Appendix A: Required Response Format

REQUIREMENTS RESPONSE

1. RESPONDENT

Name of Entity (If the Proponent is a partnership or similar arrangement, one party should be named as the primary contact)Registration No (if relevant), date & where registered. Attach copy of Articles of Association if applicable.Respondent Key Contact Person & relevant information (Name, Position, Address, Phone, Fax and email)

2. DESCRIPTION OF ORGANIZATION

Description of the Proponent organization, size and structure. Indicate if appropriate, if the Proponent is a small or minority-owned business.

3. STRATEGIC PARTNERS

Name of EntityDescribe Role in ResponseDescribe Previous Projects and Business Partnership and longevity

4. DESCRIPTION OF RELEVANT EXPERIENCE FOR THIS TYPE OF WORK

Experience should include a developed understanding and experience of First Nations and Health Authority environments, and experience in working with British Columbia’s Health Authorities/First Nation communities/Federal/Provincial agencies

5. REFERENCES (minimum of 3 References, in past 5 years only) – ensure you relate these projects to the Services to support this Project.

REQUIREMENTS RESPONSE

Client/Project/Assignment/Task Contact References Date Completed

6. APPROACH

Project/Program Management & GovernanceQuality AssuranceRisk ManagementChange ManagementEstimated Timing/Duration for each key module implementation in months.Provide detailed information wherever possible including timelines for delivery of key milestones, service levels and reporting requirements.

7. KEY RESOURCES

Anticipated Key Resource Names & Role in Project

Availability to Commence Project

8. KEY RESOURCES - PROFILES

Provide or attach detailed Profiles for Key Resources

9. OPERATIONAL/ONGOING SUPPORT MODEL

Proponents are asked describe Operational/Ongoing Service and Support Model and include a form of Contract, Service

REQUIREMENTS RESPONSE

Level Agreement, Software Licensing Agreement, etc. with ProposalDescribe issue escalation and resolution process, change request process, system enhancement schedule and product roadmap

10. FUNCTIONAL

Provide/attach a detailed listing and description of the Proponent’s Product and Service Offerings that will meet the needs of the Project

Describe ability to meet specific functional requirements

Proponents are requested to complete Appendix B: Detailed Requirements contained herein

11. PRICING DETAILS

Price/value of ProjectDetail key cost components as applicable

a. Hours / Fees / Licencesb. Travel Expensesc. Supplies & Materialsd. Third-Party Expensese. Professional Service

Proponents are requested to provide pricing structure for each product and service offering included in this Response in Appendix C: Pricing Details (sections A-D) for both Implementation/One-time and Recurring/Ongoing costs.

Note: A separate Pricing Details sheet is required for each solution/service model proposed.

Proposed Payment Terms(Start, Interim and Final Payments according to milestones and deliverables). Please include a copy of the contract and fee schedules you would propose to use for this project.

12. TECHNICAL

Detail or attach a description of the Technical Environment including:

Installation environment, test environment, network environment,

REQUIREMENTS RESPONSE

workstation requirements, etc. System security and privacy policies

and management Business Continuity, Disaster

Recovery and Fault Tolerance/Redundancy Plans and processes

13. CONCLUDING/FINAL COMMENTS

What support or resources do you expect of FNHA or other entities, partners or vendors throughout the project?

Detail any ‘Value Adds’

Why are you the “best” supplier for this project?

What do you / does your company bring to the project that others do not or cannot?

I am authorized to make this Proposal on behalf of the Proponent named above and this Proposal is valid for a period of 3 months after the Closing Time of this RFP __________________________________

Appendix B: Detailed Requirements Matrix

The Vendor should complete the table provided below, indicating on a scale of 1 to 3 (1=cannot meet; 2=can partially meet; 3=can fully meet) whether they can meet the requirement and provide commentary to accompany the ranking including if the requirement is available in the standard solution (‘out-of-the-box’), as a configuration or as a customization and verbiage to further elaborate on the response (i.e. address how specifically the solution will function/meet the requirement).

G – General

1 General Functionality Vendor Response1.1 Technical, Security & Sustainability Rating

(1-3)Comments (including if item is provided ‘out of the box’ vs. configuration vs. customization)

G 1.1.1 Robust security that can be refined at the module, screen/panel, workflow/action, field level based on role (role-based security) and is tied to a Delegation of Authority Matrix

G 1.1.2 Ability to apply security to reports and data extraction functionG 1.1.3 Retention of test and training environments post Go-Live (if SaaS

solution)G 1.1.4 Given the evolving programs, policies and organization structure

over the next 2-5 years, the system must be easily re-configured to support changes at the foundational level

G 1.1.5 System must be able to retain data and purge data as required by regulatory requirements and as per policy in an automated, efficient manner

G. 1.1.6 Ability to support seamless access and functionality from non-FNHA owned devices using Citrix

1.21.3 FunctionalG 1.2.1 System is easy to use, intuitive and supports automated workflow

including auto-population of data field based on previously entered data

G 1.2.2 Ability to update user interface to support FNHA look and feel including organization branding

G 1.2.3 Ability to add user defined fields that are searchable and reportable

G 1.2.4 Integrated solutions across all functional areas (Finance, HR, Payroll, Time, Scheduling, Contract Management, Logistics etc.)

G 1.2.5 Training and Education: Training available for each subject area, detailing method of delivery and learning path for each user type is required

G 1.2.6 Ability to upload documents associated with a specific record (e.g. employee record, invoicing record, etc.) within each module

G 1.2.7 On-line help and training (Performance Support) for all modules, modifiable to include FHNA content

1.41.5 ReportingG 1.3.1 Ability to integrate with data warehouse /data martG 1.3.2 Robust library of standard/canned reports to meet regulatory and

compliance requirements in addition to typical business reporting requirements (both a detailed and summary level).

G 1.3.3 Flexible and easy to use reporting tool that will allow for the creation and publication (both provide and public reporting libraries) of complex reports including aggregate dashboards

G 1.3.4 All reports must be exportable to MS Excel and PDF formats

F – Finance

1 General Ledger Vendor Response1.1 General Rating

(1-3)Comments

F 1.1.1 Provide functionality to facilitate the processing of both financial and statistical data

F 1.1.2 Fully transparent integration with other business system modules (e.g. HR/Payroll, Accounts Payable, Accounts Receivable, Purchasing)

F 1.1.3 Provide import/export functionality to facilitate the uploading/downloading of financial and statistical data from/to third party software, e.g. excel spreadsheet

F 1.1.4 Workflow capability; i.e. ability to assign different levels of approval authority for purchase orders, expense claims, journal vouchers etc. and ability to automatically route for approval and posting

F 1.1.5 Ability to use inter-fund accounting and to automate the inter-fund journal balancing process

F 1.1.6 Ability to handle multiple entities (possibility of at least 2)

F 1.1.7 Ability to handle inter-fund and inter-entity transactions; automatic system balancing of inter-fund and inter-entity transactions

F 1.1.8 Ability to maintain security access for each application – by entity and defined roles for each function in application; grant access by view, read/write, etc. Ability to have audit trail to track changes made in system.

1.21.3 Chart of AccountsF 1.2.1 User defined Chart of Account code length and structureF 1.2.2 Ability to mass edit, add and delete COA, complete with audit

trails for changes, including effective datingF 1.2.3 COA Combination Edit Rules; i.e. multiple user defined rules for

defining valid chart of account combinationsF 1.2.4 Ability to assign short names/codes to identify part of the full

length of a complete account/functional centre and easy to use search capability for account codes

F 1.2.5 Immediate on-line validation of G/L accounts (including all integrated systems) based on their existence in the Chart of Accounts and its defined status or usage (e.g. active, effective date). Prohibits the entering of invalid GL Accounts.

F 1.2.6 Ability to maintain a chart of statistics1.41.5 Journal Processing

F 1.3.1 Ability to facilitate the processing of multiple journal types, e.g. standard journal entries (JE), recurring JE, reversing JE, sub-ledger JE, and allocation journal entries

F 1.3.1 Ability to copy and reverse POSTED journal entriesF 1.3.2 Ability to capture journal header and journal line information for

each journalF 1.3.3 Accrual journals that automatically reverse in the following period

or any specified accounting periodF 1.3.4 Ability to facilitate the processing of unlimited number of entries

for each individual journal vouchers e.g. journal entry batch from the Payroll module

F 1.3.5 Ability to import files from various sources for journal upload1.61.7 Period Close

F 1.4.1 Ability to allow open and close periods for each individual system module independent of each other and of the General Ledger

F 1.4.2 Flexible capability to close an accounting period to prevent further journal postings, and capability to have multiple fiscal years open in order to complete year-end entries

F 1.4.3 Ability to provide automatic default date for all period-related date fields

F 1.4.4 Ability to allow users to open and close fiscal periods multiple times, allowing users to re-open a period in the GL without re-opening the same period for the other systems

1.81.9 Fiscal Year-end CloseF 1.5.1 Automated fiscal year close routines e.g.:

Close revenue and expense accounts to designate equity accountAutomatic roll forward of balance sheet accounts and Special Purpose Fund accounts;with multiple year-end closing rules based on set up.

F 1.5.2 Ability to open and close a year end multiple times1.101.11 Reporting & On-Line Inquiry

F 1.6.1 User defined search/select criteria for online inquiries with drill up or drill down capability, as well as online drill back to integrated systems

F 1.6.2 Flexible, user friendly reporting writing tools for end users of general ledger

F 1.6.3 Ability to define multiple reporting structures for varying reporting requirements

F 1.6.4 Ability to output reports in various electronic formats including spreadsheet (MS-Excel), internet, intranet, etc.

2 Account Payable Vendor Response2.1 General Rating

(1-3)Comments

F 2.1.1 Fully integrated with the General Ledger module, Employee Expense Module and Contract payment module

F 2.1.2 Ability to limit access to certain functions or fields, e.g. vendor maintenance, payment processing, signature image, etc.

