request for proposal - · pdf filerequest for proposal ... by mchd to the successful proposer...

REQUEST FOR PROPOSAL

The enclosed REQUEST FOR PROPOSAL (RFP) and accompanying Specifications are for your

convenience in submitting an offer for the enclosed referenced products and services:

Payroll/HRIS Service Provider

CLOSING DAY AND TIME: Sealed proposals will be received no later than:

12:00 PM CST, 5/8/2017

MARK ENVELOPE: “Payroll / HRIS Service Provider RFP”

Attn: Jodi Andersen, Human Resources Manager

RETURN PROPOSAL TO:

Montgomery County Hospital District

Attn: Jodi Andersen, Human Resources Manager

1400 S. Loop 336 West

Conroe, TX 77304

Montgomery County Hospital District (MCHD) appreciates your time and effort in preparing

this proposal. Please note that all proposals must be received at the designated location by the

above deadline. Proposals received after the deadline will not be considered for the award of

the contract, and will be returned unopened.

SECTION I - INSTRUCTIONS TO PROPOSERS

1. PROPOSAL SUBMISSION ADDRESS and DEADLINE: Completed proposals will be received at the MCHD offices, 1400 S. Loop 336 West Conroe, TX 77304, until the bid submission deadline (5/8/2017, 12:00 pm). Proposers are cautioned to mail proposals early, to allow for proposals to be received before the proposal submission deadline. Proposal responses received after the closing time and date will not be considered and will be returned to the sender unopened. 2. TAXES: MCHD is exempt from Federal Excise and State Sales Tax; therefore, tax must not be included in the proposal price. 3. DEMONSTRATIONS: Demonstrations or verifications of the Proposer's ability to provide the requested services, when required, must be furnished free of cost to MCHD. 4. ALTERING PROPOSALS: Proposals cannot be altered, amended or withdrawn by the Proposer (Vendor) after the proposal submission deadline. Any interlineations, alteration, or erasure made before this deadline, must be initialed by the signer of the proposal, guaranteeing authenticity. 5. PROPOSAL WITHDRAWAL OR REJECTION: MCHD reserves the right to withdraw this request for proposal for any reason or to reject any or all proposals or parts of all or any specific proposal or proposals. MCHD further reserves the right to accept part or all of any specific proposals or proposal, and to accept any proposal or proposals... 6. PUBLIC INSPECTION: Proposals are not available for public inspection until after the contract award. If the proposal contains trade secrets and confidential information, then those portions of a proposal will not be open to public review even after the proposal award, provided that the Proposer has clearly identified in its proposal those sections that contain trade secrets and confidential information. 7. PROPOSALS RECEIVED LATE: MCHD is not responsible for lateness or non-delivery of mail, carrier, etc, and the time and date recorded in the Human Resources Office shall be the official time of receipt. 8. DESTINATION CHARGES: The cost of all service and materials used in the original conversion/implementation of the project shall be included in the quote provided MCHD. Subsequent charges for labor travel or

upgrades shall be outlined in the proposal. This includes the delivery and shipping cost of any equipment and materials or items to be installed. 9. NEGOTIATIONS: MCHD reserves the right to negotiate all elements which comprise the proposal and to accept or reject part or all of any proposal. 10. DEVIATION FROM SPECIFICATIONS: Any deviations from specifications and alternate proposals must be clearly shown with complete information provided by the Proposer. They may or may not be considered by MCHD. 11. PROPOSAL AMBIGUITY: Any ambiguity in the proposal as a result of omission, error, lack of clarity or non-compliance by the Proposer with specifications, instructions and all conditions shall be construed in the favor of MCHD. 12. CHANGE ORDERS: No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All change orders to the contract will be made in writing and shall not be effective unless signed by an authorized representative of MCHD. 13. MODIFICATIONS AND AMENDMENTS: MCHD shall have the right to modify this request for proposals by giving notice either by email or posting such modification on its website. 14. LIENS: The successful Proposer agrees to and shall indemnify and save harmless MCHD against any and all liens and encumbrances for all labor, goods and services which may be provided under MCHD's request, by Proposer or Proposer's vendor(s). Should MCHD request, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to MCHD. 15. PATENT INDEMNITY: The successful Proposer hereby warrants that the use of the products and materials in response to this Request for Proposals and any ensuing contract will not infringe on the rights of any patent, copyright, or registered trademark, covering such materials. The successful Proposer agrees to indemnify and hold harmless MCHD for any and all costs, expenses, judgments and damages which MCHD may have to pay or incur. 16. OPERATING MANUALS: If requested by MCHD, the Proposer shall provide a complete set of operational instructions and descriptive literature for proper evaluation of the product proposed. 17. SPECIAL TOOLS: In the event that special tools are required to operate or maintain the equipment installed, the successful Proposer shall furnish these tools at no cost to MCHD.

