REQUEST FOR INFORMATION (RFI) BY THE STATE OF TENNESSEE by tco17643

VIEWS: 25 PAGES: 12

									                                  REQUEST FOR INFORMATION (RFI)
                                                BY THE
                                         STATE OF TENNESSEE
                                Office of Management Services Division
                                Office of the Comptroller of the Treasury
                                        RFI Number: 30701-00021


A.   STATEMENT OF INTENT:

     The State of Tennessee, Comptroller of the Treasury, Office of Management Services (OMS) issues
     this Request for Information for the purpose of determining what vendors, if any, have products
     available that might be used to meet our project requirements.

     Prospective vendors are strongly encouraged to respond to this RFI. The information received in
     response to this RFI will help determine the direction of any future Request for Proposal (RFP) for
     software and implementation services, although there is no guarantee an RFP will ever be
     developed as a result of this RFI. Respondent information will also be used to document the
     business case and funding requirements for a potential replacement system. Your input is greatly
     appreciation.

B.   BACKGROUND:


     The Office of Management Services (OMS) primarily provides administrative and support services to
     the divisions of the Comptroller’s Office in areas of accounting, budgeting, human resources,
     information technology, procurement oversight and printing.

     OMS is looking to procure or otherwise build a system that includes the ability to manage the
     following features: on-line job applications, performance evaluations, employee terminations,
     employee discipline, harassment claims, promotion requests and medical leave requests.

     A portion of this system will be a public-facing web application, which could potentially have
     thousands of users. The administrative portion of this system will have potentially 500 to 600 users.

C.   GENERAL INSTRUCTIONS:

C.1. The State is requesting the following information from all interested parties:

     Below are the high level requirements that the system must be able to accommodate in some form
     or fashion, whether your product’s “as-is” solution can meet the need or whether your product would
     need to be customized in some way. Please address each item in the table by at least adding the
     number for your solution’s capability. You can also add comments, if you wish.

     The assumption is that there would be two web sites needed: one accessible by the general public
     and one to be used for administration. In the following paragraphs, “Public side” refers to the web
     site to which the general public will have access to submit job applications and “Administration side”
     refers to an internal web site for use only by Comptroller employees.




                                                                                                           1
Requirement Description                                                    Respondent’s comments.
                                                                           1 = Solution provides
                                                                           2 = Solution can do with customization
                                                                           3 = Solution cannot do
                                                                           4 = Configurable
Public side
1. Provide an on-line account request form that must be completed
            before applications can be submitted. This form would
            capture the requestors name, address, and contact
            information.
2. Display the job application as a web-based form that can be
            filled out on-line.
3. Include the ability to attach other files to the application, such as
            resume, cover letter, etc.
4. Applicants must attach their application to specific job openings.
5. Applicants are able to save the application before it is completed
            and finish it at another time.
6. Include data validation for required fields, dates and other fields
            as designated when an application is submitted to our
            office.
         a.      A checkbox would be added for required items such as
                       a transcript, required number of hours in
                       accounting/auditing, etc. based on the
                       requirements of the position/job description for
                       which the applicant is applying.
7. Applicants are able to edit their application after it has been
            submitted.
         a.      HR will also be notified of any changes made.
8. Applicants are able to reuse the same application to apply for
            different openings.
9. Applicants are able to remove their application from
            consideration from an opening.
10. Applicants can request that their application be deleted.
         a.      Only HR can permanently delete an application from
                      the system.
11. Applicants can print a properly formatted version of their
            application.
12. Include security so that only the applicant can access their
            application.
13. When an application is submitted, send an e-mail to the
            applicant to verify it was received.
14. The web site must be secure and use data encryption.