F 2.1.3 Productivity tracking / reporting tool to measure staff performance via workload statistics report

F 2.1.4 Workflow capability for voucher approval; (including workflow for match exceptions) with multiple approval limits defined by user class

F 2.1.5 Automatic generation of General Ledger transactions with complete audit trail

F 2.1.6 Availability of multiple user fields and user defaults for user-

defined purposes2.22.3 AP Voucher Processing

F 2.2.1 Auto-retrieval of purchase order lines to create invoices, with ability to adjust price or quantity within tolerance limits or higher approval

F 2.2.2 Vouchers created from PO as soon as invoices are received. Matching will not complete until receiving occurs in the system

F 2.2.3 Ability to define auto pro-ration rules on invoice extra charges such as freight, sales taxes, to the line items, if preferred and charge to user defined cost centres

F 2.2.4 On-line ability to detect duplicate vendor and duplicate invoiceF 2.2.5 Ability to set up HST/GST rules for rebateable and non-

rebateable at the item levelF 2.2.6 Capability to process self-assessed HST/GST and PSTF 2.2.7 Express voucher (non purchase order) processingF 2.2.8 Ability to process credits either Goods Return generated by

receiving or credit notesF 2.2.9 Ability to enter future dated invoices with allocation to the correct

accounting period in GLF 2.2.10 Recurring vouchers with standard and non-standard amounts

based on user defined payment scheduleF 2.2.11 Ability to use short codes to speed data entryF 2.2.12 Ability to process foreign currency vouchers, convert same to

Canadian equivalent using pre-determined exchange rate for charge out and pay in foreign currency

F 2.2.13 Ability to enter comments at the voucher level (minimum 30 characters)

F 2.2.14 Ability to process T4A’s and T4 and tax withholdings and modify as appropriate

F 2.2.15 Ability to upload information from vendor, i.e. Grand & ToyF 2.2.16 Ability to track payments made directly to Vendors on behalf of

employees/board members/councillors (i.e. professional dues, travel expenses)

2.42.5 MatchingF 2.3.1 Ability to define multiple electronic match rules i.e. none, 2-way

and 3-way or 4-wayF 2.3.2 Invoice matching against purchase order and receipts at the line

item and/or invoice level, either “real time” or scheduled on a regular user-defined basis

F 2.3.3 User defined tolerance levels at invoice and/or line item level defined by entity

F 2.3.4 Provides “match exception” reporting capability to allow staff to perform follow up on vouchers that have not matched successfully

F 2.3.5 System will not allow posting of voucher if the voucher has not been successfully matched, if matching is required; or the voucher batch is unbalanced

2.62.7 Payment ProcessingF 2.4.1 EDI and EFT capabilityF 2.4.2 Manual cheque processing to record hand-drawn chequesF 2.4.3 Ability to generate express/demand chequesF 2.4.4 Flexible cheque processing and payment scheduling by bank

account, vendor class etc. and ability to suppress payment at different levels (i.e. voucher, vendor)

F 2.4.5 Ability to cancel and cancel/reissue cheques and appropriate accounting

F 2.4.6 Automated cheque reconciliation e.g. upload of cleared cheque data from bank

F 2.4.7 Ability to include comments on remittance advice (minimum 30 characters)

F 2.4.8 Payment in foreign currencies and general journal entries and charges for exchange gain or loss

F 2.4.9 Cash/term discount process capability2.82.9 Vendor Maintenance

F 2.5.1 Ability to create one-time vendors and to modify one-time vendors to permanent vendors

F 2.5.2 Ability to create vendor groups i.e. employees, Board, Health Council, Contractors, First Nation Communities

F 2.5.3 Security access control on users authorized to add, change, and approve changes to vendor tables

F 2.5.4 Audit trail capability to report on vendor maintenance activities e.g. add, delete, change address

F 2.5.5 Ability to create multiple remit to and buy from addresses on a single vendor. Provide for security over vendor table maintenance

F 2.5.6 Ability to detect multiple/duplicate vendorF 2.5.7 Vendors can have multiple bank accounts and different payment

methods

2.102.11 Reporting & On-line InquiryF 2.6.1 User-defined search/select criteria for online inquiries with drill up

or drill down capability, as well as online drill back to integrated systems

F 2.6.2 Ability to output reports in various electronic formats including spreadsheet (MS-Excel), internet, intranet, etc.

F 2.6.3 Ability to generate Public bodies (vendor payment), T4A (taxable earnings) and withholding reports by entity and other user-defined parameters, e.g. range of dates, cut off threshold

F 2.6.4 Ability to build reports using user-defined structure and/or query tools

F 2.6.5 Flexible on-line inquiries i.e. Outstanding P.O.’s by vendor, by item etc.

F 2.6.6 Ability to generate various user defined vendor management reports such as: cheque register, aged outstanding vendor balances, aged match exceptions, vendor payment history, discounts earned, discounts lost, selection by P.O. #.

3 Employee Expense Module Vendor Response3.1 General Rating

(1-3)Comments

F 3.1.1 Integrated with other business system modules (e.g. General Ledger, Accounts Payable)

F 3.1.2 Ability for employees/board directors/council members to submit travel/expense claims and automated approvals by supervisor

F 3.1.3 Ability to automate employee expense/travel policies and procedures to ensure compliance

F 3.1.4 Ability to interface with corporate card suppliers to load charges, credits and other adjustment credit card transactions for accounts payable and accounting purposes

F 3.1.5 Ability to track advances by employee, by advance reference and set up templates for accounting purpose and reconciliation

F 3.1.6 Flexible, user friendly and efficient report writing tools to generate ad hoc and standard reports based on user defined reporting rules and structures

F 3.1.7 Ability to electronically manage travel claims from communities based on set criteria defined which is unique to each meeting (i.e. # days meal per diem allowed; maximum # of hotel days) and automate approval of travel claims

4 Accounts Receivable & Billing Vendor Response4.1 General Rating

(1-3)Comments

F 4.1.1 Fully integrated with General Ledger moduleF 4.1.2 Productivity tracking/reporting tool to measure staff performance

via workload statistics report e.g. number of billings processed, collection activity etc.

4.24.3 Customer File MaintenanceF 4.2.1 Ability to create one-time customers and to modify one-time

customers to permanent customersF 4.2.2 Ability to create customer groups i.e. employees, Funding

agenciesF 4.2.3 Security access control on users authorized to add, change, and

approve changes to customer tablesF 4.2.4 Audit trail capability to report on customer maintenance activities

e.g. add, delete, change addressF 4.2.5 Ability to detect multiple/duplicate customers

4.44.5 BillingF 4.3.1 Ability to apply appropriate HST/GST/PST to non- taxable salesF 4.3.2 Ability to track and remit applicable taxes to federal and provincial

governmentF 4.3.3 Ability to create invoices on pre-defined invoice templateF 4.3.4 Ability to handle refunds, advance payments and pre-authorized

paymentsF 4.3.5 Ability to receive paymentF 4.3.6 Electronic claims submission via EDI, Internet or other medium

mandated by the funding agenciesF 4.3.7 Ability to electronically produce forms, letters, invoices,

statements based on user-defined criteria and user-defined schedule

4.64.7 CollectionF 4.4.1 Ability to assign accounts to bad debts status manually or

automatically based on user-defined parameters, e.g. over 120 days without payment and account balance is less than $200

F 4.4.2 Capability for on-line documentation related to collection activity. Examples: log of telephone calls, letter written, dates, client commitments, follow up date, etc.

4.84.9 Reporting & On-line InquiryF 4.5.1 User-defined search/select criteria for online inquiries with drill up

or drill down capabilityF 4.5.2 Ability to output reports in various electronic formats including

spreadsheet (MS-Excel), internet, intranet, etc.F 4.5.3 Ability to build reports using user-defined reporting structure

and/or query toolsF 4.5.4 Ability to run customer accounts showing all entries from certain

dates

5 Treasury & Cash Management Vendor Response5.1 General Rating

(1-3)Comments

F 5.1.1 Provide tools to achieve effective in-house cash management which includes cash analysis, short term and long term cash flow forecast, ability to monitor cash position on a timely basis, based on: data available in the integrated system such as Accounts

Payable, Accounts Receivable, Budget etc. electronic data file receives from banks assumptions and variables built outside the ERP system User defined date parameters

6 Contract Management Vendor Response6.1 General Rating

(1-3)Comments

F 6.1.1 Ability to use Chart of Accounts from General Ledger system (additions/changes flowed through to Contract management module/system)

F 6.1.2 Ability to feed payment information to Accounts Payable system and receive paid information back from system

F 6.1.3 Ability to define different accounting periods and fiscal years for multiple entities

F 6.1.4 Integration to other business system modules such as budgeting, Accounts Payable, etc.

F 6.1.5 Provide workflow capability for activities such as approval of contracts, invoices; automatic notification of renewal, expiry of contracts

F 6.1.6 Flexibility in reporting based on accounts, contracts, invoices, suppliers, etc.

F 6.1.7 Ability to track contracts and associated sub-contracts as committed costs and track the actual incurred against each commitment for each budget line

F 6.1.8 Ability to provide cash flow and budget informationF 6.1.9 Ability to provide line by line budget analysis including estimates

to completion and variancesF 6.1.10 Capability for on-line documentation related to activity on

contract. Examples: log of telephone calls, letter written to follow-up on deliverables, email communications, etc.

6.26.3 Contract ProcurementF 6.2.1 Ability to capture contract terms and conditions such as

Contact information effective date and expiry date Originating cost centre Types of contract (user defined) and etc. Total value of contract Payment terms

F 6.2.2 Ability to set up user-defined contract termination policies, policies and processes for changing contracts

F 6.2.3 Ability to track amendments to contracts i.e. audit trailsF 6.2.4 Ability to provide standard templates for different types of

contracts required based user-defined requirements.