18. GUARANTEES AND WARRANTIES: Each Proposer shall submit a complete breakdown of any warranties or guarantees provided by the manufacturer or Proposer with the quote submitted. 19. EMPLOYEE TRAINING: The successful Proposer shall provide on-site (or classroom, if applicable) instruction to designated MCHD employees as required to operate the equipment purchased. MCHD will determine the appropriate amount and time of training needed. 20. INQUIRIES FROM PROPOSERS: Questions related to this RFP must be made in writing and directed to:

Jodi Andersen Department of Human Resources

Montgomery County Hospital District [email protected] 1400 S. Loop 336 West Conroe, Texas 77304

Telephone #: 936-523-1158 21. PURCHASE ORDER: A purchase order may be generated by MCHD to the successful Proposer to initiate Payroll/HRIS conversion/implementation project. If so, the purchase order number must appear on all billing documents. 20. COMPETITIVE SELECTION/EVALUATION FACTORS: The successful Proposer will be selected on a rational basis. Evaluation factors outlined below shall be applied to all eligible, responsive Proposers in comparing proposals and selecting the successful Proposer. Award of a contract may be made without discussion with Proposers after responses are received. Proposals should, therefore, be submitted on the most favorable terms. MCHD reserves the right to terminate the contract if the successful Proposer has not performed within the date specified by the Proposer's response. 21. PROPOSAL EVALUATION FACTORS: Proposal evaluation factors include:

A. 40% Features, operating speed, reliability, functionality, warranty, compatibility, flexibility, and suitability of the proposed product, including responsiveness to the attached questionnaire, completeness and thoroughness of the software and supporting technology.

B. 20% Demonstrated Proposer's experience and technical support, with the type of Payroll/HR software and peripherals offered. C. 20% Total evaluated cost.

mailto:[email protected]

D. 10% Proposed references and recommendations from third parties. E. 10% Meeting MCHD’s required deadline to go live.

22. REVIEW COMMITTEE: A response to this RFP will be reviewed and evaluated by MCHD staff from the following departments:

Human Resources

Finance

Information Technology

Administration

Scheduling

Clinical Education 23. NEGOTIATIONS: MCHD reserves the right to require additional technical and pricing information and negotiate all elements which comprise the Vendor's proposal to ensure that the best possible consideration be afforded to all concerned. *** MCHD reserves the right to accept all or part of any proposal, to reject any or all proposals, and to re-solicit for proposals. *** 25. COMPLETION TIME AND DATE: The proposal must show the number of days required to convert existing data, train employees and go live with the software at MCHD's designated locations under normal conditions. 26. RESPONSE INSTRUCTIONS: MCHD requests one (1) original and six (6) copies of your proposal. Your proposal may be mailed or hand delivered to the address listed on the cover page. Proposals will not be accepted or considered if delivered via email. 27. FIRM QUOTES: All proposals must include a statement that they are valid for a minimum period of ninety (90) days from the RFP closing date.

