METROPOLITAN WASHINGTON AIRPORTS AUTHORITY HUMAN RESOURCES MANAGEMENT SYSTEM (HRMS)

Transcription

1 METROPOLITAN WASHINGTON AIRPORTS AUTHORITY HUMAN RESOURCES MANAGEMENT SYSTEM (HRMS) STATEMENT OF WORK CONTRACT NUMBER: 1-16-C006 AUGUST 2015

2 Contents 1. Purpose and Background BACKGROUND SCOPE OVERVIEW AIRPORTS AUTHORITY REFERENCE MATERIALS AND STANDARDS and Operations HRMS SUPPORT ORGANIZATIONS HRMS OPERATIONAL ENVIRONMENT FUNCTIONS SUPPORTED BY HRMS System Architecture CURRENT SYSTEM ARCHITECTURE HRIS TARGET ARCHITECTURE HRMS Detailed Scope SCOPE SUMMARY DETAILED SCOPE TASKS HRMS Task 1 Program Services HRMS Task 2 Requirements Services HRMS Task 3 SaaS Solution Services HRMS Task 4 Business Process Redesign Services HRMS Task 5 Contract Hosting Services HRMS Task 6 Data Cleansing, Migration, Validation, and Services HRMS Task 7 Interface Development Services HRMS Task 8 Testing Services HRMS Task 9 Training Services HRMS Task 10 Full Implementation and Cutover (Go-Live) Services HRMS Task 11 O&M Services HRMS Task 12 Payroll Printing and Funding Services Supplemental Services ii

3 Deliverables Summary Perfmance Standards and SLAs SLAS System Reliability Incident Response Time Incident Resolution Time Hosting Security Disaster Recovery and COOP Elastic Scaling Deliverable Quality Payroll Tax Filings and Payments SLA MANAGEMENT Terms f Nonperfmance Terms of Changes to SLAs Appendix A HRMS Detailed Requirements... A-1 Appendix B Reference Materials... B-1 Appendix C System Interfaces... C-1 Appendix D Initial Service Level Agreements (checklist)... D-1 Appendix E HR and Payroll Repts... E-1 Figures Figure 3-1. Current HRIS Figure 3-2. HRMS High-Level Requirements Tables Table 1-1. HRMS Requirements Summary... 2 Table 2-1. Estimated User Breakdown by User Type... 7 Table 3-1. Current HRIS Ce Capabilities, Interfaces, and Manual Processes Table 3-2. HRMS Ce Capabilities and Interfaces Table 4-2. HRMS Detailed Task Summary Table 4-3. Issue Classifications Table 4-4. HRMS Contract Deliverables iii

4 Table 5-2. Incident Response Time Issue Classifications and SLAs Table 5-3. Incident Resolution Time Issue Classifications and SLAs Table 5-1. HRMS SLA Summary iv

5 1. Purpose and Background This statement of wk (SOW) identifies the Metropolitan Washington Airpts Authity s (MWAA Airpts Authity) requirements f the acquisition of a new Human Resource System (HRMS) delivered as a software-as-a-service (SaaS) cloud computing human resources (HR) service solution. The new HRMS will replace the legacy Human Resources Infmation System (HRIS). 1.1 BACKGROUND The Airpts Authity is responsible f the management, operation, and capital improvement of two airpts in the Washington metropolitan area, Reagan National (DCA) and Washington Dulles International (IAD) Airpts. These airpts provide domestic and international air service to over 40 million passengers f the mid-atlantic region. The Airpts Authity also manages the Dulles Toll Road and the project to extend the Metrail Silver Line to IAD and Loudoun County. The Airpts Authity is led by a 17-member board of directs appointed by the governs of Virginia and Maryland, the may of Washington, DC, and the president of the United States. The ganization currently consists of 500 retirees and 1,600 employees, who suppt central administration, airpts management, and operations and operate police and fire departments. In suppt of its mission to improve efficiency and maintain quality, cost-effective operations, the Airpts Authity wants to replace its legacy HRIS. The objective is to acquire a me robust, user-friendly, fully integrated, commercial off-the-shelf (COTS), SaaS cloud-based HR solution. The selected solution will enable the Airpts Authity to me effectively manage all HR functions, suppting the management of employee and retiree needs throughout the employee life-cycle. 1.2 SCOPE OVERVIEW The legacy HRIS was implemented 11 years ago. It consists of six siloed modules that do not adequately suppt the management and transmission of HR data needed to manage the employee life-cycle. The system lacks integration, is lab intensive (requiring paper-based processes at risk f errs and rewk), promotes duplication of efft, and does not offer provide robust repting f decision making. The legacy HRIS includes six modules: 1. Time and attendance 2. Payroll 3. Benefits 4. Personnel 5. Recruitment 6. Repting. 1

6 Purpose and Background The Airpts Authity seeks to replace the legacy HRIS with a single, fully integrated COTS SaaS HR solution that has scalable functionality, real-time data access, user-friendly interfaces, automated transactions, and robust analytics and repting capabilities. It must also feature multiple access levels with security that can be used to define and limit access and data visibility to specific, Airpts Authity defined user groups (such as employees, retirees, HR, and management). The new HRMS will eliminate the use of siloed legacy systems, spreadsheets, and manual processes and duplication of efft, while significantly reducing processing time. The contract shall deliver a new HRMS to replace the legacy HRIS that provides the HR capabilities and functionality found in the six existing modules and four new capabilities that will enhance Airpts Authity HR capabilities (Table 1-1). Table 1-1. HRMS Requirements Summary Existing Capabilities Time and Attendance (Self-Service) Payroll Benefits (Self-Service) Personnel (Self-Service) Recruitment Repting New Capabilities Employee Development Perfmance Onboarding and Off-boarding Compensation The contract shall deliver a complete HRMS solution to meet Airpts Authity requirements via a SaaS delivery model, all services necessary to implement the SaaS solution, and the operations and maintenance (O&M) suppt services necessary to host and operate the solution in a secure cloud computing environment. The contract shall furnish all services to acquire, develop, test, implement, and suppt this HRMS solution over the contract period of perfmance, including all system documentation and deliverables. The contract shall provide the following suppt services: HRMS initial implementation (investment). Program management services until the system is determined by the Airpts Authity to be fully operational; requirements management services; SaaS solution implementation services; business process redesign (BPR) services; contract hosting services; data cleansing, migration, validation, and data management services; interface development services; testing services; training services; and full implementation and cutover (go-live) services. HRMS O&M (sustainment). Recurring O&M services, including SaaS solution management, solution hosting and netwk management, security and service-level agreement (SLA) suppt, recds and data management, change management, customer suppt (help desk), and payroll printing services. Supplemental services. To provide services related to the O&M and improvement of the HRMS after the system becomes operational. 2

7 Purpose and Background The following sections constitute the remainder of the SOW: Section 2, and Operations. The Airpts Authity s HRMS suppt ganizations, operating environment, and user community. Section 3, System Architecture. The current system design and the target architecture. Section 4, Detailed Scope. Detailed HRMS task statements f this contract. Section 5, Perfmance Standards and SLAs. The initial list of SLAs f the HRMS solution. Appendix A, HRMS Detailed Requirements. HRMS functional and technical requirements. Appendix B, Reference Materials. Applicable references and standards f the HRMS solution. Appendix C, System Interfaces. HRMS system interfaces. Appendix D, Initial Service-Level Agreements. The SLA table. Appendix E, HR and Payroll Repts. List of repts used by HR and the Payroll department. 1.3 AIRPORTS AUTHORITY REFERENCE MATERIALS AND STANDARDS Airpts Authity policies associated with HR, cloud computing, infmation technology (IT), and contracting are well established and suppted. The contract shall refer to the reference materials in Appendix B when meeting the requirements of this SOW. In the event of a conflict between this SOW and the cited references, this SOW takes precedence. 3

8 2. and Operations 2.1 HRMS SUPPORT ORGANIZATIONS The HRMS program is critical to the administrative operations of the Airpts Authity. Three Airpts Authity ganizations are the primary administrats of the HRMS solution: the Office of Human Resources and Administrative Services is the lead ganization and system spons, the Office of Finance manages payroll, and the Office of Technology directly suppts the HRMS program: Human Resources and Administrative Services (MA-500). This group develops and manages programs, systems, and services that attract, hire, retain, and suppt a qualified, talented, and diverse wkfce. It manages all HR processes at the Airpts Authity, including the current HRIS. The project spons f this procurement and overall oversight and suppt of the new HRMS application reside in this office. Office of Finance (MA-20). The Payroll Department within the Office of Finance is responsible f processing payroll transactions f approximately 1,600 employees f eight pay categies career full-time regular, career part-time regular, full-time tempary, part-time tempary, summer intern tempary (students), summer trades causals, term employees, and casual employees f three separate cpate entities. The department applies different pay policies on the basis of employee type: salaried employees (exempt and non-exempt), police, firefighters (both 40- and 56-hour wk week firefighters), trades (exempt and non-exempt), and executives. The payroll function is a 24/7 operation with shift differential pay f Sunday, night differential, holiday pay, and premium pay. The current payroll system can handle eight direct deposits f each employee. The department processes payroll transactions f four employee recognition programs (On the Spot, I Made a Difference Awards, President Circle Awards, and Service Awards), two recruitment bonus programs (sign-on bonuses and referral bonuses), five different unions, and seven types of involuntary deductions (garnishments, child suppt, federal lien/levy, state tax lien/levy, county tax lien/levy, bankruptcies, and education loans). There are also six pension plans General Plan, Police/Fire Plan, Civil Service Retirement System (CSRS), CSRS-Fire, Federal Employees Retirement System (FERS), and FERS-Fire and three deferred compensation retirement plans Defined Benefit Retirement plan f career employees, Thrift Savings Plan (TSP) f fmer federal employees, and 457 Voluntary Retirement Savings plan with 401(a) company match f all other eligible employees. In addition, the department processes deductions f life insurance, long-term disability, flexible spending accounts (FSAs), union dues, and voluntary insurance plans. 4

9 System Architecture The current service provider handles filing of all federal, state, and local taxes with the Internal Revenue Service (IRS) and in five states (Virginia, Maryland, District of Columbia, Pennsylvania, and West Virginia). Although the Airpts Authity has three separate cpate entities, it files under one tax ID number. The Airpts Authity must indefinitely maintain and ste all payroll recds, including hours wked by and paid to its employees, because it receives federal, state and local grants. Office of Technology (MA-600). This group develops, operates, and maintains automated infmation systems, infrastructure, telecommunications, and wireless and radio systems to suppt Airpts Authity operations. It manages the operating systems, application software, hardware, and data centers used to host the current HRIS systems and modules. It also provides netwk suppt and maintenance f the servers that host the HRIS application software. This office and the Airpts Authity s chief infmation officer (CIO) are key proponents of the HRMS project. Together, they will wk with the HRMS contract and Airpts Authity stakeholders to ensure an optimal HRMS solution meeting the SLA is implemented on schedule. 2.2 HRMS OPERATIONAL ENVIRONMENT Airpts Authity employees suppt operations at Washington Metropolitan area facilities: Central administration offices Airpt management and operations at DCA, including airpt operations, engineering and maintenance, and airpt administration Airpt management and operations at IAD, including airpt operations, engineering and maintenance, airpt administration, the Dulles Toll Road, and the Dulles crid Metrail project The Office of Public Safety, including the police department, fire department, and public safety administration. Participation in HRMS processes will differ by user type. The system must permit the definition of multiple user profiles and access levels, each with appropriate security controls that need to be easily defined by the Airpts Authity befe implementation; that can also be modified as required by the Airpts Authity. This will establish the authized access level f the defined user groups. In addition, all users must have remote access to accommodate self-service functionality through a self-service web ptal, removing the necessity f HR assistance f routine tasks. The user groups will number five, at a minimum, all of which will require access to the HRMS 24 hours per day, every day, year-round on-site at Airpts Authity facilities and remotely via personal computers (PCs) and mobile devices (such as mobile phones and tablets): 5

10 System Architecture System administrats. Although the contract is responsible f administering its SaaS software application, Office of Technology system administrats at the Technology Service Desk will oversee and monit system operations f Airpts Authity users. They will wk with the contract to minimize system downtime and disruption of service and ensure steady system operations. They will require unlimited access to the system via their Airpts Authity PCs in their wk areas as well as remote access. Power users. These employees will interact with the system daily. They will oversee HRMS operations and require access to HRMS recds f all employees in their wk site ganization structure. Because they will use me features of the system and access me system functionality, they may serve as customer service representatives f non-power users. They will also have the authity to conduct robust analyses and create repts to aid managers with decision making. Power users will typically access the system from PCs in their wkstations and through remote access using mobile devices. Standard users. These employees will use the system f routine tasks and basic functionality. They require a fast, easy-to-use system to access their HRMS recds and process routine transactions. Most standard users will access the system from PCs at their wkstations and remotely through mobile devices. Non-standard users. Airpts Authity retirees are non-standard users. They will require reduced access to the HRMS, primarily through the self-service function to process benefits and to view and update personnel recds. Public users. These users will have limited access to the HRMS to process actions through the recruitment function to view and apply f position openings. Table 2-1 shows an annual breakdown of the estimated number of users by user type. This count does not consider the mix of full- and part-time personnel; it assumes all employees are full-time. It does consider turnover, retirement, and operational needs f new resources. 6

11 System Architecture Table 2-1. Estimated User Breakdown by User Type Type Base Yr Base Yr Base Yr Base Yr Base Yr Option 1 Yr Option 1 Yr Option 2 Yr Option 2 Yr System administrats Power users Standard users (employees) Non-standard users (retirees) 1,594 1,614 (+20) (+60) 1,634 (+20) 680 (+60) 1,654 (+20) 740 (+60) 1,674 (+20) 800 (+60) 1,694 (+20) 860 (+60) 1,714 (+20) 920 (+20) 1,734 (+20) 980 (+60) 1,754 (+20) 1,040 (+60) Cumulative total 2,180 2,260 2,340 2,420 2,500 2,580 2,660 2,740 2,820 Public users 39,000 39,000 39,000 39,000 39,000 39,000 39,000 39,000 39,000 (recruitment) Total 41,180 41,260 41,340 41,420 41,500 41,580 41,660 41,740 41,820 The number of HRMS users (employees and retirees) will range from 2,180 in 2016 to 2,820 users in This includes 20 new employees and 60 new retirees annually starting in If 39,000 public users access the system annually (assuming 1,500 public users biweekly), the total number of users (employees, retirees, and public users) will range from 41,180 in 2016 to 41,820 in FUNCTIONS SUPPORTED BY HRMS The Airpts Authity s HR office executes multiple functions, each of which the HRMS shall suppt. These functions, along with their transactions and key milestones, are as follows: Benefits. Develops and manages benefit programs that motivate and retain highly qualified employees. Provides f the accurate and confidential handling and maintenance of employee recds. Counsels and assists current and fmer employees regarding benefit and retirement programs. These responsibilities encompass the following: An open benefits enrollment period from October 1 to October 31 Three medical benefit groups and five medical benefit plans Two dental benefit groups and one medical benefit plan Four defined contribution retirement plans Six defined benefit retirement plans Three life insurance plans Six long-term disability plans 7

12 System Architecture Four FSAs 280 maximum annual leave hours per employee Seven Aflac (voluntary insurance) plans. Compensation. Develops and manages competitive compensation systems to attract and retain a high-quality wkfce. Conducts research, special projects, and surveys to remain aware of developments and trends in HR management. Develops, evaluates, and recommends compensation programs. These responsibilities involve the following: 10 salary plans 10 pay scales 724 job descriptions Two career employee types Six non-career employee types Nine management levels 132 job codes (position classifications). Employee and Lab Relations. Negotiates agreements between the Airpts Authity and certified bargaining units, including five unions, consistent with the lab code. Manages compliance of wk groups with lab-management agreements. Provides superviss guidance and advice regarding discipline administration. Administers programs and services providing assistance to employees with personal problems that affect wk perfmance. Organization Development. Suppts the delivery of wk-related training to employees and oversees the learning management system (LMS). This includes the entire training life-cycle, from identifying needed training and creating training materials, to identifying third-party training resources, scheduling and approving training, and training delivery. Risk (Health and Safety). Ensures a safe wking environment f all employees. Tracks and repts all wk-related accidents within the Airpts Authity. Encourages a healthy wkfce using outreach and sponsed initiatives. Payroll. Ensures Airpts Authity employees are paid appropriately at the end of every pay cycle, making the necessary tax deductions. Tracks leave accrual f employees and administers bonuses and other perfmance awards. Payroll responsibilities include the following: 26 biweekly payroll periods Four employee recognition programs 8

13 System Architecture Two recruitment bonus programs 54 earnings codes 70 deduction codes Five payroll tax configurations 174 cost ganizations Seven leave plans. Employee Resources and Personnel (Recruitment). Identifies and hires new Airpts Authity employees. This includes the development of job postings and other outreach material; identifying, screening, and interviewing candidates; and providing onboarding suppt f about 200 new hires per year. Self-service. Basic HR tasks perfmed directly by Airpts Authity employees. This includes initiating employee recd changes (such as address changes), completing benefit enrollment fms, and recding wk hours. Talent. Administers yearly perfmance evaluations f employees. Suppts career planning f employees. Assists with succession planning to ensure the Airpts Authity has adequate continuity of operations (COOP). These responsibilities involve the following: Nine perfmance review templates A midyear perfmance evaluation period from June 1 to June 30 A year-end perfmance evaluation period from November 1 to November 30. HRIS (Wkfce ). Orchestrates the composition and movement of employees at an aggregate level. This includes managing the Airpts Authity s ganizational structure, time and attendance management, employee scheduling, employee separations, and system and recds administration. This involves the following: 54 time codes 211 ganizational units A 40-year HR recds retention policy. (Appendix E lists HR repting requirements.) 9

14 System Architecture 3. System Architecture 3.1 CURRENT SYSTEM ARCHITECTURE HRIS The Airpts Authity s current legacy HRIS was developed 11 years ago to suppt HR activities. The HRIS environment consists of a number of applications and interfaces to external systems and electronic and manual data sources. The extent of the current HRIS is limited by its lack of integration, manual processes, and lab-intensive environment (requiring paper-based processes). The HRIS includes six siloed systems: Time and attendance. The time and attendance management system. Personnel/benefits enrollment (self-service). The employee self-service system used to enter and maintain personnel infmation, administer and manage benefits enrollment, and process and track employee equity (EE) changes. Recruitment. The recruitment management and hiring system. Repting. Standard query and repting tool. Payroll/legacy HRIS (HR/payroll web ptal). The system used to process payroll, manage HR activities, provide employee/manager self-service functionality, and administer benefits through a single web ptal. Benefits/COBRA/FSA. The system used to manage and administer benefits, Consolidated Omnibus Budget Reconciliation Act (COBRA) functions, and FSAs. Each system exchanges data with the legacy HRIS (HR/Payroll web ptal). Figure 3-1 shows the HRIS, including the interfacing systems and external data feeds around the HRIS functions. 10

15 System Architecture Figure 3-1. Current HRIS The legacy HRIS (HR/Payroll Web Ptal) also interfaces with the following Airpts Authity systems: ERP/budget. The Enterprise Resource Planning (ERP) system interfaces with the budgeting system used f budgeting and wkfce planning. The legacy HRIS does not currently interface directly with the budgeting system. Payroll/general ledger. Module within the ERP solution used to manage the Airpts Authity s general ledger. IAD. IAD s time and attendance wk der management system. DCA. DCA s time and attendance wk der management system. Police time and attendance. Police department time and attendance system. 11

16 System Architecture Carriers. Medical, dental, retirement, and prescription drug benefit providers, including United Healthcare, Kaiser Permanente, Caremark, MetLife, 457 Plan, TSP, Wage Wks, and AON. The Legacy HRIS (HR/Payroll web ptal) also manually processes exchanges data with the following Airpts Authity systems: Fire time and attendance. Fire department time and attendance system (manual process) Risk management system. Risk analysis and management system (manual process). LMS. E-learning management system (manual process). Scheduling. The Airpts Authity uses and Excel spreadsheets (manual process) to schedule employees. Table 3-1 summarizes the legacy HRIS applications and system interfaces. (Appendix C lists the current Airpts Authity system interfaces that will suppt the new HRMS solution. It includes the interface name, description, source system, receiving [target] system, interface type, exchange frequency, and comments/notes.) Table 3-1. Current HRIS Ce Capabilities, Interfaces, and Manual Processes Existing Capabilities Existing System Interfaces Existing Manual Processes Time and attendance (self-service) Legacy HRIS (HR/Payroll web ptal) Benefits enrollment (self-service) Personnel (self-service) Recruitment Repting ERP system, wkfce planning, and budget Payroll and general ledger IAD wk der management system DCA wk der management system Police time and attendance Carriers (benefit providers with eight feeds) United Healthcare, Kaiser Permanente, Caremark, MetLife, 457 Plan, TSP, Wage Wks, and AON Fire time and attendance Risk management system LMS Scheduling 3.2 TARGET ARCHITECTURE HRMS The Airpts Authity seeks to acquire a new HRMS to replace the legacy HRIS with a single, fully integrated SaaS HR solution. The new HRMS will suppt all the functions and interfaces of the HRIS legacy system and will enhance HR capabilities by adding new functionality and interfaces (Table 3-2). 12

