SOW Details by Functionality.xlsx
XLSX spreadsheet 73 KB Posted
- Attached to
- Human Capital Management State and local contract opportunity
- Solicitation number
- 26-010
- Issued by
- Orange County, California
About this file
This is a comprehensive scope of work document for a Human Capital Management (HCM) system procurement by CalOptima Health in California. The document details requirements for a fully integrated HCM platform encompassing benefits administration, payroll and tax processing, compensation and performance management, core HR functions, applicant tracking system, employee relations, leave management, workers' compensation, and learning management system. The system must support complex requirements including ACA compliance, CalPERS reporting, 9/80 work schedules, and integration with existing systems like Microsoft Great Plains/Dynamic 365 and third-party vendors such as Cornerstone LMS. The procurement includes 90 detailed functional requirements across nine major modules, with specific emphasis on automated workflows, compliance reporting, employee self-service capabilities, and mobile functionality.
The document extensively details technical specifications including the ability to handle multiple work week structures, complex benefit eligibility rules, and sophisticated reporting capabilities across all modules. CalOptima Health operates in a complex regulatory environment requiring compliance with federal and state employment laws, FMLA, CFRA, ADA, and California-specific requirements such as meal premium calculations and CalPERS pension system integration. The system must integrate with multiple external platforms including Built4 Teams for position management, PageUp for applicant tracking, and various benefit carriers and third-party administrators. The procurement emphasizes the need for comprehensive audit trails, role-based security, and the ability to customize workflows and reports to meet the organization's specific operational requirements.
View the file
Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| 26-010 - HCM SAMPLE CONTRACT.docx | DOCX document | |
| 26-010 - Pricing Form_RFP.xlsx | XLSX spreadsheet | |
| 26-010 Human Capital Management FINAL.pdf | ||
| RFP Attachment 4 - Requested Changes and Modifications (RFP).xlsx | XLSX spreadsheet |
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Text version
Benefits
| Item No. | System Requirements / Core Functions | TOPIC | Details of Topic | |
| 1.1 | Explain how your system tracks ACA benefits eligibility and enrollment data to support compliance with annual ACA reporting requirements. Describe the process your system uses to generate and electronically file 1094 and 1095 forms with the IRS. In addition, detail how 1095-C forms are distributed to employees, including any options for both electronic and mailed delivery, and whether the system supports employee consent for electronic access. | ACA | ACA Reporting and 1095-C Distribution | |
| 1.2 | Describe how your system identifies when a part-time or variable-hour employee meets the ACA’s definition of full-time and becomes eligible for an offer of coverage. Explain how the system flags these employees, what alerts or notifications are triggered for administrative staff, and how the timing and delivery of these alerts ensure that the employer is able to make a compliant offer of coverage within the required timeframe. | ACA | Real-Time ACA Eligibility Monitoring | |
| 1.3 | Describe the administrative dashboard functionality, including how it presents pending actions such as benefit enrollments, incomplete Evidence of Insurability submissions, or outstanding documentation requiring review. | Administration (Benefits) | Administrative Dashboard for Action Items | |
| 1.4 | Explain how your system tracks point-in-time changes within benefit plan setup and enrollment (audit trail functionality). | Administration (Benefits) | Audit Trail for Benefit Changes | |
| 1.5 | Describe the system’s alert and notification capabilities. Include how alerts are triggered by events such as eligibility changes, incomplete documentation, or missed deadlines, who can receive them, and how administrators can customize the timing and content. | Administration (Benefits) | Automated Alerts/Notifications | |
| 1.6 | Describe how your system defines and manages different work week structures across employee groups. How are multiple schedules handled within the same pay period, and how are hours, overtime, and benefits eligibility calculated for each? | Administration (Benefits) | Handling of Work Weeks | |
| 1.7 | What reports are available in the system for tracking hours for part-time, limited-term, as-needed, and variable-hour employees? Describe how the system handles tracking and reporting these employees' hours to ensure compliance with benefit eligibility requirements. | Administration (Benefits) | Hours Tracking for Part-Time, Limited-Term, As-Needed, and Variable-Hour Employees | |
| 1.8 | Describe how your system manages benefit start and end dates, including for mid-year changes, and how these dates integrate with payroll for deduction processing. | Administration (Benefits) | Maintaining Benefit Dates | |
| 1.9 | Describe your system’s ability to perform mass changes (e.g., plan updates, coverage corrections) by administrative users. | Administration (Benefits) | Mass Changes by Administrative Staff | |
| 1.10 | How does the system monitor and track annual contribution limits for benefits such as Flexible Spending Accounts (FSA), Health Savings Accounts (HSA), and Deferred Compensation? How are these annual limits managed within the system? If an employee goes on leave (e.g., medical, maternity), how is the contribution calculation impacted? Does the system cap the contributions based on the annual limit even if the employee is on leave for part of the year? If an employee wishes to "catch up" or max out their contributions upon returning from leave, can the system recalculate and adjust their contribution schedule to ensure they reach the maximum allowed for the year? | Administration (Benefits) | Monitoring Annual Limits for Benefits (FSA, HSA, Deferred Compensation) | |
| 1.11 | Explain how your system calculates and applies contribution rates or premiums that result in values with more than two decimal places. What rounding logic is applied, and how does the system ensure compliance with applicable rules or policies? | Administration (Benefits) | Rate Calculation and Rounding | |
