Enterprise Human Resource
Information System
Request for Information (RFI)
USAC Human Resources Support
1.
INTRODUCTION
The Universal Services Administration Company (“USAC”) is seeking information to support
USAC’s Enterprise Human Resource Information System initiative through the utilization of a
single, cloud-based, software-as-a-service (“SaaS”) information system. Information regarding
overall system functionality, system components, each component’s general functionality,
Integration between components, system administration services, set-up, implementation and
training services, and support services are also included in this information request.
This Request for Information (RFI) is not a solicitation. This RFI is being issued to conduct
market research for information and planning purposes to determine the availability of a cloud
based Enterprise Human Resources Information System for the Enterprise Human Resource
Information System initiative. The objectives of this RFI are to understand whether cloud
service providers exist that can support the requirements as detailed herein, the various
technical solutions and potential sources with the necessary infrastructure, knowledge and skills
to design, develop, test, integrate, and deploy the appropriate environment, and contract
vehicles and relative costs associated with such a cloud solution.
Responses to this RFI are not binding and do not obligate USAC to issue a Solicitation, or commit
USAC to pay any cost incurred in the review, response and information exchange process with
potential respondents. Acknowledgment of receipt of responses will neither be made, nor will
respondents be notified of USAC’s review of the information received.
Responses are due to this RFI by 4:30 PM EDT on April 29, 2015. RFI schedule listed under
Section 6 below.
2.
BACKGROUND
USAC is a not-for-profit Delaware corporation. The Federal Communications Commission
(“FCC” or “Commission”) appointed USAC as the permanent administrator of the Universal
Service Fund (“USF”) and the Universal Service Support Mechanisms – High Cost (“HC”)
program, Low Income (“LI”) program, Rural Health Care (“RHC”) program, and Schools and
Libraries (“SL”) program (collectively referred to as “programs” or “support mechanisms”) – as
set forth in Title 47, Part 54, Section 701 of the Code of Federal Regulations. USAC administers
the support mechanisms pursuant to FCC regulations. Subject to Commission oversight, USAC
performs the billing, collection, and disbursement functions associated with the USF and the
programs. Certain aspects supporting program administration are outsourced to USAC
contractors.
This RFI specifically references secured cloud services to support USAC’s Human Resources
Department, Payroll services and Accounting functionality within USAC.
3.
GOALS AND OBJECTIVES
USAC is investigating procuring a new,
enterprise human resource information system to support the operations of USAC’s Human Resources Department.A SaaS solution is desired to support this
information system initiative.
Overall goals of a SaaS solution as part of the human resources information system initiative
include:
1.
Providing transaction processing integrity and general operating reliability.
2.
Providing seamless integrated workflow processing.
3.
Fulfilling USAC’s security requirements.
4.
Ensuring the architecture requirements support the desired platform and systems.
5.
Maintaining accurate and current documentation.
6.
Using standard procedures for installation, configuration, and operations.
7.
Sustaining high availability and performance even during periods of peak transaction
volume, such as 99%.
8.
Ensure the data integration between the HR system and other components such as
Accounting and Expense.
9.
Ensure the data migration from ADP to the new HR system.
The different system components the SaaS solution includes:
1.
Payroll
2.
HR and benefits
3.
Time and Attendance
4.
Performance Management
5.
Talent Development
6.
Talent Acquisition
7.
Organizational Chart
8.
Onboarding/Off boarding
9.
Compensation / Merit Increase
10.
Training Tracking
11.
Expense functionality
12. Accounting integration
13.
Reporting
a.
General Ledger Accounting
b.
Personnel Data
c.
Audits
d.
Dashboard and Data Analytics
3.1. SaaS OBJECTIVES
The following objectives have been identified as required for a SaaS solution to support the
human resources information system initiative:
Be FedRAMP certified (or pending certification)
Provide integrated digital and scalable capabilities to nearly all HR functions, as well as
some accounting and expense functions.
