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1 Human Resource and Payroll Request for Proposal May 17, 2012 Issuing Agent and Communications Contact Mr. William Larkin Executive Alliance (781) 248-4169 [email protected]
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Page 1: Human Resource and Payroll Request for Proposal May … Resource and Payroll_RFP.pdf · Human Resource and Payroll Request for Proposal May 17, ... LAS VEGAS-CLARK COUNTY LIBRARY

1

Human Resource and Payroll

Request for Proposal

May 17, 2012

Issuing Agent and Communications Contact

Mr. William Larkin

Executive Alliance

(781) 248-4169

[email protected]

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Table of Contents

MISSION STATEMENT ................................................................................................................................................................................................................ 4

LAS VEGAS-CLARK COUNTY LIBRARY DISTRICT PROJECT DEFINITION ......................................................................................................................................... 5

INSTRUCTIONS TO VENDORS ..................................................................................................................................................................................................... 6

INVITATION TO TENDER RESPONSE ........................................................................................................................................................................................................... 6 CONTACT AND QUESTIONS FROM VENDOR ................................................................................................................................................................................................ 6 KEY DIFFERENTIATORS THAT LAS VEGAS-CLARK COUNTY LIBRARY DISTRICT WISHES TO SOLICIT FROM RESPONDENTS ............................................................................................... 8 CUSTOMER REFERENCES ........................................................................................................................................................................................................................ 9 RESPONSE FORMAT SPECIFICS ................................................................................................................................................................................................................. 9 HIGH LEVEL EVALUATION CRITERIA ........................................................................................................................................................................................................ 11 GENERAL RFP REQUIREMENTS .............................................................................................................................................................................................................. 11

VENDOR ASSESSMENT GUIDELINES ......................................................................................................................................................................................... 16

ENTERPRISE NEEDS .................................................................................................................................................................................................................. 17

INFORMATION SYSTEMS REQUIREMENTS ............................................................................................................................................................................... 20

CORE HR .................................................................................................................................................................................................................................. 23

EMPLOYEE AND MANAGER SELF SERVICE ................................................................................................................................................................................ 24

RECRUITMENT AND STAFFING ................................................................................................................................................................................................. 26

PERFORMANCE MANAGEMENT ............................................................................................................................................................................................... 33

COMPENSATION ...................................................................................................................................................................................................................... 37

TRAINING & DEVELOPMENT .................................................................................................................................................................................................... 40

EMPLOYEE RELATIONS ............................................................................................................................................................................................................. 43

GOVERNMENT COMPLIANCE ................................................................................................................................................................................................... 46

ABSENCE MANAGEMENT ......................................................................................................................................................................................................... 50

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BENEFITS.................................................................................................................................................................................................................................. 51

PAYROLL .................................................................................................................................................................................................................................. 59

TIME AND ATTENDANCE .......................................................................................................................................................................................................... 67

IMPLEMENTATION ................................................................................................................................................................................................................... 77

This document and the information contained within are confidential and proprietary to Las Vegas-Clark County Library District. It

has been distributed for your express use for the purpose of responding to this specific “Request for Proposal” (RFP) only and may

not be duplicated or distributed to any third party without written consent from Las Vegas-Clark County Library District. Any other

use is strictly prohibited by Las Vegas-Clark County Library District.

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Mission Statement

Las Vegas-Clark County Library District Mission Statement

We enable the people of our community to pursue lifelong learning through our responsive collections, electronic resources and

innovative services. Our inviting public libraries are the cornerstones of our diverse communities where children and adults can

experience personal enrichment and connect with one another.

Values and Operating Principles

The District is guided by the principles of Public Librarianship and First Amendment Rights. The District protects library materials

from censorship.

We seek innovative ways to:

Respond and reach out to serve the current and evolving information needs of our diverse community.

Create a sense of community by providing a welcoming, inviting, secure environment for our public and staff.

Provide excellent customer service that is both timely and confidential.

Develop a well-trained, knowledgeable, courteous and professional staff.

Communicate with our public and staff to ensure vital, relevant and effective library services.

Manage our resources effectively and be accountable to our funding sources.

We celebrate our accomplishments, learn from our mistakes and take pride in serving our community.

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Las Vegas-Clark County Library District Project Definition

The Library District is looking to make a change in their method of processing Human Resources and payroll information, they currently

employee approximately 700 people, but would like a scalable solution. The project is focused on improving the following processes:

Enterprise Needs and Information Systems Requirements

Core HR

Employee and Manager Self Service

Recruitment and Staffing

Performance Management

Compensation

Training & Development

Employee Relations

Government Compliance

Absence Management

Benefits

Payroll

Time and Attendance

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Instructions to Vendors

Invitation to Tender Response

The intent of this RFP is to set forth the specifications, requirements, options, and general terms and conditions for all systems and services for

which Las Vegas-Clark County Library District is requesting bids and to solicit detailed proposals from selected Vendors that include

proposed costs and service descriptions in the format specified herein. It is Las Vegas-Clark County Library District’s expressed intent to

include all material details and representations provided in Vendor’s RFP response in the subsequent contract for Services or Product.

This RFP does not provide a complete understanding of Las Vegas-Clark County Library District’s current environment, nor does it contain

all matters upon which an agreement must be reached. Las Vegas-Clark County Library District reserves the right to include additional or

modified requirements, specifications and legal terms and conditions upon selection of the final Vendor(s).

The issuance of this RFP and any subsequent acceptance of Vendor proposals, whether in writing or orally and whether in whole or in part,

does not bind or impose any legal obligation upon Las Vegas-Clark County Library District or Vendor(s) in any way, nor does it limit Las

Vegas-Clark County Library District’s right to negotiate in its best interest with any vendor at any time.

Contact and Questions from Vendor

Las Vegas-Clark County Library District Request for Proposal (RFP) Manager

During this process, all Vendor contact concerning this RFP shall be directed exclusively to the Las Vegas-Clark County Library District RFP

Manager who will serve as the Las Vegas-Clark County Library District single point of contact for this process. Failure to comply with this

may result in immediate disqualification.

RFP Manager:

William Larkin

Principal

Executive Alliance

781-248-4169

[email protected]

Delivery of Response

The soft copy response to the RFP must be received by 06/18/2012. It is the sole responsibility of Vendor to ensure its response is delivered

on time.

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Questions from Vendor

It is Vendor’s responsibility to inquire about, and request clarification of, any aspect of this RFP that is not understood. Should Vendor

discover any material ambiguity, conflict, discrepancy, omission, or other error in this RFP, Vendor should immediately notify Las Vegas-

Clark County Library District RFP Manager by e-mail of such discovery, with a request for modification or clarification. Although Las

Vegas-Clark County Library District has made commercially reasonable efforts to provide accurate information in this RFP, Las Vegas-Clark

County Library District makes no representation, warranty, or covenant with respect to the completeness or accuracy of the information

contained herein.

Vendors are encouraged to provide questions to clarify specific points contained in this RFP and to clarify Las Vegas-Clark County Library

District’s current operational strategy and desired services from Vendors. At Las Vegas-Clark County Library District’s discretion, Las

Vegas-Clark County Library District will respond to Vendor questions, with answers to enquiries to be provided to all Vendors, without

attribution to the originating Vendor.

High Level Timing and Key Activities through Negotiations

The following schedule is provided to Vendors as an indication of the plan to complete the RFP selection activities and move to a contracting

process with the preferred vendor. This plan is subject to change without notice, although reasonable efforts will be made to adhere to this plan

and communicate progress with Vendors to the extent possible.

High Level Milestone Plan

Anticipated Key Date(s) High Level Activity

5/17/2012 RFP Issuance – Vendor clarification and Q&A period begins

5/24/2012 Vendor intent to bid due via e-mail

6/18/2012 Vendor references due to Las Vegas-Clark County Library District RFP Manager

6/18/2012 – 5PM PDT RFP responses due to Las Vegas-Clark County Library District RFP Manager

7/30/2012 – 8/02/2012 Vendor presentations

August 2012 Vendor negotiations

Las Vegas-Clark County Library District reserves the right to enter into discussions and / or negotiations with more than one Vendor at the

same time. Las Vegas-Clark County Library District may enter into a contract with one or more Vendors, with no Vendors, or with any party

or parties who did not submit a proposal. Award of this procurement action is dependent upon the execution of an acceptable contract with

Las Vegas-Clark County Library District, with neither party to be contractually bound unless and until such time of contract execution.

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Vendor confirmations and compliance throughout this process will be incorporated into the terms and conditions of the Agreement and / or

statement of work (“SOW”) and / or contract schedules (“Schedules”). Notwithstanding the foregoing, Vendor is expected to honor and abide

by all responses, with Las Vegas-Clark County Library District making determinations in reliance thereof.

