SAMPLE HRMS TEMPLATE

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					Technology Evaluation Centers Inc. Request for Information/Proposal Requirements Research

Instructions
Rating Legend Format
● The top of the RFI tab contains six response columns. ● TEC analysts developed the RFI based on past experience and research into the widest and deepest range of possible requirements. 3RD Response Explanation SUP Supported as delivered "out-of-the-box" MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc) Supported via a third party solution Supported via customization (changes to source code) Will be supported in a future release Not supported 0 to 10, where 10 is most important

Priorities
Must Have = 10 Very Important = 8 Important = 6 Nice to Have = 4 Not Important = 2 No Need = 0 Note this file contains multiple sheets (tabs). This sheet contains instructions only. Click the tabs at the bottom of the window to access the criteria.

CST FUT NS Priority

Mandatory Yes, only for "must-have" factors

RFI Example Vendor Responses
● Complete the RFI worksheet by placing an X in the appropriate column for each criterion. ● The Xs must represent the current state of a product or service. 1 1.1 1.1.1 1.1.1.1 1.1.1.2 1.1.1.3 1.1.1.4 1.1.1.5 1.1.1.6 Hierarchy Module 1 Category of Module 1 Subcategory of Category 1 Criterion 1 Criterion 2 Criterion 3 Criterion 4 Criterion 5 Criterion 6 Criterion

© Technology Evaluation Centers Inc. 2007. This document may only be used for internal purposes. Reproduction and

User Responses
● Use the Priority column to indicate how important a particular criterion or entire group of criteria (module or category) is for your organization. ● The Mandatory column is useful for indicating absolute requirements. Note that a "Yes" would mean a vendor/provider fails if it does not support that criterion or group of criteria. It is often useful to use "No" as the general default response and only change to a "Yes" for an absolutely critical item. Don't forget to indicate your priorities and mandatory requirements for modules, categories, subcategories, and criteria.

RFI Example
Priority (0-10) 8 4 10 1 6 4 10 8 8 Mandatory (Y/N) N N N N Y N N N Y X X X X X X SUP MOD 3RD CST FUT NS

l purposes. Reproduction and redistribution are strictly prohibited.

Technology Evaluation Centers Inc. Human Resources (HR) Management System Criteria Worksheet
Hierarchy Criterion Priority Mandatory SUP MOD 3RD CST (0-10) (Y/N)

1

Personnel Management

1.1 1.1.1 1.1.2 1.1.3 1.1.4 1.1.5 1.1.6 1.1.7 1.1.8 1.1.9 1.1.10

Recruitment Management Hiring personnel may access parameters for requisitions Searches for eligible applicants and employees based on job requirements, online Lists the postings, position, disposition, disposition date, and applicable codes of a position Tracks applicants using personal data, skill set, academic qualifications, training, and test results Workflow for forwarding resumes/CVs Schedules interviews Tracks interview results Customizes recruitment letters by merging files with a word processing template Offers and new hires processing Summarizes status and provides other information on applicant, and applicant requisition and recruitment costs Information about applicants' progression

1.1.11

1.1.12 1.1.13 1.1.14 1.1.15 1.1.16

Compares data on recruiting tasks to show their effectiveness Sourcing engine integration with career development, matching competencies of internal candidates Internet recruiting and tracking of skills inventory Resume scanning capabilities. Import resumes from the Internet or e-mail

1.1.17

Enable competencies for applicants

1.1.18

Assign competencies to vacancies

1.1.19

Derive competencies automatically from the job or position competency requirements into vacancy competency requirements

1.1.20

Enable competence matching between applicant's competencies and vacancies

1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 1.10

Profile of Personnel This category contains 14 criteria below it. Organizational Structures This category contains 16 criteria below it. Job Position and Wage Profiles This category contains 21 criteria below it. Career Development and Training This category contains 18 criteria below it. Management of Rewards This category contains 7 criteria below it. Budgeting and Cost Control This category contains 4 criteria below it. Government and Compliance Reporting This category contains 7 criteria below it. Employment History and Personnel Reporting This category contains 8 criteria below it. Track Discipline Actions This category contains 2 criteria below it.