| 1.12 | Describe the process for uploading employee documentation, such as qualifying life event forms, dependent verifications, or EOI forms. How does the system support uploads by both employees and practitioners, and how is document tracking handled? | Administration (Benefits) | Upload Employee Benefits Documentation | |
| 1.13 | How does your system manage retroactive benefit enrollments or corrections? Describe how these changes are reflected in payroll and how the system ensures accurate processing of deductions or reimbursements. | Administration (Benefits) | ||
| 1.14 | Describe how your system manages benefit income, such as cash in lieu of medical enrollment. Explain how this type of benefit is configured, tracked, and approved within the system, including whether it is managed through payroll elections, benefit elections, or another method. Outline how the system handles the opt-out and approval process, including the ability to require and manage supporting documentation, and how eligibility criteria for receiving this income are enforced by administrators. | Benefit Income | Opting Out and Eligibility for Benefit Income | |
| 1.15 | Describe how your system identifies and manages dependents who are approaching the age limit for benefit eligibility. How are alerts triggered for both employees and administrators, and what customization is available in terms of timing, messaging, and recipients of these notifications? | Dependents | Alerts for Dependents Aging Off Plans | |
| 1.16 | Describe how your system allows administrators or practitioners to mark dependents as verified after the employee has submitted verification documentation. What is the process for confirming and tracking verification status? Can reports be generated to show unverified dependents? | Dependents | Dependent Verification Tracking | |
| 1.17 | How does the system accommodate disabled dependents who should remain covered beyond the standard age limit? Describe how these dependents are flagged in the system, how eligibility is preserved, and what tools or notifications are in place to manage these exceptions over time. | Dependents | Disabled Dependents | |
| 1.18 | How does the system handle benefit plans and rates for domestic partners? How are the pretax, post-tax, and imputed income handled in the plan setup, employee elections, and on paystubs? | Domestic Partners | Domestic Partner Benefits and Tax Handling | |
| 1.19 | Can employees elect domestic partner coverage through self-service? If so, how does the system ensure the correct tax treatment (pre-tax, post-tax, imputed income) is applied during these elections? | Domestic Partners | Domestic Partner Elections in Employee Self-Service | |
| 1.20 | How are domestic partner benefits configured in the system during plan setup? Can the system distinguish between spouses and domestic partners in terms of plan enrollment and eligibility? | Domestic Partners | Plan Setup for Domestic Partners | |
| 1.21 | How does your system automate the assignment of benefits to employees based on predefined classes, such as part-time or full-time status? Describe how these benefits are assigned automatically upon hire or when an employee's status changes. | Eligibility and Grouping | Automation of Benefits for Defined Employee Classes | |
| 1.22 | How does your system define and manage eligibility requirements for employees to participate in benefit plans? Does the system use benefit eligibility classes to group employees, and how are these groups matched to the correct benefit elections? | Eligibility and Grouping | Benefit Eligibility and Employee Grouping | |
| 1.23 | How does your system associate employee eligibility with participation in benefit plans? Explain how the system ensures that only eligible employees are enrolled in the appropriate benefits, based on their status or eligibility criteria. | Eligibility and Grouping | Benefit Eligibility and Participation | |
| 1.24 | How does your system handle the availability of benefit plans that are restricted to employees living in specific geographic areas, such as those defined by USPS zip codes? What processes are in place to ensure employees are assigned to the right plans based on their location? | Eligibility and Grouping | Benefit Plan Availability by Location | |
| 1.25 | How does your system provide customizable workflows for assigning benefits to various employee classes? Describe any standard processes built into the system, and how they can be tailored to meet the specific needs of the organization. | Eligibility and Grouping | Customizable Workflows for Employee Classes | |
| 1.26 | Customize workflows for Life Change Event enrollment. Please describe the standard processes built into the system and how they are customizable. | Eligibility and Grouping | Customize Workflows for Life Change Event Enrollment | |
| 1.27 | Customize workflows for New Hire Open Enrollment. Describe the standard processes built into the system and how they are customizable. | Eligibility and Grouping | Customize Workflows for New Hire Open Enrollment | |
| 1.28 | Describe how your system handles eligibility exceptions or custom rules (e.g., grandfathered plans, etc.). | Eligibility and Grouping | Eligibility Exceptions | |
| 1.29 | When an employee changes their work schedule (e.g., from full-time to part-time or vice versa), does the system automatically update the employee's benefits eligibility class and adjust the corresponding benefit rates? If so, please describe the automated process, including which systems are involved and how updates are triggered. If not, what manual steps are required by administrative staff to ensure benefit eligibility and rates are updated accurately? Additionally, what capabilities does the system offer to streamline or automate this process? | Employee Status Changes | Automatic Benefit Rate Adjustments Based on Eligibility Class | |
| 1.30 | How does your system manage benefits while an employee is on a leave of absence? Specifically, how are benefits continued or suspended during the leave, and what is the process for reactivating or terminating benefits upon return or end of the leave? | Employee Status Changes | Benefits Management During Leave of Absence | |
| 1.31 | Define your system's process to initiate COBRA actions for terminated/leave/reduced hours employee records/overage dependents. | Employee Status Changes | COBRA Actions for Terminated/Leave/Reduced Hours Employees | |
