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Request for Proposal

OCIO.0809.007

Provision of Software and Professional Services Human Resource Management System Project

Office of the Chief Information Officer

Government of Newfoundland & Labrador

RFP Information Sheet

Request for Proposal for Human Resource Management System

RFP Title: Human Resource Management System Project RFP #: OCIO.0809.007 Issue Date: December 16th, 2008

Questions Deadline:

February 10th, 2009 4:00pm, NST

Closing Date & Time:

February 24th, 2009 4:00pm NST

Award Date (Approx.):

August, 2009 Start Date: Approx: October 2009

Proposal Label: Government Purchasing Agency

30 Strawberry Marsh Road St. John’s, Newfoundland and Labrador Canada A1B 4R4 Project Name: Human Resource Management System Project OCIO.0809.007 Closing Date and Time: February 24th, 2009; 4:00 PM, NST

Proponent Name Proponent Address

OCIO Contact Information Name: Bruce Reid Title: Manager, Application Development Phone: 709.729.0535 eMail: [email protected] Alternate OCIO Contact Name: Mark Brown Title: Director, Application Development Phone: 709.729.2198 eMail: [email protected]

mailto:[email protected]

mailto:[email protected]

TABLE OF CONTENTS

SECTION A - INTRODUCTION.................................................................................................................... 7

1.0 ......................................................................................................................................... 7 INTRODUCTION

1.1 ..................................................................................................................................................... 7 INTENT

1.2 ............................................................................... 7 OFFICE OF THE CHIEF INFORMATION OFFICER (OCIO)

1.3 ........................................................................................................ 8 PROJECT BACKGROUND AND GOALS

1.4 ........................................................................................................................... 10 GENERAL DEFINITIONS

1.5 ............................................................................................................................ 11 GOODS AND SERVICES

1.6 ........................................................................................................... 11 SUMMARY OF KEY DELIVERABLES

1.7 PROJECT PHASES ................................................................................................................................ 12

SECTION B – PROPOSAL SUBMISSION PROCEDURES...................................................................... 13

2.0 .............................................................................................................. 13 INSTRUCTIONS TO PROPONENTS

2.1 .......................................................................................................................... 13 PROPOSAL SUBMISSION

2.2 ............................................................................................................. 14 INQUIRIES AND COMMUNICATION

2.3 .............................................................................................................................. 14 PROPOSAL CONTENT

2.4 ........................................................................................ 14 PROPOSAL FORMAT AND REQUIRED SECTIONS

2.5 ........................................................................................................................ 15 PROPOSAL ACCEPTANCE

2.6 ........................................................................................................... 16 CONFIDENTIALITY OF PROPOSALS

2.7 ......................................................................................................... 17 GENERAL TERMS AND CONDITIONS

2.8 ........................................................................................................................................... 18 EVALUATION

SECTION C – REQUIRED PROPOSAL INCLUSIONS............................................................................. 21

1.0 ..................................................................................... 21 PROPOSAL COMPLETENESS AND PRESENTATION

2.0 Proponent Profile and Experience .................................................................................................. 22

3.0 .................................................................................................................................... 27 PROPOSED TEAM

4.0 ......................................................... 33 PROJECT MANAGEMENT, WORK PLAN AND TECHNICAL APPROACH

5.0 ............................................................................................................................................... 40 TRAINING

6.0 PROPONENT PROPOSED SOLUTION AND TECHNOLOGY BLUEPRINT ......................................................... 41

7.0 ................................................................................................ 59 SOFTWARE FUNCTIONAL REQUIREMENTS

8.0 .................................................................................................... 60 FINANCIAL PROPOSAL REQUIREMENTS

APPENDIX A – SOFTWARE FUNCTIONAL REQUIREMENTS............................................................... 61

APPENDIX B – FINANCIAL PROPOSAL - STRUCTURE...................................................................... 266

APPENDIX C – THREE TIER ARCHITECTURE ..................................................................................... 269

OCIO.0809.007 Page 7 of 281 Human Resource Management System Project

SECTION A - INTRODUCTION

1.0 INTRODUCTION

1.1 INTENT

The Office of the Chief Information Officer (OCIO), on behalf of the Government of Newfoundland and Labrador (GNL) is seeking proposals for the supply of a Commercial-Off-The-Shelf (COTS) software solution for its Human Resource Management System (HRMS) project. The intent of this Request for Proposals (RFP) is to acquire and implement a Commercial-Off-The-Shelf (COTS) software solution with minimal customization for a multi-phase project (refer to section 1.7). The software evaluation will be based on requirements for all phases. In addition to the software, professional services to perform activities related to software configuration, customization, integration, data conversion, migration, documentation, training, support and maintenance will be required. Proponents are required to submit in their Financial Proposal annual costs for professional services and software. In this regard, Proponents should indicate in their Financial Proposal the appropriate schedule for procurement of software licenses for development, staging, testing and production environments which is reflected in their project plan. It is expected that the OCIO would procure production licenses prior to the scheduled implementation of the solution. Proponents should note that the fiscal year is from April 1st to March 31st. The implementation will provide the OCIO with an enterprise-strength, flexible Human Resource Management System to meet the needs of the Province.

1.2 OFFICE OF THE CHIEF INFORMATION OFFICER (OCIO)

The OCIO provides for the operation of the Government of Newfoundland and Labrador’s computer systems and infrastructure, the planning, development and implementation of new IT initiatives, and the coordination of IT and Information Management (IM) for Government and IT industry development. The focus of the OCIO is on strengthening and modernizing the functions of government. It recognizes that information is a key asset that must be effectively managed to provide benefit. The OCIO has a centralized structure reflecting the operational and strategic role of IT across government. The OCIO is comprised of five branches with more than 280 employees and 100 contractors: • The Application Development Branch has a mandate to oversee delivery and

implementation of all Government of Newfoundland and Labrador IT projects. • The Application Services Branch has a mandate to support production systems

including the operational support of applications.


• The Operations Branch manages and maintains the hardware, software, network and IT security environment for all government departments and select government agencies.

• The Corporate Operations and Client Services Division is responsible for strategic

planning and management of strategic initiatives for information technology and information management, project management and procurement of professional resources from private information technology and information management businesses.

• The Information Management Branch has a mandate for the development of

Information Management (IM) policy and standards and provision of IM advisory services to government departments and agencies.

1.3 PROJECT BACKGROUND AND GOALS 1.3.1 BACKGROUND

Government’s human resource management strategy has been developed to ensure our public service continues to meet today’s challenges, and that our employees are ready to embrace new approaches, challenges and opportunities. Project Mandate

The mandate for the Human Resource Management System project is to implement an integrated corporate Human Resource Management System (HRMS) that will be a strategic asset in managing Government’s human resources. This project proposes the selection and implementation of software for Human Resource Management System with tight integration of payroll, the multiple HR functional areas and the existing Financial Management System (Oracle FMS). Employee Base The HRMS System will contain information on core public service employees, teachers and student assistants and pensioners across Newfoundland and Labrador. Core Public Service Together, approximately 7,000 core public service employees in 16 departments support the work of elected representatives and the broader public service (including our health and education sectors). A diverse pool of employees containing: management and front-line workers; permanent, temporary and contractual; salaried and waged - work together to provide government with the flexibility to respond to a wide variety of public needs. The labor relations setting at GNL’s core public service includes six bargaining agents and 14 collective agreements governing varied terms and conditions of employment. Teachers and Student Assistants There are approximately 7,000 teachers and student assistants employed by the School Districts with governance from the Department of Education. There are five


districts containing full-time, part-time, substitute and contractual teachers as well as full and part-time student assistants; all occupying diverse daily and holiday schedules. Terms of employment are negotiated by the Newfoundland and Labrador Teachers Association (NLTA) and Newfoundland and Labrador Association of Public and Private Employees (NAPE) bargaining agents. Pensioners This includes pension and refund payments for 20,000+ pensioners under the GNL Public Service Pension Plan, Uniformed Services Pension Plan, Teachers Pension Plan, Members of the House of Assembly Pension Plan, and the Provincial Court Judge's Pension Plan.

1.3.2 Current System Environment GNL currently manages payroll information and processing using two payroll systems; one packaged system for the public service and pensioner payroll and a second custom-built system for teachers and student assistants. HR information for the core public service is housed in multiple systems that contain limited functionality to support current and future requirements; often relying on outdated technology and/or manual processes. HR information for teachers and students assistants is contained within the Teachers Payroll, Pensions and Certification system. There is limited self-service functionality implemented across any of the payroll and HR related systems. Application reporting capabilities are supplemented by a data warehouse (Oracle Discoverer) containing a portion of the payroll and HR information. Financial information is managed using Oracle Financials with interfaces to and from the existing payroll systems. Oracle Financials version is 11.5.10.2 and Database is Oracle 10G.

1.3.3 STAKEHOLDERS

The key Stakeholders of the project include the Office of the Chief Information Officer (OCIO), the Public Service Secretariat (PSS), the Public Service Commission (PSC), the Office of the Comptroller General (OCG), and the Department of Education. The Key Stakeholders will perform the following functions throughout the project. • Review and approve project management methodology and documentation. • Commit GNL project resources as required • Provide overall guidance and direction to the project, ensuring it remains within

any specified constraints • Monitor the project • Resolve issues escalated to Steering Committee level • Promote the success of the project throughout Government’s management

structure • Make decisions with respect to mitigating identified project risks • Review and approves strategies, budgets and plans for the project


• Assess proposed changes, their impact on the project, and subsequently approve if appropriate

• Ensure compliance with government directives • Ensure milestone/deliverables have been completed satisfactorily • Ensure any Project closure responsibilities are completed • Accept the final production system

1.3.4 Objectives of the HRMS initiative

GNL intends to realize the following business objectives and benefits: Business Objectives • Provide enhanced capability for HR planning and the ability to measure the

attributes of the public service workforce • Increase focus on customer service • Aid in the introduction of new employee programs and the management of

existing programs through integrated information sharing • Gain greater control and knowledge of HR program delivery costs • Reduce the risks and costs of managing multiple and outdated payroll systems • Achieve corporate-wide efficiencies and standardization of business processes and

policies through automation • Facilitate the implementation of appropriate departmental and corporate HR

organization structures Business Benefits • Increase the reliability of data • Increase capacity for HR decision making, measurement and forecasting • Provide consistent and better quality professional services to employees • Reduce costs associated with managing multiple standalone systems • As a result of streamlined processes, the opportunity will exist to increase

employee development, introduce new programs and provide greater service value

• Facilitate the sharing of information, proactive reporting, and decision making • Improve overall organizational performance • Increase consistency in policy application • Provide access to integrated data • Promote corporate-wide self service initiatives

1.4 GENERAL DEFINITIONS

• “Closing Time” means the date and time on which proposals under this RFP are due and must be received as specified herein;

• “Form of Agreement” means the final contract embodying all contract documents,

terms, conditions and obligations;

• “Letter of Acceptance” means the document issued to a Proponent stating an intent to enter into a contract pending satisfactory receipt of all conditions precedent to the contract as required by the RFP;


• “GPA” means the Government Purchasing Agency;

• “GNL” means the Government of Newfoundland and Labrador

• “OCIO” means the Office of the Chief Information Officer; and

• “Province” means the Province of Newfoundland and Labrador.

• “HRMS” means Human Resource Management System

1.5 GOODS AND SERVICES

The OCIO will evaluate and select a packaged solution that best fits the overall system requirements outlined in this RFP as well as the professional services required to implement the solution. It is also the OCIO’s intention to choose a COTS package that:

• Is proven in similar environments; • Requires minimal customization;

• Is supported by a Proponent which specializes in HRMS software and provides regular

upgrades based on new technology, changing industry standards and user feedback;

• Can be easily configured to accommodate key business requirements;

• Interacts seamlessly and dynamically with other commercial software tools and existing enterprise systems (e.g. Oracle Financial Management System).

1.6 SUMMARY OF KEY DELIVERABLES

The key project deliverables are summarized below: • Master project plan; • Supply and installation of HRMS software; • Solution design; • Solution customization and implementation; • Training plans and materials; • Documentation and knowledge transfer throughout the implementation, including but

not limited to: application configuration, customization, data conversion, report development;

• Maintenance and support plan (including upgrade schedules);and • Detailed security architecture for the proposed HRMS system.


1.7 PROJECT PHASES Due to the scope and magnitude of the HRMS project as well as operational impacts, the project will be divided into manageable phases, which are referenced below. The initial work priority upon which focus is to be concentrated are those tasks listed in Phase 1 and Phase 2. With respect to the award of work for Phases 3 to 7 of the project, OCIO reserves the right to award the work for those subsequent phases on the basis of the satisfactory completion of the tasks set out in Phases 1 and 2. If, in the sole opinion of OCIO, the work for Phase 1 and Phase 2 of the project had not been satisfactorily completed, OCIO may determine that work for the subsequent phases should be the subject of a further competition for the selection of an appropriate proponent to undertake that work. Phase 1 Base HR Civil Service Payroll Seniority Classification and Compensation (including Position Administration) Base Benefits Finance Integration Phase 2 Strategic Recruitment and Staffing (including self-service) Pensioner’s Payroll and Refunds Phase 3 Organizational Development Policy and Planning

Phase 4

Civil Service Time Reporting and Leave Management Scheduling

Phase 5

Teachers & Student Assistants Payroll Teachers & Student Assistants Base HR Teachers & Student Assistants Time and Leave (replacing mainframe & web front-end) Teachers & Student Assistants Automated Group Benefits Teachers & Student Assistants Certification Phase 6 Automated Group Benefits Disability Management & Occupational Health and Safety Employee Relations Phase 7 Business Intelligence Self-service


SECTION B – PROPOSAL SUBMISSION PROCEDURES

2.0 INSTRUCTIONS TO PROPONENTS

2.1 PROPOSAL SUBMISSION 2.1.1 The Proponent must provide one (1) proposal package containing ten (10) complete hard

copies and one (1) complete electronic copy (Adobe Acrobat Format) of the Response to the RFP. Facsimile or electronic only proposals are not acceptable and will not be considered.

2.1.2 Proposal packages must be received in full no later than 4:00 p.m., NST on or before the closing date specified on the RFP Information Sheet. Proposals received after that time will not be considered and will be returned. Proposals must be signed by an authorized representative of the Proponent. Unsigned proposals shall not be considered and will be returned. Proposal must be orderly and completed in sufficient detail. Each requirement is displayed in a table at the end of this document and Proponents are required to provide their detailed response in the corresponding column. Failure to do so will lead to disqualification. If the space in the corresponding column is insufficient, Proponents are encouraged to provide additional information to support their response which must be properly referenced. Proponents’ responses such as “complies” see page xxx is not acceptable. Incorrect referencing, poor presentation and/ or lack of professionalism will lead to disqualification. Proponents who do not have an electronic copy of the document can contact the Contact Person indicated on the Information Sheet.

2.1.3 The Proposal must be delivered to the Government Purchasing Agency (GPA) at the address specified on the Information Sheet. GPA will not open the proposal package but will only take receipt of the proposal package on behalf of the OCIO for purposes of date and time stamping. The OCIO will then ensure that the date and time stamp are enforced as per the time lines outlined in the RFP instructions.

2.1.4 All proposals must remain valid and open for acceptance up until February 24th, 2010.

2.1.5 Proponents are solely responsible, and without recourse to GNL or the OCIO, for any expenses they incur in preparing and submitting an RFP and for its participation in the RFP process including, but not limited to, attending any interviews or presentations requested by the Evaluation Committee and providing any additional information that may be requested by the Evaluation Committee. The Province and the OCIO shall not defray nor be liable for any reason for any expenses incurred by Proponents in responding to this RFP.

2.1.6 All compliant proposals and accompanying documentation submitted prior to the Closing Time are considered the property of the OCIO and will not be returned.


2.2 INQUIRIES AND COMMUNICATION

2.2.1 All inquiries and other communications with GNL officials with respect to this RFP are to be directed ONLY to the individual(s) identified on the RFP information sheet.

2.2.2 Written inquiries and requests for clarification will be accepted up to February 10th, 2009 4:00 pm NST. Inquiries and requests for clarification received after this date will not be addressed.

2.2.3 Verbal information or representations shall not be binding upon GNL or the OCIO. Only written changes, alterations, modifications or clarifications approved by OCIO are binding. In order to be valid all such changes, alterations, modifications or clarifications shall be issued in the form of addenda and all such addenda shall become a part of this RFP.

2.2.4 All addenda that have been issued in relation to this RFP will be available on the Government Procurement website at www.gpa.gov.nl.ca/availabletenders.stm, or by contacting the Government Purchasing Agency. Proponents are responsible for ensuring that they have received all addenda pertaining to this RFP and shall be deemed to have received same through their submission of a proposal in Response to this call.

2.2.5 Information pertaining to the OCIO obtained by the Proponent as a result of its participation in relation to this RFP is confidential and must not be disclosed by the Proponent except as authorized by the OCIO.

2.2.6 The OCIO may, during the assessment period, request a meeting with a Proponent to clarify points in the proposal. Demonstrations of any or all proposed solutions may also be requested. No changes by the Proponent will be permitted after the RFP Closing Time. The Proponent shall be responsible for any expenses incurred related to this requirement.

2.3 PROPOSAL CONTENT

ALL PROPOSALS MUST ADDRESS THE CONTENT OF THE RFP. Compliant proposals are those that clearly demonstrate a thorough understanding of the RFP, and its stated requirements and criteria. The OCIO will disqualify proposals that do not demonstrate this understanding, do not include the information that is requested in the Required Proposal Inclusions Section C, and do not specifically address requirements and criteria as specified throughout this RFP document.

2.4 PROPOSAL FORMAT AND REQUIRED SECTIONS

Proposals must be organized in the following format: Title Page

Table of Contents: Include page numbers, identifying all included materials.

Executive Summary: Summary of the key features of the proposal.

Part A – Proponent Profile and Experience: Proponents must complete the Proponent profile and experience as per Section C - 2.0.

http://www.gpa.gov.nl.ca/availabletenders.stm


Part B – Proposed Team: Proponents must complete Section C – 3.0 on the proposed team. Part C – Project Management, Work Plan and Technical Approach: Proponents must complete Section C – 4.0 as requested.

Part D – Training: Proponent must provide information on training as specified in Section C - 5.0. Part E – Proponent Proposed Solution and Technology Blue Print: Proponents must complete Section C – 6.0 as requested. Part F – Software Functional Requirements: Proponents must complete the rated software requirements in Appendix A as provided. Instructions are provided in Section C - 7.0. Part G - Financial Proposal: Proponents must submit the financial proposal in the general form as per Section C – 8.0 and Appendix B – Financial Proposal, in Canadian Dollars. Proposals submitted in a currency other than Canadian Dollars will not be considered. Part H – Value Added Benefits: Proponents can expand on any additional solution benefits that may help the Government reach its HRMS project goals, or how the solution may enhance business in other areas of the Government.

Appendices: Proponent may submit any other information relevant to the proposal, but not included in the above, as appendices. Resumes of proposed personnel should be included in an appendix.

2.5 PROPOSAL ACCEPTANCE

2.5.1 The Purchaser reserves to itself the unfettered right to reject any or all Responses received in response to this RFP and is not bound to accept the highest ranking or any Response. The Purchaser may elect to cancel this RFP at any time with or without cause and no liability shall accrue to the Purchaser as a result of its exercise of its discretion in this regard.

2.5.2 The proposal of the successful Proponent will form part of any resulting agreement by attachment and incorporation by reference. Claims made in the proposal will constitute contractual commitments. Any provision in the proposal may be included in the resultant agreement as a direct provision thereof.

2.5.3 Any agreement resulting from this RFP shall be governed by the laws of the Province of Newfoundland and Labrador. Any agreement issued pursuant to this RFP shall be issued in the name of the Proponent exactly as that Proponent’s personal or corporate name is stated in the RFP document. Funds payable (CDN$) for goods and services delivered pursuant to this Agreement shall be paid only to the Proponent who is so listed as party to this Agreement.


2.6 DISCLOSURE AND CONFIDENTIALITY OF PROPOSALS 2.6.1 Documents and other records in the custody of or under the control of the OCIO or its representatives shall be subject to the Access to Information and Protection of Privacy Act SNL 2002, c. A-1.1 (the “Act”)

Subject to the limitations of the Act, all responses to this RFP and other documents and other records submitted by a Proponent in connection with this RFP will be considered confidential and financial and other proprietary information will not be disclosed.

2.6.2 It should be noted that while the ATIPPA permits members of the public to access records in the custody and control of the GNL, disclosure of that information may be limited if it would be harmful to the business interests of the Proponent (ATIPPA, s. 27). Accordingly, the Proponent is encouraged to:

(1) Clearly identify those portions of the Proposal for which disclosure to others would significantly harm their business interests, and (2) Be prepared to justify that determination in the event of a request for access to such information pursuant to an ATIPPA request. The Proponent, its employees, and any sub-contractors will be expected to comply with and abide by all provisions of the ATIPPA. In addition to the ATIPPA, the Proponent, its employees, and any sub-contractors will be expected to comply with and abide by all applicable privacy legislation, including but not limited to, federal privacy legislation such as The Privacy Act and the Personal Information Protection and Electronic Documents Act (PIPEDA). In this engagement , the Proponent will have access to confidential information , perhaps including personal information , received from GNL and may be storing , manipulating or accessing the confidential information on the Proponent’s own information technology resources . To emphasize the need for appropriate measures to ensure the confidentiality of such information, the individual resources of the successful Proponent may be required to sign a government oath of secrecy document. As well, in the event that the successful Proponent does not use information technology resources provided by the Government of Newfoundland and Labrador but rather stores, manipulates or accesses confidential information on the Proponent’s own information technology resources, the successful Proponent will be required to sign a document entitled “TERMS OF USE – Security of Government information on Information Technology Assets of Contractors The successful Proponent will be required to abide by and adhere to all the confidentiality provisions set out in the resultant contract between the Client and the successful Proponent. The successful Proponent may be required to sign a confidentiality agreement.

2.6.3 The OCIO is bound by the provisions of Newfoundland and Labrador’s Access to Information and Protection of Privacy Act (ATIPPA). All documents, including proposals, submitted to the OCIO become the property of the OCIO and may be subject to disclosure under ATIPPA.


2.7 GENERAL TERMS AND CONDITIONS 2.7.1 This procurement opportunity is subject to the provisions of The Atlantic Procurement

Agreement and the Agreement on Internal Trade. Information on these Agreements may be obtained by visiting http://www.gpa.gov.nl.ca/.

2.7.2 In the event of any discrepancies between the RFP, the proposal submitted or the

resultant agreement, the agreement will govern.

2.7.3 The successful Proponent must be in good standing with the Workplace Health, Safety and Compensation Commission (WHSCC) or its equivalent in the jurisdiction where the Proponent organization is located and provide a certification letter to this effect prior to receiving any payments for this contract.

2.7.4 If the Proponent is a corporation, the organization must be licensed to conduct business in

its own jurisdiction and shall include a certificate of good standing for that jurisdiction. (Please note: the successful Proponent must register in the Province of Newfoundland and Labrador, pursuant to the Newfoundland and Labrador Corporations Act.)

2.7.5 Upon installation and configuration of individual Software modules, Acceptance Testing will

follow to assess system functionality and performance. All Products and/or Services delivered to the OCIO for Acceptance Testing shall be supplied as specified and function and perform in a manner equal to or superior to the provisions of the Proposal, RFP and implementation documents.

The Proponent is not expected to execute this testing but will need to address problems that occur related to the Proponent’s Products and/or Services. The Proponent will be expected to assist in the planning of the User Acceptance testing and support OCIO resources throughout the UAT process.

The Acceptance Testing must be completed to the satisfaction of all stakeholders. If the Products and/or Services are not accepted, or in some way fail to pass the Acceptance Test, the Proponent will, at its own expense, correct the defects promptly.

Deployment will not commence until the Acceptance Testing is completed and any deficiencies identified have been addressed by the Proponent to the satisfaction of the OCIO.

2.7.6 Contracts will be governed by the laws of the Province of Newfoundland and Labrador. 2.7.7 The OCIO will retain ownership and copyright of any programs, systems or other

intellectual property developed as part of this project. The Proponent will, upon either completion or termination of the project, immediately transfer to the possession of the OCIO all materials including, but not restricted to, all research reports, papers, tapes, slides, films, photographs, audio-visual materials, electronic data and all input data or other information submitted to the Proponent or developed by the Proponent in the performance of the assignment, whether in draft or completed form.

2.7.8 Personnel resources supplied by the Proponent may also be required to obtain a Royal

Newfoundland Constabulary security clearance and, for any inter-provincial assignment respecting a project, a federal government clearance. GNL may also require that a Certificate of Conduct be provided by personnel resources assigned to a project

http://www.gpa.gov.nl.ca/


2.7.9 Payment will take place based on the number of copies acquired or licenses obtained for each phase, nature of customization completed (where applicable), service options selected, and for the payment schedule as defined in the contract.

2.7.11 Memorial University of Newfoundland (MUN) has granted authority to the OCIO to act on

its behalf to procure a Human Resource Management System and has the option to participate in any resulting agreement and benefits of this RFP.

2.8 EVALUATION

2.8.1 EVALUATION COMMITTEE

The Evaluation Committee may include such members of the Government of Newfoundland and Labrador staff and outside consultants as the Government of Newfoundland and Labrador considers necessary or advisable to provide proper technical, legal and financial evaluation and analysis of the proposals received. Evaluators may not individually score every component, depending upon the background and expertise required. The evaluation team will meet as required to create a team score for each Proponent proposal.

2.8.2 Evaluation Criteria

The Evaluation Committee of the Government of Newfoundland and Labrador will evaluate proposals for completeness, conciseness and general suitability. Proposals that have been deemed by the Evaluation Committee to have met all mandatory requirements as identified within this RFP document will only then be evaluated. Those proposals will be evaluated out of a total score of 11,230 as indicated below. Proposals that have met mandatory requirements will be evaluated on functional and technical requirements, then on financials, and lastly, on product demonstration. The functional and technical requirements will be scored out of 7,859 as per the table below. Criteria Minimum

Score Maximum

Score % Part A – Proponent Profile and Experience Section C – 2.0 392 560 5% Part B – Proposed Team Section C – 3.0 700 1000 9% Part C - Project Management, Work Plan and Technical Approach Section C – 4.0 1190 1700 15% Part D – Training Section C – 5.0 231 330 3% Part E – Proponent Proposed Solution and Technology Blueprint Section C – 6.0 630 900 8% Part F – Software Functional Requirements Section C – 7.0 and Appendix A 2358 3369 30%

Total Functional and Technical Score: 5501 7859 70%

Part G - Financial Score See 2.8.3 2808 25%

Demonstration Score 394 563 5%

Total Score 11,230 100%


Interviews or presentations may be requested of Proponents, if necessary, to substantiate responses. Any presentations made on site will be at the Proponent’s expense.

2.8.3 FINANCIAL CONSIDERATIONS

Those proposals having scored 5501 or higher on functional and technical requirements (Proponent must score at least the minimum in all sections) will then be evaluated based on financial consideration. The proposal judged to represent the lowest overall cost to the Government of Newfoundland and Labrador will be awarded the full financial evaluation score of 2808. All other proposals will be awarded a prorated score based on the following formula:

(Lowest Cost/Proponents Cost) * 2808

2.8.4 DEMONSTRATION SCORE

Finally, as a minimum, two of the top proponents with the best combined score on rated requirements and financial score at their expense will be called upon to demonstrate their product (proof of concept) in support of their proposal to the Evaluation Committee. This demonstration must be completed using the identical software as specified in the Proponent’s proposal.

A maximum score of 563 will be awarded for the proof of concept demonstration. GNL reserves the right to invite other Proponents who have responded to the RFP and have met the mandatory requirements and achieved at least the minimum on functional and technical merit to participate in the proof of concept demonstration.