Key Differentiators that Las Vegas-Clark County Library District wishes to solicit from Respondents

In addition to the specific responses requested herein, Las Vegas-Clark County Library District welcomes Vendors to provide brief overviews

of their capabilities, core competencies, and market differentiators in the following areas:

Relationships, Alliances or Awards that demonstrate a commitment to Human Capital Management (HCM) solutions and a long-

standing track record of successful deliveries and customer experiences;

Significant Customer Testimonials that highlight the strength of partnership between Vendor and its customers that have resulted in

achieving the strategic goals of its customers, specifically with respect to public sector agencies and regulated and validated environments;

Access to Best Practices that Vendor has developed with customers that result in rapid, high quality and low cost design and deployment

of HCM solutions;

Commitment to Scalable, Upgradeable Solutions to ensure Las Vegas-Clark County Library District has access to current

features/functionality and can pursue migrations and new service implementations in a timely and cost effective manner;

Commitment to Minimize Customization and maximize the value provided by the standard off-the-shelf applications, given the various

requirements of Las Vegas-Clark County Library District ;

Innovative Practices and/or Methodologies provided by the Vendor that are market proven and help drive successful migrations,

implementations and enhancements while mitigating project risk wherever possible;

Center of Excellence or “laboratory” type of environment where best practices and methodologies are designed and refined in the context

of new capabilities, releases, versions or modules;

Rapid Implementation and Quality Methodologies designed to help ensure that migrations and implementations go as quickly as

possible, are reviewed at each major step against quality requirements, and result in minimal business interruptions, auditable

performance, and a lasting capability upon which Las Vegas-Clark County Library District can build;

Establishing a long-term partnership to support Las Vegas-Clark County Library District. Vendors should view responding to this RFP

as a key element in a possible longstanding relationship with Las Vegas-Clark County Library District. Vendors are encouraged to

demonstrate where they have a long-standing track record of developing partnerships with customers; and

Demonstrated successes of HCM solutions and implementations for complex () organizations.

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Customer References

Las Vegas-Clark County Library District requests that Vendors provide two (2) similar (as in government) customer references for which

Vendor has performed a similar scope of services to those being requested herein. Vendor should provide contact information for a customer

executive that specifically oversaw such services and can discuss Vendor’s performance in detail. Vendor should also provide a detailed

summary of the work performed by Vendor including team size, project duration, scope, deliverables and results.

Response Format Specifics

Format of Response

All Vendor responses must be in writing and follow the guidelines below.

Response Numbering: Vendor’s Proposal response should utilize the same Volume/Module/Section/Sub-section numbering

convention represented in this solicitation and include the original RFP questions in the response.

Ordering: In responding to this RFP, Vendor is required to reproduce each question or table in the same numeric order of the

RFP. Vendor may provide clarifying comments, explanations, or remarks where appropriate.

Dating: Vendor’s submissions should include the date of submission. Vendor should avoid dynamic document formatting under

which the date of the document will be allowed to change.

Concise Responses: Vendor submissions should be concise and easy to read with adequate explanation, as required. The

submissions should not contain superfluous information. It is not advisable for extended “boiler plate” information to be included

in responses to a given section. If Vendor determines additional information extending beyond the response tables provided is

deemed necessary, it should be included as separately attached Appendix information with reference made to the location of the

appropriate material in the properly formatted responses.

Relevance: Submitted documentation should be confined to the relevant items requested in the solicitation. If this is not practical,

Vendor must make clear what portion of the documentation does not pertain directly to the requested information along with a

Vendor explanation as to why such information was submitted.

Proposal Audience: Submissions may be reviewed by a broad set of Las Vegas-Clark County Library District employees. Vendors

must prepare Proposals to target a wide audience including managers, directors and executives within Las Vegas-Clark County

Library District, HR, IT, and Sourcing.

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Response Structure and Required Information

Vendor’s Response should be submitted in its entirety under a single cover letter as part of a single document. The following sections

should be included:

RFP Response Section Description

Section 1 – Cover Letter Identifies Vendor and any Subcontractor or partnership arrangements involved in the

Proposal (if partnership arrangements had previously been approved by Las Vegas-Clark

County Library District )

Section 2 – Table of Contents Lists contents of the Response, by Section

Section 3 – List of Exhibits

and Vendor Attachments

List the exhibits requested by Las Vegas-Clark County Library District in the RFP as well

as any additional Attachments provided by Vendor in response to specific requirements.

Each attachment must clearly identify the referenced RFP Section.

Section 4 – Vendor Contacts

List

Provides names, addresses, titles, email, telephone, mobile, and fax numbers for all key

Vendor, Subcontractor, and partner contacts.

Section 5 – Current Las

Vegas-Clark County Library

District

Provides copies of all current contracts and service agreements that it holds with Las Vegas-

Clark County Library District.

Section 6 – Authorization

Letter

Completed Section of the RFP, which identifies the Authorized Person of Vendor agreeing

to the terms of the Proposal.

Section 7 – RFP Compliance

Response

The detailed responses and compliance acknowledgements to all RFP Requirements.

Embedded spreadsheets shall be filled by the vendor to provide a response.

Response Medium

Electronic Copies. One (1) copy of the RFP response shall be submitted via email. If Vendor elects to send any response materials via email,

Vendor should limit such email responses to 6 MB in size. If Vendor’s response is greater than 6MB, it must be separated into multiple email

communications in order to satisfy this electronic submission requirement. If more than one file is submitted, the appropriate vendor name,

volume number(s) and identification of the Modules/Sections shall be included in a plainly labeled file naming convention. Spreadsheets or

large graphics should be separately submitted and not embedded in a Word document. All email responses should be addressed to the RFP

Manager.

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Permitted Software Formats. All electronic submissions shall be compatible with the following Microsoft® Office 2003 for Windows

applications: (a) Word; (b) Excel; and (c) PowerPoint. Additionally, Adobe® PDF shall be utilized for pre-prepared material, such as technical

documents, brochures, photographs, etc. but not as a format to submit the RFP response. No password protection shall be used for any

document.

High Level Evaluation Criteria

Outlined below, not necessarily in order of importance, is a subset of the high-level criteria that will be used in evaluating the RFP responses:

Criteria Comments

Vendor expertise and

capabilities

Vendor has the breadth and depth of expertise required to deliver the

requested HCM solution

Specific relevant

experience

Vendor has performed substantially similar work for organizations with

comparable size and complexity and can leverage such experience to ensure

that Las Vegas-Clark County Library District obtains the optimal solution

Project approach The approach will meet Las Vegas-Clark County Library District

requirements on the required timeline and will enable Las Vegas-Clark

County Library District to quickly move forward in deploying the solution

Industry knowledge Vendor understands the legal and regulatory climate of the governmental industry and how these and other considerations factor into the solution

Price The price is competitive with Las Vegas-Clark County Library District ’s

expectations/budget and appropriate for the Product to be delivered and the

Services to be performed

Compliance with

Requirements

Vendor will meet and exceed Las Vegas-Clark County Library District ’s

functional, technical, business, commercial and performance requirements

General RFP Requirements

Las Vegas-Clark County Library District Code of Conduct and Business Ethics

As a potential service provider to Las Vegas-Clark County Library District, it is expected that all officers, directors, employees,

representatives and agents of Vendor’s company will conduct themselves to the highest standards of personal and professional integrity. They

should manage and conduct Vendor’s business according to the highest established principles of business ethics and standards and in

compliance with all applicable laws.

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RFP Response Ownership

All Response materials submitted by Vendors shall become the property of Las Vegas-Clark County Library District and shall not be returned.

The term “Response” includes the answers to this RFP and its attachments, answers to additional questions raised by Las Vegas-Clark County

Library District, supplements and amendments to this RFP, and any oral or written statements, materials or presentations made or provided by

Vendor.

Confidential and Proprietary Information

Vendors are advised that after the conclusion of the selection process vendor supplied information will become a public record and nothing

contained in the proposal will be deemed to be confidential except proprietary information. Proposers shall not include any information in

their proposals that is proprietary in nature or that they would not want to be released to the public. Proposals must contain sufficient

information to be evaluated without reference to any proprietary information. If a vendor feels that proprietary information must be included in

the proposal, the vendor must adhere to the following procedure:

Proposer must submit such information in a separate, sealed envelope labeled

“Proprietary Information” with the RFP number. The envelope must contain a letter from the Proposer’s legal counsel describing the

documents in the envelope, representing in good faith that the information in each document meets the definitions of proprietary information

set forth in NRS 332.025, 332.061 and NRS Chapter 600A, and briefly stating the reasons that each document meets said definitions.