| 1.32 | Describe how your system handles employee separations. How does it process the end-dating of benefits on both the benefits and payroll sides? Does the system automatically calculate the appropriate premium due on the employee’s final paycheck, and if so, how is this process managed? | Employee Status Changes | Employee Separation and End-Dating Benefits | |
| 1.33 | Can the system handle invoicing and payment collection for benefits (i.e. employees on leave of absence, retiree benefits, etc.)? Describe how the system manages billing for invoiced premiums, including whether invoices are generated automatically, the frequency of billing, and the method of payment collection. What options are available for individuals to make payments (e.g., online, check, automatic deductions)? Does the system track payments, send reminders, and handle overdue accounts? | Employee Status Changes | Invoicing and Payment Collection for Benefits | |
| 1.34 | Describe how your system integrates with external carriers and third-party administrators (e.g., Empower, Kaiser, Blue Shield, VSP, WEX). | File Feeds | ||
| 1.35 | Which standard formats and transmission protocols do you support for carrier feeds? How do you track failed files or discrepancies? | File Feeds | ||
| 1.36 | Describe how the system processes Health Savings Account (HSA) contributions on a prorated basis for employees who are eligible or hired mid-year. How does the system adjust the employee's HSA contribution limit to reflect the prorated portion of the calendar year they are eligible for? | HSA Contributions | Handling HSA Contributions for Employees Hired Mid-Year | |
| 1.37 | How does the system handle HSA contribution adjustments when an employee experiences a qualifying life event (e.g., change in coverage tier or employment status) or when there is a mid-year change in the employer's HSA contribution? Does the system automatically recalculate the employee’s contribution limit to reflect the new IRS maximums based on updated eligibility or coverage level? Please describe the process and the flexibility the system offers for configuring these changes based on organizational policies. | HSA Contributions | Impact of Qualifying Life Events on HSA Contributions | |
| 1.38 | How does the system manage age reductions in life insurance coverage, especially when employees reach certain age milestones (e.g., 65, 70)? Does the system automatically adjust the coverage and premiums at the appropriate time? Can the system track age-based reductions and send notifications or alerts to HR or the employee about these changes? | Life Insurance Benefits | Age Reduction | |
| 1.39 | How does the system handle Evidence of Insurability (EOI) for life insurance, especially for employees applying for coverage above the guaranteed issue amount or during special enrollment periods? Can the system trigger EOI requests automatically based on certain life events (e.g., new hire, marriage, birth of a child)? How does the system track the status of EOI submissions (e.g., pending, approved, denied)? Can the system generate reports to track the status of EOI submissions for employees, including pending, completed, or rejected EOI forms? Are there alerts or reminders for HR administrators regarding missing or incomplete EOI documentation? | Life Insurance Benefits | Evidence of Insurability | |
| 1.40 | Can the system set up guaranteed issue limits at both the time of hire and during open enrollment? Describe how the system distinguishes between the two guaranteed issue periods and ensures that only eligible employees are offered life insurance without the need for an EOI, and how this is handled automatically. | Life Insurance Benefits | Guaranteed Issue at Time of Hire and Open Enrollment | |
| 1.41 | Provide customizable workflows and communication methods for employee Open Enrollment. Describe the standard processes built into the system and how they are customizable. Describe how employees are notified, navigate plan options, and complete enrollment. Include options for customization by employee class, division, or location. | Open Enrollment Process | Customizable Workflows and Communication for Open Enrollment | |
| 1.42 | During open enrollment, will established file feeds need to be turned off or paused for a specific period of time? How are file feeds handled to finish out the current benefit plan year, and how are the open enrollment files sent? | Open Enrollment Process | File Feeds During Open Enrollment | |
| 1.43 | What system functionality is available for open enrollment based on passive enrollments or active enrollments? Please describe the process for practitioners, employees, and carriers (file feeds). | Open Enrollment Process | Handling Open Enrollment (Passive vs. Active Enrollment) | |
| 1.44 | Describe how the file feeds can be set up to prevent employees who are not making changes to their plans from receiving termination of benefits letters at the end of the plan year when they are continuing coverage. | Open Enrollment Process | Preventing Termination Letters for Continuing Coverage | |
| 1.45 | Indicate what support is given to clients with the setup of benefit plan configurations in preparation for open enrollment annually. Describe your implementation timeline, testing processes, and client support resources. | |||
| Open Enrollment Process | Support for Benefit Plan Configuration Setup | |||
| 1.46 | Identify and describe each report type your system provides related to the categories below. For each report, indicate: |
-What fields are available -Whether the report is standard or requires customization -If the report can be filtered (e.g., by date range, benefit type, employee class, etc.)
-Whether it can be exported (e.g., Excel, CSV, PDF) Required Report Types:
1. Full Benefits Report – Displays all elected benefits per employee, including plan type, coverage tier, and effective dates.
2. Payroll Year-to-Date (YTD) Reports
a. Payroll YTD Deductions – Employee and employer benefit deduction totals by plan.
b. Payroll YTD Earnings
3. Benefits vs. Payroll Audit Report – Compares employee benefit elections to current payroll deductions for validation.
4. Enrollment & YTD Contribution Validation Report
5. Voluntary Benefits Validation Report
6. Dependent Eligibility Reports – Lists enrolled dependents with relationship, date of birth, enrollments and documentation status; used to support dependent audits.
7. Retirement Plan Reports
a. Retirement Enrollment & Deferral Validation – Validates 401(a)/457(b) elections and employee contributions.
