HR/Payroll Software Selection

Transcription

1 HR/Payroll Software Selection Demonstration Scripts This document is provided as a convenience for audience use and does not represent the entire set of information to the vendors as part of the RFP process. The following 28 scripts were provided to both vendors Oracle (PeopleSoft) and Workday to demonstrate their software solution for the A&M System. Each day s agenda includes the Script number to include in the session s presented topic. All software presentations must represent functionality found in the baseline functionality of the proposed solution(s). The vendor may use their product tools and configurations, but not software modifications, to demonstrate the scripted scenarios and specified functionality and features. Any modification or enhancement that would be necessary to provide functionality or features stated in the vendor s response to the RFP must be clearly identified during the demonstration sessions. Where nonbaseline functionality is used to support a demonstration script, the software product must be identified during the execution of the script (example, a third party reporting tool or third party timekeeping system). Vendor shall not demonstrate any functionality that is not currently available or that has not already been accounted for in the vendor s Cost Proposal. Cost proposal information should not be revealed in the Software Demonstration; however, vendor may indicate that any functionality currently not available to be demonstrated will be available in a future release of the product.

2 Table of Contents DEMONSTRATION AGENDAS... 3 DEMONSTRATION SCRIPT OBJECTS... 7 DEMONSTRATION SCRIPT LOCATION REFERENCES... 9 Script 1 Navigation and User Interface Script 2 Employee Self Service (ESS) Script 3 Manager Self Service (MSS) Script 4 Day in the Life: Staff Script 5 Day in the Life: Faculty Script 6 Day in the Life: Graduate Assistant (Foreign National) Script 7 Hosting Solution Script 8 Access Security Script 9 Reporting Script 10 Workflow Script 11 Payroll Administration Script 12 Research Time and Effort Script 13 Faculty Administration Script 14 Learning Management Script 15 Recruitment and Applicant Tracking Script 16 Onboarding Script 17 Offboarding Script 18 Time Tracking Script 19 Leave Management Script 20 Benefits Script 21 Retirement Script 22 HR Administration Script 23 Position Management General Script 24 Position Organization Script 25 Compensation Management Script 26 Talent Management Script 27 Performance Management Script 28 Financial System Overview Page 2 Audience Convenience Document Updated 1/16/2015

3 Demonstration Agendas TAMUS HCM System Demonstration Agenda Day 1 Rudder Tower, Room 301, 8:30 a.m. 5:00 p.m. Topic Time Target Audience 1: User Experience Lab, Rudder 302 8:30 5:00 All 2: Company & Product Overview Unscripted Product Overview 8:30 9:45 Script 1 Navigation and User Interface 9:45 10:30 3: Break 10:30 10:45 (cont.) Company & Product Overview Executives, Faculty, Staff, Managers, Dept HR Admins Script 2 Employee Self Service 10:45 11:45 Executives, Faculty, Script 3 - Manager Self Service 11:45 12:30 Staff, Managers, Dept HR Admins 4: Lunch 12:30 1:30 5: User Experience Script 4 Day in the Life: Staff 1:30 2:15 Script 5 Day in the Life: Faculty 2:15 2:45 Script 6 Day in the Life: Graduate Assistant 2:45 3:30 6: Break 3:30 3:45 Faculty, Staff, Managers, Dept HR Admins 7: Finance Finance, Budget, Script 28: Financial System Overview 3:45 5:00 Payroll Admins Special Instructions Topic 1 Topic 2 Topic 7 An adjacent meeting room, Rudder 302, will be available with tables and chairs and internet access for the vendor to provide informal Q&A with administrators and employees and can be used to provide hands-on demonstrations to users. For the Unscripted Product Overview, demonstrate the product as you deem most appropriate. This overview is intended to be high level to show the main features and usability of your product. Provide company background and a brief overview of your HCM software product. Discuss how other higher education clients are using your product. This session is to demonstrate your Financial system which currently is outside the scope of the HCM replacement project; however, it is TAMUS intent to do a future replace of the current legacy Financial system. Vendor should allow time for interactive participation from the audience and allow time for questions. Page 3 Audience Convenience Document Updated 1/16/2015

