Exhibit F - Scope of Work.pdf

ARTICLE II. SCOPE OF WORK

2.1 DESCRIPTION OF SERVICES

HHSC is established in accordance with Texas Government Code Chapter 523.0001 and is responsible for the oversight of the Texas Health and Human Services Agencies, which includes the DSHS. HHSC is responsible for providing certain consolidated administrative services to DFPS, which operates as a separate, independent agency. Although separate Agencies, HHSC and DFPS collaborate on and share services and administrative functions, including those described throughout this Article II. Scope of Work.

Contractor shall provide all Services and meet all requirements as described in this Scope of Work (SOW). Contractor shall implement the Human Resources Payroll, Time, Labor, and Leave Services (HRPTLLS) and provide support that meets or exceeds HHSC specifications.

The HRPTLL services are divided into five (5) principal areas: Human Resources Services;

Payroll Services; Time, Labor and Leave Services; Financial Services; and Shared Services.

a. Human Resources Services, as described in Section 2.1.2 (Human Resources Services (HRS)), include most traditional HR functions such as recruitment and hiring, compensation and classification management, performance management, benefits coordination, health and safety, and unemployment and wage verifications.

b. Payroll Services, as described in Section 2.1.3 (Payroll Services), are financial-based activities regarding payable time creation and tracking, payroll production, support, reconciliation, and related compensation activities such as additional pay processing and overpayment prevention.

c. Time Labor and Leave Services, as described in Section 2.1.3.1 (Time, Labor and Leave Services), consist of activities related to employee time records, schedule creation, leave production, support, and reconciliation.

d. Financial Services, as described in Section 2.1.3.2 (Financial Services (FNS)), involves payroll funding verification, Commitment Accounting, position management, and reporting.

e. Shared Services, as described in Section 2.1.4 (Shared Services (SSS)) includes a broad array of services that may affect human resources, payroll, time, labor, and leave, and financial services activities. Onboarding new hires, agency reorganizations, employee separations, deductions processing, and year-end planning/conversion activities are examples of shared services.

The five (5) principal areas described above include manager, employee, and other self-service functionality delivered through CAPPS HCM. Employees who work in program areas such as State Supported Living Center (SSLC), State Hospital (SH), and Disability Determination Services (DDS) may have limited access to computer workstations (approximately 20,000 employees). The Contractor shall enter data into the system for these employees, in addition to other program areas, as designated by the Agencies.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.523.htm

Additional information is provided, as applicable, regarding each business function. Descriptions, requirements, and other information in this section are not intended to be completely exhaustive, and the Contractor shall perform the functions or assist in the performance of the functions to the satisfaction of HHSC, regardless of whether a specific detail is included or omitted in this outline of the scope of work.

The Contractor shall be a Certified SAP Partner for the recruitment and hiring module to meet the standards outlined for the delivery of recruitment and hiring processes and system requirements. The Contractor shall maintain and provide evidence of its official SAP Partner certification status upon request throughout the duration of the Contract.

In addition to certification, the Contractor shall demonstrate and maintain a high level of expertise in implementing and optimizing SAP solutions with customizations and measurable outcomes achieved for clients.

2.1.1 CONTRACT PHASE OVERVIEW

Contract performance is comprised of three (3) phases: Phase I – Transition, Phase II – Operations, and Phase III –– Turnover.

2.1.1.1 PHASE I - TRANSITION PHASE SERVICES (TRA)

The Transition Phase establishes the foundation for the Contractor to assume responsibility for in-scope services from HHSC or the incumbent Contractor and to prepare for subsequent Operations activities. This Phase focuses on knowledge transfer, onboarding resources, alignment with HHSC processes, and confirmation of readiness to support the HRPTLL Services. The Contractor shall be required to perform successful achievement and completion of transition activities with existing HHSC staff and the incumbent Contractors within six (6) months after the Contract Effective Date.

During the Transition Phase, the Contractor shall at a minimum:

a. Develop and submit a Transition Plan for HHSC approval that aligns with the incumbent’s Turnover Plan and covers all in-scope applications and Services found in Section 2.1.5.8 (Transition Plan) and associated requirements, Deliverables, and SLAs defined within Article II Scope of Work

b. Establish the Contractor’s infrastructure, and Key Personnel, and complete required onboarding processes for Contractor in Section 2.1.5.7 (Staffing – General);

c. Conduct comprehensive knowledge transfer from the incumbent Contractor, including documentation, environments, tools, integrations, and operational procedures related to

HRPTLLS;

d. Assume responsibility for open service requests, incidents, and other work items recorded in HHSC approved tools for the assigned HRPTLL Services; and

e. Demonstrate the ability to perform operational activities in a controlled environment and provide status reporting the HHSC according to the approved Transition Plan.

The Transition Phase will be complete when HHSC confirms that all Transition milestones have been satisfactory achieved, approves the Contractor’s Readiness Assessment Plan and Readiness Assessment Results Report, and authorizes progression to the next phase.

Table 1: Transition Phase General Requirements

Requirement ID Requirement Process Requirement Name Requirement Description

TP-GEN-1 Transition Plan General Requirements Transition Planning

Contractor shall develop a comprehensive Transition Plan covering all activities to be performed between the Contract Effective Date and the Operational Start Date.

