PART IV

OneHR Business Process Documentation Support

WORK STATEMENT

IV-1. Problem Statement and Background

The Commonwealth’s Recruit to Hire process refers to the identification, evaluation, and hiring of internal and external candidates to fill both non-Civil Service and Civil Service positions across the agencies that fall under the Governor’s jurisdiction. The current process is decentralized and inconsistent, and hinders our ability to effectively recruit, develop and retain employees.

The applicant/candidate experience, when navigating the recruiting process, varies by agency and is considered cumbersome and inefficient. The posting and filling of vacant positions and reclassifying existing positions by agency staff is highly manual, with multiple steps and handoffs between parties, and relies heavily on paper files.

There are multiple, disparate technologies that support the Recruit to Hire process across both non-Civil Service and Civil Service, some of which have reached end of life and will need to be replaced. There is little centralization of recruiting activities and there is no strategy for acquiring talent or planning to ensure that workforce recruiting needs meet agency long term business strategies, goals and objectives. In addition, the metrics that measure and monitor the efficiency of the recruiting process are limited.

To address these issues, the State Civil Service Commission (SCSC) and the Office of Administration (OA) have partnered to work on a strategic initiative to improve the delivery of Human Resources (HR) and merit system services by utilizing best practices, proven technologies and service delivery frameworks already available to the Commonwealth of Pennsylvania (Commonwealth). NEOGOV has been selected as our applicant tracking software vendor. High-level Recruit to Hire To-Be processes have been designed and NEOGOV application design sessions are currently occurring. Due to resource constraints, the commonwealth is seeking proposals from qualified contractors to provide support with detailed to-be process documentation and an assessment of functions within SCSC applications that can be incorporated into NEOGOV. Additionally, the commonwealth will develop a new, centralized Talent Acquisition Organization that will develop and implement the commonwealth’s long term recruiting strategy. This initiative will impact approximately38 agencies.

IV-2.Objectives.

  1. General. The Office of Administration, Office of Human Resources is seeking proposals from qualified contractors to provide support with documentation of the enterprise OneHR initiative – focusing on Recruit to Hire and Talent Acquisition. Tasks will include documenting the detailedsystem requirements for all impacted applications,producing a fit-gap to ensure that all functionality is accounted for in the future-state processes, producing detailed process flows that depict all business scenariosand creating corresponding business procedure documentation.

IV-3.Nature and Scope of the Project.

The scope of thisengagementis outlined below.

  1. Recruit-to-Hire Process Improvements

The current recruit-to-hire business process will be optimized by implementing NEOGOV and centralizing all agency recruitment and placement functions. This process includes job postings, candidate application, candidate scoring and ranking, candidate referral, the management of the background check process and new hire integration with SAP.

  1. Detailed business process documentation that can be used to demonstrate how NEOGOV design will replace existing processes is required.
  2. Detailed business procedures that correspond to the process documentation referenced aboveis required. This documentation will demonstrate how specific NEOGOV functions will meet business process requirements.
  3. To ensure that all functionality has been accounted for, an analysis of current application functionality is required. Impacted applications are listed below:
  4. ICE – exam administration system.
  5. Candidate Manager Program – exam management system
  6. Certification System – used to apply filtering rules like Veteran’s Preference, Rule of 3, candidate referral lists, etc.
  7. Existing interfaces to SAP (NEOGOV and local government)
  8. Infor – case management and knowledge base application. (HR Service Center systems)
  9. Onbase – document management system
  10. CAPS – candidate exam scheduling system
  11. JobNet – internal job posting site
  12. Online Services – online application
  13. Based on the application analysis, a fit-gap document is required. This must clearly define how each application’s function will fit into NEOGOV, and for those that do not fit, include recommendations on how to accommodate the functionality by using existing commonwealth technology assets.
  1. Talent Acquisition

Scope: The talent Acquisition Center of Excellence will be a new organization that focuses on the Commonwealth’s recruitment strategy. The organizations needs further definition around the mission, vision, objectives and overall strategy.