4 TAMUS HCM System Demonstration Agenda Day 2 Rudder Tower, Room 301, 8:00 a.m. 5:00 p.m. Topic Time Target Audience (continued from Day 1) User Experience Lab Rudder Tower 302 1: Hiring Script 15 - Recruitment and Applicant Tracking 8:00 8:45 Script 16 - Onboarding 8:45 9:15 Script 17 - Offboarding 9:15 9:45 2: Break 9:45 10:00 3: Leave & Time Management 8:30 4:00 All Script 19 - Leave Management 10:00 11:00 Script 18 - Time Tracking 11:00 12:00 4: Lunch (on your own) 12:00 1:00 5: Position Management Script 23 - Position Management General 1:00 1:45 Script 24 - Position Organization 1:45 2:00 Script 25 - Compensation Management 2:00 2:45 6: Break 2:45 3:00 7: Payroll Script 11 Payroll Administration 3:00 5:00 Special Instructions HR, Dept HR Admins HR, Payroll, Dept HR Admins HR, Payroll, Dept HR Admins Payroll Topic - All Vendor should allot a minimum of 5 minutes at the end of each topic for questions. Page 4 Audience Convenience Document Updated 1/16/2015

5 TAMUS HCM System Demonstration Agenda Day 3 Evans Library, Room 204, 8:00 a.m. 5:00 p.m. Topic Time Target Audience 1: HR Administration Script 22 - HR Administration 8:00 8:45 2: Talent & Performance Script 26 - Talent Management 8:45 9:15 Script 27 - Performance Management 9:15 9:45 3: Break 9:45 10:00 4: Faculty Administration Script 13 - Faculty Administration 10:00 11:00 Script 12 - Research Time and Effort 11:00 12:15 5: Lunch (on your own) 12:15 1:15 6: Benefits Script 20 Benefits 1:15 3:15 Script 21 - Retirement 3:15 3:45 7: Break 3:45 4:00 8: Learning 4:00 5:00 Script 14 Learning Management 4:00 5:00 HR, Dept HR Admins HR, Dept HR Admins Faculty Admins, PI s, HR, Dept Admins HR, Benefits Administrators HR, Training Admins Special Instructions Topic - All Vendor should allot a minimum of 5 minutes at the end of each topic for questions. Page 5 Audience Convenience Document Updated 1/16/2015

6 TAMUS HCM System Demonstration Agenda Day 4 Memorial Student Center, Room 1400, 8:30 a.m. 2:30 p.m. Topic Time Target Audience 1 - Hosting Solution Services Script 7 - Hosting Solution 8:30 9:30 IT, CIO s Script 8 - Access Security 9:30 10:00 2 Break 10:00 10: Workflow and Reporting 10:15 11:30 Script 10 - Workflow 10:15 11:00 IT/Developers and DW Script 9 - Reporting 11:00 11:30 4 Wrap-up Q&A 11:30 12:00 All, Evaluation Team Special Instructions Topic - All Vendor should allot a minimum of 5 minutes at the end of each Topic for questions. Topic 4 Optional 30 minutes provided for vendor, audience and/or Evaluation Team Q&A if needed. Page 6 Audience Convenience Document Updated 1/16/2015

7 Demonstration Script Objects Demonstration Instructions Demonstration scripts have been included that are to be executed in the order documented on the agendas and within the allowable time schedule. In some cases, the same step(s) will be included in different scripts;. this occurs because that particular functionality needs to be viewed by the attendees of the functional area being demonstrated who have not necessarily attended other functional areas where that script was also demonstrated. Vendors should pre-configure their demonstration software to accommodate the particular characteristics of each script. For example, where a script references a particular named object, shown below, such as an employee name (e.g. Jim Smith, Dr. Jones) or location (e.g. TEES), the vendor must use those named objects in the execution of the script. Where the named objects are generic (e.g. HR Recruiter, Benefits Manager), those objects may be demonstrated in any way the vendor deems most appropriate. All terms used in the description of the scripts are either general in nature or specific to the related business process. Where a particular term might need clarification, that term was defined in the Glossary of Terms and Acronyms section of the RFP, and a list of organization/location acronyms is on page 12 of this script document. Object Name Object type Affiliation Reports To Script Where Used A&M Care J Plan Benefit Plan TAMUS NA 6 AL-RSCH System Member NA NA AGRSEC Security Group NA NA 8 Alan Employee Forest Ranger AL-RSCH Ken 10, 18, 23 ALLSECR Security Group NA NA 8 ALLSECU Security Group NA NA 8 Assertiveness Training Training Course TAMUS NA 4, 14 Benefits Administrator Central HR Role None NA 20, 21 Brian Employee, Clerk III NA NA 22 Carol Employee, HR Admin AL-RSCH NA 10, 22 Clerk III Position TAMU NA 26 Compensation Manager Central HR Role None NA 25 Director Employee, Department Head TEES NA 24 Dr. Argon Employee, Assistant Professor None NA 5, 12, 13 Dr. Jones Employee, Faculty and Ticker Taker TAMU NA 11, 12, 17, 21 Elizabeth Employee TFS NA 15 Engineering Researcher Employee TEES NA 11 Financial Assistant Employee, TEES Jeff Martin 4 Grad Plan Benefit Plan TAMUS NA 6 HR Administrator Central HR Role TAMU NA 6, 10, 16, 18, 22 HR Recruiter Central HR Role TAMU NA 15 Jeff Martin Employee, Manager TEES NA 4 Jim Smith Applicant and Employee TEES Jeff Martin 4, 9 Joann Employee TEES Noreen 10, 27 Page 7 Audience Convenience Document Updated 1/16/2015