Selected vendor will be required to sign Las Vegas-Clark County Library District confidentiality agreement.

Performance Bond The successful Proposer shall furnish a Performance Bond covering the faithful performance of the resulting Agreement in the amount of the

contract, which shall remain in effect during the period of the Agreement.

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Agreement to Comply with Applicable Laws

Vendor shall comply with all applicable international, federal, State of Nevada, Clark County and local laws, orders, rules, ordinances,

regulations and codes in the performance of its obligations set forth in this RFP including such obligations, if any, as an employer regarding

the health, safety and payment of its employees. Without limiting the generality of the foregoing, Vendor must comply with laws, rules,

regulations and orders relating to equal employment opportunity, workers' compensation, unemployment compensation and FICA, as well as

with all the Foreign Corrupt Practices Act, Export Control, and related laws and regulations that may govern the provision of Services outside

the US. Vendor will also be responsible for identifying and obtaining any and all required permits, certificates, approvals, authorizations, and

inspections required in connection with Vendor’s performance under this RFP.

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Binding Period / No Contract / Severability

Vendors represent and warrant that all responses shall be valid for twelve (12) months from the date of submission. Nothing in this RFP or any

communications relating to this RFP, or any existing relationship to Las Vegas-Clark County Library District on other projects shall create an

obligation on the part of Las Vegas-Clark County Library District. Las Vegas-Clark County Library District is under no obligation to award a

contract to Vendor and Vendor should not rely on any such possibilities. Las Vegas-Clark County Library District may unilaterally decide to

cancel, suspend, and unilaterally alter any or all of this RFP and associated process with or without notice to Vendor.

Disqualification

Under no circumstances are respondents to contact or discuss with any Las Vegas-Clark County Library District employee this RFP, any of

the information contained herein or about this project in general. Respondents are strictly forbidden from visiting Las Vegas-Clark County

Library District locations or approaching any Las Vegas-Clark County Library District employee, vendor, contractor or Subcontractor for any

information related to this RFP or this project without the direct knowledge and authorization in writing in advance of the RFP Manager.

Violation of these provisions may subject the respondent to immediate disqualification.

Costs and Expenses Associated with the Response

Vendor, by submitting a Response, agrees that any costs incurred by Vendor in responding to this RFP or in support of activities associated

with this RFP process, are to be borne solely by Vendor. Vendor shall be deemed to have examined all information comprising this RFP and

to have obtained at its own expense any additional information, that it may consider necessary for the completion of its Response. Las Vegas-

Clark County Library District shall incur no obligation or liability whatsoever to anyone, by reason of the issuance of this RFP, or by actions

of anyone thereto.

Partnering with another Vendor

Vendor may work with one or more sub-contractors and / or teaming partners to provide a Response to this RFP, with Vendor to maintain all

operational, legal, contractual and financial responsibility and liability for the actions or inactions of such parties. Las Vegas-Clark County

Library District reserves the right to reject at its sole discretion the use of any Vendor-proposed sub-contractor or partner. For this reason,

Vendor is to have any potential sub-contractors approved by Las Vegas-Clark County Library District in advance prior to entering into

substantive discussions with such potential sub-contractor. Vendor consortia will not be permitted. Vendor may not team or enter into a

subcontracting relationship such that it is proposing more than once for the Implementation Services of any one Product (i.e., Vendor cannot

be a subcontractor and a prime contractor, or a sub-contractor or teaming partner on more than one team in pursuit of Implementation Services

for a particular Product). Vendor must indicate any and all portions of the Response that may be provided by a sub-contractor or teaming

partner.

Use of the Las Vegas-Clark County Library District Name

Vendor will not use the Las Vegas-Clark County Library District name or logo in any form or any manner whatsoever.

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Vendor Assessment Guidelines

Please review each requirement in the following section and comment on your solutions capability to satisfy each requirement. Use the following

rating scale and comment as necessary.

Each partner is expected to comment on the capabilities of their offering as it relates to each requirement outlined in this section. Please use the

“Vendor’s capability” column using the following scale:

SR Satisfies requirements as delivered without modification.

AM Additional module is needed. Pricing must include the cost of this module and should be listed as a separate line

item.

SRM The software is capable of meeting the requirement but some modification or customization is required. Pricing

should list separately the cost of any such modifications.

RM Software cannot currently satisfy requirement. However, this functionality is included in the current product

roadmap.

NA The functionality is not available or customization so complex as to make it impractical or too expensive.

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No. Requirement Vendor

Capability

Vendor Comments

17

Enterprise Needs

This section identifies features and functions that relate to the entire organization and are not linked to a specific functional area.

1.1 Ability to process future dated transactions for all

types of HR transactions.

1.2 Ability to create reports, roll-ups, or organization

charts for all of the various supervisory

relationship codes.

1.3 Automated notification of status changes, new

hires, or terminations to other departments such

as Payroll and Information Technology.

1.4 The ability to provide effective-dated transactions

with full history for employee records and valid

table values.

1.5 The ability to automate workflow and track a

transaction through its life cycle from inception

to execution, including approvals, routing and

historical tracking.

1.6 HRMS providing an easy to use ad hoc reporting

tool for retrieving information, without requiring

any particular technical expertise or assistance.

1.7 The ability to integrate information from payroll

and finance to provide consolidated reporting.

1.8 Comprehensive security that restricts users to

appropriate screens, fields and records.

1.9 Support automated interfaces to internal and

external systems.

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No. Requirement Vendor

Capability

Vendor Comments

18

1.10 Reporting

Report in plain language, not in codes

Regular recurring reports

Ad hoc reports at the PC level

Parameter driven "canned" reports

Modeling

Obtain summary data, add

assumptions, run comparisons

interactively

Different views of the data:

accounting, programmatic,

organizational, user-defined.

Workforce Analysis

Age distribution of employee

groups

Salary statistics for various

groupings

Length of service studies

Analysis of overtime utilization

Turnover analysis

Positions filled vs. open

Basic headcount reporting by

classification and location

Produce form letters, mailing lists,

labels, phone lists (home and work)

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No. Requirement Vendor

Capability

Vendor Comments

19

1.11 History

Current and to-be-determined number of

prior years (fiscal and calendar)

Salary

Pay

Salary increase types- merit,

performance, etc.

Department and practice group

Leaves, vacations, and absences

Organizational structure

Employment history

Position titles

Salary

Performance evaluations

Transfers

Promotions

Retirement

Educational reports

1.12 Enable employees to have access to a personal

profile that includes demographic, benefits, and

compensation information. The functionality

requires the integration of information that comes

from third parties, such as 401(k) balance. The

ability to integrate graphics into the personal

profile.

1.13 Method for identifying employees, applicants, and

retirees by a unique identification number other

than the SSN or SIN.

1.14 Method of tracking both effective date of change,

and date entered into system (transaction date).

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No. Requirement Vendor

Capability

Vendor Comments

20

Information Systems Requirements

2.1 Ability to restrict access to location/department

employees.

2.2 Ability to invalidate password upon employee

termination, demotion, or transfer and revalidate

for transfers or demotions.

2.3 Provide field specific audit trail (multiple

users/departments may modify same records).

2.4 Ability to work through a secure VPN connection.

2.5 Ability to assign group security. For example,

some system users can see field employees but not

corporate employees.

2.6 Row level security

2.7 Field level security

2.8 Ability to restrict functionality to that which is

appropriate to the user. For example, Training

and Development should have full access to the

T&D module but should not be able to see other

parts of the system.

2.9 Ability to restrict specific data elements from

view based on security group. For example,

recruiters should not be able to see home

telephone number, race, handicap, veteran status,

smoker status, etc. Information is made available

based on business needs.

2.10 Ability to establish unique IDs for each user.

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No. Requirement Vendor

Capability

Vendor Comments

21

2.11 Ability to generate audit logs showing who made

a change, old data, new data, and time and date

of the change

The ability to set which fields within the

application are audited.

2.12 Ability to present a message to all employees at

time of log-in regarding the confidential nature of

information within the system and that it cannot

be distributed or used for personal gain.

2.13 Download capability for subsets of information to

other internal systems including, but not limited

to:

General Ledger

Employee demographics

Labor distribution

Payroll expenses

Benefit accruals

Accounts Payable

Tuition reimbursement

Bi-directional to time & attendance system

Integration with financial system(s)

Access other database software

2.14 Electronically transfer information to:

Banking and savings institutions

Payments to insurance carriers

Third-party administrators for pension

and other benefit plans

Unemployment vendor

State unemployment insurance agencies

(tax service)

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No. Requirement Vendor

Capability

Vendor Comments

22

2.15 Ability to bi-directionally integrate with Halogen

2.16 Ability for end users to run import and export

routines against the database using previously

established and tested load routines.

