SCOPE OF WORK RECRUITING SERVICES AND REQUIREMENTS

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1 SCOPE OF WORK RECRUITING SERVICES AND REQUIREMENTS 1. PROJECT SUMMARY The Board of Regents of the University System of Georgia (the BOR ) is requesting proposals from staffing and professional service firms to provide IT recruiting services for periodic technical employee vacancies at its 35 member institutions and at the University System Office. Technical employee vacancies may include all levels of technical positions in the academic and non-academic fields. The requested services will be on an as needed basis; there is no guarantee of any volume of work. Salary ranges will be based on fair market value based upon skill set. The purpose of this RFQ is to identify a finite set of professional service firms (not to exceed 3) to fulfill the needs of the Board of Regents of the University System of Georgia. The awarded vendor(s) must be within a 100 mile radius of the Metro Atlanta and Athens, Georgia area. 2. PROJECT STATEMENT OF WORK The successful offeror must identify and elaborate in its Technical Proposal its experience levels, skills and methodology that will enable it to provide the best services to the BOR under this RFQ. (a) Mandatory Project Specifications (see Mandatory Worksheet) The following areas have been determined as technical mandatory requirements for the project scope. The successful offeror must respond on each of these areas using the mandatory worksheet. Failure to respond will result in the disqualification of participant. Qualified firms (or its principals) must: Have a minimum of five (5) years experience in providing recruiting services for technical professionals. Have a minimum of five (5) years experience in conducting technical professional searches or other professional services for higher education institutions and multiinstitution university systems. Have regularly performed employment searches within the past five (5) years seeking technical professionals for the skill sets that are similar to those regularly sought after by the BOR. (Technical positions and brief job descriptions attached) (b) Other Considerations The following factors will also be considered in making a selection under this RFQ. Each offeror should respond to each of the following areas in its Technical Proposal which should be attached to the solicitation in any format of their choosing. Please keep the content simple and clear (see Section 3: The experience of the primary individual leading the subject searches, including personal experience in conducting searches for technical professional and/or professional services for higher education institutions and multi-institution university systems. Other searches being conducted by the primary individual leading the subject search simultaneously with this search. Total number of years the firm has been providing technical professional search services. Methodology for conducting technical subject searches. Unique qualifications of the firm regarding technical subject searches. Three client references where the firm/primary individual has conducted searches similar to the subject searches regularly sought after by the BOR. 1

2 INSTRUCTIONS AND INFORMATION 3. PROCESS FOR SUBMITTING PROPOSALS Preparation of Proposal Each proposal shall be prepared simply and economically, avoiding the use of elaborate promotional material beyond those sufficient to provide a complete, accurate and reliable presentation. 4. ADDITIONAL CONSIDERATIONS: Contract Discussions Prior to award, the apparent successful firm(s) may be required to enter into discussions with the BOR to resolve any contractual differences. These discussions are to be finalized and all exceptions resolved within one (1) week from notification. If no resolution is reached, the proposal may be rejected. Confidentiality Requirements The staff members assigned to this project may be required to sign a departmental nondisclosure statement. Proposals are subject to the Georgia Open Records Act. The BOR cannot protect proprietary data submitted in proposals. Financial Information The BOR is concerned about proposer s financial capability to perform; therefore, please provide sufficient data to allow for an evaluation of your firm s financial capabilities. Indemnification Proposer must waive, release, relinquish, discharge and agree to indemnify, protect, and save harmless the State of Georgia, the BOR and their board members, officers and employees (hereinafter collectively referred to as Indemnities ), of and from any and all claims, demands, liabilities, losses, costs, or expenses, including attorneys fees, for bodily injury or property damage, of any nature, caused by, growing out of, or otherwise happening in connection with the Contract, due to any act or omission on the part of Proposer, its agents, employees, subcontractors, or others working at the direction or on behalf of Proposer. This indemnification applies notwithstanding the fact that third parties or any of the Indemnitees may be partially responsible for the situation giving rise to the claim; or the Indemnity claim results in a monetary obligation that exceeds any contractual commitment. However, if any of the Indemnitees or third parties are partially responsible for the events giving rise to the claim Proposer s indemnification hereunder shall apply only to the extent that Proposer contributed to the events. The indemnification does not apply to the extent of the intentional misconduct or sole negligence of the Indemnitees, their board members, officers, or employees. To the extent such damage or loss as covered by this indemnification is covered by the State of Georgia Tort Claims Fund ( the Fund ), the Proposer must agree to reimburse the Fund. To the full extent permitted by the Constitution and the laws of the State and the terms of the Fund, the Proposer and its insurers waive any right of subrogation against the State, the 2

