RFP 2025-16 Clarifying Questions 3.pdf

PH: 503-742-5400 WWW.CLACKAMAS.US

REQUEST FOR PROPOSALS #2025-16

CLOUD-BASED RECORDS MANAGEMENT SYSTEM FOR HUMAN RESOURCES (HR) PERSONNEL FILES

RESPONSE TO CLARIFYING QUESTIONS #3

March 13, 2025

Note that these are questions submitted by interested firms to the above referenced solicitation. The below answers ( in red) are for clarification purposes only and in no way alter or amend the RFP as published.

1. Workflow & Document Processing Is the workflow specified in Appendix 4 applicable to all document types?

Not all document types have workflows associated with them. One of the most common workflows we have is for Personnel Actions, which requires approval from multiple departments, including HR and Payroll. The goal is for workflows to be flexible and easy to set up by system administrators.

How is this workflow different from the 24 mentioned in the replacement requirements section of the RFP?

It's not different; it simply provides a sample workflow for a document that requires routing for approval, similar to the workflows mentioned in the replacement requirements section of the

RFP.

o Do all documents go through a workflow?

No, not all documents go through a workflow. Some document types may not require approvals or routing, depending on their nature and the specific processes in place. Workflows are typically applied to documents that need review, approval, or collaboration across departments.

2. Department Access & Security Requirements What are the names of the departments that will access the new document management system?

We will gladly provide the names of the departments that will have access during the implementation phase. However, we are unsure how this information pertains to the RFP submission at this stage. We currently have 78 departments in the system.

What are the department-specific security requirements?

There is a hierarchy; for example, HR is generally able to see all documents. However, the department’s Personnel Action processor can only see department-specific documents. The current security is set per document type. For example, they can see Personnel Action forms for their department but are not able to see performance reviews.

Are the divisions specified in the end users section of the RFP the master list of departments?

No, AXHR end users will include Human Resources, Risk, Payroll and department specific users who are liaisons with Human Resources for personnel action responsibilities. CCSO has additional department specific documents in AXHR.

3. Document Classification The RFP mentions three levels for document classification: Application, Document Types, and Form Types. Can you provide a matrix of the levels?

The DES-Employee Application is the top level container that holds all employee documents. Document Types and Form Types are two of the main index fields part of the DES-Employee Application.

On a go-forward basis, how will you manage these three levels?

Documents will be added to the DES-Employee Application and metadata index fields assigned correct values as needed.

Are they managed in the document management system, or do they come from a different system?

Documents currently originate as paper/digital and are manually added to the system.

If they come from a different system, what is that system? Is there a requirement to integrate with this system, and what would that integration entail?

• Discussing options for integration with existing systems – Peoplesoft HCM – to remove some manual paper process would be beneficial but not currently a requirement.

4. Digital Signature Requirements The RFP mentions requirements to support digital signatures. How is the existing document management system facilitating the digital signature/rubber stamp?

The existing document management system, ApplicationXtender, facilitates digital signatures by incorporating a built-in rubber stamp feature.

What types of documents require digital signatures or rubber stamps?

While most HR document workflows require the use of a rubber stamp, digital signature, or wet signature (scanned into the system), we want the flexibility to apply these only when necessary.

What is the system of record where these documents will originate and be created?

These are mostly PDF documents created outside of the system. However, ApplicationXtender is a very outdated solution, and we are hoping the new system is modernized, with the ability to originate certain records within the system, such as through forms.

5. Security Requirements for Document Types What are your document type-specific security requirements?

Please refer to the response in 2b, as the department-specific security is aligned with the document type-specific security.

6. Email Notification & Templates The RFP mentions email templates and whether clients can create new templates. Are there specific email notifications required to be sent from the document management system?

Email notifications are only required if they are part of the workflow approval process. The system's email templates are customized according to the specific workflow, ensuring that the messaging aligns with each step of the approval process. Flexibility in creating and managing these templates is important to meet varying workflow requirements.

If so, please provide a list of the email notifications, intended recipients, triggering criteria, and descriptions.

The list of email notifications, intended recipients, triggering criteria, and descriptions will be provided to the selected vendor during the planning and implementation phase.

7. Employee Status & Management Traditionally, we have segmented employees by active, terminated, on leave, and retired. Please confirm your employee statuses and provide criteria for each status.

We capture this information in the Employment Status field. A comprehensive list of statuses and their criteria will be provided to the selected vendor during the planning and implementation phase.

What is the vision/requirement for adding employees to the new document management system?

We would want to investigate options for integration into current county systems to facilitate automatic user generation. Currently adding users is automatic but elevating an existing user to be able to read/write/etc is a manual process.

Typically, we integrate with an HR system that feeds our system with new employees, manages statuses, and processes updates like name changes. Is there a system that will be integrated, or will employee records be manually managed?

Employees are synced via an ApplicationXtender (AX) process that integrates with County AD. New employees are added automatically to ApplicationXtender but have no permissions until they are manually added to an appropriate AD security group. We would like to explore modern options for integrating with County systems to facilitate user creation. We understand that the proposed solution may handle this automation differently.

8. Forms & Employee Master Form

The RFP mentions forms. Traditionally, our clients have an employee master form that contains metadata such as first name, last name, department, employee ID, etc.

This information is originated and stored in our ERP system, PeopleSoft HCM.

Are there specific types of digitized forms that need to be implemented?

While this is not part of the HR AX replacement, we are looking ahead to future phases where we aim to digitize processes such as performance reviews and other key workflows to improve efficiency.

If so, please provide examples of the forms and confirm whether an employee master form is required.

N/A.

9. Data Migration

Regarding the migration, you mentioned 334,737 records. Is that the total number of employees?

No, this refers to the total number of documents. The most recent count has grown to 344783 records/documents.

What is the difference between the 1.3MM files and the 5K documents?

334737 documents are made up of 1.3 million individually stored pages. The export tool exports and stitches back together the completed document in batches of 5k.

Will the metadata export contain all document index fields and corresponding values for each document?

Yes, a metadata export file contains a delimited list of index field values per export record.

10. Do the developers and people involved in this project have to be US citizens?

Not necessary for the developers and people involved in this project to be U.S. citizens, as we are not directly employing the developers. This assumes that the company we hire is U.S.-based and responsible for ensuring compliance with any relevant legal, security, or regulatory requirements.

11. Do we need all of these certifications or just one of them? Required security, compliance, and privacy: • Encryption in transit and at rest • SOC 2 Type 2 • ISO/IEC 27001:2022 • HIPAA • DoD 5015.2

Yes, all these certifications are required because the data stored in the system is s ensitive.

12. I'm currently unsure our U.S. company respect all the requirement listed, can a Canadian company be eligible for this RFP?

A Canadian company can only be eligible for this RFP if they comply with all the listed requirements, including HIPAA and CJIS. An evaluation would need to be conducted to determine if they meet these standards. However, it's more likely that a U.S.-based company would be preferred to ensure full compliance with regulations.

End of Clarifying Questions #3