1.11

Competency Management

2

This category contains 5 criteria below it. Benefits

2.1 2.1.1 2.1.2 2.1.3 2.1.4

Standard Benefits Multiple benefits programs Establishes benefit plans, providers, and rates Identifies dates for insurance coverage and deduction calculations Maintenance, dependent, and beneficiary information

2.1.5 2.1.6

2.2 2.3 3

Employees have rollover benefit alternatives Base benefits maintenance decentralized to the employee level through the use of internet or internal mail capabilities Profile for Employee Benefit Plan This category contains 5 criteria below it. Administering Benefits This category contains 13 criteria below it. Payroll

3.1 3.1.1 3.1.2 3.1.3 3.1.4 3.1.5 3.1.6 3.1.7

Profile for Employee Payroll Name and employee identification number Address, city, region, and zip Telephone number Social insurance/security number (identification) Marital status Ethnic classification Job classification and skill code

3.1.8 3.1.9 3.1.10 3.1.11 3.1.12 3.1.13 3.1.14 3.1.15 3.1.16 3.1.17 3.1.18 3.1.19 3.1.20 3.1.21 3.1.22 3.1.23 3.1.24 3.1.25 3.1.26 3.1.27 3.1.28 3.1.29 3.1.30 3.2 3.3 3.4 3.5 3.6

Pay type (hourly/salary) Enters different pay periods based on company policy Regular work hour quantity within a pay period (accounting for overtime work) Exempt/non-exempt code Salary Rate per hour Deduction codes (taxes, insurance, pension, federal/provincial, and unemployment) Insurance classification Date of birth, hire, review, last raise, last promotion, last class change, and last paycheck Date of termination Exemption on employee's federal and provincial returns Additional federal and state withholding Earnings including quarter-to-date, year-to-date, and user-defined period Calculates other forms of compensation Employee insurance premium withholding by quarter-todate, year-to-date, and user-defined periods Worker's compensation withholding by quarter-to-date, year-to-date, and user-defined periods Other withholding by quarter-to-date, year-to-date, and user-defined periods Vacation accrual rate, vacation accrued, and vacation used Sick leave accrual rate, sick leave accrued, and sick leave used Leave that is unpaid Jury duty pay parameters Employee data located in a central database or across operating units Flag spousal distribution of retirement pension plan, for example, in case of employee death Earnings and Deductions This category contains 23 criteria below it. Eligibility Parameters This category contains 4 criteria below it. User Balances This category contains 5 criteria below it. Automated Time Sheet This category contains 3 criteria below it. Security and Audit This category contains 5 criteria below it.

4

Employee Self-Service

4.1 4.2 4.3 4.4 4.5

Review and maintain name, address, telephone number, etc., associated with life events Review or enroll in benefits for open enrollment period Change benefits related to a life event Update W4 information such as tax filling status, number of exemptions, and withholding information View pay stub info: gross pay, taxes, other deductions, net pay, pay period, and year-to-date totals Maintain dependents and beneficiaries related to life event Maintain emergency contacts Review vacation and sick day balances and submit leave requests Review and maintain bank info for direct deposit and reimbursements Review and enter or submit expenses Account for time based on type of absence or attendance Allocate time to multiple projects and assignments Internal and external application for a job and view the status of the application Choose and maintain personal passwords Posting and updating resumes View personal training history Search for available courses based on topic, text, language, and location View course calendars and details Enroll in or cancel participation in courses Pre-book for courses not yet scheduled Review and maintain deduction information for automatic bill payment service Review and maintain a knowledge sharing diary Data Warehousing

4.6 4.7 4.8 4.9 4.10 4.11 4.12 4.13 4.14 4.15 4.16 4.17 4.18 4.19 4.20 4.21 4.22 5

5.1 5.2 5.3 5.4

Staff headcount, movement, and turnover trends analyses and reports Workforce planning reporting EEO/affirmative action /disabled employee reporting Absence and leave accrual reporting

5.5

5.6

5.7 5.8 5.9 5.10

Wage and salary costs data, with detailed breakdowns across, for example, earnings, deductions, and disbursements Reports on vacancies and the effectiveness of filling them such as time to fill, cost per applicant, and average time of retaining the position Competency profile of the workforce, with breakdowns per departments, positions, etc. HR budgeting reports (dollars, hours, FTE, and headcount) Budgeting versus actual comparisons by position or business unit External and internal training requirements reports, with detailed breakdowns per departments, positions, etc. Reports on training history, success rate, course attendance, inability to accommodate all interested candidates, etc. Alert supervisor when an employee is out of compliance in training or certification Report on vacation usage and alert supervisors when allocation is exhausted Health and Safety Report and investigate incidents of injury and illness for employees and contractors Initiation of corrective actions related to an incident Logging of first aid records and reports Manage occupational injury and illness claims Report incidents involving vehicles and equipment Detect and monitor hazardous conditions (areas) and materials, and exporting them via an interface for further processing Maintenance of agent composition and information in a central database Integration with supply chain and HR modules Perform accident investigations, identifications, and recording Support OSHA, BG, and safety regulatory reports Maintain database of all MSDS sheets for all materials used Workforce Management Project Identification Workforce Management Approach Portfolio or program approach to workforce management