2.8.5 EVALUATION PROCESS OVERVIEW

The RFP evaluation process is a selection procedure. It will be finalized through completion of the following steps:

• Proposals are received in response to this RFP;

• Proposals are reviewed and evaluated by the Evaluation Committee to ensure that all

Mandatory Requirements are met;

• Proposals meeting all the Mandatory Requirements are then evaluated against the Rated Requirements (Interviews or presentations may be requested of proponents, if necessary to substantiate responses. Any presentations made on site will be at the proponent’s expense.);

• Proposals meeting the minimum threshold requirements on functional and technical

merit will then be evaluated on cost;

• As a minimum the top two proposals with the best combined score on functional and technical merit and financial costs will be invited at their own expense to provide a proof of concept demonstration. The OCIO reserves the right to invite other proponents if they are not satisfied with the proof of concept from the top two proponents.

• A final recommendation will then be made on the best score for functional and

technical merit, financial cost and proof of concept (demonstration).


• Proponents are advised in writing of the acceptance/rejection of their proposal. A Letter of Acceptance will be issued to the selected Proponent.

An agreement, satisfactory to the Government of Newfoundland and Labrador, is entered into with the successful Proponent.

2.8.6 ACCEPTANCE OF PROPOSAL

If the Government of Newfoundland and Labrador decides to accept a proposal, it will accept the proposal that is the best overall proposal when evaluated in accordance with the stated criteria and give such written notice of such decision. Should the Government of Newfoundland and Labrador decide not to accept any proposal; all Proponents will be given written notice of such decision.


SECTION C – REQUIRED PROPOSAL INCLUSIONS Total Score for Required Proposal Inclusions: 7,859 This section provides information on the nature of the content and the associated detail that is required in Proponent responses. If the prescribed content is not included in the response as detailed throughout this section, the proposal will be eliminated from consideration. In responding to all aspects of this RFP, Proponents are to be concise in supplying descriptive information. Resumes and project descriptions should, however, include sufficient detail to support claims made in the proposal. 1.0 PROPOSAL COMPLETENESS AND PRESENTATION 1.0 Proposal Completeness Response Requirements Mandatory

(M) or Rated

Points

Proponent’s Response 1.1 Completeness

The Proponent response must be in the order as per Section B - 2.4 of this RFP and responses must be in the format as provided.

M


2.0 Proponent Profile and Experience Maximum Score: 560

2.1 PROPONENT PROFILE

Response Requirements Mandatory (M)

or Rated

Points

Proponent’s Response 2.1.1 Proponent Profile

The Proponent profile must consist of an overview of the Proponent firm(s), its history, and its future plans. The Proponent profile must include the following information:

Proponent name and address;

Proponent representative name, title and telephone number;

Principal business and corporate direction(s) of the Proponent;

Description of the proponent organization including: • Office locations; • Length of time in business; and

Number of current employees.

M

2.1.2 The proposal must list any contracts terminated for cause within the last five years and any outstanding litigation.

M



or Rated

Points

Proponent’s Response 2.1.3 Corporate Strategy:

The proposal must include a statement describing the Proponent’s strategy to continue conducting business in this field, including the Proponent’s strategic directions or vision related to HRMS software and implementation services and associated software tools.

M

2.1.4 Proponent profile responses will be evaluated

against the following:

Proponent information is supplied as requested and verifiable;

Proponent is a mature HRMS industry participant with a commitment to HRMS as a core business or focused product line;

Proponent has a clear plan for future HRMS strategic directions. Proponent plans to remain in the HRMS industry offering their product over the expected life of the OCIO implementation and for the years of support required thereafter.

Statements without substantiating evidence will be regarded as indicating no commitment.

R 125


2.1.5 Project Resource Substitution, Cancellation or Extension

Proponent profile should include a statement describing the Proponent’s policy for personnel substitutions. The response must specify the circumstances under which the Proponent would assign alternate personnel (substitutions). Indicate any conditions that would apply should personnel substitution be necessary. NOTE: Throughout the life of the project, the OCIO will accept personnel substitutions only under extraordinary circumstances and only after thorough consultation. A substituted resource must meet or exceed the mandatory requirements stipulated in Section C 3.0 – Proposed Team.

M

2.1.6 The response will be rated to the degree that it:

Has a policy for personnel substitution, cancellation and extension that is compliant with the OCIO requirement to have these occur under exceptional circumstances only;

Has a clear path for a timely resource substitution that will have minimal project impact; and

Will not cause the OCIO to incur additional cost or delays.

R 85

Points Achieved


2.2 HRMS Project Experience Response Requirements Mandatory

(M) or Rated

Points

Proponent’s Response 2.2.1 HRMS Project Experience

The Proponent must provide two (2) project references, preferably in Canada, which substantiate that the Proponent has relevant experience in providing the proposed HRMS software and implementation services for Phase 1 and Phase 2 to clients similar to the Government of Newfoundland and Labrador.

These references must relate to projects successfully conducted for clients, preferably in Canada during the last five (5) years. Minimum of two (2) references to be submitted.

The response to sections 2.2.2 to 2.2.9 must be based on the references requested in 2.2.1 and the proposed HRMS software solution.

M

2.2.2 The Proponent implemented a similar HRMS software solution as proposed in this response. Describe all component products included in the reference client solution, including other COTS products.

M

2.2.3 The Proponent was responsible for designing the overall HRMS software solution.

M

2.2.4 The Proponent was responsible for providing the component HRMS software products.

M

2.2.5 The Proponent was responsible for analyzing the data conversion requirements of the client and conducting the data conversion activities.

M

2.2.6 The Proponent was responsible for configuring the HRMS software products to address the client’s requirements.

M



or Rated

Points

Proponent’s Response 2.2.7 References

The references provided in response to Item 2.2.1, above, will be rated on the degree to which they are similar in nature, scope, and complexity to the Government of Newfoundland and Labrador HRMS initiative.

Proposals must include current valid contact names and telephone numbers of references. OCIO reserves the right to contact other references not specified in the proponent’s response.

M

2.2.8 Reference #1 R 175

2.2.9 Reference #2 R 175

Total Points 560


3.0 PROPOSED TEAM Maximum Score: 1000

3.1 PROJECT EXECUTIVE Response Requirements Mandatory

(M) or Rated

Points

Proponent’s Response 3.1 Project Executive

For the purpose of this RFP, the individual known as the Project Executive is that individual who holds the highest level of resolution and approval authority for the project on the Proponent’s side.

This individual will be the senior executive available to the Government of Newfoundland and Labrador for periodic reviews or problem escalation.

3.1.1 The proposal must include the name and title of the individual who has ultimate authority for the project on the Proponent’s side.

M

3.1.2 The proposal will be rated on the degree to which the Project Executive has demonstrated experience with projects of a similar nature, scope, and complexity. Such experience should be substantiated with two (2) references (provide brief project description, contact name and phone number for verification).

R 100

3.1.3 The proposal should include the proposed Project Executive’s:

role in the HRMS project; expected level of commitment to the HRMS

project.

R 75


3.2 PROJECT MANAGER

Response Requirements Mandatory

(M) or Rated

Points

Proponent’s Response 3.2 Project Manager

3.2.1 The proposal must include the name and a detailed resume of the individual the Proponent proposes to fill the role of Project Manager.

M Resume can be attached in an appendix.

3.2.2 The proposal must include a statement confirming that the proposed Project Manager will have direct access to the Proponent’s Project Executive for the purposes of this project.

M

3.2.3 The proposal must define the level of commitment (i.e. percentage of time over the design, configuration, and implementation phases) that the proposed Project Manager will be committed to the HRMS project.

M

3.2.4 The proposed Project Manager must provide at least two (2) references from projects of a similar nature, scope, and complexity. Such experience should be substantiated with two (2) references (provide brief project description, contact name and phone number for verification).

M

3.2.5 The proposed Project Manager must be capable of communicating proficiently in the English language.

M

3.2.6 The proposed Project Manager must have a minimum of seven (7) years experience as a project manager in the Information Technology Industry.

M


3.2.7 The résumé for the individual proposed as the Proponent’s Project Manager will be rated on the extent to which it substantiates his/her experience and education to fulfill this role.

R 175


3.3 TECHNICAL LEAD Response Requirements Mandatory

(M) or Rated

Points

Proponent’s Response 3.3 Technical Lead

The Government of Newfoundland and Labrador requires that the Proponent appoint a skilled, experienced individual that will accept responsibility for leading the technical design and implementation of the proposed solution in the Government of Newfoundland and Labrador environment. This individual will be known as the Technical Lead.

3.3.1 The proposal must include the name and a detailed resume of the individual the Proponent proposes to fill the role of Technical Lead.

M

3.3.2 The proposal must define the level of commitment that the proposed Technical Lead will be committed to the project.

M

3.3.3 The proposed Technical Lead must have a minimum of seven (7) years relevant experience in projects of similar size and scope as required in this RFP. Such experience should be substantiated with two (2) references (provide brief project description, contact name and phone number for verification).


3.3.4 The résumé for the individual proposed as the Proponent’s Technical Lead will be rated on the extent to which it substantiates his/her experience and education to fulfill this role.

R 175


3.4 FUNCTIONAL APPLICATION EXPERT


(M) or Rated

Points

Proponent’s Response 3.4 Functional Application Expert

The Government of Newfoundland and Labrador requires that the Proponent appoint skilled, experienced individuals that will accept responsibility for leading the functional configuration and implementation of the proposed solution in the Government of Newfoundland and Labrador environment. These individuals will be known as the Functional Application Experts.

3.4.1 The proposal must include the names and detailed resumes of the individuals the Proponent proposes to fill the role of Functional Application Expert.

M

3.4.2 The proposal must define the level of commitment that the proposed Functional Application Experts will be committed to the project.

M

3.4.3 The proposed Functional Application Experts must have a minimum of five (5) years relevant experience in the last seven years in the solution proposed in this RFP. Such experience should be substantiated with two (2) references (provide brief project description, contact name and phone number for verification).


3.4.4 The résumés for the individuals proposed as the Proponent’s Functional Application Experts will be rated on the extent to which it substantiates his/her experience and education to fulfill this role.

R 175


3.5 IMPLEMENTATION TEAM


(M) or Rated

Points

Proponent’s Response 3.5 Implementation Team

3.5.1 The Proponent’s proposed implementation team must have sufficient, qualified resources each with a minimum of three (3) years experience in the last five (5) years in the solution proposed.

M

3.5.2 The proposal must include evidence which substantiates that all members of the proposed Implementation Team are capable of communicating proficiently in the English language.

M

3.5.3 The proposal should include a description of its proposed team, including, as a minimum, the following information for each team member:

résumé that substantiates the individual’s

capability and experience to fulfill his/her proposed role;

proposed role and responsibilities; proposed level of commitment (percentage of

time) to the HRMS project; number of years experience fulfilling a similar

role. Proposals should include details of projects to substantiate the claimed experience (e.g. in the individual’s résumé);

any relevant certifications concerning the proposed HRMS software solution.

R 300 Resumes can be attached in an appendix.

Total Points 1000


4.0 PROJECT MANAGEMENT, WORK PLAN AND TECHNICAL APPROACH Maximum Score: 1700

4.1 PROJECT ORGANIZATION


or Rated

Points

Proponent’s Response 4.1.1 Project Organization

The Proponent must provide a summary of the organizational structure suggested for the project.

M

4.1.2 The response must include an organizational chart for the project and associated narrative that identifies all proposed resources (detailed team resumes do not need to be repeated in this section, but should be included in an Appendix).

M

4.1.3 The proposal will be rated on the extent to which the organizational chart and associated narrative includes all proposed Key Resources, their relationships to each other, their roles, responsibilities and authorities and interface points to GNL as follows: Comprehensiveness (identifies the Key

Resources, members of the proposed implementation team, and the Government of Newfoundland and Labrador personnel expected to be involved);

Roles and responsibilities are appropriate; Reporting and other relationships are described

and are appropriate to the project; and Interface points between Proponent and the

Government of Newfoundland and Labrador Key Resources are suggested and appropriate.

R 250


4.2 APPROACH AND PROJECT PLAN Response Requirements Mandatory

(M) or Rated

Points

Proponent’s Response 4.2.1 Approach and Project Plan

The proposal must include a detailed Project Plan which identifies the Proponent’s proposed approach to completing the design, configuration, and implementation effort. Since it is assumed that the Proponent has a formal project management and implementation approach, and that a project plan format would be established by that approach, an explicit Project Plan format has not been provided.

M



or Rated

Points

Proponent’s Response 4.2.2 The proposed Project Plan will be rated on the

proposed overall approach:

Are project activities properly defined? Does the plan include project costing? Is there a Quality Plan identifying quality

standards and how they will be met? Is there a Human Resource plan identifying

project roles, responsibilities and relationships?

Is there a Risk Management plan that addresses the approach to planning and executing the risk management activities for the project?

Is there a Change Management plan that addresses the approach to planning and executing the change management activities for the project?

Is there a Communications Management plan that addresses the approach to planning and executing the communications management activities for the project?

Is there an Implementation Plan that addresses the transition to production?

Does the approach and plan include details of the proposed approach to testing all elements of the implemented solution to ensure that it provides the required functionality?

Are all major deliverables and milestones have been clearly defined and realistically scheduled as per a Government environment?

R

750


4.3 PROJECT MANAGEMENT METHODOLOGY Response Requirements Mandatory

(M) or Rated

Points

Proponent’s Response 4.3.1 Project Management Methodology

The Proponent must describe the project management methodology used by the organization.

M

4.3.2 As well, the Proponent should acknowledge the need for effective project, change and risk management, and describe the Proponent methodology in each of these areas.

R 200

4.3.3 If the Proponent claims any form of compliance or certification with an industry standard (e.g., ISO, PMI or CMM), the Proponent is to clearly indicate the certification standard as well as the independent third party who issued the certification. Certification is not mandatory.

R 100


4.4 PROJECT GOVERNANCE METHODOLOGY Response Requirements Mandatory

(M) or Rated

Points

Proponent’s Response 4.4 Project Governance and Relationship

Management

4.4.1 The proposal must outline the planned Project Governance Approach used by the Proponent in similar, successful implementations. These include:

Status reporting; Project Communications; Steering Committee structure and

relationship; Action, Issue, Risk and Change Tracking; and Relationship Management Including;

o Internal Project Reporting Structure; o Management of Sub-contractors (if

applicable); and o OCIO and clients.

M

4.4.2 The proposal must include the Proponent’s proposed Relationship Management Plan, covering the Proponent’s approach to implementation of the Project including how the Proponent will plan, manage, co-ordinate, communicate, and administer all aspects of the contract including team members and subcontractors.

M


4.4.3 The Proponent’s proposed Relationship Management Plan for this initiative will be rated on the following criteria:

Frequency of interaction between the Key

Resources involved; Communications and interactions planned with

the Government of Newfoundland and Labrador;

Additional relevant Relationship Management factors.

R 200

4.4.4 The proposal must include a description of the Proponent’s procedure to manage a change in contract process, either at the request of the Government of Newfoundland and Labrador or the Proponent including how the Proponent proposes to interact with the Project Team to negotiate and implement timely contract changes.

M

4.4.5 The Proponent’s proposed contract change procedure will be rated on:

The extent to which it describes a

comprehensive, well-established procedure that the Proponent has successfully used in other relevant projects;

The proposed lines of communication; Authorizations; Resources involved in the process; and Documentation procedures.

R 100


4.5 SERVER ENVIRONMENT Response Requirements Mandatory

(M) or Rated

Points

Proponent’s Response 4.5.1 Server Environment

The Proponent must describe the elements of the planned server environment for Development, Testing, Staging and Production.

M

4.5.2 The Server environment approach will be rated to the extent that it:

Has a system for preview of features, Has a system for roll back of unsuccessful

deployments if necessary.

R 100

Total Points 1700


5.0 TRAINING Maximum Score: 330 5.0 HRMS TRAINING Response Requirements Mandatory

(M) or Rated

Points

Proponent’s Response 5.1.1 Training Requirements

Proponents are required to provide their Training Strategy and Training Plan for Phase 1 and Phase 2.

The Training Plan as a minimum must include identification of # of trainees, level of training, schedule of training, location of training and associated costs. This would be based on the Proponents prior experience in similar implementation – size and scope.

Training costs must be broken down by year as per project plan.

R 330

5.1.2 The Successful Proponent must provide training to the Government of Newfoundland and Labrador staff in the English language.

M

Total Points 330


6.0 PROPONENT PROPOSED SOLUTION AND TECHNOLOGY BLUEPRINT Maximum Score: 900 6.1 PROPONENT’S PROPOSED SOLUTION


or Rated

Points

Proponent’s Response 6.1.1 Software Licensing

The OCIO is intent on purchasing a non- subscription based COTS HRMS for an enterprise wide implementation. Proponent must address the licensing requirement and payment schedule for Development, Training, Testing, Staging and Production environments. Proponent must indicate the appropriate schedule for procurement of software licenses for development, staging, testing and production environments in their Financial Proposal. Proponents must show cost of licenses and the support and maintenance costs separately as required in the Financial Proposal Submission. Proponents should show a schedule of procurement that coincides with their Project Approach and Plans. This will provide the flexibility for “Just in Time” purchases of licenses as Phases are completed and ready for Production. The fiscal year is from April 1st to March 31st.

M



or Rated

Points

Proponent’s Response 6.1.2 Solution Architecture

Proponent must provide a description of the technical and application architecture and physical layout of the solution. Identify all components that are required to implement the proposed solution, including third party hardware and software: • Hardware; • Software (system and application); and • Networking. The OCIO will separately procure the supporting hardware, infrastructure and operating system software as required and such procurement is not included in the scope of this RFP.

M

6.1.3 Integration

Proponent must provide an analysis of the options for integrating the various functional touch points between financial and other processes as mentioned in various functional requirements sections. Proponent must identify any risks inherent in the different options and the mitigating strategies to address those risks. The strategy must include the technical design for the options identified.

M



or Rated

Points

Proponent’s Response 6.1.4 Three Tier Architecture

Proponent must submit their solution’s 3-tier or better (e.g. greater than 3-tier) architecture and demonstrate how it meets or exceeds the OCIO’s model as per Appendix C In the event that the proponent’s solution does not meet the OCIO’s 3-tier (or 3+tier) architectural design, the proponent must provide mitigation solutions to give functionally equivalent segregation to prevent direct data manipulation by users outside of the application. If any customization is required to meet the OCIO’s standard, then all costs associated with such customization must be included in the Financial Proposal.

M



or Rated

Points

Proponent’s Response 6.1.5 Detailed Architectural Design

Proponents response as per 6.1.4 above will be rated to the extent as to how it complies to the OCIO’s model: Does it consist of three service layers such as: o Web server (contains the web services); o Application server (contains

application/business logic code); and o Database server (contains the database). Is there a description of any interactions between components and identification of protocols and ports that are required between tiers?

Is there indication of any standard network protocols required by the components in each of the tiers (e.g., DNS resolution or SMTP transport) including those of the proposed mitigation indicated above if required?

R 400

6.1.6 Web Standard Proponent must provide evidence that the Client portion of the proposed HRMS solution is supported using W3C, HTML 4 compliant browser. The requirement of a “thick” client is not acceptable.

M



or Rated

Points

Proponent’s Response 6.1.7 Security Architecture

Proponent must provide detail security architecture, in both written and graphical forms, of the proposed HRMS Solution

Proponent must include how the solution can be protected from unauthorized access.

Proponent must meet the minimum security requirements of the OCIO as outlined in Appendix C or demonstrate their functional equivalent and the associated cost which must be reflected in their Financial Proposal.

M

6.1.8 Adherence to Open Standards

The proposal should include a Technology Blueprint which will be rated on the extent to which it:

• Is based upon commercially available “standard” hardware, software, and communication components; and

• Minimizes the use or dependence upon

proprietary solutions.

R 100


6.2 SECURITY Response Requirements Mandatory

(M) or Rated

Points

Proponent’s Response 6.2.1 Proponent’s must provide their solution’s

integrated security to all product modules, such as:

• User authentication; • Single sign on between modules; and • Lightweight directory access protocol (LDAP)

solutions.

Single sign on for users must include users who have multiple roles and/or have cross departmental access. Proponent must indicate if their product can utilize external authentication technologies (e.g. Microsoft Active Directory) and if so provide details, both textually and visually, of this external authentication integration.

M

6.2.2 Proponent must provide a detailed description, both textually and visually, of how each part of its system interacts with network and application firewalls including a list of the ports and protocols required. Proponent must describe which best practices the solution uses to provide high level security and integrity.

M



or Rated

Points

Proponent’s Response 6.2.3 Proponent must describe how their solution

meets the following security criteria:

• provides system administration tools to monitor unauthorized access and to terminate improper logins

• provides customizable security logging capability

• produces security access reports (or produces customizable security audit reports)

• provides password controls such as expiration, minimum length and use of alpha-numeric conditions

• protects against password alteration or hacking

• responds to failed login attempts (such as enforced limit on maximum number of failed login attempts)

• provides auto-logoff of the system after periods of inactivity specified by the system administrator

• allows user to logon after auto-logoff without intervention by system maintenance. (e.g. user must be able to re-logon to system after an auto-logoff event such as session timeout without intervention)

M

6.2.4. Proponent must explain how the proposed solution provides user level authentication to assign users access rights to the application, sub-functions, menus and data elements based upon the user role or business unit / department.

M



or Rated

Points

Proponent’s Response 6.2.5 Proponent’s solution should support data

encryption. The areas where data encryption may be required include:

• User logon information; • Data in storage; • Data transmitted between the components

of the application architecture; and • Data being distributed outside the solution

including web traffic.

R 100

6.2.6 Proponent’s solution web server must be capable of supporting Transport Layer Security (TLS). Proponent must detail, both visually and textually, their implementation of TLS.

M

6.2.7 Proponent’s solution must have the ability to generate and view audit trails relating to database access, database changes and distinct business transactions, including transactions that involve external interfaces. The system must be capable of using discrete criteria (e.g., transaction type, DB change type, User ID additions, et cetera) for the creation of audit trails and for the selection of audit trail information.

M


6.3 PERFORMANCE, SYSTEM CAPACITY AND SCALABILITY Response Requirements Mandatory

(M) or Rated

Points

Proponent’s Response 6.3.1 Proponent must describe the solution’s ability

to:

• Be available 24 hours a day, seven days a week, with allowance for regular maintenance; and

• Provide process monitoring tools available for assessing data usage and performance issues.

M

6.3.2 Proponent must describe how the implemented solution can be managed to ensure high levels of performance and capacity flexibility.

Proponent should identify performance benchmarks to be used in performance monitoring (such as user concurrency, transactions, etc). Proponent must define the level of scalability built into the architecture (e.g. how to increase capacity or performance).

M



or Rated

Points

Proponent’s Response 6.3.3 Proponent must identify:

• Maximum number of concurrent users in the proposed architecture;

• Number of transactions that can be supported concurrently by the proposed architecture; and

• Maximum number of transactions that can process in a given time period in the proposed architecture.

Proponent should base metrics upon their proposed implementation infrastructure (e.g. Unix, Linux or Microsoft Windows) and indicate type of infrastructure.

M


6.4 DATABASE Response Requirements Mandatory

(M) or Rated

Points

Proponent’s Response 6.4.1 Proponent’s proposal must describe (indicating

where not applicable) the following:

• Database management systems supported by the proposed solution, including the versions of the RDBMS supported (include recommended DBMS if options);

• Tools required to manage the database; • Batch window available to DBA’s for

administrative functions; • Level at which integrity is applied (e.g., the

database or application software level); • Level at which the business rules are applied

(e.g., the database or application software level); and

Documentation supplied for application software and database configuration and tuning.

M

6.4.2 Proponent must provide data design diagrams of the logical and physical data model.

M

6.4.3 Proponent’s proposal should describe: the data archival strategy including data

archival processes and how GNL can access archived data

data purging procedures to clean / update / delete data (e.g. procedures to purge data based upon dates or specific events)

ability to support retention scheduling policies for the archival and deletion of data.

R 50



or Rated

Points

Proponent’s Response 6.4.4 Proponent’s solution should have the capability

of creating a Disposition Report to list all records that have been disposed of.

This report will contain the following information: • System Name; • Listing of records that were disposed of; • Date ranges of the records that were disposed

of; • Disposal date; • Disposal time; and • Listing of the user id or process number that

initiated the disposal process.

R 75

6.4.5 Proponent’s solution should have the capability of creating a report to be submitted to the Public Records Committee.

This report required will contain all the information in the Disposition Report, and the following additional information: • Record Series Title (identified in the Records

Retention Schedule); • Disposition Process Type (manual or

automatic); • Department the records were associated with; • Branch the records were associated with; • Schedule Number; • OCIO Contact information; • Departmental IM Contact related to these

deleted records; and • ATIPP issues that may affect the deleted

records (e.g. Are there exemptions under the ATIPP Act like personal information?).

R 75


6.5 TECHNICAL Response Requirements Mandatory

(M) or Rated

Points

Proponent’s Response 6.5.1 Proponent’s proposal must identify the various

platforms and operating systems that the proposed solution is certified to work with. Include the versions of operating system software and selected hardware.

Current OCIO standards for operating systems include:

• Microsoft Window Server 2003 • Red Hat Enterprise Linux 4/5 • UNIX (currently under review;

proponent must support Hewlett-Packard HP-UX, Sun Solaris and IBM AIX)

Note: solution does not have to support all of the OCIO standard operating systems.

M

6.5.2 Proponent’s proposal must describe:

• ability to provide Web-based solution that works with Internet Explorer, Mozilla Firefox Web browsers, Apple Safari

• minimum and recommended user desktop configurations required to access and run the solution

• ability to deploy the solution to users across a variety of network connections (e.g. network speeds and WAN technologies such as LAN, ADSL, Frame Relay, ATM, etc) with minimum recommended speeds

M

6.5.3 Proponent’s proposal must describe a backup and recovery strategy for the solution



or Rated

Points

Proponent’s Response 6.5.4 Proponent’s proposal must identify

development languages used for reporting, data extracts, front-end development and customization

M

6.5.5 Proponent’s proposal must identify:

• whether the solution works with wireless technologies (e.g., BlackBerry, Windows CE-based devices, etc)

• anticipated network bandwidth requirement to support a web browser-based session

M

6.5.6 Proponent must describe their installation approach and identify any implementation methodology and tools that will be used to support the implementation

M

6.5.7 Proponent should identify any single points of failure that exist in the solution and propose methods to mitigate / eliminate them. Proponent should identify how the solution can be implemented to ensure a high level of availability.

R 100

6.5.8 Proponent must identify the various printer platforms that are supported by the solution.

Proponent must describe the product’s ability to support both desktop-based (e.g. from the client) and server-based printing.

M


6.6 HRMS OPERATIONAL AND PRODUCT SUPPORT Response Requirements Mandatory

(M) or Rated

Points

Proponent’s Response 6.6.1 Operational and Product Support

The costing in this section applies to post implementation operation and product support. Costing must include both operational and product support and be indicated in the financial proposal.

M

6.6.2 Proponent must describe their ability to provide support under the following terms. At a minimum, GNL would require support

• During regular business hours (8 am – 5 pm)

Newfoundland Standard Time for regular business operations; and

• During upgrades or peak times, GNL would require support outside regular business hours including weekends.

M

6.6.3 The proposed resources must be capable of communicating proficiently in the English language.

M



or Rated

Points

Proponent’s Response 6.6.4 The proponent must describe their ability to

provide:

• on-line access to information via a customer website including a searchable knowledge base and a forum to exchange information with other customers.

• e-mail support • toll-free support • direct hotline for urgent requests • access to frequently asked questions

(FAQs) • technical support using remote diagnostics

M

6.6.5 The proponent must outline the typical helpdesk / support team response time for critical, important and non-critical problems including the support escalation process.

M

6.6.6 The proponent must outline the warranties covering software and implementation services. Specify the duration. Describe what types of customizations may violate the warranty and any other issues that may impact the warranty.

M

6.6.7 The proponent must describe warranty and support with respect to customizations made by the proponent during initial implementation vs. customizations performed following implementation.

M

6.6.8 The proponent must describe upgrade policies and procedures – including periodic software updates and software enhancements; including the areas of: • When will patches be applied? • How will they be installed? • How will they be tested?

M



or Rated

Points

Proponent’s Response 6.6.9 The proponent must indicate how often, on

average, major upgrades / releases are issued. Describe how modifications or customizations are handled and what impact they have on upgrades.

