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INVITATION TO TENDER: FUNCTIONAL REQUIREMENTS SPECIFICATION This document details the functionality required by Napier University for an integrated Human Resources Information System It is made up of 6 Appendices reflecting aspects of the universities business requirements and provides instructions on how the questions should be answered and how these responses will be scored. Where the Response required is "Level" please use the following method:- 5 = Standard at no cost (Out of the Box) 4 = Not Standard but can be configured by the User 3 = Not Standard but can be configured – Cost Provided 2 = Not standard but can be developed - Cost Provided 1 = Not Standard but can be developed – Cost not Provided 0 = System does not/could not perform this function or N/A Where the Response required is Web Enabled - please enter Y/N/NA Please do not provide any additional information to the score you award. Prepared by Orla Grimes 12/3/2011 Page 1 Functional Requirements Specification 2] PLEASE TAKE CARE WHEN COMPLETING THIS DOCUMENT. FAILURE TO COMPLETE ANY PART OF THE TENDER MAY RESULT IN YOUR RESPONSE NOT BEING CONSIDERED IN THE TENDER PROCESS. 1 GENERAL WEB ENABLED A System Features & Flexibility LEVEL Y/N/NA Remote input available from any networked campus. On-line access 24 hours a day. Facility to kill off a user session. Facility ensuring users cannot progress past certain fields unless valid data is inserted i.e. inclusion of required/compulsory data fields. Ability to amend or delete tables, attributes, menus or obsolete procedures etc (without deleting historical records referring to the deleted attributes etc). Alphabetical lists treated correctly including Mc, Mac, O’ etc Provision of a print preview facility and the ability to mail merge/print labels/set up mailing lists. Capable of producing data in graphical formats (e.g. pie charts/histograms/bar charts etc) Capable of using post code for address validation (or link to similar product) Inclusion of previous address and the date changed. All interfaces are customisable i.e. add/delete fields, rename labels, change layout, field order, colour etc The web interface can be branded to look like the current University intranet The system integrates with Active Directory to provide logon authentication for users. The system does not require additional usernames and passwords to be configured Multiple access levels are possible in the system with access being assigned based on the user’s role or group It is possible to hide data on screen from certain users depending upon their security permissions The system allows different permissions across the different modules/applications in the system There is a facility to enable the system administrator to create short cuts to specific screens. There is a facility in the system enable a user to find and list all matching records The search facilities enables the user to apply a filter to restrict the records returned. For example Leaver status, surname, department Help files are available at both field and process/screen level. There is the facility for a system administrator to amend the help text All modules facilitate multi-currency transactions Functional Requirements Specification 3] The system is deliverable through a Web based application Any common data in modules is entered once and shared (i.e. there should be no duplication of data) The system facilitates multiple records for all screens (e.g. Job history, Absence history, training history) The system enables the user to export user configurable data from screens/tables to excel, csv The system enables the user to report on user configurable data The system is able to retain historical records for all areas of the system for an infinite period (no less than 6 years, including current year) The system is able to archive selected data and allow this data to be accessed and reported on Validation checks on data entry is performed for employees and applicants using a unique identifier (e.g. NI number, bank accounts) to minimise duplication of data. A warning should be displayed to the user. The system provides warning to a user if mandatory requirements (e.g. Equal Opportunities screen) have not been completed prior to making an appointment. The systems administrator is able to define the fields which should be filled in as mandatory The system automatically produces organisational charts based on the organisational structure The system enables staff with appropriate permissions to produce model organisational structures to support organisational change decision making The system must retain and provide position and people organisational structure charts for reference. Historical changes must be recorded and demonstrable The system is date driven, therefore all changes in the system are date stamped and reports can be produced of historical changes The system must enable the attachment of multiple documents to an employee record, or records attached to the appropriate employee record for example the appraisal record, discipline record etc The proposed system must include ‘diary’ facilities with reminders automatically generated. The system enables users to set up and report on reminders for particular tasks or events which relate to individual employees, for example Contract Expiry, Visa Expiry, Retirement notice The system enables users to add notes/comments to any record on the system Functional Requirements Specification 4] The Self Service module contains a range of access levels which are available for each area of functionality include their own hierarchy of approval The system enables the user to generate bulk emails from the system - for example course booking details for training delegates, rejection email to applicants The system has a bulk data import/export facility The system facilitates the electronic download of tax data The system has robust backup and recovery procedures The system is designed to manage retention schedules, archiving and purging of data a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 5 PLEASE TAKE CARE WHEN COMPLETING THIS DOCUMENT. FAILURE TO COMPLETE ANY PART OF THE TENDER MAY RESULT IN YOUR RESPONSE NOT BEING CONSIDERED IN THE TENDER PROCESS. 2 GENERAL, HR & PAYROLL REQUIREMENTS WEB ENABLED A GENERAL LEVEL Y/N/NA The system allows the reinstatement of a leaver for one period to process any back or late payments The system allows the reappointment of leavers, preventing duplicate records being created The system facilitates batch processing in the following areas:- Absence records Timesheets Salary awards Incremental progression Public holidays The system is able to copy relevant employee data to the applicant table where the applicant is an internal candidate Validation checks on data entry should be performed for leavers using a unique identifier (e.g. NI number) and notify user (for payroll purposes) to copy existing historical records to new employee record The system must identify to the user when making an employee a leaver, any allowances, benefits or property currently assigned to the employee B Legislative Updates for HEI’s, provided as standard LEVEL The system is able to calculate all statutory payments (including Sick, Maternity, Paternity, Adoption) where employees have one or more position The system is able to calculate various occupational payments using defined rules configurable by the University (including Sick, Maternity, Paternity, Adoption) where employees have one or more position The system must permit EDI for all statutory information required in that format. The system enables multiple employment. All terms and conditions for each concurrent employment is recorded without the need to duplicate personal details C Time Management Where timesheets are entered for employees, the system is able to provide graphical displays, information and reports in line with the Working Time Directive. a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 6 The system is able to automatically update holiday entitlement to employees based on holiday entitlement rules. The system is able to hold more than 1 set of holiday entitlement rules. Academic staff have different holiday entitlements depending on their contract. Support staff have a different holiday entitlement to Academic staff Allow users to set up detailed working and shift patterns with the necessary repeat functions. Pattern will be required to hold a number of hours in a particular working day. (graphical representation of day, week, shift, month, year and ‘project’) The system should pro-rata holiday entitlement based on the employee's work pattern The system must have the facility to record historical work patterns with start and end dates D Performance Management LEVEL The system