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Request for Proposal
For:
Payroll/Human Resources Management System (HRMS)
April 30, 2018
1602 Telesat Court
2
Index of Sections
Section A - Information for Proponents and General Conditions
Section B - Form of Proposal
Section C - Form of Agreement
Section D - RFP Details
3
Section A
Information for Proponents
And
General Conditions
4
SECTION A - INFORMATION FOR PROPONENTS AND GENERAL CONDITIONS
1. Tender Submission
Sealed proposals are to be addressed to:
The Children’s Aid Society of Ottawa
1602 Telesat Court
Gloucester Ont
K1B 1B1
ATTENTION: Manager, Finance and Administration, Confidential
To be marked: Payroll/HRMS
and are to be received no later than: May 22, 2018 @ Noon
Oral, or proposals submitted by facsimile or modifications to this proposal document will
not be considered. All blank spaces on forms shall be fully filled in. In addition a
proposal that is conditional, illegible, unbalanced, obscure or contains additions not
called for, reservations, interlineations, erasures, alterations, or irregularities, of any kind,
or that does not comply strictly with the terms and conditions of the proposal documents
will not be considered.
Signatures shall be longhand and executed by the principal duly authorized to make
contracts.
2. Bid Opening
The Society will open all bids at their offices on 1602 Telesat Court on May 22, 2018 @
1 p.m. The lowest or any bid will not necessarily be accepted.
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The Society has established the following procedure for handling irregular bids:
IRREGULARITIES CONTAINED IN BIDS
IRREGULARITY RESPONSE
Late Bids Automatic rejection not read publicly and returned
unopened to the bidder.
Unsealed Envelopes Automatic rejection
Incomplete, illegible or obscure bids or
bids which contain additions not called
for, erasures, alterations, errors or
irregularities of any kind.
May be rejected as informal
Documents, in which all necessary
Addenda have not been acknowledged.
Automatic rejection
Failure to attend mandatory site visit. Automatic rejection
Failure to include signature of the
person authorized to bind the
Tenderer.
Automatic rejection
Conditions placed by the Tenderer on
the Total Contract Price.
Automatic rejection
Bids Containing Minor Mathematical
Errors
If the amount tendered for a unit price item does not
agree with the extension of the estimated quantity and
the tendered unit price, or if the extension has not been
made, the unit price shall govern and the total price shall
be corrected accordingly
If both the unit price and the total price are left blank,
then both shall be considered as zero.
If the unit price is left blank but a total price is shown for
the item, the unit price shall be established by dividing
the total price by the estimated quantity.
If the total price is left blank for a lump sum item, it
shall be considered as zero.
If the Tender contains an error in addition and/or
subtraction and/or transcription in the approved tender
documentation format requested (i.e. not the additional
supporting documentation supplied), the error shall be
corrected and the corrected total contract price shall
govern.
Tenders containing prices which appear to be so
unbalanced as to likely affect the interests of the Society
adversely may be rejected.
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3. Enquires / Addenda
Questions arising as to the meaning or intent of the proposal documents shall be
submitted in writing to [email protected], [email protected] , and
[email protected] at least three (3) working days before the tender closing.
Answers to questions and any amendments to this RFP will be communicated in the form
of an addendum to all tenderer’s. Any such addenda will form part of the tender
documents. (“Addenda”)
4. Tender Deposit
Not required for this tender.
5. Performance and Payment Security
Not required for this tender.
6. Basis for Evaluation of Tenders
The award of this contract, will as a general practice, be made to the Lowest Responsible
Proponent, meaning the proponent who would provide the Society with the desired goods
and/or services at the Lowest Total Acquisition Cost while meeting all the specifications
and containing no irregularities or qualifications, by an individual or firm with the
necessary resources, expertise and /or experience to carry out the contract. The lowest or
any bid will not necessarily be accepted, in particular, if only one bid is received.
7. Bidder’s Ability and Experience
Persons or firms submitting bids shall be actually engaged in the type of work required
by this RFP and shall be able to refer to work of a similar character performed by them.
The proponent shall, within forty-eight (48) hours of being requested in writing by the
Manager, Finance and Administration to do so, furnish evidence satisfactory to the
Society of their experience and familiarity with work of character specified and their
financial ability to execute properly the proposed work to completion within the specified
time.
8. Availability of funds
Should all bids received exceed the budgeted limit, the Society reserves the right to
negotiate with the lowest responsible proponent.
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9. Bid In Force
Price will be guaranteed for 60 days from the bid tender opening.
10. Award and Execution of Contract
The Society will provide written notice to the successful proponent to advise that the
proposal has been accepted, within two days of the tender opening.
The required documents will be sent to the successful proponent immediately after
acceptance. The proponent shall execute and return the documents together with the
Workplace Safety and Insurance Board Clearance Certificate, Certificate of Liability
Insurance, List of Sub-Contractors, and any other required documents, to the Society
within two (2) working days of receipt.