IV-4.Requirements.

While the Commonwealth has defined minimum standards for assistance with documentation of the OneHR initiative, it is expected that selected contractor will use its industry knowledge, research capabilities, and expertise to propose and deliver documentation services which will allow Commonwealth stakeholders to make future decisions based on the information delivered. Contractors shall describe how it will meet the requirements as described in this RFQ.

  1. Contractor Qualifications
  2. Contractors shall provide resumes for the resources proposed under this engagement.
  3. Contractorsshall describe any industry-recognized certifications or affiliationswhich are relevant to this engagement
  4. Contractors shall describe its experience and expertise in all the key service areas

1)Organizational Transformation

2)Human Resources Initiatives

3)Enterprise Process & Technology Implementations

  • Contractors shall describe its experience and expertise in other areas relevant to this project such as business analysis, fit-gap analysis, process documentation and requirements documentation,
  • As part of its proposal, Contractors shall provide a sample work product developed for a similar project.
  1. Staffing Requirements
  2. The selected Contractor must provide the appropriate number of resources and expertise needed to successfully accomplish the tasks set out in Section IV-4. Tasks.
  1. Replacement of Personnel
  2. During the project period, personnel not previously identified in the Contractor’s proposal may only be substituted for another person or added to the project team when approved in writing by the Commonwealth.
  3. After key personnel are assigned and approved by the Commonwealth, the Contractor may not divert or replace personnel without written approval of the Commonwealth Contracting Officer and in accordance with the following procedures.

1)The selected Contractor must provide notice of proposed diversion or replacement to the Commonwealth Contracting Officer at least thirty (30) calendar days in advance and provide the name, qualifications and background check of the person who will replace the diverted or removed staff. The Commonwealth Contracting Officer will notify the selected Contractor within ten (10) calendar days of the diversion notice whether the proposed diversion is acceptable and if the replacement is approved.

2)The selected Contractor must provide a minimum of a fourteen (14) calendar day overlap at no additional charge to the Commonwealth for replacement of key personnel.

3)Advance notification and employee overlap is not required for changes in key personnel due to resignations, death and disability, dismissal for cause or dismissal as a result of termination of a subcontract or any other cause that is beyond the control of the selected Contractor or its sub-contractor. However, the Commonwealth must approve the replacement staff and receive the same documentation. Replacement of key personnel whose availability changes for reasons beyond the control of the selected Contractor must occur 1) on a temporary basis within one week of the availability change and 2) on a permanent basis no longer than 30 calendar days from the availability change.

  • The Commonwealth Contracting Officer may request that the selected Contractor remove one or more of its staff persons from this project at any time, with thirty (30) calendar day’s written notice. In the event that a staff person is removed from the project, the selected Contractor will have ten (10) days to fill the vacancy with a staff person acceptable in terms of experience and skills, subject to the Commonwealth Contracting Officer approval.
  1. Documentation
  2. All reports and documentation provided as part of this project shall be delivered in Microsoft Office or other format agreed to by the Commonwealth.
  3. Since it is the Commonwealth’s intent to use the documents provided under this project for future business decisions and procurement activities, the Commonwealth shall own all documents created for this project and have rights to edit, use, and distribute copies of the documentation.
  4. Any research or other documentation that is used in making recommendations or developing options for this project shall be referenced and properly cited.
  1. Project Coordination.

The location for project coordination will be:

Finance Building

Harrisburg, PA 17120

Note that no more than 2 cubes will be provided to the Contractor.

  1. Standards and Policies. The selected Contractor shall adhere to all Commonwealth and agency standards and policies. This shall include, but not be limited to confidentiality and procurement policies, standards, and codes.

IV-5.Requirements

Contractors shall describe theapproach to performing the tasks below in their proposal. Contractors shall identify all activities which will be performed and deliverables which will be developed in the performance of the tasks listed below. Responses must include the proposed approach and tool(s) to be used to accomplish the tasks.