Provide multiple environments, and the ability to apply configuration changes across or
move data among the environments:
o
Development
o
Quality Assurance Test
o
User Acceptance Test
o
Training
o
Disaster Recovery
o
Security compliance
o
Production
Provide system availability of 24 hours per day, 7 days a week with a minimum 99%
availability rate
Provide desired transaction response time
Integrate with the following, existing, USAC systems:
o
Concur
o
Great Plains
o
Active Directory
Provide clear design and architecture documentation
Reside within the United States of America
3.2. Payroll OBJECTIVES
The following objectives have been identified as required for a SaaS to support USAC’s Payroll
and Benefits service:
Real-time payroll processing that includes instant pay register prior to processing and detailed audit and exception reports
Reporting
Direct deposit
Comply with USAC Security and PII policy
General ledger Integration
Tax Service
Time and Attendance Accounting Integration Expense Integration
See Requirements section: Appendix 1
3.3. HR and Benefits OBJECTIVES
The following objectives have been identified as required for a SaaS to support USAC’s HR and
Benefits service:
Comply with USAC Security and PII policy
Benefit Administration and EDI feeds to carriers
COBRA administration EDI feeds to carriers
Manager Self Service
Employee Self Service Compliance Support
Approval Workflow automation
Reporting
See Requirements section: Appendix 2
3.4. Time and Attendance OBJECTIVES
The following objectives have been identified as required for a SaaS to support USAC’s Time
and Attendance service:
Employee scheduling with batch assign feature Online timecard access
Automatic update to payroll
One step timecard approval for managers
Reporting
3.5. Performance Management OBJECTIVES.
The following objectives have been identified as required for a SaaS to support USAC’s
Performance Management function:
Workflow and Approval capability
Configurable Goals
Configurable scoring systems, with multiple systems per review
Integration with merit increase
Yearlong review
Highly configurable template format – display and layout
See Requirements section: Appendix 43.6. Recruiting and Talent Management Acquisition OBJECTIVES.
The following objectives have been identified as required for a SaaS to support USAC’s
Recruiting Talent Acquisition function:
Store and track applicants
Store job profiles and open jobs
Customizable approval / rejection system
Role based access for hiring managers
Branded external facing career portal
Social media /recruiter integration
See Requirements section: Appendix 53.7. Organizational Chart OBJECTIVES.
The following objectives have been identified as required for a SaaS to support USAC’s
Organizational Chart function:
Link and synchronize with AD and employee database
Printable capability
Layout customizations
Publishable to intranet site
Multi-level view (department / division / company)
See Requirements section: Appendix 63.8. Compensation / Merit Increase OBJECTIVES.
The following objectives have been identified as required for a SaaS to support USAC’s
Compensation / Merit Increase function:
Top down budget assignments
Bottom up increase reporting
Robust security
Approval system
Budgets and increases must be modifiable at any time
Ability to execute a bonus approval workflow
Excel like interface
Per employee statistics (salary ranges, % to range, seniority)
See Requirements section: Appendix 73.9. Employee Onboarding OBJECTIVES.
The following objectives have been identified as required for a SaaS to support USAC’s
Onboarding function:
Set up new employee
Generate tasks
for multiple divisions
Digital entry and tracking of forms
Track and report on the status of new hire
Completion reminders to ownersSee Requirements section: Appendix 8
3.10. Employee Off-boarding OBJECTIVES.
The following objectives have been identified as required for a SaaS to support USAC’s
Off-boarding function:
Support both voluntary and involuntary termination
Setup
necessary tasks for employee termination
Generate tasks
for multiple divisions
Integrate tightly with the payroll
Manage final pay checks
Updates to employee records and benefits
Support Employee termination survey See Requirements section: Appendix 93.11. Talent Development (Learning Management System (LMS)) OBJECTIVES.
The following objectives have been identified as required for a SaaS to support USAC’s LMS
function:
Automate training tracking manual/paper processes
Administer Learning path/ Vendor profile/ Training history
Track cost estimation
Integrate tightly with the Expense
Workflow Approval system
Multiple development types (training / education / certification / etc)
Uploading/developing of internal, proprietary content
Employee profiles and records
In house registration and survey
Integration with vendors that offer computer based training (CBT)
See Requirements section: Appendix 103.12. Expense OBJECTIVES.