SECTION II - PROPOSAL FORMAT

REQUIRED SECTIONS

1. COVER LETTER: This section should contain: The name and address of the proposing firm and the names and telephone numbers of the individuals authorized to answer technical, price, and/or contract questions. The cover letter must also be signed by an officer authorized to bind the company. Describe, in this letter, the technical experience level and certifications earned by the staff that will be providing MCHD's Payroll/HRIS software conversion/implementation service. 2. SUMMARY: Include a summary which gives a brief, concise overview of your proposal. 3. FIRM BACKGROUND, PRINCIPAL OFFICERS, and PRIOR EXPERIENCE: This section should state:

The full name and address of the Proposers’ organization and identify the parent company if the Proposer is a subsidiary. Specify the branch office or other subordinate element which will perform, or assist in performing this work. Indicate whether the Proposer operates as a corporation, partnership, or individual. Include the State in which the Proposer is incorporated and/or licensed to operate, the date of incorporation or licensing.

Provide a listing of the principal officers of the company to include name, title, and length of experience with the Proposer organization. Provide prior year financial statements, if available. Provide the same information for an entity which will participate in this project through a joint venture or subcontract arrangement.

This section should also:

Describe the proposed project organization and the position that the project personnel will occupy within the organization. It should identify project personnel by name and provide a detailed resume outlining his/her appropriate experience on other similar projects. The Proposer must (1) supply resumes for all staff to be assigned to the project and (2) assign a project manager. MCHD reserves the right to terminate the contract due to the removal of any key project staff which MCHD believes would negatively impact the successful completion of the project.

4. OPERATIONAL SITE REFERENCES: This section shall be used by the Proposer to list a minimum of three (3) reference sites. At least one (1) of the reference sites should be a site at which the Proposer has provided software and related support services and is currently operational. The Proposer should include the following minimum information for each reference:

- Using Agency - Contact Individual - System Description - Major differences between operational system and proposed system - Date of System installation - Willing to allow for site visit

MCHD may, at its option, visit operating sites to observe the software and systems in day to day use. 5. CONCLUDING REMARKS: This section shall contain any Proposer elaboration regarding software philosophy, hardware architecture, or other items of information which the Proposer feels important to a clear understanding of the proposed system and services and/or the Proposer's capabilities. 6. COST PROPOSAL: The cost proposal will be laid out in distinct and separate sections. If Proposer offers alternatives to purchasing the software, i.e. outsourcing, please lay out the cost proposal for each option.

A. The cost of the software products proposed. B. Hourly Rates for Labor during normal working hours and rates for

services rendered week-ends and after-hours. C. Travel time charges (if any) and travel mileage rate. D. Any Hardware Costs, if applicable. E. Approximate Training Time. F. Annual Support and Maintenance costs. G. Time Frame for Implementation.

As examples of pricing, give estimates of cost involved for items A - D for the following projects:

Installing hardware, if applicable

Installing software, ensuring compatibility with all relevant systems

Converting existing data

Training personnel to run systems

Completing successful “dry-run” of systems

“Going live” with systems

SECTION III – GENERAL INFORMATION MCHD is currently seeking proposals for Payroll/HRIS services. MCHD is a political subdivision of the State of Texas. MCHD was established through special legislation in 1977 to provide healthcare to the indigent residents of Montgomery County. In addition to its legislation charge to provide indigent care through its Health Care Assistance Program (HCAP), MCHD operates the county’s ambulance service, serves as the county’s Public Health Department and offers a variety of community and professional education programs. MCHD has approximately 320 employees. MCHD has used its current software since 2009. MCHD is looking at other options for the payroll and HRIS software functions. MCHD’s fiscal year runs from October 1st through September 30th. MCHD has 26 pay periods a year. MCHD has Paid Time Off which should be calculated automatically when an employee begins or terminates employment. Paid Time Off must be earned before being taken.

SECTION IV - SYSTEM REQUIREMENTS

In this section, please provide written acknowledgement of your company’s ability to meet our needs. Please attach any additional comments or other documentation that will aid you in this process. If attachments are provided, please note the document name in the corresponding comment column. You must complete this document and include it with your response to the RFP. Also note the software product or upgrade necessary for the functionality, if it is different than your base/core product. If multiple solutions are available, attach product comparison sheets.

General

Requirements Vendor Response

1. Ability to interface with (or replace) our

scheduling system (currently crew

scheduler) – if not replacing, ability to

flexibly interface with other

scheduling/timekeeping systems. * See

scheduling and Time Tracking sections

below.