5.11

5.12 5.13 6 6.1 6.2 6.3 6.4 6.5 6.6

6.7 6.8 6.9 6.10 6.11 7 7.1 7.1.1 7.1.1.1

7.1.1.2

Project approach to workforce management

7.1.2 7.1.3 7.1.4 7.1.5 7.1.6 7.2 7.3

7.4

Data This category contains 5 criteria below it. Project Definition This category contains 13 criteria below it. Templates This category contains 5 criteria below it. Data Lists for Project Attributes This category contains 4 criteria below it. General This category contains 5 criteria below it. Resource Identification and Classification This category contains 20 criteria below it. Workforce Forecasting and Planning (Supply and Demand) This category contains 9 criteria below it. Workforce Gap Analysis This category contains 7 criteria below it. Resource Allocation and Analysis

7.5

7.6 7.7 7.8 7.9 7.10 7.11 7.12 8 8.1 8.1.1 8.1.2

This category contains 13 criteria below it. Project Management and Tracking This category contains 11 criteria below it. Time Tracking This category contains 6 criteria below it. Expense Tracking This category contains 7 criteria below it. Contract Management This category contains 7 criteria below it. Administration This category contains 6 criteria below it. Proactive Information Delivery This category contains 10 criteria below it. Security This category contains 17 criteria below it. Training Planning Courses ("academic" definitions) creation and maintenance Enable attachments for course collaterals

8.1.3 8.1.4 8.1.5 8.1.6 8.1.7 8.1.8 8.1.9 8.1.10 8.1.11 8.1.12 8.1.13 8.1.14 8.1.15 8.1.16 8.1.17 8.2 9

Link certifications acquired by attending the course Maintain course prerequisites Define and maintain venues (scheduled courses) for courses Enable grouping of courses into syllabus of specific subject Include pricing definitions Define aiding resources for courses Maintain instructors Enable potential assignment of instractors to courses Define acquired competenices and competency levels per course Identify gaps in competencis and relate to required training courses Maintain list of required courses per potential attendee Show potential attendies per planned course Enable annual plan - schedule, resources, cost Identify required aiding resources Alert for missing or overloaded resources Administration This category contains 9 criteria below it. Product Technology

9.1 9.1.1 9.1.1.1 9.1.1.1.1 9.1.1.1.2 9.1.1.1.3 9.1.1.1.4 9.1.1.1.5 9.1.1.1.6

Architecture Data Integration Technologies Data Management Options Relational database design Normalized tables SQL APIs for calls or data requests Multi-RDBMS portability Transaction tracking system Replicates database master files, fields, and structures

9.1.1.1.7 9.1.1.2

Supports Disaster Recovery Institute procedures Database Gateway Options This category contains 8 criteria below it. Server/Host Relational DBMS Options This category contains 8 criteria below it. Metadata Management This category contains 9 criteria below it. Logical Repository Model This category contains 8 criteria below it. Repository Metadata Tools This category contains 5 criteria below it. Repository User Interface This category contains 8 criteria below it. Business Modeling/Repository Tool This category contains 17 criteria below it. Non-operational Data Warehousing This category contains 6 criteria below it. Messaging Protocols This category contains 15 criteria below it. Device Interfaces This category contains 27 criteria below it. Architectural Foundation This category contains 15 criteria below it. Web Enablement This category contains 108 criteria below it. Organizational Structure This category contains 7 criteria below it. Application Security This category contains 7 criteria below it. Multisite Management This category contains 17 criteria below it. User Interface This category contains 8 criteria below it. Platforms This category contains 36 criteria below it. Application Tools This category contains 23 criteria below it. Workflow and Document Management This category contains 6 criteria below it. Reporting This category contains 3 criteria below it. Active or inactive status

9.1.1.3 9.1.1.4 9.1.1.5 9.1.1.6 9.1.1.7 9.1.1.8 9.1.1.9 9.1.2 9.1.3 9.1.4 9.1.5 9.1.6 9.1.7 9.1.8 9.2 9.3 9.4 9.5 9.6 9.6.4

heet
FUT NS Description Personnel management automates personnel processes including recruitment, personnel profile, organizational structure, career development & training, reward management, job position and wage profiles, and business travel and vacation allotments. The software should support the following functionality: recruitment management; personnel information and tracking; organizational structuring; job position and salary profile; career development, training and performance management; compensation management; budgeting and cost control; government compliance reporting; expenses management; union information; discipline actions and grievances tracking; and employment history/personnel reporting.