Failure to return the required documentation within the aforementioned time frame will
result in the Society awarding the contract to the next qualified proponent.
11. Contract Commencement and Duration
It is expected that implementation will be completed within 8 months of the contract
award date. Evaluations will occur within one week of contract opening.
12. Changes in Work
The Society, without invalidating the agreement, may make such changes by altering,
adding to or deducting from the work, the contract price and other related terms being
adjusted accordingly, as may be agreeable to both parties.
13. Payment
The Proponent will provide invoices to the Society based on percentage of completion of
the Human Resources Management System implementation or other mutually agreed to
milestones. Payment will be made 30 days following receipt of the invoice and upon
satisfactory review of the Contract Administrator.
14. Assignment
The Proponent shall not assign the whole or any part of the contract arising from this
proposal without the prior written consent of the Society. This agreement will be binding
upon the parties hereto and their respective successors and assigns.
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15. Workers’ Rights
The Proponent will abide by the hours of work and minimum wage rates for occupations
involved in accordance with the regulations of the Department of Labour or other
appropriate legislation of the Province of Ontario, or the Government of Canada.
16. Employment Standards Act
The Proponent will review the Employment Standards Act of Ontario to ensure and
understand that all obligations and requirements will be fulfilled if awarded the tender
including any successor employer’s obligations as may be applicable.
17. Protection and Occupational Health and Safety
The Proponent shall be solely responsible for safety at the place of work
and for compliance with the rules, regulations and practices required by the
applicable construction Health and Safety legislation including the Occupational
Health and Safety Act of Ontario and shall be responsible for initiating,
maintaining and supervising all safety precautions and programs in connection
with the performance of the work. The Proponent agrees to save harmless the
Society from any actions or damages as a result of the successful Proponent’s
failure to comply with the said legislation.
The Proponent shall provide the Society with the name of the individual
responsible for administering the Proponent’s health and Safety program
The Proponent, by executing this Contract, acknowledges that the
Proponent is an Employer and the constructor within the meaning of those words
pursuant to the provisions on Ontario’s Occupational Health and Safety Act.
The Proponent will report to the Society and jurisdictional authorities, any
accident or incident involving the Proponent, Society, or public involving injury
to personnel or damage to property arising from the Proponent’s execution of the
work.
The Proponent will include all provisions of this contract in any agreement
with Sub-contractors, and hold the Sub-contractors equally responsible for safe
and competent performance of the work.
The Proponent will be responsible to take all necessary steps to protect
personnel (workers, visitors, public, etc.) and property from any harm during the
course of the contract. Work procedures and equipment will be in accordance
with all legislated standards.
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18. Workplace Safety and Insurance Board
The Proponent must obtain and forward to the Society, a Certificate of
Clearance from the Workplace Safety and Insurance Board. This certificate must
be provided with the contract documents prior to commencement of any work in
relation to this contract. The Proponent shall pay to the Board all assessments and
levies owing to the Board in respect to this contract and any unpaid assessments
or levies shall be the sole responsibilities of the Proponent.
The Society reserves the right to request an up-to-date Certificate of
Clearance indicating good standing with the Board at any time during the contract
period.
Upon termination of the contract and before a final payment is made, the
Proponent must once again submit evidence of good standing with the Workplace
Safety and Insurance Board.
19. Liability Insurance
The Proponent shall maintain during the term of the contract, Comprehensive General
Liability Insurance subject to limits of not less than $2,000,000 inclusive per occurrence
for bodily injury, death and damage to property including loss of use thereof. The
Comprehensive General Liability Insurance shall include insurance for:
a) premises and operations liability;
b) product or completed operations liability;
c) written contractual liability;
d) cross liability
e) contingent employer’s liability;
f) personal injury liability arising out of false arrest, detention or imprisonment of
malicious prosecution; libel, slander or defamation of character; invasion of
privacy; wrongful eviction and wrongful entry;
g) liability with respect to non-owned licensed motor vehicles;
The Society shall be added as an additional insured under the policy.
The Proponent shall indemnify and save harmless the Society against any liability,
however caused, with respect to the performance of the Proponent’s duties listed herein.
The Proponent shall maintain during the term of the contract insurance with respect to
owned licensed motor vehicles subject to a limit of not less than $2,000,000 inclusive per
occurrence for bodily injury, death and damage to the property of others.
A Certificate of Insurance satisfactory to the Society shall be provided prior to the
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commencement of the work and thereafter as required.
The policy(ies) shown above shall not be cancelled, permitted to lapse or materially
changed unless the Insurer notifies the Children’s Aid Society in writing at least (30)
days prior to the effective date of cancellation, expiry or change. The insurance policy
will be in a form and with a company which are, in all respects, acceptable to the
Children’s Aid Society of Ottawa.