2. Ability to automatically import and export

data to/from Excel, especially for

employee demographics.

3. System allows unlimited history. Does this

require archiving records?

4. Ability to redact information for

confidentiality (i.e.: HIPAA compliance)

5. Ability to “effective date” transactions,

both in the past and future.

6. System requires a single login to access all

modules on computer workstation.

7. System allows a mobile access on iOS or

Android devices.

8. Ability to make software adjustments or

add additional customization to the

software as needed.

9. Notifications of System Upgrades and

impacts to data/information.

10. Are upgrades included in the basic

agreement or are additional fees

assessed?

11. Provide a list of all data fields used for

employee information – ex. FLSA,

Employee Status, Termination Date……

12. Ability to create, track, report and

maintain history on custom fields.

13. Ability to create and populate Custom

Fields for Employee metadata – MUST

provide max number of fields, field

format types.

14. Ability to store blank electronic forms.

15. Ability to store completed electronic

forms with an individual employee

record.

16. Ability to define holidays recognized by

employer and allow for pay groups to

receive different holidays.

17. System has conditional workflow

capability for business processes (ie:

approve/not approve for paid time off,

position request reminder for pending

manager approval)

18. System can use email to communicate

with employees or administrators for the

purpose of workflows.

19. Ability to establish notifications or

triggers within the system and report on

the notifications. (i.e.: credentials, drivers

license expiration 90 days prior to expire

date.)

20. Ability to code reasons for changes to the

system.

21. What type of customization can clients do

without incurring additional fees?

22. Who has responsibility for maintaining

customization changes? Will

customizations be overwritten in an

upgrade?

23. Describe the integration between the

payroll, time and attendance, and human

resources (including recruiting) modules.

24. Provide support Service Level Agreement

for issues and location of your support

call center.

1. What “canned” (i.e: Compliance, HIPAA,

OSHA) is available?

2. Does the system accept SCORM content

for online courses?

Security


1. Ability to restrict access to specific

functions, files and data elements based

on user profile. (i.e.: full SSN viewable

only to HR)

2. Ability to restrict users from viewing

and/or editing at the field level.

3. Ability to set up “mass” security profiles

by employee group.

4. Onboarding, off-boarding process sends

email notification for turning on or off

access.

5. Provide a statement that MCHD owns all

data/attachments and downloads and

allow MCHD to download a copy of the

database at any time and frequency.

(Prefer SFTP download methods)

Self Service


3. Self service offers “real time” integration

with payroll/HR.

4. Ability to customize information, reports

and workflows offered through self-

service to different employee groups.

5. Ability to brand self-service screens.

6. Ability to offer reports through manager

self-service.

7. Ability to access self-service remotely.

(Windows, iOS and Android)

8. What desktop/laptop computer operating

systems and web browsers (i.e.:

Windows, Chrome, Safari, Firefox) are

compatible with self-service?

9. Ability for employees to “calculate” what

their paycheck would look like based on

changes to benefits or tax deductions.

10. Ability for employees to view paystubs

and W2 for multiple years.

11. What training would be available to

employees and/or managers? (Live, in

class, online, etc…)

12. Ability to update DL, address, emergency

contact and provide notification of

update to administrators.

13. Do terminated employees still have

access to self-service portal? (W2

information, etc…)

Reporting


1. Ability to create customized reports with

minimal training or vendor support.

2. Ability to report or track changes made

on the system with user name and date.

3. Ability to view, on one screen, all of the

fields related to an employee for the

purpose of creating reports.

4. Ability to export data into the formats of

Excel, CSV, PDF or tiff for reporting or

importing/exporting into other systems.

5. Ability to create report templates.

6. Ability to create custom reports using any

fields available in the modules.

7. Ability to save or export reports to Excel,

PDF, Word, etc.

8. Provide list of all system reports and

typical customization ability.

9. Describe the system’s ability to format

reports. Does the data have to be

exported to a Microsoft Office product

before formatting can occur?

10. Are there any fields or data that cannot

be used for reporting?

11. Are reports able to be scheduled?

12. Can built and scheduled reports be

routed to multiple parties?

13. Can reports (canned and customized) be

shared and/or viewed between system

administrators?