Administration side

15.   Include a method for division designees to create new job
            openings



                                                                                                             2
Requirement Description                                                     Respondent’s comments.
                                                                            1 = Solution provides
                                                                            2 = Solution can do with customization
                                                                            3 = Solution cannot do
                                                                            4 = Configurable
       a. Include the ability to set the post date and the close date
       b. Include the ability to edit the job openings
       c. Include the ability to delete job openings
       d. Include a library of job titles, descriptions, and other key
                     information that can be selected from when
                     creating a new job opening.
       e. Include a data field to identify whether it is an Executive
                     Branch position or a Comptroller position.
       f. Include the ability to update our library of job titles,
                      descriptions, etc periodically (i.e., weekly).
16. Include a method for division designees to request a new
            position/title
       a. Include the ability to extract titles, job descriptions, salary
                      ranges, etc. from the library to create the new
                      position/title.
       b. Include the ability to create a new job title/description
                      without extracting data from the library.
17. When a job posting is active and between the posted and closed
           date, display it on the Comptroller’s web site.
        a. Include the ability to export and display the job posting to
             other sites (i.e., DOHR’s website).
18. When applications are received for a posted job, send e-mail
           alerts to the director or designee posting the job opening.
19. Include work flows for applications.
       a. When an application is received.
       b. Assigning an application to a division director or designee.
       c. Custom (ad hoc work flows), where the steps are created
                     by the users.
20. Include the ability to conduct extensive searches by data field
           within jobs and applications.
21. Include key word logic searches using data fields that match
           jobs with application’s education, experience, and
           certifications.
       a. Example: display a job/title and applicants who match the
                     description.
       b. Example: display an applicant and jobs/titles for which they
                     may qualify.
22. Include internal security so that only authorized users can
           access this information.
       a. Include Edit authority and Read-Only authority.
23. Include a single sign-on feature.
24. Include the ability to attach files to an application.
25. Include an interview tracking element



                                                                                                              3
Requirement Description                                                     Respondent’s comments.
                                                                            1 = Solution provides
                                                                            2 = Solution can do with customization
                                                                            3 = Solution cannot do
                                                                            4 = Configurable
         a. Include workflow for the interview process including
                       subsequent interviews.
         b. Include a checklist (using data elements) for required items
                      such as transcripts, GPA, degree, references,
                      signed authorization for a background or criminal
                      background check, etc. as determined by the job
                      title/description.
         c. Include the ability to add interview notes, reference
                      comments or complaints.
         d. Include the ability to add standard or form letters.
26.   Include the ability to generate offer letters/rejection letters.
         a. Include a repository of standard paragraphs that can be
                      selected.
         b. Include a feature where only authorized users can
                      issue/release offer letters.
         c. Include a feature where an e-mail message can be
                      customized and sent instead of a letter.
27.   Include the ability to print a properly formatted version of the
             application.
28.   Include the ability to save a properly formatted version of the
             application as a PDF file.
29.   Include the ability for an application to be checked out/locked.
         a. The application cannot be checked out by others during this
                      time.
30.   Include the ability to add background check information,
             reference checks, etc. to the application.
31.   Include the ability for managers to initiate processing of
             retirements and terminations of employees.
         a. Include workflow for the retirement or termination process.
         b. Include a checklist of items to complete or return upon exit.
         c. Include the ability to process, track and store employee
                       retirements or terminations.
         d. Include the ability to attach files to the retirement or
                       termination process.
         e. Include controls so that the employee is not notified until
                       HR has determined that the proposed action is
                       justified
32.   Include the ability for designated managers to perform all or
             most human capital management processes.
         a. Include processing, tracking and storage of EEOC/policy or
                       harassment claims.
         b. Include processing, tracking and storage of employee
                       performance evaluations (see item # 34).



                                                                                                              4
Requirement Description                                                   Respondent’s comments.
                                                                          1 = Solution provides
                                                                          2 = Solution can do with customization
                                                                          3 = Solution cannot do
                                                                          4 = Configurable
      c. Include processing, tracking and storage of disciplinary
                    actions.
      d. Include processing, tracking and storage of
                    recommendations for promotion/advancement.
      e. Include processing, tracking and storage of Family Medical
                    Leave Act requests.
      f. Include the ability to track data for the Comptroller’s Office
                    Affirmative Action Plan.
33. The solution will be in full compliance with the Tennessee
           Humans Rights Act, the Tennessee Handicap Act, and
           Title VI of the Civil Rights Act and other applicable
           regulations.
34. Performance evaluations
      a. The system should allow a manager/supervisor the ability
                    to enter an employee performance evaluation.
                    For the initial implementation, this is where the
                    summary document will be entered.
      b. The system should allow a manager/supervisor the ability
                    to build and modify an employee performance
                    evaluation.
      c. The system should allow a manager/supervisor the ability
                    to save the performance evaluation as a work in
                    progress, to save for review with the employee, or
                    notify the employee to review and approve the
                    performance evaluation.
      d. The system should allow the employee performance
                    evaluation to be reviewed and approved by
                    employees, managers, supervisors, and directors.
      e. The system should allow for comments to be added to the
                    evaluation by employees, managers, supervisors,
                    and directors.
      f. The system should track who has entered the comments
                    and when they were entered.
      g. The system should allow an employee to see all their past
                    performance evaluation, that are stored in the
                    system.
      h. The system should require supervisors to request all past
                    employee performance evaluations for employees
                    that weren’t reporting to them during that
                    evaluation period. The system should include the
                    ability to forward the request to other members for
                    approval.




