Attachment B Request for Proposal

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Horatio Fleming
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1 Attachment B Request for Proposal TALENT ACQUISITION & ONBOARDING SYSTEMS SCOPE OF SERVICES INTRODUCTION Oakland County Michigan is a large county government employer with over 4,000 full and part-time employees located in Southeast Michigan. The County posts about 170 jobs per year and has received as many as 15,000 applications in a year. Oakland County s hiring process is governed by a Merit System which is similar to a civil service type hiring process. The current employment application and talent acquisition manager system is Peoplesoft 9.0 and the County does not have a new hire onboarding system in place. SUMMARY The County is seeking to select a new talent acquisition (employment application & screening) system that will improve the applicant experience when applying for jobs that are posted. The new system must be compliant with current browsers, including mobile devices with the ability to accept somewhat older browsers and continue to upgrade to newer browsers and applications as they occur. In order for Oakland County Michigan to recruit and retain the best talent it must be able to attract a diverse qualified applicant pool and provide them with a candidate friendly application site that offers applicants a positive recruitment experience producing no technical errors in processing. The system must be able to accommodate several applicants logged in and using the system concurrently without system errors. There must also be the ability of up to 20 internal users to be logged in and using the system concurrently without system errors. The County is also seeking to select a New Hire Onboarding System that will flow with Oakland County s Merit System process. Approximately 800 employees per year are hired. A new hire onboarding system would allow our forms to be accessed by new hires in a web environment before coming into the office to complete paperwork. Ideally, the County would also like to have an integration of data for all applicant information to be transferred to the Peoplesoft 9.0 employee records system. SYSTEM REQUIREMENTS Oakland County has identified the following functionality which are either mandatory or desired. Vendor must indicate ability to provide the following requirements in Attachment C. The system complies with ADAA requirements with regards to ease of completing the application process and navigating through the web based system. The system must be able to accommodate a minimum of 20,000 applications on an annual basis and have the ability to purge records over three years old. 1

Oakland County s hiring process is governed by a Merit System which is similar to a civil service type hiring process.

2 The system is compatible with a variety of browsers, mobile platforms and other technology that applicants may use to apply for positions. The system is configurable with regards to posting positions including the ability to post and remove information at a future date and time. The system is configurable with the ability to post test questions with scoring mechanisms. Has the ability to receive uploaded score data from an excel spreadsheet. The system must be able to generate correspondence that can be sent via and printed out for regular mail. The system must be able to date and time stamp applicant submission information, disposition codes and outgoing messages. The system allows applicants to create personal information profiles, update information, and view the disposition of their application during the screening and hiring process. The system will have a new hire onboarding component where Oakland County can upload documents and forms. The system will have a new hire onboarding component where the new hire can view and download/print documents and forms. The system would be able to link with social media technology most widely used by applicants. The system must be able to receive uploaded documents such as resumes, cover letters, certifications/licenses, transcripts, etc. The system must have a section for the recruiter to screen, post notes, send s that are placed in a contact notes section, and for applicants to be placed on an eligible list. The system must provide a mechanism to allow current employees access to apply to a transfer list and a process to certify a transfer eligible list for current county employees. The system has the ability to link applications to job postings that were not applied to and/or posted. 2

The system is configurable with the ability to post test questions with scoring mechanisms. Has the ability to receive uploaded score data from an excel spreadsheet.

3 The system must allow printing of applications and attachments in a readable and usable format. The system will allow those approved by Human Resources to be able to see applicant information or other similar process. The system has security in place with regards to securing applicant data and is configurable as to who may access with read and/or write capabilities. The system has the ability for Human Resources staff to create and run customizable queries. The system tracks applicant demographic statistics required by the federal government in a format separate from the application with the ability to query results for reporting. The system allows for the extraction of information for ad-hoc and routine reports. The system will accept excel files with test scores to be uploaded into the applicant record with ability to generate a correspondence to the applicant regarding their test score. If system is hosted by vendor must provide customer service and help desk support to applicants and designated employees of Oakland County Michigan. The system will have a process for applicants to obtain their username and password if forgotten. The vendor must provide complete training of the system to designated employees of Oakland County Michigan. If system is hosted by the vendor it must have a secure and encrypted website where applicant information is stored. The system should integrate new hire information with Oakland County s current HRIS Peoplesoft 9.0 employee records system. CONTACTS Listed below are the requesting department and authorizing personnel for all services: Human Resources Department: Lori Motyka, Supervisor-Human Resources Primary Contact April Bradshaw, Human Resources Analyst Primary Contact 3

The system has security in place with regards to securing applicant data and is configurable as to who may access with read and/or write capabilities.

4 Valerie Jefferson, Central Employee Records Coordinator Primary Contact Kristy Slosson, Supervisor-Human Resources Employee Records Karen Jones, Manager-Human Resources Information Technology Department: Lynndon Cabatu, Application Analyst Programmer III Mary Gaissert, Supervisor-Information Technology TIMELINES Request for proposal released April 30, 2013 Requests for clarifications due May 8, 2013 Response to clarifications posted on MITN May 15, 2013 Vendor responses due May 23, Submission information and mailing label are contained in purchasing document SOL. Vendors should submit questions via to and and title the subject of the Questions Event New Hire Onboarding System. The responses will be published on Michigan Intergovernmental Trade Network (MITN). Vendors can register on MITN by visiting the MITN web site at and are encouraged to do so. EVALUATION CRITERIA Bids will be evaluated based on the ability to meet requirements as described in Attachment C and the following: Ability to provide an employment application and talent acquisition management system that adheres to the County s Merit System process. Price of the product. Ability to provide an onboarding system with a workflow process compatible to the County workflow process. Ability to integrate new hire data with the Peoplesoft 9.0 employee records system. Ability to fully train County staff on the use of the products. A customer service and help desk line for applicants using the employment application system. A secure encrypted website where applicant information is stored. BID PROPOSAL CONTENT REQUIREMENTS 1. Provide a business description including types of clients served and how long in the business. 2. Provide a description of the security process and system in place for protecting data. 4

May 8, 2013 Response to clarifications posted on MITN May 15, 2013 Vendor responses due May 23, 2013 @2:00PM Submission information and mailing label are contained in purchasing document 002625 SOL.

5 3. Provide a list of technical requirements that would be required of County equipment. 4. Provide a list of browsers and mobile applications that the employment application program will accommodate. 5. Provide a description of technical assistance available to applicants including type of assistance and the hours assistance is available. 6. Identify the time frame required to implement and train users on the system before going live. 7. Provide a demonstration of the product from the applicant side and Human Resources Recruiter side. (Will be done after bid is submitted and upon request) 8. Description of system maintenance and upgrade schedule. 9. Provide a description of what training materials are used and what on-going support you provide to clients/users. 10. Provide the cost of the product including set up, testing, maintenance, etc. 11. Explanation of billing procedures including time frames and any extra fees. 12. Provide a list of three references of current clients with contact information. 13. Provide licensing and maintenance documents. 5

Identify the time frame required to implement and train users on the system before going live. 7. Provide a demonstration of the product from the applicant side and Human Resources Recruiter side.

Oakland County Department of Information Technology Project Scope and Approach

Oakland County Department of Information Technology Project Scope and Approach Project Name: Applicant System RFP Project ID: DB3154AS Leadership Group: Finance and Administration Department: Human Resources