enables the creation of competencies and a weighting level attached to each competency The system enables competencies frameworks to be set up and attached to Jobs and Employees The system enables competencies to be recorded against Positions and people enabling analysis to be carried between the competencies required for the position against the competencies of an employee The system enables the recording of Action Plans with SMART Objectives The system enables the recording of learning & development needs The system enables 360 degree feedback The system provides a standard tool to measure performance E Talent Management LEVEL The system enables the identification of Leaders/Managers in the organisation The system enables the creation of management development plans for specific groups of employees F Succession Planning LEVEL The system enables the identification of 1 or more suitable successor for a post based on a set of pre- defined criteria e.g. skills, qualifications The system enables graphical skills gap analysis to identify the gap between employee skills and the posts G ORGANISATION MANAGEMENT – including production of organisational charts LEVEL The system retains and provides position and people organisational structure charts for reference. Historical changes must be recorded and demonstrable a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 7 The system enables the university to manage restructuring and cascade changes in bulk to relevant current Jobs/employees records The system enables the university to produce "What if" scenario organisational charts. The system enables organisational structures to be future dated H DEPARTMENT STRUCTURE LEVEL The following hierarchical tiers can be created in the system to reflect the organisational structure - Principal & Vice Chancellor, Vice Principal, Faculty/Directorate, School/Service, Subject Group The organisational structure is flexible to manage and a systems administrator is able to add additional tiers if required The relationships between the tiers is maintained by the systems administrator Job and Positions are attached to the Organisational Structure Start and End Dates can be recorded against each Organisational Unit Bulk Organisational change can be carried out in the system The system has the ability to produce proposed organisational change with an approval process to approve the final organisational structure in the system The system can record additional responsibilities which may link to authorisation processes and/or requirements to access a particular staff data set. For example the Appraisal Manager, Absence Administrators The system enables employee relationships to be recorded in the system including line manager The system enables budget holders to be view staff information for the cost centres which they are responsible The system automatically updates employee records if the line manager changes with an effective date I PEOPLE STRUCTUREEmployee Group - e.g. Academic, Support, Research, Technical, Senior The system can record LEVEL Management The system can record Employee Subgroup - e.g. Senior Lecturer, Lecturer, The system can record Employment Status - e.g. Active, Leaver The system can record Employee Status - e.g. Full Time , Part time, Hourly Paid, Contractor J GRADE DETAILS LEVEL The system is capable of recording multiple grade structures. a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 8 The system is capable of recording start and end dates for grades K SCALE POINTS LEVEL The system is capable of recording scale points, which are attached to grades and a salary value The system is capable of recording start and dates for the scale points The system is capable of recording contribution points L COST CENTRE DETAILS LEVEL Cost Centre Code Cost Centre Description The system is capable of recording start and dates for cost centre codes The system is capable of recording cost centre splits when an employee staff costs should be charged to more than 1 cost centre M GENERIC JOB DETAILS The system enables the user to attach generic information to the job - e.g. terms and conditions which are the same irrespective of the position holder The system enables the user to attach relationships to the job for example Job Category, Grade, Organisational Structure Ability to identify if the job is an off scale job with fixed salary point N ROLE EVALUATION INFORMATION LEVEL Ability to record role Evaluation method e.g. HERA Ability to record role Evaluation Points Ability to record role evaluation code Ability to attach role evaluation documentation e.g. Role profile O Learning & Development Pre-requisites / Mandatory Courses LEVEL Ability to attach mandatory training courses to Jobs and Positions EMPLOYEE DATA LEVEL P Employee personal details Employee Reference (unique number, auto generated) Title, surname, forename, forename2, known as, Maiden name Initials (calculated) Previous name Previous name effective date a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 9 National Insurance Number Attach multiple documents to the employee record Display employee photo Q Address data LEVEL Address Type Home address (separate fields i.e. address 1, address2, town, county, country, postcode) Home telephone number Effective date Mailing Address Mailing Address Effective Date Mobile number Work telephone number Work email address Other email address R Emergency Contact Details LEVEL Emergency contact name Home address Work or daytime telephone number Home or evening telephone number Mobile telephone number Relationship (validated) S Contract Elements LEVEL Contract Type (validated) If contract is Fixed Term - prompt for end date Employment Status - e.g. Full Time/Part Time Employee Notice Employer Notice T Data Disclosure & Eligibility to work in the UK checks LEVEL Non EEA worker Check Box Passport Number field Visa Status Field a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 10 Visa Status Expiry Date field Visa Status check box and Date Check Box Data Disclosure Check Date Notes U Date Specifications LEVEL Start date with University Continuous Service date Reckonable Service - input years Length of service (calculated automatically) Probationary period (weeks or months) Probation end date (calculated automatically) V Challenge Data LEVEL Disabled (checkbox) Category of Disability (validated) Protected by DDA (checkbox) Support provided (validated) - only appears when Support provided checkbox is set to "true" Support notes Date of support Notes W Equalities Monitoring (data stored in separate table for restricted access - on the one screen) LEVEL Gender Ethnic origin Sexual orientation Marital status Date of birth Age (calculated automatically) Expected Retirement Date Nationality X Employee Position Details LEVEL a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 11 Where an employee has more than one Position, there should be an indicator apparent to the user (e.g. highlight Position title label in an identifiable way) Position reference, job title Organisation Structure should be inherited from the job details The user should be able to change elements of the position based on the employee attached to the position - e.g. Location, Cost Centre, School/Service, Faculty/Directorate, etc The System should be able to display the hours of work, FTE and actual salary information for each position Primary Position (checkbox) Substantive Position (checkbox) Position start date and end date Y Additional Roles/Responsibilities LEVEL Record multiple roles per employee record and expiry date. To include for example First Aider, Trade Union Member, Recruitment Panel Member, Appraisal Manager, Disability Contact Z Dependants LEVEL First name Surname Date of birth Age (calculated automatically) Relationship (validated) Entitlement to parental leave (checkbox) Parental leave entitlement (number of days) - this should be linked to Absence where reason = "PARENTAL" AA Request to Work Flexibly LEVEL Date of request Nature of Request (validated) Result of Request (validated) Notes Ability to attach documents AB Flexitime LEVEL a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 12 Ability to enter timesheets which will then calculate average Working Time and compare with WTD Regulations Ability to apply University flexitime rules, in order to calculate Flexi days Ability for default work pattern to populate flexitime record, so that the User is only required to change non core hours worked System is able to process Time of in Lieu requests Graphical calendar display AC Education / Qualifications LEVEL Qualification Level / grade Date achieved Renewal/expiry date Ability to record CPD AD Benefits LEVEL Type of Benefit (validated) Start Date End Date Value (monetary) AE Property LEVEL Type of property (validated) Start Date