17 System Architecture Table 3-2. HRMS Ce Capabilities and Interfaces HRMS Capabilities HRMS Interfaces Existing Capabilities New Capabilities Existing System Interfaces New System Interfaces Time and attendance (self-service) Employee development ERP system, wkfce planning, and budget Airpts Authity intranet website Legacy HRIS (HR/payroll web ptal) Benefits enrollment (self-service) Personnel (self-service) Recruitment Repting Perfmance management Onboarding and offboarding Compensation Payroll and general ledger IAD wk der management system DCA wk der management system Airpts Authity internet website Airpts authity active directy Wkfce planning and budget Police time and attendance Public safety wk schedule system Carriers (benefit providers with eight feeds) United Healthcare, Kaiser Permanente, Caremark, MetLife, 457 Plan, TSP, Wage Wks, and AON Airpts Authity ptfolio management system In the new environment, the HRMS will do the following: Replace the current legacy HRIS and manual processes. Be a fully integrated, user-friendly, SaaS COTS solution. Fully suppt and automate HR processes. Provide functionality and interfaces as outlined in Table 3-2. Provide interfaces as outlined in Table 3-2, but reduce the number of integration points, when possible, using a fully integrated system. The wkfce planning and budgeting system currently interfaces with the ERP system (there is no direct interface with the legacy HRIS), but an interface shall be developed on the basis of the contract s HRMS solution. Meet the scope of the Airpts Authity s functional and technical requirements (Appendix A) as shown in Figure 3-2. The functional requirements are ganized by the endto-end HR capabilities focus areas. 13

18 System Architecture Figure 3-2. HRMS High-Level Requirements 14

19 4. Detailed Scope 4.1 SCOPE SUMMARY The contract shall deliver an HRMS that meets the entire scope of the Airpts Authity s requirements, including the following: HRMS solution and capabilities. The contract shall deliver a single, fully integrated, user-friendly, COTS, SaaS HRMS. Table 3-2 shows the capabilities (HR ce life-cycle functions modules) and interfaces the HRMS shall address (listed as existing and new capabilities and interfaces). System requirements. Appendix A describes the full set of functional and technical requirements. The functional requirements are ganized by the end-to-end HR capabilities. User base. The solution shall accommodate 2,180 users (employees and retirees) in 2016, growing to 2,820 in If 39,000 general public users access the system annually, the total number of users (employees, retirees, and general public users) will range from 41,180 in 2016 to 41,820 in Task scope. The contract shall cover the entire scope of the HRMS solution, including initial implementation and recurring O&M activities (Table 4-2). 15

20 Detailed Scope Table 4-1. HRMS Detailed Task Summary Tasks Task 1. Program Services Task 2. Requirements Services Task 3. SaaS Solution Services Task 4. Business Process Redesign Services Task 5. Contract Hosting Services Task 6. Data Cleansing, Migration, Validation, and Services Task 7. Interface Development Services Task 8. Testing Services Task 9. Training Services Task 10. Full Implementation and Cutover (Go-Live) Services Task 11. O&M Services 11.1 SaaS Solution 11.2 Solution Hosting and Netwk 11.3 Security and SLA Suppt 11.4 Recds and Data 11.5 Change 11.6 Customer Suppt (Help Desk) Task 12. Payroll Printing and Funding Services Initial Implementation X X X X X X X X X X O&M X X Initial implementation (investment). The contract shall fully implement all features with a solution that meets all requirements, with a go-live date no later than 6 months after the Airpts Authity approves the final Detailed Project Plan (deliverable 1-2) and the Risk Plan (deliverable 1-3). Full implementation shall include the following services: program management, requirements management; SaaS solution implementation; BPR; contract hosting; data cleansing, migration, validation, and data management; interface development; testing; and training services. O&M (sustainment). The contract shall provide solution capabilities and recurring subscription suppt services over the life of the contract, including SaaS solution management, solution hosting and netwk management, security and SLA suppt, recds and data management, change management, customer suppt (help desk), and payroll printing services. Supplemental services. The contract shall provide additional services related to the O&M and improvement of the HRMS. The contract shall perfm all activities required to provide SaaS services, implement the HRMS solution, and suppt and maintain it f the full range of requirements over the contract period of perfmance. 16

21 Detailed Scope 4.2 DETAILED SCOPE TASKS This subsection describes the maj HRMS tasks and deliverables the contract shall provide to meet the Airpts Authity s requirements f HRMS Tasks 1 through HRMS Task 1 Program Services The contract shall provide program management services, starting at contract award, until the system is fully implemented. Program management functions shall include maintaining and meeting schedule milestones, managing risks, identifying and resolving problems, keeping Airpts Authity management infmed of progress and issues, change management and communications, and managing the contract s staff. Deliverables. The contract shall deliver the following: Deliverable 1-1. Kickoff meeting. The contract shall host a post contract award kickoff meeting at the Airpts Authity facility. The kickoff meeting shall be conducted within 15 calendar days of the effective date of the contract. Deliverable 1-2. Detailed project plan. The contract shall deliver a detailed plan that defines the activities, schedule, and responsibilities f completing and delivering the tasks f the end-to-end HRMS solution. The plan also shall include any dependencies on the Airpts Authity and define its role and responsibilities. The detailed project plan shall include the following: A wk breakdown structure (WBS) that shows the HRMS tasks required to complete the wk and the dependencies of each HRMS task. The WBS should be detailed enough to suppt the accomplishment of HRMS wk. A program schedule that shows the completion dates f maj milestones, tasks, and deliverables. The schedule shall include the following milestones at a minimum: Kickoff meeting Sign-off of the requirements document (Airpts Authity approval) Sign-off of the business process assessment and redesign (Airpts Authity approval) Testing a minimum of two phases: (1) unit testing, requirements traceability testing, data conversion testing, interface testing, and security access testing and (2) user acceptance testing (UAT) Training 17

22 Detailed Scope Full implementation (go-live) O&M. A description of the ganization structure and responsibilities, including the contract s program staff that will implement and maintain the HRMS, and identification of key personnel, including the program manager, requirements lead, solutions architect, BPR lead, integration lead, and test lead. The contract shall describe the team members job functions and responsibilities, provide a team ganizational chart, and describe other cpate groups ganizations that will suppt the HRMS team. A communication plan f keeping the Airpts Authity infmed as well as the contract s strategy f communicating with contract employees on- and off-site. Deliverable 1-3. Risk management plan. The plan shall include the risks the contract believes are inherent in the HRMS solution and a risk register. F each risk, the plan shall include at least a description of the risk, a risk severity rating (high, moderate, low), likelihood of occurrence, definition of each level of severity and likelihood, and a description of the impact and a mitigation strategy f the risk should it occur. Deliverable 1-4. Status repting. The contract shall provide weekly status repts that describe program progress, costs incurred, issues, and their current status. The rept shall be structured to align with the WBS in the detailed project plan. The rept shall describe both the previous week s activities and the planned activities, including any required interfaces, meetings, other Airpts Authity commitments required. The weekly rept shall be delivered every Monday. Deliverable 1-5. Progress meetings. The contract shall participate initially in weekly progress meetings held in person at the Airpts Authity, DCA. The Airpts Authity will notify the contract when the frequency of the progress meetings can change from weekly to biweekly. The contract shall track program progress and resolve issues after the weekly status rept has been delivered. The contract shall prepare and deliver progress meeting minutes listing any action items and outstanding issues. Meeting minutes shall be delivered within 2 days after each progress meeting. The contract shall also attend daily, 10- to 15-minute team sync-up meetings with the Airpts Authity, at which ce team members shall update each other on task status, progress, and issues HRMS Task 2 Requirements Services The contract shall manage the requirements f the HRMS solution, including all functional and technical requirements. (Appendix A contains the full set of functional and technical requirements.) The contract shall demonstrate it fully understands the latest approved HRMS requirements befe testing the system (Task 8, Testing Services). 18

23 Detailed Scope The contract shall manage requirements through the software life-cycle: analyze and document the initial requirements provided by the Airpts Authity (Appendix A), trace and priitize the requirements and develop a requirements baseline, obtain approval from the Airpts Authity of the requirements baseline, track changes to the requirements baseline, and control change management activities. Deliverables. The contract shall deliver the following: Deliverable 2-1. Requirements management plan. The contract shall deliver a requirements management plan that includes the activities, schedule, and responsibilities f managing the HRMS requirements (functional and technical). The plan shall include assumptions and constraints, requirements and definitions, requirements traceability, wkflows and activities, change management, and the process f obtaining approval from the Airpts Authity. Deliverable 2-2. Detailed requirements document and execution. The contract shall execute the approved requirements management plan and deliver the requirements baseline, including functional and technical requirements, with clear traceability of requirements. The contract shall deliver updated requirements documents to the Airpts Authity monthly and when the requirements baseline changes. Deliverable 2-3. System requirements demonstration. The contract shall demonstrate it has the latest approved list of system requirements (functional and technical) befe configuring and testing the HRMS solution HRMS Task 3 SaaS Solution Services The contract shall be responsible f providing and hosting a fully configured HRMS COTS SaaS cloud-based solution with no customization. To facilitate the process and time to fully implement the HRMS COTS solution, the Airpts Authity anticipates that customization of software code will not be needed to meet Airpts Authity requirements. The Airpts Authity is willing to change internal processes, instead, to align with the HRMS solution. The SaaS solution shall suppt configuration options that require no code changes. Such configuration may include creating user roles, creating new data fields, creating and modifying wkflows. It will also include using the new HRMS s available application programming interfaces (APIs) to create interfaces to legacy systems identified in Section 3. The contract shall deliver an optimized HRMS that ensures efficient and effective operations that align with the HRMS SLAs (Section 5). shall include delivery of the SaaS 19

24 Detailed Scope solution on the basis of an assessment and subsequent implementation of system settings needed to meet the Airpts Authity HRMS requirements. To optimize the configuration, repting, and usability of the HRMS SaaS solution, the contract shall complete the following tasks: Analyze and track requirements and deliver required system requirements documentation. Analyze and develop business rules and processes completed in Task 4. Configure the system to meet requirements. Configure the APIs to address interface requirements. Deliverables. The contract shall deliver the following: Deliverable 3-1. management plan. The contract shall deliver a configuration management plan that describes how it will configure the SaaS to meet Airpts Authity requirements and manage and maintain the solution. The plan shall include establishing a system baseline that identifies areas requiring configuration, including APIs, and the schedule to complete the efft. Deliverable 3-2. management plan execution and fully configured HRMS solution. The contract shall execute the approved configuration management plan and deliver a fully configured SaaS solution approved by the Airpts Authity HRMS Task 4 Business Process Redesign Services The contract shall provide BPR services based on the scope of the contracts SaaS solution. The BPR shall include process design, process change management, and business improvement to enable the Airpts Authity to effectively implement new processes while leveraging the full capabilities of the solution with no customization to software code. This suppt shall ensure best practices are implemented f establishing and managing new processes that meet Airpts Authity policies and regulaty requirements under which the Airpts Authity operates. Deliverables. The contract shall deliver the following: Deliverable 4-1. BPR plan. The plan shall include the tasks, schedule, responsibilities, and deliverables required to conduct a business process assessment and redesign the Airpts Authity s practices. Deliverable 4-2. BPR document. This document shall include the new business processes and will need sign-off by the Airpts Authity. Deliverable 4-3. BPR plan execution. The contract shall lead activities in collabation with the Airpts Authity to execute the BPR plan and socialize the new business process changes to HRMS users befe full system implementation. 20

25 Detailed Scope HRMS Task 5 Contract Hosting Services The Airpts Authity is acquiring a SaaS HRMS solution with the understanding that infrastructure management is solely the responsibility of the contract. However, the contract is expected to maintain evidence that it is operating a secure infrastructure environment including a secured data center and netwk, as well as established COOP and disaster recovery plans and meet the security requirements identified in Appendix A. Deliverable. The contract shall deliver the following: Deliverable 5-1. Certification and accreditation (C&A) security input. The contract shall provide documentation summarizing any security audit findings, describing changes to security C&As, and detailing changes to the contract s hosting environment s security posture. This documentation shall also detail how the changes affect the security requirements identified by the Airpts Authity. Contracts shall reference Standard Operating Procedure, Infmation Security Standard Requirements f SaaS (7/17/15), SEC-DOC-SS HRMS Task 6 Data Cleansing, Migration, Validation, and Services The contract shall perfm data cleansing, migration, validation, and data management services over the life of the contract. The Airpts Authity will retain the rights to all of its data and repts that reside in the SaaS solution. The contract shall manage the data and establish a data baseline that identifies the source and target data types and business rules on string values, number values, and sources; extracts the data; and integrates them into the HRMS solution. The contract shall perfm data validation and life-cycle management activities that ensure data quality, security, access, and extraction speed to give the Airpts Authity the ability to manage the data across the enterprise from the contract s hosted site. The Airpts Authity Office of Technology and Office of Human Resources and Administrative Services team will wk with the contract to accomplish the wk. 21

26 Detailed Scope The contract shall complete the following: A data baseline, schedule, and impact assessment Data cleansing Data extraction and migration Data validation Data retention and retirement Data security Data recovery. (Appendix C lists the current Airpts Authity system interfaces that will suppt the HRMS solution.) Deliverables. The contract shall deliver the following: Deliverable 6-1. Data management plan. The contract shall deliver a plan that details the activities, schedule, and responsibilities f migrating the Airpts Authity s data into the HRMS solution and managing the data over the data life-cycle (the Airpts Authity has a 40-year data retention policy) f the entire contract period. The plan shall include the following: The tasks f which the Airpts Authity will be responsible, contract and Airpts Authity roles and responsibilities, and how they will wk together to accomplish the task The strategy f assessing the current data environment to establish a data baseline and the detailed approach f collecting, cleansing, and standardizing the data from multiple sources, including legacy systems and files (including Microsoft Excel spreadsheets and Wd files) The approach f extracting and transferring data from legacy systems and files, centralizing the data in the SaaS environment, and validating the data How the contract will extract all the Airpts Authity s data from the new HRMS system in the event the Airpts Authity migrates to a different system in the future The data tools, testing method, and a quality management strategy A schedule with milestones that details how the data migration activities will suppt SaaS implementation activities Recurring activities f managing the data during O&M (sustainment). 22

27 Detailed Scope Deliverable 6-2. Data management plan execution and data migration into the HRMS solution. The contract shall execute the data management plan. The contract shall deliver the data baseline, and perfm data cleansing and extraction, and testing. After successful testing and obtaining approval from the Airpts Authity contracting officer s technical representative (COTR), the contract shall migrate the data into the SaaS environment HRMS Task 7 Interface Development Services The contract shall develop system interfaces f Airpts Authity systems listed in Appendix C and integrate them into the HRMS solution. The specific type of interface f each system may be an API another type recommended by the contract and approved by the Airpts Authity COTR. Deliverables. The contract shall deliver the following: Deliverable 7-1. Interface plan. The contract shall deliver an interface plan that suppts the transition of functionality from legacy systems to the new solution and a schedule f completing the system interfaces. The plan shall include the tasks f which the Airpts Authity will be responsible, contract and Airpts Authity roles and responsibilities, and how they will wk together to accomplish the task. The plan shall also describe how the contract will test the system interfaces to validate that each meets system requirements, document all test scenarios use cases, and show how it will track test results through completion of any crections if any test scenarios fail. The plan should also address how the solution will be configured to interface with existing Airpts Authity systems. Deliverable 7-2. Interface testing and test rept. The contract shall conduct test readiness reviews to ensure all interfaces are ready f testing. The contract shall test the system interfaces and prepare a detailed rept upon test completion that documents the outcome of each test scenario use case in a manner that enables the Airpts Authity to validate results and perfm quality analyses. The rept shall also address test scenario failures and how they were addressed. Deliverable 7-3. Interface plan execution and integration of validated and accepted interfaces. Upon successful completion of interface testing and receipt of Airpts Authity approval, the contract shall integrate the interfaces into the HRMS solution HRMS Task 8 Testing Services The contract shall thoughly test the HRMS to ensure it meets all requirements, integrates with the Airpts Authity netwk environment and the contract s hosted netwk, and interfaces properly with required systems. The Airpts Authity will provide the contract with live data to test the system at least 30 days befe testing is scheduled to begin. 23

28 Detailed Scope Befe beginning testing, the contract shall complete a system design review to validate the system requirements. Once the contract has demonstrated this capability, testing can begin with approval from the Airpts Authity COTR. The contract shall complete the following to validate the HRMS as an end-to-end solution: Conduct testing in a minimum of two phases (1) contract unit testing, requirements traceability testing, data conversion testing, interface testing, and security access testing and (2) UAT. Test each implementation phase end to end befe going live. Test the end-to-end solution, including business rules, wk flows, data, functionality, integration, interfaces, applications, netwk, security and privacy, infrastructure, compliance, perfmance, accessibility, availability, reliability, stability, browser compatibility, usage, multi-tenancy, and disaster recovery and failover testing. Test the repting and robust analytics features of the HRMS. Provide a production environment, test environment (sandbox), and development environment. The production environment will serve as the operational environment f end users. The test environment will be used to perfm unit and requirements traceability testing as well as UAT. The development environment will be used by system administrats to create new configurations. Provide test resources and test scenarios. Conduct contract unit, requirements traceability, data conversion, interface, and security access testing (phase 1). Train the Airpts Authity UAT testers and provide test scripts f UAT (phase 2). Suppt Airpts Authity UAT (phase 2). However, the Airpts Authity will define the criteria f UAT to independently validate that the system meets system requirements. UAT will focus on key aspects of the system, including user access, transactions, data, and the unique features of the HRMS as a result of configuration, and integration. UAT will leverage testing perfmed by the contract during phase 1 as much as possible. The Airpts Authity will complete a UAT summary rept documenting the findings of UAT and make a recommendation f a go-live decision. Identify, document, track, and crect issues identified during testing in a time mutually agreed upon by the Airpts Authity and the contract. Use the test results to refine implementation procedures and training processes befe fully implementing the system. 24

29 Detailed Scope Obtain authity to operate (ATO) to proceed to full implementation (go-live). The Airpts Authity will certify that the system has passed all requirements and is ready to become operational. Deliverables. The contract shall deliver the following: Deliverable 8-1. Test plan. The contract shall deliver a system test plan that describes how the contract will test the system to validate that it meets system requirements. The plan shall include activities, schedule, and roles and responsibilities f testing the HRMS. It shall also include test scenarios and test data needed to test all requirements and interfaces, as well as resources and live data required from the Airpts Authity. The plan shall describe how the contract will track test results and the actions the contract will take if a specific test scenario fails. Deliverable 8-2. Test plan execution and test repts. The contract shall participate in test readiness reviews to ensure the HRMS system is ready f testing, the scope of the tests is clearly defined, and the test data are available. The contract shall perfm unit, requirements traceability, data conversion, interface, and security access testing f the SaaS solution (phase 1) and assist with the Airpts Authity UAT (phase 2). The contract shall prepare a detailed test rept upon completion of phase 1 testing (contract s unit and requirements traceability testing). The Airpts Authity will prepare the test rept f UAT (phase 2). The contract s test rept f phase 1 shall provide the outcome of each use case test scenario in a manner that enables the Airpts Authity to validate results, perfm internal quality assessments, and make recommendation f a go-live decision. Deliverable 8-3. Test repting, analytics capability, and test repts. The contract shall demonstrate it can generate and deliver all repts and robust analytics required by the Airpts Authity f the HRMS. Electronic and hard-copy repts shall be delivered during testing. Deliverable 8-4. A validated and accepted HRMS solution. Upon completion of unit, requirements traceability, data conversion, interface, and security access testing (phase 1) and UAT (phase 2) and receipt of the Airpts Authity s ATO approval the contract shall deliver the validated HRMS solution and begin full implementation HRMS Task 9 Training Services The contract shall deliver training materials and tutials, conduct classroom training on-site at the Airpts Authity, train UAT testers, and provide computer-based training (CBT) webbased training hosted by the contract. Training and materials shall be provided f employees in four user groups: System administrats 2 users Power users 24 users 25

30 Detailed Scope Standard users (employees) 1,600 users Non-standard users (retirees) 500 users. The contract shall do the following: Conduct train-the-trainer (T3) training on-site at Airpts Authity locations f about 26 employees (two system administrations and 24 power users). System administrats and power users shall be trained on all aspects of the HRMS solution, receiving advanced system training. The Airpts Authity will also have the authity to recd the classroom training sessions f future use by Airpts Authity staff. Train system administrats and power users on how to troubleshoot issues and analyze methods related to the functional aspects of the system. The Airpts Authity has a three-level problem escalation process: Level 1 suppt (tier 1) Airpts Authity Technology Service Desk (Techwks) Level 2 suppt (tier 2) Airpts Authity power users Level 3 suppt (tier 3) contract s customer service (help desk). At the lowest level, HRMS users will escalate all issues to the Airpts Authity Technology Service Desk (tier 1). If the issue can t be resolved there, the Technology Service Desk will escalate the issue to the power users (tier 2). If the power users can t resolve the issue, they will escalate the problem to the contract s help desk (tier 3), the highest level f resolution. Suppt the development of Airpts Authity s HRMS training plan and develop training materials to assist with T3 activities. The plan will include infmation on training activities throughout the HRMS life-cycle. (The contract will not conduct classroom training f the 1,600 standard users and 500 non-standard users. The Airpts Authity will take a T3 approach, where the system administrats and power users will train these users on the basic features and functionality of the system.) Provide CBT web-based training with the SaaS solution hosted on the contract s environment. Provide online system help features. Provide training tutials, user guides, and other training materials to suppt T3 training and supplement CBT web-based training as required. Deliverables. The contract shall deliver the following: Deliverable 9-1. Training plan. The contract shall deliver a training plan that details the approach and schedule f conducting training f system users. The Airpts Authity shall approve the plan befe training is scheduled. 26