2.17 Ability to perform mass updates or significant

organizational changes using drag & drop

functionality.

2.18 The reporting tools must respect the same

security as the on-line system, using a single

security set-up.

2.19 Ability to create parameter driven reports.

2.20 Ability to perform point-in-time reporting using

table values that were valid for that moment in

time.

2.21 Ability to create reports which integrate data

extracted from outside the HRMS/Payroll System.

2.22 Ability to integrate HR and payroll data to report

on accumulators and YTD earning.

2.23 Ability to extract any data from the system,

aggregate, sort, and report.

2.24 Ability to schedule reports and downloads to run

overnight or on demand, triggered by an end

user.

2.25 Ability to send a message to logged in users2.24

Ability to temporarily lockout end users when

processing payroll and other critical functions

2.26 Ability to identify and safely, forcefully

disconnect a connected user

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No. Requirement Vendor

Capability

Vendor Comments

23

2.27 Ability to use the system during all processes

(except when manually locked out)

2.28 26 Support for browser operation and not require

a client software installation for self-service

functions

Core HR

Your systems ability to automate the following processes:

3.1 Track I-9 Compliance

3.2 New Hire Processing

3.3 Termination Processing

3.4 Internal/External Work Experience

3.5 Job Status/History

3.6 Salary Tracking/History

3.7 Salary Grades & Comp Ratios

3.8 Stores Prior Year W-2 Earnings

3.9 Tracks Job Descriptions

3.10 Track Shifts (1st, 2nd, 3rd)

3.11 Track Skills

3.12 OSHA Tracking(Reporting requirements)

3.13 Maintains Union Rosters

3.14 Tracks Seniority Rankings

3.15 Tracks Grievances

3.16 Accident Tracking

3.17 Ability to add notes to Employee

3.18 Ability to attach documents to Employee

3.19 Configurable Workflow

3.20 Custom Fields

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No. Requirement Vendor

Capability

Vendor Comments

24

Employee and Manager Self Service

4.1 Ability to provide electronic workflow and

paperless processes for all HR/Payroll

transaction processing. Workflow should include

electronic routing, approvals, and electronic

notification of events. Ability to view the status of

a transaction at any time.

4.2 Ability to provide employee self-service for

selected transactions, and to control how and

when these transactions are rolled out to

employees. Potential processes include updating

personal data, dependents and beneficiaries;

access to information about attendance, policies

and procedures, benefits, and jobs; inquiry of the

employee's own benefits and pay information.

Ability to view status of a transaction at any time.

4.3 The system must enforce eligibility rules for all

self-service transactions.

4.4 Ability to produce transaction verifications that

the employee can save or print.

4.5 Ability for managers to access employee

information for which they have security rights.

4.6 Employees and managers should have electronic

access to a policy manual.

4.7 Ability to obtain forms online.

4.8 View Personal Records (e.g. emergency contact)

4.9 Update Personal Records (e.g. address)

4.10 Online Open Enrollment

4.11 Online New Hire Enrollment

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No. Requirement Vendor

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Vendor Comments

25

4.12 Online Life Events (address change, etc.)

4.13 View Current Benefits

4.14 Print Confirmation Statement

4.15 View & Print Benefit Statement

4.16 Access Forms

4.17 Request Time Off

4.18 View Time Off history

4.19 View Paystub

4.20 Access employee directory

4.21 View team Calendar

4.22 View Employee Information

4.23 Approve Time Off

4.24 View Attendance (time in/out)

4.25 Hire New Employee

4.26 Terminate Employee

4.27 Complete Performance Review

4.28 Post Notes on Employee

4.29 Run Reports specific to an employee

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No. Requirement Vendor

Capability

Vendor Comments

26

Recruitment and Staffing

Requisition creation, approval and posting

5.1 The ability for HR and managers to create

requisitions on-line.

5.2 Ability to automate workflow of the requisition

through the approval process. Must

accommodate multiple approval processes as the

approval process may vary based on location or

other factors.

5.3 Ability to define rules for requisition approval

based on compensation, job position, job grade,

or other criteria.

5.4 Ability to create division and department specific

approval routings.

5.5 Ability to integrate with email system to alert

managers when they have requisitions for review

and approval.

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No. Requirement Vendor

Capability

Vendor Comments

27

5.6 Ability to store and track the following open

position information:

Category: regular, part-time, seasonal, and

interns

Job applied for

Jobs filled

Job description/Job title

Department

Supervisor name

Special certifications/ licenses required by

the position

Job Family

Skills required and preferred

Target salary

Ability to freeze funded or unfunded positions for a

designated time period.

Ability to create a list of frozen funded or unfunded

positions.

Sourcing, searching and screening

5.7 Ability for candidate to complete an on-line

application and submit his/her credentials

electronically.

5.8 Ability for Candidate to see the status of their on-

line application. Such as under review, interview,

or any other information status district wishes to

have.

5.9 Ability for candidates to maintain their

biography/profile/resume on-line.

5.10 Ability to create and maintain a database of

candidates that can be searched and mined.

5.11 Ability for the recruiter to perform a search of the

candidate database and have the results ordered

based on the quality of the match to the

specifications of the position.

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No. Requirement Vendor

Capability

Vendor Comments

28

5.12 Ability for the system to notify candidates of new

job postings for positions he/she has expressed an

interest in for which the candidate has not

previously been screened out.

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No. Requirement Vendor

Capability

Vendor Comments

29

5.13 Ability to store and retrieve the following

applicant information:

Standard demographic information (name,

address, including zip code; business and

home phones, including extensions)

Education (minimum 5 fields)

Job skills, specialized knowledge

Credentials/licenses/associations/certificat

ions and effective dates

Employment history

References: Business/Personal

Application date

Position applied for

Job category desired

EEO: sex/minority/veteran/disabled

Citizenship/Visa

Interview results from multiple

interviewers

Candidate disposition (no interest, no

further interest, offer, offer accept)

Offer information:

accept/reject/withdrawn

Pre-employment tests, date administered

and results

Hire date, date filled

Hire code - transfer, promotion, career

change, new hire, etc.

Source: Agency; job posting; job service;

newspapers; job fair; other.

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Vendor Comments

30

5.14 Ability to accept candidate information from job

boards.

5.15 Ability to automatically identify source of resume

and measure source efficacy and cost.

5.16 Ability to interface with existing employee

information to identify internal candidates.

5.17 Ability to search by degrees and majors.

5.18 Allow searches on specific resume submission

dates or ranges.

5.19 Ability to search and mine candidate profiles

using keyword searches.

5.20 Ability to send email notifications (email

campaign) of open positions based on the

candidates qualifications.

5.21 Ability to generate common reports statistics for

EEO and management analysis.

5.22 An automated system to notify an applicant that

the company has received his/her credentials

(email, letter, postcard).

5.23 Ability to maintain and send multiple formats of

receipt acknowledgement to the candidate.

5.24 Ability to send automated communications (e-

mail, letter, postcard) to individuals and groups.

5.25 Ability to automatically assign a requisition to a

recruiter by business group or cost center, or

manually override such rules and manually assign

to a recruiter.

5.26 Administer Requisition Fulfillment

5.27 Track Requisition Cost, Source

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No. Requirement Vendor

Capability

Vendor Comments

31

5.28 Track Job Applied for, Date, Cost

5.29 Add Candidate Notes & Ability to Search Notes

5.30 Track Applicant Flow

5.31 Track External and Internal Job Applicants

5.32 Resume Attachment

5.33 School records/proof of degree is what we require

for many positions

5.34 Resume Importing

5.35 Integration with Job Boards

5.36 Job Descriptions

5.37 Key Word Search

5.38 Interview/Contacts Tracking

5.39 Add Pre-screen Questions

5.40 Interview Scheduling

5.41 Screening Scores

5.42 Customizable Communications

5.43 Multiple Workflows - Salaried, Hourly,

Contingent

5.44 Ability to Set up Automated Communications for

Selected Workflow Steps

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No. Requirement Vendor

Capability

Vendor Comments

32

5.45 Manager Access & Role Capabilities

5.46 Portal Development for Posting Jobs on Company

Site. Can you brand the site?

