Internal Requistion Templates - Download as Excel

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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 4/14/2011                       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
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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.
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    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
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    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.
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    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
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    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
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    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
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     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
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     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
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     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
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     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
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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
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     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
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     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
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     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
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     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
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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
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     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
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     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
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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
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     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
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       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
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              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
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     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
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     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
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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
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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
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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
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SULT IN YOUR

          WEB
          ENABLE
          D
           Y/N/NA
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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




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    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




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                                                     dfe516f0-34b0-40b3-850a-c85f9cad1443.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




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    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




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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




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    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




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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




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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




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                                                       dfe516f0-34b0-40b3-850a-c85f9cad1443.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




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DOCUMENT INFO
Description: Internal Requistion Templates document sample