31 Detailed Scope Deliverable 9-2. Training. The contract shall train system administrats and power users on-site at DCA: Deliverable System administrat training f two people. Deliverable Power user training f 24 people. Deliverable 9-3. Written training materials. The contract shall deliver training materials to suppt system administrat and power user training on the HRMS solution as well as tutials f standard and non-standard users. Deliverable 9-4. CBT web-based training. The contract shall furnish access to its CBT specific to HRMS f use by Airpts Authity personnel focusing on non-power users and non-system administrats. The CBT shall be hosted by the contract. The contract shall provide a direct unifm resource locat (URL) to its web-based training program. The contract shall also deliver a printed version of any CBT web-based training that consists of training screens and scripts. Deliverable 9-5. User manual. The contract shall deliver a user manual in electronic fmat that describes the concept of operation f the HRMS and the specific steps a user will perfm to execute system functions. Deliverable 9-6. Standard operating procedures. The contract shall deliver standard operating procedures f the HRMS, including the SaaS solution processes and the new Airpts Authity processes required to operate the HRMS HRMS Task 10 Full Implementation and Cutover (Go-Live) Services The contract shall implement the HRMS solution. The Airpts Authity prefers an incremental implementation approach to ensure full deployment of the total HRMS solution. The contract shall fully implement the HRMS solution no later than 6 months after the Airpts Authity approves the final Detailed Project Plan (deliverable 1-2) and the Risk Plan (deliverable 1-3). The contract shall do the following: Deliver a cutover plan that describes the cutover approach with approval and sign-off by the Airpts Authity. Execute a phased implementation approach, at a minimum, starting with the functions in six existing modules: personnel, time and attendance, benefits, payroll, recruitment, and repting. Perfm end-to-end testing f each implementation phase befe going live. Monit operations during the implementation. 27

32 Detailed Scope Demonstrate the solution to users, including Airpts Authity employees and managers, verifying the following: The solution wks using each type of input provided by the Airpts Authity. Accurate employee data can be produced. Data transmissions are received and submitted. System interfaces wk. Resolve any issues that may arise f which it has responsibility and assist the Airpts Authity with resolving other issues. Obtain authity to go live from the Airpts Authity s COTR upon implementation of all phases, certifying that the system is ready to become operational. Cut over and go live (1) no later than 6 months after the Airpts Authity approves the final Detailed Project Plan (deliverable 1-2) and the Risk Plan (deliverable 1-3), and (2) after receiving notification from the COTR. Provide post-implementation suppt a minimum of 3 months after the system goes live. This does not include recurring O&M activities but does include initial implementation suppt to ensure optimal operations. Provide on-site post-implementation suppt f processing the payroll f two full pay periods (72 hours f two consecutive pay cycles). Deliverables. The contract shall deliver the following: Deliverable Cutover plan and schedule. The contract shall deliver a cutover plan and schedule that describe the processes and procedures the contract will use to go live (such as run in parallel f some time turn the new system on and off). The plan should specify the sequence of events f cutover, including data migration, and contract and Airpts Authity responsibilities. It also should identify potential risks and mitigations and an approach f rollback if necessary. Implementation depends on completion of the readiness review, so the schedule should indicate the number of days months from readiness review completion to cutover. The schedule should consider days the Airpts Authity is closed, such as federal holidays, and busy periods, such as when the payroll is being processed and benefits enrollment periods. The Airpts Authity will specify these closure dates and busy periods and must approve the schedule befe the start of cutover. Deliverable System readiness review documentation. The contract shall review system readiness and deliver a summary of the test results and proof that the system is ready to go live and meets the infmation assurance and security requirements. The con- 28

33 Detailed Scope tract shall wk with the Airpts Authity to ensure completion of the readiness review and achieve approval to proceed with cutover. Deliverable Fully implemented HRMS solution (go-live). The contract shall deliver a fully integrated and configured COTS SaaS HRMS solution to the Airpts Authity hosted on the contract s platfm no later than 6 months after the Airpts Authity approves the final Detailed Project Plan (deliverable 1-2) and the Risk Plan (deliverable 1-3) HRMS Task 11 O&M Services Upon full implementation (go-live), the contract shall provide O&M suppt services f the HRMS solution, including the following. Recurring annual SaaS services. The contract shall provide recurring annual subscription services, including hosting the SaaS software, software patches and updates, SaaS maintenance suppt, data management, and customer service (help desk) suppt services. The contract shall not begin providing recurring annual SaaS services until after the system has been implemented (go-live). SaaS patch suppt. The contract shall suppt the installation of required software patches designed to fix problems with, update, the SaaS solution its suppting data. This includes fixing security vulnerabilities and other bugs, configuration management to ensure that changes fixes are documented and tracked, and improving system usability and perfmance. SaaS maintenance suppt. The contract must maintain the Airpts Authity specific HRMS software functionality throughout the life of the contract. Security and SLA suppt. The contract shall address security and fix breaches and meet exceed SLAs (Section 5). Recds and data management. The contract shall ensure and maintain the quality of data and adhere to data ownership and data retention requirements. Change management. The contract shall institute a change control and configuration management process assessed and agreed upon by the Airpts Authity. Customer service (help desk) suppt. The Airpts Authity three-level problem escalation process: Tier 1 Airpts Authity Technology Service Desk Tier 2 Airpts Authity power users Tier 3 the contract s customer service (help desk). 29

34 Detailed Scope The contract shall provide tier 3 customer service (help desk) suppt to assist with system perfmance issues escalated by the Airpts Authity. The Airpts Authity will be responsible f tiers 1 and 2. Deliverables. The contract shall deliver the following: Deliverable SaaS services suppt plan. The contract shall deliver a suppt plan that describes how it will host and suppt the HRMS after system implementation (golive) over the contract period of perfmance. The plan also shall include any other suppt the contract will provide to operate and maintain the solution, as well as how it will manage patches and upgrades to the SaaS solution and perfm recds and data management activities to keep the system operational. Deliverable Incident analysis and resolution repts. The contract shall prepare a monthly incident analysis rept to identify trends and common problems with the HRMS and resolution practices. The rept shall include an analysis of HRMS-related calls to the contract s help desk, how issues are resolved, and the response and resolution times. The plan shall include an approach f analyzing calls to identify trends and problems. The Airpts Authity has defined four levels of system issues f response and resolution (Table 4-3). Table 4-2. Issue Classifications Level Issue Type Description 1 Critical Issues that directly impact the HRMS, making it inoperative; that severely impact business operations, with no available wkaround; that are critical security problems All issues related to payroll processing are critical during the month of January. All issues related to payroll processing are critical as follows: 1. Timesheets 72 hours following the close of the pay cycle 2. Pay checks 48 hours following the timesheet critical period 3. W-2 January 15 to January Open benefits enrollment period, October 1 to October Perfmance pay adjustments. 2 High Issues that significantly disrupt business operations, with an inadequate wkaround, and the HRMS continues to operate 3 Medium Issues that moderately slightly impact the business operations, with an available wkaround alternative, and the HRMS continues to operate 4 Low Issues that are a min inconvenience f the HRMS, that do not impact business operations in any significant way, and that have little no time sensitivity Deliverable Preliminary transition out plan (exit). Following contract award, the contract shall deliver a preliminary transition plan that details the approach f transferring the HRMS files and its associated data, in a suitable fmat determined by the Airpts Authity, to an derly termination of the contract. The Airpts Authity shall retain the rights to all of its data and repts that reside in the SaaS solution. The transition plan shall list reasonable transition steps and the high-level transition schedule to ensure continuity of service with a new service provider. The transition schedule shall 30

35 Detailed Scope include delivery of the data and repts no later than 2 weeks after contract completion termination. Deliverable Final transition out plan (exit). At the request of the COTR, the contract shall provide a detailed plan and schedule f transferring the HRMS data and associated data files, in a suitable fmat determined by Airpts Authity, f a seamless transfer from the current SaaS solution to the new contract, task der, entity without a disruption of service. At a minimum, the plan shall include a list of scope requirements and services and projects to be completed to suppt derly transition, including activities, resources, a transition schedule, deliverables, and risks. The contract shall deliver the data and repts no later than 2 weeks after contract completion termination HRMS Task 12 Payroll Printing and Funding Services The contract shall provide payroll printing services, printing live checks, earning statements, and payroll register and payroll-related repts each pay period. In addition, the contract shall provide final hard copies of all tax-related filings and documents filed on behalf of the Airpts Authity f all tax authities. The live checks shall be printed with the magnetic ink character recognition code (MICR) banking line, including the banking routing number, bank account number, and check number. These checks shall be printed on a printer capable of printing the MICR line in accdance with banking industry standards. As part of the implementation, the contract shall submit test checks f testing and verification by the Airpts Authity s banking institution. All live checks will include printing of a digital signature to be provided by the Airpt s Authity. The Airpts Authity will establish two separate payroll bank accounts (one f each enterprise). All payroll-related payments, including tax payments, will be paid from these accounts. Each pay period, the contract shall submit a funding request rept showing the total dollar amount needed to fund the Airpts Authity s payroll, including all payments (employee, employer, tax, etc.). Each pay period, the Airpts Authity will ensure that funds are available in the accounts 2 business days befe the pay date. The contract shall debit the accounts to withdraw the required funds, as repted on the funding request rept, and make the payments on the Airpts Authity s behalf. As part of this process, the contract will submit electronic direct deposit files to the Federal Reserve f automated clearing house (ACH) processing. 31

36 Detailed Scope Deliverable. The contract shall deliver the following: Deliverable Funding request rept. The contract shall deliver a funding request rept detailing the total dollar amount needed to fund the Airpts Authity s payroll, including all payments (employee, employer, tax, etc.) Supplemental Services The contract shall provide services related to the O&M and improvement of the HRMS after the system becomes operational (after the go-live date). The services may include the following: Development of new modification of current interfaces between the HRMS and other Airpts Authity systems BPR services to assist in the creation of new modification of current human resource processes relating to the HRMS, and of the HRMS solution (not requiring software code changes). The contract shall provide lab rates f the five lab categies listed below, with the associated expertise and experience, f providing supplemental services related to the operation, maintenance, and improvement of the HRMS SaaS solution. Project Leader. Responsible f the execution of small to medium-sized, technically complex projects. Interacts with Airpts Authity project managers to rept on the cost and schedule status of projects. 5+ years experience leading projects and, at a minimum, a bachel s degree. Seni Technical Specialist. Serves as a subject matter expert related to technical aspects of the HRMS. Executes the technical aspects of project tasks, including the development of interfaces using available application programming interfaces (APIs) and configuration of the HRMS that require no software code changes. 10+ years experience developing, customizing, administering enterprise systems. Bachel s degree in computer science related technical field. 5 years additional experience can be used in lieu of degree. Technical Specialist. Serves as a subject matter expert related to technical aspects of the HRMS. Executes the technical aspects of project tasks, including the development of interfaces using available APIs and configuration of the HRMS that require no software code changes. 2+ years experience developing, customizing, administering enterprise systems. Bachel s degree in computer science related technical field. 5 years additional experience can be used in lieu of degree. Seni Business Process Reengineering Specialist. Serves as a subject matter expert related to HR process aspects of the HRMS. Executes project tasks, including the development and implementation of new and improved HR processes. 32

37 Detailed Scope 10+ years experience developing, changing, and implementing HR processes. Bachel s degree. 5 years additional experience can be used in lieu of degree. Business Process Reengineering Specialist. Serves as a subject matter expert related to HR process aspects of the HRMS. Executes project tasks, including the development and implementation of new and improved HR processes. 2+ years experience developing, changing, and implementing HR processes. Bachel s degree. 5 years additional experience can be used in lieu of degree Deliverables Summary Table 4-4 lists the maj contract deliverables f which the contract is responsible, along with the due dates. The contract shall deliver 1 draft and 1 final of each document f Airpts Authity review and approval. All deliverable due dates not specifically expressed in Table 4-3 (listed as TBD) shall be mutually agreed upon in accdance with the approved final Detailed Project Plan. Table 4-3. HRMS Contract Deliverables 1. Program Services 2. Requirements Services 3. SaaS Solution Services 4. Business Process Redesign Services 5. Contract Hosting Services Task Number Title Due Date 1-1 Kickoff meeting 15 calendar days after the effective date of the contract 1-2 Detailed project plan 30 days after the effective date of the contract 1-3 Risk management plan 30 days after the effective date of the contract 1-4 Status repting Weekly after the kickoff meeting 1-5 Progress meetings Weekly after the kickoff meeting 2-1 Requirements management plan TBD 2-2 Detailed requirements document and execution 2-3 System requirements demonstration TBD TBD 3-1 management plan TBD 3-2 management plan execution and fully configured HRMS solution TBD 4-1 BPR plan TBD 4-2 BPR document TBD 4-3 BPR plan execution TBD 5-1 C&A security input TBD 33

38 Detailed Scope Table 4-3. HRMS Contract Deliverables Task Number Title Due Date 6. Data Cleansing, Migration, Validation, and Services 7. Interface Development Services 6-1 Data management plan TBD 6-2 Data management plan execution and data migration into HRMS solution TBD 7-1 Interface plan TBD 7-2 Interface testing and test rept TBD 7-3 Interface plan execution and integration of validated and accepted interfaces 8. Testing Services 8-1 Test plan TBD TBD 8-2 Test plan execution and test repts 8-3 Test repting, analytics capability, and test repts 8-4 Validated and accepted HRMS solution TBD TBD TBD 9. Training Services 9-1 Training plan TBD 9-2 Training TBD System administrat training TBD Power user training TBD 9-3 Written training materials TBD 9-4 CBT web-based training TBD 9-5 User manual TBD 10. Full Implementation and Cutover (Go-Live) Services 11. Operations and Maintenance Services 9-6 Standard operating procedures TBD 10-1 Cutover plan and schedule TBD 10-2 System readiness review documentation 10-3 Fully implemented HRMS solution (go-live) TBD TBD 11-1 SaaS services suppt plan TBD 11-2 Incident analysis and resolution repts TBD 11-3 Preliminary transition out plan TBD 11-4 Final transition out plan TBD 11-5 (SLA) Availability rept* TBD 11-6 (SLA) Maintenance schedule* TBD 11-7 (SLA) Voluntary product accessibility template (VPAT)* 11-8 (SLA) Response time rept (issue notification)* TBD TBD 11-9 (SLA) Resolution time rept* TBD (SLA) Continuous security moniting TBD 34

39 Detailed Scope Table 4-3. HRMS Contract Deliverables 12. Payroll Printing and Funding Services Task Number Title Due Date * Section 5 details the deliverable. rept* (SLA) Disaster recovery plan* TBD (SLA) COOP plan* TBD (SLA) Disaster recovery and COOP rept* TBD (SLA) Usage rept* TBD (SLA) Payroll tax dispute resolution letter* TBD 12-1 Funding request rept TBD 35

40 5. Perfmance Standards and SLAs As the system of recd f the Airpts Authity HR, benefits, payroll, compensation, and employee perfmance infmation, the HRMS is a mission-critical system. Accdingly, the contract shall provide the Airpts Authity the appropriate service, priities, and attention, both proactively and reactively. The contract shall deliver services that meet perfmance expectations over the SaaS development life-cycle, suppting the entire user experience, including the prompt resolution of operating and system perfmance issues while maintaining data security and integrity consistent with industry standards. 5.1 SLAS The following SLAs establish the minimum perfmance levels the contract shall meet to ensure the HRMS solution meets the Airpts Authity s SOW requirements: System reliability Incident response time Incident resolution time Hosting security Disaster recovery and COOP Elastic scaling Deliverable quality Payroll tax filing and payments System Reliability The contract shall maintain availability and accessible perfmance levels to ensure continuity of service f the SaaS servers and netwk. Availability. The contract shall meet system availability requirements and ensure all HRMS components are available f use 24 hours per day, every day, year-round at a service level of 99 percent. Compliance with the 99 percent service level will not depend on the proper operation of users Internet access, so failure to access the HRMS due to Internet service outages at the users locations will not be held against the contract s service-level compliance. However, system availability service-level compliance shall be impacted by unplanned and planned downtime. 36

41 Perfmance Standards and SLAs Downtime is the total time users cannot access the system due to the fault of the contract the contract s service providers. Unplanned downtime is unscheduled downtime due to software, hardware, netwk failure emergency software, hardware, netwk maintenance repair. Planned downtime is scheduled downtime f software, hardware, netwk maintenance upgrades: The contract shall notify users when it plans to make the system unavailable at least 7 days in advance ( longer if practical). Scheduled downtime shall be allowed during low usage hours as determined by usage statistics except f critical periods specified by the Airpts Authity f payroll processing benefits enrollment and high transaction periods. If the HRMS solution any of its functionality is unavailable, the contract shall notify the COTR, Airpts Authity HRMS program manager (PM) and the on-call member of the Airpts Authity Technology Service Desk. If system reliability fails to meet the 99 percent service level f a given month, the contract shall reduce the subscription cost 10 percent f the month of the service-level non-compliance. F each subsequent month the service level of 99 percent is not met, the contract shall reduce the subscription cost another 10 percent. The maximum reduction will be capped at 40 percent. The reduction percentage will remain in effect until the acceptable service level is met two consecutive months; the reduction percentage will reset to 10 percent f the next month the 99% service level is not met. Accessibility. The contract shall met system accessibility requirements which includes users accessing the HRMS using a mobile device such as a tablet smart phone. Downtime associated only with mobile access shall be considered when evaluating the availability service-level compliance. Accessibility also includes the ability f people with disabilities to effectively access the HRMS. The contract shall demonstrate compliance with Section 508 through the completion of a voluntary product accessibility template (VPAT) and providing a copy of and changes to the VPAT to the COTR. The Section 508 standards do not require the installation of specific accessibility-related software the attachment of any assistive technology devices, but they do require the HRMS to be compatible with such software and devices. Deliverables. The contract shall provide the following SLA deliverables: Availability rept. The contract shall deliver monthly and quarterly reliability repts demonstrating the system complies with the 99 percent availability SLA. The rept shall include downtime notification details, time and duration of the downtime, reason f the system being unavailable, when the system was rested, and the accessibility methods affected. Maintenance schedule. The contract shall deliver its maintenance schedule. Scheduled downtime notifications shall be provided to the COTR at least 7 days befe the system becomes unavailable. 37

42 Perfmance Standards and SLAs VPAT. The contract shall deliver any new versions of their product s VPAT within 7 days of publishing Incident Response Time Per Section 4, the contract shall provide tier 3 IT suppt f the HRMS. The contract shall respond to requests f this suppt promptly on the basis of the severity of the issue. The contract s response time does not reflect the time in which the contract must resolve the problem, but rather the time in which the contract must respond and identify a strategy f addressing the request problem. The Airpts Authity is aware that when assessing the criticality of a problem, it is imptant to ensure the contract clearly understands the nature of the problem so that an appropriate response can be determined. The Airpts Authity has defined four levels to characterize the seriousness of incidents issues that may be experienced: critical, high, medium, and low. The contract shall meet the response rates on the basis of the defined criticality of the technical issue (Table 5-2). Table 5-1. Incident Response Time Issue Classifications and SLAs Level Type Description SLA 1 Critical Issues that directly impact the HRMS, making it inoperative; that severely impact business operations, with no available wkaround; that are critical security problems Critical payroll issues 2 High Issues that significantly disrupt business operations, with an inadequate wkaround, and the HRMS continues to operate 3 Medium Issues that moderately slightly impact the business operations, with an available wkaround alternative, and the HRMS continues to operate 4 Low Issues that are a min inconvenience f the HRMS, that do not impact business operations in any significant way, and that have little no time sensitivity 30 minutes 1 hour 2 hours 1 day The contract shall meet the service level by responding to the necessary percentage of calls (Table 5-1) f each severity level each month. Failure to comply with the service levels in a given month will result in the contract reducing its subscription fee f the month 2 percent if the Level 1 service level is not met, 1.5 percent if the Level 2 service level is not met, 1 percent if the Level 3 service level is not met, and 0.5 percent if the Level 4 service level is not met. F each subsequent month that at least 1 response time service level is not met, the cresponding cost will be reduced by the same percentage. The total cost reduction will be capped at 20 percent. After the contract meets the incident response time service levels f two consecutive months, the cost reduction will reset to initial values f the next month an incident response time service is not met. Deliverable: The contract shall deliver the following: Response time rept (issue notification). The contract shall deliver monthly and quarterly response time notification details, including date and time the issue notification was 38

43 Perfmance Standards and SLAs received, how the issue was identified (contract Airpts Authity), issue identified, assessed criticality level, and the time f the contract to respond. The contract shall codinate the delivery of response time repts with the submission of invoices to the Airpts Authity Incident Resolution Time The resolution time reflects when a technical solution must be achieved an alternative business solution wk-around must be defined in der to mitigate an issue. It is the period after the contract s suppt team begins resolution and opens a trouble ticket in the system until the issue is resolved. The contract s resolution time shall be determined by the criticality level of the repted problem, with critical issues requiring a resolution commensurate with the recovery time objective described in Subsection Table 5-3 shows the SLA values. Table 5-2. Incident Resolution Time Issue Classifications and SLAs Level Type Description SLA 1 Critical Issues that directly impact the HRMS, making it inoperative; that severely impact business operations, with no available wkaround; that are critical security problems 2 High Issues that significantly disrupt business operations, with an inadequate wkaround, and the HRMS continues to operate 3 Medium Issues that moderately slightly impact the business operations, with an available wkaround alternative, and the HRMS continues to operate 4 Low Issues that are a min inconvenience f the HRMS, that do not impact business operations in any significant way, and that have little no time sensitivity 4 Hours 8 Hours 16 Hours 8 Days The contract is expected to resolve issues within the defined resolution time. Failure to comply with the resolution time service level f a given month will result in the contract reducing its subscription cost IT service cost (if priced separately) by 2 percent f the month if the Level 1 service level is not met, 1.5 percent if the Level 2 service level is not met, 1 percent if the Level 3 service level is not met, and 0.5 percent if the Level 4 service level is not met. F each subsequent month, the cost reduction will be another percentage reduction cresponding to the criticality level. The cost reduction will be capped at 20 percent. After the contract meets the acceptable perfmance standard two consecutive months, the reduction percentage will reset to initial values f the next month a resolution time service level is not met. Deliverable: The contract shall deliver the following: Resolution time rept. The contract shall provide resolution time details and status of trouble tickets, including date and time notification was received, required resolution time, issue identified, issue authenticated, actual resolution time, description of the resolution, and user validation that the initial issue was resolved. The contract shall provide this rept monthly and quarterly. 39