3 Indemnitees, and the Fund, and insurers participating thereunder, to the full extent of this indemnification. Proposer shall, at its expense, be entitled to and shall have the duty to participate in the defense of any suit against the Indemnitees. No settlement or compromise of any claim, loss, or damage entered into by Indemnitees shall be binding upon Proposer unless approved in writing by Proposer. No settlement or compromise of any claim, loss, or damage entered into by Proposer shall be binding upon Indemnitees unless approved in writing by Indemnitees. 3

4 List of Technical Positions/Descriptions Regularly Sought After by BOR Classification Title Manager III Customer Service Assistant I Manager IV Administrative Specialist III Job Summary The Operations Manager position requires a strong candidate who is professional, with an excellent work ethic and who exhibits superior organizational and process oriented skills. This position is responsible for day-to-day business financials and operational budget management while managing a team addressing product management, order processing & fulfillment, inventory management, purchasing, and customer support. This position will work closely with the vendor relationship and marketing teams in Software Resource & Services. The ideal candidate will have experience in web retail and small business management. Working with the SRS leader team, this position also contributes to the development and implementation of SRS organizational strategies, policies and practices. This position is a member of a Frontline Help and service desk team that focuses on customer service and support, providing Single Point of Contact (SPOC) for the organization Enterprise products and services, incident and problem management of integrated support that considers business/organization impact, reactive and pro-active communications for service status and schedule changes, continuous improvement, and key people, business process, and information technology components. Responsibilities include monitoring, consolidated service desk support tasks, escalation, reporting and analysis, information management, and marketing/communications. The team member also participates in training and professional development to increase efficiency, consistency, and competency. Under general supervision, coordinates and manages the activities of a group of subject matter experts (SME) who provide production support for the centrally-supported USG student information system and its affiliated applications. The Service Team Lead manages efforts to document and support the structure and functions of a complex application and environment for University System Office and institutional personnel to insure that the system(s) continue to operate smoothly even while modifications and enhancements are being made. Works with the management and other team members to develop common standards and procedures for program and data maintenance and enhancements of the applications, including quality assurance and testing procedures. Works with vendors and others to ensure a high quality of customer service overall. Tasks are varied in nature and often time critical. The customer base and the service environment are complex. Identification of and adherence to IT best practices and standard operating procedures for service area are important, however, flexibility in meeting the needs of customers is also a key consideration. Data-based decision making is expected. Coordinates all aspects of day meetings and trainings including budget monitoring, billing and reconciliation. Responsible for database management, advance and on-site registration management. Assists the Executive Director with specific duties assigned for two major conferences and various meetings. Has complete oversight of the ITS Capital Impact Registration System. Assist Executive Director with budgets, receivables, HR and facilities. This position is some technical. This position is non-state funded. 4

5 IT Business Analyst II IT Business Analyst III Systems Support Specialist III Associate Vice Chancellor III This is a professional position involving project and end user support of administrative information systems within a group of Business Analysts responsible for ensuring that service goals and objectives are accomplished within prescribed time parameters, within budget, while taking a holistic approach to the integration of the applications. The role of this position is production and project support and planning activities that are aligned with strategic and operational improvements and initiatives. The employee will interpret and respond to user problems related to information systems and perform project task assignments. The employee will work closely with technical and managerial staff to develop and improve support procedures and ensure specific project goals are accomplished as a team. The employee initiates and owns project improvement initiatives, production support, and project related tasks within their functional area of expertise. This is a professional position involving project and end user support of student services information systems within a group of Business Analysts responsible for ensuring that service goals and objectives are accomplished within prescribed time parameters, within budget, while taking a holistic approach to the integration of the applications. The role of this position is production and project support and planning activities that are aligned with strategic and operational improvements and initiatives. The employee will interpret and respond to user problems related to information systems and perform project task assignments. The employee will work closely with technical and managerial staff to develop and improve support procedures and ensure specific project goals are accomplished as a team. The employee initiates and owns project improvement initiatives, production support, and project related tasks within their functional area of expertise. Advanced level position with technical work providing specialized database support and application service technical support using Oracle and other vendors' database engines and products in an enterprise Unix or Windows environment supporting administrative or academic information systems and services. This position will be part of a team that works with one or more of several administrative or academic information systems and other associated integrated systems. Performs technical tasks independently in multiple operating systems environments and will work with senior level team members to develop processes and procedures for new and updated service implementations. Tasks are varied in nature and often time critical. The customer base and the service environments are complex. Identification of and adherence to IT best practices and standard operating procedures for the unit are important, however, flexibility in meeting the needs of customers is also a key consideration. Data-based decision making is expected. This position will require some after hours, weekend, and overnight work. Provides leadership and management for the implementation and operations of the technology infrastructure of the University System of Georgia's (USG) central IT environment. Together with the Vice Chancellor and Chief Information Officer and the Associate Vice Chancellor for ITS Atlanta, this position forms the senior leadership team in ITS with the responsibility for IT services and operations in support of the University System of Georgia. 5