Information inputted in system can be populated onto templates when generating from the system.(i.e.: Supplier's full legal name, Sole Proprietorship, Incorporation, address and contact information, signing authority for both parties, budget amount, per hourly or per diem rates, travels costs, miscellaneous costs, Copyright/Intellectual Property Rights ownership).

F 6.2.5 Provide centralized location to store relevant information pertaining to contracts.

Ability to store documents in various formats (i.e.: MS Word, Excel, PDF, JPEG, TIFF, etc.), and also an ability to provide summary comments/Admin notes within attachments.

F 6.2.6 Ability to allow user-defined parameters for suspension of payment e.g. billing exceeds contracted amount (i.e. validation capability)

F 6.2.7 Ability to monitor, analyse and report on contracts based on performance indicators (deliverables) as defined in the contracts e.g. based on workload, revenue would be recognized; performance could be measured

F 6.2.8 Multiple methods of billing and disbursement, i.e. based on as incurred, percent complete, milestones, other user-defined criteria such as specific approval of all invoices

F 6.2.9 Multiple methods of revenue and expense recognition, i.e. fixed rate, manually calculated or percent completed and the accounting date for amount completed but not yet recognized

F 6.2.10 Ability to track user-defined contract status e.g. tracking a contract from draft to final sign-off

F 6.2.11 Facilitating the monitoring, tracking and reporting of contracts e.g. cost over-run, notification of renewal, expiry date.

Ability to notify Cost Centre Manager or Cost Centre Administrator of outstanding post contract evaluation report.

F 6.2.12 Ability to set up master contracts and/or contracts that have a parent-child relationship

6.46.5 Reporting & On-line InquiryF 6.3.1 Reporting & On-line InquiryF 6.3.2 User-defined search/select criteria for online inquiries with drill up

or drill down capability, as well as online drill back to integrated systems. Examples of criteria – cost centre, name of contracting parties, expiry dates and etc.

F 6.3.3 Ability to build reports using user-defined report structure and/or query tools. Ease of reporting from an end user perspective

F 6.3.4 Ability to define multiple reporting structures for varying reporting requirements

F 6.3.5 Ability to generate and output reports in different electronic medium (i.e.; internet, intranet, etc.)

7 Capital Asset/Material Management Vendor Response7.1 General Rating

(1-3)Comments

F 7.1.1 Ability to capture information for both capitalized assets and certain non-capitalized assets

F 7.1.2 Ability to provide an asset register that will maintain asset number, serial number, tag number, bar -code number, asset description, model number, year purchased, asset class, asset groups depreciation rate by asset, location, cost centres, historical cost, accumulated depreciation etc.

Ability to accommodate alphanumeric and variable length field codes.

F 7.1.3 Ability to capture warranty, licence, permit and maintenance information as part of the equipment profile

F 7.1.5 Ability to use bar code technology for tagging assetsF 7.1.6 Hold acquisition cost and replacement costF 7.1.7 Ability to hold multiple “useful life” of equipment, e.g. technical

life, physical life and depreciation life (accounting)F 7.1.8 Multiple depreciation methodologies. Depreciation rate must be

asset specific (asset tag) rather than tracking number specific (appropriation number)

F 7.1.9 Flexible capability for allocating historical impacts when, for example, a depreciation rate attached to an asset is changed

F 7.1.10 Flexible capability for charging/allocating depreciation on additions, upgrades to an asset that is already being depreciated

F 7.1.11 Tracking and accounting for capital leases (amortization of lease, generate journal entries)

F 7.1.12 Capability of charging accumulated depreciation to different accounts (equipment, buildings, leases, etc.)

F 7.1.13 Flexibility in accounting for “manually” calculated depreciationF 7.1.15 Ability to input donated assets including identifying donor

organization/name/amount of donationF 7.1.16 Flexibility in handling disposals (full or partial), including write

down or write-off, calculate gain/loss. As well, system should easily generate GL adjustments

F 7.1.17 Flexibility in entering “adjustments into the system e.g. Labour dollars allocated from [CLIENT] operations

F 7.1.18 Ability to easily change an asset’s “tag” number without creating a disposal/acquisition transaction and without impacting the asset’s history

F 7,1.21 Ability to perform commitment/ encumbrance accountingF 7.1.22 Fully integrated with the other modules of the business system

e.g. Purchasing, Receiving, Accounts Payable, Project Costing/Management, General Ledger etc.

F 7.1.23 Alphanumeric and variable length field codesF 7.1.24 Flexible, user friendly and efficient report writing tools to generate

ad hoc and standard reports based on user defined reporting rules and structures

F 7.1.25 Flexibility in adding field data after purchase date (location, serial #’s, etc.)

F 7.1.26 Ability to set depreciation start date at will (different from the purchase date)

F 7.1.27 Ability to calculate net book value and report accumulated depreciation

F 7.1.28 Asset description must be at least 30 alphanumeric charactersF 7.1.29 Ability to perform/assist in budgeting/forecasting. Ability to

maintain multiple budget versionsF 7.1.30 Ability to override calculated depreciation prior to posting to GLF 7.1.31 Capability of tracking equipment for a specific projectF 7.1.32 Functionality to assist with physical asset count and managementF 7.1.33 Ability to track multiple funding sources and multiple amounts

(received at different times) for each assetF 7.1.34 Workflow capability to facilitate notification and approval process

(e.g. disposal and transfer of equipment)F 7.1.35 Ability to archive data without impacting cumulative account totals

within the system for reporting purposes

8 Budgets Vendor Response8.1 General Rating

(1-3)Comments

F 8.1.1 Budget system that stores budget data by department and line item and detailed information on each budget item. Tool enables budget development by both on-line access or through

spreadsheet import/export.F 8.1.2 Budget system allows budget holders to directly key in budget

data for new budget year and then gives them read-only access once budgets are finalized. Key in fields are restricted based on pre-set criteria. Ability to allow users to store and tag more detailed information from other sources (Excel/Word).

F 8.1.3 Capability to set up budgets for any statistical accounts and/or monetary accounts

F 8.1.4 Multiple separate budget versions can be maintained for each fiscal year. The system also has the capacity to hold budgets for multiple years simultaneously.

F 8.1.5 Any budget version can be defined as the Approved Operating Budget

F 8.1.6 Capability to copy part or all of a budget version to another budget version based on user defined criteria. Automatic updating/linking of changes to current year budget to other budget years.

F 8.1.7 Annual budget amounts can be automatically spread over accounting periods or a range of periods based on user defined criteria (i.e. Multiple spreads)

F 8.1.8 Capability to perform mass adjustments to a budget based on user defined criteria (e.g. 3% increase to all salary accounts). Capability to have compounding wage increases applied.

F 8.1.9 Ability to perform detailed labour budgeting down to the pay category and job code level as well as steps, FT/PT/Casual and account code within cost centre

F 8.1.10 Ability to use user-entered pay rates for labour budgeting. Over-ride capability required

F 8.1.11 Ability to budget all non-productive salary categories (e.g. vacation, sick, statutory holidays) based upon user defined fields both globally and at the cost centre level

F 8.1.12 Budget information will be available in both labour hours and FTE’s (user defined)

F 8.1.13 Ability to provide controls over the processing and access of budget information (i.e. transfer, adjustments), while maintaining the integrity to source budgets. Able to stamp records with user defined codes to keep track of changes or to budget by predefined categories.

F 8.1.14 Budget adjustment via budget journals with full audit trail

F 8.1.15 Ability to reverse budget journals (flags for automated reversal on original entry, manual reversal, etc.) or copy budget journals

8.28.3 Reporting & AnalysisF 8.2.1 All budget information can be reported using financial report

structures and roll-ups (i.e.; base on organization hierarchy, program management and reporting structures) as defined in the general ledger

F 8.2.2 Flexible and user friendly reporting writing tools to enable user defined search/select criteria for ad hoc reporting around all budget elements and report groupings

F 8.2.3 Query budget adjustment data by year, cost centre and/or account code and/or adjustment category and drill down to line item

F 8.2.4 Ability to analyze variances between actual and budget values for both financial and statistical data

L – Logistics

1 Logistics Vendor Response1.1 General Rating

(1-3)Comments

L 1.1.1 A fully integrated Purchasing and Receiving system. A system that integrates with the payment system (accounts payable system)

L 1.1.2 Capability to implement an Inventory Control and Management system in the future

L 1.1.3 Ability to maintain an Item table by vendor plus price listing for each item. Ability to effective date price changes.

L 1.1.4 Ability to maintain a commodity tableL 1.1.5 Ability to set flags for certain items that require additional

information to be tracked – i.e. linked to Material management system/capital management system

L 1.1.6 Item catalogue and vendor master to be shared between applications (purchasing and accounts payable)

L 1.1.7 Full EDI and FTP capability including EFT (from purchase order through to payment, contract and catalogue pricing)

L 1.1.8 Online processing for all application functions

L 1.1.9 Chart of Accounts structure shared with the general ledger application (i.e. do not need to maintain a separate chart of accounts in purchasing system)

L 1.1.10 Validation of general ledger account numbers and general ledger account combinations. Sharing of these rules from the general ledger application.

L 1.1.11 HST/GST/PST tax status indicators with appropriate tax calculations. Tax functionality to include multiple rebate rates driven by type of purchase.

GST split between rebateable and non-rebateable portions based on user-defined tax rules effective dating for changing of tax rates.

L 1.1.12 Security by username, cost centre/department code, project codes, and entity

L 1.1.13 Item Table Maintenance – different security level based on user-defined parameters (e.g. Finance only can edit Account/Tax information).

Audit trails on all tables and master files for adds, changes and deletions, including effective dating of all changes.