TP-GEN-2 Transition Plan General Requirements

Within 3 Business Days of Contract Execution

Contractor shall submit an initial draft of the Transition Plan within 3 Business Days of Contract Execution.

TP-GEN-3 Transition Plan General Requirements Final Transition Plan

Contractor shall submit a final Transition Plan within thirty (30) Calendar Days after the Contract Effective Date, or by a later date specified by HHSC.

TP-GEN-4 Transition Plan General Requirements Transition Leadership

Contractor shall serve as the lead for coordinating and facilitating all transition activities with the outgoing contractor, subject to HHSC approval.

TP-GEN-5 Transition Plan General Requirements

Roles and Responsibilities

Contractor shall define roles and responsibilities of the Contractor, outgoing contractor, HHSC, and other stakeholders during the Transition Phase.

TP-GEN-6 Transition Plan General Requirements

Milestones and Schedule

Contractor shall include a transition schedule identifying key milestones, dates, and a proposed Operational Start Date.

TP-GEN-7 Transition Plan General Requirements

Operational Start Constraint

Contractor’s proposed Operational Start Date shall be within three (3) months of completion of the Transition Phase, subject to negotiation and HHSC approval.

TP-GEN-8 Transition Plan General Requirements Risk and Mitigation

Contractor shall describe how key milestones will be achieved and how transition risks and challenges will be mitigated.

TP-GEN-9 Transition Plan General Requirements Software Testing

If software development or customization is involved, Contractor shall define testing, defect remediation, retesting, and user acceptance activities until HHSC acceptance is achieved.

TP-GEN-10 Transition Plan General Requirements Training Activities

Contractor shall describe training activities to be performed during transition, including coordination with the Training Plan.

TP-GEN-11 Transition Plan General Requirements Transition Procedures

Contractor shall document processes and procedures to be followed during the Transition Phase.

TP-GEN-12 Transition Plan General Requirements

Asset and Knowledge Transfer

Contractor shall define methods to identify, document, and transfer property and knowledge developed during the outgoing contractor’s contract.

TP-GEN-13 Transition Plan General Requirements Subcontracts

Contractor shall identify all subcontracts and related Services applicable to transition activities.

TP-GEN-14 Transition Plan General Requirements Issue Management

Contractor shall identify a transition contact and define procedures for managing issues during the Transition Phase.

TP-GEN-15 Transition Plan General Requirements

Transition Status Reporting

Contractor shall submit, implement, and maintain Transition Phase Status Reports at intervals specified by HHSC.

TP-GEN-16 Transition Plan General Requirements

Status Report Content

Transition Phase Status Reports shall include progress against milestones, issues and resolutions, risk status and mitigation, meeting status, and HHSC-requested corrective actions.

TP-GEN-17 Transition Plan General Requirements

Transition Completion

Contractor shall complete and implement all transition activities identified in the approved Transition Plan and Transition Phase Status Reports prior to the Operational Start Date.

TP-GEN-18 Transition Plan General Requirements Schedule Compliance

Contractor shall meet all due dates contained in the Transition Plan and Transition Phase Status Reports unless otherwise directed by HHSC.

TP-GEN-19 Transition Plan General Requirements Service Continuity

Contractor shall cooperate with the outgoing contractor to ensure a smooth transition and maintain existing service levels prior to the Operational Start Date.

TP-GEN-20 Transition Plan General Requirements

Deliverable Completion

Contractor shall complete and implement all Deliverables identified in the accepted Transition Plan by their established due dates or a later date approved by HHSC.

TP-GEN-21 Transition Plan General Requirements Plan Updates

Contractor shall update the Transition Plan as needed and at least annually when requested by HHSC, with updates completed prior to implementation.

TP-GEN-22 Transition Plan General Requirements Update Review Cycle

Contractor shall submit draft plan updates at least fifteen (15) Business Days prior to the final due date to allow HHSC review and approval.

TP-GEN-23 Transition Plan General Requirements

Transition Phase Duration

Contractor shall complete all Transition Phase activities, including achievement of applicable performance measures, no later than one hundred eighty (180) Calendar Days after the Contract Effective Date unless HHSC approves an extension in writing.

TP-GEN-24 Transition Plan General Requirements

Transition Phase Completion Criteria

The Transition Phase shall be deemed complete only upon HHSC’s approval of all Transition Phase Deliverables and acknowledgement of successful completion of software acceptance testing.

TP-GEN-25 Transition Requirements Project Kickoff

Contractor will kick off the Project within ten (10) Business Days of the Contract Effective Date. This requirement is a presentation to familiarize project team members with the project. The presentation includes the following topics:

1. Project Schedule (high level)

2. Objectives and Definitions

3. Process

4. Artifacts

5. Roles and Responsibilities

6. Keys to Success

7. Next Steps

8. Questions and Answers (Q&A)

9. Resources

TP-GEN-26 Transition Requirements Implementation plan

Contractor will provide an Implementation Plan. The Implementation Plan will address the required steps and responsibilities for testing and activating the Contractor System; include an implementation activity check list; provide the acceptance testing schedule; provide the implementation schedule; and list the post-implementation activities that verify the functionality.

TP-GEN-27 Transition Requirements

Transition Process and Procedures

Contractor will provide an outline of procedures to be followed during the Transition period

2.1.1.2 PHASE II - OPERATIONS PHASE SERVICES

The Operations Phase commences on the Operational Start Date. Contractor shall complete Operation Phase activities with successful achievement of all performance measures.