End Date AF HESA record LEVEL All Higher Education Institutions (HEI’s) are required to produce a statutory HESA return. The System is set up to record all the fields in the person and contract table which is required by HESA. Please refer to www.hesa.ac.uk The system produces the HESA statutory return in the format required by the HESA validation kit. Please refer to www.hesa.ac.uk The system is set up to produce error reports based on the pre-defined requirements of HESA a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 13 The system is set up to enable you to view a report of the HESA return before the data is converted to asc.file Employee Payroll Details LEVEL AG Bank Details Employee bank details including bank details type, payee, bank country, bank sort code, bank account number, building society roll number, payment method, payment currency AH Payroll Details LEVEL Payroll Status including Payroll accounting details - date accounted to, earliest master data change, pers calendar from, PDC Calculation date and initial input date The system is set up to record tax code, tax Basis and tax code source information The system is set up to record NI Number, NI Category The system is set up to record P45, P46 information including New Starter and Leaver information AI Employee Salary Details LEVEL The system is set up to display actual and FTE salary, salary grade and salary point, next increment date The system is able to record off scale salaries i.e a fixed salary can be entered The system is set up to record effective date and end date of salaries The system is capable of displaying the changes in salaries historically The system is capable of displaying the employee's work pattern The system is capable of recording that a staff salary is split of more than 1 cost centre and the percentage split AJ Recurring Allowances/Deductions LEVEL The system is set up to record allowances and deductions including Payment Type, Start and End Date, Amount, Cost Centre and Frequency The system is set up to record additional payments which may be one off/irregular - for instance Mileage Claims. The system is set up to record Payment Type, Amount, Cost Centre, Claim Date The system is set up to enable the user to attach the claims to alternative cost centre if required The system is set up to record loans and court orders AK Employee Pension Details LEVEL The system must have the facility to record Employee and Employer contributions for all pension schemes including, STSS, LPF, MHO, NUVL, AVC's and Additional Scottish Teachers Added Years based on the pension scheme which is attached to the employee AL Holiday Entitlement Details LEVEL a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 14 Holidays must have the facility to be recorded and calculated in hours and days Must have the facility to record multiple holiday entitlement rules which can be assign to different groups of employees - e.g. Academics have a different holiday entitlement to Support staff Holiday entitlement can calculate using continuous service Linked to absence record for individual where absence reason is "ANNUAL/HOLIDAY" The system is set up to record Holiday entitlement taken, remaining and carried forward in days/hours The system has the ability to record bulk holidays (e.g. public holidays) The system has the ability to refresh all staff holiday entitlement at the beginning of the holiday year AM Absence LEVEL Absences can be recorded in days and hours with start and end date It is possible to record open ended absences Absence reasons can be recorded in a validated list Unauthorised absence can be recorded Holiday can be recorded in days and hours. When annual leave is recorded, the total should be deducted automatically from the employee's holiday entitlement The system will automatically calculate Sick Pay, Paternity and Maternity Pay using the universities occupational rules The system will automatically calculate statutory sickness entitlement The system will record when an employee as a self certified absence The system will record when an employee's medical certificates expire Ability to track Parental Leave Graphical calendar display of Sickness Absence by employee/department Graphical calendar display of Holidays by employee/department AN Medicals / Occupational Health LEVEL Examination Type Examination Date Examination Result Date of follow-up Notes Ability to attach documents a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 15 AO Return to Work LEVEL Date of Meeting Meeting Type - e.g. - Return to Work, Referral, Appeal Ability to record action following the meeting Ability to record a meeting outcome Ability to attach documents (e.g. Occupational Health report) AP Maternity / Paternity / Adoption Details LEVEL Ability to record if employee is on Maternity/Paternity/Adoption Leave including all statutory dates e.g.:- EWC, expected leave date etc Date of first notification The system will calculate occupational entitlements based on the rules provided Recording of statutory and occupational dates for date leave commenced, date of birth, expected return, notification of return, actual return etc The system will record and track Keeping in Touch Days The system will link to the absence screen automatically when Maternity/Paternity/Adoption record is input automatically The supplier should explain how 'Keep in Touch' days should be handled by the system AQ Personal Development Review (PDR) LEVEL Date of PDR Date of Next Review Notes field Ability to attach documents AR Managing Poor Performance LEVEL Date of meeting Meeting Type - e.g. - Failure to meet objectives, Minor misconduct, Frequent Absence Ability to record action following the meeting Ability to record meeting outcome Ability to make comments Ability to attach documents AS Discipline / Grievance LEVEL a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 16 The system is set up to record and track grievances including Stage, Date raised, action, follow-up, appeal and if the grievance case has been cleared The system is set up to record and track disciplinary including Stage, date raised, action, if warnings were given and by whom, follow-up, appeal, expiry date and if the disciplinary case has been cleared Ability to add comments Ability to attach documents to the Discipline and Grievance cases AT Leaver Information LEVEL If a leaver, a leave reason should be recorded If a leaver a contract leave date and actual leave date should be recorded Date of exit interview (only available if Exit Interview check box set to true) Exit questionnaire returned (checkbox) Exit interview held (check box Leaver Flag Resignation date AU Salary Modelling The salary modelling tool is easy to use pay modelling software which will enable a manager to create salary LEVEL projections - including what if scenarios - e.g. cost of restructure, 3% pay increase, impact of future increments Budget Holders are able to run salary forecast reports to view all expenditure against their cost centre - even if some costs are attached to employees outwith the budget holders department The salary modelling tool will enable budget forecasting where the incremental dates for employees is on the anniversary of their start date The salary modelling tools enables managers to view total staff costs by School/Service, Faculty/Directorate/ Vice Principal or for the entire University if the appropriate permissions are granted The salary modelling tools enables managers to view total future staff costs including on - costs (pension, NI) by School/Service, Faculty/Directorate/ Vice Principal or for the entire University if the appropriate permissions are granted AV PAYROLL SPECIFIC REQUIREMENTS LEVEL Ability for Systems Administrator to override Statutory or Occupational payments where necessary a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 17 The system has no limit to the number of pay/deduction codes available and the number which may be attached to an individual employee The System allows employees to hold multiple Jobs, each having its own Conditions of Service, rate of pay and/or expenditure codes. The method of calculation of gross pay may be different for each Position The System holds parameter tables that drives payments and deductions in respect of all organisations allowing updates The System allow changes to standard information to be bulk updated, e.g. cost of living % increase The System allows input processing to be carried out from any location The System must account for all payroll expenditure and provide comprehensive control statements and information on a cumulative basis, providing payroll results The System allows the input process of information for a new tax year whilst the old year is still in operation. The system has the ability to consolidate information from