HR IMAP Capital Strategy Use Cases.pdf

DEFENSE SECURITY COOPERATION AGENCY

2800 DEFENSE PENTAGON

WASHINGTON, D.C. 20301-2800

A. Purpose The Defense Security Cooperation Agency (DSCA) issuing this RFI to identify potential cloud-based Software-as-a-Service (SaaS) HR Information Management Application (“Application”) that supports configurable workflows, employee records management, position classification management, and case management. The application must be able to manage DSCA’s internal workflows but will not replace or replicate government enterprise Human Resources (HR) systems.

B. Background:

DSCA manages multiple categories of personnel, including U.S Military, Civilians and detailees across two HR teams, a security/facility division, and financial and information technology divisions. The application's primary function is to provide solutions for internal workflows and document management.

The agency seeks a configurable tool that allows a non-technical admin to create and adjust workflows, manage data, group users in different ways, create and assign various user or group roles, create new fields, or rename fields as requirements change over time, without needing custom development work from the vendor. This is particularly important because DSCA processes constantly evolve in response to new directives, regulations and mission needs.

The solution should integrate with email (MS Outlook), query external APIs and share its own data via API and feature a modern and intuitive user interface. There should be the option to create different types of fields, as well as fields supported by lookup lists. Features or sections of records should also be able to be locked down for different functional area owners. The software does not need to address payroll, time tracking or performance. We are requesting an application that can manage our internal workflows but will not replace or replicate government enterprise Human Resources software. It must also meet DoD IL4+, FedRAMP, Zero Trust, ICAM, STIG, and PII/508 compliance requirements.

The software must be hosted as a government cloud-based SAAS solution. Vendor must be able to access the production version to provide troubleshooting support. Updates should be turn-key, be easy to upgrade and have minimal impact on both user and built-in configured workflows. The environment needs to be impact level 4 or higher for security and must be FEDRamp approved and compliant with DOD Zero Trust, ICAM and STIG requirements

Request for Information (RFI): Human Resources Information Management Application Capabilities

General Use Cases General Configuration (i.e., Employee record provision for overseas placement, etc.)

The Application should allow for basic configuration, such as creation and/or modification of fields for data storage. For example, because some of DSCA’s users are overseas, The Application should allow for the creation of sections or fields to house Passport information, medical clearances, family and pet information and additional details that would be needed to assist in supporting overseas employees. But all employees would need to have this information tracked.

External System Connections (API) DoD Human Capital offices leverage multiple Systems of Record in performance of their duties.

The Application should have the ability to interact with these external systems to pull data for use by DSCA employees in the performance of their duties. These connections will likely need to be read-only due to requirements of the source systems.

Enterprise licensing (current state vs future) We’re envisioning The Application allows users to view their records, but also could update some information about their skills. Therefore, The Application should include Enterprise licensing, with flexible enough provisions to allow for expansion of the DSCA user base (1500- 2000 users). Looking for license packages with variations on shared licenses or read only licenses that may not impact total license cost significantly.

Role Based Access The Application must have a role-based access control mechanism in place to allow users to see and modify only data for which they have a need to access or change. These roles must be easily configurable and permit multiple levels of authorization based on potential multiple roles within the agency (i.e., Supervisor, Approver, etc.) and may also include Read-only access to some data.

Employee Lifecycle Use Cases Billet creation and maintenance (from Request through finalized billet) The Application should allow for the creation of individual billets that will ultimately be filled by an employee. This needs to include the ability to create documentation and workflows that will route that documentation to appropriate parties (i.e. supervisors) for review and change associated paperwork, as well as approve/deny the creation of the billet. Ideally, The Application will be a “restricted” environment, meaning all communication and documentation should be retained with the billet record.

The Application should provide for ongoing billet history, including a record of past incumbents and the dates in which they occupied the billet. Organization hierarchy should be the structure that governs The Application reporting and supervisory relationships (meaning “Billet X” is supervised by “Billet Y”, regardless of the individuals in those billets). Billet history should also include the number of days vacant, if applicable.

The Application should be able to link future employee records or current employee records to a billet. This means we can create a record or link an existing record and assign them to a billet as applicants. While above we mention a need to link whoever is the selected applicant, we would also like to be able to relate and track current employees who apply to a position. Both on the billet and on the employee record.

The Application should perform some analysis recommending candidates for internal positions based off employee qualifications. This information would then be provided to hiring managers to assist with candidate selection.

Finally, administrators should be able to close the billet if it is no longer needed. The billet and all associated history should be archived for reporting and records retention purposes.