Operation focuses on ensuring stability, availability, performance, and compliance for HRPTLL Services in-scope applications, while coordinating with ongoing operation activities. The Contractor shall perform all HRPTLL Operations Phase Services and work with HHSC to plan and execute ongoing initiatives to align with HHSC operational activities defined within the scope of work.

During the Operations Phase, the Contractor shall provide for all operational Services requirements of this SOW, including the scope of work and at a minimum:

a. Deliver help desk support, Contractor support Services, and other technical support necessary to resolve issues and maintain agreed service levels;

b. Track and report on operational performance, including key performance measures and associated liquidated damages.

The Operations Phase continues for the duration of the Contract Term for each in-scope application, until Turnover activities are initiated in the Turnover Phase.

2.1.1.3 PHASE III - TURNOVER SERVICES

Turnover Services includes all activities necessary to ensure continuous availability of Services while the Contractor is performing knowledge transfer of operational responsibility to HHSC and/or to an HHSC-designated entity. The Contractor shall complete all activities identified in the HHSC-approved Turnover Plan by the timelines identified in the plan. The Contractor shall continue to perform Operation Services during Turnover

The Contractor shall be the lead in facilitating all Turnover Services required by the Contract including planning, project management, Communications, and coordination activities. During the Contractor’s implementation of the HHSC-approved Turnover Plan, the Contractor shall meet regularly with HHSC staff, the incoming Contractor, and any other HHSC designated entity.

During Turnover activities, the Contractor shall work in a cooperative and expeditious manner.

Phase III Turnover Services and Contract closeout shall begin six (6) months prior to the end of the Contract Term, which may include optional extension periods, or within ninety (90) Calendar Days of HHSC’s request for start of Turnover Services.

The Contractor shall adhere to the Turnover requirements, which include, but are not limited to, the following:

Requirement ID Requirement Process Requirement Name Requirement Description

TUR-SER-1 General (GEN) Final Turnover plan

Contractor shall provide an Acceptable Turnover Plan within 30 Calendar Days of receipt of written notice from HHSC and no later than six (6) months prior to the expiration of the Contract Initial Term, or at a later date specified by HHSC, including any extension, for HHSC approval.

Contractor shall provide a Turnover Plan which will set forth the turnover responsibilities and contain descriptions and schedules for the required tasks.

Contractor, at a minimum, shall include in the Turnover Plan:

a) Goals, expectations, and specific objectives for each portion of the Turnover Plan;

b) Method for transferring information and data to the incoming contractor

c) Assumptions and dependencies inherent in the Turnover Plan;

d) Timelines and milestones for specific tasks throughout the Turnover Period;

e) Methodology to ensure all goals, expectations and objectives are achieved, including but not limited to knowledge transfer to HHSC staff or next service provider, and

f) Turnover Inventory, including a complete inventory of all Contractor artifacts, tasks, systems, tools, and

Requirement ID Requirement Process Requirement Name Requirement Description hardware, being turned over to

HHSC.

The Turnover Plan will describe Contractor’s policies and procedures that will ensure:

1. The least disruption in the delivery the Work during Turnover to HHSC or its designee; and

2. Full cooperation with HHSC or its designee in transferring the Work and the obligations of the Contract.

TUR-SER-2 General (GEN) Turnover Services

The Contractor shall perform the Turnover Services in a manner that successfully accomplishes the following objectives:

1. Complete a smooth, seamless, and uninterrupted Turnover of responsibilities from the Contactor to the incoming Contractor while continuing to complete all in-flight enhancement activities before the initiation of the turnover activities and mitigating risks.

2. Complete all knowledge and all data transfer from the Contractor to its successor;

and

3. Document the required Turnover Deliverables and provide them in accordance with the agreed-upon timelines.

TUR-SER-3 General (GEN) Turnover Activities

The Contractor shall provide the following Turnover Activities as part of the Services.

These activities include but are not limited to:

1. Providing necessary documentation and tools to facilitate the transition.

2. Providing assistance during the Transition Phase to ensure smooth operations.

3. Complete all requested enhancements as agreed with HHSC prior to Turnover,

4. Resolve all open support requests,

5. Coordinate activities with HHSC and any HHSC-designee,

6. Implement the HHSC approved Turnover Plan.

TUR-SER-4 General (GEN) Available Data

For a period of up to sixty (60) Calendar Days following the conclusion of the Turnover Phase, the Contractor shall make Contractor system data available for retrieval by HHSC at no additional cost.

TUR-SER-5 General (GEN) Turnover Inventory

The Contractor shall provide HHSC a complete inventory of all Contractor artifacts including but not limited to:

1. Tasks,

2. Data dictionary,

3. Data,

4. Workflow documentation,

5. Operation manuals,

6. System manuals,

7. Troubleshooting guidelines,

8. Training materials,

9. Property,

10. Tangible or intangible items, and

11. Knowledge developed during Turnover of assets according to the Final Turnover Plan.

TUR-SER-6 General (GEN) Turnover Results Report

Contractor shall prepare and submit a final Turnover Results Report documenting the completion of each step in the Turnover Plan.