L 1.1.14 Web/Internet enabledL 1.1.15 User defined fieldsL 1.1.16 Secured function that allows mass updates to database with user

defined criteria (e.g. vendor catalogue)L 1.1.17 Multi foreign currency processing with the capability to translate

foreign currency to CDN at market rate as defined by FinanceL 1.1.18 Archive and purge functionsL 1.1.19 Ability to produce ad-hoc user defined queriesL 1.1.20 Automated workflow capability including spending authority

approval process based on user-defined rules and parametersL 1.1.21 Effective dating of pricing, vendor information etc.L 1.1.22 E-Invoicing to link buyers and suppliers electronically to reduce or

eliminate manual invoice entry. Upload and reconcile invoices without manual intervention. Reduce or eliminate paper invoices.

L 1.1.23 Ability to have invoices separated into configurable work queues. Being able to assign invoice batches to accounts payable users. Ability to move invoices and assign from one queue to another manually or automatically. Ability to group invoices by vendor, location, batch, cost centre, etc.

L 1.1.24 Ability to highlight any discrepant invoices and move to a “resolution” queue and notify predefined authority for action

L 1.1.25 Provide clear audit trail (time/date stamp)of all approvals

2 Purchasing Vendor Response2.1 General Rating

(1-3)Comments

L 2.1.1 On-line requisitions, purchase orders and returns to vendor for stock and non-stock items

L 2.1.2 On-line approvals for requisitions, purchase orders, and returns.Capability to validate purchase request against pre-approved budgets (operating or capital projects) based on user-defined rules and parameters, before a purchase order is issues.

L 2.1.3 Capability to define purchase order types (e.g. standing/direct, receiving/non-receiving, no-charge, evaluation, etc.)

L 2.1.4 Standing or contract purchase orders with automated processes to: Match requisition line items to contracts For those items on contract, generate an order against the

contract Track quantities and dollars ordered on each contract

L 2.1.5 Buyer sourcing support to organize requisitions for non-contracted items by buyer based on buyer areas of responsibility

L 2.1.6 Ability to divide work to Buyers by different criteria (e.g. by commodity, vendor etc.)

L 2.1.7 Capability to handle Request for Proposal and Request for Quotation

L 2.1.8 Ability for Invoice verification within pre-set tolerancesL 2.1.9 Ability to set match rules based on PO types, receiving

requirements, vendor etc.Ability to update/edit PO’s (e.g. accounts codes, match rules etc.).

L 2.1.10 Automatic PO generation and delivery of request to vendors via email, post to suppliers portal for download and action

L 2.1.11 Blanket PO capability, multiple “ship to” on same PO, prevent requisition/PO approval or add additional approvals if no budget is available

3 Receiving Vendor Response3.1 General Rating

(1-3)Comments

L 3.1.1 Auto-retrieval of purchase order lines with capability to “quick-receive” all purchase order lines at once

L 3.1.2 Unit of measure conversion from purchasing units to stocking units by vendor

L 3.1.3 Exception management for underages, overages, and damages, etc.Tolerances for over and under receipts

L 3.1.4 Capability of handling multiple receiving locations (i.e. ship-to locations). Ability to view purchase orders by or receiving report by receiving location.

L 3.1.5 Capability to generate general ledger accrual entries, with complete audit trail, for purchase order line items received but not invoiced for purchase order line items received and/or returned but not invoiced/credited

L 3.1.6 Ability to reverse receivingL 3.1.7 Ability to receive at a central location and ship goods to remote

locations and track shippingL 3.1.8 Purchase Manager can automatically match invoice, PO and

receiving documents to ensure match. System is able to detect discrepancies and routes notifications to predetermined list of recipients for any resolution

4 Inventory Control and Management Vendor Response4.1 General Rating

(1-3)Comments

L 4.1.1 On-line requisition entry, pick list printing and verification, and returns to inventory

L 4.1.2 Possibility of more than one physical location for storage of inventory. Ability to have a physical location identifier and to issue inventory out of each location.

L 4.1.3 Re-order point (ROP) process to replenish inventory items which will: Automatically generate and authorize purchase requisitions for

inventory items, then;

Use those requisitions to generate and authorize purchase orders or releases, then;

Automatically transmit those purchase orders, via EDI or FTP to the vendors;

Calculate/suggest ROPs which incorporate lead times, demand & demand variance (demand planning)

L 4.1.4 Ability to store additional information on inventory stock such as expiry dates

L 4.1.5 Replenishment from central warehouse or supplierL 4.1.6 Capability to transfer inventory goods between inventoriesL 4.1.7 Inventory valued using FIFO (includes PST, non-rebateable GST,

and invoice price variances).User-defined criteria for accounting of extra charges (i.e. freight, re-stocking charges etc.).

L 4.1.8 Back-order processingL 4.1.9 Automatic generation of general ledger transactions with

complete audit trail (for issues, replenishments, transfers, write-offs)

L 4.1.10 Capability to use hand-held devices to enable top-up, cycle, or physical counts, and issues from inventory in all inventory locations

L 4.1.11 Access to bar code printersL 4.1.12 Ability to search through existing inventory before buyingL.4.1.13 Conduct searches based on vendor, SKU, category, etc.

5 Reporting & On-Line Inquiry Vendor Response5.1 General Rating

(1-3)Comments

L 5.1.1 User-defined search/select criteria for online inquiries with drill up or drill down capability, as well as online drill back to integrated systems

L 5.1.2 Ability to output reports in various electronic formats including spreadsheet (MS-Excel), internet, intranet, etc.

L 5.1.3 Ability to build reports using user-defined structure and/or query tools

L 5.1.4 Flexible on-line inquiries i.e. Outstanding P.O.’s by vendor, by item etc.

L 5.1.5 Ability to generate various user defined reports such as: vendor history, discounts earned, discounts lost, selection by P.O. #

L 5.1.6 Have a dashboard of reports designed to put actionable, up to date information at your fingertips. Use Spend data to analyse purchasing trends and evaluate vendors to identify volume purchasing opportunities and gain leverage in purchase negotiations

P- Payroll

1 Scheduling/Timekeeping/Time Entry Vendor Response1.1 Pay Rules & Earning Types Rating

(1-3)Comments

P 1.1.1 Payroll and Time system integration to produce a variety of earning types. Some examples are: Regular earnings Pensionable earnings Overtime Shift premiums Outside of standard hours premium On call overtime Standby overtime Overtime for working on statutory holidays Insufficient notice of schedule change overtime Call/overtime paid and banked WCB hours Relief premiums Meal allowances

All above earn types must be date sensitive. System must link daily time to effective dated rates.

P 1.1.2 All timekeeping data must match to correct positions. Employees may have multiple positions in different departments and in different unions.

P 1.1.3 System must automatically apply pay rules for STAT holidays which vary depending on collective agreement and labour standards for excluded employees and must also consider employee working type (e.g. for a compressed work week employee system needs to ensure that only the standard hours are attributable to STAT time with the remaining hours taken from the employee’s vacation bank)

P 1.1.4 Ability to report and calculate paid and unpaid hours and accruals in days and hours

P 1.1.5 System must support the automatic calculation for unpaid break time based on job type, shift, collective agreement and labour laws

P 1.1.6 System must allow for pay averaging with reconciliation quarterly. Example, nurses that have part-time hours that are fairly regular are paid the same amount of hours (average hours normally worked) each pay and quarterly the actuals are compared to amount paid and adjustments are made. System must allow for a receivable to be setup if negative balance owing.

P 1.1.7 Ability to pay groups of employees based on salary levelling and adjust for over / under balances. Example: Employees are paid the same amount biweekly but actual pay calculated by system is different for each biweekly portion.Must be able to capture and report attendance management information.

P 1.1.8 Ability to process pay on both a positive and exception basisP 1.1.9 Ability to change or override cost centre/job code/account number

on a transaction basisP 1.1.10 Ability of accepting prior period adjustments electronically from

outside scheduling/time capture systems and calculate retro-activity automatically by applying complex pay rules based on collective agreement and business rules

P 1.1.11 Ability for employees to report time on-line, manager approval of time card and time sign-off by Payroll

1.21.3 SchedulingP 1.2.1 System must support a flexible work schedule for an employee.

Employees can work 7.0 to 7.5 hours per day between the hours of 6:00 AM - 6:00 PM. Schedule employee works is requested by the employee and approval is based on operational need. Examples include compressed work week, fortnight, etc.

P 1.2.2 Automated workflow for employee to request leave/vacation, manager approval and flow through to payroll

P 1.2.3 Although employees currently do not work 24/7, the system must be flexible enough to accommodate shift schedules, shift differentials and pay in future

P 1.2.4 System allows for various working arrangements such as job sharing, work at home arrangements etc.

P 1.2.5 System must have controls within the solution to issue schedule warnings based on job type and collective agreement. Examples includes:

Nurses cannot be scheduled to work more than 52.5 hours without 2 consecutive days of rest,

Dentists/Physicians cannot be scheduled to work more than an average of 37.5 hours per week in a four week period.