8. Termination Date Report – Lists terminated employees with date ranges for retirement and benefits processing.
| 9. Third-Party Activity Reports – Tracks vendor/carrier file transmission status and history, including success/failure notifications, especially for health, retirement, and voluntary benefits. | Reports | Reports | |||
| 1.47 | Describe your system’s ability to generate role-based reports showing benefit-related data specific to different user roles (e.g., benefits staff, payroll team, HRBPs). Include examples of standard reports and how access is managed. Not sure if this is needed | Reports | Reports Based on Roles Showing Different Benefit Information | ||
| 1.48 | How does the system handle loans from the 457(b) Deferred Compensation plan? Can the system accept inputs from a file feed to update loan balances, payment tracking, or loan status? Can the system manage two different loan types (e.g., general purpose loans, residential loans)? Does the system automatically calculate and update loan balances with each payment? How does the system track the completion of loan repayment, and how is the final payment or loan balance status reported to the employee? | Retirement/Pension | 457(b) Loans | ||
| 1.49 | How does the system handle automatic updates for compliance with new provisions of SECURE Act 2.0? Does the system automatically integrate changes in contribution limits, RMD age, and other retirement plan adjustments? How are these updates applied and communicated to administrators and employees? | Retirement/Pension | 457(b) SECURE Act 2.0 Provisions | ||
| 1.50 | Describe how the system is prepared to handle the special catch-up contribution provisions for 457(b) plans. | Retirement/Pension | 457(b) Special Catch-Up Contributions | ||
| 1.51 | Identify how many clients (public agencies) you currently have with a file for CalPERS reporting. Please describe the file in detail. | Retirement/Pension | CalPERS Agencies | ||
| 1.52 | How does the system track payments for service credit buybacks? Is the system able to stop deductions based on a specified amount and number of payments due? | Retirement/Pension | CalPERS: CalPERS Service Credit Buyback | ||
| 1.53 | Can the system automatically cap reportable hours for CalPERS at 40 hours per week, regardless of employee work schedule (e.g., 5/40, 9/80, or 4/10)? Describe how the system handles different work schedules while ensuring that the reportable hours for CalPERS do not exceed 40 hours per week. Can these rules be modified to account for specific organizational needs or CalPERS requirements? | Retirement/Pension | CalPERS: Capping Reportable Hours | ||
| 1.54 | Can the system generate automated reports that track the hours of part-time, as-needed, and variable-hour employees, and send alerts to managers and benefits administrators when an employee reaches the 1,000-hour threshold for CalPERS eligibility? How are these reports sent (e.g., daily, weekly), and can they be customized for different users or roles within the organization? | Retirement/Pension | CalPERS: Hours Tracking | ||
| 1.55 | Describe how your system handles mid-year rate changes for employee and employer contributions related to CalPERS pensionable compensation. Include how this appears on compensation statements and paystubs. How are retro adjustments impacted by rate changes? | Retirement/Pension | CalPERS: Mid-year Rate Changes | ||
| 1.56 | Describe the steps of your benefits enrollment process via employee self-service. Explain how employees are guided through the process, including plan comparison tools, cost estimators, and submission confirmations. | Self-Service | Benefits Enrollment via Employee Self-Service | ||
| 1.57 | Describe your system's ability to allow employee access to benefits application via a mobile app. Please list benefits functionality available to employees through the mobile app (view enrollments, process enrollment changes, open enrollment, upload documents, receive alerts, etc.). | Self-Service | Mobile App for Benefits Access |
2.0 Payroll Tax GL
| 2.0 Payroll, Tax, General Ledger, Timekeeping and Scheduling |
| The system must provide the ability share data across modules either directly or via API/Web Services/ SFTP or similar method. |
Integrations:
| • | Integrate with Core HR to pass employee data and save tax forms or garnishment-related records. Inclusive of workforce management (timesheet). |
| • | Integrate with Benefits to pass election data to Payroll and employee data to Benefits. |
| • | Integrate with our GL system to securely pass data from Payroll. |
| • | Integrate with Workers Compensation to pass hours data for workers comp pay. |
| Item No. | System Requirementts / Core Functions | Vendor Response | TOPIC |
| 2.1 | Describe how your system accurately processes 9/80 and traditional scheduled workweeks in the same pay period "within the same company." This to be done without manual intervention or workarounds. Example: Pay Period: 12am on Saturday through 11:59pm on Friday; Work week for 9/80 employees – split 4 hours into their regularly scheduled shift each Friday; Work week for employees on a traditional schedule – would start at 12am on Saturday and end at 11:59pm on each Friday). Note, if selected for a demo, this will be a required demo item. | 9-80 work schedules | |
| 2.2 | Describe how your system splits time for the 9/80 schedule with a Friday as the split day. Include how your system handles Holiday and PTO splits for that day. Pay Period: 12am on Saturday through 11:59pm on Friday. Note, if selected for a demo, this will be a required demo item. | 9-80 holiday and pto splits | |
| 2.3 | Describe how your system tracks work week hours with a cap of 40 hours per each work week as required by CalPERS. Indicate how this is done for a 9/80 schedule with a Friday split as well as for a traditional schedule. Note, if selected for a demo, this will be a required demo item. | CALPERS | |
| 2.4 | Define how your system would calculate regular and overtime hours and earnings for a split-Friday or split-Monday 9/80 schedule, including FLSA OT and holidays/PTO/non-worked hours | 9-80 regular and overtime | |
| 2.5 | Define how your system would calculate pension/retirement retroactive adjustments | retro - pension | |
| 2.6 | Define how your system would configure multiple entitlement plans such as PTO/Sick/Bereavement/etc.; Track the allowed/taken and display on employee record and pay statement. | Accrual Plan Management | |
| 2.7 | Define how your system displays annual and hourly rates for both salary and hourly employees. Specify how many decimal places for each type of employee the pay rate will be displayed in. | decimal places | |
