DRAFT PERFORMANCE WORK STATEMENT (PWS) ATS PROSTAFF_Maintenance .pdf

PERFORMANCE WORK STATEMENT (PWS) FOR MODIFICATION OF OUR APPLICANT TRACKING SYSTEM

TO INCLUDE AN ANDITTIONAL PROSTAFF MODULE

NAVAL CRIMINAL INVESTIGATIVE SERVICE (NCIS)

SALESFORCE CUSTOMER RELATIONSHIP MANAGEMENT (CRM) SOFTWARE AND LICENSES

INTEGRATION AND SUPPORT SERVICES

1.0 BACKGROUND:

The Naval Criminal Investigative Service (NCIS) is an organization of approximately 2800 personnel of which 750 serve at Headquarters and the remaining staff serve at offices worldwide. NCIS is a Department of the Navy (DoN) component with primary responsibility for criminal investigation, law enforcement (LE), counter-terrorism (CT), counter-intelligence (CI), and physical and personnel security matters.

NCIS is in the process of implementing a new web-based Applicant Tracking System (ATS) to provide a modern process for attracting new applicants for all professional staff (ProStaff) positions. There is an existing ATS application that is implemented on the DON DC2HS command hosted SalesForce platform, and this PWS details the enhancement of that solution. This will be an enhancement to the existing Applicant Tracking System module, not a separate instance of Salesforce. The enhanced solution will provide NCIS Code 10a staff the ability to cover every step of the hiring process from posting a position opening on the internet to uploading documents to interviewing, to moving the documents uploaded during the application process into NCIS' Human Resources (HR) database.

This new web-based ATS will also allow the applicant to check the status of their process and provide a platform for the scheduling of interviews and requesting additional information. This new web-based ATS will replace the current email and SharePoint-based ATS to which approximately 90% of the (current) applicant process is manual. The current email application process utilized by NCIS is a cumbersome process for the human capital development team as well as potential applicants. The process involves not only extensive waste of time (due to the unwieldy process) and supplies but also a large amount of redundant emails.

2.0 SCOPE:

The primary purpose of this project is to replace NCIS Code 10A’s current email and SharePoint-based applicant tracking system with a user-friendly, efficient, highly automated, and configurable system.

Ideally, a web-based ATS enabling the electronic handling of recruitment needs is the solution. The solution shall provide an automated way to manage the entire recruiting process, from posting recruiting notices to receiving applications to hiring and placing employees. The information to be contained within the database will be used for screening candidates, scheduling interviews, managing the selection process, and completing paperwork. This centralized platform will also be able to generate reports for the purpose of analyzing prior recruiting data to improve the current recruitment process, as well as identifying unsuccessful candidates. The desired end state will result in a more streamlined process by reducing duplicity of effort.

This PWS describes the performance objectives and requirements to provide an automated way to manage the entire recruiting process. The contractor shall perform the work necessary to deliver an ATS that meets NCIS' current recruitment needs for all ProStaff support positions. The contractor's solution shall improve and have an impact on current policies and procedures.

The new enhancements to the NCIS Applicant Tracking System shall not introduce network vulnerabilities that would impact the existing Authority to Operate (ATO), from the Navy Authorizing Official (NAO) which ATS currently has. The existing ATO for ATS resides on the DON DC2HS Commands hosted the environment of SalesForce, a SaaS solution for Customer Relationship Management (CRM).

Additionally, the proposed enhancements will provide NCIS with the flexibility to build out additional functionality and extend the CRM application to meet NCIS' business processes and requirements for the future.

An online directory for posting, buying, sharing, and selling relevant business applications pre-configured for our solution is ideal. The most cost-effective strategy for a remote team environment is a Software as a Service (SaaS) delivery model where the CRM tool is available quickly and directly through a web browser, with no software to download or hardware to install.

A need exists for a more robust and efficient system to recruit, track and manage applicants, synchronize data, and recall information for historical and analytical requests. The ideal solution would be an applicant tracking process where prospective candidates create an account in the system, input their pertinent data and upload required documents (i.e. resume, Standard Form 50 (SF50), transcripts, DD214, signature forms). This portal shall also allow the applicant to check the status of their process and provide a platform for the scheduling of interviews, requesting information, providing additional information, etc. The desired final solution will have a training site as well as a production site, for NCIS personnel to become familiar with the system, while not impacting production. This training site shall be maintained at the same version level as the production site.