The following objectives have been identified as required for a SaaS to support USAC’s Expense
function:
Allow users to be reimbursed for expenses
Employee profiles including credit card and bank information
Itemized expense reports
Approval system
See Requirements section: Appendix 11
The following objectives have been identified as required for a SaaS to support USAC’s
Accounting Integration function:
Specific formatting output
Journal of all payroll activities
Integration with Great Plains
Make use of USAC accounting division codes
See Requirements section: Appendix 123.14. Security and General Requirements OBJECTIVES.
The following objectives have been identified as required for a SaaS to support USAC’s
Reporting Function:
•
Meet USAC standard security requirementsPersonnel Data
•
Manages PII in accordance with Safe harbor or equivalent•
Role and user based authorization•
Generate custom reports and audits
•
Support Configuration
•
Miscellaneous
See Requirements section: Appendix 13
3.15. Reporting OBJECTIVES.
The following objectives have been identified as required for a SaaS to support USAC’s
Reporting Function:
a.
General Ledger Accounting
b.
Personnel Data
c.
Audits
d.
Generate custom reports
4
INFORMATION REQUESTED
1.
Provide product information of your SaaS service that will meet USAC’s objectives
identified in section 3.1.
a.
Product/solution/service name
b.
General overview of product
c.
Identify how your product is a solution to meet each of the objectives stated
above and that currently exists in the marketplace.
d.
Identify type services and level of support provided
e.
The staffing resources needed for meeting the objectives as described above.
f.
General cost information related to the service, as well breakouts of license
schema and storage, SLAs, additional services, etc.
g.
Any additional information that would be helpful in understanding the product.
2.
Provide general information about your Company. Please include the following
information at a minimum:
a.
Company name
b.
Company website
c.
Pont of contact name, telephone, and email address
d.
Number of years in business
e.
List of contracts from previous three years providing similar product/service, the
scope of the product/service, and any other information that can be used to
support the product/service you provide.
f.
Overall experience providing similar product/services to other organizations.
g.
Case studies of similar organization type, size, needs, etc.
5
SUPPLEMENTAL INFORMATION
a.
Platform, Tools, API
b.
Process Workflow
c.
Document management capabilityd.
Configuration
e.
Modules are Integrated on backendf.
Support and Availability
g.
Integration capabilities to other systems
h.
Security Compliance and Role based administration functions
i.
Support notifications, escalations, templates based on configurable SLAsResponders are encouraged to submit their responses in the form of a high-level technical
capability statement. While USAC is releasing this RFI to conduct market research, USAC is not
obligated to issue a Request for Proposal (RFP) or Request for Quote (RFQ).
When responding to this RFI, clearly label all proprietary information and any other limitations
on disclosure.
Responses to this RFI shall be provided to Tucker Smith, FAR Contract Specialist at
[email protected]
no later than April 29, 2015 at 4:30 PM EDT with a subject line stating: USAC
Request for Information for Enterprise Human Resource Information System.
Questions should be emailed to
[email protected]
by April 6, 2015. The USAC cannot
guarantee that all the questions will be answered, but USAC will do its best to provide answers
to all the relevant questions by April 21, 2015.
Schedule
Event
March 30, 2015 RFI posted to USAC’s website
April 6, 2015 Deadline for submitting written questions to USAC at [email protected] (4:30pm EDT).
April 21, 2015 USAC’s response to written questions. April 29, 2015 RFI Response due to USAC by 4:30 pm EDT.
This RFI is issued solely for information and planning purposes and does not constitute a
solicitation. Responses to this notice are not offers and cannot be accepted to form a binding
contract. Respondents are solely responsible for all expenses associated with responding to this
RFI. Responses to this RFI will not be returned.
The group reviewing the responses may seek further clarification from respondents. This
clarification may be requested in the form of brief verbal communication by telephone, written
communication, or electronic communication. In addition, RFI respondents may be invited to
present their response to the reviewing group. The purpose of this presentation would be to
seek clarification of information contained within the response (as noted above).