| 2.8 | Explain your systems future date functionality. Specifically describe each process affected by future dated entries and how they would respond to the future dated data entered. | future dating | |
| 2.9 | Describe your system's payment options for employee pay. (examples: print checks & mail, print checks locally and/ or send direct deposits). | payment options | |
| 2.10 | Define your systems accommodation for multiple GL segments and GL account format in GL output file. Current GL account format: 0-00-0-860-001- (-00- Line of business; -860- department; -001- regular pay) | GL | |
| 2.11 | Describe your system accommodations for separate tax-exempt controls for federal, state, and local taxes. Include descriptions of compliance checks for multi state. | tax | |
| 2.12 | Describe how your system applies and pays shift premiums (i.e., night differential) for employees who work multiple shifts (split shifts and/or outside normal scheduled shifts). | shift premiums | |
| 2.13 | Define how your system is integrated with Microsoft Great Plains (Dynamic 365 from 11/1/2025) for GL output posting (if needed, other payroll information). | integration with MS Great Plains / Dynamic 365 | |
| 2.14 | Describe how your system allocates payroll cost to different organizational levels (line of business, department, based on flat amount or % of working hours). | allocation | |
| 2.15 | Describe how your system captures and maintains fully reconciled payroll, labor and job activity information within the system. | payroll | |
| 2.16 | Describe how your system captures employee punches for in and out, start and stop times of breaks and lunches, and make job changes online. | punches | |
| 2.17 | Define how your accrual module allows employees to request time off and tracks the status with dynamic validation against time off business rules. | PTO | |
| 2.18 | Describe your system's absence tracking and year at-a-glance scoring and analysis. | attendance | |
| 2.19 | Describe how your system allows end users to access business rules to be configured to support organization’s custom requests/needs. | customization | |
| 2.2 | Describe how your system calculates real time pay summary (hours and earnings) and provide an example pay summary statement. | pay summaries | |
| 2.21 | Describe how your system alerts in real time of immediate time and attendance value/ rule violations including minor rule violation, state rule violation, local rule violation, no shows, and approaching overtime. | notifications | |
| 2.22 | Define your system's ability to track labor metrics (includes project, job, department, and dockets). | tracking - labor metrics | |
| 2.23 | Describe the differing ways and reports available to view all historical employee attendance data stored in the system. | attendance | |
| 2.24 | Define how many direct deposit accounts are available for employee use. | direct deposit | |
| 2.25 | Describe the process for client to generate W-2C. | W2C | |
| 2.26 | Describe how your system automatically adds defined reoccuring earnings to specific employees without manual intervention. Specify your system's ability to add per paycheck reocurring earnings as well as semi annually reoccuring earnings. | reoccuring earnings | |
| 2.27 | Describe how your system handles same check earnings to be taxed at different tax rates (e.g., regular, bonus, supplemental, etc.). | tax | |
| 2.28 | Define the process for posting payroll adjustments to correct taxes to a current quarter and a prior quarter. | tax | |
| 2.29 | Describe how your system accommodates GL account mapping to the employee level as GL output detail file. | GL | |
| 2.30 | Define how your system automatically accumulates hours and earnings by: Fiscal year-to-date, Year-to-date, Quarter-to-date, Month-to-date, and Last payroll. | reports | |
| 2.31 | Describe how your system calculates and initiates off-cycle/special payments (e.g., signing bonus, annual bonus). | special payments | |
| 2.32 | Describe how your system allows end users to maintain and modifies pay rules formulas/expressions (i.e., PERS contribution calculation). | pay rule set up | |
| 2.33 | Describe how to create an ACH file for direct deposit. Include process to rerun ACH file to include adjustments. | ACH file | |
| 2.34 | Describe your system's ability to create month-end GL accruals. | GL | |
| 2.35 | Describe your system's ability to define hours per week by employee or job level. | hours per week | |
| 2.36 | Describe your system ability to configure custom group of earnings and/or deductions for custom calculation and track its accumulation of value in a pre-defined period (i.e., PERS pensionable earnings) | earning / deduction groupings | |
| 2.37 | Describe your company's experience with the CalPERS retirement system. Specifically, indicate the number of clients you have that are public agencies utilzing the CalPERS retirement system – and the mechanics of how your system calculates CalPERS pensionable hours, employer and employee rates. | CALPERS | |
| 2.38 | Describe your system's configuration by number of decimal points for time, pay rates, deductions, and earnings. Describe your check and balance to ensure that the same rounding and decimal points are used throughout your system. | decimal places | |
| 2.39 | Describe your system's ability to process clock punches in real time. Also describe rounding options available. Include options for desktop or hardware wall clock badge swiped punches and the ability for customization of badge numbers (five digit). | punches | |
| 2.40 | Identify and describe in detail the pre and post payroll reports that are automatically generated when processing payroll. Please list specific fields found in each report and timing of when each report is generated during the payroll process. Be sure to include pre-process registers and audit reports in your listing. | reports - payroll | |
| 2.41 | Describe your process to “Lock” employee changes at that start of payroll processing. Further explain any provided multiple lockdown dates to freeze timesheet edits for payroll processing (e.g. supervisor lockout date, hands-off date, etc.). | payroll | |
| 2.42 | Define client's access to GL setup tables to make changes to GL account numbers and rerun revised GL output file for specified pay periods. | GL | |
| 2.43 | Describe how your system supports employees with multiple rates of pay. | multiple rates of pay | |
| 2.44 | Desribe a timeline and how your system provides GL output data after the payroll is complete. | GL | |
| 2.45 | Describe how employees can submit timecard edits (missing punches, edits) to their manager for approval systemically. | timecard edits | |
| 2.46 | Describe how your system maintains a history of tax tables by change date. | tax tables - historical | |