M

6.6.10 The proponent must indicate how long releases are supported including the lead time provided to clients who are utilizing a product for which support is to be discontinued.

M

6.7 DATA CONVERSION Response Requirements Mandatory

(M) or Rated

Points

Proponent’s Response 6.7.1 Data Conversion

Proponent must describe conversion strategy for converting data from the current systems to the proposed HRMS Solution. Proponent should include an implementation plan defining the activities and high level work effort estimates required to implement the conversion strategy.

M

6.7.2 Proponent must provide recommendations for the amount of historical data that should be migrated to the new system.

M

6.7.3 Proponent must provide recommendations for

assessing data quality and conducting data cleansing prior to conversion.

M



or Rated

Points

Proponent’s Response 6.7.4 Proponent must provide a description of the

methodologies, processes and types of automated software / tools that will be utilized to expedite the data conversion process.

M

6.7.5. Proponent must provide a description of expected roles for government resources as it relates to the data conversion and migration strategy.

M

6.7.6 Proponent must provide a description of the approach to verify the population of the new database and address any post conversion data clean up.

Proponent must describe the checks and balances employed to ensure the integrity of the converted data between the old and new application.

M

6.7.7 Proponent must provide a description of the methodology used to keep data in sync between the new and legacy systems during implementation.

M

Total Points

900


7.0 SOFTWARE FUNCTIONAL REQUIREMENTS Maximum Score: 3369 Appendix A contains all rated Software Functional Requirements of the HRMS solution. All requirements are numbered. Proponents must retain the requirements numbering scheme provided in the requirements tables when providing detail, in the table format provided in Appendix A. For all requirements, it is mandatory for the Proponent to indicate the ability to meet the requirement using a scale of: Met as Delivered (M) Met with Customization (C) Not Met (N) For requirements indicated as high (h), it is mandatory to include an explanation of how the product meets the requirement in the comments section. For all requirements being met, it is mandatory to include all software/ modules required to implement the solution. Software that are listed as optional and are not included in the Financial Proposal and training plan will be disqualified. In Response to this Section, Proponents must indicate all software required to meet the needs of GNL. A response such as “capable of doing with purchase of optional software” is not acceptable, unless the optional software has been identified and is included in the Financial Submission and is also included in the Training Plan. It is mandatory for Proponents to accompany responses of “Met with Customization” with an explanation of the customization in the comments section. Proponents must include a summary of customization costs for high, medium, low categories in the Financial Proposal.


8.0 FINANCIAL PROPOSAL REQUIREMENTS

The Financial Proposal will not form part of the Rated Requirement scoring. It will be scored separately as described in Section B – Section 2.8.3 - Financial Considerations.


or Rated 8.1 Financial Proposals are to be completed in the general form

provided in Appendix B, Financial Proposal. M

8.2 Licensing pricing must include plug-ins and any/all software needed for the solution proposed as detailed by the Proponent in this RFP. All pricing to be in Canadian Dollars (CDN$).

M

8.3 Licensing pricing provided in the financial proposal must also include pricing for any development, testing, training, staging and production environments.

M

8.4 All support and maintenance costs are to be included in the pricing as per section 6.6.

M

8.5 Professional Services Requirements

This must also include training costs as described in section 5.

M

8.6 Proponents must show in their Financial Proposals, the cost for Travel, accommodations, per diem etc. All rates must be based on the Government of Newfoundland and Labrador’s rates.

M


APPENDIX A – SOFTWARE FUNCTIONAL REQUIREMENTS Appendix A contains all the rated requirements of the HRMS software. The Proponent must provide responses to indicate the status of the proposed HRMS solution, per requirement, as “met as delivered”, “met with customization” or “not met”. For all requirements, it is mandatory for the Proponent to indicate the ability to meet the requirement using a scale of: Met as Delivered Met with Customization Not Met


All requirements are numbered and have been categorized with a ranking of high (H), medium (M) or low (L). Proponents must retain the requirements numbering scheme provided in the requirements tables when providing detail, in the table format provided below. For requirements indicated with a high ranking (H), it is mandatory to include an explanation of how the product meets the requirement in the comments section. For all requirements being met, it is mandatory to include all software/ modules required to implement the solution. Software that are listed as optional and are not included in the Financial Proposal and training plan will be disqualified. In Response to this Section, Proponents must indicate all software required to meet the needs of GNL. A response such as “capable of doing with purchase of optional software” is not acceptable, unless the optional software has been identified and is included in the Financial Submission and is also included in the Training Plan. It is mandatory for Proponents to accompany responses of “Met with Customization” with an explanation of the customization in the comments section. Proponents must include a summary of customization costs for high, medium, low categories in the Financial Proposal.

# Requirement Category

High – H Medium - M Low - L

Response M - met as delivered; C - met with customization; N – not met. N - not met

Software/ Modules

Comments (describe customizations and how ‘high’ are met)


Summary of Functional Requirements Section

# Abbreviation Description H M L Total

1 CC Classification, Compensation and Position Administration 27 26 3 56

2 SS Strategic Staffing 93 7 23 123 3 SEN Seniority 16 7 1 24 4 ER Employee Relations 13 5 5 23 5 INS Benefits 29 12 12 53 6 DM Integrated Disability Management 23 21 1 45 7 OD Organizational Development 97 53 5 155 8 PP Policy and Planning 28 4 6 38 9 SCH Scheduling 66 27 5 98 10 TL Time and Leave 79 23 1 103 11 PAY Payroll 247 21 4 272 12 FI Finance 40 14 0 54 13 CF Cross Functional Requirements 161 52 2 215

Ratings: 919 272 68 1259 H 3 points each M 2 points each L 1 point each 2757 544 68 3369


# REQUIREMENT Category

(H - high; M - medium;

L - low)

Response

(M - met as delivered;

C - met with customization; N - not met)

Software/ Modules

Comments

(describe customizations and how high are met)

1 CLASSIFICATION, COMPENSATION AND POSITION ADMINISTRATION

CLASSIFICATION CC_1 Attach a unique number to each

classification specification. H

CC_2 Store and retrieve information on classifications including • a definition of work • illustrative examples (to show type of work and level of complexity) • information on desirable knowledge, ability, skills • information on desirable experience and training • pay levels

H

CC_3 Establish “Occupational Groupings” or “Job Families” that group positions together. (e.g. an Occupation Grouping will group Engineering type positions)

M

CC_4 Maintain job evaluation criteria for each position. Some examples include know-how, problem solving and accountability.

H




L - low)

Response



Software/ Modules

Comments


CC_5 Provide flexibility in the job evaluation criteria that is requested and stored for each position (ensure there are user defined fields for additional criteria).

H

CC_6 Attach multiple pay levels to each classification specification.

H

CC_7 Indicate whether a classification is active or inactive (i.e. valid for current use on an position or employee).

M

CC_8 Create, maintain and modify position descriptions online through flexible templates.

H

CC_9 Flexibility to decide which fields on a position description are mandatory based on position type.

H

CC_10 Calculate position rating (points) based on a number of input factors (e.g. based on formulas, tables, etc.)

M

CC_11 Indicate if a position is pending an appeal.

L

CC_12 Apply edits when updating the status of a classification based on business rules (e.g. can not inactivate a classification if positions are still attached).

M




L - low)

Response



Software/ Modules

Comments


COMPENSATION CC_13 Maintain a history of the

compensation structures/plans with effective dates. (compensation refers to salary and benefits changes such as leave plans).

H

CC_14 Maintain salary plans with levels, ranges, base salary, and steps.

H

CC_15 Integrate compensation plan with payroll. Ensure approved changes made to the base compensation structure will automatically affect employee pay. (i.e. if there is a general rate increase and the salary plan changes, the corresponding employees pay will change).

H

CC_16 Apply complex business rules for regulating salary administration transactions (e.g. salary increments based on anniversary dates).

H

CC_17 Identify exception cases to the compensation rules (i.e. ability to freeze or red circle employee salary).

M

CC_18 Indicate on the employee record why a compensation policy was overridden.

M

CC_19 Maintain full time equivalency to support total compensation analysis.

M




L - low)

Response



Software/ Modules

Comments


CC_20 Model potential changes to classification and total compensation plans (i.e. to complete an impact assessment).

H

CC_21 Provide cost impacts associated with salary and classification changes.

H

CC_22 Generate analytic reports of compensation structures and employee data to support detailed analysis. (e.g. facilitate compensation surveys, trend analysis etc.)

M

POSITION ADMINISTRATION CC_23 Assign a unique position control

number to a position. H

CC_24 Attach a position to a department, division, and unit with effective dates (begin and end dates).

H

CC_25 Store a variety of current and historical information on the position including (but not limited to) the following: location, authority, rationale, department, funding source (accounting flex field), date transferred to another department, effective date, end date of a position (abolish date), vacated date of the employee (actual date person stopped work).

H




L - low)

Response



Software/ Modules

Comments


CC_26 Identify position type within the position number (e.g. permanent, temporary, seasonal, etc.).

H

CC_27 Assign a classification specification to a position with an effective date.

H

CC_28 Identify if a new position replaced one/many abolished positions.

M

CC_29 Identify position review dates (KIVs) with table-driven reason codes (e.g. contract expiry date). Allow updates once the review is complete.

M

CC_30 Allow for multiple active incumbents to a position based on automated business rules (e.g. job sharing, temporary replacement, overlapping appointments).

H

CC_31 Indicate if a position is filled or vacant.

M

CC_32 Indicate if a position is permanent, temporary, or seasonal.

H

CC_33 Indicate the job category of a position. (e.g.. Director, Deputy Minister, Manager).

M

CC_34 Indicate multiple incumbents for a single position (e.g. the permanent owner of the position and the person active in the position).

H

CC_35 Indicate if a position is cost-shared. M




L - low)

Response



Software/ Modules

Comments


CC_36 Indicate the authority for any activity on a position (e.g. change in pay level, title, abolish a position).

H

CC_37 Indicate when a position is subject to job-sharing (including percentages).

M

CC_38 Indicate the maximum Full-Time Equivalent (FTE) of a position.

M

CC_39 Provide alert when person's pay level is different than the pay level of the position (under- or over- filled).

M

CC_40 Provide alerts to departments/budgeting when approval is about to expire (based on business rules for position type).

M

CC_41 Track if a formal competition was used when staffing movement occurred (attach competition number - different number for each incumbent).

L

CC_42 Calculate and apply an end date for a temporary position (based on business rules, e.g. temporary bargaining unit position should expire after 13 weeks).

L

CC_43 Support employees working in multiple positions concurrently.

H




L - low)

Response



Software/ Modules

Comments


CC_44 Allow the employee type and the position type to be exclusive of each other (i.e. a person may be permanent but currently occupy a temporary position with the organization).

H

CC_45 Indicate an employee's primary position.

H

CC_46 Track current position of an employee.

H

CC_47 Produce organizational charts for a particular point in time (future and historical).

H

CC_48 Update organization chart automatically upon position administration changes as appropriate (e.g. a change in department code on a position will update org charts for both the old and new departments).

M

CC_49 Build “what if” models of the organization structures.

M

CC_50 Provide links from government's website to view organization charts (by department).

M




L - low)

Response



Software/ Modules

Comments


CC_51 Build and display diagrammatic organizational structure with multiple views (example: by position, by employee, by permanent incumbent, by active incumbent).

M

CC_52 Allow drill up, down and across organization chart to view reporting relationships.

M

CC_53 Allow integration with other employee profile information deemed necessary such as employee location, dept id, title, etc.

M

CC_54 Allow printing of chart by flexible parameters - such as dept, location, position, manager level, etc.

M

CC_55 Allow employee picture to be attached and visible in the organization chart.

M

CC_56 Provide self-service access to view the organization chart according to access privileges (e.g. view only access).

M

2 STRATEGIC STAFFING PREPARE JOB OPENING




L - low)

Response



Software/ Modules

Comments


SS_1 Create a job opening online. This should include (but is not limited to) the following information: position description, job details, job analysis details, screening tools, assessment tools, selection board, recruitment source, type of posting, staffing method, fill date required, approvals.

H

SS_2 Allow the user to create multiple templates that will be re-used by multiple job openings. Templates could be created at the job family level, the position level, or details level (e.g. specifying requirements in areas such as knowledge, abilities, and personal suitability).

H

SS_3 Categorize key pieces of recruitment information a number of ways for reusability (e.g. interview questions categorized by competency, position and/or management level enabling retrieval multiple ways into the job opening).

H

SS_4 Flexibility to alter the job opening data after it is pulled in from the templates (e.g. add/chg/delete interview questions).

H

SS_5 Apply generic weights/values to screening/assessment tools.

H




L - low)

Response



Software/ Modules

Comments


SS_6 Flexibility to alter weights/values of screening/assessment tools after they are initially pulled in from the templates.

H

SS_7 Link to other areas of the HRMS system to populate certain job opening fields (e.g. position description, pay scales, classification).

H

SS_8 Define the workflow of the job opening including approvals at various stages (e.g. external posting).

H

SS_9 Indicate start and stop dates for a job posting.

H

SS_10 Automatically post job opening to websites based on start dates.

L

SS_11 Automatically unpost job opening to websites indicated based on stop dates.

H

SS_12 Search job openings based on specific search criteria (e.g. job type, position, location, close date, status, etc.)

H

SS_13 Create a new job opening by cloning the base information/format from another job opening (previous or current).

L




L - low)

Response



Software/ Modules

Comments


SS_14 Assign employees to various roles of selection board (i.e. selection board chair, hiring manager, technical expert, etc.).

H

SS_15 Cluster job openings so similar job openings and/or competitions can be run together.

H

SS_16 Define stages of a job opening. H SS_17 Link a status to each stage of a job

opening. H

SS_18 Track each stage of the job opening (i.e. previous status, date changed, etc.).

H

SS_19 Indicate which staffing method was used to fill a position (re-call, bumping, formal internal, formal external, etc.)

H

SS_20 Indicate the number of jobs to be filled by the job opening.

H

SS_21 Automatically generate a unique competition number for each job opening.

H

SS_22 Indicate if a job opening refers to an targeted diversity stipulation based on business rules.

H

SS_23 Identify PO number used for a job posting.

H




L - low)

Response



Software/ Modules

Comments


SS_24 Automatically interface with Purchase Order System to create requisition for and receive purchase order for external job posting.

H

SS_25 Flexibility to assign multiple positions (link to position admin database) to one job opening.

H

SS_26 Identify funding sources for each position being filled with a job opening.

H

SS_27 Create a job posting using information pulled from the job opening.

H

SS_28 Link job posting to one/many similar job openings.

L

SS_29 Prohibit job posting from being altered once it has been posted.

H

APPLICANT INTERFACE




L - low)

Response



Software/ Modules

Comments


SS_30 Create a job application online. This should include (but not limited to) the following information: general pre-screening questions, personal information, job preferences, communication preferences, resume information, terms and agreements.

H

SS_31 Allow the user to create multiple templates that will be re-used when creating multiple job applications (e.g. application templates can be created for job types, for specific positions, or specific information such as pre-screen questions.)

H

SS_32 Link to job posting from the job application (i.e. posting can be viewed after the close date).

H

SS_33 Search job posting based on specific search criteria (e.g. job type, position, location, close date, status, etc.)

H

SS_34 Maintain different career portals based on posting type (e.g. internal vs. external).

H

SS_35 Accept applications for internal posting only from those authorized to apply (active employees, authorized inactive employees).

H




L - low)

Response



Software/ Modules

Comments


SS_36 Indicate if a job application template is generic, related to a job family, or specific to a position.

L

SS_37 Flexibility to determine the flow of the application (which sections must be completed before moving forward).

H

SS_38 Create an applicant profile (user account).

H

SS_39 Submit an application without creating an applicant profile.

H

SS_40 Track status of applications through the applicant profile.

H

SS_41 Allow applicant to withdraw from a competition.

H

SS_42 Edit an applicant profile. H SS_43 Deactivate an applicant profile. H SS_44 Allow applicant to maintain multiple

resumes online (connected to user profile).

H

SS_45 Allow applicant to apply for multiple positions.

H

SS_46 Allow applicant to save at any point and complete application at a later time.

H

SS_47 Allow applicant to inquire on status of job opening.

H




L - low)

Response



Software/ Modules

Comments


SS_48 Allow an applicant to self-identify if they qualify for a priority status.

H

SS_49 Email job openings to a friend. L SS_50 Flexibility to decide which fields are

mandatory on job application template.

H

SS_51 Integrate with scanning software for paper resumes.

H

SS_52 Attach electronic resume. H SS_53 Cut & paste resume sections into

appropriate text boxes as per the job application template.

H

SS_54 Link with resume parsing tool to enable the reading of various resume formats and the creation of job applications.

H

SS_55 Allow administrator to create an application on behalf of a candidate.

H

SS_56 Link to other websites (e.g.org charts, position descriptions, key gov websites) during the application process.

L

SS_57 Maintain a history of each applicant (applications received, status of application, test scores if applicable, due diligence performed/results, correspondence sent/received, etc.).

H




L - low)

Response



Software/ Modules

Comments


SS_58 Request that the candidate indicate if their resume can be used in future job openings.

H

SS_59 Attach key pieces of pre-employment data to application. (E.g. proof of identity, work visa).

L

SS_60 Allow applicant to indicate preferred method of communication (i.e. written, email, etc.)

L

SS_61 Allow applicant to indicate their preferences for job alerts.

H

SCREENING AND ASSESSMENT SS_62 Store a listing of on-line

questionnaires and assessment tests specific to the positions sought.

L

SS_63 Add free form notes to online applications when screening/assessing.

H

SS_64 Define stages/level of screening/assessment tools (i.e. pre-screen, screen, interview, field-test, presentation, etc.).

H

SS_65 Categorize screening/assessment information multiple ways (e.g. an interview question can be linked to a specific position and/or to a job family and/or to the skill-type being tested, etc.).

H




L - low)

Response



Software/ Modules

Comments


SS_66 Screen candidates for further consideration based on inclusion and exclusion criteria (preset criteria or ad hoc screening for particular opening).

H

SS_67 Record a result for each candidate for each level of screening (score or percent-fit).

H

SS_68 Allow manual screening for each job opening.

H

SS_69 Search applications based on key words in a resume.

H

SS_70 Assign a priority status to an applicant.

H

SS_71 Calculate the expiry date of someone’s priority status (based on business rules).

H

SS_72 Automatically update a priority status based on business rules (e.g. after expiry date, if employment status changes, etc).

H

SS_73 Alter the status of any candidate at any point throughout the process.

H

SS_74 Generate a list of interview questions based on specific criteria (number of questions, skills needed to test, position, etc.).

H




L - low)

Response



Software/ Modules

Comments


SS_75 Record a score for each assessment performed (i.e. field test, interview question, etc.) for each candidate.

H

SS_76 Calculate a sub-total for each candidate for each assessment tool (e.g. interview, presentation). This would be based on weights/values of each piece of the assessment tool (e.g. interview question) combined with the candidate's score.

H

SS_77 Calculate a total score for each candidate (based on the sub-totals for each screening/assessment).

H

SS_78 Maintain a "ranking" for each candidate in that reaches the final assessment stage(s).

H

SS_79 Present a dashboard view of competition (i.e. display a comparative analysis of the final candidates, scores for each assessment tool, etc.).

H

MANAGE JOB OPENINGS SS_80 Link candidate test scores from a

previous job opening to a current job opening.

H

SS_81 Allow the start date of the position to precede creation date of the job opening.

H




L - low)

Response



Software/ Modules

Comments


SS_82 Return job opening to previous stage/status (e.g. may return to posting if all interview results are poor).

H

SS_83 Indicate if applicant’s pre-employment verifications have been received.

L

SS_84 View a calendar of scheduled interviews, rooms, equipment, etc. related to a job opening.

M

SS_85 Link to electronic calendars to schedule interviews, rooms, equipment with selection board members/candidates.

M

SS_86 Allow candidate to self-select an interview time from a block of available time slots.

L

SS_87 Calculate cost per job opening (hours of work by board members involved, travel costs, advertising costs).

L

SS_88 Calculate cost per hire (relocation costs, signing bonus, etc.).

L

SS_89 Record results of various forms of due diligence (acceptable/not).

H

SS_90 Record notes regarding reference checks/questions.

H

CORRESPONDENCE




L - low)

Response



Software/ Modules

Comments


SS_91 Allow the user to create multiple letter templates that will be re-used when sending correspondence to applicants. The user should be able to create templates for online correspondence (i.e. emails) and written correspondence.

H

SS_92 Create a letter to a candidate by pulling in a template and populating information from a job opening and/or a candidate's application.

H

SS_93 Automatically generate letters to applicants throughout the competition process (using their preferred method of communication) based on predefined business rules. Some examples would be: a) candidate's status changes (you have been screened in/out) b) job opening status changes (competition has been filled/cancelled) c) job application has been received d) confirmation letter to applicant that they have voluntarily withdrawn from the competition.

H

SS_94 Notify employee that trial period is expiring.

L




L - low)

Response



Software/ Modules

Comments


SS_95 Notify an applicant that their priority status has expired.

L

SS_96 Attach links to email correspondence.

L

MANAGE JOB OFFER SS_97 Enter overall assessment/analysis

(competition summary) in free form text box.

H

SS_98 Build selection board report from flexible selection board report templates (choose which portions of job opening data to include).

H

SS_99 Recommend unlimited number of candidates in order of merit.

H

SS_100 Create a list of candidates approved for job offer in order of preference (while maintaining list of recommended candidates).

H

SS_101 Ability to incorporate electronic signatures.

H

SS_102 Prepare job offer/appointment letter from flexible letter templates.

H

SS_103 Issue job offer electronically. L SS_104 Accept job offer electronically. L SS_105 Attach a scanned copy of a signed

offer/appointment letter into database.

L




L - low)

Response



Software/ Modules

Comments


SS_106 Record agreed-upon start date of position being offered.

H

SS_107 Calculate end date if applicable (based on business rules of position type).

L

SS_108 Map/transfer applicant data to employee record (flexible template) with the acceptance of job offer.

H

FOLLOW-UP SS_109 Create a job placement follow-up

questionnaire based on position filled.

M

SS_110 Automatically send job placement follow-up to hiring manager after time frame specified.

M

SS_111 Automatically calculate probation date based on business rules (collective agreements, position type, etc.).

M

SS_112 Alert Hiring manager when probation period soon expiring.

M

SS_113 Indicate that the probationary period was successful, not successful or extend probation period.

M

SS_114 Calculate trial period date based on position and business rules.

L

SS_115 Indicate on job opening that incumbent has chose to return to

L




L - low)

Response



Software/ Modules

Comments


previous position.

SS_116 Create exception reports for position placements based on business rules (staffing process used, position type, etc.)

H

SS_117 Determine an audit sample based on business rules.

L

SS_118 Create a unique audit file number and flag the job openings with a unique audit file number.

H

SS_119 Store audit details after job opening information is reviewed (create report of findings, recommendations, indicate status of audit).

H

MISCELLANEOUS SS_120 Track if employee's pay level change

is a result of a competition. H

SS_121 Track if employee remains on payroll after end date of a position.

H

SS_122 Provide alerts when an employee remains in a position past the original end date.

H

SS_123 Generate letters automatically after a compliance threshold has been reached (based on business rules).

H

3 SENIORITY




L - low)

Response



Software/ Modules

Comments


SEN_1 Increment seniority according to a set of automated complex rules for qualifying hours and employee eligibility.

H

SEN_2 Identify the time/attendance codes that constitute qualifying hours.

H

SEN_3 Determine employee eligibility for seniority based on employee and position information such as union membership, status, employment actions and incumbency in permanent and temporary positions.

H

SEN_4 Capture and link employee location details (for all employees) including: ·Region ·Headquarters area (community) ·Headquarters (generally building)

H

SEN_5 Indicate the active headquarters location for employees on temporary assignment/appointment.

H

SEN_6 Increment multiple seniority balances concurrently when an employee in a bargaining unit position is temporarily assigned/appointed to a bargaining unit position under another collective agreement.

H




L - low)

Response



Software/ Modules

Comments


SEN_7 Maintain and increment seniority balances for inactive employees on qualifying leaves of absence (paid or unpaid).

H

SEN_8 Manage current and prior period adjustments to seniority balances with an audit trail (e.g. adjust seniority without adjusting pay, adjust seniority as a result of a grievance resolution).

H

SEN_9 Maintain an electronic record of an employee’s special circumstances (such as super seniority, restricted seniority rights, accommodations).

H

SEN_10 Manage the rules for listing and selecting employees for layoff, bumping and recall (e.g. a rule that includes laid off employees on multiple recall lists).

H

SEN_11 Generate and view seniority lists based on flexible user defined parameters such as by collective agreement, department, location, employee, permanent/seasonal/temporary status, effective date, pay level, seniority and classification.

H




L - low)

Response



Software/ Modules

Comments


SEN_12 Generate and view bumping lists based on flexible user defined parameters such as by collective agreement, classification, department, region, permanent/seasonal/temporary status, effective date and seniority.

H

SEN_13 Generate and view recall lists based on flexible user defined parameters such as by collective agreement, type of position (e.g., permanent, temporary), department, effective date and location.

H

SEN_14 Cause specific employee action reasons (e.g. refusal of recall, acceptance of a management position, dismissal for cause) to set a seniority balance to zero, with an effective date.

H

SEN_15 Maintain notes of interactions with employees engaged in the recall process. Notes to include records of job offers, job offers refused, time periods of unavailability, reason for refusal, job offers accepted, etc.

H




L - low)

Response



Software/ Modules

Comments


SEN_16 Identify the original classification to which an employee has recall or bumping rights even if they are employed in another classification temporarily.

H

SEN_17 Increment multiple seniority balances according to the qualifying hours for each, when applicable, for employees working multiple jobs under two different collective agreements concurrently.

M

SEN_18 Manage business processes through electronic workflow for the events relating to layoff, bumping and recall (e.g., the steps and approvals required).

M

SEN_19 Integrate an employee's special circumstances (e.g. super-seniority) with layoff and bumping actions.

M




L - low)

Response



Software/ Modules

Comments


SEN_20 Allow managers to maintain electronic notes of interactions with employees engaged in the bumping process.

M

SEN_21 Predict the downstream employees that could be affected by initial bumps.

M

SEN_22 Provide fit-gap assessments between skills of employees contemplating positions to bump into and the competencies of the positions.

M

SEN_23 Produce an exception report when an employee fails to invoke their bumping rights within the time specified in the collective agreement.

M

SEN_24 Provide electronic links to collective agreements, interpretations, and guidelines.

L

4 EMPLOYEE RELATIONS




L - low)

Response



Software/ Modules

Comments


ER_1 Maintain a repository of information on each case, issue or dispute including: -type of case -description of case -status -status change date (i.e. milestone) -employee -employee classification -clause/ collective agreement challenged -notes and indications of action taken (e.g. ADR attempted, arbitration process in progress) -originating department -region -union -union file number (cross reference) -shop steward -union local -employee relations officer -supervisor -collective bargaining division representative assigned -arbitrator assigned -time limits -potential cost (liability) -redress sought -disposition

H




L - low)

Response



Software/ Modules

Comments


-settlement.

ER_2 Indicate whether a grievance is a group, individual or policy grievance.

H




L - low)

Response



Software/ Modules

Comments


ER_3 Classify cases according to standard issue types typically used in arbitration awards (e.g. promotions issue, hours of work issue, etc.)

H

ER_4 Assign a unique number to each case using a meaningful numbering convention.

M

ER_5 Indicate the resolution/ disposition of the case (i.e. the grievance was resolved through arbitration, through settlement, through ADR)

H

ER_6 Support automatic population of employee profile information such as name, classification, supervisor, telephone e-mail and department for case documentation.

M

ER_7 Provide the ability to perform key word searches, indexing, and cross-referencing to retrieve information (e.g. keyword search on arbitration decisions, retrieve case history related to an employee or specific arbitrator).

H

ER_8 Manage workflow for the case (grievance, dispute or discipline) process according to the steps and timelines outlined in the collective agreement. Include the ability to close or cancel the case at any point

H




L - low)

Response



Software/ Modules

Comments


without all of the steps being completed.