It is not the intent of the USAC to disclose publicly vendor proprietary information obtained
during this market research effort. To the full extent that it is protected pursuant to the FOIA
and other laws and regulations, information identified by a respondent as “Proprietary or
Confidential” will be kept confidential. It is emphasized that this RFI is for planning and
information purposes only and is NOT to be construed as a commitment by USAC to enter into a
contractual agreement, nor will USAC pay for information solicited.
Appendix 1 - Payroll Business Requirements
Introduction:Support Company payroll functions.
Payroll Requirements:
• Real-time payroll processing that includes instant pay register prior to processing and detailed audit and exception reports
• Reporting that allows you to create and access standard or custom reports in real time. • Tax service that handles federal, state and local tax calculations, payments, and filings. • Garnishment Management that handles communications with garnishment agencies and
calculate and track garnishment payments. • Online W2’s and pay statement history • General ledger Integration
• Track and compute leave accruals and provide reporting • Third party sick pay
• Multi state payroll • Direct deposit
• Track all employee changes • Manual check calculation
• Process with both current and effective dates • A single, Integrated system
• Robust reporting module to include real time and historical reports.
• Automatically update payroll with time data and employee changes without rekeying information
Appendix 2 - HR and Benefits business Requirements
Introduction:Automation of the HR processes and tracking the employee Benefit functions.
Requirements:
• Customizable plan set up
• Customizable online enrollment profiles • EDI feeds to carriers
• Census reports and change reports • Allow for auto enroll
• Automatically update payroll with deductions • Store historical data of prior enrollments
• Allow online life events and dependent and beneficiary changes • Support section 125 plans
• Invoice reconciliation reports • Allow for online enrollment
• COBRA administration
• Send required COBRA correspondence, track dates, collect and remit payments and report all COBRA activity.
• Compliance Support
• Manager Self Service and Employee Self Service
• Robust reporting module to include real time and historical reports • Integration with other modules within the system
Appendix 3 - Time and Attendance Business Requirements
Introduction:Automation of the processes and tracking the employee time and attendance functions.
Requirements:
• Employee scheduling with batch assign feature • Automated OT Calculations
• Customizable Holiday schedules • Online timecard access
• Automatic update to payroll with approved time for payroll • Allow for multiple pay classes and pay codes
• Real time reporting
• Manager notification of any and all timesheet adjustments • One step timecard approval for managers
• Robust reporting module to include real time and historical reports. • Integrated with Payroll module
Appendix 4 - Performance Evaluation module Requirements
Introduction
:
The Performance Evaluation consists of multiple scored sections, as well as some
unscored additional sections. The approval process is shown below:
Requirements:
1.
There will be a scored goals section where supervisors will be able to select
individual goals for each employee.
2.
Goals should be able to carry over from a previous years review
3.
Goals should be able to be passed down the chain of command
4.
The Supervisor must be able to assign varying weights to each of the goals in the
goal section
5.
There will be a core competency section that is the same for all company
employees
6.
The core competency section will consist of a number of categories to rate each
employee in
7.
The meaning for a rating for individual competencies for each core competency
can be different E.G.
a.
A rating of 1 in Ethics means: Rarely considers moral implications of
decisions; creates hardships for the company and others
b.
A rating of 1 in Receiving Feedback means:
Rarely improves on
development areas following feedback; may actively reject or ignore
feedback
8.
The meanings for each rating for each competency must be clearly and concisely
shown to the user
9.
There must be the option to use a different rating scale for each section. I.E a 5
point scale for core competencies and a 9 point scale for goals.
10.
The additional unscored sections must be able to contain freeform text entry, as
well as template content.
11.
All text fields must be spell checked
12.
The form must be able to be approved by all persons in an employee’s chain of
command from within the system
Nice to have features:
1.
The ability to conduct peer/subordinate/cross-functional feedback from within
the tool.
2.
‘Goal Library’ for use across the organization.
3.
Ability to track semi and mid-year reviews, and review progress against goals.
4.
Performance data is available to other parts of the system for consumption.
Appendix 5 - Recruiting and talent Acquisition Business Requirements
IntroductionWe need a system that will be able to replicate or parallel in performance to our current ATS-specific resource, iCIMs. It should be a configurable ATS that allows for both permanent staffing, as well as potentially temporary staffing processes. It should act as a one-stop shop for all things talent acquisition, including posting, application, and close-out processes.