Contractor shall pay any and all additional costs incurred by HHSC that are the result of any failure to provide the requested records, data, or documentation within the timeframes agreed to in the Turnover Plan.

Contractor shall prepare and submit an acceptable Contractor Turnover Results Report within forty-five (45) Calendar Days after the completion of turnover activities, that documents all turnover activities, progress, actions, issues, and risks and results that determine close out acceptance by HHSC including inventory and data.

Turnover will not be considered complete and final payment will not be made until the Turnover results report is received and approved by HHSC.

TUR-SER-7 General (GEN) Notification of Personnel Change

Contractor shall notify HHSC within five (5) Business Days of reassignment, resignation, or termination of Contract for any of Contractor personnel, including subcontractor personnel, during the Turnover.

The Contract includes separate and distinct charges for Turnover Services and Operations Services, therefore, to the extent that HHSC has not received full performance of any the Contractor obligations, in addition to any other rights and remedies available hereunder, HHSC may withhold authorization for payments for invoices for any Services not actually received in conformance with Contract requirements pursuant to Section 2155.322 of the Texas Government Code. The Contractor shall provide Turnover Services that meet or exceed the requirements set forth in Turnover (TUR) Requirements.

https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.2155&artSec=2155.322 https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.2155&artSec=2155.322

2.1.2 HUMAN RESOURCES SERVICES (HRS)

The Contractor shall provide Human Resources Services that support the Agencies’ workforce lifecycle and day to day operational needs. Human Resources Services include functional activities that support applicants, employees, managers, and Agency leadership and are performed in coordination with Shared Services and other HRPTLL service areas, as applicable.

The Contractor is responsible for working with HHS Human Resources and CAPPS ASP to update the system(s) and system edits as needed and directed by the enactment of new law or by the direction of HHS. The Contractor shall interact with HHS and CAPPS ASP within the scope of the Contract to support the development of functional and technical documents and coordinate system development as deemed necessary and directed by HHS Human Resources in response to, but not limited to: 1) legislative changes, and 2) audits/investigation from a State or federal oversight agency (e.g., US Department of Labor, CPA, SAO, OAG, ERS, and internal/external auditors) Timely implementation of system development and support for communicating changes to employees is essential.

This section describes the scope of Human Resources Services applicable across the Agencies and establishes the functional areas within which those Services are performed. Sections 2.1.2.1 through 2.1.2.6 define the individual Human Resources Service areas and provide narrative context describing Agency processes, service boundaries, and operational considerations.

Contractor requirements associated with Human Resources Services are identified in the tables contained within each subsection.

Human Resources Services are organized into the following functional service areas:

a. Recruitment and Hiring, as described in Section 2.1.2.1 (Recruitment and Hiring (RAH)), include Services such as applicant sourcing, screening, selection, onboarding coordination, and related system support.

b. Performance Management, as described in Section 2.1.2.2 (Employee Performance Management (EPM)), includes Services supporting employee performance planning, evaluation processes, and related administrative and system activities.

c. Compensation and Classification Administration, as described in Section 2.1.2.3 (Compensation and Classification Administration (CSA)), include Services related to position classification, compensation administration, and support for compliance with applicable State policies and plans.

d. Benefits Coordination, as described in Section 2.1.2.4 (Benefits Coordination (BNC)), includes Services supporting employee benefits administration, coordination with benefit providers, and assistance to employees.

e. Health and Safety, as described in Section 2.1.2.5 (Health and Safety (HAS)), include Services supporting workplace health, safety, risk management, and workers’ compensation– related activities in coordination with Agencies’ programs.

f. Unemployment Wage Verification, as described in Section 2.1.2.6 (Unemployment Wage Verification (UWV)), includes Services supporting unemployment claims processing, wage verification, and coordination with the Texas Workforce Commission.

2.1.2.1 RECRUITMENT AND HIRING (RAH)

The following describes the recruitment and hiring processes and the respective roles of the Contractor and Hiring Authorities.

a. HHSC, DSHS, and DFPS operate under the broad policies and procedures of the Agencies’ respective HR policies and guidelines.

b. Recruitment and hiring self-service Service functionality for the Agencies uses SAP SuccessFactors, which Interfaces with PeopleSoft 9.2. Within the next 3-5 years the SuccessFactors recruitment module is expected to transition to SmartRecruiter through Systems, Applications, and Products in Data Processing, commonly known as SAP, who has stated they are investing in migration tooling for a smooth transition.

c. Certain recruitment and hiring security roles exist in the Agencies to assist hiring managers who manage large employee populations. Employees with HR Professional and Non-HR Recruit have a security role that allows them to create Job Postings and hire applicants on behalf of certain program area managers, as directed by the Agencies’ HR.

d. Workflow for recruitment and hiring processes is established through role security and employee organization using the “reports to” position structure. The recruitment and hiring process consists of:

1. Obtaining approval to create a Job Requisition to fill a vacant position;

2. Creating and posting the Job Requisition;

3. Sourcing the applicants;

4. Screening applications;

5. Selecting applicants for an interview ;

6. Interviewing selected applicants;

7. Evaluating applicants, post-interview;

8. Conducting due diligence checks;

9. Selecting an applicant;

10. Extending an offer; and

11. Onboarding.

Recruitment and hiring are initiated when a vacancy is created through an employee separation or the approval of a new position. The Hiring Authority obtains approval to fill the position from respective Agency management and the appropriate Agency budget office. Position attributes are established, and the Hiring Authority creates a Job Requisition and posts the position. Postings may be open to external candidates or limited to a specific internal applicant pool. Applicants have the ability to search for Job Postings using search options, including but not limited to: city, agency, facility, position/job title, and minimum salary. The Hiring Authority screens and selects applicants to interview using standardized screening, interviewing, and selection processes. The role and tasks of the Hiring Authority may be performed by hiring managers, or employees with the HR professional or non-HR recruit roles.

e. The Contractor is responsible for performing a variety of recruiting administrator tasks throughout this process. The Contractor monitors Job Postings for compliance with Agency policy and recruiting requirements, approves the Job Postings, and reviews interview questions and their applicability to the job description/essential job functions. In order to better understand any unique assessment tools, due diligence, or other hiring requirements, the Contractor shall have staff dedicated to work with hiring authorities in each Agency.

f. Hiring authorities schedule applicant interviews and document interview notes and the results of any proficiency/skills tests. Upon selecting an applicant for a position, the Hiring Authority submits selection documents into the Contractor’s recruiting and hiring system for review and tracking through the self-service functionality. The Contractor shall review the selection documentation to ensure the documents are in compliance with applicable HR policies and procedures. The Contractor shall initiate the appropriate due diligence checks as documented by the Agencies’ human resources. The Hiring Authority determines whether or not a conditional offer should be made to the applicant. The Contractor reviews the offer to ensure it is within policy or if an exception has been granted. The SAP SuccessFactors workflow is used to facilitate and obtain appropriate Agencies’ approvals. Once the required approvals are completed, the Hiring Authority updates the applicant’s status to ready to hire, schedules the applicant’s first day of employment, and onboards through self-service.

g. Recruitment and hiring sub-processes are discussed in more detail below:

1. Job Requisition Hiring Authorities at each of the Agencies must ensure an authorized position is established through position management functions. Before recruiting, a position must be set up in position data, assigned a position number, and associated with the appropriate department ID. Once this position management function is accomplished, the Hiring Authority creates a Job Requisition and posting using self-service. Once approved through automated workflow, jobs are posted on the Agencies’ employment website. In addition, all jobs posted externally (open to both internal and external applicants) are required by Texas Government Code 656.001, 656.024-.026, and online State Agency Employment Applications: Texas Government Code, Section 656.002 to be advertised on the

WorkInTexas website, which is achieved through an Interface. The Hiring Authority must also submit proposed interview questions to the Contractor for review and approval prior to posting the position.

2. Applicant Sourcing Various factors may impact the frequency and volume of recruiting activities, including, but not limited to:

i. Legislative changes

ii. State and/or Federal directives

iii. Staff turnover

iv. Addition or reduction in Full-time Equivalents (FTEs)

v. Shortages of qualified candidates

At the direction of the Hiring Authority, the Contractor shall assist with targeted sourcing activities. These activities include, but are not limited to, setting up XML job feeds, placing print and electronic advertisements in journals, job boards, or professional associations.

3. Applications and Applicant Screening Applicants may apply through the recruiting system by uploading the resume and completing the required online State of Texas and Career Center application that can be found here: https://www.twc.texas.gov/sites/default/files/busops/docs/state-of-texas-applications-e-133-twc.pdf

Applicants may email an Offline Application and resume to the Service Center, where the Contractor staff attach the application and resume to the appropriate Job Posting.

4. Applicant Interviewing

The Hiring Authority schedules interviews and any required proficiency/skill assessments, if applicable. This activity is coordinated by the Hiring Authority either through the recruiting and hiring system functionality or offline processes. Interview questions submitted at the time the job is posted are used to conduct the interviews.

5. Due Diligence

Agencies employ people in certain job functions that require due diligence checks. The type of background checks required are determined by the Agencies and respective program areas. Required due diligence checks are documented by the Agencies.

Certain due diligence checks are initiated and documented by the Contractor staff; others are initiated and documented by HR professionals. The results of these due diligence checks are documented in the due diligence section of the application information page.

The due diligence results are considered highly confidential and can only be accessed by authorized individuals.

Examples of due diligence checks include, but are not limited to:

https://www.workintexas.com/vosnet/Default.aspx https://www.twc.texas.gov/sites/default/files/busops/docs/state-of-texas-applications-e-133-twc.pdf https://www.twc.texas.gov/sites/default/files/busops/docs/state-of-texas-applications-e-133-twc.pdf https://www.twc.texas.gov/sites/default/files/busops/docs/state-of-texas-applications-e-133-twc.pdf i.Abuse check (Client Abuse and Neglect Reporting System/IMPACT/CARE);

ii.Felony check (if indicated on the State of Texas application);

iii.Fingerprint criminal background check;

iv.Fraud against the agency;

v.Federal Health and Human Services Office of Inspector General’s List of Excluded

Individuals/Entities (LEIE);

vi.College accreditation (within and outside of the United States);

vii.License/Registration/Certification verification;

viii.Name-based criminal background check;

ix.Selective service verification;

x.Driver’s record check;

xi.Driver’s license verification;

xii.Reference check;

xiii.Interagency Reportable Conduct, Search Engine for Multiagency Reportable Conduct

(SEMARC);

xiv.Pre-employment Controlled Substance test;

xv.Employee misconduct registry check;

xvi.Sexual exploitation check;

xvii.Employment verification;

xviii.Nurse aide registry; and xix.Other.