                                                                                                            5
Requirement Description                                                  Respondent’s comments.
                                                                         1 = Solution provides
                                                                         2 = Solution can do with customization
                                                                         3 = Solution cannot do
                                                                         4 = Configurable
      i. The system should track all request for past employee
                   performance evaluations. The system will track
                   the name of the employee who evaluation is
                   requested, who made the request, who approved
                   the request, the date of the request, and the
                   reason for the request.
      j. The system should have the capability to attach documents
                   to the evaluation, such as Word, Excel, or PDF
                   documents.
      k. The system should have the capability to attach scanned
                   documents to the evaluation.
      l. The system should store the final approved evaluations
                   until the employee leaves the department. The
                   system will continue to store the performance
                   evaluations for three more years after the
                   employee has left.
      m.     The system should support a multiple tier system for
                   the Evaluation Areas, such as evaluation
                   categories, sub-categories, and questions. An
                   example of this is “Employee Performance
                   Factors” being the main category, with “Writing
                   Skills” being the sub-category, and “Proofreads all
                   material typed” being the question.
      n. The system should allow for the questions to be entered on
                   a division level. Example: Under the sub-
                   category “Technical Skill” - State Audit could have
                   a job related category stating “ Uses
                   microcomputer effectively and efficiently” and
                   County Audit could have one that says
                   “Understands and uses microcomputer operating
                   system features to carry out office projects”.
      o. The system should allow for non rated questions. This
                   should be on a division by division base.
                i. Example of this is “Supervisory Recommendation
                    - The employee is:…”
                         1. Ready for more responsible assignments
                         2. Not ready for more responsible
                             assignments
                         3. Already functioning at the most
                             responsible level
      p. The system should allow for comments to be added for
                   each sub-category by the manager/supervisor.




                                                                                                           6
Requirement Description                                                    Respondent’s comments.
                                                                           1 = Solution provides
                                                                           2 = Solution can do with customization
                                                                           3 = Solution cannot do
                                                                           4 = Configurable
      q. The system should allow for certain sub-categories to be
                  marked “Not Applicable (NA)” on some
                  employees’ evaluations.
      r. The system should at a minimum support a one to five
                  scale rating system. The rating system should be
                  easy to change in the future.
      s. The system should support an Overall Evaluation Rating
                  (Unsatisfactory, Marginal, Satisfactory, Above
                  Average, or Outstanding).
      t. The system should allow for an Action Plan area, where the
                  managers/supervisors can enter their comments.
      u. The system should allow for an Improvement area, where
                  the managers/supervisors can enter areas that
                  the employee needs to improve.
      v. The system should allow for a Supervisory
                  Recommendation area, this area could be used to
                  note future promotion possibilities.
      w.     The system should allow that the Action Plan,
                  Improvement, and Supervisory Recommendation
                  areas be optional.
      x. The system should allow for employees to move from
                  division to division. Example: If Employee A
                  leaves the OMS and starts working for the DPA.
                  The system will need to allow Employee A to be
                  evaluated by DPA and follow DPA’s workflow
                  process.
      y. The system should allow for employees to move from
                  supervisor to supervisor.
      z. The system should be able to print or export all employee
                  performance evaluations. For example, data will
                  need to be exported to Excel to produce charts
                  and graphs on the data.
      aa.    The system needs to allow for an electronic signature
                  (a specific type of signature that relies on
                  cryptography to authenticate the signer’s identity)
                  to be associated with the employee performance
                  evaluations for the approval steps.
      bb.    The system should have a flexible report writing/query
                  capability that will allow inquiry on any field in any
                  combination and allow reports to be formatted
                  easily by user personnel.
      cc.    The system should be able to produce reports with the
                  data from the employee performance evaluations,
                  such as:
      dd.    Report tracking how a manager evaluates. This report
                  would list the managers, the employee that they
                  evaluate, and how they score the employee. The
                  purpose of this report would be to show trends in
                  how managers evaluate the employees.