P 1.2.6 Creation of schedules/rotations must include ability to schedule non work days (e.g. EDO) and on call hours/days

P 1.2.7 Ability for employees to ‘self-schedule’. Ability for daily time keeping at the employee level

P 1.2.8 Ability to track overtime, on call and standby provisions for the same shift and ensure employee is not being compensated more than once for the same service

1.41.5 Leave ManagementP 1.3.1 The system must allow for numerous leaves codes and apply,

accrue and carry over time automatically for complex business rules depending on collective agreement/type of employee. Example of codes:Medical Appoint Leave for Pregnant Employees: Public Service Agreement allows for 3.75 hours of paid time off for the purpose of attending routine medical appointmentsVolunteer Leave: 7.5 hours of leave with pay per yearFamily Leave: maximum of 37.5 hours in a fiscal year for family responsibilities for Public Alliance Agreement, FNHA uses sick bank (8 days + 2 discretionary days) and can access up to 5 days without payBereavement Leave: days off with pay, different rules based on type of employee (collective/agreement vs. FNHA)Court Leave/Jury Duty : different rules based on types of employeePersonal Leave: Public Alliance Agreement allows for 7.5 hours of leave with pay for personal nature (do not carry forward)Maternity Leave without Pay, Maternity Allowance and Parental Leave without Pay: varying business rules depending on collective agreement, note: Maternity & Parental Allowance for Public Service Alliance allows for each week the employee is receipt of employment insurance, to receive the difference between 93% of their weekly rate and the benefitLeave without Pay: various leaves without pay with varying business rules depending on collective agreement

P 1.3.2 System must calculate maternity/parental leave allowance based on collective agreement and employment insurance regulations

1.61.7 ReportingP 1.4.1 Reporting

Track time by program and by employee Attendance reports by department and on individual

employees Exception reporting on sick leave, vacation taken, leaves,

etc. Individual payroll reporting, e.g. What employee was paid in a

pay period

2 Payroll Vendor Response2.1 General Rating

(1-3)Comments

P 2.1.1 Bi-weekly payroll processing for all employees within the company as described herein. The solution must calculate all earning, deductions and allowances for all employees utilizing various compensation models. Payroll system will be configured to process all pay structures, benefits and other entitlement calculations in accordance with the First Nations Health Authority Policies and Procedures (which are in the process of being defined) and the collective agreements.

P 2.1.2 The solution most also support all government requirements (CRA etc.) and Employment Standards Act and must be fully auditable

P 2.1.3 The solution will allow for payroll test runs/pre-processing payroll audit and correction (pay preview)

P 2.1.4 The solution must support and automatically calculate rate of pay and determine appropriate earning code for employees working under multiple Federal collective agreements including accruals. Collective agreements are found in the body of this RFP. Given this, the solution must be capable of applying and calculating regulatory and collective agreement language to time and payments for various combinations of multiple locations/certifications/status and concurrent jobs.

When the current agreements expire, the system will require reconfiguration to support new collective agreements and must support this activity is an easy, cost effective manner.

P 2.1.5 System supports pay rates that can be expressed as hourly, monthly and annual. Conversion between pay rates based on standard work week defined in collective agreements and within the body of this RFP. Hourly rate must be capable of 5 decimal places.

P 2.1.6 Seamless integration with other modulesP 2.1.7 Ability to process payroll without blocking access from usersP 2.1.8 Audit trails for user created changes and overridesP 2.1.9 Ability to access on line documentation relating to interpretation

of collective agreements, Employment Standards, CCRA regulations

P 2.1.10 Ability to archive data and retrieve or access selected archived data

P.2.1.11 Must be able to export pay register into both an MS Excel (for reporting) and PDF for audit formats in a one step process

P 2.1.12 Support for varying overtime bank rules. OT can be compensated in cash or the employee can, with approval, request that the overtime be compensated in equivalent leave with pay. Business rules are applied depending on collective agreement/excluded employee for the banked OT maximums and carry-over.

P 2.1.13 Ability to support multiple CRA and RP numbers and separate pay areas within CRA/RP numbers

2.22.3 Employee Base InformationP 2.2.1 Basic information required to produce T4/T4A including

enrolment in appropriate Employment Insurance groupP 2.2.2 Default benefit/deduction enrolment for specific groups on

hire/transferP 2.2.3 Employee position and rate details as defined by

department/union affiliation/classification/occupation/statusP 2.2.4 Tracking and managing of various pay arrangements including

acting pay when the employer requires the employee to substantially perform duties of a higher classifications for at least 3 consecutive working days or shift

P 2.2.5 Ability to assign variable work week criteria by employee (not by position) and relevant overtime rules

P 2.2.6 Employee history for positions, rates and benefits/deductions maintained

P 2.2.7 For terminated employees, history of unused sick leave, vacation and severance pay-outs must be maintained.

P 2.2.8 By employee, system must support a mix of work week (37.5 hours per week, 35 hours per week)

P 2.2.9 For term employees, vacation, benefits and pension are dependent on contract term and hours worked. Based on terms of contract and hours worked , system must have ability to automatically transfer from:

Term under 3 to term under 6 Term under 6 to term over 6 Casual to term status Term to indeterminate/permanent Casual to indeterminate/permanent

P 2.2.10 System must be able to enrol term employees in selected accruals and benefit programs based on maintaining a specific number of hours worked in a year

P 2.2.11 Ability to store non-paid employees such as Board of Director, volunteers, etc.

2.42.5 Payments – Earnings ProcessingP 2.3.1 Unlimited earning codes with processing based effective/ending

dates.P 2.3.2 Ability to produce off-cycle and on-demand cheques (issued

through the payroll vs. account payable) or direct depositsP 2.3.3 Ability to perform what if scenarios for gross to net calculations or

net to gross calculationsP 2.3.4 Daily timekeeping data and earning amounts summarized by

day/position/earn typeP 2.3.5 System payroll process must recognize effective date of wage

tables and date driven increments.P 2.3.6 Payroll process must interpret and apply date sensitive premium

rates and allowances defined in the collective agreements. System must also have the ability to apply allowances to employees acting in position that have defined allowances.

P 2.3.7 Payment of one-time expenses such as membership dues, educational re-imbursements

P 2.3.8 System must interpret, calculate and apply different union dues and union dues calculations dependent on union enrolment

System must be able to ‘suspend’ dues for a union member acting in an excluded position and resume at the end of the acting period automatically

P 2.3.9 System must be capable of processing mass pay outs of overtime banks for selected union and specific overtime banks

P 2.3.10 System must calculate “in lieu” pay based on employee eligibility i.e. casual vacation at 4%. Where applicable “in lieu” pay must be converted to hours for use in calculating other accruals or benefit premiums (casual employee may move to term status dependent on length of time worked i.e. maximum 90 days spread over a period of 6 months or more)

P 2.3.11 System must have ability to allow for prior to pay period adjustment including the calculation of retroactivity

P 2.3.12 System must calculate retroactive adjustments by individual employee, selected occupations; selected union groups; earning types

P 2.3.13 System must calculate retro on retro paymentsP 2.3.14 Ability to pay retroactive in a special pay cycle (off cycle)P 2.3.15 System must have separate earning codes for WCB reimbursable

pay and generated WCB pay for both non net pay and net pay WCB.

P 2.3.16 Ability to cost retroactive payments by union, classification by fiscal year

P 2.3.17 Ability for system to calculate severance pay (both RRSP eligible and non-eligible) based on either hours or service dates as per collective agreements

P 2.3.18 System must be capable to calculate final payment for terminated employees including automatic accrual and pay out of vacation earned and banked overtime to last day of work

P 2.3.19 Ability to reimburse employees for non-taxable allowances e.g. meal allowances for employees working overtime

P 2.3.20 Ability to process and account for taxable allowances/benefits e.g. remote location allowance, education allowance, nurse in charge allowance, fuel and utilities allowance, retention allowance.Ability to process allowances based on monthly rates.

P 2.3.21 Ability to pay Graduated Return to Work hours as per collective agreements and insurance company formula

P 2.3.22 Taxable earnings/deductions must be accounted for by employer business number and payroll account i.e. FNHA casual employees who do not receive benefits must be allocated to a separate payroll account as EI premiums are different.

P 2.3.23 Ability to pay and track salary top up on Short Term Illness and Injury Plan (STIIP) based on length of service and completion of 3 month probationary period. System must recognize sick days reported over the minimum of 3 uninterrupted days before STIIP is initiated. STIIP service provider pays 60% of salary for a period of up to 17 weeks.Example of length of service requirements:

Employee who have completed 3 month but less than 1 year of service will receive 2 weeks at 100% of their base salary (40 % top up) and 15 weeks at 60% of their base salary (paid by service provider)

Employees who have completed 1 year but less than 3 years of service will receive a benefit of 4 week at 100% (40% top up) of their base salary and 13 weeks at 60% of their base salary (paid by service provider)

Employees who have completed 3 years but less than 5 years of service will receive a benefit of 8 weeks at 100% (40% top up) of their base salary and 9 weeks at 60% of their base salary (paid by service provider)

FNHA may move to an accumulated sick leave program and the system must be able to support this requirement in addition to above

P 2.3.24 System must suppress payments from accrual banks when banks have been drawn to zero or a predefined positive or negative balance. Allow payments to a predefined negative balance should be controlled at group or employee level

P 2.3.25 System must allow ability to override wage rates on specific transactions with complete audit trails

P 2.3.26 Ability to distribute salary/wage expense as a fixed percentage between multiple cost centres

P.2.3.27 Automatic calculations of complex overtime rules. OT rules depend are collective agreement and employee types. Overtime calculations are very complex and details of calculations are articulated in the various collective agreements and are subject to change as a result of bargaining unit negotiations on renewal.General examples for illustrative purposes:Public Service Alliance:

Employees are entitled to compensation at time and half for the first 7.5 consecutive hours of over time

Employees are entitled to compensation at double time for all the overtime hours worked in excess of 7.5 consecutive hours of overtime in any contiguous period

Employees required to work on the 1st day of rest are entitled to compensation at time and half.

Employees required to work on a 2nd or subsequent day of rest are entitle to compensation at double time

If employees are working a variable work week, all overtime is calculated at time and three quarters.

Current FNHA: The first 5 hours of overtime are paid at straight time;

between 40 – 48 hours employees are paid at time and half; anything over 48 hours paid at double time

Daily – overtime at 1.5X for hours over 8 and 2X for hours over 12

Weekly – at straight time for hours over 35, 1.5X for hours over 40 and 2X for hours over 48 Overtime hours already accounted for in the daily calculation are not included when calculating weekly overtime

2.62.7 Payments – Benefit / Deduction ProcessingP 2.4.1 Unlimited benefit and deduction codes with processing based

effective/ending dates.Premiums can be based on monthly amounts, variable by family group size for benefits such as BC Medical, Dental and Extended Health, as a percentage of salary for benefits such as pension, CCP, EI and as an amount per $1000 of coverage for disability and LTD.