Hiring selection and Onboarding (finalized billet through candidate selection through tenure) While the Agency uses external systems to post open positions and collect and process applications, we would like the ability to connect The Application (via API or other means) to retrieve data about selected candidates. The Application should be able to manage hiring and onboarding processes from the point of candidate selection onward. This should include all pre-employment requirements (i.e., Offer Letter, security screening(s), etc.). These requirements are dynamic across our Agency, so The Application must be able to be configured to accommodate evolving requirements such as those related to placing employees overseas (Passport/Visa info, medical clearances, etc.). We would like to flag the interest in being able to email candidates from The Application but understand we are cognizant this could be a significant cost so we would like to have that cost outlined in any proposal responses. The Application should maintain a history of employee progression and activities from hiring through termination, providing managers with a complete picture of the employee’s status at any time throughout their tenure.

We should be able to create records and flag them in some way to show who was hired vs not hired. Additionally, existing or past employees may apply to jobs, and we would want to be able to link an existing record or activate an archived record to put them in the pool of candidates.

Ideally The Application would be able to easily make workflows to take the offered candidate through our onboarding process. And if the candidate, at any point, drops out from the onboarding process, the workflow would be able to flag there is a change. The is an example of a workflow and type of notification actions we might need based on data changes in fields.

Employee Records Similar to billets, employee records need to be separate records used to track information about the employee. Employee records should include their completed trainings, certifications, and skills obtained. Employee records should be able to be linked to a billet record to ensure that this information is viewable on both the employee and billet record. Employee records should have a configurable status field, which can be filtered to produce reports. We would like to have different sections on an employee record, that could have different permissions for different functional areas. Various offices need to track different record information. This could be about the physical location of the person, Hiring information, Succession planning.

We would like the employee record to track change history when a field is changed, or a batch action is applied to multiple records. Employee record information should be able to be used to make face charts for hierarchy views or other drill-down analytics to organize roles and information. We would also like to have linked fields that could be linked to data lists in the Application. For example, we have a list of all our floors and desk locations, we would like to pick from a list to assign someone a seating location. On the records, fields could have linked lists, choose from different option sets or have a free text option, calendar pick lists, date and time pick lists, etc. Ideally when we configure The Application, we could add a field with a unique name and could format it to be a specific type of field as listed above.

We would like to review various software license plans that could allow our employees to see and maybe edit some parts of the record, but this is all dependent on the cost.

Succession Planning and Career Development The Application should support succession and career development planning by integrating key workforce data into employee records. The system should be able to align billet position requirements— including competencies, certifications, and skills—with employee records to identify workforce strengths, alignment gaps, and succession needs.

The Application should provide functionality to:

- Create talent pools based on position requirements and employee qualifications.

- Capture an employee’s training and certification information from the LMS.

- Capture an employee’s last three performance ratings from MyPerformance within their record.

- Administer and track assessments to further evaluate skills and readiness.

- Leverage built-in analytics and dashboards (or integrate with external tools such as Power BI) to compare position requirements with current employee capabilities, enabling identification of potential candidates for vacancies or anticipated openings, and forecast succession factors (e.g., retirements, turnover, bench strength).

Awards and Promotions (ongoing) Based on date of rotation/separation or special circumstances, users should be able to generate award packages and route them for approval through an individual employee’s chain of command. The routing workflow must allow approval options to include rejection and rework of a package, as well as monitor time spent at each step of the workflow.

Awards are specific to the employee record, not the billet.

Position Description The DSCA Classification team needs a single, centralized platform where data, documents, and information are seamlessly combined and organized into a unified, consistent database. This platform should support electronic templating, document review, and role-based editing to automate and simplify position description management for the organization.

Workflows/ assignments/ messaging (ongoing) The Application should have configurable workflows that allow users to create repeatable processes to streamline personnel management. The Application should allow for messaging to occur to/from MS Outlook based on configurable templates, and the resulting correspondence should become part of the electronic record. The Application should also allow creation of specific tasks to/from employees in support of personnel activities.

We are specifically interested in the cost of emailing an encrypted message to a DOD outlook mail but also emailing to a possible external email. This could have some significant cost and would like this to be quoted in any package submitted. We are open to variations i.e. Send a message, but it has a link to open in The Application.

Internal and external Details (provisions for temporary assignments) The agency’s Talent Management team should have the option to track, on an employee record, a detail to DSCA or outside of DSCA. They would mark things like where they are detailed, and the dates of the detail and an employee could have various details throughout their career at DSCA.

Termination Terminated employees should be archived in The Application in compliance with federal records retention rules, and billets should retain the history of who was in that billet during any specified period. Archived employees should have the ability to be reinstated to any open billet without any data loss from previous employment within the agency.

Analytics/Reporting The Application would ideally have some built in, configurable, analytics/reporting, visual charts (dashboards) or be able to be exported to our SP/ PowerBI instance, which is an IL5 environment. Ideally users could select records and fields to derive reports from in the application. Ideally there would be an API available for exporting or some ability to set up an email of reports that need to be run on some cadence like weekly, monthly etc.

Examples:

• How long it takes to fill a position.

• Probation 30/60/90 notification.

• Succession planning, does an existing employee meet the Billet requirements.

• Ability to export data to PowerBi or another visualization platform.

Request for Information (RFI): Human Resources Information Management Application Capabilities