44 Perfmance Standards and SLAs Hosting Security The contract shall implement security provisions to ensure policies and practices are in place to safeguard the HRMS solution and its data against security breaches. The contract s security measures shall meet the technical requirements in Appendix A. The contract shall resolve all security incidents as follows: Physical security (hosting center security). The contract shall have measures in place to prevent unauthized access to the hosting data centers, including surveillance measures (such as cameras and security guards); separately secured racks; and cooling, fire, and flood detection systems f the hosting center. Infrastructure security (hosting environment security). The contract shall secure the hosting environment, including the SaaS software, netwk, operating system, and servers and have current virus protection, an intrusion prevention system/intrusion detection system (IPS/IDS), event logging and altering, security configuration standards f servers, and security patches and firewalls. Administrative security. The contract shall provide security awareness training f all staff members, have infmation security policies in place, and have an incident response plan. Logical security. The contract shall have role-based access controls, application/database change and event logging, and two-fact authentication f remote access/remote desktop protocol (RDP) f its employees to access the SaaS system and hosting environment. Other security. The contract shall ensure all required system C&As are current, including third-party certifications. The contract shall meet the following acceptable quality levels f the security SLA: Average security breach notification time. 30 minutes the time it takes the contract to notify the Airpts Authity of security incidents and breaches. Average time to resolve security incident. 18 hours the time it takes the contract to crect the exploited security vulnerability. Deliverable: The contract shall deliver the following: Continuous security moniting rept. The contract shall deliver a quarterly standard security moniting rept of the SaaS environment Disaster Recovery and COOP In case of a catastrophic failure of the contract s infrastructure, the contract shall meet the following acceptable quality levels f disaster recovery and COOP procedures to ensure mini- 40

45 Perfmance Standards and SLAs mal disruption of service. The contract shall use geographically separated data centers with system redundancy and data backups hosted in at least two of the geographically separated data centers. Geographic separation includes distances of 50 miles me. The contract shall demonstrate its disaster recovery and COOP procedure using system redundancy in the event of a disaster. The contract shall meet the following disaster recovery SLAs: RTO. 4 hours the maximum allowable length of a single downtime event. By the 4-hour mark, the system shall be rested to an operational status either through failover to a redundant system through primary system recovery. RPO. 1 hour the maximum time a data backup will be considered current. If a system failure occurs and recovery includes the use of a data backup, the backup must have been made no me than 1 hour befe the failure. Deliverables. The contract shall deliver the following: Disaster recovery plan. The contract shall deliver its disaster recovery plan. This plan should explain the system and data backup procedures and backup stage locations, notification procedures, roles and responsibilities, and disaster recovery testing processes. COOP plan. The contract shall deliver its COOP plan, including an explanation of system redundancy and failover processes, roles and responsibilities, and testing processes. Disaster recovery and COOP rept. The contract shall deliver a monthly log of data and system backups, failover events, recovery events, and other infmation that demonstrate the contract is following its disaster recovery and COOP plans Elastic Scaling The contract shall provide elastic scaling (fully automated) with the ability to quickly increase decrease capacity (processing memy) of the HRMS when needed. This includes the ability to add new user accounts and remove old user accounts. The contract shall establish triggers to monit the HRMS to meet the following acceptable quality levels: Simultaneous users. 800 number of users the system shall suppt at one time. Simultaneous users increase. 1 percent per year percentage increase of simultaneous users per year. Transaction rate. 1,600 per day maximum number of transactions that the system shall suppt daily. The typical number of transactions per day will be closer to 200, but it will increase during the end of payroll periods and open enrollment. 41

46 Perfmance Standards and SLAs Transaction rate increase. 3 percent per year percentage increase of daily transactions per year. Deliverable: The contract shall deliver the following: Usage rept: The contract shall provide a monthly and quarterly rept of the monthly scaling rate, 12-month scaling rate trend, number of unique users monthly, 12-month user trend, number of monthly transactions, 12-month transaction trend, and the number of active accounts as of the end of the month Deliverable Quality The contract shall deliver all contract deliverables to the Airpts Authity on time and within acceptable quality with minimal rewk f acceptance. The contract shall maintain the following SLAs f deliverables. On-time deliverables. 100 percent percentage of deliverables the contract shall submit on time. Deliverable quality. 90 percent percentage of deliverables accepted by the Airpts Authity with no me than one round of rewk Payroll Tax Filings and Payments The contract shall file accurate payroll tax returns, including payment of all taxes on behalf of the Airpts Authity on time, f all tax authities (federal, states, and local). If the contract fails to meet tax filing requirements, including payment of all payroll taxes, the Airpts Authity will fward crespondence from the taxing authity related to deficient tax filings to the contract. Following receipt of the crespondence, the contract shall have 30 days by the date required by the taxing authity, whichever is less, to remediate the issue to the taxing authity s satisfaction. All penalty and interest costs imposed by the tax authity f inaccurate and late tax filings shall be paid by the contract. The contract shall submit a payroll tax dispute resolution letter detailing the issue, resolution, and evidence of payment to the controller of the Airpts Authity. The contract shall meet the following SLA: Payroll tax filings and payments. 100 percent file all tax returns and make all associated payments accurately and on time f all tax authities. Deliverable: The contract shall deliver the following: Payroll tax dispute resolution letter: If the contract fails to meet tax filing requirements, it shall submit a letter detailing the issue, resolution, and evidence of payment to the controller of the Airpts Authity. 42

47 Perfmance Standards and SLAs Table 5-1 summarizes the SLAs and their impact on the contract if acceptable quality levels are not met. Table 5-3. HRMS SLA Summary Required Service SLA and Perfmance Facts Impact of Not Meeting SLA System reliability Incident response time Incident resolution time Hosting security Availability rate 99% minimum real-time 7 days scheduled downtime notification Critical 30 minutes High 1 hour Medium 2 hours Low 1 day Critical 4 hours High 8 hours Medium 16 hours Low 8 days Exceptions f these periods include payroll processing periods, the open enrollment benefit period, holidays, and year-end. Average security breach notification time 30 minutes Average time to resolve security vulnerability 18 hours The contract shall reduce the subscription cost 10% f 1 month if the system reliability fails to meet the 99% service level. F each subsequent month that the service level of 99% is not met, the contract shall reduce the subscription cost another 10%. The cost reduction will be capped at 40% until the contract meets the 99% service level f 2 consecutive months. After two successful months, the reduction will be reset to 10% f the next month the 99% service level is not met. The contract shall reduce its subscription cost IT suppt cost (if it is separately priced) f 1 month 2% if the critical service level is not met, 1.5% if the high service level is not met, 1% if the medium service level is not met, and 0.5% if the low service level is not met. F each subsequent month that at least one response time service level is not met, the reduction will increase accding to the criticality level not met. The total cost reduction will be capped at 20% until the contract meets the perfmance standard two consecutive months, at which time the reduction percentage will reset to the initial levels f the next month an incident response time service level is not met. The contract shall reduce its subscription cost IT suppt cost (if it is separately priced) f the subsequent month 2% if the critical service level is not met, 1.5% if the high service level is not met, 1% if the medium service level is not met, and 0.5% if the low service level is not met. F each subsequent month that at least one response time service level is not met, F each subsequent month that at least one response time service level is not met, the reduction will increase accding to the criticality level not met. The cresponding cost reduction will be capped at 20% until the contract meets the perfmance standard two consecutive months, at which time the reduction percentage will reset to the initial levels f the next month an incident resolution time service level is not met. Remediation meeting and increased repting 43

48 Perfmance Standards and SLAs Table 5-3. HRMS SLA Summary Required Service SLA and Perfmance Facts Impact of Not Meeting SLA Disaster recovery and COOP Elastic scaling Deliverable quality, deliverables submitted on time and within quality standards (SOW Section 4 and Table 4-4) Payroll tax filing Recovery time objective (RTO) 4 hours Recovery point objective (RPO) 1 hour Simultaneous users 800 Simultaneous users increase 1%/year Transaction rate 1,600 daily Transaction increase rate 3%/year On-time deliverables 100% submitted on-time Deliverable quality 90% submitted with no me than 1 round of rewk Timely and accurate payroll tax return filing f all tax authities (federal, states, and local) 100% Remediation meeting and increased repting Remediation meeting and increased repting Remediation meeting and increased repting All penalty and interest costs from the taxing authity shall be paid by the contract. A letter detailing the issue and resolution shall be submitted to the controller of the Airpts Authity. 5.2 SLA MANAGEMENT The Airpts Authity will implement the following practices f managing SLAs entered into with the contract. The Airpts Authity will monit perfmance f each SLA monthly on the basis of SLA perfmance repts submitted by the contract. The monthly evaluation period will begin the first day of the calendar month and end the last day of the calendar month. At the end of each quarterly perfmance period (3 months), the Airpts Authity will host a SLA remediation meeting with the contract. The purpose of the meeting is to review actual contract perfmance against perfmance SLAs f the quarter, review remediation measures if the contract fails to meet SLAs, agree on adjustments required f contract invoices, and fmally identify recurring perfmance issues and attempt to resolve them. The contract shall provide credits to the Airpts Authity on the next invoice on the basis of the calculated invoice remediation adjustments. The quarterly SLA remediation meeting will also be used to review the number of active user accounts. This number will be used to determine invoice adjustments associated with changes in the overall subscription count Terms f Nonperfmance Contract nonperfmance f the established SLAs may result in the following remediation actions: 44

49 Perfmance Standards and SLAs Increased surveillance increased contract repting when perfmance is below standard f a given period. Remediation sessions with the contracting officer and COTR to determine why the contract is not meeting the perfmance standards established in the contract. Payment adjustments as detailed in this SOW Terms of Changes to SLAs The following procedures will govern changes to the SLA: Review of agreement. The SLA shall be reviewed and fmally renewed annually. Amendment to the agreement. Any amendment to the terms and conditions of the SLA requires approval by the COTR and contracting officer. Periodic status meetings will be used to introduce routine amendments. Termination of SLA agreement. When the COTR and contracting officer determine that the agreement is no longer required, a 90-day written notice of intent to terminate an SLA will be sent to the Airpts Authity HRMS PM and the contract. The notice will describe the circumstances f the termination and allow time f analysis and concurrence further discussion of any reservations by the participants. 45

50 Appendix A HRMS Detailed Requirements Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 1. Benefits The system shall perfm retirement calculations f career employees under all applicable retirement programs (fire/police and regular career). 2. Benefits The system shall allow f online elections during pre-defined open enrollment periods. 3. Benefits The system shall allow f the paperless flow of infmation directly from the system to benefit providers (i.e., health care, insurance providers and retirement plans). It shall also include demographic and participation repts. 4. Benefits The system shall make health insurance enrollment data available to carriers so that payroll and carrier recds can be verified. 5. Benefits The system shall maintain dependent data with each benefit plan type. 6. Benefits The system shall provide summary benefits rept by employee. 7. Benefits The system shall protect access to health infmation per Health Insurance Ptability and Accountability Act of 1996 (HIPPA) specifications. 8. Benefits The system shall handle several different benefit plans with multiple options f each type of benefit (e.g., several medical and dental options). 9. Benefits The system shall track expiration date of benefits based on plan rules. 10. Benefits The system shall track payments by benefit plan. 11. Benefits The system shall notify human resources and employees when dependents are no longer eligible when eligibility changes. Software Development Att-A-1

51 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 12. Benefits The system shall automatically recalculate benefit eligibility upon change in employment status (e.g., leave of absence). 13. Benefits The system shall provide Affdable Care Act (ACA) repting and compliance. 14. Benefits The system shall automatically notify employees and human resources of benefits eligibility based on employee life status changes including hour s reduction and conversions that impact eligibility benefit costs. 15. Benefits The system shall notify rehires of eligibility f participation in deferred compensation plans (e.g., buy back services) and track participation histy. 16. Benefits The system shall provide suppt f the following benefits: Medical, Dental, Life Insurance, Long Term Disability, and Flexible Spending Accounts and Donated Leave. 17. Benefits The system shall enable approval of benefit elections. 18. Benefits The system shall handle many different eligibility rules that vary by location, salaried hourly employees, and employee status. 19. Benefits The system shall suppt electronic dissemination of benefits data (enrollments and changes) to plan providers (e.g., health care and insurance providers). 20. Benefits The system shall default enrollments to pri year elections f employees who have not submitted new elections. 21. Benefits The system shall maintain detail of benefit enrollment and coverage levels f each benefit plan type. 22. Benefits The system shall automatically enroll eligible employees in required plans. 23. Benefits The system shall calculate benefit deductions and provide to payroll. Software Development A-2

52 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 24. Benefits The system shall suppt designating a default amount f each deduction code. 25. Benefits The system shall calculate pay period amounts based on the total year deduction. 26. Benefits The system shall automatically calculate retroactive deductions f missed contributions. 27. Benefits The system shall produce automated annual statement of benefits-related activity to employees. 28. Benefits The system shall assign multiple benefit deduction schedules (e.g., weekly, twice monthly, monthly, and semiannually). 29. Benefits The system shall automatically update premiums f age/salary driven benefit calculations. 30. Benefits The system shall allow benefit cost to be set up f the new year, while continuing processing f the current year. 31. Benefits The system shall take deductions from pension payments to cover the cost of enrolled benefits. 32. Benefits The system shall automatically generate a customized COBRA letter upon separation. 33. Benefits The system shall automatically generate a follow-up letter to employees not responding to initial COBRA mailing within 60 days. 34. Benefits The system shall automatically generate a letter to employees befe COBRA expiration. 35. Benefits The system shall automatically generate a monthly bill f COBRA to employees. 36. Benefits The system shall automatically remove employees from COBRA as of expiration date. 37. Benefits The system shall ste COBRA election status, date, premium cost, and expiration date. 38. Benefits The system shall maintain a recd of payments received from employees f COBRA premiums and flag delinquent cases. Software Development A-3

53 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 39. Benefits The system shall provide electronic qualifying event enrollment fms. 40. Benefits The system shall enable benefits personnel to approve qualifying event evidence. 41. Benefits The system shall generate a confirmation notice (letter/wkflow notice/ ) to employee upon benefit change. 42. Benefits The system shall maintain histy of all benefit changes. 43. Benefits The system shall ste a variety of eligibility rules f each pension plan. 44. Benefits The system shall maintain a pension participation date. 45. Benefits The system shall automatically manage breakin-service rules (calculate years of service). 46. Benefits The system shall maintain retirement status codes (e.g. retiree with spouse, surviving spouse, separated vested, etc.). 47. Benefits The system shall track pension eligible earnings by plan. 48. Benefits The system shall manage limits to pension contributions accding to hours wked. 49. Benefits The system shall capture deferred compensation and pension benefit plan infmation. 50. Benefits The system shall fully handle vesting requirements of the pension system based on user defined rules and employment histy. 51. Benefits The system shall provide status indicats f early, nmal and late retirement dates. 52. Benefits The system shall calculate defined benefit pension plan benefits to be received based on retirement dates. 53. Benefits The system shall manage employee participation in the 457/401(a) plans. 54. Benefits The system shall manage loan disbursement and repayment f 457/401(a) savings plans. Software Development A-4

54 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 55. Benefits The system shall manage applicable limits to annual contributions to multiple retirement savings accounts and 457/401(a) savings plans. 56. Benefits The system shall track 457/401(a) contributions accding to federal guidelines (i.e., employee and employer contributions are combined to meet the annual accumulation limit). 57. Benefits The system shall suppt catch up provisions f annual contributions to retirement savings plans. 58. Benefits The system shall generate a statement of contributions f the entire retirement package including social security. 59. Benefits The system shall track separated vested employees. 60. Benefits The system shall process pension payments f retirees. 61. Benefits The system shall process pension payments f surviving spouses. 62. Benefits The system shall automatically transfer benefits, taxes, and deductions from active to retiree payroll. 63. Benefits The system shall generate a list of the highest three salaries f an employee. 64. Benefits The system shall enable the employee Retirement Specialist to do what-if modeling f the retirement calculation (e.g., varying retirement date, projected earnings, joint surviv and other options). 65. Benefits The system shall provide an automatic Social Security offset in the retirement calculation. 66. Benefits The system shall not pay the same person as a retiree and as an employee (the system shall only issue one check either as an employee as a retiree). 67. Benefits The system shall track the status in the retirement process. Software Development A-5

55 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 68. Benefits The system shall track sht and long term disability cases. 69. Benefits The system shall generate a requisite disability package to be sent to the employee including a deadline date of return. 70. Benefits The system shall produce ad hoc repts on disability claims. 71. Benefits The system shall produce disability fm letters. 72. Benefits The system shall capture the disability payment histy. 73. Benefits The system shall interface with the payroll system to generate checks to disabled employees. 74. Benefits The system shall recd the expected return to wk date. 75. Benefits The system shall provide a wkflow notice upon employee s return to wk. 76. Benefits The system shall suppt/track multiple concurrent employee claims f leave programs (e.g., Donated Leave and Long Term Disability). 77. Benefits The system shall suppt Family Medical Leave Act (FMLA) compliance and repting. 78. Benefits The system shall maintain FMLA eligibility. 79. Benefits The system shall track FMLA leave used and maintain balances. 80. Benefits The system shall track employee monthly public transptation subsidy participation, recding the eligibility level and amount of current and histical benefits provided. 81. Benefits The system shall enable program administrats to approve the employee wellness program fm via wkflows. 82. Benefits The system shall enable employees to view all personal infmation and update this infmation. Software Development A-6

56 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 83. Benefits The system shall allow employees, widows, and retirees to review current benefit plan enrollment. 84. Benefits The system shall enable employees to initially enroll in benefits plans and provide wkflow notification as a new hire becomes eligible. 85. Benefits The system shall provide wkflow notifications f open benefit enrollment periods and new hire eligibility. 86. Benefits The system shall identify retirees 3 months in advance of turning age 65 f Medicare eligibility and automatically generate a notice letter to be mailed to the retiree alerting them to apply f Medicare A and B. 87. Benefits The system shall track retirees. 88. Benefits The system shall identify and track retiree s surviv spouse and beneficiaries. 89. Benefits The system shall allow retirees surviv spouses to access the system to update personal infmation and access benefits self-service. 90. Benefits The system shall recd and track changes to designation of beneficiaries. 91. Benefits The system shall track sick and annual ( vacation) leave accruals, usage, and carryover, and rept available balances and use--lose notifications. 92. Benefits The system shall track wkers compensation claims, entitlements, and charges consistent with applicable rules - as distinct from other non-wk related sht long-term disability claims entitlements. Software Development A-7

57 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 93. Benefits The system shall track and ensure compliance with all Federal, State and local laws concerning retirement and benefits program vesting provisions, including but not limited to the Employee Retirement and Income Security Act (ERISA), the Economic Growth and Tax Relief Reconciliation Act (EGTRRA), the Pension Protection Act (PPA) of 2006, and the Retirement Equity Act. 94. Benefits The system shall track benefit plan eligibility. 95. Benefits The system shall calculate coverage amounts. 96. Benefits The system shall calculate employee/employer contribution amounts. 97. Benefits The system shall calculate benefit premiums f billing. 98. Benefits The system shall interface with third party administrats. 99. Benefits The system shall administer annual open enrollment and send notifications and confirmations to employees Benefits The system shall maintain and query benefit enrollment Benefits The system shall track beneficiary infmation Benefits The system shall capture benefit selection data by employee and maintain election histy including: benefit effective date, benefit(s) selected, iginal selection date, and benefit termination date Benefits The system shall make retroactive benefit adjustments Benefits The system shall identify changes of status (reduction of hours, conversion, etc.) impacting eligibility benefit costs Benefits The system shall maintain benefit year to date accumulats Benefits The system shall maintain current and histy of beneficiary infmation. Software Development A-8

58 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 107. Benefits The system shall maintain leave accrual rates f employees based on length of service Benefits The system shall track complete histy of multiple (unlimited) leave of absence transactions f a single employee including medical leave, maternity, parental, educational with without pay, wkers compensation, military, jury duty, and FMLA Benefits The system shall be compliant with FMLA repting Compensation 111. Compensation 112. Compensation 113. Compensation 114. Compensation 115. Compensation 116. Compensation 117. Compensation 118. Compensation 119. Compensation 120. Compensation The system shall allow employees to request a paper copy of their earning statement each pay period. The system shall determine and apply the appropriate pay scale f the employee based on job description and classification. The system shall enable the on-line approval disapproval of recurring actions (e.g., higher level detail, special pay and premium pay). The system shall enable compensation manager to review the hiring manager s request to change a position. The system shall enable compensation manager to make a change to a position within the employee recd. The system shall enable users to approve changes to position status. The system shall provide f mass updates of individual positions and group positions. The system shall perfm trend analysis on salary increase/perfmance rating infmation. The system shall provide what if /modeling capability f salary increase recommendations. The system shall provide departmental roll-ups of planned salary increases. The system shall perfm increment and percentage increases. Software Development A-9

59 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 121. Compensation 122. Compensation 123. Compensation 124. Compensation 125. Compensation 126. Compensation 127. Compensation 128. Compensation 129. Compensation 130. Compensation 131. Compensation 132. Compensation 133. Compensation The system shall maintain job evaluation data f previously evaluated job. The system shall allow users to query f jobs with similar evaluation results f comparison in evaluating new jobs. The system shall provide online evaluation process with internal comparison. The system shall maintain multiple wage schedules. The system shall suppt wage rates that are based on a fact applied to an index job (e.g., $1 me an hour than job X ). The system shall maintain histical wage schedules that are effective dated. The system shall provide online view of all total compensation components. The system shall provide capability to use salary survey data maintained within the system based on user defined parameters. The system shall accommodate special pay circumstances at the position level (e.g., deferred compensation, bonus, hazardous pay). The system shall maintain verifiable on-line histy of job and salary changes by effective date. The system shall track budgeted, authized, and actual headcount and FTEs associated with positions. The system shall exchange data with finance/budget systems to assist in; budgeting and expenditure management, budget allocations f positions, hiring infmation, encumbrances, and recalculating budget commitments and encumbrances when salary actions and budget cuts (eliminated positions) occur. The system shall relate jobs in an ganizational structure. Software Development A-10