8 Object Name Object type Affiliation Reports To Script Where Used John Employee, Purchasing AL-RSCH Ken and Alan 19, 23 Keith Employee, Receiving Assistant TEES Noreen 22 Ken Employee, Hiring Manager and DB Administrator AL-RSCH Louis 10, 15, 18, 23, 27 Levi Employee, Department Head TAMU President 27 Li Cheung (Foreign National) Employee, Graduate Assistant TAMU NA 6 Louis Employee, Manager AL-RSCH NA 18, 27 Marco Visiting Scholar (not paid UC Berkley / employee) TAMU NA 13 Maria Employee, HR Departmental Administrator TAMU Levi 27 Noreen Employee, Hiring Manager TEES Director 10, 15, 19, 27 Office of BioSafety Department TAMU NA 14 Paul Employee, Purchasing NA Peter and Louis 17, 18, 22, 27 Peter Employee, Manager NA NA 27 Project Manager Open Position NA NA 26 Ramon Visiting Scholar (not paid employee) Harvard / TAMU NA 13 Raul Employee, Staff Assistant None Dr. Argon 5, 13, 17 Ringo Employee, Purchasing TEES NA 9, 22 Scott Employee, Bus Driver NA NA 22 Sharif Bishara (Foreign National) Employee, Data Analyst TEES Noreen 16, 19 TAMU System Member NA NA 5, 6, 11, 12, 13, 16, 17, 19, 21,22, 27 TAMUCC System Member NA NA 16 TEES System Member NA NA 4, 9, 10, 11, 15 TEESSEC Security Group NA NA 8 TEEX System Member NA NA 19 TFS System Member NA NA 15 TTI System Member NA NA 19 University Librarian Employee TAMU NA 11 Page 8 Audience Convenience Document Updated 1/16/2015

9 Demonstration Script Location References Below is a list of the organization / location entities within The Texas A&M University System that may be referenced in the scripts; collectively, these are referred to as System Members. Name Acronym Entity Texas A&M University System TAMUS Entire Organization Texas A&M AgriLife Research AL-RSCH State Agency Texas A&M Transportation Institute TTI State Agency Texas A&M Engineering Extension Service TEEX State Agency Texas A&M Engineering Experiment Station TEES State Agency Texas A&M Forest Service TFS State Agency Texas A&M University at Galveston TAMUG University Texas A&M University Health Science Center HSC University (Medical) Texas A&M University - Corpus Christi TAMUCC University Texas A&M University - Kingsville TAMUK University Texas A&M University - Central Texas TAMUCT University Texas A&M International University TAMIU University Texas A&M University - College Station TAMU University Texas A&M University - Texarkana TAMUT University Texas A&M University - San Antonio TAMUSA University Prairie View A&M University PVAMU University Texas A&M University - Commerce TAMUC University System Offices SO Adminstrative Offices Tarleton State University TARLETON University Texas A&M Veterinary Medical Diagnostic Laboratory TVMDL State Agency West Texas A&M University WTAMU University Texas A&M AgriLife Extension Service AL-EXT State Agency Texas A&M Sponsored Research SRS State Agency Page 9 Audience Convenience Document Updated 1/16/2015