14. Ability to export reports to a sftp site on a

schedule and on demand.

15. Ability to create FTE reports.

Payroll


1. System automatically calculates overtime.

2. Ability to add additional pay in the form

of lump sum payments or hours.

3. Ability to calculate weighted average OT.

4. Ability to see different types of premium

pay (e.g. on call pay) listed individually on

pay statement.

5. Ability to pay fixed premium pay amounts

on a daily, weekly or monthly basis.

6. Ability to assign premium pay for

holidays, disaster, special assignment,

etc…

7. Ability to see overtime pay listed as a

separate item on pay statement.

8. Ability to calculate OT automatically

when pay premiums are present in

addition to base pay.

9. Ability to easily flag or identify who is still

active in the system but not receiving

pay.

10. Ability to store multiple rates of pay on

the master file.

11. Ability to have information sorted by

week/pay period/month/ year.

12. System automatically calculates and posts

leave accruals.

13. System automatically handles

garnishment calculation, prioritization

and pay.

14. Ability to process pay/manual checks

outside of the normal pay cycle.

15. Allows data processed outside of payroll

to be automatically posted to the general

ledger.

16. Ability to void and reissue checks.

17. Allows employees to update home

address, W-4s and direct deposits

through self-service.

18. Ability to handle special taxation rules for

non-cash benefits such as long term

disability, group life insurance.

19. Ability to exclude pay types from eligible

earnings for calculations.

20. Ability to create earnings/deductions

code sets?

21. Ability to auto post earnings/deductions

by month/year?

22. Ability to divide earnings/deductions

between departments?

23. Ability to block PTO or

earnings/deductions for a paycheck? (i.e.:

stipends paid 2x monthly held on months

with three pay periods)

Overtime and Pay Rules


1. Ability to flag hours scheduled or entered

in excess of 40 when an employee is

working multiple positions.

2. Ability to flag supervisors when PT

employees approach OT or other

designated threshold (i.e.: 120 hours for

month).

3. Ability to handle complex pay rules with

regard to overtime and specialty pay that

varies by work group.

4. System includes audit trail for entry

changes.

5. Allows time entry on-line and through

time clock.

6. Allows managers to apply filters when

viewing time entries.

7. Allows time history to be maintained.

8. Allows supervisors and administrators to

run exception reports.

Schedules


1. Ability to create, store and update

individual employee schedules.

2. Ability to build rotational shifts (i.e.: 3, 9,

or 12 day rotation)

3. Ability to request and approve time off or

leaves in advance.

4. Automatic notification of requests,

changes and submissions to scheduling

and supervisor/manager.

5. Ability to pre-populate time with

approved time off, leaves and holidays.

6. Allows supervisor to make changes either

to the schedule or reported time.

7. Ability to create an employee time

off/leave calendar by group, division or

department. Is this available through

manager self-service?

8. Allows supervisors of employees with

multiple positions to see all schedules

associated with employee.

9. Supervisors can view schedules within

their workgroup and by employee.

10. Ability to import schedules.

11. Ability for schedules to populate the

employee’s time card.

12. Allows for employee shift bidding. (for

annual shift bid process and for call-offs)

13. Can sync work calendar with personal

calendar. (app/computer)

14. Allow employees to submit availability?

15. Does system log employee seniority?

16. Ability to build shifts/slots based on

employee credentials. (i.e.: MICU

ambulance must specially credentialed

employees)

17. Ability to assign time automatically to

multiple employees. (i.e.: continuing

education, compliance training)

18. Ability to schedule students, observers,

non-employees without having to build

complete profiles.

Time Tracking


1. Ability to track hours worked by day.

2. Ability to set standard hours or schedules

so that employees only enter exceptions.

3. Ability to set a time frame and review

both days and hours worked for FLMA,

Workers Comp.

4. Ability for managers to view, for a

specified period of time, hours worked by

employee, budget code, job code,

organization level and/or pay type.

5. Allows for multiple individuals to approve

time electronically through via mobile

device. (if so, which ones?)

6. System generates automatic reminders to

employees to approve or enter time. (if

so, can it be sent to personal email, text?)