ER_9 Provide automatic notifications based on timeframes outlined in collective agreements. Also, allow for timeframes to be extended by the user as required by the situation. (e.g. Collective agreement provides a specified number of days to take action after grievance is initiated. Provide notification when nearing or exceeding deadline.)

M

ER_10 Ability to turn off automatic notifications at the user's request.

L

ER_11 Calculate ER metrics and cross reference analysis to measure the effectiveness of ER programs. (e.g. Support analysis of grievance, ADR and arbitration trends and frequencies. Cross reference the settlement values with the type of dispute to draw preliminary conclusions).

H




L - low)

Response



Software/ Modules

Comments


ER_12 Track factors that allow the overall cost of a case to be calculated and stored (capture staff time, legal costs, settlement values, etc.).

M

ER_13 Manage a tracking system for progressive disciplinary actions that includes: incident description, employee basic information, job information, supervisor, actions taken (current and historic), date, reason for the action, mitigating factors and final disposition.

H

ER_14 Link the discipline to a grievance. H ER_15 Provide templates that prompt the

user to capture data on cases as opposed to free form text notes (i.e. a template of data fields required for arbitrations, grievances and disciplines).

M

ER_16 Attach written responses and correspondence to the case (e.g. letters to the union regarding a grievance).

L

ER_17 Maintain standard list of arbitrators (including contact information).

L

ER_18 Create template for settlement agreement that is to be signed by both parties.

L




L - low)

Response



Software/ Modules

Comments


ER_19 Maintain collective agreements online, including a history of changes by date, reason for the change and clause reference.

H

ER_20 Maintain a record of union data. Examples include: name, contacts, collective agreements, expiry dates, addresses.

L

ER_21 Provide checklists for managers to assist them in handling issues at the departmental manager level.

H

ER_22 Provide self-service functions for managers to initiate documentation on an issue.

H

ER_23 Provide templates that request certain information for managers based on type of issue.

H

5 BENEFITS BASE BENEFITS INS_01 Allow for the set up of multiple

benefit programs. H

INS_02 Support definition of health care benefit plans (medical, dental, vision), including plan name and coverage code numbers.

H

INS_03 Support definition of life and disability insurance plans, including plan name and coverage code

H




L - low)

Response



Software/ Modules

Comments


numbers.

INS_04 Support employee eligibility rules at the benefit program and plan levels. Eligibility may be based on employee status, hours worked per month, or any user defined criteria.

H

INS_05 Support flexible spending account plans for healthcare. Provide ability to specify minimum and maximum contributions.

L

INS_06 Support definition of retirement plans, including defined contribution plans and defined benefit plans, including plan name and coverage code numbers.

M

INS_07 Allow definition of rules controlling inter-dependencies among benefit plans (e.g. enrollment in spousal life insurance requires enrollment in voluntary employee life insurance).

H

INS_08 Support employee deductions and employer contributions for all benefit plans.

H




L - low)

Response



Software/ Modules

Comments


INS_09 Allow for flexibility in employee deductions and employer contribution calculations (e.g. flat rate, percentage of gross salary, or for some employer contributions—matching or a percentage of the employee contribution).

H

INS_10 Pro-rate employer benefit contributions based on the employee’s percentage of full-time, and adjust employee deductions accordingly. (E.g.an employee that works half-time would receive a 50 percent contribution for the cost of benefit).

L

INS_11 Provide ability to allocate benefits costs in the same manner as salary, splitting both employee and employer contributions between multiple department /payrolls based on a flat dollar amount or a percentage of a defined gross.

L

INS_12 Support life insurance premium amounts using multiple of salary rounded to the nearest $1,000, flat amount (minimum and maximum), and units.

H

INS_13 Support an override to the default benefit plans on an individual

H




L - low)

Response



Software/ Modules

Comments


employee basis.

INS_14 Provide various effective dated benefit rate tables including flat, percentage, salary and age graded.

H

INS_15 Record dependant and beneficiary data including coverage for dependants, history and current, including dates.

M

INS_16 Allow for various levels of coverage (e.g. waived, single and family).

H

AUTOMATED BENEFITS INS_17 Record the following information for

each employee for each plan type (e.g. medical, dental, life, etc.) a) current coverage b) coverage history c) coverage limits d) dependants/beneficiaries e) effective dates

H

INS_18 Ensure each benefit coverage code has an associated payroll deduction code.

H

INS_19 Ensure payroll deductions are processed based on the effective date of benefit coverage.

H

INS_20 Support ability for employee to continue to pay for benefits while on leave of absence and not on the

H




L - low)

Response



Software/ Modules

Comments


payroll system.

INS_21 Allow terminated employees to continue benefit coverage.

H

INS_22 Allow rehires to reinstate previous coverage levels.

H

INS_23 Ensure job changes (e.g. hours of work, status, termination etc) trigger eligibility check. If eligibility status changes, provide notification to Group Administrator.

H

INS_24 Track number of hours casual employees work in previous year, to determine eligibility for Group Insurance.

H

INS_25 Flag employees who have fallen into deduction arrears.

M

INS_26 Allow employees to make changes to personal information, dependents and beneficiaries via self service, at any time.

H

INS_27 Allow employees to initiate a life event via self service.

L

INS_28 Allow employees to change benefits elections online during open enrollment or life event.

H




L - low)

Response



Software/ Modules

Comments


INS_29 Send notification to Group Administrator, when an employee requires group insurance set-up. Notification could be from self service, as initiated by employee or generated from HR events.

H

INS_30 Allow Group Administrator to make employee elections and enroll employees.

H

INS_31 Automatically calculate employee eligibility based on user-defined eligibility rules.

H

INS_32 Prevent employees from being enrolled in a plan for which they are not eligible.

H

INS_33 Request via the system, appropriate Evidence of Insurability documentation from employee during enrollment process.

M

INS_34 Provide confirmation of elections to employees electronically.

M

INS_35 Produce, on demand, a summary of benefits to employee including deduction amounts electronically.

M

INS_36 Set up of rules to determine the election changes for certain events (e.g. only coverage categories can be changed for life events).

M




L - low)

Response



Software/ Modules

Comments


INS_37 Allow benefit plan guide to be posted and accessed via self service.

L

INS_38 Allow employees to view/modify the following information online: a) current coverage, including effective coverage dates b) coverage history c) coverage for dependants, including effective coverage dates d) dependants' coverage history e) coverage limits f) dependants and beneficiaries g) personal information

H

INS_39 Provide online benefit modeling capability that will allow employees to view deduction costs before committing to any changes.

M

INS_40 Allow employee to begin claims process through self serve.(e.g. life claim for dependant)

L

INS_41 Produce file of employee coverage and effective dates for all types of coverage (life, dental, LTD, etc.) to send to benefit carriers.

H

INS_42 Allow employees who transfer from government agencies that have the same group insurance policy to remain active with the carrier (identify in file sent to carrier).

L




L - low)

Response



Software/ Modules

Comments


INS_43 Remit premiums to carriers electronically.

H

INS_44 The following are examples of reports that will be required a) audit reports b) regulatory reports c) injury on duty and sick leave reports d) terminated and inactive employee reports e) eligibility of employees f) contributions and deductions detail report g) employee participation detail report h) verification of payroll deductions report i) remittance balancing reports to send to carrier

H

INS_45 Allow for the identification of survivors (for the purpose of survivor benefits).

M

INS_46 Notify Group Administrator when employee or pensioner reaches a specified age as eligibility may change.

L




L - low)

Response



Software/ Modules

Comments


INS_47 Track eligibility and employment history for paid up life insurance policy (lump sum amount of life insurance that pensioner does not have to pay premiums on after a specified age if certain eligibility criteria is met).

M

INS_48 Allow for the set up of group insurance coverage related to a split/limited pension for employee/pensioner ex-spouse.

M

INS_49 Provide ability to link to carrier websites from self service home page.

L

INS_50 Provide notification to Group Administrator when an employee is off on sick or disability leave.

M

INS_51 Set up prorating rules for payroll deductions (e.g. take deduction for full pay or prorate based on partial pay).

L

INS_52 Track employee benefit options for employees who are ending employment but are deferring their pension (when employee starts to collect their pension they will be eligible for group insurance benefits).

L




L - low)

Response



Software/ Modules

Comments


INS_53 Track benefit options for individuals who are not tracked on the HRMS system but will eventually be collecting a pension and therefore eligible for group insurance benefits (e.g. Health Care Corporate employees).

L



(H - high;

M - medium; L - low)

Response



Software/ Modules

Comments


6 INTEGRATED DISABILITY MANAGEMENT

DISABILITY MANAGEMENT DM_01 Record and manage information

related to any activity that requires a DM intervention. Information records may be: employee name, type of DM-related activity, date and time of activity (injury/accident), date/time notification received, employee assigned to investigate, reason for injury/absence, work or non-work related, location, description, body parts injured, machine/tool involved, witness information, status, employee's position, costs, contact made between employee, supervisor and disability manager, etc.. Types of DM-related activities are: work-related accident/injury, request for accommodation, human rights complaint, sick leave threshold exceeded, or non-work related injury.

H




L - low)

Response



Software/ Modules

Comments


DM_02 Record results of any investigation further assessment related to a logged DM-related activity. Include details such as involved parties, witness interviews, recommended course of action, action taken, number parties injured, etc.

H

DM_03 Create checklists of "things to do" (manual processes) based on a type of DM-related activity logged.

H

DM_04 Alter electronic workflow based on the type of DM-related activity logged (different screens/information may need to be recorded/tracked).

H

DM_05 Allow multiple worker compensation claims to be attached to a single DM-related activity/intervention being tracked.

H

DM_06 Link a new DM-related activity/intervention to a previously logged activity/intervention.

H

DM_07 Alter status of an DM-related activity/intervention recorded such that a closed activity/intervention can be re-opened.

H

DM_08 Maintain list of rehabilitation providers. Include details such as: name, address, contact info, provider type, number of times

H




L - low)

Response



Software/ Modules

Comments


used, quotes, PO#, etc..

DM_09 Record a rehabilitation plan (i.e. return-to-work/accommodation plan) including details such as adjusted duties, interim work arrangements, provider used, follow-up required, results of functional assessments, etc..

H

DM_10 Track the progress of an employee's rehabilitation plan (ability to add additional comments throughout the course of an employee's rehabilitation, with date/time/author of comments tracked).

H

DM_11 Maintain a catalogue of physical requirements for a position including essential duties and lighter duties to accommodate typical injury types (e.g. functional information, assessment of duties, etc) and link these requirements to a position description.

M




L - low)

Response



Software/ Modules

Comments


DM_12 Link one/many rehabilitation providers to each DM-related activity/intervention (e.g. employee may need to see a massage therapist and an occupational therapist as part of one rehabilitation plan).

M

DM_13 Record the performance of a rehabilitation provider (e.g. ability to attach comments on each provider involved in each rehabilitation plan).

M

DM_14 Generate electronic incident report forms in compliance with WHSCC regulations for forwarding to appropriate departments/agencies.

M

DM_15 Link a rehabilitation plan to a workers compensation claim.

M

DM_16 Identify employees who are sick longer than employer-defined thresholds.

H

DM_17 Provide notifications of DM-related activities logged to various other parties/departments/agencies (e.g. inform payroll of Worker's Compensation details).

M




L - low)

Response



Software/ Modules

Comments


DM_18 Receive notifications from various other parties/departments/agencies when an employee's benefits are changed (e.g. notification from Group Insurance when LTD benefits are calculated).

M

RISK MANAGEMENT DM_19 Record and manage information

related to an inspection or risk assessment. Information such as date and time, location, equipment involved, employee(s) involved, cause (trigger), type of inspection/assessment, hazardous materials identified, etc.

H

DM_20 Record additional information gathered during the course of any investigation or assessment performed (e.g. medical information gathered, list of recommended actions, timelines for response, etc.).

H

DM_21 Create checklists of "things to do" (manual business processes) based

H




L - low)

Response



Software/ Modules

Comments


on a type of inspection/assessment logged.

DM_22 Alter electronic workflow based on a type of inspection/assessment logged (different screens will need to be completed).

H

DM_23 Ability to assign priority to list of recommended actions (e.g. priority one is a "must do", priority two is a "highly recommended", etc.).

H

DM_24 Apply timelines to items on list of recommended actions.

H

DM_25 Schedule workplace safety inspections/risk assessments.

M

DM_26 Record an OH&S training plan (requirements) and link the plan to specific positions or employee groups.

H

DM_27 Maintain priority status of training requirements by position or employee group.

H

DM_28 Record and maintain a register of dangerous substances and other hazardous materials used in conducting department/agency business.

H




L - low)

Response



Software/ Modules

Comments


DM_29 Record Occupational Health and Safety related prevention programs/activities including incident & accident training, immunization, eye testing, safety training etc.

M

DM_30 Maintain details of employees who are/have been OH&S committee members (date elected, resigned, committee name/location, date training completed, etc.).

M

DM_31 Maintain information related to OHS committees (department, number of members required, dates of meeting, list of members, training required, etc.).

M

DM_32 Allow the user to create flexible templates for various types of plans that need to be recorded (e.g. inspection plans, training plans, etc.).

M

MISCELLANEOUS DM_33 Provide cross-reference capabilities

to indicate when a DM-related activity was the result of an OH&S incident or vice versa.

H




L - low)

Response



Software/ Modules

Comments


DM_34 Provide automatic notification to OH&S when a DM activity identifies a safety issue (e.g. cause of injury was a workplace hazard).

M

DM_35 Provide automatic notification to DM when an OH&S inspection uncovers a DM-related activity (e.g. work-place injury).

M

DM_36 Attach associated documentation to any DM-related activity or OH&S inspection/assessment logged in the system.

M

DM_37 Maintain an audit trail of any updates made to a logged activity/inspection (e.g. status change, follow-up performed, etc.)

H

DM_38 Maintain employee location down to two levels below building (e.g. floor, wing).

M

DM_39 Insert electronic authorization in workflow where necessary to verify that certain manual processes have been done.

M

DM_40 Setup electronic notification of important timelines (e.g. reminders of deadline approaching, alerts for deadlines past due, etc.).

M




L - low)

Response



Software/ Modules

Comments


DM_41 Provide a flexible template for recording meeting minutes to ensure compliance with standard format as per legislative requirements.

M

DM_42 Provide employees with easy access to a central repository of reference materials such as protocols, guidelines, policies and safe work procedures (via a link).

L

DM_43 Maintain details of GNL healthy workplace initiatives so their effectiveness can be measured.

H

DM_44 Provide a repository for employee complaints/suggestions for safety improvement.

M

DM_45 Track complaints and incidents of violence, harassment, intimidation and bullying down to the departmental and divisional levels.

M

7 ORGANIZATIONAL DEVELOPMENT

COMPETENCIES OD_01 Store a competency catalogue that

records a name, description and a breakdown of skill levels.

H

OD_02 Link competencies to position descriptions, classifications, job

H




L - low)

Response



Software/ Modules

Comments


families, etc.

OD_03 Link competency assessment to employee learning plans.

H

OD_04 Record competency definitions using terms such as skills, knowledge, abilities, behaviors, certifications, proficiency, frequency of use and examples.

H

OD_05 Store the history of changes to competencies (e.g. changes to the definition itself or it’s association to positions, history of employee competency assessment)

M

OD_06 Define each skill level within the competency including descriptions and examples for each.

H

OD_07 Provide flexible templates to define competencies; allowing flexibility in the number of levels and attributes of the definitions.

H

OD_08 Allow competencies to be grouped for functional purposes (e.g. leadership competencies).

H

OD_09 Provide ability to import data into the competency catalogue (e.g. catalogue prepared by third party Proponent).

M




L - low)

Response



Software/ Modules

Comments


OD_10 Enable the assessment of competencies online through self-evaluation and 360 degree feedback from internal and external assessors. An assessor may be a manager, peer, subordinate or client.

H

OD_11 Enable the use of proficiency and frequency (as appropriate) when assessing competencies.

M

OD_012 Link the learning and development initiatives that can be used to achieve a skill/ competency. Enable learning outcomes of initiatives to be clearly defined to demonstrate the link between completing the initiative and developing competencies (e.g. provide information that informs the employee that a skill gap may be closed by completing specific learning and development initiatives.)

H

CAREER PATHS and CAREER PLANNING




L - low)

Response



Software/ Modules

Comments


OD_13 Define the possible career paths supported by the organization (including a description, positions and knowledge, skill and ability requirements information).

M

OD_14 Record employee career plans identifying their planned progression through the organization. Indicate career plans in various terms including a defined career path, a desire for a specific position, movement to a new department, change in line of work, etc.

H

OD_15 Provide a function for employees to develop career plans online through self-service capabilities.

H

OD_16 Indicate both short and long term goals on the career plan.

H

OD_17 Identify the additional competencies, knowledge, skills and abilities required to achieve the career plan (e.g. comparison of current skills to skills required for desired position).

H




L - low)

Response



Software/ Modules

Comments


OD_18 Maintain an employee inventory (or profile) of skills and competencies. This may be a combination of skills gained directly through GNL learning and development initiatives or recognition provided due to prior or self-directed learning. The profile may also include skills irrelevant to performing the current role but may be critical to meeting future career plans or when the government is responding to extreme situations (e.g. emergency type skills, additional languages).

H

OD_19 Record prior learning (courses/ competencies gained outside of Government). Allow employees to request recognition for prior learning and managers to approve online. Update employee inventory of skills and competencies with the prior learning.

H

OD_20 Provide flexible templates for capturing a career plan.

M

OD_21 Provide automatic notification to employees of job ads/opportunities that match those identified in a career plan.

L




L - low)

Response



Software/ Modules

Comments


OD_22 Provide a tool that will help employees determine a reasonable career plan. Match their competencies and career goals to the competencies required for positions existing in government. (e.g. inform employees of a list of positions that they are an 80% fit for based on employee current skills and those required for the position.)

M

OD_23 Track number of employees in a particular career pathway.

H

EMPLOYEE LEARNING PLANS OD_24 Provide flexible templates for

capturing an employee learning plan which includes additional knowledge, skills and abilities to achieve along with various types of learning or experiences required.

H

OD_25 Ensure employee learning plans can reference both traditional and non-traditional methods of learning. (e.g. courses taken as well as coaching, study groups, etc.)

H

OD_26 Compare the employees current knowledge, skills, abilities with current and future position requirements for the purposes of identifying areas for learning.

H




L - low)

Response



Software/ Modules

Comments


OD_27 Link together and automatically update the employee learning plans, position competencies, career plans and performance management plans.

H

PLAN LEARNING and DEVELOPMENT INITIATIVES

OD_28 Define learning plans for the organization and department based on aggregate position requirements and the current skills of all employees.

M

OD_29 Track relationships required for non traditional learning such as mentoring and coaching relationships.

M

OD_30 Enable a listing of people that are available to assist with non-traditional learning (such as coaching/ mentoring) and their areas of expertise.

M

OD_31 Identify learning programs to which multiple initiatives can be linked (e.g. modular programs; leadership development program or police officer compliance training program).

M




L - low)

Response



Software/ Modules

Comments


OD_32 Manage a master list of all potential learning and development initiatives in a central repository. Include data such as a description, subject, learning outcomes, skills, competencies, internal prime contact, target audience, title of course, method of learning, pre-requisites, qualified instructors, course suitability and assessment information.

H

OD_33 Ability to inactivate a learning and development initiative from the catalogue indicating that it is no longer a valid offering.

M

OD_34 Define various types of learning and development initiatives including web-based training, blended learning, classroom, group forum, mentorship programs, coaching, internships, job shadowing, developmental assignment, fellowships, work terms, study group, etc.

H

OD_35 Assign unique alphanumeric numbers to all learning and development initiatives and offerings (both internally or externally provided).

H




L - low)

Response



Software/ Modules

Comments


OD_36 Ability to add logic to the numbering system to create a meaningful number (e.g. the number may indicate relevance for a competency, indicate the provider or the prime department).

L

OD_37 Offer classes and learning and development initiatives from the master catalogue. Establish the session, assign the details and make it available for enrollment.

H

OD_38 Provide a searchable schedule (e.g. online calendar) of learning and development initiatives that allows training professionals and participants to view learning and development initiatives at a glance. Ensure the calendar can include both internally and externally sourced learning with the ability to import a third party calendar. The calendar is required to have blackout periods and other key process dates overlaid. It should be capable of being searched/filtered by the user according to data such as provider, subject or location.

H




L - low)

Response



Software/ Modules

Comments


OD_39 Identify the priority of learning and development initiatives and indicate authority where applicable (e.g. required for compliance with legislation, mandatory/not mandatory for position).

H

OD_40 Record the following types of information on an offering: Maximum class size, location, priority, course level, offering department, schedule, duration, start and end date, instructor’s name, cost for learner, pre-requisites required, cut off dates for registration, deadlines for cancellation.

H

OD_41 Support the administration of educational assistance programs pertaining to initiatives such as bursaries, tuition reimbursement, study tours, return of service contracts, scholarship programs. This includes an online request/ application process and the ability to track paid and unpaid education leaves.

H

OD_42 Allocate spaces in learning and development initiatives according to a decision matrix (i.e. based on

H




L - low)

Response



Software/ Modules

Comments


factors such as department or position).

OD_43 Manage prerequisites: prerequisites identified and stored in the system by initiative. System should check employee history for prerequisite fulfillment to automatically determine eligibility.

H

OD_44 Alert learning and development professionals when a new initiative has been defined and initially entered into system.

H

OD_45 Provide automatic notification to employees (and corresponding manager) of learning and development initiatives available that are identified on their learning plan.

H

OD_46 Record when an employee confirms or declines enrollment in a learning and development initiative that has been offered to them, or does not reply by the established deadline. Provide notification to manager(s) of employee's response or non-response.

M




L - low)

Response



Software/ Modules

Comments


OD_47 Assign logistical requirements to the course/learning and development initiative. Indicate needs for PCs, AV equipment, room needs, and preferred location.

H

OD_48 Identify whether a particular offering is facilitated internally or externally.

M

OD_49 Interface with rooms and equipment reservations databases.

M

OD_50 Maintain an inventory of facilities (both internal and external) that can be searched (including rooms and equipment) and key information maintained.

H

OD_51 Maintain an inventory of internal and external suppliers of instruction (e.g. instructors and institutions).

H

OD_52 Maintain information on external suppliers of instruction or facilities that enables key points to be recorded including: evaluation/ assessment information, price quotes, frequency of usage, suitability, location, contact information, purchase order numbers, standing offers.

H

OD_53 Ability to inactivate a facility or supplier indicating that it is no longer a valid facility or supplier.

M




L - low)

Response



Software/ Modules

Comments


OD_54 Manage cancellation logistics: notify all parties involved, remove from offerings listings, cancel rooms and equipment bookings.

H

OD_55 Assign costs to the offering components (i.e. cost of facility, material, etc.). Produce cost reports.

M

OD_56 Calculate the Return on Investment (ROI) of a learning program or initiative. This includes gathering data from other parts of the HRMS system regarding the total investment made (including time) as well as completing analysis to determine the return.

M

OD_57 Prepare and track learning and development budgets at various levels of government.

M

OD_58 Provide an online catalogue of resource materials that can be matched to an initiative.

M

REGISTER for LEARNING and DEVELOPMENT INITIATIVES

OD_59 Provide an online registration function allowing user to define the templates of information requested during enrollment.

H




L - low)

Response



Software/ Modules

Comments


OD_60 Accept registration for various types of registrants: employees; non-employees for which costs are charged to accounting distributions (e.g., contractors); and non-employees where little information is maintained other than they attended (e.g., employees of other public entities).

H

OD_61 Ability to track the history of an employee who participated in GNL learning and development initiatives prior to becoming an employee (e.g.. Learning taken by students and contractors who are now employees).

M

OD_62 Ability to register participants who are not active or paid employees (e.g. unpaid students, person not yet hired)

M

OD_63 Manage enrollment eligibility automatically where possible based on various criteria such as reason for enrolling in the initiative, position, compliance type, approval type required, prerequisites, seat allocations, deadlines, eligible participant groups and wait list priorities.

H




L - low)

Response



Software/ Modules

Comments


OD_64 Provide status values for learning and development initiatives and the registration process to indicate to an employee or an administrator the stage of enrollment (e.g. requested, approved, denied) and the stage of the initiative (e.g. cancelled, in enrollment stage, completed, full, vacant).

H

OD_65 Provide automatic notification to the administrator if a learning and development initiative does not reach established minimum required number of participants prior to the deadline.

M

OD_66 Allow for employees and managers on behalf of an employee to enroll and cancel enrollment in initiatives without intervention from an administrator.

M




L - low)

Response



Software/ Modules

Comments


OD_67 Manage enrollment approval process. Create hierarchy for approvals by department or initiative. Automatically send request for approval and provide employee with notification of approval/denial. Include the reason for denial if applicable, from a pre-determined set of reasons. Ensure liability mitigation statements can be tailored by user and viewed by approver for each approval granted (this requirement may be broken out into several)

H

OD_68 Allow approval authority to be delegated to another user through a formalized process.

H

OD_69 Allow employees to pre-enroll in initiatives not yet scheduled (e.g. indicate interest in courses listed in catalogue before they are scheduled)

M

OD_70 Enroll in more than one initiative at a time.

M

OD_71 Enable a manager to enroll several employees in one process.

M

OD_72 Search initiatives and enrollments various ways including but not limited to location, region, branch, division, subject, and date.

H




L - low)

Response



Software/ Modules

Comments


OD_73 Prevent self-service enrollment or cancellation after deadline without human action.

H

OD_74 Manage wait list: rank based on pre-defined business rules, place overflow on wait list, notify student of wait list standing, flag if wait list is too large, check wait list status. Automatically register the first employee on the wait list when a cancellation occurs.

H

OD_75 Provide acknowledgement email that can contain attachments such as pre-read materials, cancellation policies, etc.

H

OD_76 Provide the ability to establish multiple notifications related to a learning and development event and associated deadlines (e.g. Confirmation emails) scheduled at the administrator's discretion.

H

OD_77 Manage the exemption process including application for exemption, approval and recording.

L

OD_78 Generate roster and track attendance (to the half day interval).

H

OD_79 Automatically notify a no-show registrant and manager(s) of no-show billing.

H




L - low)

Response



Software/ Modules

Comments


OD_80 Define administrative rights including the ability to modify deadlines so registrants can enroll past original deadlines etc.

H

OD_81 Auto-send invitations and post in an electronic calendar.

H

OD_82 Propose a substitute for a registrant subject to an approval process.

L

OD_83 Allow participant to retrieve information for all initiatives available to them or they are registered for.

H

WEB-BASED LEARNING and DEVELOPMENT FUNCTIONS

OD_84 Provide in-house administration of web-based learning and development functions (both the administrative and content-related functions) that enables various types of learning and assessment activities to be facilitated online (e.g. training courses, proficiency tests, emotional intelligence inventories).

H

OD_85 Develop on-line learning and development initiatives with flexible and customizable content authoring

H




L - low)

Response



Software/ Modules

Comments


features.

OD_86 Import third party, open industry standards based learning and development initiatives.

H

OD_87 Tailor past web based learning and development content for reuse in the future.

M

OD_88 Assign rules that can allow or prevent a user to skip over course content in web-based learning and development initiatives.

H

OD_89 Enable approved users to enroll in and launch web-based initiatives quickly and to review their progress, without any administrator intervention.

H

OD_90 Provide flexible access to all learning content and downloading of online courses for the offline mobile learner.

M

OD_91 Allow users to pause a web based initiative for completion at a later date.

H

OD_92 Enable evaluations within the course (if required) that provides a test score or pass/fail grade.

H




L - low)

Response



Software/ Modules

Comments


OD_93 Update learning plan with successfully completed learning and development initiatives.

H

OD_94 Update employee records with successfully completed learning and development initiatives (i.e. link to the additional competency achieved, update learning records history).

H

OD_95 Provide a helpdesk feature that enables the user to get in contact with the prime administrator for the learning and development initiative.

M

OD_96 Provide online networking capabilities that support collaboration between employees (e.g. chat functions for coach relationships, bulletin boards for study groups).