P 2.4.2 Ability of system to automatically start benefit deductions when employee has reached 3 month eligibility period.

P 2.4.3 Canadian/Provincial tax calculations for both T4 and T4A earnings; CPP/EI requirements and accumulated by employer business number accounts

P 2.4.4 Ability to reconcile year to date contribution totals and year to date deduction totals for audit and remittance calculation purposes

P 2.4.5 System must be capable of processing retroactive adjustments for benefits and deductions based on effective dates

P 2.4.6 System must have the capability of self-paid employee benefits for employees that are on leaves that do not qualify for benefits. Examples of leaves that may not qualify for benefits are personal leaves.

P 2.4.7 For self-paid employee benefits, system must have ability to setup an employee receivable where insufficient net pay is available to deduct specified deductions. Receivable to be processed on next payment. Ability to convert receivable to a payment schedule and/or ability to apply employee personal cheque to current receivable and future receivables.

P 2.4.8 Capability to process multiple pension plans where employee and employer contributions vary (potential future requirement)

P 2.4.9 System must accumulate and report contributable service and pensionable service both monthly and on an annual basis

P 2.4.10 Ability to process “defined contribution pension plans” with employee contribution based on optional levels of contributions. Pension adjustment must be reported on T4’s for this plan

P 2.4.11 Ability to account and report on employer paid benefitsP 2.4.12 Benefit/deductions processing controlled by specified periodsP 2.4.13 System must be able to apply one time miscellaneous deductions

without enrolment including import of data from spread sheetsP 2.4.14 System must track advances issued to employees. Recovery of

advances by specific amounts, designated pay periods or automatic upon transfer or termination

P 2.4.15 Ability to record and process flexible benefit programs (potential future requirement)

P 2.4.16 Ability to split benefit costs between employee and employer by individual benefits for groups of employees and individual employees

P 2.4.17 Ability to support continued employer contributions for benefits while employees are on leave (‘inactive’ status), including flowing the G/L and remittance to provider

2.82.9 Payments DistributionP 2.5.1 Payments which result in zero or negative net pay are processed

by the system including : Update of appropriate accumulators and accruals Pay advice is produced (negative net cheques are voided)

P 2.5.2 All payments, including direct deposits, cheques and voided payments have payment advices (both printed and on-line). The payment advices include: Payment information (cheque number, employee ID,

employee name, cost centre, pay date, pay period, etc.) Earnings summarized by payment advice earnings category

and pay rate. Hours, pay rate, and dollar amount are printed for each category.

year-to-date gross pay amounts current year vacation balance sick bank balance banked overtime balance current and year to date employee deductions and

employer contributions indicator on advice where to distributed pay advice

The information that is included on the advice is controlled through a table.

P 2.5.3 User defined messages on pay advises at group or individual levels

P 2.5.4 Cancelled cheque process includes reversal of accumulators/accruals

P 2.5.5 Ability to provide multiple direct deposits on a percentage basis or in combination with a constant amount

P 2.5.6 System must provide options in sorting of printed pay advises and cheques with ability to override at employee level

2.102.11 TransfersP 2.6.1 System must be able to process mid pay period transfers

including appropriate updating of accumulator and accrualsP 2.6.2 For employee acting in positions longer than a set period of time

(i.e. 4 months), the system must allow the employee to reside in more than one position.

History must be maintained at both position and employee levels.P 2.6.3 Automatic enrolment in benefits based on status

P 2.6.4 System must automatically adjust wage, accruals, accumulators and service dates for transfers that are processed retroactively

P 2.6.5 Where employee transfers from full time or part time to casual status vacation and banked overtime/vacation banks are automatically paid out after accounting for scheduled vacation or banked time taken in the current pay period. Ability to override where penalties are applicable.

P 2.6.6 System will automatically create retroactive earnings adjustments for cost centre, occupation, status changes to employee records, general ledger and other costing systems

2.122.13 Terminations/LayoffsP 2.7.1 System is capable of handling mid pay period terminations and

rehire in same pay periodP 2.7.2 Where employee terminates employment vacation and banked

overtime banks are automatically paid after accounting for scheduled vacation or banked time off in the current pay period.

A.M / P.M. capabilities in system to track half day terminations and layoffs.

P 2.7.3 Ability to reset accrual banks to zero upon termination.

Ability to leave sick bank accruals open for two years after employee layoff as per collective agreements. If employee is rehired within two year period, accumulated sick bank hours are reinstated.

P 2.7.4 System automatically generates Record of Employment on termination or other eligible breaks of service or ability to interface with HRDC for the production of Records of Employment

P 2.7.5 System must enter expiry day on benefit coverage and other deductions upon termination

P 2.7.6 When employee is laid off, ability to calculate severance pay outs based on language in collective agreement. If employee is rehired, system must have capability to track subsequent layoffs and ensure employee is not double paid for years of service.

2.142.15 Leave of AbsencesP 2.8.1 Ability for the system to track paid and unpaid leave of absencesP 2.8.2 Service and benefits must continue to accrue for maternity and

parental leaves as defined by then Employment Standards Act and collective agreements

P 2.8.3 System must accumulate continuous unpaid leaves over annual defined periods i.e. must not reinstate accrual of service and benefits each year where there has not been a return to work

P 2.8.4 System reports when employee has reached or exceeded annual unpaid leave of absence limits

P 2.8.5 System must track union paid leaves of absences by day

3 Accruals Vendor Response3.1 Vacation Bank Accruals Rating

(1-3)Comments

P 3.1.1 System must be able to support multiple (6+) vacation plans based on collective agreements and job types including the automatic calculation/accrual of vacation credits earned. Example:Current Public Service Alliance Agreements rules:• Vacation calendar from April 1 to March 31• Each calendar month in which an employee has earned at least 75 hours pay the employee shall earn vacation leave credit at the following rate:• 9.375 hours until the 8th anniversary of service• 12.5 hours from 8th anniversary of service to 16th anniversary of service• 13.75 hours from their 16th to their 17th anniversary of service• 14.4 hours from their 17th to their 18th anniversary of service• 15.625 hours from their 18th to their 27th anniversary of service• 16.875 hours from their 27th to their 28th anniversary of service• 18.75 hours commencing on their 28th anniversary of serviceCurrent FNHA rules:• Level 1-6 with less than 3 years of service earn 3 weeks vacation• Level 1-6 with 3+ years earn 4 weeks vacation• Level 1-6 with 10+ years is 5 weeks vacation• Level 7-9 with less than 3 years service is 4 weeks vacation• Level 7-9 with 3+ years is 5 weeks vacation• Level 7-9 with 10+ years is 6 weeks vacation• After 10+ years of service each employee receives an additional 5 days on every 5th anniversary year – these days have to be used in the year they are provided.

P 3.1.2 System must allow vacation banks to be negative to a pre-set maximum (e.g. after six months of continuous service the employee is allowed to use their anticipated annual vacation hours earned prior to earning them)

P 3.1.3 System must accumulate and report balances, earned and taken by vacation year

System must be able to support a vacation allotment annually (vs. being earning)

System must have ability to account for vacation where the vacation earn year and vacation take years are different

Where earn and take years are defined differently employees may take vacation before they are earned. System must accommodate negative vacation balances for a defined date range

Vacation is earned based on eligible hours processed in a pay period

Ability for system to accumulate vacation while employees are on Workers’ Compensation leave based on collective agreement rules

Ability for system to produce projected vacation entitlement reports

Ability to identify employees who are eligible for supplementary vacation entitlement based on years of service and track supplementary vacation earned and taken

Ability for system to adjust an employee’s vacation service date when eligible unpaid leaves of absences are accumulated within the calendar yea

P 3.1.4 System must allow for multiple vacation/sick carry-over rules based on collective agreements and job types. For example:Public Alliance Agreement:

unused vacation leaves credited portions shall be carried over into the following vacation years to a maximum of 262.2 hours of credit;

all vacation credits in excess of 262.5 hours shall be automatically paid in cash at the employee’s daily rate of pay.

Current FNHA: Annual vacation must be used during the fiscal year

in which it is earned with the exception of 5 days that can be carried forward but must be used within the first 90 days of the calendar years.

Vacation leave credit not used is paid out after application of previous rule.

3.23.3 Sick Bank AccrualsP 3.2.1 Multiple sick accrual plans can be accommodated, each with

different sick accrual rates and different sick balance maximums and minimumsFor example:PSAC agreement: employees earn 9.375 hours for each calendar month for which the employee receives pay for at least 75 hours. These hours can be accumulated with no maximumFNHA: Employees earn 10 personal days (8 sick days and 2 discretionary days) for each fiscal year. Employees hired at the beginning of a month between the 1st and the 14th will receive a full accrual for that month. Employment commencing on or after the 15th of a month will receive 50% accrual for that month. Unused day cannot be banked or carried forward into the following fiscal year. Absences of more than three consecutive days will result in a short term disability claim.

Where sick time taken exceeds balance, available time taken greater than the balance available will be converted to unpaid sick leave except where specific memorandum of agreements allows negative sick balances to a specified amount.For example: PSAC agreement allows negative sick leave 187.5 hours on employer approval. To be recovered from any future credits earned.

Ability to report attendance by day by employee, absence rates and patterns

Ability of system to track frozen sick balances from terminated employees for a period of two years after termination. If the employee is rehired within the two year term, frozen sick balances are reinstated. Any sick time used must deplete frozen sick balance first

3.43.5 Special Leave AccrualsP 3.3.1 Multiple special leave accrual plans are accommodated, each

with different special leave accrual rates and different special leave balance maximums and minimums

Where special leave taken exceeds the available balance time taken greater than the balance available will be converted to unpaid leave except where specific memorandum of agreements allow negative balances to a specified amount

The different types of special leave are identified through use of different earnings types (e.g. Marriage leave, compassionate leave, etc.)