Requirements
• General features
o Paperless processes
Position requisition/approval for opening Offer requisition/approval for hiring o Store and track person profiles
Personal information ATS status information Additional features
• Allow submission to additional workflows
• Allow direct email composition from the system (connected to workflow, if needed)
• Allow workflow action
• Profile sharing via email/link to ATS o Store and track job profiles
General information
• Job Ad -- ability to live edit single-source description that will post to appropriate channels
• Ability to add and manage pre-screen questions for candidates • Ability to automate/one-stop post positions to career portals, third
• Approval tracking
• Notes (in the case of approval rejection or otherwise) o Store and track specific workflows
Multiple rejection reasons
Multiple status designations per workflow
Customizable Recruiting Workflow Bins and Statuses
Multi-view accessibility depending on type of user (e.g., ability to hide, ability to disable editing)
Ability to auto-launch action/prompt (e.g., compose email, request form completion)
o Accesses
Breakdown system access by employee category
Assign multiple personnel of varying staff level to each position (e.g., adding a SME)
Allow roll-up of positions based on level (e.g., CIO can see all open IT jobs and statuses)
iPad / Mobile integration
o Advanced features
Customizable back-end user page Branded career portals
Central Communications Center
Standardized forms tracking (e.g., employment application) Source tracking Reporting Pre-screening o Integration Job boards Agencies Social media
System (if necessary)
Skype
Appendix 6 - Organizational Chart Module Requirements
Introduction
The company organizational chart will replace the current organizational chart that resides on
SharePoint which currently lacks some functionality.
Requirements
•
The organizational chart must be linked and synchronize (multi-directional) with Active
Directory and the new HRIS
•
The organizational chart must be printable (PDF and other file extensions), allowing
custom prints (per department, per division, entire company). A cascading effect is
required.
•
The organizational chart must be viewable on all levels (per employee, per department,
per division, entire company). Only active employees should be displayed.
•
The organizational chart should allow layout adjustments
•
The organizational chart must be able to be emailed internally and externally
•
The org-chart should be published to SharePoint if possible.
Appendix 7 - Merit Increase/Compensation module Requirements
Introduction:
The merit increase application has two key pieces of changing information, the merit budget of a group of employees, and the merit increase of an individual employee. Those pieces of information flow in opposite directions in the org chart (Fig.1).
As changes are made to a merit budget or a merit increase, those changes must be propagated to all other review stages so that the COO can view accurate summary statistics, and that each director knows how large their merit budget is.
High Level Business Features: 1) For each employee display:
a. Manager
b. Name
c. Title
d. Current Salary e. Date of hire f. Last Merit Increase
g. Past year promotion ($ amt) h. Position range min
i. Position salary average j. Position range max
k. Employee yearly evaluation scores
2) Include calculated values in the employee data display
3) Individuals hired after Oct 1st will not be eligible for merit increase, and will be removed from all further calculations
4) The COO should be able to see a by division summary of all merit increases across the company. This will include
a. Division total payroll b. Division % of total payroll
c. Custom values and calculated fields
d. A 2014 Merit Increase Budget (entered by user)
5) The merit increase budget entered in the summary sheet should propagate to division head worksheets
6) COO has final approval authority for merit increase.
7) The system shall have the ability to execute a bonus approval workflow.
8) Division Heads can divide their merit increase budget up for each direct report under them (director level).
9) Division Heads will be able to view all merit increases suggested by direct reports under them, including all statistics listed in (1)
10)Division Heads will be able to view summary statistics for all employees under them a. Total Payroll
b. Total Merit budget c. Total Merit spent
11)Division Heads will be able to approve merit increases before sending to COO for final approval 12)Directors can divide the merit budget allotted to them amongst all employees under them (not
just direct reports)
13)Directors will assign merit increase as a percentage of an employee’s salary, or as a lump sum. 14)Directors will be able to view all statistics listed in (1) for each employee under them.