6 IT Business Analyst II Administrative Coordinator II IT Business Analyst II Associate Director, Subdivision This is a professional position involving project and end user support of administrative information systems within a group of Business Analysts responsible for ensuring that service goals and objectives are accomplished within prescribed time parameters, within budget, while taking a holistic approach to the integration of the applications. The role of this position is production and project support and planning activities that are aligned with strategic and operational improvements and initiatives. The employee will interpret and respond to user problems related to information systems and perform project task assignments. The employee will work closely with technical and managerial staff to develop and improve support procedures and ensure specific project goals are accomplished as a team. The employee initiates and owns project improvement initiatives, production support, and project related tasks within their functional area of expertise. This position will support two Financial data warehousing applications and a Human Resources data warehousing application. Functional knowledge of PeopleSoft Financials, istrategy, ProClarity, and PeopleSoft HRMS or ADP Payroll along with accounting knowledge and reporting analytical skills are desired but not required. Performs professional and administrative work in support of the CISO and Associate Vice Chancellor/Atlanta. Assists with budgetary control, personnel services, preparation of special reports, and program tracking/implementation. Activities and decisions are varied in nature, requiring independent action and judgment in solving common problems. This is a professional position involving project and end user support of the Banner Student Information System (SIS) administrative information system. The employee will interpret and respond to user problems related to information systems and perform project task assignments. The employee will work closely with technical and managerial staff to develop and improve support procedures and ensure specific project goals are accomplished as a team. The employee initiates and owns project improvement initiatives in his subject matter area of expertise. Plans, coordinates, and provides leadership for a team of business analysts and systems analysts who support the USG data warehouse. This team handles production support for the data warehouse, ensuring that data collection and reporting processes run smoothly, and resolving problems when they do not. Analysis of business intelligence (BI) reporting needs, and development of BI solutions for University System Office and campus customers are key activities for this area. The person in this position ensures that goals and objectives of the services provided are accomplished within prescribed time parameters, within budget, and to meet service goals and customer expectations. The person in this position also participates in tactical and strategic planning activities for the unit and the department. Tasks are varied in nature and often time critical. The customer base and the service environment are complex. Identification of and adherence to IT best practices and standard operating procedures for service area are important, however, flexibility in meeting the needs of customers is also a key consideration. Data-based decision making is expected. 6

7 Associate Director, Subdivision Systems Analyst III Systems Analyst IV IT Business Analyst II Plans, coordinates, and provides leadership for a team of business analysts who are responsible for activities associated with supporting a group of related services and applications. Ensures that goals and objectives of the services are accomplished within prescribed time parameters, within budget, and to meet service goals and customer expectations. Manages a team of employees who are responsible for production support and integration of student support services and operational project and planning initiatives simultaneously. Tasks are varied in nature and often time critical. The customer base and the service environment are complex. Identification of and adherence to IT best practices and standard operating procedures for service area are important, however, flexibility in meeting the needs of customers is also a key consideration. Data-based decision making is expected. This is a professional position involving development assignments in the support of academic information systems within a group of Systems Analysts and Business Analysts responsible for support activities associated with a group of academic information systems ensuring that project and service goals and objectives are accomplished within prescribed time parameters, within budget, and with primary goals of supporting the integration of application systems. The employee will use his/her knowledge of available hardware and software resources to devise technical specifications for computer systems based on functional specifications provided by business analysts. Working as part of a team, this person also designs, codes, documents, tests, tunes and debugs the software that follows from the technical specifications. This position also provides support to the business analysts in resolving issues in production academic applications. This is a professional position involving leadership of technical design, development, implementation and support activities related to the USG data warehouse environment. This unit is responsible for support activities ensuring that project and service goals and objectives are accomplished within prescribed time parameters, within budget, and with primary goals of supporting the integration of application systems. The employee will use his knowledge of available hardware and software resources to design technical specifications for computer systems based on functional specifications provided by business analysts. Working as part of a team, this person also designs, codes, documents, tests, tunes and debugs the software that follows from the technical specifications. This position also provides support to the business analysts in resolving issues in production academic applications. This is a professional position involving project and end user support of academic information systems within a group of Business Analysts responsible for ensuring that service goals and objectives are accomplished within prescribed time parameters, within budget, while taking a holistic approach to the integration of applications supported. The role of this position is production and project support and planning activities that are aligned with strategic and operational improvements and initiatives. The employee will interpret and respond to user problems related to information systems and perform project task assignments. The employee will work closely with technical and managerial staff to develop and improve support procedures and ensure specific project goals are accomplished as a team. The employee initiates and owns project improvement initiatives, production support, and project related tasks within their functional area of expertise. 7