| 2.47 | Explain how your system performs real time gross-to-net calculations per employee per check. | gross-to-net calculations | |
| 2.48 | Describe how your system processes a refund (negative deduction) with no earnings, pretax and after-tax deductions (taxes adjusted with refund). | refund | |
| 2.49 | Describe your system's process to automatically gross up calculation for earnings. | automatic gross up | |
| 2.5 | Describe your system's comprehensive audit trail of all changes made to the timekeeping records. | audit trail | |
| 2.51 | Desribe your system's process for entering non-taxable reimbursements. | non-taxable reimbursements | |
| 2.52 | Define the number of earning codes, deduction codes and memo codes that your system can accommodate. Further explain the customization options of the deductions codes (example: having limits, age brackets, etc. defining rules around the deduction - example 457 pretax %, 457 catchup,457 Roth). | earning / deduction codes | |
| 2.53 | Describe how your system changes, refreshes, recalculates, regenerates, and restarts a payroll run. | payroll | |
| 2.54 | Describe your system's timeclock ability to store locally and transmit later in the event of a temporary network or service interruption. | punches | |
| 2.55 | Describe an employee's process for viewing historical and current pay statements and tax statements. Provide an example pay statement. | historical data | |
| 2.56 | Describe process for employee’s requesting time off and getting approvals. Specify your system's process for automatically updating the timesheet upon time off approval and/or cancelation. Further go into detail about and employee's request for approval's being rolled up the approval or hierarchy chain automatically when not approved/denied in a specific time frame. | PTO |
workflows
| 2.57 | Define and describe in detail how rero calcualtions are entered and processed. | retro |
| 2.58 | Describe your process and timeframes for running supplemental payrolls. | supplemental payrolls |
| 2.59 | Describe process to override a tax amount in payroll processing. | tax override |
| 2.6 | Describe your process for employee self service direct deposit changes. Include if an employee can enter partial direct deposits in either a flat dollar amount or a percentage. Highlight any security measures attached to these changes. Further explain the options available to mask the data such as direct deposit account and routing numbers. | ESS |
| 2.61 | Describe how your system works with and supports Positive Pay. | positive pay |
| 2.62 | Describe how your system calculates imputed income. | imputed income |
| 2.63 | Describe how your system calculates taxable fringe benefits. | fringe benefits |
| 2.64 | Describe how long your system maintains check detail history for the employee and the client view. | check history detail |
| 2.65 | Customize views based on custom work week and pay group. | work week |
customization
| 2.66 | Define how a user can void payroll checks within application. | void checks |
| 2.67 | Describe the functionality of your system while payroll is processing. Specifically describe how employee and practitioner users may continue work on the system and/or make changes to the system while payroll is running without affecting period being processed, performance or functionality. | payroll processing |
| 2.68 | Describe how proratation of earnings/deductions are handled in your system — e.g., if the change occurs in the middle of a pay period. Specify if this is automated or a manual process. | effective dating |
2.69 Define how you handle electronic communications in regards to Direct Deposits, Garnishments, and tax/withholding changes. notifications electronic communications
| 2.70 | Describe how your system calcualtes California meal premiums. Specify how your system uses meal waivers and attestations to remain in compliance with the CA meal premiums. | meal premiums |
| 2.71 | Describe the view options for timesheets that your system provides for managers, employees, and practitioners. | timesheet |
| 2.72 | Describe your system's ability to provide push notifications or alerts to manager when scheduled employees are not clocked in within a certain time threshold. | notifications |
| 2.73 | Describe your system's ability to restrict mobile app time punches when not on client's SSO platform. | mobile app |
| 2.74 | Describe your system's notification process to the employee and the manager when there are missing punches or missed time. | notifications |
| 2.75 | Define the number of schedules allowable in your system. Include specifics on your systems abiluty to schedule differing lunch periods on the same base schedule. | schedules |
| 2.76 | Define your system's ability to offer employee self service for schedule changes and shift swaps. Include details of how the manager approval process works with each of these scenarios. | ESS |
| 2.77 | Define the process from a manager and a practitioner view of changing an employee's schedule. | schedules |
| 2.78 | Describe how leave entitlements (leaves, worker's compensation, accruals) are reflected on the timesheet. Indicate the ability to have a non-payment tracking code on the timesheet. Further specify is this tracking can be adjusted and hidden from view for certain users. | timesheet |
| 2.79 | Describe how your system integrate payroll and WFM. | integration with other modules |
| 2.8 | Describe how your system manage real time change/calculation in payroll and WFM. | real time calculations |
| 2.81 | Describe how your payroll system display preview of earning statements. | earning statement preview |
| 2.82 | Describe how to create custom ad-hoc payroll and WFM reports. | custom reports |
| 2.83 | Describe how your system manage tax configuration and rates. | tax |
| 2.84 | Describe how to access your system's UAT environment to test payroll changes. | UAT |
| 2.85 | Describe how your system shows payroll error messages. | payroll error messages |
| 2.86 | Describe how yours system show pay calculation in WFM. | pay calculation |
| 2.87 | Describe how your system automate recording of On-Call hours in WFM. | on call hours |
| 2.88 | Describe how your system prorate entitlement accruals for exempt and non-exempt employees. | prorations of accruals |
| 2.89 | Describe how your system tracks changes in payroll and WFM and how to run report to shows all the changes. | audit trail |
| 2.90 | REPORTS: Identify each report that contains the below in your system. Indicate what fields are available on each report. |
· Benchmarking data reports for position comparisons or comp studies.
· Salary schedule change history reports.
