG 2.1 AA compliant. | Technical Requirement | Mandatory | ||
| T.46 | Ability to migrate/cutover current ATS data to new ATS. | Technical Requirement | Mandatory | ||
| T.52 | Ability to upload current position description content to new ATS. | Technical Requirement | Mandatory |
File details come from the government source that posted it. Updated .