6. Offers

Once the top candidate has been identified and due diligence is completed and documented on the application information page, the Hiring Authority enters the job offer into the recruiting system.

The Contractor staff reviews the offer for adherence to State rules and Agencies’ HR policy. Additional workflow includes approvals by the appropriate management staff and department budget approvers. When these activities are completed, the Hiring Authority moves the selected candidate to hired/accepted and then ready to hire stages. The Contractor staff assists hiring authorities with these activities.

7. Onboarding

The Hiring Authority is responsible for onboarding the new employee. Checklists for the different types of hires (new hire, transfers, rehires, and return-to-work retirees) are maintained on the CAPPS Portal. The Hiring Authority uses self-service to process the new employee’s data into CAPPS. This step creates an employee record for the individual.

The Contractor shall complete a manual onboarding process when necessary.

h. Contractor Process Summary

The Contractor shall support the Agencies’ recruiting and hiring system that Interfaces with CAPPS HCM. The current system includes and will continue to include employee and manager self-service functionality that at a minimum provides the ability to post, screen, hire, search, and report current and past Job Requisitions, postings, and related activities. The Contractor shall at a minimum maintain customizations currently in place.

The Contractor shall support and maintain the Agencies’ recruiting and hiring system to ensure it reflects all the fields on the State of Texas Application form as provided by Texas Workforce Commission as well as reflect fields and information as determined by the Agencies’ HR to support the Agencies’ business needs. The recruiting and hiring system must allow applicants to upload resumes and enter resume information.

The Contractor shall be responsible for supporting, maintaining, and ensuring continuity of the existing recruitment and hiring system and operational processes, as described in Exhibit Q, SAP SuccessFactors Requirement Baseline.

i. Self-Service Functions

Contractor shall provide support to HHS Agencies’ self-service model through a web-based approach that is supplemented by additional electronic means, including but not limited to, e-mail, facsimile, and Integrated Voice Response (IVR), and encompasses recruitment and hiring processes such as those listed below:

1. All staffing and recruiting forms and information are standardized and easily accessible to hiring authorities electronically throughout the State.

2. There is one State-wide recruitment and hiring system available across the Agencies.

3. Results of testing, reference/education/certification checks are available and documented in the applicant information section for review upon completion.

4. Employees have access to open Job Postings through the recruitment and hiring system and may apply for positions.

5. Internal and external candidates search for Job Postings, view Job Postings, submit applications, and complete proficiency/skills assessments for positions through the recruitment and hiring system.

6. New hires can access and complete certain required new employee paperwork prior to their first day.

7. Provide upload resume functionality.

j. Functions to be retained by Agency

1. Recruiting strategy, policies, and procedures.

2. Recruitment and hiring activities which are restricted and statutorily required to be maintained by the agency (such as receiving certain due diligence results which may not be released to a Contractor).

3. Vacancy and position management.

The following table describes the processes and sub-processes related to Recruitment and Hiring.

The Contractor shall provide all activities as indicated.

Table 1: Recruitment and Hiring Roles and Responsibilities

Process Requirement Name Requirement Description

HRS-RAH-1 Roles and Responsibilities

(RAR)

Collaboration efforts

Contractor shall collaborate with SAP SuccessFactors or the current recruitment and hiring vendor to update the recruiting and hiring system and related edits as needed and directed by the enactment of new law or by the direction of HHS.

HRS-RAH-2 Roles and Responsibilities

(RAR)

Employment Applications

Contractor shall assist applicants with the employment application processes.

HRS-RAH-3 Roles and Responsibilities

(RAR)

Open Position Postings

Contractor shall assist hiring authorities with posting open positions and internships.

HRS-RAH-4 Roles and Responsibilities

(RAR)

Job Requisition Contractor shall review and approve Job Requisitions.

HRS-RAH-5 Roles and Responsibilities

(RAR)

Compliance with SAO and HR Policies

Contractor shall review and approve job descriptions, including essential job functions to ensure compliance with the State Auditor’s Office (SAO) classification guidelines and Agencies’ HR policy.

HRS-RAH-6 Roles and Responsibilities

(RAR)

EEOC

Contractor shall ensure the initial and final selection criteria and interview questions are relevant to the position and are in compliance with Agencies’ HR policy and Equal Employment Opportunity Commission (EEOC) requirements.

HRS-RAH-7 Roles and Responsibilities

(RAR)

Due Diligence Contractor shall initiate and coordinate due diligence activities.

HRS-RAH-8 Roles and Responsibilities

(RAR)

Onboarding Activities Contractor shall approve and assist hiring authorities with onboarding activities.

Table 1: Recruitment and Hiring Roles and Responsibilities

Process Requirement Name Requirement Description

HRS-RAH-9 Roles and Responsibilities

(RAR)

Development of HR Guidelines

Contractor shall develop, update and maintain online information, user guides, and other help tools.

HRS-RAH-10 Roles and Responsibilities

(RAR)

Disability Accommodations

Contractor shall provide additional assistance to applicants or employees who are visually impaired or have other disabilities.