                                                                                                             7
Requirement Description                                                     Respondent’s comments.
                                                                            1 = Solution provides
                                                                            2 = Solution can do with customization
                                                                            3 = Solution cannot do
                                                                            4 = Configurable
      ee.     Report tracking the status of each evaluation by
                    employee. This report would list the status, such
                    as not started yet, under review, in approval,
                    completed, etc., of each evaluation.
      ff. Report tracking what evaluations are due. This report
                    would list what evaluations are due and what
                    evaluations are past due.
      gg.     Report tracking evaluations by person. This report
                    would list each employee’s name, the overall
                    rating score, the date of the evaluation, the
                    evaluator’s name, and provide an average if there
                    are multiple scores. The report should be sorted
                    by division.
      hh.     The system should have a list of canned reports to
                    select but also have the ability to have ad hoc
                    reporting.
      ii. The system should allow you to search for the employees
                    evaluations that you have entered.
      jj. The system should allow you to search for disciplinary
                    action documentation that you have entered.
      kk.     The system should have workflow capability, with
                    email notification capability. The workflow will
                    follow the performance evaluation through the
                    review and approval processes.
      ll. The system should allow for tracking of the employee
                    performance evaluation through a workflow
                    process. A director should be allowed to see
                    what step the performance evaluation is at.
      mm. The system should allow for a director or the person
                    appointed to setup the workflow process of the
                    employee performance evaluation. The system
                    should allow the approval sequence, to be easily
                    changed as future needs required.
      nn.     The workflow process should allow for approval levels.
                    Example: The managers are on level 1, the
                    supervisors are on level 2, and the director is level
                    3. These levels should be setup by the division
                    and be easily changeable.
      oo.     The system should allow the ability to review, approve
                    and add comments to the evaluation throughout
                    the evaluation process.
      pp.     The workflow process should allow for multiple
                    managers/supervisor to be able to approve the
                    performance evaluation.




                                                                                                              8
Requirement Description                                                  Respondent’s comments.
                                                                         1 = Solution provides
                                                                         2 = Solution can do with customization
                                                                         3 = Solution cannot do
                                                                         4 = Configurable
      qq.     The system needs to allow an employee the ability to
                   approve the performance evaluation multiple
                   times. Example: The manger has reviewed the
                   evaluation with the employee and the employee
                   has signed the evaluation. The evaluation is then
                   sent to the supervisors and director to approve. A
                   supervisor adds some comments to the
                   evaluation. The evaluation now needs to return to
                   the employee to view and approve again before
                   the final document can be sent to Human
                   Resources.
      rr.     The system should use email notification to notify all
                   managers and supervisor that evaluations are
                   due. Two reminders should also be sent out
                   closer to the due date
      ss.     The system should use email notification to notify the
                   employee that their evaluations is ready for review
                   and approval.
      tt. The system will need to make the employee check a box
                   that states that the employee has review,
                   understands, and approves their evaluation.
      uu.     The system should provide a worklist to managers and
                   supervisors for evaluations that need approving
      vv.     The system should provide tracking of workflow
                   approvals and rejections.
      ww. The system must have the ability to assign security by
                   user.
      xx.     The system must allow the employee to only see their
                   performance evaluations both current and history.
      yy.     The system must allow the managers/supervisors to
                   only see the evaluations they produce unless they
                   have been given view access to see other
                   evaluations.
      zz.     The system must allow the directors to only see the
                   employees that work under them, unless they
                   have been given view access to see other
                   evaluations.
      aaa. The system should allow a manager/supervisor to be
                   assigned employee evaluations that they can view
      bbb. The system should not allow divisions to see other
                   division evaluations.
      ccc. System must be web-based.
      ddd. System should provide an audit trail for all additions,
                   changes, or deletions of information on employee
                   evaluations
      eee. System should provide an audit trail on viewing
                   employee evaluations. A log should be provided
                   to show each action taken in the PE system.
      fff.    The system will need to interface with the future
                   Human Capital System.



                                                                                                           9
Requirement Description                                            Respondent’s comments.
                                                                   1 = Solution provides
                                                                   2 = Solution can do with customization
                                                                   3 = Solution cannot do
                                                                   4 = Configurable
      ggg.   The system needs to be able to interface with other
                 systems.