· Reports on FMLA status include intermittent leave based on rules established
· Report on hours of worked/dollars earned by employee by selected date range
· Report on employee leave balances totals
· GL distribution report or file for a user defined period
· PTO / Sick / Flex Holiday Reports
· Active / Terminated Employee Report
· Employee / Employer Benefits Report
· Reports on all relevant end of year information, including W-2, 941, 1099s, State, SUI, and worksite reporting reports
3.0 Comp Perf Mgmt Pos Mgmt Suc
| 4.0 Compensation, Performance Management, Position Management and Succession Planning | |
| The system must provide the ability share data across modules either directly or via API/Web Services/ SFTP or similar method. | |
| • | Integrate w/Core HR to pass goals/scores/review to Core and demographic updates from Core to Performance system |
| • | Integrate with Payroll module to retain salary history in Comp module. |
| • | Integrate with Employee Records Management to pass performance reviews and merit memos. |
| • | Integrate with Core HR to update job codes and employee demographics in Comp System |
| Item No. | System Requirements / Core Functions | Vendor Response | TOPIC |
| 3.1 | Explain your system's process for employees to write rebuttals to performance reviews. Include how the rebuttal is received by the manager and the practioners overseeing the reviews, and how it is displayed to the employee once submitted. | reviews - employee rebuttals | |
| 3.2 | Describe your system's pay structure and compensation rules to include setup and maintenance of pay grades/ranges (aging) and automated rule enforcement (e.g., range penetration, compa-ratio). Specifically define how your system allows administrators to configure salary schedule documentation. Describe the set up for establishing/maintaining pay grades, how they are assigned to positions, and how they flow to employees within positions. Please describe in detail the ability to archive revision history and effective dates. | pay grades | |
| 3.3 | Describe the ability for your system's to store historic pay structures and keep employee records tied to those structures in tact. | historical data | |
| 3.4 | Describe your system's compensation planning capabilities, including compensation dashboard and analysis tools such as the ability to benchmark internal positions to market data for comprehensive compensation review and the ability to import/export capabilities for external benchmarking tools or survey data (e.g., Mercer, Radford). Further fine your systems ability to: |
· Report on compensation database to compare internal candidates to market and report on market data for industry/geographic region/company size
| · Reporting and importing of compensation data for reporting purposes | compensation planning | ||
| 3.5 | Describe your system's ability to setup non-base pay compensation eligibility rules by job titles, job level, business unit, etc. for discretionary pay such as commissions, performance bonus tied to goals (not merit), biligual pay, etc. Further define your system's ability to manage one time bonuses. | supplemental pay | |
| 3.6 | Describe your system's compensation and merit centralized dashboard. Further describe the process for your system to setup, manage, and implement merit pay program. From pulling performance ratings from performance management, adjust merit eligibility parameters, setting up merit matrix, applying merit %, pro-ration application for new hires, budget monitoring, data validation/error identification, customized communication/letters, to employee notification and filing of notification. | compensation and merit dashboard | |
| 3.7 | Describe the ability of your system to identify and provide warning messages when it detects potential data entry error, such as pay rate outside of pay range minimum and maximum. Can we customize the warning message? Please provide an example warning in your response. | notifications |
warning messages
| 3.8 | Define the process to obtain electronic signatures in performance appraisals. Be specific if your system obtains electronic signatures on the document or acknowledgements that the document was seen. | electronic signatures |
| 3.9 | Please describe the performance review cycle management and viewability for administrators. Be speicifc about what and when administrators can and cannot view, change, etc. | performance review cycle |
| 3.10 | Define how your system allows for the creation and maintainence of comprehensive salary budgets. | salary budgets |
| 3.11 | Define customization of Performance Appraisal steps and the system's capability to allow different employee groups to have different appraisal steps. | performance review cycle |
| 3.12 | Describe the configurability of your system's “out-of-the box” performance management process (i.e., goal setting, feedback gathering, review, performance summary). | performance review cycle |
| 3.13 | Describe your systems steps for employees completing self-evaluations. Describe how that employee self evaluation feeds into the actual performance evalation written by their manager. | performance review cycle |
| 3.14 | Describe how your system allows users to structure internal compensation policies and facilitate diverse payout methodology. | compensation |
| 3.15 | Describe the functionality for administrators to assign different review forms/processes for different employees within the same review cycle (eg. Mid-year/annual/90-day reviews/As Needed Reviews). | performance review cycle |
| 3.16 | Describe the system's capability to perform individual weighting of goals. | performance review cycle |
| 3.17 | Describe the process and functionality for email reminders and automated overdue notice to be scheduled throughout the performance review process. Please define any limitations. | notifications |
| 3.18 | Describe how your system maintains performance feedback and ratings history. | performance review historical |
| 3.19 | Describe how your system converts work history from both an internal systemic ATS as well as an external ATS (PageUp) to employee record for display or export. | autopopulation of work history |
| 3.20 | Desribe how the system cascades or rolls down performance goals from the supervisor levels to staff levels to monitor assignment and progress made in completing goals. | goals |
| 3.21 | Describe your system's functionality for customized employee free form questions or surveys. | surveys |
| 3.22 | Describe your system's functionality for both the employee and the manager to create and add their own personal goals or objectives. | goals |
| 3.23 | Describe your system's functionality for employees and managers to create a development plan based on license, skills, training, education, and competencies | development plans |
| 3.24 | Describe how your system categorizes, tracks, and reports on critical roles and critical talent. | tracking - critical role and talent |
| 3.25 | Define your system's ability to maintain multiple education achievements per employee such as schools attended, dates of attendance, degrees, and course of study. Please list any limitations on the number of education records available. | tracking - education |