5.47 Candidate Log In to see Status

5.48 Alerts Tied to Process Steps

5.49 Integration with Outlook

5.50 Mutli Language Capabilities

5.51 EEO Self-assessment & Reporting Capabilities

5.52 Archiving

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No. Requirement Vendor

Capability

Vendor Comments

33

Performance Management

Standard Vendor Functions:

6.1 Ability to store the following job information

Job classification (unique identifying

number)

Job title

Salary range

Fair Labor Standards Act (FLSA) status

(exempt or non-exempt for determining

eligibility for overtime pay)

Frequency of performance review (if this

varies within the organization)

Job history

Status history

EEO codes

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34

6.2 Accommodate maintenance of varying

performance and salary review programs.

Flexibility to accommodate multiple salary

and/or performance review cycles.

System should calculate next review date

based on employee life cycle events

(promotions, demotions, last review, etc.)

Focal point reviews

Anniversary date reviews

Multiple salary increases

General increases

Performance based merit programs that

include focal point reviews and are

composed of both long term and short term

rewards

The ability to process increases at varying

time intervals (6 mo., 13 mo., 18 mo., etc.)

Prorated increases based on hire date

6.3 Seamless interface to third party spreadsheet and

graphics package, including Microsoft’s office

suite of products.

6.4 Mass change ability at the employee and the job

level.

6.5 Maintain unlimited salary and job history.

Effective dated transaction processing

Point-in-time reporting

6.6 Interface to other internal systems, including

payroll, and financial applications.

6.7 Ability to automate the merit review process using

manager self-service

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35

6.8 Ability to trigger notices to HR as each manager

completes the merit review process and submits it

for the next level of approval.

6.9 Ability to “lock-out” managers once they have

completed the merit process for his/her direct

reports but still allow edits through subsequent

levels of approval.

6.10 Store external market salary survey data (multiple

surveys) and produce wage and market analysis

and benchmark reports.

Ability to add ad-hoc survey data collected

for specific positions.

Weight a specific survey at the job code

level for purposes of comparison

6.11 The system should produce a warning message

when a merit increase is processed for employee

who has received a “warning” or is on a

performance improvement plan.

6.12 Ability to track and maintain incentive programs

for productivity, referral, spot bonuses, signing

bonuses, and discretionary bonuses.

6.13 Ability to produce organizational diagrams and

charts, including position and job information.

6.14 Ability to establish and track performance goals

and objectives for the year. Track these goals and

objectives historically.

6.15 Track when Reviews are due

6.16 Track manager responsibility

6.17 Upload Performance Review document

6.18 Create own Configurable Evaluation Forms

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36

6.19 Link Reviews to specific goals

6.20 Access to Competency Library

6.21 Writing and Coaching Assistant

6.22 Link Performance with Career Planning

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No. Requirement Vendor

Capability

Vendor Comments

37

Compensation

Standard Vendor Functions:

7.0 Ability to store the following job information

Job classification (unique identifying

number)

Job title

Salary range

Fair Labor Standards Act (FLSA) status

(exempt or non-exempt for determining

eligibility for overtime pay)

Frequency of performance review (if this

varies within the organization)

Job history

Status history

EEO codes

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No. Requirement Vendor

Capability

Vendor Comments

38

7.1 Accommodate maintenance of varying

performance and salary review programs.

Flexibility to accommodate multiple salary

and/or performance review cycles

System should calculate next review date

based on employee life cycle events

(promotions, demotions, last review, etc.)

Focal point reviews

Anniversary date reviews

Multiple salary increases

General increases

Performance based merit programs that

include focal point reviews and are

composed of both long term and short term

rewards

The ability to process increases at varying

time intervals (6 mo., 13 mo., 18 mo., etc.)

Prorated increases based on hire date

7.2 Seamless interface to third party spreadsheet and

graphics package, including Microsoft’s office

suite of products.

7.3 Mass change ability at the employee and the job

level.

7.4 Identify pay changes by type (discretionary, merit,

market adjustment, etc.).

7.5 Maintain unlimited salary and job history.

Effective dated transaction processing

Point-in-time reporting

7.6 Ability to automate the merit review process using

manager self-service

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No. Requirement Vendor

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39

7.7 Ability to maintain various salary and tiered,

discretionary, and percent-of-pay bonus structures

at the same time, such as step within range method

or ranges within a broad-banding structure.

7.8 Ability to identify and associate different pay

programs and practices with different employee

populations based on category, status, employee

type or job code.

7.9 Ability to easily forecast and model potential

salary changes.

Model against budget pool

What-if analysis by individual or grouping.

7.10 Ability to provide a projection model that is able

to project increases by using a specified amount,

percentage, or both, and then implement the model

if desired.

7.11 Ability to perform multiple pay rate increases for

an employee on the same day and for different

reasons.

7.12 HR to enter salary rate and step that is tied to a

salary schedule which is updated annually. Pay

rate must then flow from HR to payroll side.

.

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No. Requirement Vendor

Capability

Vendor Comments

40

Training & Development

8.1 Internal Training

Training days used per year

Training objectives

Cost of training

8.2 External Training

Track tuition reimbursement and external

seminar utilization by various plans (e.g.,

union, non-union)

Training days used per year

Training objectives

Cost of education and training

8.3 Management Development

Career objectives

Employee development plan

Report career objectives vs. training

objectives and education participation

8.4 Skills Inventory

Educational background

Degrees held

License/certification status

Specialties

Competencies

Skills and skill levels

Employee skills and levels

Identify skill needs of organization

Capability to update/purge data

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41

8.5 The ability to track:

Students’ demographic information--who

enrolled, who attended, who passed, and:

Course number, name and description

Schedule and location of courses offered

External and internal costs associated with

the course

Vendor name if offered by an outside

company

Courses would include on-site skills

seminars, on-site required training,

management development classes and

external seminars

8.6 The capability to track a specific curriculum

associated with a specific class/category of

employee

8.7 Provide employee training history to managers via

manager self-service

8.8 Certificates & Licenses

Ability to notify employees and managers

that safety certificates are due to expire

Ability to track employee progress toward

earning a certification or license

8.9 Track Training class participation

8.10 Create Employee Training Plan

8.11 Administer Training Enrollment

8.12 Track Training Costs

8.13 Maintain Curricula library

8.14 Update Employee Qualifications

8.15 Evaluate Training Requirements

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No. Requirement Vendor

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Vendor Comments

42

8.16 Electronically generate notices to employees of

new training

8.17 Schedule courses

8.18 Ability to generate diversity reporting to show

characteristics of workforce attending particular

class (es) or for a particular date range.

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No. Requirement Vendor

Capability

Vendor Comments

43

Employee Relations

9.1 Ability to access and report on the following

employee information that has been provided by

other Human Resources functional areas or line

management

Job history

Skills and experience

Performance review data (rating, date due,

date reviewed)

Disciplinary actions history

Compensation history

Attendance records

9.2 Ability to track and administer a progressive

disciplinary program.

9.3 Model a future contract based on actual employee

data.

Forecast the financial impact of various

changes to union contracts

9.4 Ability to report on:

The cost of arbitration

Wages by bargaining unit

The cost of health insurance by bargaining

unit

Cost of all allowances by bargaining unit,

what the employee pays for dues, etc.

Field for Union Local / tracking

9.5 Ability to “flag” employees on disciplinary

programs during the annual merit and performance

evaluation process.

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Vendor Comments

44

9.6 Identify temporary employees and employees on

temporary assignment.

Agency name

Department and supervisor working for

Assignment begin and end date

9.7 The ability to track re-hire eligibility.

9.8 Ability to track multiple dates including original

hire date, re-hire date, bridged service date,

termination date, and seniority date.

9.9 Ability to distribute and collect the results from a

new hire questionnaire. The system should send e-

mail notification to the employee after 90 days of

employment.

9.10 Ability to produce system generated reminders to

managers for the employee’s performance

evaluation & to send alerts to HR of outstanding

performance evaluations.

9.11 Ability for employees to view demographic,

payroll, benefits, and compensation data online.

9.12 Ability to generate letters for employees on Leave

of Absence, providing details regarding benefits

payments.

Letters should be customized based on

employee type (union, non-union), benefits

plans (voluntary and employer provided)

9.13 Ability to track part-time hrs. or dollars

approaching maximum as defined by Nevada State

PERS

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No. Requirement Vendor

Capability

Vendor Comments

45

9.14 Ability to notify HR, Payroll, Managers and

Supervisors of part-time maximum numbers of

hours worked

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No. Requirement Vendor

Capability

Vendor Comments

46

Government Compliance

10.1 Ability to access and report on the following

employee and applicant information

Applicant records (job classifications,

salary, department, interviewers, hiring

decisions, reasons for decision)

Gender

Ethnicity/race, handicap, and veterans

status

Job history (hire date, positions held,

supervisors, departments, salary changes,

time in current position, transfers,

promotions, demotions, terminations,

leaves, and effective dates)

10.2 Ability to store the following information for each

job

EEO occupational category

Standard Occupational Code

Affirmative Action job group

10.3 Compliance reporting: ability to produce any

current Federal or State report including, but not

limited to W-2’s, EEO-4, OSHA, COBRA, Report

5500, Affirmative Action, and VETS-100.