60 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 134. Compensation 135. Compensation 136. Compensation 137. Compensation 138. Compensation 139. Compensation 140. Compensation 141. Compensation 142. Compensation 143. Compensation 144. Compensation 145. Compensation 146. Compensation 147. Compensation The system shall rept on personnel movement events number of hires, transfers, promotions, quits, leaves of absence/return, separations, layoffs/recall, retirements, disability leaves/return. The system shall provide turnover repts. The system shall accommodate a minimum of seven hierarchical ganization levels. The system shall provide online, integrated, graphical ganizational charting. The system shall provide point-in-time ganizational charting (past, present, and future). The system shall provide capability f on-line employment/earnings verification. The system shall link compensation planning with ganizational budgeting. The system shall allow compensation administrats to assign managers/select users a level of control within compensation programs that they deem appropriate. The system shall group ranked jobs to suppt development of salary structures. The system shall allow users to query compensation data to be used f trend analysis on perfmance rating infmation. The system shall process multiple actions with the same effective date and to sequence those actions. The system shall identify employees on special assignments that may make them eligible f special earnings. The system shall ste salary and compensation histy. The system shall view and rept total compensation infmation categized by indirect and direct compensation f each employee. Software Development A-11

61 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 148. Compensation 149. Compensation 150. Compensation 151. Compensation 152. Compensation 153. Compensation 154. Compensation 155. Compensation 156. Compensation 157. Compensation 158. Compensation 159. Compensation 160. Compensation 161. Compensation The system shall validate minimum, midpoint, and maximum salary range each time the employee s salary is changed and display appropriate warning messages. The system shall allow f one-to-one oneto-many relationships between position and employee. The system shall allow prevent overstaffing f positions/grades. The system shall associate positions with grades points and ranges scales. The system shall create, modify, eliminate, and inactivate positions. The system shall enable position override at the position level. The system shall enable positions to be designated as tempary, co-ops/interns, apprentices, full-time, part-time. The system shall maintain pri position incumbent data. The system shall maintain user-defined start/end dates f positions with notification of when position is to end. The system shall track position approval status. The system shall provide authized and budgeted controls f each position and enable the position controls to be set f each position. The system shall produce daily management rept of daily vacancies by position. The system shall enable compensation manager to assign pay grade/range to a job description. The system shall enable approvals of job descriptions. Software Development A-12

62 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 162. Compensation 163. Compensation 164. Compensation 165. Compensation 166. Compensation 167. Compensation 168. Compensation 169. Compensation 170. Compensation 171. Compensation 172. Compensation 173. Compensation 174. Compensation 175. Compensation The system shall ste job descriptions f individual jobs job families and link descriptions to jobs, job families, positions and knowledge, skills, abilities and other characteristics (KSAOs). The system shall provide ability to write position descriptions. The system shall enable managers to request reclassifications to salary. The system shall enable managers to write position descriptions. The system shall provide online approval f salary increases. The system shall enable employees to view position/salary infmation. The system shall identify the Fair Lab Standards Act (FLSA) coverage/exemption and basis f coverage/exemption and calculate entitlement to overtime pay accdingly. The system shall ste employee KSAOs and minimum qualifications (MQs) including demonstrated proficiency levels. The system shall track current and histical position titles, classification, supervis, and department. The system shall track current and histical position vacancy status. The system shall track current and histical position active, inactive, and other statuses such as conversions. The system shall track current and histical position salary schedule. The system shall track current and histical position maximum pay grade. The system shall track current and histical position benchmark (yes/no) designat indicating class/comp has reviewed the position. Software Development A-13

63 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 176. Compensation 177. Compensation 178. Compensation 179. Compensation 180. Compensation 181. Compensation 182. Compensation 183. Compensation 184. Compensation 185. Compensation 186. Compensation 187. Compensation 188. Compensation 189. Compensation The system shall track current and histical position pay grade (alpha-numeric). The system shall track current and histical position type: full time, part time, hourly, intern, etc. The system shall track current and histical position exempt/non-exempt status. The system shall track current and histical position requirements. The system shall track current and histical prerequisite experience in other positions, including time in the position. The system shall provide f condition based position changes (e.g., positions marked f abolishment title change). The system shall provide an automated approval process of a position change via wkflow (approval rules must be user-defined). The system shall maintain a skills inventy f each position. The system shall generate position description fm on-line allowing user to copy job description data into a new job description. The system shall track employee salary hourly rate. The system shall track award description, amount. The system shall provide electronic award approvals via wkflow. The system shall track and rept the use of merit increases and other discretionary salary adjustments. The system shall integrate suppt external salary benchmark data internal salary practice comparisons in suppt of compensation program administration, especially as it relates to the completion of compensation surveys. Software Development A-14

64 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 190. Compensation 191. Compensation 192. Compensation 193. Compensation 194. Compensation 195. Compensation 196. Compensation 197. Compensation 198. Compensation 199. Compensation 200. Compensation 201. Compensation 202. Compensation 203. Compensation The system shall suppt a merit increase approval process tied to verification of completion of perfmance evaluation. The system shall link pay ranges to salary survey data. The system shall link salary schedule to bargaining unit and job class table. The system shall maintain various rates f a salary schedule. The system shall maintain an implementation date and effective date f retroactive pay. The system shall enter and automatically calculate salary increases either as a percentage dollar amount (flat rate). The system shall recd approval of the salary schedule. The system shall calculate a movement between salary schedules based on business rules governing salary setting. The system shall maintain salary schedules f various maximum and minimum amounts. The system shall change maximums/minimums, number of steps, and step values on salary schedules. The system shall suppt mass salary increases. The system shall add merit/promotion/in-grade salary increases to an individual position -- at the budgeted level and/ the individual employee's pay rate to reflect the increase. The system shall enter effective dates (past/future) f salary schedules/salary increases. The system shall use an internal system tool (i.e. sandbox) an external source (i.e. Excel) to wk on salary increase scenarios and ability to route the preliminary data f review and approval by various levels). Software Development A-15

65 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 204. Compensation 205. Compensation 206. Compensation 207. Compensation 208. Compensation 209. Compensation 210. Compensation 211. Compensation 212. Compensation 213. Compensation 214. Compensation 215. Compensation The system shall upload approved detailed salary increase data from an internal system tool (i.e. sandbox) from an external source (i.e. Excel) into the payroll system. The system shall wk on and process salary increases by employment type, bargaining unit, other categy. The system shall produce repts on a unit-byunit basis showing how merit increase dollars are distributed (e.g., by average, mean, etc.). The system shall set minimum and maximum salary increase ranges and percent s, and ability to require entering a justification f increases below a minimum above a maximum range identified as part of the process/policies. The system shall create earnings classifications based on the type of pay, including the business rules when each type of pay can be used. The system shall provide the option to flag certain types of pay as not eligible f retirement plan calculations; f example, awards, sick leave payout, etc. The system shall suppt compensating an employee f perfmance incentive pay via lump sum, percentage of pay, additional premium, other. The system shall suppt compensating an employee f tempary assignment pay. The system shall suppt the additional compensation f positions requiring special skills. The system shall allow f limiting of earn type availability by job class, employee type, department and/ ganization, location, bargaining agreement, time of day, job/task, supervis approval, overtime eligibility, etc. The system shall provide the option to flag certain types of pay as not eligible f FLSA overtime rate calculation; f example, call back pay. The system shall assign each job class to a salary schedule. Software Development A-16

66 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 216. Compensation 217. Compensation 218. Compensation 219. Compensation 220. Compensation 221. Compensation 222. Compensation 223. Compensation 224. Compensation The system shall maintain job classifications individually, by groups that are identified by attributes of the job classes, f example pay scale, employment type, minimum salary, etc. The system shall create a description f an approved job requisition. Description attributes include, but are not limited to: job class title, repts to, job class, salary range, education/experience requirements, certification licensure, position identifier. Manage multiple and flexible classification systems. Provide ability to set different probationary periods by classifications. Establish Occupational Groupings Job Families that are related to Job Classifications and compensation schemas. (e.g., an Occupation Grouping might be Electrician, and within this would be Job Classifications such as Entry Level, Journeyman, and Master. Compensation programs could be related to either both the Occupational Grouping and the Job Classification). Maintain assignment pay that is in addition to the employee s initial salary amount as listed on the position s salary schedule (e.g., hazard pay, tempary salary increase, and extra compensation). Maintain an employee in a tempary promotion, limited term assignment, acting position, other designation while continuing the employee s association with the regular position, including additional pay tempary change in salary. Ability to designate FLSA overtime status (exempt/non-exempt) by person and position including FLSA-specific exemption (administrative, executive, professional, computing, etc.). Ability to suppt the use of a variety of job content evaluation methods such as point fact systems whole job ranking. Software Development A-17

67 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 225. Compensation 226. Compensation 227. Compensation 228. Compensation 229. Compensation 230. Compensation 231. Compensation 232. Compensation 233. Compensation 234. Employee and Lab Relations 235. Employee and Lab Relations 236. Employee and Lab Relations Ability to maintain point fact evaluation sces f individual positions, assign grade dependent upon total sce values, and analyze point values against assigned salary rate. Ability to assign market salary ranges within the broad grade structure by payroll code, title and grade. Ability to maintain and update minimum, median, and maximum salary ranges that are calculated based on a variable percentage from the market median. Ability to update minimum/maximum values f grades and calculate percentage of spread. Ability to create salary analysis tools that can be shared with authized users. Ability to monit and maintain a mandaty minimum full time rate of pay f a position, and make an adjustment when needed. Ability to update the FLSA salary basis threshold when a change is mandated by the U.S. Department of Lab. Ability to move employees on the salary schedule based on defined rules. Ability to allow only active salary schedules to be used f payment of employees. The system shall provide the capability to process reduction-in-fce actions including issuance of notices, calculate severance pay and generation of required documentation. The system shall provide the capability to track and recd the full range of employee and management generated appeals and grievances. This includes events such as perfmance and conduct action appeals and grievances, Unfair Lab Practices, and lab contract administration disputes, including arbitration decisions and awards. The system s tracking functionality shall include such infmation as case nature, case date, case steps and resolution. Software Development A-18

68 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 237. Employee and Lab Relations 238. Employee and Lab Relations 239. Employee and Lab Relations 240. Employee and Lab Relations 241. Employee and Lab Relations 242. Employee and Lab Relations 243. Employee and Lab Relations 244. Employee and Lab Relations 245. Employee and Lab Relations 246. Employee Development 247. Employee Development The system shall track employee relations actions from initialization through completion. The system shall gather and ste data in suppt of negotiations other lab management discussions, contract administration and dispute resolutions. The system shall provide f automated Reduction in Fce. The system shall provide the capability to track and recd the full range of discipline and perfmance based actions, including reprimands, suspensions, removals, and track employee relations actions from initialization through completion. The system shall provide the capability to track and recd the Union certification petitions and results, including bargaining unit recognition and Union entitlements. The system shall all users to initiate, update and process a disciplinary action. The system shall allow designated users to perfm analysis by lab arbitrat and ruling. The system shall allow designated users to perfm analysis on number of grievances by article and section of bargaining unit agreement. The system shall allow designated users to perfm analysis on gender and ethnicity of grievance by type. The system shall suppt the planning, development and delivery of training and career development programs to meet the Airpts Authity and employee needs. The system shall track the completion of training by employees. Software Development A-19

69 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 248. Employee Development 249. Employee Development 250. Employee Development 251. Employee Development 252. Employee Development 253. Employee Development 254. Employee Development 255. Employee Development 256. Employee Development 257. Employee Development 258. Employee Development The system shall survey users on training needs including KSAOs to be acquired through training. The system shall select employees required to attend skills/awareness training, based on position profile (i.e., sexual harassment, diversity awareness, COTR and Procurement Integrity). The system shall track training requirements included in professional development plans perfmance evaluations and an employee s training plan. The system shall provide status on class enrollment that includes accepted, rejected, and/ wait listed. The system shall enable managers to view and approve training requests via the internet kiosk. The system shall allow managers to enroll employees in training courses. The system shall generate confirmation letters/ to enrolled employees. The system shall enable mass enrollment of a group of employees to a required course. The system shall ste details on training courses, instructs, and courses provided. The system shall automatically notify superviss of employees who have not completed mandaty training by a designated date. The system shall track histy by training activity. Software Development A-20

70 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 259. Employee Development 260. Employee Development 261. Employee Development 262. Employee Development 263. Employee Development 264. Employee Development 265. Employee Development 266. Employee Development 267. Employee Development 268. Employee Development The system shall automatically assign a set of required competencies, sub competencies, and proficiency levels to positions based on customizable criteria (e.g., position, job code, etc.) and enable assessment of employee incumbent proficiency on required competencies and calculate competency gaps by employee and position type and ganization. The system shall enable employees to review training histy. The system shall produce and track completion of individual development plans. The system shall track current and histical reviewer name. The system shall track current and histical reviewer title. The system shall designate users to enter specific perfmance milestones targets at any point throughout the year on the employee s draft perfmance evaluation rather than having to wait until the evaluation is due. The system shall provide perfmance appraisal approval paths that vary by department. The system shall calculate, track and rept rating/associated pay increases. The system shall provide electronic signatures by supervis and employee with date stamp f all key transactions (e.g., establish plan, revise plan, progress discussions, appraisal, review, etc.). The system shall track perfmance against perfmance goals and objectives by providing functionality that enables the employee to track progress on goals. Software Development A-21

71 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 269. Employee Development 270. Employee Development 271. Employee Development 272. Employee Development 273. Employee Development 274. Employee Development 275. Employee Development 276. Employee Development 277. Employee Development 278. Employee Development The system shall create goals and objectives from any of the following: preexisting plan, function/level specific templates, competency library, library of individual specific goals (selected by filter criteria), user defined. The system shall assign numerical weight value to each perfmance expectation. The system shall be able to suppt and rept f multiple perfmance evaluation systems. The system shall allow employees to rate their perfmance and provide comments on each perfmance expectation. The system shall allow employees, managers/superviss, and directs to check on the status of evaluation via wkflow. The system shall generate custom perfmance evaluation fms and/ templates which include the date of last evaluation, date of next evaluation and due date with incremental dates. The system shall allow designated users to query perfmance evaluation status by supervis manager and generate comparable statistics (e.g., % evaluations late, etc.). The system shall allow designated users to create a rept of outstanding overdue perfmance evaluations, taking into consideration any leave status (e.g., FMLA, disability, etc.). The system shall track employee perfmance management sces. The system shall maintain employee recds, including training and certification histy within the system to be archived accding to Airpts Authity procedures after a set amount of time (40 year retention policy). Software Development A-22

72 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 279. Employee Development 280. Employee Development 281. Employee Development 282. Employee Development 283. Employee Development 284. Employee Development 285. Employee Development 286. Employee Development 287. Employee Development 288. Employee Development 289. Employee Development The system shall track employee certifications and validity periods expiration dates; including professional compliance certificates (i.e., PMP). The system shall provide automated method to infm employee and employee s manager supervis when certification is about to expire. The system shall track other continuing education. The system shall track employee memberships in professional ganizations associations. The system shall create, track and an Authity wide employee skills inventy. Maintain the recds f an employee s wk experience, languages, education level, degrees, certifications, and licenses (biological use authization, certified radiation wker, certified scientific diver, etc.) and the ongoing update of these recds. Link the data to the appointee/employees HR recds. Ability to track tuition reimbursement waivers and advancement by employee, course, department, fund source, and other attributes with ability to set caps. Ability to include training and tuition reimbursement infmation in total compensation statement (as well as value of retirement, insurance, leave, and other benefits) to provide a comprehensive view of the investment made in employee f education and training. Ability to generate a list of training recommended required based on needs, group, status, job class, f promotion, protocol application (research), expiration date, certification, other requirements. Tracks individual training histy including dates and offerings registered f, attended and completed (internal and external), with results sces where applicable. Completion of training updated into employee recd, triggers notification to employee and supervis of training completion, and results when available (sce, pass/fail, etc.). Software Development A-23

73 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 290. Health and Safety 291. Health and Safety 292. Health and Safety 293. Health and Safety 294. Health and Safety 295. Health and Safety 296. Health and Safety 297. Health and Safety 298. Health and Safety The system shall track current and unlimited histy of incidents, injuries and follow-ups on all employees including wker s compensation. The system shall track current and unlimited histy of accident types, injury types, physical restriction types, and Occupational Safety and Health Administration (OSHA) Recdable/Lost Time types. The system shall be compliant with National Council on Compensation Insurance (NCCI) standardized coding. The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: employee demographics (full name, street address, city, state, and zip code, date of birth, date of hire, sex, job title, and supervis). The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: date and time employee began wk. The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: date and time of injury accident. The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: date and time employee repted injury accident. The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: date and time supervis repted the injury/accident to Wkers Compensation/Risk. The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: employee to whom notification was made. Software Development A-24

74 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 299. Health and Safety 300. Health and Safety 301. Health and Safety 302. Health and Safety 303. Health and Safety 304. Health and Safety 305. Health and Safety 306. Health and Safety 307. Health and Safety 308. Health and Safety The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: supervis. The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: business unit. The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: location. The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: transpted to hospital emergency room treated on-scene including facility infmation and name of treating physician. The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: was employee hospitalized overnight as an in-patient. The system shall generate a case number f the OSHA Log. The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: last day wked. The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: estimated date of return. The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: date returned to wk. The system shall ensure Health Insurance Ptability and Accountability Act (HIPAA) compliance with respect to security and confidentiality of risk management data. Software Development A-25

75 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 309. Health and Safety 310. Health and Safety 311. Health and Safety 312. Health and Safety 313. Health and Safety 314. Health and Safety 315. Health and Safety 316. Health and Safety The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: What was employee doing just befe the incident occurred? (Description of activities, as well as tools, equipment, material employee was using free fm text field). The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: What happened? (Description of how injury occurred free fm text field). The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: What was the injury? (Description of body part that was affected and how it was affected free fm text field). The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: What object substance directly harmed the employee? (Description of what injured the employee free fm text field). The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: If employee died, when did the death occur? (Date of death). The system shall track current and unlimited histy on accidents, injuries and/ occupational medical events: Witnesses? (Names and phone numbers). The system shall generate OSHA recdkeeping fms 300, 300A, and 301 in Excel and PDF fmats f up to four (4) establishments. The system shall generate OSHA Fm 300A: Total Number of Cases (Deaths, Days Away from Wk, Job Transfer/Restriction, and Other Recdable Cases). Software Development A-26

76 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 317. Health and Safety 318. Health and Safety 319. Health and Safety 320. Health and Safety 321. Health and Safety 322. Health and Safety 323. Health and Safety 324. Health and Safety 325. Health and Safety 326. Health and Safety 327. Health and Safety The system shall generate OSHA Fm 300A: Total Number of Days (Away from Wk, Job Transfer/Restriction). The system shall generate OSHA Fm 300A: Total Injury/Illness Types (Injuries, Skin Disders, Respiraty Conditions, Poisonings, Hearing Loss, All other illnesses). The system shall generate OSHA Fm 300A: Establishment Infmation. The system shall generate OSHA Fm 300: Log of Wk-Related Injuries and Illnesses. The system shall track Wker s Compensation injury leave while concurrently tracking FMLA leave. The system shall allow users to create and ste a user-defined fm f an employee statement an employer statement. The system shall maintain an unlimited text description f each accident injury. The system shall allow users to attach documents to events (e.g., accidents, injuries). The system shall allow users to attach associated documentation (e.g., Wd PDF, scanned documents) to accident injury repts in the system. The system shall link to existing scanned images (e.g., link police rept, incident rept). The system shall have track employee Driver License infmation (Name, Address, DOB, State of Issue, License Issuance Date, License Expiration Date, and Type of License) and designate as an Approved Driver. System should have the ability to provide repts f issuance to outside vends f Mot Vehicle Recd Checks; repts of upcoming license expirations; repts of employees not providing infmation. Software Development A-27

77 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 328. Payroll The system shall generate, and process monetary awards (On the Spot, I Made a Difference Awards, President s Circle Awards, and Service Awards) and be able to track the following: On the Spot Awards are limited to 5 per calendar year. I Made A Difference Awards are limited to an employee cannot exceed $ in a 2 year period. Currently we have 6 different payment types Payroll The system shall have the ability to recd a monetary award (On the Spot) f tax purposes without issuing a check and direct deposit (a memo deduction) 330. Payroll The system shall recd any pay earnings categy and automatically gross up f related taxes Payroll The system shall require necessary electronic approval from Vice President thru Compensation (wkflow) to the Payroll department to be reflected in the subsequent pay-period f monetary awards Payroll The system shall maintain employment histy, pay histy showing gross pay, time and attendance, and leave histy Payroll The system shall show all categies of deductions, e.g., Federal taxes, State taxes, local taxes if applicable, dues, garnishments, etc. Software Development 334. Payroll The system shall cancel s all employees benefit deductions upon separation date Payroll The system shall enable payroll to process lump sum pay f perfmance awards, a flat dollar amount in lieu of a salary increase. (E.g. an employee hits the maximum of their paygrade and receives a lump sum payment) Payroll The system shall derive summary totals of earnings, deductions, contributions, and total and paid hours f control purposes and to facilitate reconciliation. A-28