All deliverables are subject to Commonwealth approval and may require an iterative process of development and review in order to receive approval.

At a minimum, the selected Contractor must produce the following:

Deliverable 1 / Recruit to Hire business Process and ProceduresDocumentation
Tasks: /
  • Facilitate work sessions with SCSC, agencies and OA to collect detailed list of all posting, certification and examination scenarios.
  • Develop process flows that outline the process, roles, handoffs and application steps for each scenario.
  • For each detailed business process develop procedure documentation that provides field-level inputs and outputs, guides and quick tips which can be shared with HR professionals, supervisors, employees and future employees.

Deliverable 2 / Talent Acquisition Business Process and Procedures Documentation
Tasks: /
  • Facilitate stakeholder sessions to further define theorganization’s purpose.
  • Document the mission, vision, objectives, roles & responsibilities, inputs and outputs as well as detailed processes, sub-processes and activity.

Deliverable 3 / Detailed System Requirements
Tasks: /
  • Analyze and document the system requirements for all IT systems that will be impacted by the Recruit to Hire process and the implementation of Talent Acquisition.
  • This will include at a minimum,interfaces for SAP, NEOGOV and SCSC systems as well as enhancements to existing HR systems - Infor; Case Management and Knowledgebase. The documentation should include a listing of interfaces required between systems, interface specifications and a detailed data flow across systems. Documentation should also include major actors within each system, what their role is and the inputs and outputs, The Contractor will also need to document any required data migrations that are needed prior to go-live and the proposed approach to merge data across systems if necessary.

Deliverable 4 / SCSC Application Fit-gap Analysis Document
Tasks: /
  • The SCSC Commission will undergo a large portion of the change required to make the Recruit-to-Hire project successful. The Contractor will need to facilitate meetings with SCSC and OA to review each application and document required functionality. This includes the rollout of new processes and procedures and use of new systems currently managed by the Office of Administration to perform their day-to-day work. As such, the selected Contractor shall review the core functions of the SCSC’s major IT systems to ensure that the require functionalityfits with the Office of Administration’s proposed systems.
  • The fit-gap analysis document must demonstrate that all core SCSC requirements will be addressed by leveraging the proposed systems within the Office of Administration. If there are any functions that cannot be addressed, recommendations must be includedas to how to accommodate using existing commonwealth technology assets.

Business Process Documentation -

Review Existing Materials - The selected Contractor shall review the following in preparation for this engagement:

a)Attachment A: SCSC Certification Manual

b)Attachment B: Recruit to Hire To-Be Process Flow

c)Attachment C: Recruit to Hire Posting Process Detail Flow

d)Attachment D: Recruit to Hire Process Improvement Recommendations

IV-6.Reports and Project Control.

The selected Contractor shall provide project management services throughout the life of the project. Offerors shall submit its project management methodology which it proposes to use for this project. A draft project plan outlining the methodology and major milestones for each task should be prepared and submitted with the proposal.

The selected Contractor must submit final plan(s) within 30days of receiving the notice to proceed. All plans are subject to Commonwealth approval.

  1. Integrated Project Plan. The Contractor will need to provide input into the OneHR Integrated Project Plan that includes all major tasks needed for this project.
  1. Status Report. The selected Contractor must provide weekly written status reports depicting progress in terms of milestones and accomplishments, issues/potential issues related to the progress of the project and other pertinent information related to the overall effort. Executive level status reports will also be required during this engagement.
  1. Final Report. The Contractor must also provide a final report summarizing all activities completed during the procurement efforts including lessons learned for each major milestone. This final report must include, at a minimum, the following items:
  • An abstract or summary of the project effort, in terminology that will be meaningful to management and others who are only generally familiar with the subject areas.
  • A description of the techniques and methodologies used during the project efforts to accomplish the tasks.
  • A summary of the findings, conclusions and recommendations developed in each task.

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