any number of payrolls for reporting purposes and information accompanying payments made to third parties The System has bulk import, export and updating of statutory information by EDI (Electronic Data Interchange) / Internet, e.g. HMRC amendments to individual tax codes The System allows for operating varying tax rates, e.g. Scottish rates The System is able to calculate National Insurance using all compatible NI categories. Warnings should appear if there is an incompatibility issue The System holds cumulative details (taxable pay, non taxable pay, NIable pay, pensionable pay, employees pension contributions, employers pension contributions) for each individual contract The System holds cumulative details as above but also including tax paid, NI Employee's and NI Employer's for the total of all linking contracts The System allows Employer's National Insurance to be apportioned/coded against each contract to nominated Employer's NI expenditure codes The System allows for a pre-payroll run calculation of pay for all employees and/or payrolls AW Payroll Parameter Requirements LEVEL The parameter tables allow for codes to be held in alpha and numeric, both in upper and lower case The tables hold an effective date, period applicable from, period applied and descriptor The system handle the insertion, amendment and deletion of any entry on the parameter tables and provide warnings of linked processes The System holds an Element Code and Descriptor for use on the pay advice a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 18 The System allows unlimited payment and deduction elements The System allows payments and deductions to be made on a unit x rate and/or cash basis The System recognises the difference between payments and deductions and allows for both positive and negative entries The System allows for all payments and deductions to be pre-determined as taxable, pensionable, Niable, subject to Court Orders and subject to statutory offset, e.g. SMP, and any combinations Where required, the System allows for a pre-determined rate code to be set against an element code, e.g. shift allowance The System allows for enhanced or proportional rates of payment by holding a weight against the appropriate element code, e.g. single time, time and a half, double time The system holds different basic and overtime rates and is able to distinguish which is appropriate for different payments The system is able to provide unlimited overtime and enhancement calculators (e.g. time and a half, double time, and fractionals of single time) and provide capacity to alter these The System holds a Pay element Code and Descriptor The current Pay element table holds an effective date, period applicable from, period applied and any history of that Rate Code The pay element table holds annual salaries with standard weekly hours The pay element table holds monthly rates with standard weekly hours The pay element table holds weekly rates with standard weekly hours The pay element table holds hourly/sessional rates A "calculator" is provided within the pay element table and is able to be determined by the System Administrator The System holds all staff cost centres for the University AX Payroll Calculation Methods LEVEL The system is able to calculate back payments and perform recalculations of any statutory or occupational payments during the relevant period The System allows for payments to be made based on the permanent salary data held and by temporary methods such as timesheets Each employee's record identifies the basis of payment and the frequency, e.g. monthly, hourly paid The System allows for employees to be paid both permanent salary amounts and for any hourly payment claim a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 19 The System allows for increments to be paid automatically in accordance with the bandings detailed in the Job and the next increment date The System calculates PAYE, National Insurance, SSP, SMP and all other statutory additions and deductions in accordance with statutory requirements Where an employee holds multiple Jobs with differing NIable and pensionable liabilities, the System calculates the correct contributions The System is capable of calculating pay due and produces payment for a specific employee or group of employees outside the normal payroll run, e.g. new employee/leaver. The System allows the manual payment of advances and emergency payments and automatically adjust cumulatives in the following payroll run from appropriate input The System is capable, by referral to any period, of calculating a payment at the rate applicable to that period A facility exists to enable corrections and amendments to be made to individual and service payments without the necessity to run the whole payroll The system remains live for users whilst payrolls are being run/processed. Pay is calculated ‘real-time’ as opposed to overnight running AY Payment Methods LEVEL The System is able to pay employees by the following methods: BACS,Cheques & Chaps Each of the methods of payment has the ability to assign a Pay Address (identified in the employee address screens - e.g. home address or office address) The System allows the temporary amendment of method of pay, for this period only, from Organisation level down to the individual employee. The System alerts the user if no current payment method is defined for the employee. AZ EMPLOYER ON-COSTS LEVEL The System allocates Employer's National Insurance and Pension to follow the percentage allocation of pensionable pay held against each particular cost centre BA Multiple Employments For employees with more than one contract, NIable pay and pensionable pay must be apportioned over each contract in order to allocate the correct amount of National Insurance and Pension for each employment. If more than one contract has the same National Insurance category, the employer's contribution must be allocated to each contract on the same proportion as the NIable pay for each contract a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 20 BB Bulk Updates and Batch Input LEVEL The system is able to bulk update retrospective payments which in can be in hours or monetary amounts. The system provides flexibility in the fields which can be included in the bulk update Full reporting capability is available for the above requirement The System has the facility to run a validation report prior to the update and report on any errors or exceptions found within the input, e.g. an invalid Pay Number, an employee who has left or who is suspended, a zero payment, an invalid rate Code, an invalid element number, an invalid date or a date which is more than one year before the current payroll date. The user must have the facility to change the information at this stage prior to the information being updated onto the database. The user must also be able to alter or delete information which has been updated, via either method, onto the database BC Retrospection and Pro Rata Calculations LEVEL The System is able to recalculate elements of an employee's pay over a specified period of time The System is able to hold history records to allow a recalculation for an unlimited period + current year The System is able to recalculate both permanent and temporary elements of pay The System is able to recalculate elements of pay for all levels from an Organisation down to the individual employee is able to recalculate elements where the value of the employee's rate has changed due to a pay The System award but also where the actual rate has been amended due to a Regrading etc The System is able to code arrears to the same financial code(s) as the original payment Where a recalculation is carried out as a result of a backdated pay award, the rates must be held in such a way so that the new values are input once only for the whole System The System is able to deduct Pension contributions against all or part of the arrears, where appropriate National Insurance contributions, where payable, must be deducted using the NI category held against the contract for which the arrears applies The transfer of an employee or a change of grade or circumstance within the back pay period must not affect the correct calculation of any arrears due The System is able to calculate and recalculate payments/deductions on a part pay period, for example where an employee starts or leaves during a pay period or where a pay change becomes effective during a pay period BD PERMANENT AND TEMPORARY PAYMENT/DEDUCTIONS LEVEL a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 21 Payment/Deductions can be of a permanent or temporary nature There must be a facility for any permanent or temporary payment or deduction element entered onto the System to have an effective date/pay period attached to it by the user. There must