                                                                                                   10
C.     General Instructions

C.1.   The State is requesting the following information from all interested parties:

       Software Product Licensing
       As you respond to items C.1.1 and C.1.2 below, please address the following issues:


              Describe the licensure type (original or ongoing), including any unique characteristics.

              Describe whether and, if applicable, how the State would be charged for the licensure
               item in question: Important Note: please be detailed in your description of how the
               State would be charged, but do not include any specific cost amounts.

              Describe, if applicable, the Intellectual Property (IP) rights the vendor is willing to extend
               to the State. For example, State owns the IP and licenses its use to vendor; vendor
               owns IP and licenses use to State; vendor grants State a perpetual license, with no
               ongoing license fees, etc. Please be as specific as possible.

           C.1.1. Describe your company’s original licensure.
           C.1.2 Describe your company’s ongoing licensure.
           C.1.3 Describe how the licensing structure handles scalability. In this context scalability is
                  defined as the ability to increase or decrease size or capability in cost-effective
                  increments with minimal impact on the unit cost of business and the procurement of
                  additional services.
           C.1.4 Describe your ongoing system services, including, as applicable: maintenance
                  services; support services, consulting services, phone support, email support,
                  upgrade availability, etc. How is the vendor compensated for these services?
                  Ongoing license fees? Other forms of compensation? (Do not include any specific
                  cost amounts.)
           C.1.5 Describe any other elements or areas for which you charge, in addition to the above
                  licensing and service fees.

           Our definition of User Configured Functionality is a flexible area within the parameters of a
           delivered base application that allows new functionality to be created and maintained by
           authorized customer users. Once created, these user-configured components are the
           responsibility of the customer. The vendor would have no responsibility to support or
           maintain user-configured functionality.

           C.1.6. As defined above, describe the basic and extended capabilities of User
                  Configured Functionality within your base application product solution.


                   As you respond to item C.1.6. above, please address the following issue:

                             Describe, if applicable, the Intellectual Property (IP) rights the vendor is
                              willing to extend to the State regarding User Configured Functionality. Be
                              as specific as possible.

           Application and Database(s)

           C.1.7. Describe how your application product is structured or modularized, and how that
                  general design could meet the needs of the separate business areas collaborating on
                  this project.
           C.1.8. Describe the development platform your application product is built upon.



                                                                                                           11
           C.1.9. Describe the product environment(s) in which the system can operate. Please
                   include all required hardware and software components.
           C.1.10. Describe the databases your application product is compatible with.

C.2.   Describe the classification of users, such as core uses (having update capability) and/or casual
       users (having view or read-only capability) along with how the licensing structure handles user
       scalability. In this context, user scalability is defined as the ability to increase the actual number of
       users accessing the system.

C.3.   If applicable, describe any limits that your company’s licensure approach placed on the total
       number of simultaneous licensee users.

C.4.   Describe your ongoing system services, including, as applicable, maintenance services, support
       services, consulting services, phone support, email support, upgrade availability, etc,. How is the
       vendor compensated for these services? Ongoing license fees? Other forms of compensation?
       What is your company’s policy with regard to requiring customers to upgrade? What is your
       policy for support of older software versions?

C.5.   Describe your company’s software warranties.

C.6.   Describe the security levels your product can accommodate.

C.7.   Please feel free to contact the Comptroller of the Treasury with any questions regarding this RFI.
       The main point of contact is:

       Karen B. Hale, MAOM, CGFM
       Business Administration Manager
       Office of Management Services
       Suite 1400, James K. Polk Building
       505 Deaderick Street
       Nashville, TN 37243-1402
       (615) 401-7742 phone
       (615) 532-2224 fax
       E-mail: Karen.B.Hale@TN.gov

D.     INSTRUCTIONS FOR RESPONDING

D.1.   Submit your response to this Request for Information to:

       Karen B. Hale, MAOM, CGFM
       Business Administration Manager
       Office of Management Services
       Suite 1400, James K. Polk Building
       505 Deaderick Street
       Nashville, TN 37243-1402
       (615) 401-7742 phone
       (615) 532-2224 fax

D.2.   Please reference Request for Information # 30701-00021 with your response to this request.

D.3.   Please respond by June 18, 2010.




                                                                                                            12

								
To top