15)All statistics and values are calculated in real time
17)Information is secured to only those who need to view it – all employees under a director, all employees under a division head
18)All values must be updatable at all times, and these changes must be propagated to relevant worksheets immediately. E.G. The COO must be able to change the IT division merit budget 2 days before the merit event ends, if they so desire.
Appendix 8 - Onboarding Module Requirements
Introduction:
The onboarding module will assist HR with managing the tasks needed to get everything ready for a new employee once they have been hired. It will manage tasks for multiple divisions from the time that an employee is hired, until 3 months after their start date. It will also allow for digital entry and tracking of forms that employees fill out when joining USAC. Below is a simplified process diagram that shows the flow of tasks for this module.
Requirements:
• The system will be able to create new hire tasks, and route them to responsible people o The tasks will be created in parallel
• The system will be able to track and report on the status of new hire setup tasks • The system will house digital forms and checklists for each employee and stage of the
process.
• The system workflow routing and all associated emails and forms and approvals will be configurable by admins and super users
• The system will track completion dates of tasks so duration information can be reported on
• This system will send completion reminders to owners of pending tasks based on a admin defined SLA
• The system should allow managers to track and enter new employee progress for a three months evaluation period.
• The system should allow new employees to fill out new hire paper work including, but not limited to,
o Benefits sign up
o W-2 information
Appendix 9 - Off-boarding Module Requirements
Introduction:
The off-boarding module will assist HR with performing tasks necessary to terminate an employee. It should support both involuntary and voluntary termination. During off-boarding, multiple tasks are sent to each department for them to execute. The module also needs to integrate tightly with the payroll module so that information about final pay checks can be pulled, and employee records and benefits updated. Below is a simplified process flow for termination.
Requirements:
• The system will be able to support both voluntary and involuntary termination • The system will be able to route parallel tasks to different departments
• The system will house digital forms and checklists for each employee and stage of the process.
• The system workflow routing and all associated emails and forms and approvals will be configurable by admins and super users
• The system will track completion dates of tasks so duration information can be reported on
• This system will send completion reminders to owners of pending tasks based on a admin defined SLA
• The system will aid in the calculation of final payroll and vacation payout information, and communicate that information to the payroll system
• The system will be able to provide information regarding termination of benefits and 401k, and automate that process if possible
• The system will automate the creation of tickets in other work tracking systems (such as for IT, facilities, etc)
• The system will automatically update employee status and information in the associated payroll module
• The system will provide an easy interface to print all related termination documents in bulk.
• The system will provide an interface for the hiring manager to terminate an employee • The system will allow for multi –level approval of a termination request
• The system will aid in the organization and execution of the employee termination meeting
o Calculation of final payroll and vacation payout information
o COBRA information
Appendix 10 - LMS Module Requirements
Introduction:
• The LMS System will automate and replace manual/paper processes and will serve as a tracking system for internal and external training, education, certification, and group training and organization membership for the individual employee according to learning path, training history, vendor profile, and high level training cost estimation.
• LMS will provide a request approval system, training history, a vendor database, and a tracking system to enable reporting on a range of data points from high level training cost estimation to vendor quality to approval task turnaround time.
• The goal of this system would also likely be integration with vendors that offer computer based training (CBT) or even the uploading/developing of internal, proprietary content, so that staff can log-into and take courses online or through multimedia with this system.
Requirements:
• The system will provide the ability for each employee to establish and maintain a learning path
• The system will house a database of approved learning vendors
• The system will provide an interface to setup and maintain the database of learning vendors Including:
o Vendor rating o Courses offered
• The system will provide a way for employees to submit requests for training, group training, education, certifications, membership, and licenses.
• The system will integrate with payroll and Procure-to-Pay system, and MS Great Plains. o I.E. when an employee request for training is improved, that information is
automatically sent to the procure-to-pay system for procurement and registration.
• The system will provide a way for admins and super users to track employee trainings statistics
• The system will provide a way for employee to view their own training/certification/membership/licensing history
• The system will provide an interface in which employees can sign up for in-house group training.
• The system will upload and house training presentations, webinars, etc. Should be compatible with training software (e.g. Articulate, Capterra, etc.)
• The system will provide a method for tracking and reporting on attendance for mandatory company trainings.