Requisition parameters are used for information on recruiting issues and department personnel needs

A typical feature in employment management systems, resume routing is the ability to divert resumes to the appropriate department or hiring manager.

New hires are personnel that have been recently acquired by the company.

Applicant flow statistics are derived from applicant data, and include information on education, job history, etc. These numbers can be used for effective marketing to further strengthen recruitment, create non-discriminatory policy, create applicant flow reports etc.

Competencies are comprised of skill sets, which are mapped to an organization's needs and strategic goals. Human resources (HR) uses competencies and competency models to determine what skills are linked to a position, what skills need to be enhanced, and what skills are not necessary or no longer valid for a particular job or area. They can also be used to create behavioral tests or other candidate screening tools. Competencies are comprised of skill sets, which are mapped to an organization's needs and strategic goals. Human resources (HR) uses competencies and competency models to determine what skills are linked to a position, what skills need to be enhanced, and what skills are not necessary or no longer valid for a particular job or area. They can also be used to create behavioral tests or other candidate screening tools. Competencies are comprised of skill sets, which are mapped to an organization's needs and strategic goals. Human resources (HR) uses competencies and competency models to determine what skills are linked to a position, what skills need to be enhanced, and what skills are not necessary or no longer valid for a particular job or area. They can also be used to create behavioral tests or other candidate screening tools. Competency requirements are the necessary skills that a candidate must possess in order to satisfactorily operate in a position.

Competencies are comprised of skill sets, which are mapped to an organization's needs and strategic goals. Human resources (HR) uses competencies and competency models to determine what skills are linked to a position, what skills need to be enhanced, and what skills are not necessary or no longer valid for a particular job or area. They can also be used to create behavioral tests or other candidate screening tools.

Competency management is used to map the skill sets required in a position to ensure the organization or departments needs and strategic goals are met. It employs competency models to determine what skills are linked to a position, what skills need to be enhanced, and what skills are not necessary or no longer valid for a particular job or area. They can also be used to create behavioral tests or other candidate screening tools.

Benefits administers a diverse range of benefit plans such as health and medical, life and supplemental life insurance, accidental death and dismemberment (AD&D), disability plans, flexible benefits, 401(k) plans, profit sharing plans, stock plans, retirement plans, and leave plans including vacation and sick leave accruals. The software should support the following functionality: base benefits; employee benefit plan profile; benefits administration; and pension administration.

System tracks which dependent/beneficiary is primary, secondary and other levels within a particular benefit record, by plan type. For example, a spouse may be designated as all of the following: sole beneficiary of a life insurance plan, one of several dependents in a medical plan, a 50 percent beneficiary of a savings plan, with a child named as the beneficiary of the remaining 50 percent. A large number of beneficiaries can be defined per plan, per employee for certain types of tax deferred investment plans

Payroll handles accounting and preparation of checks related to employee salaries, wages, and bonuses. The software should support the following functionality: employee payroll profile; earnings and deductions; eligibility controls; user balances; tax deductions and calculation; payroll calculation; payroll and payment processing; check processing and printing; labor distribution and accounting; payroll and regulatory reporting; IRS documentation; security and audit; and automated timesheets.

Allows to enter a number of exemptions from employee tax form, used with payroll deduction calculations.

If an employee dies, the employee's spouse is entitled to pension distribution.

Employee self-service lets workers access their personal information and benefit allocations on-line to manage life events and benefit selections without having to send forms to human resources. The software should also support benefit enrollment programs and new hire initiation.

A life event can be a birth/death of a dependent (spouse, child), divorce, a child is 18, etc.

Data warehousing simply defined, is a place for data, whereas data warehousing describes the process of defining, populating, and using a data warehouse. Creating, populating, and querying a data warehouse typically carries an extremely high price tag, but the return on investment can be substantial.

Equal employment opportunity (EEO). The system should be able to provide reports for all these US labor-required practices.

Health and safety provides the tools to administer compliance with the health and safety regulations, accident and injury reporting, and tracking of lost time by employee.

Occupational Safety and Health Act (OSHA)Biosafety Global (BG) MSDS is the abbreviation for material safety data sheet.

Portfolio workforce management involves creating portfolios to monitor the skills and progress of employees. It allows companies to effectively allocate training budgets based on the needs and potential of individual employees. A workforce management program incorporates strategy to determine best hiring and retainment practices.

The project management techniques in workforce management works by tracking the projects and skills used to complete projects, allowing human resources to determine training allocations. The data compiled can also be used to create work processes which can be matched to skill sets to determine the optimum use of human resources for similar projects.