8 Systems Support Specialist III Systems Support Specialist III Director III, Div/Dept IT Network Support Specialist II Advanced level position with technical work providing specialized database support and application service technical support using Oracle and other vendors' database engines and products in an enterprise Unix or Windows environment supporting administrative or academic information systems and services. This position will be part of a team that works with one or more of several administrative or academic information systems and other associated integrated systems. Performs technical tasks independently in multiple operating systems environments and will work with senior level team members to develop processes and procedures for new and updated service implementations. Tasks are varied in nature and often time critical. The customer base and the service environments are complex. Identification of and adherence to IT best practices and standard operating procedures for the unit are important, however, flexibility in meeting the needs of customers is also a key consideration. Data-based decision making is expected. This position will require some after hours, weekend, and overnight work. The Board of Regents of the University System of Georgia, Enterprise Applications Systems is seeking a Systems Support Specialist to provide database administration and applications technical support for the use of Oracle in a UNIX systems environment. This advanced-level position provides Oracle database administration and technical applications support services, working closely with administrative applications development and production support groups. The team supports and interacts with database administration resources on USG campuses in support of Oracle installations in very specific UNIX operating systems and ERP environments. The successful candidate will possess a significant amount of experience in UNIX systems and Oracle environments and be knowledgeable about issues related to the deployment of administrative applications in a client/server and/or web enabled, multi-tier environment. Plans, coordinates, and provides leadership for service area directors and staff responsible for activities associated with supporting diverse but related academic services and applications. Ensures that goals and objectives of multiple services are accomplished within prescribed time parameters, within budget, and to meet service goals and customer expectations. Units directed by the person in this position deliver academic information systems production support, application systems development and integration, and strategic project management and planning services to University System Office and campus customers. The unit also promotes collaboration and communication among campuses. Tasks are varied in nature and often time critical. The customer bases and the service environment are very complex. Identification of and adherence to IT best practices and standard operating procedures for the unit are important, however, flexibility in meeting the needs of customers is also a key consideration. Data-based decision making is expected. Summary - Under limited supervision will install, administer and maintain telecommunication systems, video conferencing systems, client collaboration environments and related infrastructure and services in accordance with accepted industry standards. As a member of a team, will work closely with management, peers and customers to determine future telecommunications and video conferencing requirements and implement solutions. 8

9 Systems Support Specialist II Director II, Div/Dept Systems Analyst III IT Business Analyst III Intermediate to advanced level position with technical work providing specialized database support and application service technical support using Oracle and other vendors' database engines and products in an enterprise Unix or Windows environment supporting administrative or academic information systems and services. This position will be part of a team that works with one or more of several administrative or academic information systems and other associated integrated systems. Performs technical tasks independently in multiple operating systems environments and will work with senior level team members to develop processes and procedures for new and updated information systems implementations. Tasks are varied in nature and often time critical. The customer base and the service environment are complex. Identification of and adherence to IT best practices and standard operating procedures for the unit are important, however, flexibility in meeting the needs of customers is also a key consideration. Data-based decision making is expected. Plans, coordinates, and provides leadership for a team of business analysts, developers, database administrators, and other personnel who are responsible for activities associated with supporting a group of data warehouse-related services and applications for the USG, and in support of the State P-20 Data System. Ensures that goals and objectives of the services are accomplished within prescribed time parameters, within budget, and to meet service goals and customer expectations. Manages teams of employees who are responsible for production support, application systems development and integration, database administration, and strategic project and planning initiatives simultaneously. Tasks are varied in nature and often time critical. The customer base and the service environment are complex. Identification of and adherence to IT best practices and standard operating procedures for the unit are important, however, flexibility in meeting the needs of customers is also a key consideration. Data-based decision making is expected. This is a professional position involving development assignments in the support of data warehouse systems and applications within a group of Systems Analysts and Business Analysts. This unit is responsible for support activities ensuring that project and service goals and objectives are accomplished within prescribed time parameters, within budget, and with primary goals of supporting the integration of application systems. The employee will use his knowledge of available hardware and software resources to devise technical specifications for computer systems based on functional specifications provided by business analysts. Working as part of a team, this person also designs, codes, documents, tests, tunes and debugs the software that follows from the technical specifications. This position also provides support to the business analysts in resolving issues in production academic applications Summary - This is a professional position involving project and end user support of data administration systems within a group of systems and business analysts responsible for ensuring that service goals and objectives are accomplished within prescribed time parameters, within budget, while taking a holistic approach to the integration of the applications. The role of this position is production and project support and planning activities that are aligned with strategic and operational improvements and initiatives for the University System of Georgia data warehouse. The employee will plan and execute all phases of the QA/testing process on USG business intelligence and data warehousing projects. The employee will work closely with technical and managerial staff to develop and improve support procedures and ensure specific goals are accomplished as a team. 9