• The system will provide a customizable survey feature for employees to answer surveys
• The system will provide support for multiple, customizable, approval paths for each different TALENT DEVELOPMENT (LMS) section.
o I.E. Training may only require manager and director approval, whereas certifications will only require manager approval
• Integration with vendors that offer computer based training (CBT)
• Integration with the performance management part of the system/resources
• The System will Uploading/developing of internal, proprietary content, so that staff can log-into and take courses online or through multimedia with this system
Appendix 11 - Expense Module Business Requirements
Introduction
The goal is to track the expenses of the employees. Currently we are using Concur. The Information flows from Concur to ADP through an API.
Requirements
The system will have the ability to retain a expense profile for each user with the following information
o Personal credit card details o Bank information
o Expense delegate
o Expense approver
o Other personal details
The system will store information about company cars and attendees
The system will allow a user to input an itemized expense report
An expense report can consist of charges to a company card and charges to a personal card.
The system will have a special expense type for lodging that contains additional fields to specify the length of stay and taxes charged.
The system will allow a user to allocate each expense to a department of their choice. The department is chosen at the item level, not the report level.
The system will contain a database of attendees to function that are not employed by USAC, so that expenses can be tracked against them.
The system will allow a user to digitize receipts and attach them to an expense report
The system will store past expense reports, and allow them to be reviewed
The system will include an approval system for expense reports
The approval system will be configurable by USAC.
The system will include a built in currency converter
Appendix 12 - Accounting Module Business Requirements
Introduction
• The Accounting module will support the download of the payroll information in the form of a journal entry and should be uploaded that as an entry into Great Plains, our accounting system, after each payroll cycle.
• Currently we are using InfoLink to support the data transfer form ADP to GP. • The mechanism of the data transfer is preferable to be as an automated process.
Requirements
We have very basic needs, but they are that:
1. Accounting needs to be able to assign a general ledger account to each payroll code used. For example, if regular wages are assigned code “A” then we need to have a system where we can assign our general ledger expense account to that code. We would need to be able to make changes as needed, when new payroll codes are added or if/when our general ledger accounts change.
2. Accounting needs to be able to group employees in a way that mirrors our general ledger accounting string. For example, I am a Finance department employee so my wages are coded to division 70, department 700 and charge division 70. We would need to be able to classify employees’ payroll information based on all three segments of that accounting string (division, department and charge division).
3. Accounting needs to be able to download a payroll journal entry after each payroll cycle that is in a format that is either (1) ready to be imported into Great Plains or (2) easily manipulated into a format for import into Great Plains.
4. Timesheets for projects—when there are major projects being worked on and employees have to track their time spent on those projects in their timesheets, Accounting needs to be able to extract that data (whether manually or as part of the downloaded payroll journal entry).
5. I’ve listed out how we currently use ADP/Infolink but we would be interested in learning more about reporting that could be available for Accounting to use.
Appendix 13 - HRIS Security and General Requirements
Security
• The system will meet USAC standard security requirements
o System manages PII in accordance with Safeharbor or equivalent
• The system will have capability to support single sign on with USAC AD accounts, preferably with federation
o --OR--
• The system will support password aging, must conform with USAC policy
• The system will ensure that PII is only accessible by admin staff and the owner of that PII • The system will support both role and user based authorization
Support & Configuration
• The system will provide tools for application administrator to configure forms, workflows, email templates, and manage security roles and permissions.
• The system will provide tools for the USAC system administrator to change business rules through configuration.
• The system will be a cloud based SaaS solution
• Customer support
o 24/7, 365 customer support for admins
o Advance notice of any system upgrades with a description of the changes (within 5 business days, upgrades must be done outside of normal business hours)
• The system will support access by 650 USAC employees.
• Vendor provides LMS training for up to 4 staff members at USAC’s office to the level of expert • Set-up/Configure/ Test system
• Archived data (minimum of 7 years after company separation)
Miscellaneous
• All Modules of the system will share data between themselves and be integrated on backend • System shall have the capability to generate standard reports and design custom reports, using
fields from any module
• The system will include a dash boarding module • Workflow and Request approval system
• Provide document management feature