Standard default lists.

Workforce gap analysis determines, assesses, and documents workforce requirements that have or have not been met.

Resource allocation and analysis pertains to the assignment and distribution of personnel, equipment, and other resources to various tasks or projects. It determines whether allocations are optimized to maximize their usage and meet the requirements of the project and organization.

This category defines the technical architecture of the product, and the technological environment in which the product can successfully run. Criteria include product and application architecture, software usability and administration, platform and database support, application standards support, communications and protocol support and integration capabilities. Relative to the other evaluation criteria, best practice selections place a lower relative importance, on the product technology category. However, this apparently lower importance is deceptive, because the product technology category usually houses the majority of the selecting organization's mandatory criteria, which usually include server, client, protocol, and database support, application scalability and other architectural capabilities. The definition of mandatory criteria within this set often allows the client to quickly narrow the long list of potential vendors to a short list of applicable solutions that pass muster relative to the most basic mandatory selection criteria. During the process of product selection a great deal of attention is given to the functional capabilities of the software being evaluated. While this aspect is obviously important, ignoring the technical mechanisms by which the software actually operates can be fatal to a project.

Relational database management systems (RDBMS) are a type of database management systems (DBMS) that store data in the form of related tables. The ability to make copies of master files, fields, and structures

Gateways are interfaces that convert protocols in order to connect different networks.

The ability to categorize items based on whether their activity status is active or inactive

FactorID MasterMo delID 93343 196139

93344 93345 93346 93347 93348 93349 93350 93351 93352 93353 93354

196140 196141 196142 196143 196144 196145 196146 196147 196148 196149 196150

93355

196151

93356 93357 93358 93359 93360

196152 196153 196154 196155 196156

385904

385277

385905

385278

385906

385279

385907

385280

93361 93371 93387 93409 93428 93436 93441 93450 93459

196157 196167 196182 196204 196223 196231 196236 196244 196253

386110

385679

93462

196256

93463 93464 93465 93466 93467

196257 196258 196259 196260 196261

93468 93469

196262 196263

93470 93476 93490

196264 196270 196284

93491 93492 93493 93494 93495 93496 93497 93498

196285 196286 196287 196288 196289 196290 196291 196292

93499 93500 93501 93502 93503 93504 93505 93506 93507 93508 93509 93510 93511 93512 93513 93514 93515 93516 93517 93518 93519 93520 93521 93522 93546 93551 93557 93561

196293 196294 196295 196296 196297 196298 196299 196300 196301 196302 196303 196304 196305 196306 196307 196308 196309 196310 196311 196312 196313 196314 196315 196316 196340 196345 196351 196355

93567

196361

93568 93569 93570 93571 93572

196362 196363 196364 196365 196366

93573 93574 93575 93576 93577 93578 93579 93580 93581 93582 93583 93584 93585 93586 93587 93588 93589 93590

196367 196368 196369 196370 196371 196372 196373 196374 196375 196376 196377 196378 196379 196380 196381 196382 196383 196384

93591 93592 93593 93594

196385 196386 196387 196388

93595

196389

93596

196390

93597 93598 93599 93600

196391 196392 196393 196394

93601

196395

93602 93603 93604 93605 93606 93607 93608 93609 93610

196396 196397 196398 196399 196400 196401 196402 196403 196404

93611 93612 93613 93614 93615 385910 385911 385912 385913

196405 196406 196407 196408 196409 327684 327685 327686 327687

385914

327688

385915 385921 385935 385941 385946 385952 385973

327689 327695 327709 327715 327720 327726 327747

385983

327757

385991

327765

386005 386017 386024 386032 386040 386047 386058 386076 386077 386078 386079

327780 327792 327799 327807 327815 327822 327833 385685 385686 385687 385688

386080 386081 386082 386083 386084 386085 386086 386087 386088 386089 386090 386091 386092 386093 386094 386095 93616

385689 385690 385691 385692 385693 385694 385695 385696 385697 385698 385699 385700 385701 385702 385703 385704 198424

93617 93618 93619 93620 93621 93622 93623 93624 93625

198425 198426 198427 198428 198429 198430 198431 198432 198433

93626 93627

198434 198435

93631 93635 93645 93654 93660 93669 93687 93694 93710 93738 93754 93863 93871 93879 93897 93906 93925 93949 93956 93960

198444 198453 198463 198472 198478 198487 198505 198512 198528 198556 198572 198681 198689 198697 198715 198724 198761 198785 198792 198796


				
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