M

RECORDS and REPORTING OD_97 Record and report on data related

to: -Learning and development initiatives -Organizational and Employee Learning and Development Plans -Employee (all types) training/ learning history

H




L - low)

Response



Software/ Modules

Comments


-Proponents and suppliers

OD_98 Provide both overall summary (departmental) and detailed reporting (employee learning plan related).

H

OD_99 Illustrate learning progress by showing link between learning and development initiative records and the individual learning plans (completed and remaining).

H

OD_100 Indicate compliance with legislated/ mandatory training.

H

OD_101 Provide delivered reports that demonstrate Key Performance Indicators (KPIs) for Organizational Development alone as well as KPIs for the broader context of managing a Talent Management Plan.

H




L - low)

Response



Software/ Modules

Comments


OD_102 Report on participation in learning and development initiatives by various factors to produce statistics and identify trends that inform decision making. Factors may include: -classification levels and other job/employee related data -external vs. internal providers; -skills gained through prior learning assessment for achievements received outside of government -departmental, central agencies and divisional breakdowns -types of initiatives such as educational assistance programs

H

OD_103 Provide ability to charge course fees/no show fees to appropriate employee accounting distributions.

M

OD_104 Identify learning and development initiative expenses by participant.

M

OD_105 Roll-up skills, qualifications, and certifications of employees within the organizational hierarchy to be able to show skills, qualifications, and/or certifications held by an organization.

M

OD_106 List courses by instructor & Proponent.

M




L - low)

Response



Software/ Modules

Comments


OD_107 Record licenses and certifications held by an employee or group of employees.

H

OD_108 Record employee membership in fellowships and professional associations (including credit hours where appropriate).

H

OD_109 Store the expiration date of license and certifications.

H

OD_110 Generate course completion certificates.

H

OD_111 Develop invoices based on participation in the course and identify if payment has been received.

L

OD_112 Automatically update employee learning plans upon course completion or certification achieved.

H

OD_113 Record additional information/ notes for participants who participated in a learning and development initiative.

M

COMMUNICATE LEARNING and DEVELOPMENT INITIATIVES

OD_114 Integrate with mail system to generate announcements/ notifications to users.

H

OD_115 Send notifications to an electronic calendar to automatically hold the

M




L - low)

Response



Software/ Modules

Comments


time on the recipient's calendar.

OD_116 Target the audience for an announcement based on various characteristics including data such as employee group, department, position, hire date, course enrollment, certification.

H

OD_117 Ability for notifications to include: name of learning and development initiative, unique number, hotlinks, attachments, description, enrollment deadline information, prerequisite information, location information, method of learning, contact list for questions and priority of learning.

H

OD_118 Provide automatic advance notice to supervisors and employees when certification is expiring or mandatory training is required.

H

OD_119 Proactively enroll employees in learning and development initiatives (e.g. related to compliance training).

H

OD_120 Establish an automated message back to the participant to confirm their enrollment in the learning and development initiative.

H




L - low)

Response



Software/ Modules

Comments


OD_121 Automatically send online evaluation requests to participants to evaluate the initiative and the instructor.

M

OD_122 Enable participants to submit evaluations online.

M

OD_123 Aggregate the evaluation responses to determine an overall ranking.

M

OD_124 Ability to forward an evaluation form to the manager at various follow-up intervals after the initiative is completed to understand how well the learning outcomes are being applied in the workplace (e.g. providing data to inform the return on investment).

M

OD_125 Provide notification to managers when their employee(s) do not achieve a passing grade in an initiative (whether web based learning or instructor led).

M

OD_126 Provide notification to managers that their employees have successfully accomplished or attended learning initiatives.

M

TEACHERS CERTIFICATION




L - low)

Response



Software/ Modules

Comments


OD_127 Receive various types of applications/requests online (e.g. application for certification, certification upgrade, bonus pay, etc.) and track status of application similar to that of a job application (e.g. pending, processing, completed).

M

OD_128 Maintain a repository of letter templates/forms for frequent correspondence (e.g. acknowledgement letters, approval letters, etc.).

M

OD_129 Generate letters to applicant when status of application changes.

M

OD_130 Maintain list of supporting documentation/forms required to be completed for each application/request type, and status of each document (e.g. not yet received, received but not verified, verified, etc.).

M

OD_131 Automatically forward to applicant electronic copies of any forms that must be completed (based on application type).

M




L - low)

Response



Software/ Modules

Comments


OD_132 Ability to add/change/delete all certification information for a teacher (details such as certification level, status (i.e. active, suspended), type (probationary, permanent), effective date, expiry date, training type. Include free form text for explanation of each entry.

H

OD_133 Maintain history of changes to certification information (e.g. teacher's certification).

H

OD_134 Ability to add/change/delete personal data of applicant (applicant may not yet be an employee).

H

OD_135 Track education levels (degree "type") obtained by teacher as well as the associated total semester hours applicable, and a free form text field (used to describe the degree in detail).

H

OD_136 Update teachers certificate type automatically when probation period expires.

H

OD_137 Maintain a transaction history of all applications/requests received by teacher by year with details on each such that statistical analysis can be performed.

H




L - low)

Response



Software/ Modules

Comments


OD_138 Track all correspondence to/from each teacher, with ability to record notes regarding actions taken/decisions made.

M

OD_139 Ability to submit application/request via the web.

M

OD_140 Ability to track status of application/request via the web.

M

OD_141 Ability to submit fees for applications via the web (secure site).

M

OD_142 Provide links to electronic copies of the forms that must be completed for each application/request type.

M

OD_143 Ability to add/change/delete teacher's service record, including notes explaining reason for change (reference to application).

H

OD_144 Ability to add/change/delete a teacher's bonus pay code including notes explaining reason for change (reference to application).

H

OD_145 Automatically update teacher's pay scale appropriately when certification level is changed.

H

OD_146 Create retroactive pay as necessary when pay scale is updated (based on effective date of certification change).

H




L - low)

Response



Software/ Modules

Comments


OD_147 Automatically send notification to payroll department that teacher's pay scale or bonus code has been changed.

H

OD_148 Link teacher's payroll status to certification level status such that if the certification is removed (i.e. terminated, suspended) a teacher can not be paid.

H

OD_149 Print statement of teaching service. H OD_150 Maintain a repository of degree

types, description of degree. H

OD_151 Print statement of professional standing (summary of certification information).

H

OD_152 Print certificate (special paper). H OD_153 Print life-to-date certification for a

teacher (history of all changes to certification information).

H

OD_154 Search list of teachers/applicants various ways (by surname, by employee number, etc.).

H

OD_155 Maintain a list of training institutions, programs offered by year, with the ability to maintain notes on each program researched (include last date changed).

M



(H - high;


Response


C - met with customization;

N - not met)

Software/ Modules

Comments


8 POLICY and PLANNING ANALYSIS and PLANNING PP_01 Provide standard and ad hoc

workforce analytics enabling a variety of analyses including (but not limited to the following examples): a) attrition projections (for comparison across various data such as location, position, etc.) b) ratio of positions filled by external versus internal applicants c) voluntary turnover by level, job family, tenure d) cost per hire e) labour cost (salary, assets, benefits) f) time to hire/fill g) training cost h) cost of turnover i) retention rates j) percentage of target workforce with a mentor k) retirement projections (3, 5, 10 years out) l) employee group breakdown for diversity purposes (e.g. manager levels, executive officers, bargaining unit members, pay groups, regional

H




L - low)

Response



N - not met)

Software/ Modules

Comments


differences, etc.) m) workforce composition (%) by gender, tenure, age o) patterns of sick leave usage (e.g., sick leave on Fridays, incidence of short-term bouts of absence vs long-term bouts) p) course or attendance statistics (e.g. per cent of employees who attended training)

PP_02 Plot trends (e.g. retirement age, sick leave usage, full-time equivalents).

H

PP_03 Import statistic-based departmental workforce structure plans and roll up to an organization wide view (include numbers and competency gaps).

H

PP_04 Identify gaps (competency, numbers, etc.) between the current workforce structure and the desirable workforce structure plan.

M

PP_05 Record goals and success factors to enable tracking against them, track against baselines (e.g. retention rates, gender statistics).

L




L - low)

Response



N - not met)

Software/ Modules

Comments


PP_06 Record employment actions of employees (e.g. leave of absence various types, transfers, terminations, hires, assignments, deferred salary leave programs, promotions, location changes).

H

PP_07 Record base or demographic-type data on employees (e.g. gender, birth date, seniority, service, earliest retirement date, work location)

H

PP_08 Provide the means to segment employees (by work or home location) through matching an identifier (such as postal code or headquarters code) to various provincial geographical categories such as electoral district, economic zone, school board district, integrated health authority region, or future categories that government may put into effect.

M

PP_09 Develop checklists that support the business processes of HR strategies and initiatives (e.g. orientation, accountability reporting).

H

PP_10 Define and track employee head counts using rules based on the definitions of employee and full time equivalents.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PP_11 Define and track positions identified as hard-to-fill.

H

PP_12 Record the interests (personal and professional) of an employee for the purposes of matching new hires with seasoned employees of similar interests.

L

PP_13 Provide electronic links to HR policies, interpretations, and guidelines.

L

PP_14 Maintain links to relevant websites from within the HRMS system. (e.g. useful for research and for environmental scans; provide policy interpretations)

L

PP_15 Provide a minimum of five user defined fields to be added to the employee record to enable the addition of new variables for future HR initiatives.

H

SUCCESSION PLANNING PP_16 Identify and track positions

determined to be critical according to workforce planning criteria.

H

PP_17 Permit grouping of similar critical positions for succession planning (e.g. plan succession for all types of uniformed services positions).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PP_18 Determine a pool of potential succession candidates by matching employee attributes with position attributes (e.g. competencies, qualifications, experience, location).

H

PP_19 Record the succession plan for an identified position including urgency, pool of potential candidates, competencies required and notes.

H

PP_20 Indicate bona fide occupational requirements of a position, group of positions or position location.

H

EMPLOYEE RECOGNITION PP_21 Identify employee eligibility for

service recognition programs (i.e. applicable service intervals, qualifying rules).

H

PP_22 Record details (including date, award name, nature of award, internal external) of any award and employee receives (service award, Public Service Award of Excellence award or nomination, professional association award, national and international awards)

M

PERFORMANCE MANAGEMENT




L - low)

Response



N - not met)

Software/ Modules

Comments


PP_23 Provide flexible templates to develop documentation of performance plans. Include elements such as goals, objectives and applicable actions that are in alignment with organizational priorities. Also include narratives, document review dates and improvement measures.

H

PP_24 Match performance management templates with employees according to established rules (e.g. employee’s job class or department.)

H

PP_25 Identify, using business rules, which individuals are included in the performance management program (e.g., management pay plans).

H

PP_26 Record the status of individual performance plans (e.g., completed, deferred, pending).

H

PP_27 Provide for electronic approval of performance plans.

H

PP_28 Allow employees and their managers to revise their performance plans online and to update achievements.

H

PP_29 Notify manager (employee) when changes are made to performance plan by employee (manager).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PP_30 Notify employees and managers when the end-of-year performance review due date is approaching.

M

PP_31 Link identified learning and development needs with the employee's individual learning plan automatically.

L

PP_32 Allow managers to review and comment on their employees' performance online, and allow managers and employees to sign off the review online.

H

PP_33 Provide for the use of assessment ratings and the ability to identify high performers.

H

PP_34 Record 360 degree feedback (gather feedback from various sources, e.g., managers, peers, clients, subordinates, self) and make it viewable by the employee and their manager.

L

PP_35 Maintain a history of each employee’s annual performance objectives and review narratives.

H

PP_36 Develop/establish a dashboard for reporting departmental business results based on aggregated performance management results

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PP_37 Monitor completion rates for end-of-year performance reviews and identify which are outstanding.

H

PP_38 Update individual competency profiles and learning plans automatically as a result of new knowledge, skills and abilities acquired through the performance objectives.

H

9 SCHEDULING DEFINE and MAINTAIN

SCHEDULING RULES

SCH_1 Define collective agreement/business rules including userdefined priorities.

M

SCH_2 Prevent conflicts and provide warnings when conflicts occur between defined scheduling rules.

M

SCH_3 Define and apply rules that are specific to an individual, department, organization, location or user-defined group.

M

RECEIVE DRAFT SCHEDULE SCH_4 Provide user with self-service

capability to input schedule and request approval of schedule (eg. compressed schedule covering 2-week period).

L




L - low)

Response



N - not met)

Software/ Modules

Comments


SCH_5 Ability for an authorized user to update a schedule that has been initiated by another user.

H

SCH_6 Ability to draft a schedule containing multiple levels (eg. rotational schedule with four platoons and two squads per platoon).

H

CREATE A REGULAR SCHEDULE SCH_7 Create and maintain unlimited

schedules for full-time, part-time, shift and flex employees over varying periods of time reflecting different rules, requirements and conditions. Schedules must reflect working and non-working days and provide the ability to specify varying start and stop times.

H

SCH_8 Display and easily search schedules using various criteria such as date range (eg. week, month, year), location, shift, shift type (e.g. day, night short-shift), employee, and user-defined employee groups.

H

SCH_9 Define and utilize multiple calendars to accommodate instances such as holidays that differ across regions (e.g. Civic Holiday).

M




L - low)

Response



N - not met)

Software/ Modules

Comments


SCH_10 Model various schedule scenarios to project outcomes and expected costs. Provide the ability to apply different rules, change the mix of employees/non-employees and classifications/levels when modeling the schedule scenarios.

M

SCH_11 Effectively manage the application of rules, employee profiles, employee availability and holiday calendars to automatically create a schedule and assign employees to a schedule.

M

SCH_12 Create static, compressed and rotational schedules.

H

SCH_13 Copy an existing schedule (approved or unapproved). Status of copied schedule defaults to unapproved.

H

SCH_14 Print schedules in draft form, pending approval and approved; for an individual, organization, location, department or user-defined group.

H

SCH_15 Support a 24-hour day schedule and define the number of working and non-working hours in a schedule.

H

SCH_16 Define schedules with varying lengths (e.g. 8-week rotation).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


SCH_17 Create user-defined shifts with the ability to define breaks, and shift start/stop times.

H

SCH_18 Create a sub-schedule based upon the breaks defined in a regular schedule(s).

M

SCH_19 Print sub-schedule as a separate document.

M

SCH_20 Ability to schedule shifts that cross multiple days (e.g. start at 11:00 p.m. on day one and complete at 7:00 a.m. on day two).

H

SCH_21 Ability to import schedules from a third party scheduling application.

H

SCH_22 Provide seamless integration with word processing and spreadsheet packages as well as import and export capabilities in ASCII or delimited formats.

H

SCH_23 Automatically calculate assigned hours for a schedule.

H

SCH_24 Ability to prioritize schedule rules. M SCH_25 Define minimum number of people

or fixed coverage that must be incorporated into a schedule.

H

SCH_26 Allow flexibility in defining minimum number required for fixed coverage (e.g. may vary by time of day, day

H




L - low)

Response



N - not met)

Software/ Modules

Comments


of week, time of year).

APPLY SCHEDULING RULES SCH_27 Apply collective agreement and

business rules when creating schedules (e.g.. regular, stand-by and on-call) and assigning employees to a schedule for regular or overtime work.

M

SCH_28 Provide ability to override warnings that are generated when conflicts occur between defined scheduling rules.

M

SCH_29 Provide the option to apply rule adjustments retroactively to existing schedules.

M

SCH_30 Ability to apply defined scheduling rules online at point of entry.

M

SCH_31 Ability to apply rules in batch. M SCH_32 Ability to apply defined scheduling

rules when adjustments are made to a schedule.

M




L - low)

Response



N - not met)

Software/ Modules

Comments


SCH_33 Allow user to supplement defined rules such as identifying required roles/classifications, skills, certifications, qualifications, minimum training requirements, cost restrictions, relationships and fluctuating FTE requirements.

M

SCH_34 Validate an existing schedule to determine if it conforms to defined rules.

M

ANALYZE EMPLOYEE PROFILE SCH_35 Provide online access and printed

reports displaying skills-based data such as employees who have special skills, qualifications, or certifications. Provide details and summary information such as job-related experience, department, organization, location, gender, role and classification.

H

SCH_36 Incorporate skills-based data when developing organization schedules.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


SCH_37 Retrieve a broad range of employee data (such as employee id, name, organization, position details, and employment status) to be used during the scheduling process.

H

ASSIGN EMPLOYEES TO A SCHEDULE

SCH_38 Ability to assign employees to shifts at any point in the schedule.

H

SCH_39 Capability to configure user-defined status codes for employees and display these status codes in a schedule.

H

SCH_40 Provide on-line leave calendar to determine scheduled employee absences. Calendar should be searchable by criteria such as leave type, location, user-defined employee groups, individual and period of time.

H

SCH_41 Apply an approved schedule to an individual, position, organization, location or user-defined group.

H

SCH_42 Assign an employee to an unlimited number of schedules

H

SCH_43 Ability to split shifts across resources.

H

SCH_44 Assign 'non-employees' such as H




L - low)

Response



N - not met)

Software/ Modules

Comments


contractors to a schedule.

SCH_45 Provide flexibility to assign an employee back and forth between a regular and an on-call schedule.

H

SCH_46 Designate an employee as a 'floater' to be assigned to various locations throughout the course of a shift.

H

SCH_47 Provide flexible scheduling capabilities based on availability of employees (link to time and leave management) and overtime history.

H

APPROVE SCHEDULE SCH_48 Use workflow to route a schedule

through approval levels and automatically notify approver that a schedule is pending approval.

M

SCH_49 Maintain history of approved schedules.

H

SCH_50 Allow for multiple approval levels that may differ based on location, organization, department or user-defined group.

M

SCH_51 Automatically notify requestor when schedule has been approved or denied.

L

SCH_52 Ability to enforce approval requirements for adjustments to an

M




L - low)

Response



N - not met)

Software/ Modules

Comments


approved schedule.

SCH_53 Enable approver to input explanation when schedule is denied.

L

CREATE ADDITIONAL SCHEDULES

SCH_54 Ability to schedule multiple training classes in the same time slot.

H

SCH_55 Ability to display course name, course number, instructor, class location, method of training and prerequisites for a training schedule.

M

SCH_56 Ability to develop an annual leave schedule that incorporates existing schedules and preferred annual leave slots.

H

SCH_57 Utilize self-service to indicate preferred annual leave slots.

H

SCH_58 Ability to quickly generate, approve and communicate a new schedule that overrides an existing schedule in an emergency situation.

H

SCH_59 Ability to generate an interim schedule to be used when rolling off one regular schedule and rolling onto a new regular schedule.

H

NOTIFY EMPLOYEE OF SCHEDULE SCH_60 Automatically notify employees of M




L - low)

Response



N - not met)

Software/ Modules

Comments


new schedule or changes to existing schedule.

SCH_61 Provide employee with ability to view his/her approved schedules online (rolling time period) and print hardcopy of the schedule.

H

SCH_62 Provide employee with automatic notification when requested shift change/swap has been approved or denied.

H

SCH_63 Automatically default approved schedules to employee time sheets.

H

MONITOR AND MAINTAIN SCHEDULE

SCH_64 Integrate with time and leave to monitor actual time worked (including start and end times) against planned hours in a user-defined time period such as a rolling time period.

H

SCH_65 Provide automated and manual monitoring capabilities for detecting vacancies in a schedule. Option to automatically update schedules with appropriate status code when availability of an employee changes (e.g.. leave is approved and/or recorded, training is scheduled, court hearings are booked).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


SCH_66 Monitor in real-time the impact of schedule adjustments such as vacancies, assignment of stand-by employees, overtime, and shift extensions/reductions.

H

SCH_67 Effectively manage the schedule when recall or overtime will affect the next shift to be worked.

H

SCH_68 Automatically provide alerts when an employee is about to reach the maximum hours to be worked.

H

SCH_69 Provide rolling calendar view of approved employees’ leave requests for planning and scheduling.

M

SCH_70 Compare planned hours against actual hours by schedule, organization, department, individual, or user-defined group for selected time periods. Variances to the planned hours should be accounted for with the source data explaining the variance. Report trends over time for user-defined categories such as regular, overtime and holiday worked time.

M




L - low)

Response



N - not met)

Software/ Modules

Comments


SCH_71 Support a range of reports by cost centre, organization, individual, department or user-defined group including: - hours worked details by pay period, day or shift - missed shifts - transfers within shifts - shift patterns (day, afternoon, night, etc) to facilitate cost analysis and schedule planning - individuals assigned to another organization for defined periods

H

SCH_72 Provide labour forecasting engines with the ability to anticipate volumes, distribute volume across each day down to 15-minute increments and factor in assumptions and exceptions that influence demand.

L

RECEIVE REQUEST FOR SHIFT CHANGE

SCH_73 Provide employee with capability to submit online request for shift change/swap. Automatically route request for approval.

H

APPROVE REQUEST FOR SHIFT CHANGE




L - low)

Response



N - not met)

Software/ Modules

Comments


SCH_74 Require approval for requested shift change/swap.

H

SCH_75 Require approver to input explanation when request for shift change/swap is denied.

H

ADJUST SCHEDULE SCH_76 Maintain history of adjustments to a

schedule. H

SCH_77 Ability to reassign employees and make adjustments to schedules that have been automatically created by the system.

H

SCH_78 Automatically recalculate assigned hours when a schedule is adjusted.

H

SCH_79 Ability to adjust an established schedule to capture variations such as absences, additional required hours or resources and reduced hours or resources.

H

ASSIGN EMPLOYEE TO SCHEDULE VACANCY

SCH_80 Easily search for replacement staff based on their availability, hours worked in the previous week and rank on the stand-by schedule.

H

SCH_81 Automatically update status /availability of replacement staff when they are added to a schedule.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


SCH_82 Allow schedule vacancies to exist. H SCH_83 Ensure that availability of

employees, non-employees, and replacement staff is updated to reflect worked time.

H

SCH_84 Allow casual employees to indicate availability to work across 24 hours a day.

M

SCH_85 Search and display employees, non-employees, and replacement staff based on availability. This should include the capability to incorporate schedule requirements (e.g., employee requirements such as skills, certifications, registration and classification).

H

CREATE AND MAINTAIN STAND-BY SCHEDULE AND ON-CALL SCHEDULE

SCH_86 Identify availability of replacement staff (e.g., casuals/stand-by, part time, on-call) for user-specified time periods.

H

SCH_87 Maintain history of stand-by work (accepted, refused and enforced) by individual, organization, department, location and user-defined group.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


SCH_88 Maintain history of on-call work (accepted and refused) by individual, organization, department, location and user-defined group.

H

SCH_89 Manage on-call availability, including an on-call shift being allocated on the same day as the allocation of a regular shift and a stand alone on-call schedule with recall facility.

H

SCH_90 Define and maintain multiple on-call lists.

H

SCH_91 Produce and manage an on-call schedule and a standby schedule as a stand alone schedules or have the option of incorporating them within a regular schedule.

H

CREATE AND MAINTAIN OVERTIME LIST

SCH_92 Maintain online listing of employees volunteering to work overtime.

H

SCH_93 Maintain history of overtime work (accepted and refused) by individual, organization, department, location and user-defined group.

H

SCH_94 Apply collective agreement and business rules when maintaining the overtime schedule (e.g. an employee on sick leave is considered to have refused to work overtime).

M




L - low)

Response



N - not met)

Software/ Modules

Comments


SCH_95 Define maximum overtime hours threshold (e.g.. an employee cannot exceed 100 hours OT if other employees are below this threshold).

M

SCH_96 Attach reason code to OT refusal by an employee.

H

SCH_97 Utilize self-service to indicate preferred overtime shifts.

L

APPLY MASS ADJUSTMENTS TO SCHEDULE

SCH_98 Apply mass adjustments to a schedule.

H

10 TIME and LEAVE GENERAL TIME AND LEAVE TL_01 Manage multiple period-end and

year-end dates. H

TL_02 Provide audit trails for all adjustments

M

TL_03

Provide self-service functionality for online requests such as: - leave requests (all types); - OT budget request; - project request; - banked time payout request.

H

TL_04 Provide time entry through a time-keeper and by individual employees.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


TL_05

Provide for warnings and restrictions to be configured on request forms and timesheets based on attendance records, collective agreement and policy rules.

M

TL_06

Maintain a status on the following processes: - leave requests; - OT budget request; - project request; - bank payout; - attendance records.

H

TL_07 Manage an unlimited number of leave and overtime banks.

H

TL_08

Calculate advance leave entitlements at the beginning of each year and upon each applicable employment action such as anniversary dates, new and re-hires, temporary assignments, returns from leave, change of status, etc.

H

TL_09

Calculate the entitlements for employees working multiple jobs according to the employment history and employee records for the multiple jobs. If the employee is working in two or more collective agreements, he/she will have more than one leave bank.

M




L - low)

Response



N - not met)

Software/ Modules

Comments


TL_10

Maintain a 20 year rolling total of sick days taken and prevent an employee from using more than their maximum allotment (as per defined business rules) in any 20 year period

M

TL_11

Support mass update of time entry codes to schedule.

H

TL_12

Store future approved leave requests.

H

TL_13

Manage an unlimited number of time entry codes and related business rules.

H

TL_14

Maintain employee groups and lists of eligible time entry codes for each group.

H

TL_15

Roll up time entry codes into 'worked hours', 'benefit hours' and 'purchased hours'.

M

TL_16

Maintain categories of similar time entry codes, such as a category of ‘sick’ for all sick leave types.

H

TL_17

Manage leave entitlements based on service either with increasing accrual rates or a fixed amount each month or year.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


TL_18

Manage the rules for leave accrual and usage.

H

TL_19

Provide ability for a supervisor to override system restrictions as set by pre-defined rules. Ex. Allow approver to override sick note required.

H

TL_20

Manage different business rules for each leave type, including the maximum hours/days allowable balance, including the various year ends when applicable.

H

TL_21

Manage the rules for accrual of leave for part-time and on-call employees using criteria based on a threshold and eligible hours per month.

H

TL_22

Manage suppressing leave accrual when a specified number of leave-without-pay days are taken within a year.

H

TL_23

Manage leave-without-pay’s impact on leave accrual for each leave type.

H

TL_24

Specify an initial accrual amount an employee is to receive upon employment.

H

TL_25

Maintain the time limits in which time, such as overtime, stat holiday, and compressed must be taken or

M




L - low)

Response



N - not met)

Software/ Modules

Comments


paid.

TL_26

Indicate if the calculated leave accrual amount is to be adjusted by percent of full-time.

H

TL_27

Track leave accruals by two earning accumulators - “accrued but not eligible” and “eligible”.

M

TL_28

Maintain the employee’s eligibility date for leave accrual for multiple leave types.

H

TL_29

Manage employee leave enrollment on a position by position basis (an employee may have one position eligible & another position ineligible).

H

TL_30

Calculate via self-service functionality whether the employee has sufficient leave remaining to accommodate a leave request or banked payout request based on: - leave taken and updated in the leave banks; - approved future-dated leave requests.

H

TL_31

Manage edits for leave transactions that cannot be processed because of insufficient balance, over maximum allowance, etc.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


TL_32

Allow for sequential processing so that leave accruals are updated prior to processing leave transaction requests.

H

TL_33

Manage a leave request approval process online. If request is not approved, send back to employee with comments. Process should support multiple approvals with levels required determined based on leave type.

H

TL_34

For each leave request indicate when a leave reason is required.

M

TL_35

Manage an unlimited number of leave reasons.

M

TL_36

Manage an unlimited number of leave transactions that impact a leave balance; e.g., accrued, taken, adjusted.

H

TL_37

Track the balances of leave taken for types of leave without an annual entitlement. (e.g. Bereavement leave)

H

TL_38

Maintain a leave-without-pay balance by month, annual, and life of employment.

H

TL_39

Maintain leave balances and history. H




L - low)

Response



N - not met)

Software/ Modules

Comments


TL_40

Permit employees to substitute another day for a Government holiday, when they work on the holiday.

M

TL_41

Maintain history of leave balances for each leave type for beginning period, accrual, usage, and ending period by month for each year and provide online view by positions and employee.

H

TL_42

Maintain a history of all leave transactions by date, leave type, and reason.

H

TL_43

Maintain overtime earned, taken, and balance and reason for overtime.