3.0 TASKS AND REQUIRED CAPABILITIES:

3.1 Applicant Interface and Data Management:

a. Provide a web-based portal for data collection for ProStaff job seeker users, including the landing page to start the application process.

b. Comply with legal compliance requirements (e.g. Section 508) of applicant tracking.

c. Applicants must register and use a unique user name to create a secure account to access the system. They shall be required to create a password which meets NCIS requirements. The solution shall use a two-factor authentication method (e.g., numeric code sent via text) to verify applicant identity. The public front-facing page must articulate this action.

d. The system shall automatically time out after 30 minutes, save all uploads/changes made, and require a prospective applicant to log back in to continue the application.

e. The system shall have the ability to identify and prevent duplicate applicant accounts based on personal data for the same announcement (i.e., applicant name, email address, physical address, phone number).

f. Applicants shall be able to recover their login credentials via the system. This shall be done using an automated process, including the two-factor authentication method previously mentioned.

g. Applicants will have to upload different supporting documentation for review (resume, transcripts, certification documents). The system must be able to accept all uploaded files and convert them to PDF for ingestion. To clarify, the system will be able to accept all file types and convert them to PDF format, and the documents must be scanned for malware before being accepted into the database. Dropdown menus will be used to categorize uploaded documents at the time of upload.

h. Applicants can use the system to withdraw themselves from consideration.

i. The system shall require applicants to input data with regard to demographics and work history.

j. The hiring manager can designate minimum job requirements and drug policies; the system automatically screens applicants based on minimum requirements before progressing further in the process; if the applicant does NOT meet minimum requirements, the ATS must prevent the candidate from completing the application or submitting documents.

k. The hiring manager can designate required fields and attachments. The system automatically checks for missing information and attachments and prevents submission of the application if not complete. Notice to the applicant of missing documents shall be displayed on their screen, so they know why they cannot complete the application submission. This capability shall be customizable for each recruitment.

l. Applicants shall be notified on screen immediately, and by email, if their application has been successfully submitted.

m. The system can send automatic emails to applicants if additional or missing information is required after submission.

n. The system will provide automatic email notifications to the applicant throughout the application lifecycle. The list of email checkpoints requiring email generation will be provided.

o. System shall allow hiring managers and recruiters to communicate with individual applicants via NCIS email system.

p. Once submitted, application is routed for review based on workflows established by hiring managers. System will generate a queue for each hiring team and recruiting team member, listing the applicants assigned to each team/team member.

q. Hiring managers can add outside reviewers to the system to allow them to review applications and attachments electronically, and manage reviewers' comments by providing an area for comments on the workflow.

r. Hiring managers shall be able to manage interview schedules within the system.

s. Workflows are customizable based on processes.

t. Workflows can be further customized based on type of applicant or specific hiring needs.

u. Hiring managers will be able to communicate individually, or en masse, to applicants who are in processing / have applied.

v. For selected candidates, information obtained during applicant review shall be exportable for upload to HR teams via an interface or standard document (e.g. CSV file).

w. System shall be configured for role-based access levels (i.e. administrator, recruiter, hiring manager).

x. System shall allow HR Team users to enter and access secure notes.

y. ATS must be able to access forms with digital signature capability, and provide an ability to digitally sign documents.

3.2 Production and Maintenance Support

The contractor shall perform updates to the ATS site to ensure the website pages remain up to date, and that the overall website continues to be user-friendly and functional. To ensure continued functionality and usability of the website, the contractor will perform minor design/development changes as needed.

Additionally, the contractor shall perform the following production and maintenance support tasks:

a. The contractor shall provide full production support for application defects and runtime issues that are identified by the government

b. The contractor shall provide all STIG, and cyber security related documentation as required by the government

c. The contractor shall support the government in communications with DC2HS when technical issues arise that involve the DC2HS hosting command.

d. The contractor shall provide training documentation as required by the government.

e. NCIS shall be notified of any scheduled system outages at least two (2) working days prior the outage.

f. The contractor shall acknowledge any issues raised by NCIS within one (1) business day and resolve them according to a priority schedule to be determined.

g. Contractor shall have a help desk for reporting and resolution of NCIS issues. This help desk shall be manned and available during core NCIS hours (0700 – 1700 Eastern time zone, M – F, excluding holidays).

h. All ATS data shall be owned by NCIS along with the ability to access the data by third party tools.