HRS-RAH-11 Roles and Responsibilities

(RAR)

Compliance with State and Federal Policies

Contractor shall ensure compliance with all Agencies’ State and federal policies.

The following tables describe, at a high level, the service delivery model that the Agencies anticipate for the recruitment and hiring process. The Contractor shall be responsible for supporting, maintaining, and ensuring continuity of the existing operational processes, as described in Exhibit Q, SAP SuccessFactors Requirement Baseline. The Contractor shall provide business Services, manage processes, and support users with the recruitment and hiring activities listed in the table below.

Table 3: Recruitment and Hiring (RAH) General Requirements

Process Requirement Name Requirement Description

RAH-GEN-1 General RAH Staffing

Contractor shall staff and maintain an HHS Employee Service Center. Provide sufficient staffing to perform all recruitment and hiring-related human resources activities and Services from 7:00 AM to 7:00 PM (CT) Monday through Friday, excluding State recognized holidays unless otherwise approved by HHSC.

RAH-GEN-2 General RAH System

Contractor shall collaborate with the applicable software vendor to support, maintain, and configure the current Recruiting and Hiring System and to ensure the Agencies’ recruiting and hiring system functionality contains the customizations currently in place and with minimal to no disruptions in service.

RAH-GEN-3 General Execution of Recruitment Activities

Contractor shall provide recruiting administration, assistance, guidance, and expertise related to the execution of recruitment activities.

Process Requirement Name Requirement Description

RAH-GEN-4 General Application Search Function

Contractor shall ensure applicants have the ability to search for Job Postings using one or more of the following values categories including but not limited to: city, agency, facility, position/job title, salary, salary grade, and Job Posting number.

RAH-GEN-5 General Agency HR Guidelines

Contractor shall ensure Contractor staff are trained on Agencies’ and HR policies, processes, procedures, guidelines, and forms.

RAH-GEN-6 General Offline Processes

Contractor shall provide assistance and develop solutions for offline processes required for Agencies’ program areas who have limited access or difficulty accessing the online platform in the recruitment and hiring activities.

RAH-GEN-7 General Administrator Role Contractor shall perform an administrator role for Self-Service recruitment and hiring.

RAH-GEN-8 General Information Tracking

Contractor shall track (which includes gathering, recording, and maintaining) information on each applicant including, but not limited to, demographics, gender, race/ethnicity, age, veteran's status, and former foster youth.

RAH-GEN-9 General Hiring Preference Indicators

Contractor shall ensure that hiring preference indicators are appropriately assigned to and removed from eligible applicants, as directed by the Agencies’ HR.

RAH-GEN-10 General EEOC Information Contractor shall ensure equal employment opportunity information is included with each Job Posting.

RAH-GEN-11 General Job Postings Contractor shall ensure Agency-specific required language is incorporated on each Job Posting as directed by the Agencies’ HR.

RAH-GEN-12 General Tracking Report Contractor shall provide applicant tracking reports upon request.

RAH-GEN-13 General Online and Offline Application

Contractor shall assist applicants with online and Offline Application functionality. The type of assistance provided will vary depending on the type of assistance needed.

RAH-GEN-14 General Applicant Assistance Contractor shall assist candidates with creating an applicant profile, logging in, searching for, and applying for jobs.

RAH-GEN-15 General Multiple Applicant Profiles

Contractor shall recommend solutions to alleviate multiple applicant profiles.

Process Requirement Name Requirement Description

RAH-GEN-16 General Process Offline Applications

Contractor shall process Offline Applications for applicants. Enter the Offline Applications and the applicant profile into the online recruiting and hiring system.

RAH-GEN-17 General Offline Assessments Contractor shall provide offline assessments to applicants who are unable to complete the online assessment.

RAH-GEN-18 General Application Status Contractor shall assist applicants who are seeking information regarding their application status.

RAH-GEN-19 General Incompatible Operating Systems and Browsers

Contractor shall assist applicants using operating systems and browsers which are incompatible with the recruiting and hiring system.

RAH-GEN-20 General Electronic Copies of Selection Package

Contractor shall ensure receipt of and maintain electronic copies of selection package documents which are uploaded or submitted into recruiting and hiring system.

RAH-GEN-21 General Validate Policy Contractor shall validate that selection documents follow the Agencies’ HR policy.

RAH-GEN-22 General New Employee Documents

Contractor shall track receipt of and maintain required new employee documents and forms received.

RAH-GEN-23 General Retain Recruitment and hiring Documents

Contractor shall retain all recruitment and hiring documents received by the Contractor for compliance with State records and retention rules.

RAH-GEN-24 General End User Support Contractor shall provide end user support to applicants and Hiring Authorities, including system functionality and navigation.

RAH-GEN-25 General Knowledge of HR Guidelines

Contractor shall ensure Contractor staff maintain current knowledge of Agencies’ and HR policies, processes, procedures, guidelines, and forms.

RAH-GEN-26 General Technical Assistance Contractor shall provide assistance to applicants who may need help completing the application due to a Disability.

RAH-GEN-27 General Contractor Staff Assignments

Contractor shall assign Contractor staff to Job Requisitions and postings initiated by hiring authorities.

RAH-GEN-28 General Review Job Requisition Content

Contractor shall review essential job functions, initial and final screening criteria, interview questions, proficiency/skill tests, and online assessments for appropriateness to job being recruited.