be a facility to record the date an element starts, the date an element ends, the pay period relevant for a "one-off" payment/deduction. There must be historical records associated with these elements in order that any change in value can be entered as a new element for audit purposes. The effective date/pay period must be recorded on the permanent payment history record so that the date may be used, if necessary, to recalculate the payment should a backdated pay award/variation be operative Any temporary element entered onto the System must have the facility (date driven) to refer to a different period, to ensure correct recalculation should a backdated pay award be implemented. The system should facilitate a payment/deduction to be made on a different frequency to that payroll. For example, a payroll which is paid on a monthly basis may have an allowance which is due to be paid quarterly. A facility must exist to allow the user to indicate if a particular payment is to be operated on a different frequency to the payroll, and whether or not the payment is to be controlled by a combination of the payrolls own frequency, the specific frequency of the payment, and the start and stop periods for the payment to be actioned Statutory and Non-Statutory Deductions LEVEL Income Tax BE The System is able to deduct Income Tax (including Scottish Rates) as instructed by Government Legislation for each employee The System is able to deduct the correct Income Tax from employees with multiple employments, i.e. combining the taxable gross pay for each employment for the calculation of income tax due The system should default to Base Rate Week 1/Month 1 basis for new starts, including leavers BF National Insurance LEVEL The System is able to deduct National Insurance as instructed by Government Legislation for each employee The System is able to deduct the correct National Insurance from employees with multiple employments, i.e. combining the NIable pay for each employment for the calculation of N.I. due The System caters for employees who may have different N.I. categories/dual N.I. operating for each employment BG Court Orders LEVEL a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 22 The University is required to make deductions ordered by the Courts. The System is able to correctly process all types of Court Order (Scottish and English), Attachment of Earnings Order and CSA Attachment. The System is able to differentiate between the various types of Order, i.e. Earnings Arrestment, Arrestment Schedule, Conjoined Arrestment Order, etc The System is able to process single and multiple Orders of different types for each employee and single or multiple Orders of different types for employees with multiple employments. The System is able to hold a completed Court Order and simultaneously deduct further uncompleted Court Orders. The System is able to process a number of Court Orders for each employee In the case of Priority Orders, the System must carry forward to the next pay period any amount not deducted from the current pay The reducing balance must be updated after each pay period. The System must report once the Court Order is completed The System must be capable of recalculating the final amount due to the pre-determined amount The facility to make temporary/permanent changes to individual Orders will be required The University will require the System to deduct an administration fee allowed by the Court Order. The administration fee shall be accounted for first in any deduction. The administration fee must be allocated to the appropriate cost centre code BH Non-Statutory Deductions LEVEL The System enables an employee to have unlimited non-statutory deductions made in a relevant pay period The user is able to set up and terminate non-statutory deductions by the use of a start date, end date and/or pay period, in the same way as detailed for Payment & Deduction elements Some deductions will be at a standard rate but will require a reducing balance to be input at the start of the deduction.The System must update this balance after each pay period and cease the deduction when the balance is cleared. The System allows the user to alter the cumulative balance and debt if necessary The System allows for a reference to be held against each deduction Deductions must be made in user-defined order until there is insufficient pay to make the next deduction, a report of deductions not made will be required The System allows for a reduced amount to be deducted for specified deductions if there is insufficient monies to deduct the full amount, e.g. Rent. A full report must be provided In order to minimise user input, the System allows for bulk-updating of deductions, e.g. bike to work a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 23 BI Manual Adjustments to Live System LEVEL The System administrator is able to make adjustments for individual employees in respect of cumulative totals held for the employee, if required Payroll input can be amended following the payroll run and prior to the BACS transfer BJ ADJUSTMENTS TO INDIVIDUAL PAYMENTS LEVEL The System automatically calculates refund, following an adjustment to payments The system identifies if negative pay occurs BK Negative Pay - Net Deductions Exceeding Payments Due LEVEL When a positive net payment becomes negative due to a net pay deduction, the System must recover as much of the deduction as it can from the available net pay to bring the overall payment down to zero. If the deduction is not made in full, the amount of the deduction not recovered must be reported on an exceptions report BL Negative Pay - Statutory Deductions Greater Than Pay Due LEVEL When a payment goes negative by a statutory deduction, the System must reject the entire payment must be reported in the exceptions report BM Negative Payment – Gross Pay Deduction Greater than Pay Due LEVEL When a payment goes negative due to a gross pay deduction and the overall net pay remains negative (i.e. taking into account multiple employments or refunds due), the System must reject the entire payment and must be reported on the exceptions report BO Payroll Simulation LEVEL If required, the System allows a simulated payroll run, either at individual or group of individuals, location or payroll type, at any time during the normal payroll run prior to the actual gross to net run. The simulated run must give an accurate viewing, on screen (with an option for a print out) of how it would be at the time of the simulated run. The user is able to view the simulated pay slip and log which includes the simulated payroll results table. The simulated run must be treated as a test run and must not, in any way, affect the overall pay records. BP Gross to Net Recalculation (Re-run on individuals after exception report) LEVEL The system must have the facility to recalculate individuals pay after the payroll run, following corrections without the need to run the entire payroll again BQ Gross to Net Replacement (Re-run of whole payroll) LEVEL The System has the facility to run the whole payroll, just updating the payroll corrections BR PAYROLL PRINTING LEVEL a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 24 A hard copy print of the payroll (gross to net) can be produced. However, the user must have the option to nominate the number of copies and suppress part or all of payroll print The system should enable the production of 1 or more payslips for Employees, regardless of the number of Jobs held, with the ability to display a breakdown of various payments/deductions by Jobs (particularly where employees have more than one Job) The User is able to reproduce part or all of payroll print at a later date The BACS file should contain the following fields:- For employees not paid in period but whose cumulatives have changed, the payroll print must show the movement in cumulatives and the reason for change e.g. refund, P45, journal etc A facility must be available for identifying deviances on different elements of pay e.g. basic pay Payroll print reports should include total number of employees paid, terminated and paid, terminated and not paid and suspended For an employee who is suspended, the payroll print must show cumulatives and the last period paid The User is able to set the print order for payslips BS Pay Advice Messages LEVEL The user is able to print a message on payslips down to individual message on a payslip BT Pay Advice LEVEL Pay Details - Facilities are required for the System to be able to provide basic pay details, this period pay and cumulative pay details for output onto pre-designed pay advice – to be able to be produced in hard-copy and electronic formats for onward distributions, e.g. via e-mail system. The system should enable the systems administrator to design the Payslip Form The basic