| 3.26 | Describe your system's ability to provide detailed audit records in the performance mangement, position management and compensation management modules. | audit trails |
| 3.27 | Describe your system's ability to track and search on the following data: skill description, experience level, proficiency level, succession plan data, competency description, licensures, and certifications. | Searchability |
| 3.28 | Describe how your system tracks core competencies associated with next/future job. | tracking - core competency |
| 3.29 | Describe your system's ability to track multiple language proficiency information, including speaking, reading, and writing, for each employee. | tracking - language |
| 3.30 | Describe your system's process for auto saving work in process when an employee or manager is writing a review. Specifically address what happens when an employee/manager is drafting a review, steps away and then returns later to complete the entry. Confirm that your system will save work prior to log out due to idle time. | performance review cycle |
| 3.31 | Define the process to import historical PDF performance appraisals from previous system. Further explain the ability for managers, employees and administrators to access them. | document management |
| 3.32 | Describe your system's ability to allow performance feedback from multiple reviewers (i.e. subordinates, directors, other managers, peers). In addition, describe the ability for the multiple reviewers to exchange data simultaneously. | performance review cycle |
| 3.33 | Provide an overview of your system's succession planning capabilities. Include the system's ability to store multiple iterations of possible succession plans for each team/leader. | Succession Planning |
| 3.34 | Describe your system's ability to track performance review status and dates (i.e., complete, incomplete). Please indicate what notification triggers are available and how often they will be sent out. | notifications |
tracking performance reviews
| 3.35 | Provide an overview of key compensation features of your system. | compensation | |
| 3.36 | Define how pay grades tie to positions and job titles in your system. Further define any other codes (example, worker's compensation codes) that are tied directly to job titles. For each code tied to the job titles, please define if the tied code can or cannot be altered on an individial employee record without changing the job title. | job titles and things tied to them | |
| 3.37 | Describe your system’s approach to Succession Planning | ||
| (include Specific skills, competencies, licenses, etc. and indicate if the system provides Predictive Analytics. Provide an example), Career Maps/Paths/Career Development, and Individual Career Path Process | Succession Planning | ||
| 3.38 | Describe your system's ability to to customize job requisition forms, streamline position approvals and track position history for Position Management. | job requisition |
position management
| 3.39 | Define your Talent Acquisition’s ability to integrate with an HCM for Position Management. Specifically, position management platform Built4 Teams. Indicate the number of clients you currently have integrated with Built4 Teams and the mechanics of how that integration works. | Position Management |
| 3.40 | Provide example of Total Compensation Statement and define how they are created/maintained (per pay check and annual summary). Describe the ability to customize the format/the way information is organized and displayed. | Total Compensation Statement |
| 3.41 | Describe your system's ability to automate the creation of electronic compensation notice (PDF) based on customized templates, label document, and file in electronic employee record. | templates |
document menagement
3.42 Describe your system's ability to customize/configure and manage workflow approvals across multiple departments, levels, locations etc. customization workflows
| 3.43 | Describe your system's ability to provide real-time integration/data updates with Core HR, Payroll, and Performance modules. | integration with other modules |
| 3.44 | Describe the system's ability to provide audit trails for compensation changes and approvals. | audit trails |
| 3.45 | Describe your system's capability with regards to Job Architecture: creation of job families, standardize job definitions, set job levels, etc. | job architecture |
| 3.46 | Describe how your system uses A.I. to enhance, streamline, or automate Compensation, Performance Management, Position Management and Succession Planning analyses and process. | A.I. |
| 3.47 | Describe if and how the system can apply across the board base pay adjustments such as a Cost of Living Adjustmnet (COLA). | base pay adjustments |
| 3.48 | Describe if and how the system can apply across the board one time lump sum payments such as a Wellness Stipend or bonus for meeting organizational goals. | One time lump payments automation |
| 3.49 | Describe system's ability to save drafts or other version control performance reviews as they are revised and updated. | historical records |
templates
3.50 Reports: Identify each report that contains the below in your system. Indicate what fields are available on each report.
· Performance appraisals in PDF format
· Reporting of positional or individual succession plan data
· Reporting and analysis of performance ratings for various employee groups (i.e., by job, manager, geography, race and other EEO components
· Report of employee record history to include job title, pay grade, pay, length, etc. Having the ability to select individual or a group of employees and in downloadable file. Reports
4.0 Core HR
| 3.0 Core HR, Employee and Manager Self Service, Employee Records Management, and Employee Offboarding | |
| The system must provide the ability share data across modules either directly or via API/Web Services/ SFTP or similar method. | |
| • | Integrate with Employee Relations to view Reports To data |
| • | Integrate with Recruiting/ATS, LMS, to pass new hire record data |
| • | Integrate with Compensation, Performance Management, and Position Management to pass employee demographic data |
| • | Integrate with Workers Comp to pass employee demographic data wage information, wage history, and hourly wages for submission to workers Compensation carrier |
| • | Integrate with document management to pass onboarding and other electronically signed documents into proper employee files |
| Item No. | System Requirements / Core Functions | Vendor Response | Topic |
| 4.1 | Describe your system's ability to enter multiple sequenced rows with same effective date (e.g. enter two separate rows for 1/1/2025 and both will take effect sequentially) | sequencing |
data entry
| 4.2 | Descibe your system's ability to understand and properly utilize future effective dated records. | effective dating |
| 4.3 | Describe your system's capability to utilize functional wizards for new hire, termination, and employee movement (transfers/demotions/promotions). Please further describe the customization available for these wizards, listing any limitations. | workflow |
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