H

TL_44

Report absence trends by leave types for an employee, department, or unit.

H

TL_45

Maintain and track time lost cost savings for forfeited leave.

M

TL_46

When employee transfers departments, transfer employee’s leave balances to receiving department.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


TL_47

Track and report on usage of all leave types, such as jury, election, bereavement, education, suspension and donated leave.

H

TL_48

Via self-service functionality, query the status and details of: - leave banks; - attendance records; - OT and project records breakdowns; - requests; - service; - transaction history.

M

TL_49

Manage adjustment transactions to current or prior pay period attendance records that increase or decrease balances.

H

TL_50

Produce employee statements that will include leave transactions and balances.

H

TL_51

Create summary and detailed year end reports of attendance and leave for employees using various filters such as bargaining status or age.

H

TL_52

Deliver a suite of pre-defined reports and online queries to track and manage leave, attendance and overtime.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


TL_53

Maintain and track full time equivalents (FTEs) for the purposes of reporting leave taken and leave liabilities against full time equivalent values.

H

TL_54

Generate electronic notification to affected employees prior to year end to alert them that leave must be taken before year end or forfeited.

M

TL_55

Project future leave accrual and planned leave time off for an entire year. Create an annual leave calendar with projected leave accrual and usage for planning.

M

TL_56

Generate notification to an employee, supervisor, and Manager of Integrated Disability Management when an employee’s bank is about to expire, based on pre-defined rules.

H

TL_57

Create, maintain, and track hours worked for budgeted projects.

M

TL_58

Allow user (approver) to automatically assign a delegate approver if away from the office.

H

TL_59

Store denied requests. M




L - low)

Response



N - not met)

Software/ Modules

Comments


TL_60

Provide a link through self-service functionality to display the applicable policy and collective agreement rules from a repository of rules definitions. An example is the eligible reasons for taking FRL.

L

TL_61

Provide e-mail notifications automatically to the originator of the request when the request is approved or denied.

M

TL_62

Create a schedule record online by selecting a: - pre-established template; - a blank template, or - last period's schedule. Schedule will include: - regular time; - scheduled straight-time overtime; - scheduled standby; - holiday schedules.

H

TL_63

Support multiple formats of attendance records per employee based on: - multiple work week definition; - multiple begin and end dates; - variations of in/out time, afternoon and morning, lunch start

H




L - low)

Response



N - not met)

Software/ Modules

Comments


and duration.

TL_64

Auto populate attendance records based on: - the schedule or schedule changes; - the approved leave request dates / times; - employee record.

H

TL_65

Capture attendance for non-employees (e.g., independent contractors).

H

TL_66

Capture attendance on an hour (part hour) or day (part day) basis (down to the quarter hour or quarter day) based on collective agreement rules.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


TL_67

Default and key attendance into attendance records. - Regular employees’ time would default and attendance would need to be entered on an exception only basis. - Hourly employees (casuals) time would be keyed. For each time period entered, the user must be permitted to: - select a time code; - indicate the length of time; - enter comments; - select an OT budget or project ID (if applicable).

H

TL_68

Use workflow instructions to submit/route/deny/update/reroute/approve the attendance record for action and approval.

H

TL_69

Apply rules using both part hours/days as the units of measure.

H

TL_70

Create payroll transactions that will include banked payouts and exception time for salaried employees. It will also include any worked time for hourly paid employees.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


TL_71

Determine the applicable rate for a payout based on the rules established for the bank (i.e. the rate at which the time was earned or current rate).

H

TL_72

Based on security access and internal controls, provide the ability to adjust balances and record reasons for: - carry over; - project records; - OT records; - entitlements; - leave balances; - service; - attendance.

H

TL_73

Track and report on balance adjustments by reason.

M

TL_74

Calculate overtime based on multiple conditions, including collective agreement and business rules.

H

TL_75

Ability to import schedules from third party scheduling applications.

H

TL_76

Capture an employee’s rate of pay at the time overtime is banked.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


TL_77

Support time entry by hour, by day, by project, activity, and task.

H

TL_78

Support negative hour adjustments to entered time.

H

TL_79

Allow for the designation of a default account for accounting distribution and provide the ability to override as necessary, based on approval rules.

H

TL_80

Establish time entry rules for pay, overtime, leave banks in compliance with collective agreements and government policies.

H

TL_81

Provide supervisory ability to override overtime calculation.

H

TL_82

Manage an overtime approval process online. If overtime is not approved, send back to employee with comments.

H

TL_83

Support approval process that allows for multiple approvers via automated workflow system.

H

TL_84

Support decentralized time and labor distribution entry by employee or timekeeper on behalf of employee.

H

TL_85 Support on-line time entry via H




L - low)

Response



N - not met)

Software/ Modules

Comments


multiple media.

TL_86

Support salary splits (portion of salary sent to different accounting units, functions, and programs) with percentage totaling 100%. Unlimited account lines on percentage splits.

H

TL_87

Maintain and track reasons for overtime worked and whether the hours were banked or paid for.

H

TL_88

Calculate eligible shift differential hours according to shift start and end times and collective agreement rules.

H

TL_89

Maintain labor expense distribution and reporting into pre-defined general ledger accounting distributions.

H

TL_90

For applicable management groups, limit the payout of management overtime to a maximum of 10% of annual salary per year.

M

TL_91

Interface with government’s existing financial management systems.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


TL_92

Automatically create transactions to be passed to the payroll system: - total eligible premium hours; - eligible number of meal allowances based on rules; - shift differential hours based on rules; - other allowances based on specific criteria (by collective agreement, hours worked, calendar days elapsed, etc.).

H

TL_93

Provide ability to prevent employees from being paid unless their time is entered and approved.

M

TL_94

Allow time to be entered and paid differently (ex. Conservation Officers are paid for std 35 hours / week but work non-standard shifts (maybe in excess of 35 hours).

H

TL_95 Allow overtime and project budgets to be set up with Oracle financial accounting distribution attached for time entry.

M

TL_96 Allow users to monitor time and dollars charged against project and overtime budgets.

M




L - low)

Response



N - not met)

Software/ Modules

Comments


TL_97 Allow for future-dated leave requests for the current year and beyond to be approved pending future leave entitlements.

H

TL_98 Allow future leave requests to be validated against future leave accruals.

M

TEACHER'S TIME AND LEAVE TL_99 Calculate, record and maintain bank

for substitute hours that can be validated against rules on time entry.

H

TL_100 Link employee records such that transactions affecting one employee can trigger transactions for the linked employee(s).

H

TL_101 Utilize business rules and employee records to close out the school year (e.g. eliminate, reduce or carry forward employee balances).

H

TL_102 Apply the appropriate rule(s) to calculate and store service based on school year depending on the purpose (e.g. sick leave entitlements, severance, pension, step progression, work service and certified teaching service records).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


TL_103 Maintain data required to calculate pension service based on eligible days and dollars for a school year.

H

11 PAYROLL GENERAL PAYROLL PAY_01 Allow for set up of unlimited number

of earnings codes. Individually configurable for taxing method, calculation method, frequency, goal amount etc.

H

PAY_02 Associate Oracle financial account code to each earning code.

H

PAY_03 Group earnings into accumulators for tracking eligible earnings for pension plans, service, T4/T4A reporting, etc.

H

PAY_04 Allow for automatic begin and end dates for earnings, at the employee level (e.g. red circled cash pay).

H

PAY_05 System will warn at time of entry if earnings are in negative status.

M

PAY_06 Support one time earnings, including one time increase or decrease of an ongoing earning.

H

PAY_07 Calculate the correct pay period amount, if required, for an earning if it is submitted in a different format (e.g. calculates bi-weekly amount when submitted in monthly).

M




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_08 Prorate other earnings based on number of hours for hourly employees.

H

PAY_09 Automatically recalculate earning amount when salary changes, if earning is percentage of salary.

H

PAY_10 Prorate earning amount if effective mid pay period.

H

PAY_11 Group earnings into earnings programs with eligibility rules.

H

PAY_12 Configure earnings for ROE processing (e.g. indicate if insurance hours, insurance earnings, both).

H

PAY_13 Produce payroll earnings registers. H

DEDUCTIONS PAY_14 Allow for set up of unlimited number

of deduction codes. Individually configurable for deduction priority, calculation method, frequency, goal amount etc.

H

PAY_15 Associate Oracle financial account code to each employer deduction code.

H

PAY_16 Allow employer contributions to be matching or a percentage of the employee contribution.

H

PAY_17 Support both pre tax and post tax H




L - low)

Response



N - not met)

Software/ Modules

Comments


deductions.

PAY_18 Allow for automatic begin and end dates that a deduction can be taken, at the employee level.

H

PAY_19 Specify goal amount for a deduction code and automatically stop deduction when goal has been met.

H

PAY_20 Reduce the deduction amount, if the deduction amount would cause the goal amount to be exceeded, so that the goal amount is met exactly.

H

PAY_21 Prorate deduction amount if effective mid pay period.

H

PAY_22 Support one time deductions, including the one time increase or decrease an ongoing deduction.

H

PAY_23 Automatically recalculate amount when salary changes, if deduction is percentage of salary.

H

PAY_24 Calculate the correct pay period amount, if required, for a deduction if it is submitted in different format. (E.g. calculates bi-weekly amount when monthly amount submitted).

M

PAY_25 Allowed a deduction to be partially taken.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_26 Allow a deduction to go into arrears because of insufficient funds. Track arrears amount, ability to recapture arrears in the next pay cycle, ability to recapture arrears at the time of the next scheduled deduction.

M

PAY_27 Automatically back out deductions for which there is insufficient pay.

H

PAY_28 Allow predetermined deduction back out order.

H

PAY_29 When an employee becomes inactive or terminated, determine if any deduction arrears exist, system can pass amount to the accounts receivable system.

M

PAY_30 Identify in deduction code setup to indicate where deduction is to be remitted.

H

PAY_31 Group deductions into accumulators for T4/T4A reporting, etc.

H

PAY_32 Group deductions into deduction programs with eligibility rules.

H

PAY_33 Report CRA deductions based on Business Numbers.

H

PAY_34 Produce deduction registers/reports. H

PAY_35 Produce deduction not taken registers/reports.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_36 Provide ability to turn off mandatory deductions (e.g. CPP)

H

RECOVERIES PAY_37 Allow recoveries to be set up as

earning or deduction codes and apply the applicable earning or deduction rules.

H

PAY_38 Capability to identify employees with overpayments or underpayments on their payroll record. The system must be able to identify the source of the over/underpayment and track repayment or payment actions.

H

PAY_39 Attach comments to recoveries at the employee level, to identify reason and dates for recovery.

M

PAY_40 Allow for multiple recoveries on an employee’s record, to occur at the same time.

H

PAY_41 Automatically recalculate recovery amount when salary changes, if recovery is percentage of salary.

H

TAXES PAY_42 Calculate and deduct all applicable

taxes. Federal and provincial taxes for employees according to current regulations.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_43 Recalculate taxes if a pre-tax deduction is backed out.

H

PAY_44 Default to basic tax exemption amounts, federal and provincial.

H

PAY_45 Allow for additional tax exemptions and automatically calculate new tax rate (e.g. Religious Orders, additional income tax credits).

H

PAY_46 Allow for automatic begin and end dates for additional tax exemptions.

M

PAY_47 Allow for additional taxes to be deducted.

H

PAY_48 Ability to override tax deductions (e.g. no tax, lump sum payment rules).

H

PAY_49 Provide updates for regulated tax changes.

H

PAY_50 Maintain a history of tax tables by change date.

H

PAY_51 Provide effective dating on tax table changes.

H

PAY_52 Assign tax tables to a specific pay period.

H

PAY_53 Allow for multiple EI employer rate codes.

H

GARNISHMENTS




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_54 Apply deduction rules to garnishment processing (e.g. balance due, arrears, changing amount, etc.).

H

PAY_55 Manage the garnishment calculation amount based on the employee’s income for payroll period and the garnishment rules.

H

PAY_56 Maintain multiple concurrent garnishment processing rules with a priority sequence for processing.

H

PAY_57 Calculate and pay all types of garnishments: flat amounts; percentages; disposable income percentages; and graduated percentages based on different base levels and guaranteed net.

H

PAY_58 Maintain and deliver all federal and provincial regulations for garnishments.

H

PAY_59 Automatically recalculate garnishment amount when salary changes, if garnishment is percentage of salary.

H

PAY_60 Automatically notify payee when garnishment is complete.

L

EMPLOYEE PAYROLL SET UP




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_61 Generate system assigned identification number (employee number) when new record created on the system (including employees and non employees).

H

PAY_62 Reissue the previous system assigned identification number when an employee is rehired.

H

PAY_63 Automatically trigger some deductions and earnings to be added to an employee’s record when created or updated.

H

PAY_64 Issue message if employee is being rehired and has received termination benefits within a period of time that may require them to repay a portion.

H

PAY_65 Provide ability to handle a reinstatement upon rehire.

M

PAY_66 Provide a warning message when a user tries to enter an employee who already exists in the system (based on name, SIN, etc.).

H

PAY_67 Default payment method to direct deposit.

H

PAY_68 Provide ability to set different probationary periods by classification.

M

EMPLOYEE PAYROLL




L - low)

Response



N - not met)

Software/ Modules

Comments


SEPARATION PAY_69 Issue final pay cheque after the

employee record has a terminated status.

H

PAY_70 Check employee’s record for any outstanding balances (e.g. leave, travel imprest or recoveries) upon termination.

H

PAY_71 Calculate termination benefits (severance, pay in lieu, redundancy) based on defined criteria.

H

PAY_72 Issue message if employee has previously received termination benefits.

H

PAY_73 Ability to continue to pay employees, even if status is inactive or terminate.

H

PAY_74 Provide access to terminated employee data for the purposes of making online enquiries and changing address information.

H

PAY_75 Send notification of the property assignments to appropriate person (e.g. supervisor, HR, etc.) when an employee separates employment.

L

JOB DATA




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_76 Use action and reason codes to identify the reason for a change to an employee’s employment (hire, transfer, promotion). Codes must be predefined.

H

PAY_77 Maintain a separate employee status and job status. (Employees may have multiple appointments, which may have a different permanent or temporary status. The employee would be permanent even if one of the appointments were temporary.)

H

PAY_78 Provide a terms of employment code to determine and validate employee entitlements (e.g. determine which collective agreement to refer to).

H

PAY_79 Provide employee classification by salary, pay level, job code, employee type, status, payroll group, department etc.

H

PAY_80 Allow the transfer of an employee from one department or payroll to another - the transfer should require minimal data input and automatically change associated information where applicable and maintain all histories in the new area.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_81 Update employee’s salary, earnings and deductions to those of the new position when an employee changes positions. Use the business rules associated with that position to ensure that the earnings and deductions on an employee’s record are applicable to the new position.

H

PAY_82 Provide the option for authorized users to adjust dates (e.g. hire date, anniversary date, unbroken service date, rehire date, and probationary date).

H

PAY_83 Track the geographic location (actual physical work location) of employees. This is in addition to their home district or region, organization, and department.

H

PAY_84 Store current and historical data (job and personal) for non employees, including self-employed, or contractors from other organizations.

M

PAY_85 Define fields that are mandatory for specific employment categories. Fields must be entered before employee can receive pay (e.g. PCN) but ability to override by approved users must also be available.

H

COMPENSATION DATA




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_86 System tracks when employee is eligible for step progression based on configured criteria.

H

PAY_87 Provide notification when employee has met eligibility for step progression.

M

PAY_88 Provide method to identify employees who are paid above their salary scale.

H

PAY_89 Allow employee records to be linked. If salary data changes in one record, notification is required to review the data in the associated record (required for wage differential administration, split/limited pensions, etc.)

H

PAY_90 Temporarily assign an employee to a position, allowing for a temporary change in salary, while maintaining attachment to the employee’s primary position.

H

PAY_91 Automatically update salary and leave details when an employee’s hours change. Historical data is to be maintained.

H

PAY_92 Create classification levels to be attached to the employee to determine default salary levels.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_93 Extract compensation data for any given period (specific period, year to date, previous year, etc.)

H

PAY_94 Salary is table driven based on pay level and step.

H

SALARY DEFERRAL PAY_95 Allow portion of employee’s pay to

be redirected to the Oracle financial management system account for salary deferral. The earning code must be configured to direct the funds to the employee’s individual Oracle account.

M

PAY_96 Establish goal amount for salary deferral and stop transfer to Oracle financial management system account when goal amount met.

M

PAY_97 During pay in period, allow for deductions and taxes to be based on full current salary or current salary less deferred amount.

H

PAY_98 Pay out interest on deferred salary held in Oracle financial management system account on a predetermined basis.

L

PAY_99 During deferral pay out period, ensure proper application of deductions and taxes.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_100 Limit payment of certain earnings (e.g. overtime) during deferral pay out period.

H

PAY_101 Pay out period will automatically end when declining balance on earning becomes zero.

H

WORKERS COMPENSATION ADMINISTRATION

PAY_102 Determine employees reduced pay amount based on amount of workers compensation rates.

H

PAY_103 Allow for one time adjustment to employee’s pay if workers compensation payout time is less than one pay period.

H

PAY_104 Allow for recovery of earnings if workers compensation set up is delayed.

H

PAY_105 Adjust workers compensation payment amounts and recover overpayments if workers compensation rates change during time employee is in receipt of worker compensation.

H

PAY_106 Apply proper deductions and taxes while employee is in receipt of workers compensation pay.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_107 Allow employee to be paid both regular pay and workers compensation pay during ease back period.

H

PAY_108 Apply proper deductions and taxes during ease back period.

H

RETROACTIVE PAYMENTS PAY_109 Calculate retroactive pay and

deductions based on the rates for the effected period but post changes to the current pay period (i.e. do not change historical pay data).

H

PAY_110 Support calculating and processing retroactive payments in a lump sum based on predefined elements including percentage of base, flat amount, negative transactions, period of time for earnings subject to retroactivity (monthly, YTD).

H

PAYROLL PROCESSING PAY_111 Maintain unlimited number of pay

types (e.g. salaried, hourly, etc.) with appropriate taxing for each type.

H

PAY_112 Group employees for payroll processing (e.g. civil service, pensioners).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_113 Create and maintain multiple pay calendar cycles. Calendar data must include pay cycle, start date, end date, cheque date, and holidays.

H

PAY_114 Manage weekly, bi-weekly, semi-monthly, monthly, incentive comp, and special payroll processing schedules, such as an adjustments payroll run.

H

PAY_115 Enforce cut off times for data entry in order to process payroll.

H

PAY_116 Generate a restore of an employee’s previous payroll data settings when an employee is rehired within the same calendar year, including taxes, deductions, balances and accrual rate.

H

PAY_117 Prorate earnings and deductions for mid-period earnings changes such as new hires, rate changes, transfers, retroactive pay, temporary assignments and separation.

H

PAY_118 Distribute gross pay and employer costs by percentage to the appropriate account distribution when mid-period earnings changes occur.

H

PAY_119 Ability to pay an employee at multiple pay rates during the same

H




L - low)

Response



N - not met)

Software/ Modules

Comments


pay period.

PAY_120 Generate a single payment for employees who work in multiple positions at multiple rates during a pay period (while correctly processing all deductions, premium pay types, etc.).

H

PAY_121 Support compliance with all federal and provincial legislation for allowances.

H

PAY_122 Allow one time adjustments to employee’s pay during the payroll processing.

H

PAY_123 Ability to stop an employee’s pay during the pay run processing.

H

PAY_124 Attach comments to adjustments at the employee level, to identify reason and dates for adjustment.

M

PAY_125 Support multiple payments, with different taxation on one pay cheque.

H

PAY_126 Ability to reverse a data entry or cancel cheque before processing.

H

PAY_127 Allow negative transactions to be entered e.g. cancelled cheques, recovery of payments (receipts).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_128 Allow for advanced pay of at least one full pay (may be more but not partial pay) through direct deposit or cheque. Show details of payment under pay history for appropriate pay.

H

PAY_129 Calculate vacation pay at various rates (e.g. 4% or 6%).

H

PAY_130 Automatic vacation pay calculation and payout for temporary employees that receive vacation pay instead of leave entitlement.

H

PAY_131 Cancel a payroll cheque or direct deposit, regardless of employee’s status.

H

PAY_132 Provide separate cheque functionality with ability to choose amount of tax to apply.

H

PAY_133 Provide manual cheque functionality, system calculates taxes and deductions.

H

PAY_134 Provide for off-cycle payroll runs to generate manual or EFT payments outside the normal payroll run cycle.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_135 Support the processing of an unlimited number of test payroll runs with reports and queries generated for the verification of payroll transactions.

H

PAY_136 View pay cheque details at employee level prior to the payroll run commit/confirmation.

M

PAY_137 Allow for restarting of printing cheques/direct deposit notifiers if interrupted at any point in the printing process.

H

PAY_138 Restart payroll cheque processing if system fails, must provide for backup immediately prior to cheque processing.

H

PAY_139 Automatic backup functionality when processing pays.

H

PAY_140 Provide ROE functionality. H

PAY_141 Transfer ROE data to HRSDC using ROE Web application.

H

PAY_142 Perform mass updates for pay adjustments with effective dates & mass updates to calculate retroactive pay on current cheque.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_143 Perform mass data changes to a specified group of employees, with the functionality to add future dated changes.

H

PAY_144 Allow for mass changes to deduction amounts by deduction type based on predefined criteria (e.g. percentage increase, flat dollar amount charge, entire removal of deduction).

H

PAY_145 Provide mass change functionality that allows mass changes to be processed without a high degree of technical intervention.

H

PRODUCE PAY SLIPS/ CHEQUES PAY_146 Support standard Canadian pay

cheque format. H

PAY_147 Ongoing (continuing from previous pay) automatic cheque number generation for pay cheques by pay group.

H

PAY_148 System provides the ability to print cheques.

H

PAY_149 Support cheque cancellations by group or individual and back out all transactions to payroll history. May require link to time and leave to update hours and seniority.

H

PAY_150 Prevent negative or zero cheques H




L - low)

Response



N - not met)

Software/ Modules

Comments


from being printed.

PAY_151 System supports printing direct deposit notifiers.

H

PAY_152 Direct deposit notifier must display same information as cheque stub.

H

PAY_153 Turn off direct deposits at company-wide level, for a group of employees or individual employees.

H

PAY_154 Print details of compensation and deductions with pay period and year-to-date totals for each.

H

PAY_155 Print messages on the employees’ direct deposit notifiers by employee type, department or group. Provide limitation on characters.

H

PAY_156 Automatically stop messages based on a specified date.

H

PAY_157 Support alternative name on payment notifier (rollover to RRSP of other pension plan and financial institution name appears on the cheque and employee name displayed on stub), included on T4A issued in employee.

H

PAY_158 Identify print/sort sequence for direct deposit notifiers/cheques.

H

TRANSMIT FUNDS TO BANK




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_159 Create bank transmission file for direct deposits.

H

PAY_160 Allow for direct deposits to be deposited into multiple bank accounts. Percentages to be determined by employee.

H

PAY_161 Allow direct deposit information to be deleted from the bank file after payroll is processed but before file is sent to financial institutions.

H

PROCESS THIRD PARTY DEDUCTIONS

H

PAY_162 Ability to generate third party cheques (e.g. United Way, garnishments, and group insurance Proponents).

H

PAY_163 Ability to pay third party Proponents through EFT.

H

PAY_164 Produce remittance reports/deduction registers.

H

YEAR END PAY_165 Provide year-end processing cycles. H

PAY_166 System provides a year-end rollover calculation for garnishments.

H

PAY_167 Accumulate earnings for both fiscal and calendar years.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_168 Provide automatic zeroing of year-to-date (YTD) fields during calendar and fiscal year end processing.

H

T4, T4A AND NR4 PROCESSING PAY_169 Online T4, T4A and NR4 functionality

that complies with federal government regulations. Updates provided as required.

H

PAY_170 Produce T4, T4A and NR4 summary reports on regular basis, totaled by Business Number (RP).

H

PAY_171 Post adjustments to employee’s pay in pervious year – for T4, T4A and NR4 processing.

H

PAY_172 Allow for space on T4 and T4A for department name.

H

PAY_173 Allow for space on the T4, T4A and NR4 for insurance benefit information (medical and dental).

H

PAY_174 Define print sort criteria for T4/T4As. H

PAY_175 Notify when T4, T4A and NR4 earnings and deductions are negative (reports).

H

PAY_176 Issue multiple T4, T4A, and NR4 forms for one employee (e.g. different pension plans).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_177 Functionality for pay period end processing after each pay cycle, in order to update YTD’s.

H

SALARY BUDGETS PAY_178 Store employee costing details and

allow employees, positions or payment types to be associated to multiple cost codes. Including the ability to have multiple appointments to multiple positions with different cost centres at different classifications.

H

PAYROLL INTEGRATION/ INTERFACE

PAY_179 Direct integration of posting to the general ledger.

H

PAY_180 Validation of General Ledger account number at time of entry.

H

PAY_181 Ability to pay approved expenses on the pay cycle with data entered from another system (e.g. travel claim system).

M

PAY_182 Pass information via interface, file or report to external systems regarding employees (e.g. BenPlus Pensions System, Canada Saving Bonds, etc.).

H

PAY_183 Accept information through external input (e.g. Johnson’s insurance for

H




L - low)

Response



N - not met)

Software/ Modules

Comments


pensioners, FMS update of accounting flex fields).

PAYROLL REPORTING PAY_184 Support provincial and federal tax

calculations and reporting requirements.

H

PAY_185 Generate standard payroll reconciliation and expense distribution reports for every payroll processed.

H

PAY_186 Ability to provide payroll processing audit reports such as pre-payroll run reports. Please list all standard payroll processing audit reports.

H

PAY_187 Deliver payroll processing reports. H

SELF-SERVICE/WORKFLOW PAY_188 Online view of employee’s pay

cheque/direct deposits notifier.

H

PAY_189 Allow employees to view the following information:

pay inquiry with the ability to drill down to individual pays (past pays)

earning and deductions inquiry including year to date totals by code

H




L - low)

Response



N - not met)

Software/ Modules

Comments


personal information including bank account details and address

PAY_190 Allow employees to change personal

data, bank account information and voluntary deductions (e.g. United Way) through self service.

M

PAY_191 Allow employees to make various requests via self service (e.g. name change, bank account information).

M

PAY_192 Notify employees when certain changes are made to their payroll record (e.g. garnishments are set up, additional tax exemptions end).

L

PAY_193 Allow Managers to view employee data (to which they have access) including, but not limited to the following types of information:

selected personal data (contact information)

payroll data (employee salary)

H

PAY_194 Allow managers to input details of assets/property issued to the employee including details such as:

Asset/property Identifier Type of asset/property

M




L - low)

Response



N - not met)

Software/ Modules

Comments


Name and description of asset/property

Date issued/Date returned PAY_195 System sends notifications to the

manager as important dates approach. Examples of some events that need to be monitored include: KIV dates, extension dates, probationary period end dates, service anniversaries, and return from leave of absence.

H

PAYROLL TECHNICAL PAY_196 Provide various effective dated rate

tables including flat, percentage of salary and age graded for calculation of certain earning and deduction codes (e.g. union dues, pension deductions).

H

PAY_197 Payroll modeling tool for individual net pay and testing purposes.

M

PAY_198 Automatic notification to Expenditure Control and Compliance when a cheque is required to be produced by them.

M

PAY_199 Allow data fields to be configured in the system, not considered a customization.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_200 Maintain history for a specified number of years (length of employment plus unlimited number of years from date of separation) to comply with archival regulations and retain access to historical and statistical employment information.

H

PAY_201 Provide online SIN verification functionality

H

PAYROLL SECURITY PAY_202 Allow for restrictions on who can key

certain data (e.g. earnings, deductions, taxes, garnishments, etc.).

H

PAY_203 Provide audit trail of data keyed including name of individual who keyed, time and date.

H

PAY_204 Allow authorized user to make certain data fields and table changes.

H

PENSIONS PAY_205 Produce Life Certificates from data

on system. H

PAY_206 Record receipt of signed Life Certificate in system (batch input populated in Notepad using IRISPen).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_207 Update system with address changes received via Life Certificate (batch input populated in Notepad using IRISPen).