10 Script 1 Navigation and User Interface Navigation and User Interface Show the general navigation and user interface features of your software. The features should work the same whether the user operates a Windows device or a Macintosh device. If there are situations where device standards change how the user operates the system or how their view is changed, describe and point out those differences during the demo where they are applicable. Step Action Walk through the system to demonstrate how screens look and operate. Show general navigation. 01 Also show how a user can customize their screens or their navigation options to be specific to their needs. 02 Show how and where online help can be accessed. Demonstrate how you support context sensitive help. 03 Show how the system communicates error messages to the user. 04 Show how spell checking can be accomplished on user entered text fields. 05 Show hot key capabilities, if available. 07 Demonstrate drill down capabilities of the system. 08 Demonstrate how documents can be attached to an employee record. 09 Show how electronic approvals are performed in the system. 10 Show how your system can be accessed on an ipad. 11 Show how your system can be accessed on a smart phone. Page 10 Audience Convenience Document Updated 1/16/2015

11 Script 2 Employee Self Service (ESS) Employee Self Service Demonstrate the capabilities of the ESS system Employee can view and take action on only their records and events. Step Action 01 Demonstrate the multiple ways an employee can access ESS (PC, cell phone, other). 02 Demonstrate how the employee views their own pay-related events, e.g. check stub, deductions, gross pay, W-4, etc. 03 Demonstrate how the employee updates their own record, e.g., direct deposit information. 04 Demonstrate how an employee submits a request for time off and how that request is routed for approval. 05 Demonstrate how an employee registers for an employee training course. 06 Demonstrate how the employee reviews his/her own insurance benefits coverage. 07 Demonstrate the notification process to employees and the functionality of insurance open enrollment. 08 Demonstrate the employee selecting an optional vision insurance plan during open enrollment. Show how an employee can change his/her address from Texas (no state taxes) to Minnesota (state 08 taxes). Show how the system automatically edits the employee s master record and payroll records for taxing. 09 Demonstrate how an employee changes their W4 information and how the system is updated with that change. An employee has multiple positions in two different System Members. Show what they can see in ESS regarding their: 10 a) pay history b) leave balances c) leave requests for the two positions d) combined System employment history. 11 Demonstrate how the employee can view and acknowledge their position description. 12 Demonstrate other features of the ESS system as deemed appropriate. Page 11 Audience Convenience Document Updated 1/16/2015

12 Script 3 Manager Self Service (MSS) Manager Self Service Demonstrate the capabilities of the MSS Manager can view and take some actions for employees within their direct line of supervision but not another manager s employees. Step Action 01 Demonstrate how a manager submits a requisition for a position. 02 Demonstrate how a manager requests a new hire be added to organization. 03 Demonstrate how a manager views a list of their direct-report employees. 04 Demonstrate how a manager views an employee s hours-to-date and earnings-to-date. 05 Demonstrate how a manager views a work schedule of their employees, both scheduled work times and requested time off. 06 Demonstrate how a manager views an employee s position description. 07 Demonstrate how a manager submits a job transfer for an employee. 08 Demonstrate how a manager requests changes to an employee s compensation with a routing and approval process. 09 Demonstrate how a manager requests changes to employee job information. 10 Demonstrate how a manager submits resignation/terminations of an employee. 11 Demonstrate how a manager requests a pay adjustment (off merit cycle) for an employee. 12 Demonstrate how a manager reviews and approve time off requests. 13 Demonstrate how a manager can produce reports on their employees master data fields not marked as confidential. 14 Demonstrate how a manager submits progressive disciplinary actions for tracking. 15 Demonstrate how a manager would complete and route a performance evaluation. 16 Demonstrate how a manager is notified that they have information waiting for them in their MSS. 17 Demonstrate how a manager views the employee s hours-to-date and earnings-to-date. Demonstrate how a Manager with an employee in multiple positions (reporting to multiple 18 managers) is aware of the other positions when they look up the employee in MSS. Show how the Manager approves Leave requests for the employee when the request impacts another position. Page 12 Audience Convenience Document Updated 1/16/2015