3.63.7 Banked Overtime AccrualsP 3.3.1 Hours posted to overtime bank must be expanded to straight

time equivalent of overtime rates e.g. 1.0X, 1.5X,1.75X or 2.0X

Ability to track overtime banks by dates defined in collective agreements

System must be able to pay out overtime banks by union and specified bank as defined in collective agreements

4 Accounting/Budgeting Vendor Response4.1 General Rating

(1-3)Comments

P 4.1.1 System must include an automated cheque reconciliation process which reconciles cheques issued by the institution against cheques cleared through the Bank. The Bank provides information on cheques cleared through an electronic medium.

P 4.1.2 Ability to assign expenditure coding on a pay code by pay code basis

P 4.1.3 General Ledger interface includes by account code:a) Paid hours and dollarsb) Other dollars e.g. qualification differential, allowances, shift

premiums etc.c) Hours and value of vacation earnedd) Hours and value of overtime bankede) Hours and value of vacation and overtime taken as paid time

off or paid outf) Benefit dollars

g) Control totalsP 4.1.4 Ability to load budgets at a position and earnings code levelP 4.1.5 Ability to have Medical, Dental and Extended Health Plan

premiums calculated for each employee and reconciled against the premiums specified in the benefit plan carrier electronic invoices (if provided)

P 4.1.6 Ability to cost “what if scenarios” at employee level and at specified organization levels

P 4.1.7 Vacation earned is expensed to the cost centre where it was worked. The vacation earned (hours and dollars) is also credited to a global vacation liability account by entity. When vacation is taken, the vacation liability account is drawn down.

P 4.1.8 Banked overtime is expensed to the cost centre where it was earned. The banked overtime (hours and dollars) is also credited to a global banked overtime liability account by entity. When banked overtime is taken, the banked overtime liability account is drawn down.

P 4.1.9 Ability for system to reconcile vacation earned/banked overtime liabilities

P 4.1.10 System generated year end accruals (reversals) for salary, wages benefits and accruals

5 Reporting Vendor Response5.1 General Rating

(1-3)Comments

P 5.1.1 Ability to produce Public Bodies reports compliant with legislationP 5.1.2 Annual pension report and transmission fileP 5.1.3 Ability to report breaks in service and change of status to pension

planP 5.1.4 Statistics Canada ReportP 5.1.5 Complex cost centre labour reports available by electronic

distribution (actual/budget)P 5.1.6 Projected vacation entitlement reportsP 5.1.7 Vacation/banked overtime liability reportP 5.1.8 Ability to output reports to electronic format for various desktop

applicationsP 5.1.9 Ability to use multiple report writing tools depending on user

ability.P 5.1.10 User defined search/select capability to printed and electronic

reportsP 5.1.11 Ability to define multiple reporting structures for varying reporting

requirementsP 5.1.12 Ability to provide key data elements to data mart or data

warehouseP 5.1.13 Full on-line reporting where required data can be generated by

individual managers. Employee attendance, vacation, wage expense information can be accessed by managers by drill down capability

P 5.1.16 Ability to identify non-active casuals

H Human Resources

1 Self Service Vendor Response1.1 Employee Rating

(1-3)Comments

H 1.1.1 Ability for employees to update base demographic information with appropriate audit trails (including address, contact details, emergency contact, dependent information, family status, employment equity data)

H 1.1.2 Ability for employees to update direct deposit information account (with validation techniques applied) and distribution information

H 1.1.3 System must provide option for employees to receive direct deposit pay advice and accrual information via web access

H 1.1.4 Ability for employees to enrol in specified benefits or other optional programs or deductions

H 1.1.5 Ability to employees to view their employee record including job, salary, position and performance data

H 1.1.6 Ability for employee to request vacation, leave, education, etc.H 1.1.7 Onboarding: Automatic work flows on hire so the employee can

update address, confirm demographic data, provide bank account for direct deposit, and complete tax forms and ideally, the employee can read and acknowledge key policies such as Standards of Business Conduct and acknowledgment will be stored on the employee record and can be reported on for audit purposes.

H 1.1.8 Apply for internal positions1.21.3 Manager

H 1.2.1 Ability for managers to access and drill down salary and benefits

for specified cost centresH 1.2.2 Ability for manager to approve requests initiated by employees

and managers to initiate and approve requests for leaves, education training etc.

H 1 .2.3 Ability for managers to initiate changes to employee salary, job, request position management changes, position requisition and update employee performance plans

H 1.2.4 Ability for alerts to managers when their employees are due past due for a review (salary or performance)

H 1.2.5 Ability for manager to run standard reports and create ad hoc reports for their business units

2 Work Flow Vendor Response2.1 General Rating

(1-3)Comments

H 2.1.1 System should automatically provide workflow information to appropriate positions for:

New hires Transfers Wage changes Terminations Leaves of Absence Benefit enrolment and coverage and other miscellaneous

deductions General ledger and costing Self-service transactions Sophisticated workflow is required that is action

dependent and can automatically route requests for changes to the appropriate team.

H 2.1.2 Automatic workflow that can support up to 5 level of approval (e.g. approval goes from manager to senior business leader to HR to Finance to Payroll)

H 2.1.3 Ability to enter future dated activities outside of the current pay period and have this data flow to other modules (such as employee asset provisioning in preparation of hire)

3 Job Details & Position Control Vendor Response3.1 General Rating

(1-3)Comments

H 3.1.1 In general, this section concerns the ability to manage the cost and allocation of human resources in the organization by tracking and reporting on all real positions, vacant or filled, budgeted or unbudgeted.

H 3.1.2 Ability for employees to be assigned to more than one position as part of their regular duties

H 3.1.3 Ability for one job to have many positions associated with itH 3.1.4 Ability for positions to have unique identifiers and appear in only

one organisation unit and be assigned to only one jobH 3.1.5 Ability for more than one employee to be assigned to a single

position. For example, when one employee is transitioning out of a position and a new person is being trained, the system must have the capability of allowing both employees to be assigned to the same position.

H 3.1.6 Ability to pay two employees assigned to the same position when one employee is on a leave

H 3.1.7 Ability for employees to leave their home or base position for long periods of time, while occupying multiple temporary positions

H 3.1.8 Ability to have employees report to multiple cost centres and to people in a matrix

H 3.1.9 Ability to identify how many budgeted positions are filled and how many are vacant; showing by classification, cost centre or rate of pay

H 3.1.10 Ability to show an employee placed in one position as a primary assignment and seconded in a second position at a different salary and in a different organizational unit, with the costs being borne by the first organizational unit

H 3.1.11 Ability to show a part time employee placed part time in one position as a primary assignment and acting part time in a second position at a different salary and in a different cost centre, with the costs being borne by the first cost centre. The employee will work full time hours while retaining part time status.

H 3.1.12 Ability to override the systemH 3.1.13 Ability to handle a job share where two part time employees are

assigned to a single full time position

H 3.1.14 Ability to identify all the employees who are in acting or seconded assignments and simultaneously identifies their home/base assignments

H 3.1.15 Ability to selectively increase wages by either job category or increment step

H 3.1.16 Ability to adjust employees salary who have “ported service” from another employer can be handled

H 3.1.17 Ability for a position to be assigned to multiple cost centres with the split being assigned on a percentage and/or dollar basis

H 3.1.18 Ability to assign cost centre coding on an individual employee basis for two employees assigned to the same position. For example, when the primary employee is on a maternity leave, the primary employees cost will be coded to a universal maternity cost centre and the acting employees cost will be coded to the home cost centre.

H 3.1.19 Ability to have an employee report into one organization unit but be paid by another via payroll/time capture

H 3.1.20 Ability to define hours that equate to one FTE based on employee group (i.e. Excluded staff 1.0 FTE is defined based on a 35 hour work week and for union staff 1.0 FTE is defined based on a 37.5 hour work week)

H 3.1.21 Ability to associate skills, qualifications, assets (Black Berry, laptop) and training to jobs. This will auto-populate to the position data which can be overwritten to reflect any nuances at the position level

H 3.1.22 Ability to define various job attributes such as salary grade, union, job family, occupational group (minimum 3 character code), sub occupation (minimum 3 character code) group, level (two charter/numeric code) and union as described in Job Details section of RFP body and auto populate position data with this information but allow data to be overwritten at the position level

H 3.1.23 Automated workflow for the creation/edit of position management information

H 3.1.24 Full audit trail for record update including user, change and date & time stamp

H 3.1.25 Full reporting on job and positions including reporting on both active and inactive incumbents within one role, budget and forecasting reporting and vacancy tracking

H 3.1.26 Ability to report breakdown of position/budget/FTE details based on team, business unit, division, geographic location, job

H 3.1.27 Store and management position review dates and effective date (start and end dates), system must store position history

H 3.1.28 Ability to store ‘Reports To’ data at the position level by role which looks-ups and displays manager name within the position screen and within the employee position screen

H 3.1.29 Automatic update of “Reports To:’ data in incumbent record when manager changes positions without running a separate program/script

3.23.3 Organization DataH 3.2.1 Ability to automatically create Organization Charts starting at any

given level, position or person dynamically generated and providing formatting options

H 3.2.2 Ability to maintain organization structure, hierarchies and reporting relationships, both direct and indirect

H 3.2.3 Ability to store multiple organization structure with start and end dates given the evolving organization

H 3.2.4 Ability to store business unit data such as geographical location

4 Compensation Management Vendor Response4.1 General Rating

(1-3)Comments

H 4.1.1 Ability to manage compensation as described in the Compensation Management section of the RFP body including the support separate compensation models for union and non-union groups

H 4.1.2 Union: Ability to store for each job, an average of 5 salary grids with each grid having 5 effective dates for each increment band with each increment bank having a maximum of 12 bands

H 4.1.3 Excluded: Ability to support three tiers: Salary Group, Salary Level and Salary Band. Within each band the system needs to support 5 salary levels (min-max).