10.4 Diversity reporting to show characteristics of

workforce.

10.5 Ability to generate quarterly reports that show

cumulative results to measure the effectiveness of

diversity initiatives.

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47

10.6 Ability to produce EEO-4 reports directly from the

system

10.7 Ability to produce “sign & send” government

compliance reports.

10.8 Track requests for reasonable accommodations

and what provisions were made to accommodate

the request.

The cost of the accommodation should also

be tracked.

The ability to automate workflow for

requests to the various departments

involved in arranging for the

accommodation.

10.9 Ability to report on the number of qualified

interviews by protected class and the status and

result of the person being interviewed.

10.10 Ability to keep and track unlimited amounts of

historical data.

10.11 Ability to track complaints against managers,

including the nature of the complaint, what

remedial action was taken, what was the

disposition.

10.12 Ability to create & maintain applicant logs.

10.13 Track different types of veteran’s status.

Track when an applicant who is a veteran

exercises preferential consideration for hire.

10.14 Ability to produce Federal, State, Provincial, and

Local tax reports on appropriate forms. (Includes

941/940, etc.)

10.15 Produce electronic W-2’s, 1099’s and 1042’s.

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48

10.16 Ability to monitor compliance with Provincial,

Federal and State regulations, such as FMLA,

FLSA, ADA, EEOC, CCRA, etc.

10.17 Ability to record and report the various

requirements of HIPAA Privacy Rules.

10.18 Ability to store the following data in each

employee record for each incident

Date of injury or date illness was

diagnosed

Time of injury

Location of injury or exposure

Type of injury or illness

Active agent for injury or illness (such as

hand tools, vehicle, or ladder)

Nature of injury or part of body that

sustained damage

License or certificate number

Weather conditions (coded)

Time of day

Day of week

Location code

Date of report

Person preparing report

Indicate corrective action needed

Note follow-up by supervisor

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No. Requirement Vendor

Capability

Vendor Comments

49

10.19 OSHA 300

Easily maintain OSHA required logs and

produce compliance reports

Easily maintain and report information as

legally required

Maintain safety certification information

The ability to “sign & send” OSHA reports

10.20 Reporting

Ability to run payout reports by year, by

claim, by department etc.

Automated notification of a return to work.

When an employee returns from a workers’

compensation leave, notification needs to

go to HR, Facilities, the union and Payroll

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No. Requirement Vendor

Capability

Vendor Comments

50

Absence Management

11.1 Ability for employees to account for intermittent

time taken against FMLA time.

11.2 Initiate the actions required by the HR policies,

such as notification to supervisor that violation of

attendance policy requires the creation of a

disciplinary action.

11.3 Enforce the work rule that the employee must

actually work the scheduled day before and

scheduled day after a holiday to be paid for the

holiday for select employee populations.

11.4 Initiate a report to HR that identifies employees

who have been absent for three or more days.

11.5 Provide workflow and alert supervisors when

action is required. Route the alerts to the

appropriate supervisors, managers and HR

representatives.

11.6 Provide the ability to store historical information

regarding absenteeism, perfect attendance and

tardiness.

11.7 Ability to help the supervisor or HR representative

identifies incidents that are affected by the FMLA

law.

11.8 Ability to designate if an employee worked through

his/her lunch. Managers must approve this on an

exception basis.

11.9 Provide feedback loop to ensure corrective action

was administered.

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Benefits

12.1 Full audit and compliance reporting for all benefits

programs.

12.2 Ability to store the following benefits data in each

employee record for each benefit

Benefit identification

Eligibility (yes/no/conditional)

Eligibility date (the date that the employee

became or will become eligible)

Enrollment status (not eligible, enrolled,

withdrawn, pending, not elected, refused,

conditional, etc.)

Enrollment option (for benefits with

multiple plans)

Coverage (employee only, spouse,

dependents)

Automatically calculate benefit level (for

benefits with variable or calculated benefit

values, e.g., face value of life insurance,

retirement benefit, or maximum health in-

surance coverage) based on pre-defined

criteria.

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12.3 Ability to store the following benefits information

(in table form)

Benefit identification (unique identifying

name or number)

Eligibility criteria (e.g., minimum job

grade, length of service, age, union designa-

tion, etc.)

Eligibility date (e.g., 90 days after hire date)

Eligibility hours (minimum hours; also,

rules for crediting time-based benefits such

as vacation, sick, leaves, and furloughs)

Eligibility earnings (base salary, benefits

salary, YTD earnings, premium pay, etc.)

Calculation frequency (first of month or

quarter, or on payroll cycle, etc.)

Calculation formula

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12.4 Health and Dental

Automate monthly reporting process.

Easily create and automate production of

monthly premium reports for indemnity,

PPO, and HMO plans

Ability to electronically transfer eligibility

and claim payment information to carriers

and TPA's

Ability for system to electronically send

appropriate communications to employees

with benefit status changes

Maintain and easily report on the following

information:

Census (demographics)

Monthly premiums - employer versus

employee. Ability to provide Finance

an annual report of employer paid

premiums

Payroll deduction changes

Track Section 125 pre-tax medical and

dental contributions

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12.5 COBRA

Ability for system to automatically notify

HR when a COBRA eligible event has oc-

curred, i.e., dependent reaches eligibility

age, marital status changes, end of FMLA

leave, etc.

Ability to automatically produce COBRA

notifications

Track payments

Issue dunning/termination of coverage

letters

Notify of termination at 18 or 36 months

appropriately

Print labels for COBRA mailings

12.6 Life and LTD

Monthly consolidated statements

Census

Ability to pay STD through payroll system.

Payroll deduction changes

Calculate taxable imputed life insurance

Store beneficiary data

Identify employees with waiver of premium

status

Provide carrier with information, including

hours worked and pay earned, in electronic

format

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12.7 401(k) Defined Contribution Plans

Electronically transfer information to third

party administrator.

Discrimination testing

Reporting

Rollovers

Maintain employee contribution

(percentage and flat dollar) and employer

match where applicable

Automatically calculate match

Ability for system to separate bonus

payouts from eligible earnings.

Accommodate pre- & post-tax contributions

Ability to cap deductions (percentage or flat

dollar) with ability to manually override for

exceptions

System disallow more than one change

per quarter

Not allow deductions for one year after

hardship withdrawal

Not allow deductions until next calendar

year after canceling a deduction

Ability to manually override the above

Establish triggers to start and stop salary

deductions (e.g., hours drop lower than 20

hours per week)

Beneficiary name and relationship

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12.8 Family Medical Leave

Ability to track leaves including partial

leaves that qualify under the Family

Medical Leave Act

Support calendar or 12 month rolling year

calendar methods

System should automatically suspend or

terminate benefits at appropriate time

Coordinate FMLA with disability and other

leave types

12.9 Time Off

Flexibility to accommodate entity specific

benefits including variations in vacation,

sick, and holiday time for employee classes,

locations, etc.

Ability to build seamless interfaces to time

management, general ledger and other

systems

Pass demographic and accrual balance data

Track time taken for Jury Duty, Military,

Birth, or Funeral Leave

Ability to pay employee for difference

between Jury or Military pay and em-

ployee's regular pay

12.10 Easily produce 5500 and other government

compliance reports.

12.11 Ability for employees to maintain dependents and

beneficiary information online, using employee

self-service.

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12.12 Flexibility to maintain and administer multiple

benefits programs and plans. Programs and plans

may vary based on the employee's group or

category.

12.13 Ability to automate the enrollment process

(including open enrollment) using employee self-

service technology.

12.14 Produce confirmation notices with the ability to

forward to employees via e-mail.

12.15 Ability to future date transactions and store

complete benefits status history. Future dated

transactions should pass to payroll at the

appropriate time as part of the payroll interface.

12.16 Ability to take a partial or retro benefit deduction

based on the date of hire, and to pro-rate based on a

daily cost.

12.17 Ability to properly calculate imputed income for

domestic partner coverage.

12.18 Calculate the cost of fringe benefits by employee

group.

12.19 Ability to track voluntary employee paid benefits

deduction.

12.20 Ability to track leave start and end dates. Trigger

workflow to payroll and supervisor regarding status

and dates.