13 Script 4 Day in the Life: Staff All This script is intended to walk through the life cycle of an employee process, starting with recruitment and ending with termination. Note that the script includes action steps from the employee s point of view. Because this script is executed on a single day during the demonstration schedule, the built in system clock will not allow for the passage of time intended to be covered in the script (e.g. hired in one year, promoted in another year, terminated in another year). Therefore, the vendor may make use of pre-configured conditions to represent time as they see fit or represent this time as they deem appropriate. Step Action 01 Jim Smith views available job vacancy postings at TAMUS. He applied for and was selected for a Financial Assistant position at TEES. Jim receives the offer of employment and accepts the offer. Jim is guided through the new hire 02 process through Onboarding (include all ESS functions that are part of a best practice new hire process). 03 Jim views the available employee benefits and decides to talk with his wife before making decisions. 04 Jim and his wife made their decisions regarding benefits coverage, so Jim uses ESS to select medical insurance, optional dental and vision, and life insurance at three times (3 x ) his annual salary. 05 Jim has now been working for two years and uses ESS to manage all his HR information. Show how Jim can look up his paystub and see what he got paid on his most recent check and year-to-date. 06 Jim is interested in developing his skills. He reviews available courses in Learning Management and registers for Assertiveness Training and receives a confirmation notification. 07 Jim submits a request for 10 working days of vacation Leave for a trip to the Bahamas and how the request is routed and approved. Jim s wife calls and tells them they are having a baby. Jim looks up Employee Only and Employee 08 and Family benefits information and notices a cost increase. He decides to get a better job to pay for this; so he peruses the internal job board for other opportunities at TAMUS. 09 Jim s performance evaluation is due. Show how his manager Jeff Martin begins a performance evaluation process and what Jim will see in the system. 10 Jim s baby girl is born and he now adds her as a dependent for medical insurance coverage through ESS and uploads the birth certificate as prompted for dependent eligibility verification. Jim takes a new position with the University of Texas (another state agency) Demonstrate the 11 termination and Offboarding process for Jim, including zeroing vacation leave balance rather than paying out in a lump sum since the hours begun a starting balance at the new state employer. Page 13 Audience Convenience Document Updated 1/16/2015

14 Script 5 Day in the Life: Faculty Faculty Administration This script is intended to walk through the life cycle of an employee process, starting with recruitment and ending with termination. Note that the script includes action steps from the faculty s point of view. Because this script is executed on a single day during the demonstration schedule, the built in system clock will not allow for the passage of time intended to be covered in the script (e.g. hired in one year, promoted in another year, terminated in another year). Therefore, the vendor may make use of pre-configured conditions to represent time as they see fit or represent this time as they deem appropriate. Step Action Dr. Argon views available job postings and applies for a tenure-track Assistant Professor in the Department of Anthropology at TAMU. He meets the requirements of PhD in DNA analysis and postdoctoral researcher in an ancient DNA laboratory, prior teaching experience, research publications and success in obtaining grants for research. Demonstrate how Dr. Argon can apply for this position and submit cover letter, CV, teaching evaluations, publications and three references. Dr. Argon is the selected applicant and offered the positions. Dr. Argon accepts the position. Dr. Argon is guided through the new hire process through Onboarding (include all ESS functions that are part of a best practice new hire process). Dr. Argon is an Assistant Professor on tenure-track. He just completed a research publication. Show how he can update his record on the publication. Show how other management employees can view / track this information on faculty. Dr. Argon is ORP eligible (Optional Retirement Plan) and has 90 days from his date of hire to select his ORP vendor plan. He receives a workflow notice in ESS that he has 10 days left. Dr. Argon is also a PI for a research project and accesses the system to assure he is flagged as a PI and the sponsored contract information is correct. Dr. Argon s daughter is participating in a piano recital at school the next day. He submits 2 hours sick time off which can be used for educational activity leave; and the time off is approved by his Department Head. Dr. Argon receives notification through MSS that his staff assistant Raul submitted a timesheet for the prior week. Dr. Argon reviews and approves the timesheet. Dr. Argon is 10% effort a sponsored project with AL-RSCH and access the system to assure his effort documentation. Dr. Argon is PI on a sponsored project with four employees who have not certified their effort for the past certification period. Show how Dr. Argon is notified of the omission Dr. Argon receives notification that annual evaluation has been performed by his Department Head. Dr. Argon receives notification to review. Dr. Argon submits his resignation in the middle of a six month certification period; since he is PI eligible, notification is sent to his Department Head as part of the Offboarding process. Page 14 Audience Convenience Document Updated 1/16/2015