10 IT Project Manager II Business Operations Professional III Assistant Director for Financial Systems & Services IT Business Analyst III The Georgia ONmyLINE Project Manager II provides leadership for promoting an awareness of distance education opportunities within the University System of Georgia. Manages the Georgia ONmyLINE Public Website. Serves as the USG SREB Electronic Campus Representative. Assists in the planning and execution of professional development activities focused on online education. The individual occupying this position will do analysis of ITS' monthly, quarterly, and yearly costs, spending, and revenue models. He or she will use the resources at ITS disposal in order to arrive at certain recommendations for management regarding the best courses of action to take. This position is crucial in the overall decision making of the financial modeling management. The individual will observe proper allocation of resources and help improve the efficiency of operations. He or she will help determine information that is significant for the purpose of cost benefit analysis and production unit costs. He or she may also be tasked to plan or strategize regarding new products or services and evaluate potential costing models and provide data for opportunity costs regarding certain decisions by management. Under general supervision of the Director of Fiscal Applications Support, the Assistant Director Financial Systems and Services manages the daily responsibilities of a group of matter experts (SMEs) for life-cycle enhancement and support of one or more of the modules associated with the University of Georgia's (USG) implementation of PeopleSoft Financials and its interface and integration with other enterprise applications. The Assistant Director leads a team of SMEs that is responsible for customer support, planning, analysis, functional design and testing, maintenance, and/or enhancements to one or more of the Financials modules. The Assistant Director is responsible for working with the USG member institutions for the administration of the data, determining and interfacing the scheduling of batch operations and coordination of system maintenance with IT professionals and systems support personnel. The Assistant Director's team effectively documents and supports the structure and functions of the extremely complex modules(s) for other managers and institutional personnel to insure that the system(s) continue to operate smoothly even while modifications and enhancements are being made. The Assistant Director acts as a research analyst and application expert for personnel in the business area and for outside consultants hired to make modifications or enhancements to the system(s). Works with the Director and other team members to develop common standards and procedures for program and data maintenance and enhancements of the assigned modules including quality assurance and testing procedures. This Assistant Director's responsibilities are heavily concentrated on the General Ledger and Commitment Control modules of the USG implementation of PeopleSoft Financials and the associated integration points with other applications. Summary - This is a professional position involving project and end user support of data administration systems within a group of systems and business analysts responsible for ensuring that service goals and objectives are accomplished within prescribed time parameters, within budget, while taking a holistic approach to the integration of the applications. The role of this position is production and project support and planning activities that are aligned with strategic and operational improvements and initiatives for the University System of Georgia data warehouse. The employee will plan and execute all phases of the QA/testing process on USG business intelligence and data warehousing projects. The employee will work closely with technical and managerial staff to develop and improve support procedures and ensure specific goals are accomplished as a team. 10

11 Systems Analyst III This is a professional position involving development assignments in the support of data warehouse systems and applications within a group of Systems Analysts and Business Analysts. This unit is responsible for support activities ensuring that project and service goals and objectives are accomplished within prescribed time parameters, within budget, and with primary goals of supporting the integration of application systems. The employee will use his knowledge of available hardware and software resources to devise technical specifications for computer systems based on functional specifications provided by business analysts. Working as part of a team, this person also designs, codes, documents, tests, tunes and debugs the software that follows from the technical specifications. This position also provides support to the business analysts in resolving issues in production academic applications 11

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