H

PAY_208 Update system with additional income tax deduction amounts received via Life Certificate (batch input populated in Notepad using IRISPen).

H

PAY_209 Relate one pensioner to another on pensioner record (ex. Survivor or Limited Member).

H

PAY_210 Support alternative name on payment stub (refund transferred to another plan, new plan name appears on the cheque and plan member name is displayed on stub), T4A issued in plan member name.

H

PAY_211 Record reason code for pension contribution refund (ex. Resignation, age exempt, portability transfer,etc).

H

PAY_212 Identify cheques to be held and printed separately.

H

PAY_213 Ability to change print sort sequence for pay cheques and direct deposit statements as needed for inserts (ex. Gender, marital status, pension type, year of birth, year of hire).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_214 Create Direct Deposit statements quarterly showing any/all payments for the 6 pay periods in the quarter. Print in duplex.

H

PAY_215 Capture and print message on quarterly statements.

H

PAY_216 Manage and report on multiple pension plans (ex. Uniformed Workers, Teachers, Public Service, Judges).

H

PAY_217 Maintain a sub-division of pension plan (ex. Teachers Pension Plan subdivided into 05 – Regular Teachers; 13 – Early Retirement Teachers).

H

PAY_218 Transfer a pensioner from one sub-division to another online.

H

PAY_219 Identify refund totals by pension plan, by current pay period (less adjustments) and by adjustments.

H

PAY_220 Input data from outside/other systems (ex. Accept Johnson's Insurance deduction update through external input).

H

PAY_221 Interface with Bank Reconciliation System.

H

TEACHER'S - EMPLOYEE PAYROLL RELATED DATA




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_222 Calculate/process payment for the employer portion of benefits for employees on unpaid leave who pay for benefits directly to the insurance carrier.

H

PAY_223 Identify positions for which a district allocation must be available before an employee can be allocated to the position.

H

PAY_224 Maintain multiple annual salaries for an employee on extended leave (e.g. salary employee would have been entitled to if not on leave and salary actually received while on leave).

H

PAY_225 Define business rules related to service that differ by employee type, district, or other user defined grouping (e.g. service maximum hours per school year, tracking of service).

H

PAY_226 Restore selected payroll and employee data setup and balances when an employee works for more than one employer within the same calendar and/or school year.

H

PAY_227 Credit back deductions taken in error and update all impacted records.

H

TEACHER'S - PROCESS PAYROLL




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_228 Perform online edit checks based on business rules, current and historical data.

H

PAY_229 Reinstate a cancelled cheque and restore all related records.

H

PAY_230 Effective date and update all applicable records to reflect changes resulting from calculation and processing of retroactive pay.

H

PAY_231 Incorporate adjustments, leave, allocated holdback, etc. when calculating retroactive pay.

H

PAY_232 Modify payment amount to be deposited into district bank account.

H

PAY_233 Apply complex business rules to calculate retroactive pay and update all required records (ROE, etc.) to reflect the retroactive change with the appropriate effective date.

H

PAY_234 Establish a deferred salary bank in dollars that increases during payin period and decreases during payout period.

H

PAY_235 Allow adjustments to deferred salary bank (e.g. to apply interest).

H

PAY_236 Distinguish between interest and salary portion of deferred salary.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_237 Cancel a deferred salary plan and process lump sum payout.

H

PAY_238 When calculating pay rate apply complex business rules that link an employee to another employee (e.g. substitute pay rate based on multiple criteria such as leave type of employee being replaced).

H

PAY_239 On a pay period basis calculate the portion of salary designated as 'holdback' for summer pay.

H

PAY_240 Allow accumulated holdback to have a negative balance.

H

PAY_241 Reduce accumulated holdback balance to zero by processing summer pay at school year end or lump sum payment during the school year.

H

PAY_242 Provide flexibility to specify different cheque dates based on school calendar and employee type even though pay period end date is the same.

H

PAY_243 Display EI insurable hours on pay stub/direct deposit notifiers.

H

PAY_244 Prepare multiple ROE's when employee has worked for multiple employers (districts).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_245 Provide ability to adjust ROE data. H PAY_246 Integrate with Oracle Financials

(FMS) to share Proponent master data.

H

PAY_247 Transmit electronic payment files to third parties (e.g. Bank of Canada, Credit Union) with schedule/amount of funds to withdraw from Government bank accounts.

H

PAY_248 Prevent prior period adjustments from impacting payment remittances to third party for specified deductions such as employee life insurance.

H

PAY_249 Adjust third party payment request prior to sending to Oracle financials.

H

PAY_250 For specified employee deductions, continue to take the deduction from employee pay but delay the payment remittance.

H

TEACHER'S - PERFORM ONGOING PAYROLL ACTIVITIES

PAY_251 Establish effective dates, payment amounts and schedules for deferred salary plans.

H

PAY_252 When employee is seconded, attach new employment location and GL account to the employee record.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_253 Ability to interrupt a WCC Claim and restore employee to full salary (e.g. summer pay, annual leave).

H

PAY_254 Calculate summer pay (including deductions) based on complex business rules containing multiple criteria (e.g. attendance, bonus, # of pay periods, leave status).

H

PAY_255 Process payrolls for multiple pay periods in advance and hold payments until the specified pay date (e.g. run all summer payrolls before the end of July).

H

PAY_256 Define annual maximum position allocations for a school district for each school year.

H

PAY_257 Identify employees eligible for EI rebate and amount they are eligible to receive from each employer (district).

H

PAY_258 Flexibility to display/print notes on T4, T4A, T10 that may vary by employee group, employer, etc.

H

PAY_259 Define an unlimited number of employers (school districts).

H

PAY_260 Define banking information for each employer (school district).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_261 Define an unlimited number of schools and associate individual schools with an employer (district).

H

PAY_262 Maintain data for individual schools (e.g. enrollment data by school year and grade).

H

PAY_263 Associate a school with an employment location.

H

PAY_264 Maintain individual school calendars with holidays/work days and start/end dates that may be different for each school.

H

PAY_265 Attach multiple CRA accounts to one CRA Business number.

H

PAY_266 Maintain effective dated allocations recorded in number of days.

H

PAY_267 For each employer contributory deduction allow calculation of employer portion to differ from employee portion.

H

PAY_268 Accommodate multiple employers with ability to share configuration tables.

H

PAY_269 Define and apply business rules at various levels in the organization (e.g. employer, school, employee type).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


PAY_270 Link with Oracle Financials (FMS) to request a new Proponent.

H

PAY_271 Designate the date to roll-over totals for fiscal year and school year ends.

H

PAY_272 Identify multiple payees to whom a deduction is to be remitted when setting up deductions at the employee level.

H

12 FINANCE MAINTAIN CALENDARS AND SET

OF BOOKS

FI_1 Integrate with Oracle financials to ensure calendars and fiscal years defined in HRMS are in sync with those defined in Oracle financials.

H

FI_2 Prevent the entry/creation of HRMS transactions for a General Ledger period that is closed to payroll.

H

FI_3 Allow periods in HRMS to be re-opened by authorized user.

H

FI_4 Allow authorized users to designate the period/year to which transactions created in HRMS are posted in the General Ledger.

H

FI_5 Ability to define multiple sets of books and specify to which set of books HRMS data should be

H




L - low)

Response



N - not met)

Software/ Modules

Comments


recorded.

ACCOUNTING DISTRIBUTION FI_6 Integrate with Oracle financials to

ensure HRMS is using valid accounting distribution and provide a warning message if accounting distribution is invalid.

H

FI_7 Integrate with Oracle financials to ensure HRMS is using valid values for department, branch and division (used for drilling down from dept to individual).

H

FI_8 Provide flexibility when assigning accounting distribution (eg. based on payroll expenditure) including the ability to automatically default GL accounting distribution at various levels such as: - Employee - Position - Employment Type (e.g.. Permanent, Casual, Part-Time) - Department - Responsibility Centre - Location - Program - Project

H




L - low)

Response



N - not met)

Software/ Modules

Comments


- Earnings and Deductions codes - Time entry codes

FI_9 Perform real-time validation of accounting distribution at the transaction level resulting in a warning message if invalid accounting distribution is entered.

H

INTEGRATE WITH GENERAL LEDGER




L - low)

Response



N - not met)

Software/ Modules

Comments


FI_10 Send the following data to Oracle Financials to create a payroll journal that will post to the general ledger: - employee gross earnings amount - employee deductions amount - employer contribution amount - journal offset amount to clearing accounts - seven segment accounting distribution - date - set of books

H

FI_11 Validate payroll accounting entries to ensure accounting distribution is valid (including cross-validation rules).

H

FI_12 Calculate taxable benefits (e.g.. tuition fees & non-monetary benefits such as use of government car) and create an associated accounting entry to be posted to the General Ledger as required.

H

FI_13 Ensure all payroll transactions such as reconciling items and manual cheques generate an entry that is automatically posted to the General Ledger (eliminating the need to create manual journals for payroll transactions).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


FI_14 Calculate leave bank (by leave type) and severance accrued liabilities and post to the General Ledger to facilitate liability analysis, estimation requirements and preparation of interim and year-end financial statements.

H

FI_15 Reduce liability in the GL as employee uses accrued leave.

H

FI_16 Ensure accrued leave and severance liabilities transfer to new department when employee transfers departments.

H

SUMMARIZE AND GROUP HRMS DATA

FI_17 Provide flexibility to split/group payroll and HR data at summarized or detailed levels prior to posting to the General Ledger (e.g.. summarize by accounting distribution, transaction code & payroll dept).

H

FI_18 Easily identify General Ledger journal entries that originated from HRMS.

H

FI_19 Enable authorized users to drill back from the GL (ledger and/or journal) to HRMS detailed data.

M




L - low)

Response



N - not met)

Software/ Modules

Comments


FI_20 Ensure accounting entries generated in HRMS are in the correct format to post to Oracle General Ledger

H

FI_21 Automatically reconcile the employee gross payments with aggregated ledger data prior to posting to Oracle Financials.

H

VALIDATE HRMS JOURNALS FI_22 Integrate with Oracle Financials to

validate journals and provide the flexibility to send transactions back to HRMS to be corrected in the event a journal fails validation (e.g.. invalid accounting distribution, fail cross-validation rules, unbalanced journal, invalid journal date, insufficient funds).

H

FI_23 Preview payroll entry prior to posting.

H

PERFORM FUNDS CHECKING FI_24 Integrate with Oracle financials to

perform funds checking as a step in the payroll process and encumber funds, including off-cycle pay runs, that will update the funds availability table. Encumbrance should be relieved upon posting of actual expenditure to the GL.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


FI_25 Ensure budget transfers have been completed, there are no insufficient funds warnings and funds have been encumbered prior to processing payroll payments.

H

FI_26 Perform real-time funds checking and encumber funds at a project level for HRMS projects-related transactions.

M

PRIOR PERIOD ADJUSTMENTS FI_27 Ensure prior period payroll and leave

(e.g.. sick, annual) adjustments are automatically posted to the appropriate General Ledger accounting distribution.

M

FI_28 Ensure prior period payroll and leave (e.g.sick, annual) adjustments are posted to the correct period.

M

FI_29 Ensure prior period payroll and leave (e.g.. sick, annual) adjustments have been approved prior to posting to the General Ledger.

H

FI_30 Update funds availability table as a result of prior period payroll adjustments.

H

RECONCILE HRMS TO GL




L - low)

Response



N - not met)

Software/ Modules

Comments


FI_31 Facilitate reconciliation of leave accruals posted to the General Ledger with period end calculations originating from HRMS records.

H

FI_32 Facilitate reconciliation of payroll data to the General Ledger (including prior period adjustments) for all applicable accounts (e.g. deferred salaries).

H

FI_33 Generate transactions in payroll to reconcile with G/L.

H

FI_34 Ability to make effective-dated mass changes in HRMS when there is a change in Financials (e.g. government re-organization; update accounting distribution).

H

INTEGRATE WITH BUDGET MANAGEMENT

FI_35 Produce a salary details report that incorporates calculations/functions and displays data in tabular and graphical formats. The report will be used by departmental users as a basis for budget estimates and salary monitoring and should contain information such as: - number of employees and positions per department/division - employee job classification

H




L - low)

Response



N - not met)

Software/ Modules

Comments


- projected annual salaries expenditures

FI_36 Automate the flow of data between HRMS and Budget Management system.

H

INTEGRATE WITH PROJECTS FI_37 Integrate with financials to send

labour costs to projects and maintain hours worked balance for budgeted projects or initiatives.

M

ALLOCATE CROSS-DEPARTMENTAL LABOUR CHARGES

FI_38 Interface labour cost information to the financial systems in sufficient detail to support allocation of labour charges to various departments (e.g.. cross-departmental work performed by Transportation & Works, Justice, Organization Development).

M




L - low)

Response



N - not met)

Software/ Modules

Comments


FI_39 Support flexibility in defining allocation methods by department, such as only paid hours or total compensation package (salary and benefits).

M

INTEGRATE WITH ACCOUNTS PAYABLE

FI_40 Create an entry in AP to process third party payments from payroll deductions.

M

FI_41 Integrate HRMS with Oracle financials to process and report taxable income (e.g.. taxable revenue paid to individuals not on the payroll system) and taxable benefits (e.g.. training and professional development fees).

M

FI_42 Ensure employee ids currently in use in Oracle Financials are linked to employee ids defined in HRMS.

H

FI_43 Automatically populate HR tables in Oracle Financials with data from HRMS.

H

FI_44 Provide employee/supervisor relationship to Oracle Financials electronically to establish the appropriate approvals for travel

H




L - low)

Response



N - not met)

Software/ Modules

Comments


claims.

INTEGRATE WITH ACCOUNTS RECEIVABLE

FI_45 Automatically create an account receivable for outstanding payroll deductions (e.g.. when employee leaves Government or transfers departments) and earning recoveries (e.g.. salary overpayment, leave overage).

M

FI_46 Automatically create an account receivable for group insurance deductions when employee on leave of absence elects to maintain benefits coverage.

M

INTEGRATE WITH ASSET MANAGEMENT




L - low)

Response



N - not met)

Software/ Modules

Comments


FI_47 When government property is assigned to an individual (and returned to government when employee leaves) record issue/return date and asset ID in HRMS and link to the appropriate Inventory/Asset Management system (e.g. to obtain asset ID and record employee ID against the asset).

M

FI_48 Flag payroll transactions that represent a component of capital assets and integrate with tangible capital assets application.

M

FI_49 Integrate with equipment maintenance and asset management systems to provide data (e.g. building/equipment inspections, maintenance, and vehicle accidents) to disability management for reporting and analysis.

M

RECONCILIATION AND ANALYSIS

FI_50 Produce electronic file of payments, payment cancellations and payment details (e.g. issue date) for input to the bank reconciliation.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


FI_51 Provide reports that assist with reconciliation of HRMS and Financials applications (e.g.. accrual summary & detail, payroll summary & detail, journal import errors, liability transfers between departments).

H

FI_52 Maintain an audit trail to track changes to accounting related data (e.g.. userid, date, change made) without hindering system performance.

H

FI_53 Provide audit trail that displays history of all changes (transaction creation and all subsequent modifications by userid), not just the last change made.

H

PROCESS APPROVALS FI_54 Ensure appropriate electronic

approval processes are defined and enforced for HRMS transactions that ultimately impact financial statements (e.g.. ensure payroll data is validated and approved prior to posting to GL).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


13 CROSS-FUNCTIONAL REQUIREMENTS

ADMINISTRATION/SERVICE CF_01 Log employee or department cases

including pertinent information (including cases such as policy inquiries, complaints, specific requests).

M

CF_02 Allow cases to be logged through self-service.

M

CF_03 Provide a unique number to each case.

M

CF_04 Tracks stats and information on each case including but not limited to the following: time logged, originator, assigned to, status, progress, resolution, nature of case, time closed, days outstanding, priority level.

M

CF_05 Build a searchable repository of policies and practices including interpretation and procedures.

M




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_06 Provide search capabilities that allow HR staff to research online. Enable the quick retrieval of topic and case information including similar past cases and other related material.

M

CF_07 Provide a history of cases related to a particular topic, area or employee.

M

CF_08 Integrate with HRMS system employee data to view data and facilitate change to employee data efficiently.

H

CF_09 Provide intelligence that the system to automatically route inquiry to the agent that is skilled in the topic (e.g. link payroll inquiries to staff who have payroll competencies).

M

CF_10 Provide ability for case to be referred electronically to other staff members and track that case continuously until closed.

M

CF_11 Provide self-service capabilities that allow an employee to find the answer they need online (e.g. through a guided search and/or by answering online questions.)

M

CF_12 Facilitate internal communications by distributing new information to HR staff (e.g. changes in policies, new programs, new tax rules, etc.).

M




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_13 Allow MS Office attachments to be stored with a case (i.e. a completed template).

M

CF_14 Manage requests that require the employee or department to input information in a template (i.e. a request for classification).

M

CF_15 Provide ability for computer telephony integration (CTI).

M

CF_16 Inform the case originator electronically (e.g. send documents and confirmation e-mails).

M

CF_17 Allow user to indicate the priority of cases.

M

CF_18 Identify cases in a work list by assignee.

M

CF_19 Enable basic case reporting that allows a division to pinpoint areas for policy and business process change.

M

CF_20 Ability for Managers to assign and re-assign work requests based on pre-defined criteria (e.g. location, current workload) such as classification requests, recruitment competitions.

M



(H - high;


Response



N - not met)

Software/ Modules

Comments


BUSINESS INTELLIGENCE CF_21 Import electronic data files of

various sources and formats (e.g. relational, XML, flat file, spreadsheet) into a data warehouse. This data will supplement the HRMS system data in the warehouse and will be manipulated by a business intelligence (BI) tool. Examples of the data sources include: - oracle financials - budget system - employee and organization data from other public sector organizations - environmental scan data - labour market analysis and availability data - external demographics - industry benchmarking data such as productivity benchmarks - survey data - historical data from the legacy systems (e.g. current HR reporting system) - internal database of government commitments - implementation plans from

H




L - low)

Response



N - not met)

Software/ Modules

Comments


workforce planning - pensions database (Benplus)

CF_22 Enable data analysis across data from the various sources (e.g. query multiple databases in one query).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_23 Export data from the HRMS system and the data warehouse into other software programs for analysis (e.g. SPSS, SAS, Excel, MS Projects).

H

CF_24 Provide ability to match/ standardize common data elements from various sources.

H

CF_25 Display data in tables, cross tabulations and graphs.

H

CF_26 Provide predictive modeling and simulation-driven analysis to examine trends and patterns and perform what-if analysis (e.g. model changes to organization structure and determine budget of the model).

M

CF_27 Ensure descriptive and linear statistical functions are available in the BI tool (e.g. correlation, central tendency, distribution, factor analysis).

M

CF_28 Support drill-down and drill-up functionality within the data warehouse on key variables (e.g. break down organizational statistics into departmental and divisional statistics).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_29 Permit user defined functions for performing calculations (e.g. HR metrics, ROI for OD dollars spent, dollar value of accrued leave liabilities such as leave, deferred salaries and teachers summer pay)

H

CF_30 Provide rules engine to configure business rules in the data warehouse.

H

CF_31 Provide scheduled information that is regularly collected, aggregated and synthesized for accountability reporting.

H

CF_32 Define a dashboard containing real-time information.

M

CF_33 Ability to change the dashboard view (e.g. daily, last month, last quarter, year-to-date).

M

CF_34 Provide dashboard of all activity for a user, division, department or other user-defined group (e.g. status of leave requests).

M

CF_35 Provide dashboard views of key metrics tailored by user (e.g. one employee may require dashboard of attrition rates, while another user may require other metrics such as sick leave usage).

M




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_36 Provide dashboard capabilities and key performance indicator (KPI) reporting with the ability to compare actuals versus forecast/budget.

M

CF_37 Filter and secure information accessed from within the data warehouse based on predefined criteria.

H

CF_38 Provide summary data that cannot be drilled down to identify individual employees (e.g. provide summary data for planning to those who would not have access to employee level data).

H

CF_39 Integrate the data warehouse/ BI tool with the HRMS system by providing single-sign-on, shared parameters, and bidirectional application launching.

H

CF_40 Provide drag and drop functionality. H CF_41 Provide seamless integration with

MS Office including Outlook. H

CF_42 Provide user definable presentation variables.

H

CF_43 Manage data conflicts if data is changed in source system while data warehouse is being refreshed.

H

CF_44 Allow for on demand refreshing of H




L - low)

Response



N - not met)

Software/ Modules

Comments


the data warehouse.

CF_45 Create and schedule jobs to load data into the warehouse.

H

CF_46 Provide method of publishing data and reports to make available to authorized users.

H

CF_47 Provide a process for merging data from multiple existing data warehouses into one.

H

CF_48 Provide method of comparing and validating data in warehouse with source data.

H

CF_49 Provide tools for data extraction, transformation, and loading (ETL). Include specific information about any third-party ETL tools included as part of the solution.

H

CF_50 Include change management functionality within the BI tool.

H

CF_51 Provide configuration management functionality within the BI tool.

H

CF_52 Process a high volume of data with the ability to query and analyze the data without negatively impacting system performance.

H

CF_53 Provide a scalable BI platform to manage data growth and user

H




L - low)

Response



N - not met)

Software/ Modules

Comments


needs.

CF_54 Contain version control management functionality within the BI tool.

H

MANAGE WORKFLOW CF_55 Provide flexible workflow

configuration of notification, routing, and approval parameters.

H

CF_56 Provide integrated workflow management across all modules in the system.

H

CF_57 Utilize workflow to automatically provide prompts and alerts according to user defined business rules (e.g. organization structures).

H

CF_58 Use delivered or user defined workflows, with the ability to modify and/or delete.

H

CF_59 Utilize email to automatically send notifications, alerts and approval/rejection decisions.

H

CF_60 Default values into fields as a result of a workflow task.

H

CF_61 View the status of a transaction at any point in the workflow routing.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_62 Automatically default workflow routing to escalate or redirect transactions that have not been actioned within a specified time period.

H

CF_63 Allow flexible workflow configuration at single or multiple approval levels dependant upon organization unit and process (e.g. one dept may require a training request receive approval from two levels while another dept may require 3 levels of approval).

H

CF_64 Delegate approvers to replace an approver who is out of the office.

H

CF_65 Delegate alternate resource to receive workflow tasks for specific period of time.

H

CF_66 Permit delegation of workflow abilities in accordance with user privileges (e.g. self-delegate workflow to alternate resource).

H

CF_67 Support "if...then" logic for workflow routing (e.g. if transaction equals "promotion and salary change is greater than 6 percent", then use routing list A).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_68 Provide electronic forms that have approval fields incorporated into the document.

M

CF_69 Automatically provide alerts when a task has not been completed within a preset timeframe (eg. employee time not entered or approved).

H

CF_70 Provide an audit function that tracks the changes made to documents throughout the workflow.

H

CF_71 Establish rules for re-routing if changes are made throughout the workflow (e.g. time code change requires re-routing through all approval levels).

H

CF_72 Launch a form or process directly from email without navigating through the system and ensure appropriate security is applied.

M

CF_73 Build extended workflow (using standard tools and graphical design tools) that will be retained through upgrades without the need for further development.

H

CF_74 Provide standard reports and online dashboards to view the details of workflow requests awaiting action.

H

CF_75 Create workflow rules graphically (i.e. drag and drop).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_76 Ability to support and apply electronic signatures.

H

CF_77 Provide personal task lists to itemize all transactions requiring action and the status of each transaction.

H

CF_78 Drill down to documents or screens directly from a worklist.

M

CF_79 Calculate due dates of outstanding tasks based on business rules.

H

CF_80 Provide calculation and development tools, business process management (e.g. embedded workflow), and business activity monitoring to report business information in a real-time environment.

H

CF_81 System notifies applicable individual(s) when due date is within a specified time frame and also when due date has been exceeded.

H

CF_82 System notifies the manager as important dates approach (e.g. expiry of contracts, service anniversaries, return from LOA pending).

H

CF_83 System maintains statuses related to workflow actions. (e.g. pending, approved, routed to second approver, completed, etc.)

H




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_84 Authenticate email addresses H CF_85 Provide notification to system

administration when a notification is not deliverable.

H

REPORTING CF_86 Maintain historical tables (e.g. class

codes and descriptions) for use when running historical employee information reports.

H

CF_87 Provide a highly flexible, user-friendly, adhoc query facility with the ability to: - create simple, user-defined adhoc reports where user selects fields and builds criteria - save adhoc queries for future use - sort using any element of the query - perform functions such as count & sum - filter and group data

H




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_88 Provide a sophisticated report writer tool with the ability to write complex reports. - flexibility to incorporate summary calculations, formulas and prompts - add or remove columns - change report layout to meet the needs of individual users. - SQL/GQL capability.

H

CF_89 Provide user-friendly data retrieval within the report writer (e.g. a GUI tool; without expert knowledge of the file structure or data dictionary.)

H

CF_90 Specify report presentation parameters such as headers, footers, margins, user controlled page break and flexible column and line formatting.

H

CF_91 Support flexible report formatting with drag and drop functionality.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_92 Ability for users to extensively define report format such as: - font - page orientation - scaling, e.g. 85% or shrink-to-fit - display part of a selected data item, e.g. the first two characters only - data format (e.g. number of decimals, commas, and $ signs, negative values, absolute values, no values, percentages) - automatic page numbering - page number placement - level of rounding for financial data displayed in a report.

H

CF_93 Provide drill down capabilities within a report (e.g. financial totals to drill down to employee level, listing of qualifications to drill down to individual employee with that qualification). Support drill-down capabilities to data across multiple modules.

H

CF_94 Track and log reports including details such as report identifier, frequency, destination, status and user ID.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_95 Ability to restrict reports to 'view only'.

H

CF_96 Ability for users to submit reports for immediate or scheduled processing.

H

CF_97 Produce data extracts in general text formats such as comma delimited text.

H

CF_98 Integrate and report on data from multiple database tables across modules.

H

CF_99 Provide predefined views for report development and enable users to define additional views.

M

CF_100 Ability to establish a time limit for report processing time.

H

CF_101 Ability for users to access adhoc query tool and standard reports via the internet using a browser without plug-ins or desktop modifications.

H

CF_102 Utilize third party report generators to access application files and utilize application security profiles without the intervention of the database administrator (e.g. crystal reports).

H




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_103 Support data selection options that include, but are not limited to: - searches through a variety of methods (e.g. masking, wildcards, drop down lists). - presence or absence of a data element - combinations of selection elements using common operators such as "and," "and not", "or", "by", "greater than", "less than", "equal to", "between", "like"

H

CF_104 Provide the option to return all data or restrict the number of records, fields or columns retrieved.

H

CF_105 Support data manipulation such as: - ability to substring any portion of a field and use it for selection, display, and sorting - ability to translate coded values into an output string (e.g. coded value 'NL' to display as 'Newfoundland & Labrador'

H

CF_106 Support specific coding included in employee records to have a description for reporting purposes (e.g. PT - Part Time; 01 - Permanent). Coding conventions should be configurable by user.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_107 Execute reports without shutting down or stopping online operations.

H

CF_108 Ability to terminate a report or inquiry during processing.

H

CF_109 Define performance parameters that will warn or prohibit the user if system performance will be compromised by the report generation.

H

CF_110 Generate system assurance and control reports to demonstrate data and system integrity.

H

CF_111 Report system statistical information such as number of report requests by department, report type, or user-id.

H

CF_112 Allow user to add (and display) a comment on a previously generated report. (e.g. provide narrative explanation online that can be saved as part of the report output)

M

CF_113 Provide wizards for report development and query.

H

CF_114 Clone all or part of a report. H CF_115 Store calculations for use in multiple

reports. M

CF_116 Provide key standard reports including a description and sample

H




L - low)

Response



N - not met)

Software/ Modules

Comments


report layout.

CF_117 Manage report versions based on user-defined criteria.

M

CF_118 Provide a tool to monitor report processing.

H

CF_119 Generate charts (e.g.. bar, line and pie charts) to analyze current and historical data with the ability to drill down between chart data and supporting details.