78 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 337. Payroll The system shall track histy of hours wked f all employees Payroll The system shall calculate a trial (what if?) payroll allowing modifications pri to release f pay rate changes other deductions benefit changes Payroll The system shall handle a minimum of 10 direct deposit accounts Payroll The system shall have the ability to update bank infmation f ACH bypassing the prenote process Payroll The system shall process cumulative adjustments f compensation based on the pay-rate change date in the current period Payroll The system shall have the ability to provide multiple trial payrolls to processing the final payroll Payroll The system shall provide on demand (online manual checks) check processing f individual employees outside the nmal pay cycle on a special run basis Payroll The system shall suppt processing of canceled voided payroll checks, and generate the appropriate accounting transactions. The ability to allow an administrat to select a previously issued check ACH and void it without the need to manually reverse each line item individually 345. Payroll The system shall calculate union dues by flat rate and by fmula Payroll The system shall handle employees with multiple rates of pay, job code, position, and department/cost center assignments Payroll The system shall process garnishments, tax liens, child suppt ders, bankruptcies, education loans, etc. and the contract shall make the payments to the third parties and send a monthly statement to the Airpts Authity as confirmation. Software Development A-29

79 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 348. Payroll The system shall calculate and deduct all types of involuntary deductions: flat amounts; percentages; disposable income percentages; and within the legal requirements Payroll F loans: The system shall have the ability to define deduction amount by pay period and a goal (limit) amount with a declining balance and generate a rept that will show the accumulated amount at any given time Payroll The system shall suppt a unique number identifier with a meaningful description and the system should suppt an unlimited number of deductions/contributions. If there is a limit, the contract should indicate what the limit is Payroll The system shall suppt a weekly, biweekly, semi-monthly monthly payroll frequency Payroll The system shall have the ability to impt data from various sources in a generally available file fmat (Excel, csv, txt, etc.) Payroll The system shall have the ability to mass change amounts f deductions (e.g. Union dues General Pension Plan calculations Police/Fire Pension Plan calculations) Payroll The system shall provide f tax deduction repting, reconciling, and crection processing f each taxing authity Payroll The system shall produce all repts mandated by federal, state, and local authities within the legal requirements Payroll The system shall suppt all tax calculations per combinations of the following methods: (1) exemption method, (2) percentage of taxable gross, (3) specific dollar amounts, (4) exempt and (5) supplemental Payroll The system shall accept taxing authities tax updates, included with the maintenance fee, f Federal, State and Local tax tables f multiple states ( at least a minimum of 7) Software Development A-30

80 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 358. Payroll The system shall provide the ability to specify which deductions are to be included excluded from tax calculations (pre- and post-tax deductions) Payroll The system should provide the ability to update tax calculation tables (e.g. Maryland local tax rate tables) Payroll The payroll system shall accept W-4 documents from self service module Payroll The system shall produce draft W-2 s f the client review and approval pri to final issuance and mailing Payroll The system shall produce W-2 and W-2c, on contract supplied tax fms which are approved by the taxing authity and prepare monthly, quarterly and annually tax filings f all tax authities Payroll The contract should provide copies of all tax returns filed f permanent recd Payroll The system shall provide means to enter time in tenths of an hour f all employees Payroll The system shall pre-populate employee time sheet based on type of employee (Fire wk week is 56 hrs. Salary employees 40 hours, etc.) and wk schedule Payroll The system shall pre-populate holidays based upon the master holiday schedule set up at the beginning of the year. Holiday schedule can be different based on the employee type and their wk schedule Payroll The system shall not allow employees to take vacation hours beyond a system defined amount (current policy is negative 80 hours) 368. Payroll The system shall suppt donated leave program. Program requires employee to donate either vacation sick leave based on the program each year (current program is 8 hours annually) Software Development A-31

81 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 369. Payroll The system shall enable employees to enroll in donated leave Payroll The system shall enable employees to submit a request f donated leave Payroll The system shall calculate vacation and sick leave based on employees years of service Payroll The system shall allow a different leave and bonus calculation f Executive Compensation Payroll The system should allow f manual vacation adjustment Payroll The system must allow employees the ability to display all leave transaction histy (audit trail) f current year Payroll The system shall provide a means f crecting leave balances f an employee f one me past pay periods with an audit trail and the managers approval 376. Payroll The system shall allow predefined absence codes when employee recds time not wked (i.e. Jury duty, military, sick, vacation, etc.) Currently there are 16 codes Payroll The system shall allow repting f leave activity based on employee, ganization, type of leave and frequency (pattern) Suppt System The system shall track the following leaves taken: vacation, scheduled sick, unscheduled sick, donated leave, military, jury duty and LTD Payroll The system shall allow f leave accrual year end to be calculated on a date other than December 31. The date is determined based on the first full pay period following January 1 st each year Payroll The system shall ste Time and Attendance data in days, hours, minutes, other units of measure as required. Software Development A-32

82 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 381. Payroll The system shall collect Time and Attendance data on a daily basis f each pay period, e.g., pay-period is weekly, biweekly, semimonthly and/ monthly basis Payroll The system shall collect Time and Attendance data from multiple wk der systems and various interfaces (e.g. Maintenance system, online time entry, intern) f employees Payroll The system shall allow and recd employee movement between departments using actual effective date of the move. Current system does not allow this capability Payroll The system shall ste wk schedules by ganizational level, wk groups, position, and employee Payroll The system shall allow employees to use drop down menu to select assigned project when entering time (, location, project number, cost center, and pay categy) Payroll The system shall retain unlimited years (currently 40 years) of Time and Attendance histical data Payroll The system shall suppt an unlimited number of shifts Payroll The system shall provide overtime hours repting 389. Payroll The system shall capture whether overtime hours are approved not approved Payroll The system shall have the ability to calculate shift differentials f Sunday and night differential per pay policies and by various employee types (e.g. Salaries employees exempt and non-exempt, Firefighters, Trades, etc Payroll The system shall allow f an employee to have multiple shift changes within one pay period. Software Development A-33

83 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 392. Payroll The system will recd payroll costs based upon employees effective date assignment between multiple departments Payroll The system requires electronic approval of all time rept based on ganizational hierarchy Payroll The system shall generate notification f incomplete unapproved time entry to the approving manager 395. Payroll The system should not allow the employee to submit the timesheet f approval of inadequate sick leave and over 80 hours of negative annual leave Payroll The system shall have the following Accounting Coding Structure to interface with Oracle. (See details below f Accounting Flexfield Coding Structure) 397. Payroll The system shall have the following Accounting Coding Structure to interface with Oracle Projects Module (PATEO). (See details below f PATEO Coding Structure) 398. Payroll The provider shall prepare and file all federal and state payroll tax filing and associated payments (weekly, biweekly, and monthly, quarterly and annually) based upon tax regulations Payroll The provider shall prepare and file all amended returns f federal and state payroll tax filings Payroll The system shall offer ad hoc repting f administrats and power users Payroll The system shall allow continuation of specified employee benefits upon separation, in accdance with defined criteria Payroll The system shall calculate severance pay based on severance criteria input by HR upon separation Payroll The system shall calculate, track and rept union dues (currently 5) f selected employees. Software Development A-34

84 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 404. Payroll The system shall allow the input f the maximum vacation to be input as part of the employee profile 405. Payroll The system shall calculate the leave carryover amount and/ leave ffeiture amount f each employee. Any carryover amount shall be sted as a separate leave categy f employees Payroll The system shall track relocation expense, sign-on bonus amount, any employee hirerelated expense as a separate compensation codes Payroll The contract shall provide earning statements and live checks f selected employees. These statements and checks should be pre-sealed and ready f postage and mailing Payroll The contract shall provide a hard copy of the final payroll register and related repts every pay-period f all companies Payroll The contract shall provide a cd ROM of the final payroll register and related repts every pay-period f all companies Recruitment The system shall generate documentation needed to complete the recruitment process, using position based requirements. This includes preparation of vacancy announcements that contain specific selection criteria (e.g., knowledge, skills and abilities, minimum qualifications, competencies and conditions of employment) Recruitment The system shall perfm initial screening of applicants based on minimum qualifications Recruitment The system shall provide a means f applicants and employees to apply as either external internal candidates f vacant positions Recruitment The system shall track and rept activities involved in acquiring applicants. Maj tasks include; soliciting applications, evaluating candidates, and notifying applicants of status. Software Development A-35

85 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 414. Recruitment The system shall enable managers to electronically initiate the full range of recruitmentbased actions (e.g., internal and external recruitment actions, reassignment actions, and details) and flow these actions to the appropriate individuals and offices f approvals and processing Recruitment The system shall maintain histical files documenting the recruitment and staffing process, including application review and interview panels in a manner that provides a complete audit trail of all actions Recruitment The system shall generate a unique requisition number Recruitment The system shall maintain EEO Codes and enable applicants to voluntarily disclose EEO codes in a way that facilitates tracking the diversity of applicants and selectees but does not reveal that infmation to hiring managers others who are decision makers in the hiring process Recruitment The system shall automatically generate standard applicant letters based on the appropriate action (e.g., rejection, offer, interview confirmation) Recruitment The system shall maintain testing requirements that are tied to specific jobs Recruitment The system shall maintain pre-employment test sces Recruitment The system shall maintain physical/drug tests and pass/fail results Recruitment The system shall enable applicants to be converted into employees Recruitment The system shall update position recds with number of open requisitions Recruitment The system shall ste the status of applicants that are rejected and/ accepted Recruitment The system shall match requisitions with vacant authized positions. Software Development A-36

86 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 426. Recruitment The system shall ste infmation on employment verifications Recruitment The system shall monit and track the applicant process from initial expression of interest by an applicant through the offer step Recruitment The system shall maintain the status of employee referrals Recruitment The system shall enable internal employees and external applicants to view status of applications Recruitment The system shall enable verification of legal status and maintenance of required recds to comply with the Immigration Control and Refm Act (IRCA) of Recruitment The system shall enable repting on key recruitment characteristics and measures of success including vacancy rate, time to fill, average number of applicants per position type, hiring manager satisfaction with results (e.g., 30 and 90 day post placement evaluation of effectiveness of hiring), etc Recruitment The system shall ste current and histical recd of job description data Recruitment The system shall identify and track position vacancy status Recruitment The system shall generate automated position openings when a vacancy occurs Recruitment The system shall accept applications over the internet Recruitment The system shall allow an applicant to create a unique sign-on user name and passwd when applying on-line Recruitment The system shall automatically generate communication to job applicant based on job applicant status via wkflow Recruitment The system shall allow users to post open positions job announcements internal application. Software Development A-37

87 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 439. Recruitment The system shall allow users to post open positions job announcements f external application Recruitment The system shall allow users to post open positions job announcements to external job posting web-sites Recruitment The system shall allow user to post a job announcement f a specified period of time (e.g., predetermined job closing date) Recruitment The system shall allow user to scan infmation received on paper copies of the application into the system Recruitment The system shall specify a number of userdefined types of recruitment f a position (e.g., open until filled, employee only, etc.) Recruitment The system shall capture and maintain in online application: position applied f, data applied, name, social security number, address, home telephone number, other telephone number, and address Recruitment The system shall capture and maintain current and previous employment histy in online application Recruitment The system shall capture and maintain in online application: previous military service and amount of time Recruitment The system shall capture and maintain in online application: education infmation (allow multiple entries) Recruitment The system shall capture and maintain in online application applicable professional licenses and certificates infmation. (allow multiple entries f type) 449. Recruitment The system shall match job position requirements with applicant data as pre-employment screen (e.g., position requires a college degree - applicant does not have a college degree) Recruitment The system shall allow user to screen f specific results. Software Development A-38

88 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 451. Recruitment The system shall mask certain user-defined data fields f security reasons (e.g., social security number, addresses, and secondary job) Recruitment The system shall notify user if an applicant is already on file as an applicant Recruitment The system shall notify applicant if he/she is already on file as a previous applicant Recruitment The system shall allow an applicant to update application infmation on file via the system Recruitment The system shall track application status: interview pending, being reviewed by department, etc Recruitment The system shall maintain complete histy files of successful and non-successful candidates Recruitment The system shall provide automated method to inactivate applications after a user-defined period of time (e.g., application is only kept f 6 months from last update) Recruitment The system shall track multiple position opptunities f a single applicant Recruitment The system shall generate thank you letters to unsuccessful candidates from a menu of templates Recruitment The system shall generate offer letters Recruitment The system shall generate user-defined letters Recruitment The system shall generate f users a hiring process checklist, with criteria specific to positions, job class, department, etc Recruitment The system shall track whether vacancies are posted advertised Recruitment The system shall provide on-line review of select, qualified applications f recruiter Recruitment The system shall provide via wkflow on-line approvals throughout the recruitment process. Software Development A-39

89 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 466. Recruitment The system shall track time elapsed at any point in the hiring process (e.g., pinpoint delay in the process) Recruitment The system shall screen f and prevent duplicate applications to same position Recruitment The system shall allow user to query applicants by key wds and/ skills Recruitment The system shall provide standard rept: number of applicants that have applied f a position Recruitment The system shall provide standard rept: time to fill position Recruitment The system shall provide standard rept: % of applicants that have dropped out/removed themselves from the application process Recruitment The system shall provide standard rept: wkload by recruiter (e.g., # recruitments, time to produce an eligible list, time to fill vacancy) Recruitment The system shall provide standard rept: job retention rept Recruitment The system shall provide standard rept: jobs by recruiter Recruitment The system shall track candidate progression through key steps in the process including but not limited to application, prequalification, interview, offer extended, offer status, background checking, Regent's approval (faculty), and hire Recruitment The system shall capture candidate availability/schedule infmation Recruitment The system shall recd specific searchable attributes in resume Recruitment The system shall ste infmation about references such as names and/ contacts, content of reference checks, etc Recruitment The system shall uniquely identify an applicant by a system-created ID that is not SSN. Software Development A-40

90 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 480. Recruitment The system shall all jobseekers to provide their profile, with specific reference to: language, abilities, certifications, experience, and employment preference Recruitment The system shall ste background clearance dates Recruitment The system shall communicate via time triggers; f example, to inquire to see if a candidate bank member is still looking and interested Recruitment The system shall automatically remove job postings from all sources when a requisition is filled closed Recruitment The system shall seamlessly integrate with third-party online assessment providers and ste assessment results Recruitment The system shall integrate with job posting aggregats via web service, including the ability to track online advertising campaigns via keywd and conversion infmation (e.g. Google AdWds) Recruitment The system shall track the source of each application received, including web site links, candidate identified source, and recruiter Recruitment The system shall Ability f users to add, edit and manage attributes (description, skills, requirements, minimum qualifications, etc.) of a requisition (even if pre-populated) Recruitment The system shall associate tests and assessments to a requisition and require their completion Recruitment The system shall recd requisition status and process stage infmation Recruitment The system shall re-assign HR and departmental individuals associated with a requisition group of requisitions while maintaining a histy Recruitment The system shall automatically post positions to sources indicated on requisition (internal job posting system, Airpts Authity web site, external search firms, etc.), based on posting start date and end date, other triggers Software Development A-41

91 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 492. Recruitment The system shall suppt multiple, unique requisition approval wkflows f different requisition populations, departments Recruitment The system shall automatically fill position summary infmation on the requisition from a linked position Recruitment The system shall allow users to select desired sourcing channels such as internal job posting system, external search firms, etc Recruitment The system shall create universal, positionspecific, and requisition-specific pre-screening questions Recruitment The system shall update, modify, extend, remove requisitions (with updates viewable to all users, hiring managers and recruiters) Recruitment The system shall allow users (i.e. hiring managers and recruiters) to view requisition status at all times Recruitment The system shall integrate with social media sites (i.e., LinkedIn, Facebook, Twitter, Instagram, YouTube and other talent recruitment sites) to promote Airpts Authity recruitment effts Recruitment The system shall track how job applicants learned of job openings. This shall include social media and online job board sites Recruitment The system shall allow f posting job openings to online job boards such as Monster.com, Indeed.com, Careerbuilder.com, and Ziprecruiter.com as well as social media sites such as LinkedIn, Facebook, and Twitter Self-service The system shall enable employees to review pri date pay checks Self-service The system shall enable employees to maintain direct deposit account infmation Self-service The system shall enable employees to change their W-4 (with approvals) and provide histy trail of the transactions perfmed on the fm. Software Development A-42

92 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 504. Self-service The system shall allow employees to update personal payroll infmation (e.g., tax withholding infmation, electronic funds transfer infmation, and allotments based on defined limits); provide histy trail Self-service The system shall enable employees to enter time and attendance infmation Self-service The system shall enable managers to approve attendance and leave infmation Self-service The system shall enable employees to request approval f leave and vacation Self-service The system shall enable managers to review attendance infmation and approve leave requests Self-service The system shall verify the requested leave is available Self-service The system shall automatically generate a notice to the employee if they have insufficient sick leave Self-service The system shall automatically generate a notice to the employee when their annual leave balance is insufficient, up to -80 hours, and also notify the supervis via the wk flow Self-service The system shall provide Self-Service functionality f employees, managers and possible other roles (payroll codinat). Should be integrated with wkflows to provide automatic reminders, routing, approvals, and notifications, audit trail, proxy and delegation assignment f processes like requesting leave. Through Employee Self-Service users should be able to do things like view transaction status and data, update personal employee data, view earnings and benefit statements, view leave balances and request leave, etc. Through Manager Self-Service users should be able to view personnel data, do ganizational updates, approve leave requests etc. Software Development A-43

93 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 513. Self-service The system shall provide employee self-service to suppt online enrollment in the charitable contributions program that will flow over to Payroll in der to have the deduction taken out of the employee s paycheck. Software Development 514. Suppt System 515. Suppt System 516. Suppt System 517. Suppt System 518. Suppt System 519. Suppt System The system shall recd incumbent-related infmation such as; date of hire, service computation date, retirement service date, Life Insurance and Thrift Savings Plan eligibility dates. The system shall also require the capability to crect cancel these actions and provide the necessary audit trail. The system shall enable managers and human resources staff to track past, current and pending personnel actions. The system shall automatically generate personnel action reminders that will prompt management decisions on such actions as grade increase, completion of probationary period and details, and any similar time-sensitive actions. The system shall suppt the conversion of paper Official Personnel Folder to an electronic medium. The system shall have an electronic OPF system to reduce the significant operational burden of maintaining paper OPFs while affding human resources professionals, managers, and employee s easier access to histical personnel infmation. The system shall ensure that personnel actions are crectly cited and documented. This includes f example; entering prescribed remarks, expiration date, and probationary period expiration date. A-44

94 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 520. Suppt System 521. Suppt System 522. Suppt System 523. Suppt System 524. Suppt System 525. Suppt System 526. Suppt System The system shall finalize personnel actions. This involves the consummation of management and employee requested personnel actions by either the generation of a Notification of Personnel Action (PE-15) the electronic stage of data associated with the Request f Personnel Action (PE-10). The system shall maintain recds. This includes all activities associated with establishing, updating, sting, and purging of a variety of human resources documents and recds in accdance with the Airpts Authity s retention policy. Also included are miscellaneous recd maintenance such as crections, employee recd validation, and recdkeeping personnel action processing. The system shall have the capacity to enable maximum employee access to user friendly, intuitive self-service personnel benefits infmation and automated transaction processing. The intent of this requirement is to allow employees to manage their own benefits, such as requesting infmation and initiating action, with minimum exchange of fms other paper documents. The system shall allow employees to make user friendly miscellaneous changes (e.g., address, name, and emergency contact infmation). The system shall determine employee eligibility f entitlements and process and document the action. The system shall suppt the generation of repts at specific time intervals upon request, including repts that span calendar years. The system shall suppt managerial repts include control repts used by human resources/payroll office staff members, as well as repts used by others such as superviss. Software Development A-45

95 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 527. Suppt System 528. Suppt System 529. Suppt System 530. Suppt System 531. Suppt System 532. Suppt System 533. Suppt System 534. Suppt System 535. Suppt System 536. Suppt System The system shall generate reconciliation repts used to compare and reconcile data between systems. The system shall provide employees with access to their personal employment and earning data and managers should have access to their ganization and subdinate wkfce nonpersonnel data. The system shall provide human resources and financial personnel with a wide range of wkfce analysis that will facilitate strategic decision making suppted by data. The system shall provide the capability to generate routine human resources and payroll repts that are prescribed by the function users. The system must contain ad hoc repting and should also include data browsing tools, with rapid-response, graphically-iented (g charts and dashboards), and user friendly access to the system database. The system shall produce managerial repts to facilitate moniting of human resources costs, leave authization, and personnel actions by human resources staff members and by superviss managers. The system shall provide an output matrix of repts that describes rept by title, purpose, frequency, and distribution level. The system shall ste multiple addresses per employee. The system shall maintain complete histy of position and salary changes by effective date. The system shall create a unique employee identification number (not the employee s social security number). The system shall produce automatic notification to deactivate employee ID and access cards upon separation. Software Development A-46

96 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 537. Suppt System 538. Suppt System 539. Suppt System 540. Suppt System 541. Suppt System 542. Suppt System 543. Suppt System 544. Suppt System 545. Suppt System 546. Suppt System 547. Suppt System 548. Suppt System 549. Suppt System The system shall automatically cancel direct deposit f separated employees. The system shall ste employee rehire infmation, including eligibility, ineligibility, and applicable dates. The system shall ste multiple separations f an employee. The system shall ste separations by reason (e.g., discharged, better opptunity, date, rehire eligibility, COBRA election). The system shall ste infmation on property issued to an employee (such as office keys and parking permits) to be returned at separation. The system shall retain separated and retired employee recds on-line. The system shall mark employee as pending separation, while waiting final approval from authized parties and provide option to hold employee benefits and pay during processing of pending separations. The system shall track the status of a defined separation process/steps. The system shall enable employee exit interview infmation to be captured and evaluated/repted to discern causes of employee turnover. The system shall enable periodic survey of employees on employee engagement issues that impact retention, and to rept on issues and trends. The system shall suppt security definitions f end user queries and rept requests based on access role. The system shall generate automated scheduling of repts based on user defined schedules. The system shall expt/impt data to desktop applications (e.g. Microsoft Excel, Wd, Access and other applications). Software Development A-47