pay advice details should include: Company and Organisation name Facility to print various Company Logos Return Address Private and Confidential Payroll Number Pay reference applicable to main job Pay point applicable to main job Name a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 25 Address Annual salary National Insurance number National Insurance category letter applicable to main job Pension Scheme(s) Reference Payroll Date Date of payment Pay period Indication of payment method Tax code and Basis Tax office and reference Message field “This” period pay details must include: The total gross payment, total deductions and net payment taking into account main and, where A listing of linked multiple employments. applicable, every element of pay due from the main and, where applicable, any linked multiple employments Where the pay for a particular element is calculated by hours input multiplied by an hourly rate, the hours, descriptor and rate are required to be shown on the pay advice Each element requires an indicator which will show the element to be taxable or non-taxable A listing of every statutory deduction, including employers contributions, due during the pay period as calculated by the gross to net run A listing of every non-statutory deduction due in respect of the main and, where applicable, any linked multiple employments For any permanent non-statutory deduction which has a cash balance attached, the current balance must be available for output to the pay advice Elements and deductions of a cash value must show a descriptor against the amount, e.g. Disturbance, Court Order Hourly based elements must be aggregated for printing on pay advice, where the element code, job code, rate of pay and period are the same Cash based elements must be aggregated for printing on pay advice, where the element code and period are the same Overall gross taxable pay for the year to date a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 26 Total tax paid for the year to date Overall gross pensionable pay for the year to date Total N.I. contributions paid by the employee and employer for the year to date Where applicable, show the total N.I. for each category separately Total pension contributions paid by the employee and employer for the year to date showing, where applicable, each pension scheme separately Previous pay and tax details (P45 or P6) PAY ADVICE HISTORY LEVEL BU Pay Advice Facilities are required to allow the user to view copies of employee pay advice on screen. The System must hold all historical minimum of the previous financial year plus the current year The System is able to provide archiving procedures to access history information not held on line The pay advice history must show the employee's name, pay number, national insurance number, national insurance category, all elements paid or deducted in a particular pay period, this period gross pay figures, the correct cumulative figures relevant at that pay period, the payment method used and the net pay for that period Where an employee has multiple employments, one pay advice should be produced. However, details for each pay should display the current period details and cumulatives for that employment. There must be an indication on screen of the inclusion of secondary employment details Where an employee has multiple employments there must be pay history, with the current period details and cumulatives for each employment available on screen. The main employment pay history must also have a second set of cumulative figures showing the cumulative totals for all employments. There must be an indication on screen of the inclusion of secondary employment details On screen access of pay advice history must be by employee number with a default to the current period. However, the user is able to select any period if required. Individual pay periods must be identified by a key made up of year and period number. Where multiple employments exist, it must be possible to view all pay history BV History of All Elements LEVEL The System allows the user to view all elements from a nominated period to date The System allows the user to view any specified element from a nominated period to date a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 27 The user must be allowed a facility to produce a report from the history file of all or specified elements BW Cumulative and Reducing Balances LEVEL The System allows for the accumulation of payments and deductions to pre-determined amounts where necessary also be a facility to allow the user to indicate whether or not the balance for the element is printed There must on the pay advice The cumulative element must continue until the pre-determined amount is cleared or achieved, when the payment/recovery must cease The System must be capable of recalculating the final amount due to the pre-determined amount The System must report when the pre-determined amount is cleared or achieved. The user must have the ability to amend and delete the cumulative record The cumulative record must not be affected by change of the tax year BX Travel & Expenses LEVEL The system must comply with HRMC and statutory requirements and P11D reporting Travelling Expenses: User defined mileage rates, HMRC or IRAM rates, essential user lump sum payments, VAT on petrol element, retrospective calculations for arrears and late claims Employee Expenses: Relocation, subsistence, training, telephones, VAT control and user defined expenses SYSTEM OUTPUTS LEVEL BY Letters Letter templates can be set up and generated individual or in bulk from the system Letter templates can contain mail merge fields specified by the user Letters can be attached to the employee record One off letter mail merges can be generated from the system - e.g. following department restructure BZ Reports LEVEL The system has a standard report suite The system has a standard reporting tool which enables the user to produce a standard report or ad hoc report The user can enter selection criteria into the standard reports - e.g. Date Selection, filter by School/Service, filter by contract type, exclude leavers etc a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 28 The user can report using the following periods - Today, Key Date, Other period, Current Month, Current Year, Past (until today), Future (as of today), current payroll period, Other Payroll Period CA Payroll reports LEVEL P45 P46 P60 P11d P14 P35 Reconciliation Report High Earners Errors Exceptions (e.g. incompatible NI details, negative cumulatives and zero cumulatives) Audit Trail Transaction Load Report Cheque Report Payroll Totals BACS Listing End of year pension returns, including LPF & STSS Ability to report on any pay period for employee, multiple employees etc Ability to report on SSP, SMP payments etc Enable the User to save the payslip as an electronic document a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 29 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 30 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 31 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 32 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 33 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 34 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 35 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 36 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 37 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 38 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 39 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 40 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 41 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 42 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 43 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 44 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 45 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 46 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 47 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 48 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 49 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 50 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 51 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 52 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 53 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 54 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 55 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 56 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 57 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 58 a386a7ae-a639-4690-8056-fbbf10763ede.xls Page 59 a386a7ae-a639-4690-8056-fbbf10763ede.xls PLEASE TAKE CARE WHEN COMPLETING THIS DOCUMENT. FAILURE TO COMPLETE ANY PART OF THE TENDER MAY RESULT IN YOUR RESPONSE NOT BEING CONSIDERED IN THE TENDER PROCESS. 