7. Allows for time approval by multiple

supervisors when the employee holds

multiple positions.

8. Allows manager or administrator to

override time entries.

9. Detailed explanation of network time

clock machines and network connection

requirements.

10. Ability to track 24 hour shifts without

error, auto correct or flag. (i.e.: 24 hour

shift with a late run and shift ends at 24

hours 30 minutes- 7:00AM to 7:30AM not

logged as 30 minute shift)

11. Ability to flag or disqualify employees

who have exceeded consecutive hour’s

guidelines.

Organization Information

Requirement Vendor Response

1. Ability to track and run standard EEO 4

report.

2. Ability for managers to update

organization information online, such as

reporting relationship or location, with

approval.

3. Ability to support employees that hold

multiple positions with different

department and pay rates.

4. Ability to build organizational charts

New Hire


1. Ability to forward information from

career center HRIS module (or third party

career center software) into main HRIS

system so data does not need to be

reentered.

2. Ability to create a new hire workflow that

enables human resources to notify, assign

tasks, or collect data from multiple

parties (internal and external) in the

event of a new hire.

3. Ability to enter new hire data before start

date or start of payroll period (effective

dating).

4. Allows new hires to enter information via

a web portal prior to start date.

5. Ability to track pre-employment process

activities such as drug testing, physicals

and background checks.

6. Are employee numbers auto generated?

7. Can employee numbers be overridden for

rehires?

8. Can customized forms/data fields be

created for new hire information? (i.e.:

both employee self-serve –

demographics, and manager – equipment

checklist)

9. Ability to identify/assign required

credentials and/or training as required by

position?

Employee Termination


1. Ability to track termination by reason,

type, date, rehire eligibility and COBRA

election.

2. Ability to archive terminated employee

information indefinitely.

3. Ability to enter and track performance-

related notes on an existing employee. If

so, is it customizable?

4. Ability to maintain information on

property issued to an employee such

laptops, keys, uniforms, etc. so that this

property can be collected. (see New Hire

number 8.)

5. Ability to track multiple hire and

termination data for a single employee.

6. Ability to create a termination workflow

that enables human resources to notify,

assign tasks, or collect data from multiple

parties in the event of a termination. For

example, to notify and record that

computer access has been disabled.

Time Off/Leaves of Absence


1. System automatically updates PTO based

on pre-established criteria. Ability to

assign accrual criteria to individual or

groups of employees.

2. Ability for employees and managers to

directly view PTO amounts earned and

taken, and the dates on which the

accruals were used.

3. Ability for employees to request time off

through self-service. Managers can

approve or deny request through self-

service. (Is notification to manager

automatic? Does request automatically

post to schedule and timesheet?)

4. Ability to set rules in system to flag

requests that don’t meet organizational

requirements. (i.e.: automatic rejection

for insufficient hours availability. Did not

meet notice requirements.)

5. Ability for employees and managers to

view future accrual balances based on a

point in time.

6. Ability to hold approved time off requests

until appropriate pay period. Approved

time off automatically pre-populated in

time and attendance.

7. System automatically flags time off

requests for both the manager and the

employee when the employee will not

have the required accrued amounts.

Ability to require additional approval

from human resources.

8. Ability to track leave type and dates as

part of each employee’s record.

9. Ability to produce reports on leaves by

organization, department or employee.

10. Ability to track FMLA, standard and

intermittent, by individual on a rolling

calendar year.

11. Ability to do multiple coding for leave

hours. For example, time off could be

coded both as PTO and FMLA.

12. Ability to request and approve leave of

absence (such as FMLA) electronically,

including necessary legal notices.

13. Ability to set leave accrual maximums and

to flag the employee when he or she is

approaching leave maximum.

14. Ability to map all of an individual

employee’s time off/leaves during a

specified period and in a calendar format.

Available through self-service?

15. What is the notification process to

manager and Human Resources of time

off or leave of absence?

Benefits


1. System updates payroll deductions on

benefit election effective date.

2. Ability to automatically determine

eligibility based on user-defined rules

such as employment status, pay plan or

job code.