97 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 550. Suppt System 551. Suppt System 552. Suppt System 553. Suppt System 554. Suppt System 555. Suppt System 556. Suppt System The system shall allow designated users to query based on key-wd search. The system shall suppt dynamic system security on inquiry and input access to data, fields, screens, transactions, functional areas, business rules, documents, repts, wkflow processes, etc., f both internal and external users (as applicable). It shall allow users to be assigned roles, and roles should only see what they have access to. The system shall be accessible anywhere, anytime, from any device, by anyone (web interface, 24x7, desktop, mobile, section 508 compliant, ADA, etc.). The system shall provide audit trail functionalities that suppt each functional area. Functionalities should include capturing, maintaining and viewing complete histical audit trail log of all transactions, activities and documents. Attributes of the audit trail shall include, but are not limited to, time, date, effective date, by whom, detail of changes, notes/comments, and reason codes. The system shall time triggered business rules. Examples include, but are not limited to, beginning of month, end of month, end of tax year, on separation date, anniversary date, rules that become effective inactive on a given date. The system have also identify required data. The system shall provide an integrated document management system that suppts and provides audit trails f each functional area. System functionality should include document imaging, printing/reprinting, uploading, saving/sting documents, repts and communications, generating/creating documents templates, sending documents, creating automatic ticklers task lists and generating reminders based on user-defined business rules. The system shall allow multiple sandbox environments to suppt the application life-cycle and training. Software Development A-48

98 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 557. Suppt System 558. Suppt System 559. Suppt System 560. Suppt System 561. Suppt System 562. Suppt System 563. Suppt System 564. Suppt System The system shall allow notes and/ comments to be attached to any transaction data item. Notes are part of the permanent recd, whereas comments are transity during the life of the wkflow and do not become part of the permanent recd. The system shall preclude duplicate data entry by automatically accessing position and employee infmation already residing within the system. The system shall maximize use of dropdown menus and other methods to provide users selection options f pre-defined fields where possible rather than user-entered text. The system shall ensure all required fields are complete and ensure common terms are consistently spelled, e.g., job titles, perhaps through drop-down lists. The system shall have an audit trail (shall capture all changes made in the system; whether approvals, additions and deletions, so that they can be traced back to the user making the change). The system shall provide flexible standard, ad hoc repting and online querying functionalities that suppt each functional area. Functionality should include standard system repts that can easily be created, viewed and modified by users at any level of the ganization f their own purposes. The system shall suppt parameter driven and ad hoc repts, queries, custom views and templates that can be created and maintained at any level within the institution based on userdefined criteria. The system shall allow users to access system data in summary in detail and suppting documentation online. Users should also be able to access transaction and wkflow data f metrics and other repting. Software Development A-49

99 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 565. Suppt System 566. Suppt System 567. Suppt System 568. Suppt System The system shall suppt downloading of repts, screen data and documents into user defined fmats and output fmats (i.e. Excel, Wd, Access, PDF,.csv, tab delimited, etc.) and the ability to create private public repts and queries. Queries should allow logic and business rules to select data output. In addition, users should be able to schedule repts and queries to run at set times intervals. The system shall allow queries based on logic and business rules to select data output. In addition, users should be able to schedule repts and queries to run at set times intervals. The system shall provide flexible, role-based and customizable wkflow functionalities that suppt the process steps in each functional area. The functionalities should include data validation; sting all data; attaching and viewing comments and notes; full audit trail; configurable thresholds and business rules (that trigger actions in the system, define routing approvals and notifications either pre- postentry review); capturing electronic approvals and signatures; sequential and/ hierarchical/inter-ganizational approvals; rejecting requesting me infmation; edits; delegating approval; adding ad hoc approvers; escalation to other approvers if time period elapses; approvals integrated with ; viewing and tracing status; adding attachments and URLs; setting up rules f ticklers and reminders; and setting up personal profile dashboard to maintain a user's wkflow settings and queues. Functionality should also include integration with a document management system and the ability to interface both to and from other wkflow systems/services (exit/entrance points in the wkflow). The system shall track required length of service to maintain tuition assistance reimbursement. Software Development A-50

100 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 569. Suppt System 570. Suppt System The system shall track required length of service to maintain relocation expense sign-on bonus (e.g., must pay back bonus if leave befe one year). The system shall prepare repts needed f internal salary schedule repting. Software Development A-51

101 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 571. Suppt System The system shall provide the following repts out of the box: BIWEEKLY PAYROLL REPORTS: Payroll Transaction Edit, Sequence Transaction Rept, GL Summary Audit and Exception Rept, GL Detail Table Rept, GL Recoded Audit Rept, Payroll Exception Rept, Payroll Funds Transfer, Check Recon Audit Rept, Funds Distribution Audit, Wage Attachment Register, Wage Payment Summary, New Hire Compliance Rept, Adjustment Audit Rept, Wage and Tax Audit Rept, Overtime Rept, Employee Retirement Contribution Rept, TSP Rept, Injury Pay Rept, Retirement Plan f Police/Fire Plan, 457 Deferred Comp Retirement Savings Plan Rept (*file f interface with provider), Individual Deduction Registers f all Deduction Codes (approximately 100), Retirement Savings Plan Loan Rept, Liability Rept (Annual Leave), Sick and Vacation Accruals Rept, Combined Leave Rept (includes all leave (annual, sick, holiday, rested leave), and Use Lose Annual Leave Rept (carryover). QUARTERLY AND YEAR TO DATE REPORTS: W-2 Rept (shows individual W-2 f each quarter and year to date), Wage and Tax Rept f each state (currently in 5 states: VA, MD, DC, WV, PA), W-2 Exception Rept, Quarterly Wker's Compensation Repts, Quarterly and Year to Date 941 Repts and State Tax Filing, W-2's (repting f approximately 1700 employees), and Imputed Income on Group Term Life Insurance f Retirees f W-2 Purposes. ADDITIONAL PAYROLL PROCESSING REPORTS: Edit Exception Rept, Deduction Changes Rept, EFT Changes, Employee Changes Rept, Employees Not Paid, Zero Dollar Checks, Deductions Not Taken and Trial Register. Software Development A-52

102 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 572. Talent 573. Talent 574. Talent 575. Talent 576. Talent 577. Talent 578. Talent 579. Talent 580. Talent 581. Talent 582. Talent The system shall allow f multiple perfmance rating configurations and evaluation methods. The system shall provide f electronic routing, completion approval and recding of the perfmance plan and resulting rating from management to human resources. The system shall have the capability to create, monit and maintain perfmance improvement plans. The system shall administer perfmance management. This includes all tasks involved in administering a system f evaluating employee perfmance and multiple probationary periods. The system shall provide the capability to use position and personnel data to facilitate on-line initiation of the full range of wkfce development activities. These activities include nomination, approval, enrollment, evaluation, and personnel recd documentation. The system shall recd and track assignment of teams that cut across ganizational boundaries. The system shall track special roles in addition to the employee s established job. The system shall track all required training needs based on position. The system shall notify employees of pending expiring certifications. The system shall ste employee licenses and certifications. The system shall ste education infmation f employees. Software Development A-53

103 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 583. Talent 584. Talent 585. Talent 586. Talent 587. Talent 588. Talent 589. Talent 590. Talent 591. Talent 592. Talent 593. Talent 594. Talent The system shall enable managers to assign individual rating. The system shall enable managers to assign group rating. The system shall ste infmation on perfmance evaluations, including ratings, review histy and review schedule. The system shall track scheduling and completion of perfmance evaluations/assessments. The system shall maintain a personal histy fm that includes job assignments and personal skills/competencies. The system shall track employee competencies. The system shall enable managers to add suppting comments to employee perfmance evaluations f high low ratings. The system shall notify employee and department management of pending perfmance evaluation dates. The system shall provide online access to development plans f review and update by employee and supervis/manager. The system shall recd approval of Tuition Reimbursement and maintenance of a spreadsheet showing remaining funds and other standard user data. The system shall enable managers to review training and qualifications f subdinates. The system shall enable managers to approve training requests. Software Development A-54

104 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 595. Talent 596. Talent 597. Talent 598. Talent 599. Talent 600. Talent 601. Talent 602. Talent 603. Talent 604. Talent 605. Talent The system shall enable employees to complete perfmance evaluations/assessments online. The system shall enable employees to update skills and competencies online. The system shall enable managers to write perfmance appraisals. The system shall enable employees to select relevant facts and examples f perfmance evaluation. The system shall enable employees to request modifications to perfmance measures f perfmance evaluation. The system shall enable superviss to create a nomination f an employee perfmance award. The system shall enable employees to submit request f tuition assistance. The system shall enable managers to request a position review. The system shall enable managers to write position descriptions. The system shall enable the hiring manager to generate a request to swap unfrozen positions. The system shall allow employees and their supervisy to collabate to develop individual development plans suppting improved perfmance in their current position and increase competitiveness/readiness f positions to which the employee aspires. Software Development A-55

105 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 606. Talent 607. Talent 608. Talent 609. Wkfce 610. Wkfce 611. Wkfce The system shall allow managers to identify key positions requiring deliberate succession planning; to identify potential successs within the existing employee population, and to rate potential successs as to their readiness f succession. The system shall allow nomination and multiple levels of supervisy and managerial endsement f leadership development programs designed to increase competitiveness of existing staff f key leadership positions. The system shall allow analysis of the diversity of the wkfce by age age categies, sex, race and national igin; by job categy and supervisy managerial level and suppt identification of underrepresentation in the wkfce and in selection practices. The system shall be able to provide the ability to track positions at multiple levels of authization. The system shall suppt the imptant aspect of full identification of position requirements. F example, the system shall allow management to annotate a position s unique requirements such as; mobilization responsibilities, drug testing requirements, position sensitivity, financial disclosure obligations, and position based skill and competency requirements, and a wide varied of other position-based requirements that emerge and change over time. The system shall provide the related functionality of ganization decision suppt f managers that will simplify their ganization and position design decisions (e.g., budget and full time equivalent management, activity based costing, and wk efft as related to perfmance measures and indicats). Software Development A-56

106 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 612. Wkfce 613. Wkfce 614. Wkfce 615. Wkfce 616. Wkfce 617. Wkfce 618. Wkfce 619. Wkfce 620. Wkfce 621. Wkfce The system shall process the full range of individual and mass personnel actions such as details, reinstatements, transfers, promotions, separations, retirements, terminations, change to lower grades, pay increases, reassignments, pay changes, differentials, premium and special pay. The system shall tie employees to direct superviss. The system shall define categies and subcategies of employees that fall under a particular lab agreement. The system shall provide online arbitration tracking. The system shall enable employees to access employee level ganizational charts. The system shall enable managers to access their ganizational and subdinate wkfce personal and non-personal data. The system shall provide ability to identify and track employees and positions required to complete annual Financial Disclosure Fm. The system shall automatically generate a head count based on department and generate an ganization chart by department (department code). The system shall capture current and histical position data including: job description, employee type (hourly, salary), position repts to, department, salary range. The system shall capture current and histical position data including: essential functions (per Americans with Disabilities) and EEO categy codes. Software Development A-57

107 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 622. Wkfce 623. Wkfce 624. Wkfce 625. Wkfce 626. Wkfce 627. Wkfce 628. Wkfce 629. Wkfce 630. Wkfce 631. Wkfce 632. Wkfce 633. Wkfce The system shall generate turnover analysis, including capture of reason f separation. The system shall generate ganizational charts online by user defined criteria (e.g., by department, by division, by location, positions only, positions and employees etc.) and in printable fmat. The system shall generate ganization charts. The system shall send a notification when an hourly position is approaching its end date - start wkflow process f non-career positions. The system shall generate EEO analytical and summary repts: Wkfce. The system shall generate EEO analytical and summary repts: Job group. The system shall generate EEO analytical and summary repts: Underutilization. The system shall generate EEO analytical and summary repts: race. The system shall generate EEO analytical and summary repts: gender. The system shall generate EEO analytical and summary repts: job groups. The system shall generate EEO analytical and summary repts: job classifications. The system shall generate EEO analytical and summary repts: EEO compliant tracking. Software Development A-58

108 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 634. Wkfce 635. Wkfce 636. Wkfce 637. Wkfce 638. Wkfce 639. Wkfce 640. Wkfce 641. Wkfce 642. Wkfce 643. Wkfce 644. Wkfce The system shall generate EEO analytical and summary repts: Diversity of new hire (multiple views such as by department, job class, etc.). The system shall generate EEO analytical and summary repts: EEO annual rept (summary and by department). The system shall generate EEO analytical and summary repts: Affirmative Action Plan. The system shall allow user to perfm EEO modeling f projection analysis of demographic trends. The system shall generate compliance analytical and summary repts: EEO, Affdable Care Act (ACA), FMLA and applicable laws and regulations. The system shall track current and histical employee name, previous name, name prefixes (i.e., Mr., Ms., Dr.), name suffixes (i.e., Jr., III), and name changes. The system shall provide a field to track the creation date of a transaction, so that even if overridden in crection mode if deleted there is a log file recd maintained on the transaction as it was iginally entered into the system. The system shall track employee Language(s). The system shall track employee marital status. The system shall track employee, spouse, and multiple dependent social security numbers with role based masking. The system shall track employee, spouse and multiple dependent data, including addresses, gender, phone, birth date, and race/ethnicity. Software Development A-59

109 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 645. Wkfce 646. Wkfce 647. Wkfce 648. Wkfce 649. Wkfce 650. Wkfce 651. Wkfce 652. Wkfce 653. Wkfce 654. Wkfce 655. Wkfce 656. Wkfce The system shall track employee life event dates (e.g., birth date, death date, marriage date) f employees, retirees and dependents. The system shall track multiple phone numbers (home, wk, cell, and pager) with user defined preferences f each (e.g., nmal, emergency). The system shall track multiple addresses with user defined preferences f each (e.g., wk and home). The system shall track multiple emergency contact name(s) and phone numbers in priity der; and the relationship to the employee. The system shall track employee s military background/veteran and reserve status with details such as service branch, dates of service, rank, and discharge type. The system shall track employee s citizenship, immigration status and backup documentation, wk visa infmation including expiration date, and non-resident alien. The system shall track employee s iginal date of hire, rehire dates, anniversary date, and continuation date (after a leave of absence). The system shall track employee s leave accrual date. The system shall track several types of employee status including: active, terminated, paid leave, unpaid leave, etc. The system shall track employment status dates by leave categy (e.g., active, LWOP, military). The system shall track employment personnel action effective date. The system shall generate personnel action wkflows and appropriate paperwk f any personnel action (e.g., upon hire, transfer, separation, promotion, perfmance award, etc.). Software Development A-60

110 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 657. Wkfce 658. Wkfce 659. Wkfce 660. Wkfce 661. Wkfce 662. Wkfce 663. Wkfce 664. Wkfce 665. Wkfce 666. Wkfce The system shall generate personnel action fms that with the ability to add action codes as needed, and to set up unlimited transaction reasons. The system shall allow user to attach files (e.g., resume, benefit enrollment, perfmance appraisal, personnel action fm, financial disclosure, etc.) to an employee s recd. The system shall print designated infmation such as imaged and/ attached files, based on assigned security. The system shall provide integration so that all entry and/ updates to personnel action fms populate all applicable fields in other modules (updates employee file, position data, etc.). The system shall perfm mass change updates to all employee recds a select group based on user-defined characteristics. The system shall apply the retro utility to mass changes as well as individual employee data changes. The system shall track every type of salary change on an employee s recd; all user defined, such as promotion, demotion, conversion, and any pay adjustments. The system shall specify data changes in other fields (default changes) accding to the transaction type. The system shall track every type of data change on an employee s recd; all user defined, dismissals, layoff, suspensions, disciplinary actions, leave w/out pay terminations. The system shall track multiple actions and/ reasons taken by the employee which impacts employment separation including voluntary involuntary retirement, death, disability retirement, resignation, job change, health reason, to remain at home; and other reasons as defined by the Airpts Authity. Software Development A-61

111 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 667. Wkfce 668. Wkfce 669. Wkfce 670. Wkfce 671. Wkfce 672. Wkfce 673. Wkfce 674. Wkfce 675. Wkfce 676. Wkfce 677. Wkfce The system shall electronically ste separation/termination reasons and written notice of resignation, electronically capture the details of an al resignation. The system shall flag the necessary steps to take when an employee is terminated (e.g., keys are returned and access to the system is denied), utilizing wkflow capabilities. The system shall generate separation termination checklist via wkflow f items employee needs to return and internal action steps needed (e.g., IT security, laptop, ID badge). The system shall generate communication to the proper department concerning terminations based on separation reasons (e.g., infm IT to remove ID from Netwk, infm HR f benefits) via wkflow. The system shall maintain future, immediate and retroactive effective dates f terminations. The system shall allow a user to reinstate an employee from termination (e.g., employee is not going to separate). The system shall notify user of new employees who have previously been employed at the Airpts Authity (rehires) The system shall reinstate a retired employee after they return to wk. The system shall provide automated generation of termination communications such as exit interview process and instructions. The system shall allow terminated employees to complete an exit interview on-line. The system shall maintain user-defined eligibility f re-hire based on Airpts Authity policies and procedures. Software Development A-62

112 Table A-1.HRMS Functional Requirements Req # Focus Area Requirements Description In Existing COTS SaaS Software 678. Wkfce 679. Wkfce 680. Wkfce 681. Wkfce 682. Wkfce 683. Wkfce 684. Wkfce 685. Wkfce 686. Wkfce 687. Wkfce The system shall generate employee turnover analysis results based on separation reasons and exit interview data. The system shall comply with federal government repting requirements (e.g., Affirmative Action). The system shall track employee education (high school, college, graduate). The system shall track employee majs and degrees, including school attended, when attended, and whether the school attended is accredited. The system shall ste an employee s digitized photograph. The system shall allow designated individuals in departments to sign off that terminated employees have returned all assigned items completed any unfinished business. The system shall process staffing requirements to identify both sht and long term staffing needs. The system shall enable time input adjustments to crect Time and Attendance immediately (upon approval). The system shall fecast future staffing requirements based on anticipated retirements (including retirement eligibility tempered by characteristics of employees who have histically retired) and histic non-retirement turnover rates by position type. The system shall track infmation relating to the employee s wk including alternative wk schedules (e.g., flex). Software Development A-63

113 A-64 Appendix A HRMS Detailed Requirements

114 Table A-2. HRMS Technical Requirements Req. # Requirement ISO Characteristic 1. The system shall maintain a virtual private netwk (VPN) connection to the Airpts Authity s netwk to allow f system interfaces. Compatibility ISO Sub characteristic Interoperability In the Service Offering Development of the Service Offering 2. The system shall include documented application programming interfaces (APIs) to suppt system interfaces. The APIs must suppt one me of the following: REST, SOAP, JSON-based web services. Compatibility Interoperability 3. The system shall exchange any XML content using the HR-XML standard schema a custom schema that is fully documented. Compatibility Interoperability 4. The system contract shall create interfaces/exchanges to all legacy systems identified in interface table appendix. The contract shall be responsible f implementing the extract, transfm, and load steps f each exchange. The contract shall use the Airpts Authity s ETL solution when needed. Compatibility Interoperability A-65

115 Table A-2. HRMS Technical Requirements Req. # Requirement ISO Characteristic 5. The system shall generate a log of all system errs during system operation. This log shall be made accessible to the Airpts Authity s system administrats. Maintainability ISO Sub characteristic Analyzability In the Service Offering Development of the Service Offering 6. The system shall allow the Airpts Authity s system administrats to create, update, and delete new data fields, wkflows, and related business rules without the need to modify base software code. Maintainability Modifiability 7. The system shall have a production environment, a test environment, and a development environment. The production environment will serve as the operational environment f end users. The test environment will be used to perfm unit testing as well as user-acceptance testing. The development environment will be used by system administrats to create new configurations. Maintainability Modifiability 8. The system shall suppt configuration migration between the development environment, test environment, and production environment. Maintainability Modifiability A-66

116 Table A-2. HRMS Technical Requirements Req. # Requirement ISO Characteristic 9. The system shall suppt replication of environment between the development environment, test environment, and production environment. Maintainability ISO Sub characteristic Modifiability In the Service Offering Development of the Service Offering 10. The system contract shall provide a software configuration management plan. Maintainability Modifiability 11. The system shall suppt 800 simultaneous users without noticeable perfmance degradation. Perfmance_ Efficiency Capacity 12. The system shall be able to scale as necessary to suppt an annual simultaneous user increase of 1% to prevent perfmance degradation. Perfmance_ Efficiency Capacity 13. The system shall suppt a maximum of 1,600 transactions a day including time card charging. Perfmance_ Efficiency Capacity 14. The system shall provide usage statistics repts on a weekly, monthly, and yearly basis. Perfmance_ Efficiency Capacity 15. The system contract shall provide Tier III technical suppt with no limit on the number of trouble tickets. Perfmance_ Efficiency Time Behavi 16. The system contract shall provide technical suppt 24 hours a day 7 days a week. Perfmance_ Efficiency Time Behavi A-67

117 Table A-2. HRMS Technical Requirements Req. # Requirement ISO Characteristic 17. The system contract shall respond to all critical technical issues within 30 minutes of notification (either human-staffed e- mail), to all high technical issues within 1 hour, to all medium technical issues within 2 hours, and to all low technical issues within 1 day. Definitions of the criticality levels are provided in attachment. Perfmance_ Efficiency ISO Sub characteristic Time Behavi In the Service Offering Development of the Service Offering 18. The system shall be fully compatible with future updates to common PC web browsers including, but not limited to, Microsoft Internet Expler, Google Chrome, Mozilla Firefox, and Apple Safari. Ptability Adaptability 19. The system shall be fully compatible with all common PC web browsers including, but not limited to, Microsoft Internet Expler, Google Chrome, Mozilla Firefox, and Apple Safari. Ptability Installability 20. The system contract shall recognize that all Airpts Authity HR data sted in the system is the property of the Airpts Authity. Ptability Replaceability A-68