Process Requirement Name Requirement Description

RAH-GEN-29 General Review Job Requisitions

Contractor shall review Job Requisitions to ensure all components are complete and in compliance with the Agencies’ HR policies, procedures, and guidelines prior to publishing a posting.

RAH-GEN-30 General Revisions to Job Requisitions

Contractor shall notify and provide a detailed explanation to the Hiring Authority when revisions are required, or Job Requisition information is not complete.

RAH-GEN-31 General Approval of Job Requisitions

Contractor shall approve job requisitions once all required documents and applicable components are validated.

RAH-GEN-32 General Job Postings

Once Job Requisition is fully approved, Contractor shall generate and publish posting(s) and include Agencies’ specific language as directed by the Agencies’ HR.

RAH-GEN-33 General Routing Workflows Contractor shall ensure the Job Requisitions are routed through workflow to appropriate approvers.

RAH-GEN-34 General Job Requisition Cancellations

Contractor shall cancel Job Requisitions at the discretion of the Hiring Authority.

RAH-GEN-35 General Detailed Actions

Contractor shall communicate with the Hiring Authority detailed actions to be taken, status of the Job Requisition and posting, and availability of applications.

RAH-GEN-36 General Status and Onboarding

Contractor shall update Job Requisition activities to reflect current status and to prepare for onboarding.

RAH-GEN-37 General Job Vacancies Contractor shall create and post a vacancy as directed by the Agencies’ HR.

RAH-GEN-38 General Historical Posting Assistance

Contractor shall provide historical Job Posting assistance to hiring authorities within the Agencies’ HR policies and guidelines.

RAH-GEN-39 General Online Applicant Screening

Contractor shall assist hiring authorities and provide guidance with online applicant screening, including attaching screening questions to a Job Requisition and applying the results of the screening.

RAH-GEN-40 General Proficiency/Skills Tests for a Job Requisition.

Contractor shall assist hiring authorities with reviewing and adding proficiency/skills tests for a Job Requisition.

RAH-GEN-41 General Interview Questions Attached

Contractor shall receive interview questions from managers, and ensure they are attached to appropriate Job Requisition before approving the requisition.

Process Requirement Name Requirement Description

RAH-GEN-42 General Interview Questions Uploaded

Contractor shall verify the hiring authority uploaded the interview questions to the appropriate Job Requisition before approving the requisition.

RAH-GEN-43 General Interview Questions Compliance

Contractor shall review all interview questions to ensure the content is appropriate and in accordance with State and federal law.

RAH-GEN-44 General Direct Access Contractor shall provide direct access to all data and reporting capability to the appropriate Agencies’ business owners.

RAH-GEN-45 General Value Searches

Contractor shall ensure hiring authorities have the ability to search for Job Requisitions using values including, but not limited to: applicant ID, applicant name, position number, position/job title, functional title, and Job Posting ID.

RAH-GEN-46 General Search by Status Contractor shall ensure hiring authorities have the ability to search Job Requisitions in any status.

RAH-GEN-47 General Internal and External Career Pages

Contractor shall manage systematic publication of Job Postings on the internal careers page and on the external careers page.

RAH-GEN-48 General Posting and Receipt WorkInTexas.

Contractor shall manage the systematic posting to and receipt of application from WorkInTexas.

RAH-GEN-49 General Staffing Coordinator Supervisor Functions

Contractor shall maintain Job Postings and perform Staffing Coordinator and Staffing Coordinator Supervisor functions such as closing, editing, and updating Job Postings.

RAH-GEN-50 General Posting Closing Dates

Contractor shall ensure appropriate closing dates for Job Postings in accordance with Agencies’ HR policy and Hiring Authority requests.

RAH-GEN-51 General Targeted Sourcing Activities

Contractor shall assist with targeted sourcing activities, as directed by the Hiring Authority.

These activities include, but are not limited to, setting up XML job feeds, placing print and electronic advertisements in journals, job boards, or professional associations.

RAH-GEN-52 General Catalog of Screening Assessments Interview Questions

Contractor shall develop, maintain, and provide Hiring Authority access to the content catalog/repository of screening assessments and interview questions. The content catalog/repository will be accessible and user friendly.

Process Requirement Name Requirement Description

RAH-GEN-53 General Due Diligence Checks

Contractor shall conduct and/or coordinate due diligence checks as directed by the Agencies, document the results in recruiting and hiring system, and communicate results to the Hiring Authority.

RAH-GEN-54 General Proficiency/Skills Tests for a Job Requisition.

Contractor shall assist with scheduling and initiating proficiency/skills tests, assessments, and other due diligence checks as documented in the due diligence requirements.

RAH-GEN-55 General Proficiency/Skills Tests for a Job Requisition.

Contractor shall document the results of proficiency/skills tests, assessments, and other due diligence checks on the associated Job Requisition and in the due diligence section of the applicant information page.

RAH-GEN-56 General Selection Process Contractor shall monitor selection process to ensure initial screening criteria, final selection criteria, licensing and certification are met.

RAH-GEN-57 General Military Employment Preference

Contractor shall ensure the Hiring Authority provides a thorough and complete response (in accordance with the Agencies’ policies and procedures) to the military employment preference recruiting and hiring center prompts.

RAH-GEN-58 General Accommodations Contractor shall provide reasonable…