H

CF_120 Ability to specify recipient and output device when submitting a report request: - view report online - direct to selected printer; printer should default based on user ID but user should have the ability to override - save to file - send electronically via email

H

CF_121 At the discretion of the user the report output may be retained online or be discarded.

L

CF_122 Ability to print multiple copies of a report in the same print request.

L




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_123 Allow authorized users at run-time to define run time selection criteria, sort order and report format options for standard delivered reports and have the option to print the run time criteria on the report.

H

CF_124 Ability to store and reuse run time selection criteria for standard and ad hoc reports.

H

CF_125 Ability to define routing or distribution lists for scheduled and adhoc reports.

M

CF_126 Send reports electronically according to defined routing lists.

M

CF_127 Provide multi-media, Internet, Intranet, e-mail, and fax capabilities for report distribution and access.

M

CF_128 Preview standard and adhoc reports before sending to output device including the ability to search and find online, go directly to a page number and print a portion of a report.

H

CF_129 Ability to define the report output format (e.g.. PDF, XLS, DOC, HTML etc).

H

CF_130 Reports can be indexed in a library and searchable by key words.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


APPLICATION SECURITY CF_131 Maintain an audit trail of all

transactions or changes to master data. An audit trail captures user details and date/time information for updates made to master data.

H

CF_132 User access is role based, employees will be assigned roles which will determine their access.

H

CF_133 A single user may be assigned multiple roles enabling them varied access to groups of data and functional areas.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_134 Access to data is controlled by security that applies to all levels of the application including self service, access via reporting tools, direct database access, datawarehouse/BI tools and access through interfaces. Control of access can be defined by the following: - role - employee type, classification, or level (e.g. some users may have access to data for executive staff where others may not) - organization structure - geography/location - payroll group - functional area (e.g. employee data vs. training data) - specific function / screen / report (e.g. may view but may not add, change, or delete addresses) - workstation - date/time -chart of accounts

H




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_135 The restriction of access can occur in various manners: - customization of menus and buttons - presence and omission of functionality and or modules - read/write restrictions on certain data - restriction of access to an employee, group or groups of employees (e.g. sensitive employee groups)

H

CF_136 Ability to provide various access types such as: - Inquire - Modify - Add - Delete - Approve - Print - Any combination of the above

H

CF_137 Support the following levels of security: - Database level security - Module level security - Functional level security - Field and Row level security

H




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_138 Add and modify user security information using on-line screens with immediate profile update.

H

CF_139 Security must be centrally administered by one or more authorized users with access to manage security/user roles, security definitions, and user accounts.

H

CF_140 Assign application access rights across the entire suite of applications at a single point of entry.

M

CF_141 Assess the current security definitions through queries or reports that enable the viewing of users, groups and access to functions.

H

CF_142 Monitor system usage by having access to view which users are logged on, active sessions by user ID, usage statistics, system activity, and license utilization.

H

CF_143 Manage active logins with the ability to block logins for individual users, groups of users, or all users.

H

CF_144 Separate security functions from application functions so that broad access to one does not give a user broad access to the other.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_145 Flexibility to establish application rights at the same time as establishing rights to the database management system.

H

CF_146 Ability to terminate sessions. H CF_147 Establish time limits that define an

acceptable period of inactivity before an account is automatically logged off. Prompt user to save data prior to log off.

H

CF_148 System limits user ID/workstation access after a specified number of unsuccessful attempts

H

CF_149 Authenticate by user password & ID H CF_150 At log on, display the last date and

time the user logged onto the system.

M

CF_151 Support multiple login instances per user ID. Warn the user they are already logged on.

H

CF_152 Automatically suspend all user access when a user terminates employment.

M

CF_153 Require users to periodically change their password based on a predefined time parameter.

H

CF_154 Define a system wide parameter to force all passwords to be changed on

H




L - low)

Response



N - not met)

Software/ Modules

Comments


demand.

CF_155 Maintain log of password changes to identify the username attached to the password, the userid of the person making the change and the date and time of password change.

H

CF_156 Reset passwords by authorized users for subsequent change by the user.

H

CF_157 Maintain a history of passwords based on predefined criteria to prevent password reuse.

H

CF_158 Flexibility to define password composition and length including: - Letters (at least one) - Numbers (at least one) - Special characters (optional)

M

CF_159 Encrypt passwords while entered and stored so they cannot be viewed by an unauthorized user.

H

CF_160 Ensure the security of an electronic signature.

H

CF_161 Display a security notice or banner at the start of the log on process

M

CF_162 Generate reports for a specific user showing all access user has.

M




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_163 Generate a report showing all users that have access to a particular application function.

H

CF_164 Allow user to retrieve password upon answering user pre-defined questions. System will send password to defined e-mail address.

H

SELF-SERVICE CF_165 Provide simple, easy-to-use,

browser-based self-service functions that can be integrated with existing portals.

H

CF_166 Self-service functions are deployable over an intranet/Internet.

H

CF_167 Integrate with existing technology including e-mail solutions (e.g. Novell, MS Outlook).

H

CF_168 Allow links from self service to intranet sites to allow employees to reference documentation such as policy and procedure information (e.g. OH&S policies) or to link to other intranet applications.

M

CF_169 Limit self-service options based on predefined criteria (e.g. employee vs. manager, departments, positions, etc.)

H




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_170 Allow changes made through self-service to be subject to approval processes prior to changing the master record.

H

CF_171 Allow changes made through self-service to be real time (following applicable approval processes).

H

CF_172 Provide alerts when changes made through self service require further activities or changes to be made.

H

CF_173 Manage data conflicts if, while pending approval, the source data was changed by someone else (e.g. an HR user).

H

CF_174 Capture full history of data being changed through self service and keep a full audit log (e.g. status of request, username, date, time and change made) to ensure changes can be monitored and audited if required.

H

CF_175 Capability to view outstanding approvals, to identify high-priority approval requirements (e.g. due to age of request), and to approve/reject individual or groups of requests.

H

CF_176 Provide access to a predefined list of reports via self-service.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_177 Enable external applicants to view, search and submit pertinent information in the recruitment process. This includes activities such as accepting job offers, submitting applications and searching postings.

H

CF_178 Provide a flexible message board that allows the organization to post announcements, display marketing information (logos), and provide reminders.

M

CF_179 Allow flexibility for user to define text in self-service.

M

CF_180 Allow employees self-service pages' look and feel to be easily tailored/personalized.

H

CF_181 Allow employees to define personalized dashboard displays based on data and statistics defined in the datawarehouse/ business intelligence tool (e.g. display of overtime costs across all divisions within the department for the current and previous months)

M

CF_182 Record notes and comments as free text fields and associate with user specified data fields (delivered and user-defined).

M

USER-INTERFACE/USABILITY




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_183 Provide standard windows navigation tools utilized such as: - multiple screens - mouse overs - menus - drag, drop - cut and pasting of data

H

CF_184 The system is menu driven. H CF_185 Provide shortcuts/hotkeys for more

experienced users.

H

CF_186 Users have the ability to add their own shortcuts/favourites for commonly used functions.

H

CF_187 Support easy navigation between applications and within modules, including the ability to easily cancel out of screens.

H

CF_188 On screen identification of mandatory versus optional fields.

H

CF_189 Notification of failures of scheduled jobs may be sent via group email.

H

CF_190 Provide auto-tabbing functionality. H CF_191 Setup of specific field edits to

facilitate accurate data entry (e.g. telephone numbers, postal codes).

H

CF_192 Display default values to minimize data entry.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_193 Use pop-up calendars to select dates.

H

CF_194 Provide edit checks and validation as transactions are entered.

H

CF_195 Provide data entry validation (e.g. drop-down lists)

H

CF_196 Provide spell check capabilities. H CF_197 System delivered error and warning

messages are clear using non technical language.

M

CF_198 Ability to modify system delivered error and warning messages.

M

CF_199 Create user definable system warning and error messages.

M

CF_200 Provide feedback for tasks when user must wait such as progress bars or an hourglass.

H

CF_201 Provide online help functionality (e.g. - Help wizards (like excel) - Window Level Help - Field Level Help - Error Message Help

H

CF_202 Data fields are fully visible on the screen with the exception of comments fields.

H

CF_203 Allow update of rules by the system administrator.

H




L - low)

Response



N - not met)

Software/ Modules

Comments


CF_204 Provide standardized screen elements and style for buttons, button location, data elements and data labels. The screens have a consistent look and feel throughout the system.

H

CF_205 Font size is not smaller than 10 point.

H

CF_206 Provide search capabilities with alpha/numeric search on key fields including wildcard and boolean search capabilities (e.g. search for employee records using employee ID and/or name).

H

CF_207 Filter search results and/or search within search results.

H

CF_208 Display message if search retrieves more than the maximum allowable records (user-defined).

H

CF_209 Open records directly from search results.

H

CF_210 Provide drill down capabilities from summary data to detail by simple “point and click” methodology (i.e. without leaving screens or menus).

H

CF_211 Allow effective dated data entry, including past and future dates.

H

CF_212 Functionality to scan documents and M




L - low)

Response



N - not met)

Software/ Modules

Comments


retain as part of HRMS system.

CF_213 Allow links to websites and documents (e.g. collective agreements)

M

Information Management Requirements

CF_214 Ensure all date fields are in the format YYYY-MM-DD Time: HH-MM-SS format to ensure compliance with the Canadian Standard CAN-3-2234.4-76 and Cabinet Minute 18-76.

H

CF_215 The system must be compatible with the Government enterprise content management standard, TRIM database for Financial Supporting Documentation.

H


Appendix B – Financial Proposal - Structure Proponents must provide all detail in the general form described in the table below, in addition to including information prescribed by Section C, Section 8.0 – Financial Proposal Requirements. Include cost of travel and accommodations. Add additional columns as required to show costs for all seven (7) phases .

Financial Proposal Cost Breakdown Form

HRMS Solution Software and Licenses Description/Comments Total Cost Phase 1

Total Cost Phase 2

Total Cost Phase N…

Production Environment Details as per Section 8.0 Development Environment Details as per Section 8.0

Software Licenses

Testing/Training/Staging Environment (if applicable) Details as per Section 8.0

Plug-ins/Additional Software and Licenses Details as per Section 8.0

Other (itemize)

Maintenance and Support Details as per Section 6.6

Total Software Costs HST Total Software Cost including HST


Description

Total Cost Phase 1

Total Cost Phase 2

Total Cost Phase N..

Professional Services

Cost of the resources to complete implementations excluding those itemized below.

Software Installation Cost for base install of software in the server environment.

Customization (High) Customization cost to meet the requirements indicated as high.

Customization (Medium)

Customization cost to meet the requirements indicated as medium.

Customization (Low) Customization cost to meet the requirements indicated as low.

Data Conversion As required.

Training Costs – Project and Support Team (including materials) As per section 5.0

Training Cost - End-users (including materials) As per section 5.0

Other(s) professional services costs (itemize) Section 8.6

Total 0.00

HST 0.00

Total including HST $0.00


Financial Proposal Cost Breakdown Form Per Diem Rates for Professional Services (CDN $)

Role (as per Section C – 3.0 Proposed Team) Hourly Rate

Appendix C – Three Tier Architecture

3-TIER SYSTEM

INFRASTRUCTURE CONSIDERATIONS

The infrastructure model adopted by OCIO consists of three server tiers. These tiers are: The web tier, which contains the web services;

The application tier, which contains the application code; and

The database tier, which contains the database.

The following diagram gives a high level view of a typical Internet-facing system deployed by Government.



Systems that are Internet-facing should, at a minimum, have their web, application and database components isolated from each other to ensure the security of the customer data. Only the web tier can be accessed from the Internet.

Since Internet-facing systems will be accessed from outside the Government’s internal network, the web tier should be located in a public access zone. A public access zone (PAZ) is a network inserted as a "neutral zone" between an organization’s private network and the outside public network. It prevents outside users from getting direct access to data. Users of the public network outside the organization can access only the servers in the edge facing PAZ. The PAZ may typically also have the organization’s web pages so these could be served to the outside world. However, the PAZ provides access to no other internal data and is not the authoritative source for any information. In the event that an outside user penetrated the PAZ 's security, the web pages or copies of data might be corrupted but no other data or data source would be exposed.

Access to the application tier from the Internet should be via the web tier only and shall not support administrative access to the system. A firewall would typically only allow access to the web tier via ports 80 and 443. Direct access to the application, configuration or database servers should not be permitted from the Internet. The application tier, which hosts the application, would process the validated requests from the web tier and update the database.

The application tier is not located on the same network segment as the web tier, and is isolated by firewalls.

While it is technically possible to locate the application and database on the same server / tier, separating them into different servers / tiers increases the security of the data stored in the database.

Since Internet-facing systems will be accessed from outside the internal network, the database tier should not be located on the same segment as the web or application tiers. In addition, it should not be directly accessible from the web tier.

APPLICATION CONSIDERATIONS

UNTRUSTED INPUT Input from the client device (internal or external) is always to be considered untrusted. Defense in depth from the software perspective relies heavily on the identification and trapping of invalid input at the earliest possible opportunity, and not passing this input to lower layers of the system. Invalid (and malicious) input provided by a user to a system is probably the single largest source of exploitable vulnerabilities (e.g., cross-site scripting, SQL injection and buffer overflow attacks can all result from invalid input).

Performing input validation at every tier within a software system can greatly reduce the number of exploitable vulnerabilities presented by a system.

MINIMAL REQUIREMENTS FOR UNTRUSTED INPUT Evaluate input. Any incoming traffic should be considered untrusted. The traffic should be re-evaluated once it hits each receiving tier. Minimally, inputs should be examined for size, type, malicious code / viruses and format (if applicable; e.g., email address).


Minimize the number of inputs at every level. No unnecessary input should be used. If a request for service does not require the supply of an input from the client, then it should not request or accept that input.

Decode input. Where possible use, a mapping of codes to sensitive input values. Practically speaking, this means limit the number of possible valid entries for an input. For example, if the user is redirected to an error page, and the redirection needs to send a parameter for which an error message should be displayed, a code should be used instead of a string. For example,

“…/Error.jsp?errorString=File+not+found.”

allows the user to supply any string value for the input called “errorString”, leaving the site open to cross-site scripting attacks, et cetera. Instead, for example, the use of

“…/Error.jsp?errorCode=8”

in the code for a page, maps the numeric value to the appropriate string value (perhaps with an array, or a conditional statement). Invalid numeric values would not map to any expected string, and the error condition could be caught and handled appropriately.

PASSING INPUT TO OTHER TIERS When reusing inputs in requests to other services, variables should be constrained, cast to the appropriate types and scanned for invalid or non-delimited characters. Invalid and malicious input provided by a user may not be detected at the present layer and can be the instrument of attack on a subsequent tier.

For example, if a string value is accepted as valid to an application tier, and is then used in a dynamic SQL statement, unexamined, then an attack may be launched on the database.

When validated inputs are passed to a subsequent layer, there are measures that can be used to ensure that values are scanned for malicious, or invalid content, in the new context of their use (e.g., as part of an SQL query).

MINIMAL REQUIREMENTS FOR PASSING INPUT TO OTHER TIERS Re-evaluate input for metrics. Check the value again for type and size

Remove dangerous characters. Use supplied functions for removing dangerous characters from string


REQUIREMENTS FOR INTERNET 3-TIER APPLICATIONS

CODE FACTORING Presentation, Business, and Data logic must be maintained separately, and deployed on separate tiers.

WEB TIER The 1st tier must perform at least:

Session management, especially authorization and authentication; and

Input management, especially including variable validation:

Submitted inputs must be (a) expected, (b) of an expected size, type, and format and (c) be scanned for malicious code and viruses, where appropriate.

The 1st tier must not:

Have a network path to sensitive, persistent data (e.g., the database);

Have stored credentials;

Pass any data to any other 1st or 2nd tier service without re-validating it;

Have any direct communication with any 3rd service;

Receive sensitive data from the Internet in an unencrypted format;

Store sensitive data in an unencrypted format; and

Keep sensitive data in the PAZ beyond the minimum processing requirements.

APPLICATION TIER The 2nd Tier must not:

Accept any input received without validating it; and

Pass any data to any other 2nd or 3rd tier services without re-validating it.

REQUIREMENTS FOR ALL APPLICATIONS

USER INTERFACE Browser based UI is the preference. HTTPS should be implemented for additional security. No session cookie or any private data should be sent out unencrypted (e.g., via http).


USER MANAGEMENT Usernames should only be stored and transmitted in 1-way hashed formats (e.g., SHA-1). When applicable, user authorization must occur on the 1st tier. Preferably authorization should occur again on the 2nd or 3rd tier.

ADDITIONAL SECURITY MEASURES Stored procedures should be used. User-level Application Authorization should be performed by

every procedure exposing or affecting sensitive, private data. This means, every stored procedure should require an application-level token identifying the user, and should revalidate the user’s authorization to perform the requested action. This implies application-level permissions are stored in the database. This also implies that session data is stored in the database;

Session data should be stored in the database;

Session data should only be associated with an authenticated user by supplying the appropriate username/password combination (i.e. the only way to create an authenticated session is by passing the correct username and password to the “Authentication” procedure;

X509 certificate validation should be performed between hosts in a distributed application;

Host-based firewalls should be implemented on each host, in addition to the network-based solution;

Host Based intrusion detection should be running at least on the Web tier (client facing component of the architecture) and preferably at the Database tier. Optionally, it can be applied at the Application tier in very sensitive environments. All logs should be sent to a centralized location on a regular basis;

Context-sensitive cookies should be issued (That is, the server should add its own component to the client’s portion of the session ID in order to fully qualify the user. Stealing the session ID stored in a client’s cookie should not be sufficient to identify the user); and

Where appropriate a security reverse proxy running IDP and Session Management (i.e., authentication) to protect the first tier of the application could be used.

VULNERABILITY ASSESSMENT

DESCRIPTION When a system is designed, the business user must identify the business requirement for segregation of User communities, data and infrastructure components. The requirement for controls around Users, information and environment is derived from the business need and is driven by the business sponsor.

Once the necessary controls have been identified and once the system has been implemented, then a Vulnerability Assessment (VA) is performed to test whether the controls that have been implemented match the controls that were designed and to determine any unidentified vulnerabilities exist.


The VA is not intended to assess the appropriateness of the designed controls against some GNL or international standard. The VA takes the starting position that the controls are designed appropriately. However, if the VA identifies a disparity between the implementation and the perceived threat or sensitivity of the underlying system, the assessors may identify the anomalies, but that is not the primary purpose of the VA.

It is possible for a system to have inappropriate controls which a VA will not identify. The VA is a test of the implementation against known vulnerabilities; it is not a sanity check of the design. Assessing the risks inherent in a design is more closely tied to a Threat Risk Assessment (TRA) which can be done long before a system is implemented. It is possible to perform a TRA on an approach or design, whereas, a VA must be performed on an implementation.

A VULNERABILITY ASSESSMENT ON A 3-TIER SYSTEM A VA on a 3-tier system checks to see if the controls implemented (around Users, data and functional components) function as intended.

A 3-tier system must separate the front end and back end. There can be no direct communication or exchange between the first and third tier unless that communication passes through the second tier.

This separation of first from third tier applies to the infrastructure (3 distinct server components) as well as the application (3 distinct functional components).

DESIGNING A SAFER APPLICATION Developers concentrate on developing features that the User needs to perform specific tasks. However, developers and suppliers must also design the system to block irregular, ill-formed or malicious requests from being serviced.

Every system developer must assume that every request that arrives for processing could be from an unauthorized source and could be malicious. Each component in the processing chain must assume that every action or request is not legitimate and should be disallowed unless it meets a very precise set of allowable actions from the perspective of who, where, what, when and why.

Checking and enforcing requests for services and data must be performed by each component involved in servicing the request. Each component must not assume that the requests are only coming from the authorized client or upstream system components. The engine must also assume that mal-formed and partial requests will arrive for processing at the engine and the component must drop the request and log and alert administrators of the attempt to bypass the system controls. Each component in a multi-tier system must attempt to validate all data and requests that arrive for processing.

This approach must be taken by each component in order to prevent unauthorized access or access elevation by either authorized Users or unauthenticated Users.

COMMON RISKS During a VA, several risk scenarios are tested. If any component of the implemented system fails to survive these risk scenarios, then it fails VA. Successfully preventing these risk scenarios is not a guarantee that the system will be declared acceptable by the VA. The system may still contain other risks beyond those described in the limited risk scenarios.


Failure to prevent these risk scenarios is a guarantee the system has fundamental flaws due to the fact that security controls can be bypassed. These flaws could be caused by implementation (such as incorrect configuration of a component or network environment) or they could result from fundamental design problems.

If the system is identified as lacking properly implemented controls or if the segregation is inadequate then this risk will be raised during the VA. Further mitigation may be possible by adjusting the system; however, the failure may be fundamental to the underlying components.

Common risks tested include the following, but not limited to:

A person or process gains access to activities not authorized by the prescribed role, such as an authorized external user gaining elevated access to data or functionality not intended for the external user community;

Users familiar with the system deployed at GNL use their knowledge to bypass the normal application components and feed input directly to a component that processes requests for service;

Sensitive information is sent to the User environment where it is possible for the User to intercept and re-write it before supplying it back into the system; and

An authorized User of other systems is able bypass the target system’s security controls to access components of the vendor’s system.


ADDITIONAL INFORMATION The system vendor is responsible for developing and testing a full set of risk scenarios for their system. The business sponsor is responsible for identifying the unacceptable risk scenarios from the perspective of the business process. The business owner is best positioned to understand the worst case scenarios and the ramifications of loss of data or of tampered data.

The vendor must assume every control and component will be attacked, both internally and externally by known or unknown parties.

The business owner / sponsor of the system must also be aware that a coordinated attack by motivated insiders and external parties are highly likely and that they must design systems to support the business need for segregation and control.

Ongoing research into application security is underway. OCIO tries to follow best practices outlined by organizations such as OWASP, www.owasp.org. Vendors are encouraged to consider this when responding to the RFP.

http://www.owasp.org/


ADDITIONAL SECURITY CONSIDERATIONS Perform Character Field Validation

For string form variables, ensure that the set of characters does not contain escape characters, or other string information that maybe used for SQL injection, buffer overflows and XSS (Cross Site Scripting) code. Select a set of characters that are valid for the field in question. For example, names should only contain characters A-Z, a-z, space and “’”. Care must be taken to limit the ASCII values of the input to acceptable characters (usually the printable characters with ASCII values greater than 32 and less than 90).

Beware of Cross Site Scripting XSS

XSS is a situation whereby adding JavaScript into a textbox / textarea allows a malicious user to execute a script on the client that could send information to a third party site. This vulnerability is one of the most common attacks used by hackers in 2008. Care must be taken to encode this input as well as any HTML output that is sent back to the user.

HTML-Encode all output

All data returned to the client should be encoded (“>” changed to > et cetera). This helps prevent against XSS type attacks. If the HTML output contains a malicious script, encoding the output will not only disable the script, but the actual text would show on the HTML output.

Type-check Combo Box Values

When combo or drop down boxes are submitted by a web browser, never assume that the values are integer or in an expected range based on the html form.

Perform Form Field Validation

Assume all input (form variables, file uploads, et cetera) from users as a potential risk. Ensure that every form field value is validated. If a field is considered an integer, then the field value should be checked to ensure that the value is an integer. For character values, ensure that the fields are not longer than a maximum.

Prevent SQL Injection

Always use database method (procedure / function) parameters to access database tables and views. Any SQL particularly dynamic SQL should reference the database method parameters and not the form field values.

Encrypt Sensitive Data

Form and session values such as cookies and session variables should be encrypted on the server end and validated on each page submission.

Use HTTPS for All Communication

All forms and files, including images, should use https to send and receive data.

Encrypt Sensitive Server Files


Any files that contain sensitive information such as the web.config file in .Net should be encrypted.

Do Not Rely on JavaScript Validation

Do not rely on Java script to validate form values. JavaScript may still be used for convenience and to reduce the number of form submissions, but the receiving method must always validate the information (see Field Validation above).

Always Perform Field Validation on the Server

Whether or not JavaScript is used in forms to validate form values, always perform validation of all user fields on the server in the post accepting procedure.

Limit User Feedback on Login Pages

On failed login attempts by the user, do not return the password or username back to the form. It is reasonable to force the user retype both their username and password for login pages.

Limit Number of Login Attempts

To help prevent brute force attacks, limit the number of unsuccessful, consecutive login attempts. If a pre-determined number of attempts is exceeded, the account should be locked (hours to a day for example). Consider also locking accounts and restricting access by an IP address that has more than a reasonable amount of failed login attempts (e.g., between 5 and 10 for an IP address) in a set period of time.

Limit Information Passed Back to the User (error messages, et cetera)

All error handling should be trapped and only basic information returned to the user. For login forms, do not provide detailed reasons for the failed login. Instead, return “invalid login attempt”, or “login attempts exceeded”. Do not return “Invalid User Name” or “Invalid Password” type messages.

Use Database User Accounts

Whenever possible, store user accounts in the database system tables. If this is not possible, store user accounts in encrypted database user tables. Restrict access to these tables using database permissions.

Enforce Password Expiration and Complexity

Expire account passwords at regular intervals and enforce complexity rules on user’s passwords. Passwords must not use dictionary words, nor should users be permitted to reuse existing passwords. Passwords however, should require a minimum length and be an alpha-numeric combination.

Authenticate on Every Page

Every HTML form submission should be authenticated completely by the receiving method using the user and the form name. The user name should be taken from the database and not from a form variable. Where possible, use database or application roles and permissions. Be sure to enforce authentication on a form by form basis.


Use POST instead of GET

When submitting an HTML form, use POSTs instead of GETs. GETs are easier for hackers to target. GETs may also store the form variables in the URL and that information is stored in bookmarks, history, log files, et cetera.

Be Vigilant With User-Maintained Session Variables

Session variables that are created and maintained within the application should contain information specific to a user. Encrypting and/or hashing the HTTP_USER_AGENT, IP address plus a random string provides a higher level of security than just a random string. On every page submission, the user maintained session variables should be verified along with the session time-out. Session variables should always expire within a reasonable timeframe. Depending on the application, a 20 minute expiration period should be used unless there is a valid business reason for a longer or shorter period.

Do Not Use Cookies to Store Sensitive Information

Do not store personally identifiable information in cookies. Instead store the information on a protected database and store a hashed or encrypted ID in the cookie. Sensitive information may also be stored on a persistent session object, provided the information is encrypted and the information is never sent to the browser.

Store Form Variables and Values in a Database

Wherever possible, do not pass variables via the form (hidden or regular form variables). Instead store the name value pairs in a database table and retrieve based on username and/or a session variable.

Avoid Using System Calls

Avoid the use of “exec” and “eval” type procedures that make system function calls or have the potential to allow malicious code to be executed on the server. If calls to those functions are necessary, use hard coded values and do not supply parameters directly from the user. Restrict the parameter values to a known range of values.

Verify All Public Methods

Confirm that each public method that is accessible from the Internet contains or employs authentication tokens and/or programming that checks the user permission and the session information, including session timeout, et cetera.

Remove Debug Code

Remove any debugging code, including HTML comments from production code.

Do Not Use Any Backdoor Access

Development accounts or methods that circumvent a valid login must not be used in any production environment. Circumventing logins in Testing and Development environments is also discouraged.

Restrict Administration Operations


Administration operations such as account creation, account unlocking should be limited to specific IP’s. The administration functions must be on private network and not generally accessible.

Use AUTOCOMPLETE=OFF for Sensitive Fields

Add AUTOCOMPLETE=OFF to INPUT html tags for form text boxes (on in the FORM element instead of the INPUT element) so that the client’s browser does not store the data locally.

Do Not Use Default Values in Methods

Avoid methods that have default values associated with them. Instead use a separate method that supplies the default values. If default values are used, ensure that the logic associated with the method is well tested and does not lead to situations where a different method is called.

Do Not Use Automatic Variable Declaration

Any option to automatically declare the variables passed in the request, get, or post objects should be disabled.

Initialize All Variables

Variables should always be initialized before being used in any tests, conditions or SQL statements.

Use Software Tools to Test Forms

Use tools that allow the developer to change parameters names and values and test the web pages against common attacks.