2 Self Service A Employee Self Service LEVEL The system has the ability for an unlimited number of employees to have access to restricted areas of the system Employee's are able to view and update personal details including name, address, emergency contact details, bank details Employee's are able to view their payslip online Employees are able to request annual leave online Employees are able to view a total reward statement online Employees are able to submit timesheets for hourly paid work Employees are able to update and track flexitime Employee is able to view Personal Development reviews (PDR's), update PDR documentation and attach to their own record Employees are able to maintain their own skills, qualifications and membership record Employees are able to complete personal development plan online Employees are able to complete learning and development plan online Employees are able to complete action plan online Employees are able to submit requests to go on a training course online for managers approval Employees can view training records online Employees are able to book training courses online Employees are able to view training booked and completed in a graphical display Employees are able to view a staff directory - name, position, department, Ext No, Email address B Manager Self Service LEVEL Line Manager are able to raise an online requisition to request budget approval for a new role to fulfil a staffing resource requirement Line Managers with appropriate approval are able to approve the online staffing authorisation requests for the staffing resource requirement a386a7ae-a639-4690-8056-fbbf10763ede.xls The system enables multiple user profiles and permissions to be set up depending on the type of Manager Self Service User e.g. Department Administrator, Team Leader, Budget Holder, Line Manager The system includes a flexible approval process, enabling the user to set different levels of approval based on the specific process Line Managers and Administrators are able to view all information relating to the Vacancies and Applicants within their area Administrators and Line Managers are able to view and approve timesheets for hourly paid staff Line Managers are able to view organisational charts online Line Managers are able to view job and salary history for his/her team Line Managers are able to view Employee Absence History Line Managers are able to view a graphical chart of sickness absence to identify absence trends Line Managers are able to authorise annual leave requests Line Managers are able to view Employee Holiday entitlement, including days/hours taken and days/hours remaining for his/her team Administrators and Line Managers are able to record staff personal development reviews including the date of the review, date of the next review and attach the PDR documentation Line Managers are able to review his/her team training needs and update a training plan Line Managers are able to view and approve staff flexitime Administrators and Line Managers are able to record Accidents in the workplace including accident type, date, injury, description of the accident and time loss due to the accident Budget holders can access staff cost information about staff attached to their cost centres Manager Self Service users have access to a standard report suite. Selection criteria can be entered to produce more refined reports Manager Self Service users are able to print reports with ease Manager Self Service are able to view documents online where permission has been granted Manager Self Service is able to view team training records Managers Self Service is able to approve training requests Line Managers are able to create contractor records via Manager Self Service and record a Personnel Details and Job information about the contractor - e.g. Start and End Dates, Job title, FTE, Location, End Date Line Managers are able to off board Contractors when they have completed their contract at the University a386a7ae-a639-4690-8056-fbbf10763ede.xls C Manager Self Service standard reports LEVEL New Starter Report Leaver Report Data Quality report – Staff List including salary, cost centre, contract type, Subject Group Leader Status Exception report – Monthly changes Staff Headcount FTE Staff Headcount Turnover report Monthly Sickness Absence report Absence Trigger report Self Certification Absence report Monitoring of Tasks report – End of Contract, End of Probation. End of funding, possible retirals in 12 months etc Employee Training History report Employee Training Needs report Personal Development Plan report - staff that have not completed a PDR Attendee list Attendance list Booking per Event Attendee Qualification Event Schedule Event Waiting List Course Cost per Delegate & per event Event resource report Event evaluation report a386a7ae-a639-4690-8056-fbbf10763ede.xls SULT IN YOUR WEB ENABLE D Y/N/NA a386a7ae-a639-4690-8056-fbbf10763ede.xls a386a7ae-a639-4690-8056-fbbf10763ede.xls a386a7ae-a639-4690-8056-fbbf10763ede.xls PLEASE TAKE CARE WHEN COMPLETING THIS DOCUMENT. FAILURE TO COMPLETE ANY PART OF THE TENDER MAY RESULT IN YOUR RESPONSE NOT BEING CONSIDERED IN THE TENDER PROCESS. WEB ENABLE 3 TRAINING AND EVENTS D GENERAL LEVEL Y/N/NA Search Facilities enabling the user to search by Course Category, Course, Event, Training Provider, Delegate, Department Ability to generate bulk correspondence from the system - e.g delegate course invites and course confirmation via email A Learning and Development Activities LEVEL Course Name e.g Access Intermediate Course Category - e.g Access Course Provider - e.g C&IT, CL&D Facilitator of activity e.g. Internal L&D, External etc (validated) Duration (days, hours) Optimum number of delegates Minimum delegates Maximum delegates CPD Hours Venue (validated) Trainer (validated) Objectives (free text fields) Qualification awarded (checkbox) Cost (either per delegate or per course i.e. ability to record all associated costs and divide equally or apportion set cost) Ability to create Course Waiting List (ability to select delegates from Employee List or add external delegates) Ability for the system to link mandary courses to jobs Ability to identify course pre-requisites Ability for the system to automatically create employee qualification record following successful completion of the course Ability for the User to schedule courses e.g daily, weekly, monthly, one time only 66 a386a7ae-a639-4690-8056-fbbf10763ede.xls Graphic calendar display Ability to assign a competency framework to a course Ability to attach default venue and resource information to the course Ability to attach documents to the Course e.g Training Outline B Learning and Development Events LEVEL Ability to schedule Event from course list or create a one off event e.g 1 day conference All information from the course is inherited by the event but can be amended at the point of scheduling the event Ability to record Event Start Date and Time Ability to record Event End Date and Time Attendees (ability to enter all delegates from Employee List or Waiting List) need to be able to record status of attendee and costs which will default to employee training record) Costs - defaulted from L&D Activity and editable (either per delegate or per course i.e. ability to record all associated costs and divide equally or apportion set cost) Ability to assign resources at this level The User is able to transfer the delegate from one course to another The user is able to transfer the delegate from the waiting list to a staus of booked on the event The user is able to view all delegates booked on an event The user is able to transfer delegates from being booked on an event back on to the waiting list The user is able to generate a delegate list for the training event to include delegates name, job title and department The user is able to generate bulk event invites to delegates via email The user is able to complete the event and all attendees training records will be updated to confim that they attended the event The user is able to reschedule or cancel an event, and all delegates will be placed back on the waiting list automatically The user is able to send bulk email to delegates to confirm the event has been rescheduled/cancelled The user is able to record an event evaluation Ability to enter notes per events Graphic calendar display is available to view all events taking place Ability to enter an event along with a total number of delegates but not required to enter delegates names e.g campus event D Learning Programmes LEVEL 67 a386a7ae-a639-4690-8056-fbbf10763ede.xls Ability to create learning programmes Ability to create learning prgramme plans Ability to assign candidates to learning programme plans Ability to assign mandatory learning programme plans to jobs Ability to place candidates on waiting