H 4.1.4 Ability to mass update salary data either within the system or by import

H 4.1.5 Ability to prepare what-if scenarios to facilitate the design and/or determine impact of compensation changes

H 4.1.6 Annual Salary Review (Online MSS and ESS process with workflow)- processing of annual market and merit adjustments- Automate union step adjustments and seniority compensation entitlements- Flexibility to accommodate various salary/incentive programs for different employee groups

H 4.1.7 Reporting & forecasting capabilities for annual compensation reviews (including potential future requirement to support multiple score cards), general market adjustments and merit Increases

H 4.1.8 Linkage to Performance Management Module to view current employee performance rating

H 4.1.9 Future requirement: ability to support variable pay (bonus/incentive) programs

5 Skills/Competencies & Qualifications Management Vendor Response5.1 General Rating

(1-3)Comments

H 5.1.1 Skills/Competencies: Maintenance of Skills table. Ability to track skills at the job and position level and can also be attached to the employee record so this data can be used for reporting and gap analysis. At the job level, the skill has two tiers, a category and the skill itself. At the employee level, the employee will be assigned the skill and a level, there will be three levels (basic, intermediate, advanced/expert); there is the potential to further transition to a competency based model and the system must be flexible enough to accommodate this type of change easily and in a cost effective manner.

H 5.1.2 Qualifications: Maintenance of Qualifications database. Ability to categorize Qualifications and associate with both jobs/positions and employee for reporting and gap analysis. It is mandatory to track qualifications based on job/position (e.g. the tracking of nursing licenses). Qualification tracking must include date acquired, expiry date, issuing body and category. Upload of electronic copies of licenses, certifications, credentials, etc. to the employee record is required.

H 5.1.3 Other: Tracking of medical test and immunizations is required dependent on job duty and location performed.

H 5.1.4 Automated workflow for the update of skill & qualifications from employee to manager to HR

6 Performance Management Vendor Response6.1 General Rating

(1-3)Comments

H 6.1.1 Ability to track and manage employee perform plans as described in the Performance Management section of the RFP

H 6.1.2 Ability for Managers to enter on-line performance goals for employees that are a cascade of Business Goals > Divisional Goals > Individual Goals, each goal to contain a weighting

H 6.1.3 Ability for Managers to update/rate employee performance plan goals on-line and automatic scoring of each goal based on rating and weighting and determine an overall performance score/rating

H 6.1.4 Automated workflow for the end-to-end annual performance plan process

H 6.1.5 Ability to link with Learning and Development module

7 Learning, Development, Career and Succession Planning

Vendor Response

7.1 General Rating (1-3)

Comments

H 7.1.1 Learning: The desired end state will provide the tracking of employees’ education (internally and externally – including mandatory training such as privacy), training costs (including travel costs related to training), training quality and automated workflow for employee training requests and manager approval of training. Specific jobs/positions require specific training to be completed. Linkage to other modules such as Performance Management.

H 7.1.2 Development: The desired end state will provide tracking of development opportunities such job shadowing, secondments, acting assignments and mentoring programs (including tracking of mentor, mentee, goals and outcomes).

H 7.1.3 Other: On-boarding training and other requirements. Tracking of required courses (e.g. privacy education on hire) and policy acknowledgment (e.g. annual review and acknowledgement Standards of Business Conduct Policy).

H 7.1.4 Career & Succession Planning: Career Mapping is documented with the employee’s performance plan. Succession planning for the Executive bench will require that skills, qualifications, training and competencies are attached to the job/position and at the employee level so gap analyses can be produced. On this data, the performance information for the employee will be layered.

8 Benefits, Disability and Pension Vendor Response8.1 General Rating

(1-3)Comments

H 8.1.1 Ability to track dependent informationH 8.1.2 Ability to track and manage benefit coverage for the employeeH 8.1.3 Ability to support both Traditional and Flexible benefit plan

administrationH 8.1.4 Ability to support multiple benefit plans with varying employee

and employer contributionsH 8.1.5 Ability to report on employee and employer contributions

aggregated by plan or cost centre or other reporting criteriaH 8.1.6 Ability to automate the import of provider deduction files into the

payroll process (EDI)H 8.1.7 Ability to calculate and send provider eligibility information and

employee profile details to establish benefit plan for the employee based on the employee type/collective agreement eligibility rules

H 8.1.8 Ability to report and remit benefit provider paymentsH 8.1.9 Automatic calculation of eligibility for benefit and pension plans

based on hours worked/tenure and employee type (union/non-union, Executive/Non-Executive, full-time/part-time, etc.)

8.28.3 Disability ManagementH 8.2.1 The current strategic direction is to outsource disability

management to an external third party. This third party will manage cases and provide reporting (including costs of claims to the organization) and recommendations to manage claims to reduce costs and occurrence. Proponents are asked to quote if they provide this Service.

8.48.5 PensionH 8.3.2 Ability to support a defined benefit plan with both the employer

and the employee contributing to the plan (Municipal Pension Plan)

H 8.3.3 Contribution payroll deductions, reporting and remittance to the pension plan processes must be automated

H 8.3.4 Calculation of eligibility based on hours/time worked combined with the employee status/type

H 8.3.5 Ability for the current Excluded FNHA employees to opt out of the pension plan but new and union employees must participate

9 Occupational Health & Safety Vendor Response9.1 General Rating

(1-3)Comments

H 9.1.1 Recording of accidents/incidents detailing date and time of event, name and address of person(s) involved in event (person injured), location of event, description of event, attending first aid/medical team name and address, nature of injury, tracking of filing with WCB

H 9.1.2 Recording of investigations noting investigator and results/observation including a classification of cause

H 9.1.3 Recording of corrective action take as a result of investigations including training programs created as a result

H 9.1.4 Tracking of WCB claims (status, costs etc.), cost of incident including WCB claim and other

H 9.1.5 Training for preventative measures to avoid/reduce Occupational Health & Safety incidents (stored in L&D module)

H 9.1.6 Reporting to meet all regulatory and compliance WorkSafe BC & JOSH reporting requirement

10 Job Requisition and Applicant Tracking10.1 General Rating

(1-3)Comments

H 10.1.1 On-line requesting by Managers of requisitions for job posting integrated with position management module (only authorized positions can be posted; if position does not exists manager is re-directed to the ‘Add Position’ workflow)

H 10.1.2 Full on-line tracking of job postingsH 10.1.3 Full on-line tracking of candidates, candidate ranking, candidate

screening (including various reference and other checks),

candidate testing, candidate responses to qualifying questions and candidate policy review & acknowledgement

H 10.1.4 Ability to have “General” Job Postings to allow for candidates to apply to for futures positions and/or upload of unsolicited resumes by HR

H 10.1.5 Automated processes to ensure data retention aligns with policyH 10.1.6 Ability to maintain of candidate pools (e.g. nursing pool),H 10.1.7 Ability to link candidate skills & qualifications with job/positions

skills and qualifications to determine fit and rank candidatesH 10.1.8 Mechanism required to track opportunities that are filled via

government programs, co-ops etc.H 10.1.9 Once a position is accepted, generation of offer letter pulling from

Candidate file and Position Management Info (both internal and external candidates) while allowing HR to overwrite pertinent data

11 Discipline Tracking11.1 General Rating

(1-3)Comments

H 11.1.1 Ability to track discipline at the employee level, Attributes include: Unique Discipline record ID #

Category of offense Date of offense Location of offense Employee’s name Auto-population of business unit, line manager,

bargaining unit, collective agreement and union representative for the employee

Action date Action taken

H 11.1.2 Security must be such that although the modules are linked so the Discipline module can pull employee’s manager, business unit, bargaining unit, collective agreement and union rep to populate the record, discipline must not be indicated or appear to be linked on the employee record and must only be viewable/editable by select HR roles

12 Grievance & Dispute Resolution12.1 General Rating

(1-3)Comments

H 12.1.1 Ability to support a formal grievance procedure with up to four levels of grievance escalation: Attributes collected include:

Unique Grievance record ID # Who has filed the grievance Auto-population of business unit, line manager,

bargaining unit, collective agreement and union representative for the employee

What the grievance is Date grievance was filed Date the grievance was accepted (accept by

Management) Follow-up action (c/b one level or 4) Follow-up action due date (c/b one level or 4) Follow-up result (c/b one level or 4) Grievance Status (resolved, continuing, hold) Comment Box Grievance solution

H 12.1.2 Security must be such that although the systems are linked so the grievance module can pull employee’s manager, business unit, bargaining unit, collective agreement and union rep to populate the record, grievances must not be indicated or appear to be linked on the employee record and must only be viewable/editable by select HR roles

13 HR Miscellaneous13.1 General Rating

(1-3)Comments

H 13.1.1 Rewards & Recognition: This program is under development but ideally, the tracking of service recognition including type of award, monetary values and date award, and support for peer recognition initiative

H 13.1.2 Employee Asset Tracking: Ability to track assets assigned to the employee such as cellular phone, laptop, special equipment, access cards, corporate credit cards, etc. Ideally, data will be associated with job/position in addition to the employee record and can be incorporated into an automatic provisioning process on hire/job change. Attributes include:

Asset ID Number (unique identifier), Asset Serial Number (not a mandatory field) Type of Asset (equipment, IT, etc.) Asset Name Asset Description Date Issued Date Returned Asset cost Link to Inventory/Asset Management Module

H 13.1.3 Job Evaluation: in the longer term, it is desirable for the system to be integrated with, or contain, mechanisms to conduct job evaluations based on a point system per characteristic and compare against market

H 13.1.4 Exit Interview: The strategic direction is to outsource this service to a 3rd party to ensure employee anonymity. Proponents are asked to quote if they provide this service and/or comment on their solution’s ability expand to include this functionality

Appendix C: Pricing Details