12.21 Track Benefit Plan Eligibility

12.22 Track Plan History

12.23 Calculate Coverage Amounts

12.24 Calculate Employee Contribution Amounts

12.25 Calculate Premium Payment Amounts

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12.26 Calculate imputed income

12.27 Produce Total Compensation Statements

12.28 Produce Benefit Confirmation Statements

12.29 Mass Enrollment Capabilities

12.30 Create Consolidated Billing Reports

12.31 Cobra Tracking

12.32 Integrate Electronically with Carriers

12.33 Concurrent Enrollments (last year and new year)

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No. Requirement Vendor

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Vendor Comments

59

Payroll

14.1 Ability to hold future dated transactions in the

system, which will not process until the payroll

cycle in which they are effective.

14.2 Set-up date driven pay additives and date driven

deductions.

14.3 Void a check automatically from the original

labor distribution.

14.4 Support all government reporting and tax filing

for state, federal, provincial and local

jurisdictions including but not limited to W-2,

W-2c, 941, 941c, etc.

14.5 On-line general ledger set-up and changes with

point-in-time reporting.

14.6 Prevent duplicate check numbers throughout

the entire database.

14.7 Prevent duplicate SSNs throughout the

database. Setup from the HR side when

inputting new hire

14.8 Ability for an employee to change states of

withholding or pay frequency without issuing

another employee number.

14.9 The ability to auto-assign a personal ID that

stays with an employee for his/her lifetime in

the system; appropriate cross check to insure

this happens. Setup from the HR side when

inputting new hire

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14.10 User-defined fields that can be designated as

required or optional fields.

14.11 Ability to accommodate one individual holding

multiple jobs (no limit) or be charged to

multiple departments or areas. Do this either by

percentages or set amounts/hours.

14.12 Automatic tax recalculations for Medicare and

Social Security taxes take place no later than

the next payroll cycle.

14.13 Ability to accumulate taxes for all pay

companies within the same EIN, regardless of

differences in pay schedules, to produce

accurate tax filings.

14.14 Print screen capabilities directly from software.

14.15 Payroll pre-view capabilities to demonstrate all

errors during the gross to net processing.

Ability to run and re-run until payroll is deemed

correct.

14.16 The vendor must have the ability to print, sort

and ship checks based on distribution code.

14.17 Ability to produce on-demand W-2, T4, and

T4A generation for terminated employees, and

duplicates after year-end processing.

14.18 Ability to reverse paychecks, direct deposits

and disbursements. This must update YTD,

QTD, and MTD deductions and balances by

employee, and also any disbursement accounts

involved.

14.19 Security level set-up by employee field level

and at chart of account levels.

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14.20 Single security set-up for on-line and reporting

access. Ability to restrict access to corporate

payroll but still allow visibility to other parts of

the corporate employee record.

14.21 Secure access to certain earnings and

deductions so that they can be maintained by

only specified individuals.

14.22 Pay individuals on multiple accounts and wage

rates; make mid-cycle rate changes with system

capability to assist in retroactive calculations.

14.23 Ability to re-prorate historical charges and yet

retain the original transaction.

14.24 Ability for the system to calculate and report

imputed income on a per-pay cycle basis.

14.25 Ability to run audit reports such as employees

with zero checks, checks outside of tolerances

etc.

14.26 Ability to sort checks by any field in the

system.

14.27 Ability for the system to track fiscal year to

date accumulators.

14.28 Ability to perform transfers or department

changes even on the first pay cycle of the year.

Setup from the HR side

14.29 Ability to send an accounting transaction to

financials system that will create a liability for

outstanding vacation balances.

14.30 Ability to rapidly import large batches. Should

completely process in less than 20 minutes,

Including backup

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62

14.31 Produce a warning message at time of new hire

if the Social Security already exists in the

system, regardless of which company code.

Setup from the HR side

Employee Level Data/Deduction Requirements

14.32 Ability to view pay history including the actual

labor distribution and wage earnings type.

14.33 Ability to perform mass updates.

14.34 Ability to view historical biographic data

(name, address), status, position, deduction,

dates, and tax data by date for point-in-time

reporting with appropriate access controls; EFT

History . Accessible from both sides-HR &

Payroll

14.35 Provide Workers’ Comp codes that are

associated with the employee’s position;

accommodate multiple jobs and associate

earnings to the position in which they were

earned.

14.36 Deductions on the employee level should be

event/date driven and should have goal limits

and goal dates.

14.37 Support at least nine direct deposit accounts.

Support accounts with alpha digit and have

history.

14.38 Allow for different ACH transactions

permitting the transmission of employee

deductions to various vendors’ bank accounts in

compliance with all NACHA and Canadian

Royal Bank regulations.

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14.39 Ability to recover deduction arrearage. The

flexibility to collect using different methods.

System automatically deducts what is owed in

next pay periods.

14.40 Table validation for deduction amounts based

on plan and status.

14.41 Ability to accept future dated benefit deductions

and not process them until the pay cycle in

which they are effective.

14.42 Allow for different benefit defined deduction

types. These may be taxable or pre-taxable

deductions and may be determined on a “fixed-

amount” basis or on a “percentage” basis using

any combination of the base and/or other

earnings categories. Some of the deduction

types may have a matching “employer”

calculation but not necessarily at the same rate.

The “employer” calculation may be determined

on a “fixed-amount” basis or on a “percentage”

basis using any combination of the base and/or

other earnings categories.

14.43 Ability to define deductions by flat percent,

declining balance, or upper limit, and allow

definition of deduction frequency (every pay

period, quarterly, 1st and 3rd pay periods, etc.).

Deduction totals should be available at and for

any point in time at a detail or summary level.

14.44 Support legal hierarchy of deductions

(garnishments, tax levies etc.).

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14.45 Support the automatic imputing of certain

earnings as taxable wages, i.e. domestic partner

benefits, life insurance, etc.

14.46 Ability to track third party sick pay and report it

properly on the W-2.

14.47 Ability to enter “stop” amounts for employee

deductions.

14.48 Ability to handle multiple garnishments.

Enforce federal and state limits for minimum

employee checks.

14.49 For all types of garnishments (tax levy, child

support, federal or state levies, creditor

garnishments), provide fields for the received

date, the effective date and the inactive date,

and case number. There must also be a field to

indicate if a bankruptcy has been filed.

14.50 For creditor garnishments, the solution must

provide fields for both the mail date and the

continuing lien date.

14.51 Ability to assign fees based on the type of

garnishment and where it originated. Also,

must provide the capability to waive the fee, if

necessary.

Pay Data Entry

14.52 Support an easy entry for calculating grossed up

entries using the actual employee’s

withholdings or the Federal flat amount.

14.53 Ability to allow additional Federal, Provincial,

and State withholdings.

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14.54 Support both automatic pay and exception-

based entries.

14.55 Ability to automatically establish an earning or

deduction for an employee by using values pre-

defined for the earning / deduction at the

organization level.

14.56 Ability to process fringe benefits (including

cash fringe, non-cash fringe, and imputed

income), and adjust taxable wages and tax

balances accordingly.

14.57 Perform audit checks to prevent errors in data

entry.

14.58 Ability to produce automatic pay entries on a

report before processing the payroll.

14.59 Ability to create batches based on hours,

earnings.

14.60 Ability for pay additives to be associated with

certain cost account general ledger codes that

can be overwritten by exception.

14.61 Ability to automatically allocate the hours

and/or earnings and respective G/L accounting

codes of one "parent" earnings code to several

different "child" earnings codes during time

entry.

14.62 On-line “what if” pay calculation scenarios.

14.63 Manual check capabilities to include employee

actual earnings and deductions taxability.

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14.64 Ability to distribute labor by home, department,

job, or cost center routinely or by exception in

pay data and report in point-in-time; also,

retroactively and prospectively for modeling.

14.65 Provide at least 48 characters in order to define

the labor distribution fields.

14.66 Allow for multiple distribution methods to

include either time or a percentage of wages

and / or employer taxes.

14.67 Provide a method for verifying that the

accounting elements entered for labor

distribution are valid in the accounting system

14.68 Ability to allocate employee costs based on one

or more sources. When employee charges are

being processed by the system, must have the

ability to identify multiple accounts that should

be charged for the employee’s time.

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Time and Attendance

14.69 Ability to perform the following tasks:

Scheduling

Enforcing work week rules

Weekending start and stop times for shift cross-

over

Rounding rules

Grace period rules

Meal period rules (paid processes and unpaid

processes)

Differentials calculated through qualifiers and

the workweek rule for each unique group of

employees

Day Light savings time pay rules

Consecutive Day rules

Call-in rules

Separation of duties (roles and responsibilities)

Attendance enforcement rules

Exception hours to be entered and NOT paid

processes

Temp-duty or out-of-grade

Supervisor notification of early and late

punches

All pay rules as outlined in the collective

bargaining agreements

14.70 Ability to perform mass changes and updates.

14.71 Ability to perform benefit accruals as well as

accept balances from other systems.