list for learning programme plans E Resources LEVEL Resource Reference Resource Type (validated) Start Date Start Time End Date End Time Booked by (validated against employee list) Location (validated against Venue or option to free text) Graphic calendar display (using data against events and bookings) Data recorded against employee record (e.g. in training record) F Venues LEVEL Venue Ref Venue Description Graphic calendar display Training Providers G Course Providers LEVEL Ability to identify existing staff as course providers Ability to attach course provider to all courses they would deliver Ability to record contact information Graphical Calendar Display Ability to record External Course Provider information including Company name, trainer contact details, invoice contact details and to attach a course list of the training courses provided by the external company H Training Budgets LEVEL Ability to create training budgets including the facilty to record current with start and end dates Ability to assign training budgets to departments 68 a386a7ae-a639-4690-8056-fbbf10763ede.xls Ability to assign training budgets to cost centres Ability to view spend to date against total budget Ability to attach documents I Learning and Development records for Employee On entering event data above for attendee, training record is automatically created, and updated, for LEVEL employee All matching fields from L&D Events to be defaulted to L&D record Ability to enter free text records (e.g. seminars etc) Level of support agreed (validated) Employee contribution Employer contribution Cost Centre J External Delegates Ability to record external delegates details including contact details and their company information Ability to book external delegates on courses Ability to correspond using external email addresses K Evaluation of Events LEVEL Ability for delegates to complete event evaluation Ability for event evaluation summary to be produced 69 a386a7ae-a639-4690-8056-fbbf10763ede.xls PLEASE TAKE CARE WHEN COMPLETING THIS DOCUMENT. FAILURE TO COMPLETE ANY PART OF THE TENDER MAY RESULT IN YOUR RESPONSE NOT BEING CONSIDERED IN THE TENDER PROCESS. WEB ENABLE 4 RECRUITMENT D A Staffing Authorisation LEVEL Y/N/NA Line Manager are able to raise an online requistion to request budget approval for a new role to fulfiull a staffing resource requirement Line Managers with appropiate approval are able to approve the online staffing authorisation requests for the staffing resource requirement B Vacancy Details LEVEL Users are only able to create new vacancy record if an the online staff authorisation request has been approved On creation of the vacancy record, the inherent details of the role is populated from the existing job database i.e Role Title, School/Service, Cost centre etc are updated The User has the ability to make amendments to the role detail if appropiate permission has been granted The User is able to assign a competency framework to the Vacancy The user is able to attach the role description, Job Advert and any additional documentation The User is able to attach the Vacancy to a recruitment campaign The user is able to select a recruitment contact from the current employee table The user is able to record more than 1 recruitment contact C Recruitment Panel LEVEL The system enables users to identify Chair Panel members The system enables users to idenify Panel Members The system is able to restict the selection of Panel Member, if they do not have a Recruitment and Selection training record The system enables the user to attach a Chair Person and Panel Members to the Vacancy D Advertising LEVEL The system enables the user to record key advertising information, including Publication, Cost, Advertising Dates The system enables the user to attach documents E Applicant Details LEVEL 70 a386a7ae-a639-4690-8056-fbbf10763ede.xls The system enables the user to select if the Applicant is Internal or External If the applicant is internal, the system enables the user to select from the Employee table and populates all relevant fields If Internal Applicant set to true then display validated list of Employees and all relevant fields below are populated automatically The system is set up to record Applicant contact details inlcuding address and email address information The User is able to record if an Applicant is protected by the DDA and therefore guaranteed an interview The User is able to record if the Applicant declared a conviction on his/her application The system is set up to record applicant qualitifcation data including and level and date achieved The system is set up to record source of application e.g jobs.ac.uk, Napier Internet The system is set to record Employment History - Employer Name, Address, Job Details, From and to date and Reason for leaving The system is set up to record date of application The system is set up to display the Applicant status based upon a pre-defined Recruitment Process - e.g Application Received, Shorlisted, Interview Stage 1, Appointed/Rejected The system enables the applicant to be attached to more than 1 vacancy record F Eligibility to work in the UK LEVEL Ability to record Applicant Nationality and select if they are a resident worker or non-eea worker Ability to record the Eligibilty documents which were verified and signed at interview. The User has the ability to record that 1 or more documents were provided as proof of identity and proof of qualifications Ability to record Visa Status Ability to record Visa Expiry date Ability to record certificate of Sponsorship number Ability to record Visa verfication date Ability to attach documents G Shortlisting LEVEL Ability to shortlist candidates using defined criteria as specified in the job and person specifications for the post H Applicant Tracking LEVEL Ability for the User to bulk move applicants applicants through the various recruitment stages - definable by users for each vacancy if required i.e Acknowledge of Application, Shorlisting/Rejection, Interview Stages/Rejection, References, Offer of Appointment 71 a386a7ae-a639-4690-8056-fbbf10763ede.xls I Equalities monitoring (separate table for restricted access) LEVEL Gender Ethnic origin Marital status Sexual orientation Religion/belief Transgender Disability status Date of birth Age (calculated automatically) J References LEVEL Title, surname, forename Address Telephone number Email address Reference received (checkbox) Ability to attach documents K Vacancy tracking LEVEL Closing date Shortlisting date(s) Interview dates, times Interview panels Interview results Creation of documents at each stage (e.g. application control sheet, shortlist, interview list) L On-line Recruitment LEVEL Ability to create multiple on-line application forms Ability to request application pack on line Job spec, person spec, advert, guidance notes - all available in various formats Applicants able to create, review, amend and update application online until submitted Ability to "save" application form at specific stages and return at later date Ability to send applications by email Interfaces to and from the Recruitment Portal 72 a386a7ae-a639-4690-8056-fbbf10763ede.xls M Successful Applicant LEVEL Where the applicant is internal, it should prompt the user to review existing personal details, and create a new job history record thereby retaining all existing historical records (not creating a new employee record) The system must be able to copy relevant applicant data to the employee table when the successful candidate is selected 73 a386a7ae-a639-4690-8056-fbbf10763ede.xls PLEASE TAKE CARE WHEN COMPLETING THIS DOCUMENT. FAILURE TO COMPLETE ANY PART OF THE TENDER MAY RESULT IN YOUR RESPONSE NOT BEING CONSIDERED IN THE TENDER PROCESS. WEB ENABLED 5 AUDIT REQUIREMENTS LEVEL Y/N/NA The system records, fully throughout, the current state of information, identifying what has been done, by whom, and when The system maintains a log of all access to the system including date, time, and user identity The system records a full audit trail of all modifying transactions, (inserts /updates/ deletions) made to system content The audit trail includes any transactions produced by batch processes, including date and time All audit records includes an identity, the date and time All audit related information is easily available to system supervisors through application menus All audit related information is available for online interrogation through suitable screens and there must also be the facility to print reports when required The system provide measures to ensure that interrogation and reporting facilities of the auditing functions can be restricted It is possible to archive the audit records The system provides user friendly audit trails and error logs for all import/exports 74
"ITT - HR _ Payroll System"