3. Ability to automatically update premiums

for age/salary driven benefit calculations.

4. Allows employee self-service for:

o Viewing employee’s current plans

and covered dependents

o Viewing related information such

as summary plan documents

o Viewing plan comparisons

o Viewing educational tutorials

o Links to carrier website

o Displays only the benefit plans for

which the employee is eligible

5. Allows for on-line enrollment for new

hire, annual open enrollment and

qualifying events.

6. System saves partial benefit enrollments

until completed.

7. Ability to automatically notify HR for

approval when an election change has

been made.

8. Allows benefit costs to be set up for the

new benefit plan year while still

processing costs for the current year.

9. System automatically reminds employees

to enroll if they have not completed the

enrollment process by a specified date.

10. Ability to establish benefit-related

workflows.

11. Ability to tag benefits as pending/

approved/not approved when medical

certification is required or qualifying

event must be approved. Allows for

attachment of supporting documentation.

12. System notifies administrator when new

hire enrollment is complete.

13. Ability to track who has completed or not

completed open enrollment. Can

reminders be automatically sent and also

pushed to employees?

14. Allows employees to add or delete

dependents.

15. System confirms enrollment or changes to

benefits.

16. Ability to generate a “total rewards”

statement.

17. Ability to archive previous enrollment

history.

18. Allows employee to calculate the monthly

deduction amount based on enrollment.

19. Ability to create reports showing

enrollment by benefit type for insurance

carriers or TPAs.

20. Ability to create benefit premium reports.

21. Ability for system to feed insurance

carriers deduction information

electronically (eliminate duplicate data

entry)

22. Can the system identify a mismatch

between eligibility or demographic

characteristics and benefit enrollment,

and alert end users or administrators?

23. Describe your 3rd party benefit

connections and how data flow is

managed.

Compensation and Performance Management


1. Ability to store compensation range

information as part of the employee

record.

2. Ability to store compensation ranges

(minimums, midpoints, maximums)

3. Ability to do mass updates of base pay by

employment status.

4. Ability to assign start and stop dates to

different types of premium pay.

5. Allows employees to access current

compensation and compensation

range/plan information via self-service.

6. Automatically generates approval process

for manager and HR when an employee

becomes eligible for a “step” increase.

How does this flow to payroll?

7. Allows managers to access compensation

data for employees and to run reports.

8. Allows managers to view general

compensation plan structure.

9. Allows HR, manager and employee to

track pay history.

10. Ability to track performance reviews,

both due date and date completed.

11. System automatically notifies a manager

when a performance review is due and

overdue.

12. Ability to complete annual goals and

results (performance reviews) online.

13. Ability to store performance review

documents as part of the employee

record.

14. Describe how your system can facilitate

year end increases (i.e.: effective date,

mass changes).

15. Ability to store disciplinary standing

(documents and dispositions)

16. Ability to flag employees as in good

standing (no disciplinary issues, current

on required credentials and training),

probation status (first 90 days of

employment), promotional hold (less

than 1 year in current position, lacking

credentials for next position), etc…

Career Center/Applicant Tracking


Ability to post positions on career websites.

Ability to customize on-line employment

application.

Ability to track applicants to open

requisitions.

Allows an applicant to be a candidate for

multiple requisitions.

Ability to search applicant database based on

key words or criteria.

Allows candidates to upload multiple

documents or scanned images during

application process, such as resume.

Allows an applicant to update a previously

submitted application to apply for future

openings.

Ability to easily create customized questions

for individual requisitions in addition to the

standard application.

Ability to establish access for managers to

directly view, comment and respond to

applicants.

Ability to communicate with applicants via

email using established templates.

System automatically generates notice to

user when application is complete.

System automatically notifies hiring manager

when application is complete. (with ability to

turn function on/off)

Ability to track human resources or manager

notes/ disposition status in the system.

Ability to archive applicant information after

the requisition is filled or process is

complete.

How is the applicant life cycle flow facilitated

by the system?

Allow registered users to be notified when

jobs are posted?

Ability to post available positions with TWC.

request for proposal - · pdf filerequest for proposal ... by mchd to the successful proposer...

Documents