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14.72 System security must be able to support a multi-

level access. Security must be able to limit

access based on department codes, pay codes,

union code, location code, exception processing

permissions, and to limit edit capabilities.

14.73 Ability to perform retroactive calculations for

hour’s additions and/or corrections.

14.74 Utilize the process of Batch Totaling when

interfacing into the installed payroll system.

14.75 Utilize audit trails that cannot be altered and

can be viewed and reported against. All fields

should have a complete audit trail in place.

14.76 Ability to import history from Excel and other

sources; maintain history on-line and in the web

view no less than 3 calendar years; ability to

achieve and report from a total of 7 years prior;

the historical detail reports on-line and available

for self-services and web on-line will contain

time card replication and attendance calendars.

Time and Attendance: Time Tracking

14.77 Master data from the HR system will be used in

the Time and Attendance application for

verification of employee: Employee ID, First

and Last Name, Cost Center, Job Description

for verification at the time clock.

14.78 Ability to assign individual’s schedules that are

appropriate based on job type and level. These

schedules will be identified with certain job

codes, department codes, pay codes and events.

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69

14.79 When an employee punches or swipes into the

time clock, the data should update the database

real time, update the employee’s timecard, the

cost center summary information, and be

available for the supervisor to view data

immediately. A batch job should not be

required to update the data for supervisor

access.

14.80 Ability to automatically adjust hours worked

based on shift differential.

14.81 Ability to punch in & out at lunch and other

breaks.

14.82 Provide timecard information all on one

screens, including punch detail and total

schedule hours versus actual hours.

14.83 Apply pay rules to punches and calculate

absentee, tardy and perfect attendance rates

automatically. All pay rules should be

calculated without the intervention of the

manager or payroll administrator.

14.84 Allow supervisors to enter sick and vacation

time and process entries’ real time. Only allow

sick or vacation time to be taken if the accrual

balances are available.

14.85 Create a pay period upload file or an interface

to the Payroll system

14.86 Allow time to be reported by exception so that

supervisors are able to manage by exception for

selected populations.

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14.87 Ability to pay correctly for daylight savings

time.

14.88 Allow pay rule- and work rule- effective dating

so that rule can be implemented ahead of time.

14.89 Allow daily approval of time by the

supervisors.

14.90 Ability for a department manager to see all

shifts at one time on a single screen.

14.91 Ability for managers to create custom views of

work schedules.

14.92 Ability to track seniority based on time actually

worked (not hire date).

14.93 Ability to track time for scheduled sick days.

14.94 Ability to show the department code and

department description when an employee

charges hours to a different department.

14.95 Ability to pre-populate hours in the employees

time card, based on the schedule; employee

then records exceptions.

14.96 Ability to track if a vacation request was denied

and the employee calls in sick on the previously

requested day.

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No. Requirement Vendor

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Vendor Comments

71

Time and Attendance: Supervisor Management

14.97 Ability for a supervisor to manage cost center

time at their desktop.

14.98 Ability for a supervisor to enter in sick,

personal, absent or other time into an

employee’s shift.

14.99 Ability for a supervisor to visually see on an

entry device or web screen all employees in

their cost center based on the current punch

data; identify who is in the building, who is

late, who has called in sick and who has an

excused absence.

14.100 Ability to see accrued balances available to

employees so that if an employee calls in sick

or asks for vacation time, the supervisor has the

information readily available to him when

entering the data into the employee’s schedule.

14.101 Ability for a supervisor to manage the labor for

special coverage arrangements.

14.102 Ability to track activity information such as

charge backs for invoicing activities; however,

this ability should be enabled where appropriate

and not required by all employees.

14.103 Ability to roll up data from employee, to cost

center, to department, to division for reporting.

14.104 Provide enhanced labor tracking by allowing

supervisors to track employees by skill.

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Vendor Comments

72

14.105 Provide workflow capabilities to alert

supervisors when an action is required. This

will enable the supervisor to proactively deal

with issues at the appropriate time.

14.106 Ability for the manager to delegate authority for

approval of time in case of a planned absence.

Pay Check Features

14.107 Show hours and earnings by department

(showing multiple jobs), cost center worked,

rate of pay received, and YTD accumulation for

all earnings on the pay stub.

14.108 Show vacation, workers comp, sick time, etc.

program allowed, taken, and balance on the pay

stub.

14.109 Ability to summarize employee data on the

stub; ability to show up to 40 lines of data.

14.110 Print messages and alerts on the employee’s

pay advice.

14.111 Provide laser-printed paychecks with MICR

encoding. The check stubs or deposit advices

must be easily modified to accommodate

additions or deletions and must comply with

various Provincial, State, Local, and union

mandated requirements.

14.112 Provide paychecks and advice notices that

display W-4 filing status and TD1 information.

14.113 Provide paychecks and advice notices that

display employer matching contributions to the

401K plan.

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14.114 Display all current and year-to-date totals for

earnings and deductions displayed.

14.115 Accommodate multiple pay rates on an

individual employee's check stub if earnings

carry different rates. The rate displayed must

be the actual rate paid and not represent an

"average" or "blended" rate.

14.116 Ability to ensure no negative checks are

printed.

14.117 Ability to create multiple checks for an

employee in a given pay period, i.e. a separate

paycheck for incentive / bonus payments.

14.118 Ability to identify and, ideally, print, on the

employee's check stub or deposit advice all

additions to income including those "invisible"

earnings and/or deductions that do not appear in

the hourly rate, such as uniform allowance.

14.119 Ability to selectively write and edit messages

on paychecks.

Reports and Interfaces: General

14.120 User friendly reporting tool; support ad hoc

reporting.

14.121 Report writer honors on-line security to access

all information including paycheck detail and

earnings history

14.122 Ability to run reports from an automated

scheduler.

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74

14.123 The following reports are required:

Full Detail Master File

Check detail

Payroll Register

Payroll Activity by Department,

Monthly Employee Earnings Status

Control Totals Report

Calendar Year Federal Work-Study

Earnings

Overtime by Employee

Full Labor Distribution

Deduction Register Report

Payroll by Wage Classification

14.124 Ability to report from all hours and earnings

history.

14.125 Provide comprehensive reporting capabilities

that enable measurement and analytics.

14.126 Provide a catalog of standard reports in the

system. Each report should have print and

export capability to programs as MS-Excel and

MS-Access.

14.127 Ability to carry miscellaneous fields of data and

to report on those fields.

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No. Requirement Vendor

Capability

Vendor Comments

75

Reports and Interfaces: Time and Attendance Specific

14.128 Manager metric reports:

Online reports that would enable managers to

view metrics such as absenteeism, tardiness or

early punches. These reports may be run and

rolled up at multiple levels such as cost center,

department, facility or organization, or in

aggregate for all organizations within the

institution.

14.129 Employee punch detail reports:

The reports would contain detail regarding time

taken: (regular, overtime and special time, such

as vacation, sick, personal, etc.) and time

available.

14.130 Ability to report on attendance patterns such as

calling in sick before/after scheduled days off

or holidays.

14.131 Ability to notify managers if sick time exceeds

defined thresholds. Notification could be on-

screen, by report or e-mail.

14.132 Ability to report on employee time by month

(not pay period). Report should show employee

by month, cost center, earnings code.

14.133 Ability to notify supervisors when PT

employees are approaching annual maximum

hours.

Employee and Manager Self-Service for Payroll

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No. Requirement Vendor

Capability

Vendor Comments

76

14.134 On-line employee & manager changes must

pass through an approval workflow and held,

pending Payroll approval. Prevent self-service

transactions from directly affecting the payroll

database without payroll approval.

14.135 On-line W-4’s & pay stubs.

14.136 Ability to e-mail an unlimited amount of

employees. For example, all employees who

have not completed time entry. E-mail all

employees about early deadlines due to

holidays. Setup from the HR side

14.137 Ability to notify supervisors and back-ups of

missing time or other payroll paperwork. Setup

from the HR side

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77

Implementation

Please provide a sample implementation plan for a full Payroll

and HR administration implementation.

Please provide a sample of your implementation project plan

What is the number of people on your implementation team?

Do you do your implementations remotely?

What is your process to handle spikes in volume during busy

seasons?

What are your general hourly rates?

Please highlight the major work steps and the typical duration of

each work step.