15 Script 6 Day in the Life: Graduate Assistant (Foreign National) Demonstration Instructions Recruitment, On-boarding, Employment Eligibility, and I-9 processing. This script is intended to walk through specific onboarding and employment processes associated with employing a Graduate Assistant who is a foreign national. Because this script is executed on a single day during the demonstration schedule, the built in system clock will not allow for the passage of time intended to be covered in the script (e.g. hired in one year, promoted in another year, terminated in another year). Therefore, the vendor may make use of pre-configured conditions to represent time as they see fit or represent this time as they deem appropriate. Step Action Li Cheung, a foreign national from China, has applied for a position as a graduate assistant in the College of Engineering at TAMU. The HR Administrator searches the system to 01 determine whether Li has ever worked for the TAMUS system. There is no record of any previous employment. The HR Administrator updates the application with this information. She is offered the job. Show how the system will notify her to begin the background check 02 process (this may be a 3rd party vendor). 03 Li completes the background check requirements. The HR Administrator gets a notification that Li s background check forms are submitted. 04 Show how the system tracks the background check so that the department can see when it has been cleared, but not see the background check details. The Hiring Department needs to confirm that Li is eligible to work. As a J-1 Sponsored student, Li cannot be hired until approval is received from Sponsored Student Programs (SSP) and International Student Services (ISS) in TAMU. Show how Li s information is 05 automatically routed to these departments and her work authorization is approved. Show how the system is updated to reflect this. (Note - non-sponsored students do not have to get approval from SSP and ISS. Discuss how your system would detect this difference and how the workflow would be impacted.) Because Li is a J-1 student, she must receive written authorization from ARO/RO on a yearly 06 basis. When Li is entered as an employee, show how the system automatically sets up this reminder based on her J-1 foreign student status flag. Li does not have a social security number. Show what the system requires of her instead 07 and how it uses a non-us SSN as an identifier in the HR, Benefits, and Payroll systems. Li completes Section 1 of the I-9. She uploads electronic copies of the required documentation that accompanies the electronic I-9 system. When complete, send a 08 notification to the HR Administrator to complete Section 2. Show the I-9 process and how it integrates with Onboarding. The Engineering Department needs to complete the E-Verify process for LI. Show how the 09 system will use the I-9 data to populate the E-Verify data. Per regulations, students are eligible to work 30 days prior to the start of class. Li s hire 10 date is accidentally entered 40 days before the start of school. Show how your system prevents this hire date from being entered. Page 15 Audience Convenience Document Updated 1/16/2015

16 All international graduate students on a J1 visa are required to have health insurance through The Texas A&M University System. They may select between the Grad Plan or the A&M Care J Plan for this coverage. Show how she selects the Grad Plan. Show how the system can be used to notify the federal Student and Exchange Visitor Information System (SEVIS) that Li is employed with TAMU. Show how her Form 1042-S is electronically stored with her record. Also show how the system maintains the required information to produce the IRS Form 1042 or total for Form Show how taxes are applied for Social Security and Medicare taxes in Li s foreign national status. Payroll needs to process Li s taxes according to the US China tax treaty associated with her status. Explain how tax treaty information is applied in your system. (Currently TAMU uses a third party nonresident alien tax program called Glacier for foreign national taxes). Later Li becomes a US citizen. Show how Li updates her record in ESS to document this status change and the system automatically notifies HR of this change. Show how all the attachments Li provided in ESS (visa, driver s license, background check, SSN, Form 1042 and any others) associated with her hiring record can be viewed by her supervisor except for the background check form which is secured from access. Page 16 Audience Convenience Document Updated 1/16/2015