118 Table A-2. HRMS Technical Requirements Req. # Requirement ISO Characteristic 21. The system contract shall provide all data in the Airpts Authity s environments if requested by the Airpts Authity within 2 weeks of request. The contract shall provide the data in a standard database such as MS SQL Oracle, provide the data in an XML fmat. The system contract shall provide necessary documentation such as schema description documents. Ptability ISO Sub characteristic Replaceability In the Service Offering Development of the Service Offering 22. The system shall maintain an up-time availability of 99%. Reliability Availability 23. The system contract shall provide monthly availability repts demonstrating system availability is meeting requirement. Reliability Availability A-69

119 Table A-2. HRMS Technical Requirements Req. # Requirement ISO Characteristic 24. The system contract shall reduce the subscription cost 10% f one month if the system availability fails to meet the 99% service level. F each subsequent month the service level of 99% is not met, the system contract shall reduce the subscription cost another 10%. The maximum reduction will be capped at 40%*. The reduction percentage will reset to 10% after two consecutive months the service level is met. Reliability ISO Sub characteristic Availability In the Service Offering Development of the Service Offering 25. The system shall provide downtime notification details including time and duration f all scheduled downtimes. The downtime notification shall be provided at least 7 days befe scheduled downtime. Reliability Availability 26. The system shall maintain all HR recds in accdance with Airpts Authity recd retention policy. Reliability Availability 27. The system shall integrate with Airpts Authity printers to allow the printing of HR recds and other relevant infmation. Reliability Availability 28. The system shall suppt redundant hosting with failover in the event of infrastructure failure at one hosting site. Reliability Fault Tolerance A-70

120 Table A-2. HRMS Technical Requirements Req. # Requirement ISO Characteristic 29. The system shall roll-back any database changes associated with a transaction if that transaction does not complete successfully. Reliability ISO Sub characteristic Fault Tolerance In the Service Offering Development of the Service Offering 30. The system shall suppt redundant hosting in geographically separated locations to suppt recovery from disaster in one geographic location. Reliability Recoverability 31. The system shall perfm database back-ups at least once per hour and the resultant backup files shall be sted in at least 2 geographically separated locations. Reliability Recoverability 32. The system contract shall provide a full disaster recovery plan f the system. Reliability Recoverability 33. The system shall authenticate users by integrating with Microsoft Azure Active Directy, Airpts Authity s Identity and Access System. Security Authenticity 34. The system shall employ HTTP over TLS communications protocol (https secure http). Security Confidentiality 35. The system shall employ role-based access controls to data. Security Confidentiality A-71

121 Table A-2. HRMS Technical Requirements Req. # Requirement ISO Characteristic 36. The system shall employ user-based access controls to data. Security ISO Sub characteristic Confidentiality In the Service Offering Development of the Service Offering 37. The system shall encrypt all HR data both in the operational database and data backups. Security Confidentiality 38. The system shall encrypt all HR data during transit between systems and to client computing devices. Security Confidentiality 39. The system shall transfer all files using the SFTP protocol. Security Confidentiality 40. The system shall employ role-based access controls to define transaction permissions such as data CRUD permissions. Security Integrity 41. The system contract shall provide all security audit results, such as Statement on Standards f Attestation Engagements No. 16. Security Integrity 42. The system shall detect and log intrusion attempts. The log shall be accessible by Airpts Authity system administrats. Security Integrity 43. The system shall include intrusion prevention system technology. Security Integrity 44. The system shall include virus and malware prevention technology. Security Integrity A-72

122 Table A-2. HRMS Technical Requirements Req. # Requirement ISO Characteristic 45. The system shall maintain metadata on all transactions f the lifetime of the effected recd. The metadata should include the User ID executing the transaction, the timestamp of the transaction, and what was changed. Security ISO Sub characteristic Non-repudiation In the Service Offering Development of the Service Offering 46. The system shall suppt electronic signature f all necessary approvals and signaty actions. Security Non-repudiation 47. The system shall comply with all accessibility standards regarding webbased intranet and internet systems enumerated in Section 508 of the Rehabilitation Act. Usability Accessibility 48. The system shall be accessible from both the Airpts Authity intranet and wld wide web. Usability Accessibility 49. The system shall be accessible from personal computers, tablets, and smart phones. Usability Accessibility 50. The system shall allow system administrats to add custom Airpts Authity branding to the user interface. Usability Appropriateness Recognizability 51. The system shall allow system administrats to edit data field names to terms recognized by Airpts Authity staff. Usability Appropriateness Recognizability A-73

123 Table A-2. HRMS Technical Requirements Req. # Requirement ISO Characteristic 52. The system shall include self-help training materials. Usability ISO Sub characteristic Learnability In the Service Offering Development of the Service Offering 53. The system contract shall provide human-led training tailed f Airpts Authity HR staff. This training shall be recded and the recding shall be provided to the Airpts Authity f future training effts. Usability Learnability 54. The system shall allow system administrats to customize the col palette of the user interface to crespond with Airpts Authity preferences. Usability User Interface Aesthetics A-74

124 Appendix B Reference Materials Federal Infmation Security and Act (FISMA) Federal Risk and Authization Program (FedRAMP) National Institute of Standards and Technology (NIST) Cloud References Statement on Standards f Attestation Engagements 16 (SSAE 16) Standard Operating Procedure, Infmation Security Standard Requirements f SaaS (7/17/15), SEC-DOC-SS B-1

125 Appendix C System Interfaces Interface Name Payroll - General Ledger Interface Description (including description of infmation exchanged, schemas/file fmats used, etc.) This interface is used to send payroll data from Ceridian to General Ledger (Oracle). The data includes infmation f monthly financial repting. 457 Plan This interface expts data from HR payroll web to retirement vend site. This transfer captures retirement savings plan (employee contributions) and loan data. TSP This interface expts data from HR payroll web to TSP vend site. This transfer captures employee contributions and loan data. Source System Source on Airpts Authity Intranet? Target System Ceridian No Oracle ERP Ceridian No Retirement Vend Ceridian No TSP Vend Receiving System (Sink) on Airpts Authity Intranet? Interface Type Exchange Frequency Comments/ Notes Yes (S)FTP Other Biweekly No (S)FTP Other Biweekly (CSV) No (S)FTP Other Biweekly (CSV) C-1

126 Interface Name FM-1 - Ceridian (IAD) TMS - Ceridian (DCA) Ceridian - Oracle Update Skillsoft Interface Description (including description of infmation exchanged, schemas/file fmats used, etc.) This interface is used to send timecard data from FM1J to Ceridian. The data then populates Ceridian timecards f trades employees (MA-221, 222, and 223). This interface is used to send timecard data from FM1J to Ceridian. The data then populates Ceridian timecards f trades employees (MA-221, 222, and 223). This interface is used to update the Ceridian changes in Oracle. (Name, clock number, date of birth (dob), , home address, position, supervis, default GL fully qualified account (FQA). This inputs new employees into the LMS. It also removes separated employees from the LMS. Source System FM1 (IAD) TMS (DCA) Source on Airpts Authity Intranet? Target System Receiving System (Sink) on Airpts Authity Intranet? Interface Type Appendix C System Interfaces Exchange Frequency Comments/ Notes Yes Ceridian Yes (S)FTP Other 132 characters per recd exchange occurs Monday following the pay period (biweekly) (CSV) Yes Ceridian Yes (S)FTP Other 132 characters per recd exchange occurs Monday following the pay period (biweekly) (CSV) Ceridian No Oracle ERP Yes Manual Other Biweekly (CSV) Ceridian No Skillsoft No Manual Other Biweekly (CSV) C-2

127 Appendix C System Interfaces Interface Name Interface Description (including description of infmation exchanged, schemas/file fmats used, etc.) Source System Source on Airpts Authity Intranet? Target System Receiving System (Sink) on Airpts Authity Intranet? Interface Type Exchange Frequency Comments/ Notes Origami Risk Ad hoc download of employee demographics from Ceridian. Ceridian No Origami Risk No Manual Other Ad hoc (CSV) Mobile Lounge Telestaff United Healthcare Kaiser Permanente Caremark MetLife Ad hoc download of employee demographics from Ceridian. Mobile Lounge is a collection of Excel spreadsheets. Ad hoc download of employee demographics from Ceridian. This interface is used to update medical carrier enrollment. This interface is used to update medical carrier enrollment. This interface is used to update prescription drug carrier on new enrollments. This interface is used to update dental carrier enrollment. Ceridian No Mobile Lounge Time and Attendance (IAD) Yes Manual Other Ad hoc (CSV) Ceridian No Telestaff No Manual Other Ad hoc (CSV) Ceridian No United Healthca re Ceridian No Kaiser Permanente Ceridian No Caremark No Manual Every Week (CSV) No Manual Other Biweekly (CSV) No Manual Every Week (CSV) Ceridian No MetLife No Manual Other Biweekly (CSV) C-3

128 Interface Name Wage Wks AON Interface Description (including description of infmation exchanged, schemas/file fmats used, etc.) Interface provides demographic data and FSA enrollment updates. Dependent verification infmation including demographics, enrollment and data on enrolled dependents. Source System Source on Airpts Authity Intranet? Target System Ceridian No Wage Wks Receiving System (Sink) on Airpts Authity Intranet? Interface Type Appendix C System Interfaces Exchange Frequency Comments/ Notes No Manual Other Biweekly (CSV) Ceridian No AON No Manual Every Month (CSV) C-4

129 Appendix D Initial Service Level Agreements (checklist) Required Service SLA s and perfmance facts Remediation (Impact of Not Meeting SLA) Exceeds SLA Meets SLA Not Meet SLA System reliability Availability rate 99% minimum 24x7x365 real-time 7 days scheduled downtime notification The contract shall reduce the subscription cost 10% f 1 month if the system reliability fails to meet the 99% service level. F each subsequent month that the service level of 99% is not met, the contract shall reduce the subscription cost another 10%. The cost reduction will be capped at 40% until the contract meets the 99% service level f 2 consecutive months. After two successful months, the reduction will be reset to 10% f the next month the 99% service level is not met. Incident response time Critical 30 minutes High 1 hour Medium 2 hours Low 1 day The contract shall reduce its subscription cost IT suppt cost (if it is separately priced) f 1 month 2% if the critical service level is not met, 1.5% if the high service level is not met, 1% if the medium service level is not met, and 0.5% if the low service level is not met. F each subsequent month that at least one response time service level is not met, the reduction will increase accding to the criticality level not met. The total cost reduction will D-1

130 Appendix D Initial Service Level Agreements (checklist) Required Service SLA s and perfmance facts Remediation (Impact of Not Meeting SLA) Exceeds SLA Meets SLA Not Meet SLA be capped at 20% until the contract meets the perfmance standard two consecutive months, at which time the reduction percentage will reset to the initial levels f the next month an incident response time service level is not met. Incident resolution time Resolution time mutually agreed upon by the Airpts Authity and the contract. Issues will be resolved within the agreed upon resolution time 99% of the time regardless of issue criticality level. The contract shall reduce its subscription cost IT suppt cost (if it is separately priced) f the subsequent month 2% if the critical service level is not met, 1.5% if the high service level is not met, 1% if the medium service level is not met, and 0.5% if the low service level is not met. F each subsequent month that at least one response time service level is not met, F each subsequent month that at least one response time service level is not met, the reduction will increase accding to the criticality level not met. The cresponding cost reduction will be capped at 20% until the contract meets the perfmance standard two consecutive months, at which time the reduction percentage will reset to the initial levels f the next month an incident resolution time service level is not met. D-2

131 Appendix D Initial Service Level Agreements (checklist) Required Service SLA s and perfmance facts Remediation (Impact of Not Meeting SLA) Exceeds SLA Meets SLA Not Meet SLA Hosting security Avg. security breach notification time 30 minutes Remediation meeting. Avg. time to resolve security vulnerability 18 hours Disaster recovery and Continuity of Operations Recovery time objective (RTO) 4 hours Recovery point objective (RPO) 1 hour Remediation meeting and increased repting. Elastic scaling Simultaneous users 800 Remediation meeting. Simultaneous users increase 1%/year Transaction rate 1,600 daily Transaction increase rate 3%/year Deliverable submitted on-time and within quality standards (see SOW Section 4 and Table 4.4.) On-time deliverables 100% submitted on-time Deliverable quality 90% submitted with no me than 1 round of rewk Remediation meeting. D-3

132 Appendix E HR and Payroll Repts Functional Area Benefits Rept Title 1 Year Retirement (Airpts Authity) Description Provides a listing of all employees under the regular retirement plan who are eligible to retire one year from the date criteria entered. Benefits 1 Year Retirement (CSRS) Provides a listing of all employees under the CSRS retirement plan who are eligible to retire one year from the date criteria entered. Benefits 1 Year Retirement (CSRS- LEO) Provides a listing of all employees under the CSRS-LEO retirement plan who are eligible to retire one year from the date criteria entered. Benefits 1 Year Retirement (FERS) Provides a listing of all employees under the FERS retirement plan who are eligible to retire one year from the date criteria entered. Benefits Benefits 1 Year Retirement (FERS- LEO) 1 Year Retirement (Airpts Authity Police and Fire) Provides a listing of all employees under the FERS-LEO retirement plan who are eligible to retire one year from the date criteria entered. Provides a listing of all employees under the Airpts Authity Police and Fire retirement plan who are eligible to retire one year from the date criteria entered. Benefits 5 Years of Service Provides a listing of all active employees who will have 4 years, 5 months and 11 days of service at the time that you run the rept. Benefits Age of Employees Provides age of all active employees. Benefits Census Rept List basic medical and dental infmation f employees. Benefits Disability Rept Pulls all employees who are on disability based on given date range. Benefits Donated Leave Provides a rept of all employees in the donated leave program based f a given period of time. E-1

133 Functional Area Rept Title Description Appendix E HR and Payroll Repts Benefits Donated Leave Expt Used to update the cycle data file with all employees that have enrolled in the Donated Leave Program. Benefits Federal Employee Rept This rept will list all active federal employees as of the date that the rept is run. Compensation FSLA Status This rept will pull the FLSA status f all active employees. Compensation Job Codes Compensation Pay Grades Compensation PMP Info Department of Lab All employees This rept will give a listing of all Airpts Authity job codes. This rept will pull all active employees pay grades. This rept is used to build the Perfmance Partnership excel spreadsheet and includes employee name, department, SSN, hourly rate and pay grade. This rept is used to pull the infmation required by the Department of lab. This rept is run once a month by the HRMS department. Department of Lab All Women This rept is used to pull the infmation f the Department of Lab. This rept is run once a month by the HRMS department. EEO EEO Basic Data This rept is used to pull basic EEO data on all active employees. EEO Complete Rept This rept is used to pull comprehensive data including EEO data on all active employees. EEO New Hires This rept is used to determine missing EEO infmation f new hires. Finance Hourly Rept This rept is used by the Finance Department and is run at the end of every month. This rept consists of demographic and pay data f Hourly employees only. E-2

134 Functional Area Rept Title Description Appendix E HR and Payroll Repts Finance Police/Fire Rept This rept is used by the Finance Department and is run at the end of every month. This rept consists of demographic and pay data f Police and Fire employees only. Finance Salaried Rept This rept is used by the Finance Department and is run at the end of every month. This rept consists of demographic and pay data f Salaried employees only. Finance Student Rept This rept is used by the Finance Department and is run at the end of every month. This rept consists of demographic and pay data f Student Interns only. Finance Terminations This rept is used by the Finance Department and is run on a quarterly basis. This rept does not include reason why an employee left the Authity Human Resources Human Resources Human Resources Human Resources Extension of Tempary Promotions Bonus Rept Change to Lower Grade Details Provides a list of employees who have been are currently on a tempary promotion. It will pull infmation on employee irrespective of their status (i.e. active, terminated, and retired). Provides a list of all employees who have received a Sign-On Bonus Referral Bonus. It will pull infmation on employee irrespective of their status (i.e. active, terminated, and retired). This rept will pull employee who had a "Change to Lower Grade" action. It will pull infmation on employee irrespective of their status (i.e. active, terminated, and retired). This rept will pull employees who have been are currently on a detail. It will pull infmation on employee irrespective of their status (i.e. active, terminated, and retired). E-3

135 Functional Area Human Resources Rept Title Details with Pay Description Appendix E HR and Payroll Repts This rept will pull employees who have been are currently on a detail with pay. It will pull infmation on employee irrespective of their status (i.e. active, terminated, and retired). Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources 5 Year Service Award This rept will pull those employees who are eligible to receive their 5-Year service Award. 10 Year Service Award This rept will pull those employees who are eligible to receive their 10-Year service Award. 15 Year Service Award This rept will pull those employees who are eligible to receive their 15-Year service Award. 20 Year Service Award This rept will pull those employees who are eligible to receive their 20-Year service Award. 25 Year Service Award This rept will pull those employees who are eligible to receive their 25-Year service Award. 30 Year Service Award This rept will pull those employees who are eligible to receive their 30-Year service Award. 35 Year Service Award This rept will pull those employees who are eligible to receive their 35-Year service Award. Duty Location Extension of Detail Human Resources and Payroll Departments This rept will identify active employee Duty Location (i.e. COB, DCA and IAD). This rept will pull employees who have been are currently on an extension of detail. This rept will pull a list of active employees and identify their HR department code and their Department numbers. Human Resources IMAD Rept This rept will pull all employees who have received an "I Made a Difference" Award during a specified time period. E-4

136 Appendix E HR and Payroll Repts Functional Area Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources Rept Title New Hires Superviss Rept Position Control Probationary Letters Reassignments Supervis Rept Tempary Promotions Terminations Labels External (Active) Labels External (Federal) Labels External (Retired) Labels Internal (Active) Miscellaneous All Employees Audit Description This rept will pull all employees who have been hired based on the date criteria entered. This rept will pull recently hired superviss based on the date criteria entered. This rept is used by the HRMS department to produce a monthly position control rept. This rept pulls the infmation necessary to produce Probationary Letters on a quarterly basis. This rept will pull employee who have been are currently on a reassignment. This rept will pull all active employees and their superviss. This rept will pull employees who have been are currently on a tempary promotion. This rept will pull employee who have left the Authity since the date criteria entered. This rept will pull the external addresses of all active Authity employees. This rept will pull the external addresses of all active Federal employees. This rept will pull the external addresses of all Retired employees. This rept will pull the internal addresses of all active Authity employees. This rept pulls infmation on all employees regardless of status. E-5

137 Functional Area Rept Title Description Miscellaneous Employee Infmation This rept pulls infmation on all active employees. Miscellaneous Fire Department Rept This rept pulls infmation on all Fire Department employees. Appendix E HR and Payroll Repts Miscellaneous Sergeant Eligibility List Miscellaneous State of Residence This rept will pull all employees eligible f the Sargent's Test. This rept pulls all employees that have a pay grade of "P12" and having received an A/A better perfmance rating. This rept pulls infmation on what state employees reside in. Human Resources Virginia Employment Commission - New Hires This rept will pull all employees who have been hired based on the date criteria entered. This rept is run on a monthly basis and the infmation is repted to the Virginia Employment Commission. Payroll Payroll Transaction Edit TBD Payroll Sequence Transaction Rept TBD Payroll GL Summary Audit Rept TBD Payroll GL Exception Rept TBD Payroll GL Detail Table Rept TBD Payroll GL Recoded Audit Rept TBD Payroll Payroll Exception Rept TBD Payroll Payroll Funds Transfer TBD Payroll Check Recon Audit Rept TBD Payroll Funds Distribution Audit TBD Payroll Wage Attachment Register TBD Payroll Wage Payment Summary TBD E-6

138 Appendix E HR and Payroll Repts Functional Area Payroll Rept Title New Hire Compliance Rept Description TBD Payroll Adjustment Audit Rept TBD Payroll Wage & Tax Audit Rept TBD Payroll Overtime Rept TBD Payroll Payroll Employee Retirement Contribution Rept Thrift Savings Plan Rept (* file f interface with TSP) TBD TBD Payroll Injury Pay Rept TBD Payroll Payroll Payroll Payroll Payroll Retirement Plan f Police/Fire Plan 457 Deferred Comp Retirement Savings Plan Rept (*file f interface with provider) Individual Deduction Registers f all Deduction Codes (approximately 100) Retirement Savings Plan Loan Rept Liability Rept (Annual Leave) TBD TBD TBD TBD TBD Payroll Sick Accruals Rept TBD Payroll Vacation Accruals Rept TBD E-7

139 Appendix E HR and Payroll Repts Functional Area Payroll Payroll Payroll Payroll Rept Title Combined Leave Rept (includes all leave (annual, sick, holiday, rested leave) Use Lose Annual Leave Rept (carryover) Trial Payroll rept & capability to review trial and process multiple trials befe the final Trial Payroll Repts to include the following: Description TBD TBD TBD TBD Payroll Edit Exception Rept TBD Payroll Deduction Changes Rept TBD Payroll EFT Changes TBD Payroll Employee Changes Rept TBD Payroll Employees Not Paid TBD Payroll Zero Dollar Checks TBD Payroll Deductions Not Taken TBD Payroll Trial Register TBD Payroll Payroll Quarterly & YTD Repts W-2 Rept (shows individual W-2 f each quarter & YTD) TBD TBD E-8

140 Appendix E HR and Payroll Repts Functional Area Payroll Rept Title Wage & Tax Rept f each state (currently in 5 states = VA, MD, DC, WV, PA) Description TBD Payroll W-2 Exception Rept TBD Payroll Payroll Payroll Payroll Quarterly Wker's Compensation Repts Quarterly & YTD 941 Repts & State Tax Filing W-2's (repting f approximately 1700 employees) Imputed Income on Group Term Life Insurance f Retirees f W-2 Purposes TBD TBD TBD TBD E-9