17 Script 7 Hosting Solution Hosting Solution Discuss / show your technology base, recovery systems, and other infrastructure features. Assumes either a Hosted or Software-as-Service approach Step Action 01 Describe your general technology platform / database / services. 02 Discuss the hosting services. 03 Demonstrate how your system analyzes user access for segregation of duties. 04 Discuss / show how your system tracks user logins. Can log-in tracing to be turned on / off by the user (TAMUS IT)? If so, how does the user configure, analyze, and report on results? 05 In your hosted environment, describe how multi-tenant occupancy is handled. TAMU s preference is to not mix physical infrastructures (separate server and separate VM). Discuss the database system and/or data persistence layer used for the HCM software application. 06 Disclose and discuss any special features or functions of the database or persistence layer used or required by your software application. Briefly discuss any database licensing required. 08 Discuss your approach to providing a high availability solution. Discuss standards and definition of high availability. 09 Describe your transition services if we decide to terminate hosted services later. 10 Discuss your disaster recovery process and how TAMUS can perform a disaster recovery test of data Discuss the options available to support a web single sign on to the HCM software application. 11 TAMUS is primarily interested in a SAML 2.0 integration, and currently TAMUS operates a shibboleth federation. 12 Demonstrate how to purge records in order for TAMUS to comply with state records retention laws. 13 Discus the mobile applications strategy. 14 Discuss the software upgrade process and maintenance services. Page 17 Audience Convenience Document Updated 1/16/2015

18 Script 8 Access Security General Technical Show how security is set up and managed in the system. None Step Action 01 Explain your security model from both an application and database perspective. 02 Describe how you secure access to the database and the metadata. 03 Describe your role-based access controls. 04 Set up a security group called ALLSECR that has Read-Only access to all modules and data in the system. 05 Set up a security group called ALLSECU that has update (add / change / delete) access to all modules / data in the system. 06 Set up two security groups based on the System Member of the individual. Set up one for AL-RSCH (AGRSEC) and set up another for TEES (TEESSEC). 07 Assign security to each group so that they can only view / modify data related to their employees. 08 Add a new user to the system who works in AL-RSCH and assign them to the AGRSEC security class. 09 Show how the ALLSEC group can view TEES data. 10 Show how the newly added AL-RSCH user cannot see TEES data. Page 18 Audience Convenience Document Updated 1/16/2015

19 Script 9 Reporting General and Technical Show general reporting capabilities that are included within your HCM applications. Distinguish between out-of-the-box reporting features versus using reporting tools against a data warehouse. Describe your reporting approach accordingly. Step Action 01 Demonstrate how to run an out-of-the-box query. 02 Demonstrate how a user can create a custom query and save that query within their report portal. Demonstrate how security is implemented to allow viewing of rows and / or columns within a 03 standard report to be restricted based on a user s role and / or /responsibilities. Ringo can only view TEES data and Alan can only view AL-RSCH data. Show Ringo and Alan running the same built-in report but getting different results based on their security. 04 Demonstrate your analytical reporting capabilities (versus straight reporting and querying). 05 Demonstrate your out-of-the-box analytics and dashboards. Discuss role access and how it can differently support create/edit/view access permissions at 06 multiple System Members, and at what level or user grouping of each System Member, e.g. Department, Supervisor or job-based roles. Include in discussion the access for 3 rd party integrated applications Page 19 Audience Convenience Document Updated 1/16/2015

20 Script 10 Workflow General and Technical Demonstrate workflow capabilities and development tools in the system and the use of API s. The features should operate the same whether the user operates a Windows device or a Macintosh device. If there are situations where device standards change how the user operates the system, describe and point out those differences. Step Action 01 Discuss the system s Workflow, Development Tools, Application Programming Interfaces (API s). 02 Demonstrate the range of pre-configured workflows in the system. 03 Demonstrate how to modify pre-configured workflows. 04 Demonstrate how the system supports electronic signatures in any workflow process. Demonstrate how routing and approval workflow for the same process can differ by System Member. 05 a) Alan works for AL-RSCH and applies for vacation time off. The request must be automatically routed to Alan s boss Ken, Ken s boss, and Carol, the HR Administrator. b) Joann works for TEES and applies for administrative leave time off. Her request only needs to be approved by her boss Noreen. 06 Demonstrate how a user can dynamically add an approver to a workflow process. 07 Demonstrate how a workflow approval can be performed by members of a group, e.g., multiple approvers are in a group and any one of them could approve a work item. 08 Demonstrate how a notification or information copy of a process can be inserted into a workflow process 09 Demonstrate how delegations can be either temporary or permanent. 10 Demonstrate a user s inbox with multiple work items. 11 Demonstrate a person s outbox, i.e., a historical view of all work flow items performed to allow a user to find an action they previously took and see the current state of that action. Page 20 Audience Convenience Document Updated 1/16/2015