20. Fidelity Insurance
The Proponent shall carry a commercial crime policy which extends the insuring
agreement to include the Society as a third party. The limit of liability under this policy
shall not be less than $20,000.00 of Employee Dishonesty Coverage - Form A (or
equivalent).
21. Security Clearances
The Proponent shall provide the Society with all information required for an Internal
Records Check for each employee. The Proponent shall ensure that no employee will be
present on the site until the Society has confirmed with the Proponent that the employee
has received their clearance. The Society reserves the right to reject any of the
Proponent’s employees it finds unsuitable and the Proponent will provide immediate
replacements.
22. Sub-Contractors
The Proponent shall provide the Society with a complete employee list of all proposed
Sub-contractors who may be working at any location covered by this contract. All sub-
contracted labour must satisfy the requirements of Section 23.
23. Failure to Perform / Cancellation
If the Proponent shall fail to commence work within ten calendar days after being so
instructed by the Society, or if at any time the work is not executed or not being executed
to the satisfaction of the Society and in all respects in strict conformity with the contract
which nonconformity is not rectified within 3 days of receipt of written notice of default
thereof by the Society, the Society shall have the full right and power, at its discretion, to
take the contract, or any part or parts thereof specified in the said notice, out of the hands
of the Proponent and the Society may either award the contract to any other person or
persons with or without it being re-tendered or may employ workers and provide all
necessary materials, or may take such others steps as it may consider necessary or
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advisable in order to secure and complete the said contract and the Proponent in every
case shall be liable for all damages, expenditures and additional costs of the contract
which may be incurred by reason thereof.
24. Bankruptcy or Insolvency
If the Proponent becomes bankrupt, either by way of assignment of by way of a receiving
order, of if the Proponent becomes insolvent, the Society may, at its option, immediately
employ another Proponent to complete the contract and the Society shall have a claim
against the Proponent or its estate for any additional cost over and above the original
contract price, necessary to complete the contract and to remedy any defects.
25. Bribery and Collusion
Should a tenderer or any of their agents give or offer any gratuity to or attempt to bribe
any member of the Society, or attempt to commit fraud, the Society shall be at liberty to
reject the tenderer’s submission or cancel the contract forthwith, and to rely upon the
sureties as provided for.
The tenderer acknowledges that no person, firm or corporation other than the one whose
signature or of whose proper officers and seal is attached below, has any interest in this
bid.
The tenderer further acknowledges that their bid is made without any connection,
knowledge, comparison of figures or arrangements with any other company, firm or
person making a bid for the same work and is in all respects fair and without collusion or
fraud.
26. Dispute Resolution
In cases of dispute as to whether or not a service meets the accepted terms of the
agreement, the joint decision of the Director of Finance and Administration, and the
Director, Human Resources shall be final and binding on all parties.
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Section B
Form of Tender
13
Form of Tender
for
HRMS/Payroll
1602 Telesat Court
THE CHILDREN’S AID SOCIETY OF OTTAWA
c/o Manager, Finance and Administration
1602 Telesat Court
Gloucester, Ontario K1B 1B1
I/We have examined and reviewed the Information for Proponents and General Conditions,
(pages 3 - 11), the conditions on the site, the Specifications and Details as applicable to the
proposal and all Addenda thereto, as acknowledged hereinafter:
for: HRMS/Payroll – 1602 Telesat Court, Ottawa
and thereby offer to furnish all materials, plant and labour for the proper completion of the entire
work in all trades as planned and specified, and in accordance with the foregoing RFP and
Addenda for the sum of: $……………………
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1. SCHEDULE OF PRICES:
Item Description Yr. 1 Yr. 2 Yr. 3 Additional
years
negotiable
Total (exclude HST)
A. Pricing by module (if applicable)
B. Annual maintenance & support fees
C. Training fees
D. Custom reports (if applicable)
E. Additional pay runs when/if required
F. Other recurring fees
G. Product upgrades
H. One time costs (i.e. licencing,
implementation, migration, training)
TOTAL Tender Price: $ + HST (Transfer this amount to Section C, Article 4)
2. I/We acknowledge receipt of the following Addenda and have included for the
requirements thereof in my/our proposal. (Insert number and date of Addenda, if any.)
Addendum # 1 dated:
Addendum # 2 dated:
Addendum # 3 dated:
3. If this proposal is accepted, I/we will execute the Form of Agreement within ten (10)
working days of being notified to do so in writing by the Manager, Finance and Administration.
4. I/We have completed the Schedule of Prices and have indicated the Total Tender Price
5. I/We permit the Society to contact the following in order to provide our past performance
record. References of other contracts comparable in scope and dollar value are as follows:
Project Value Contact Person & Phone Number
1.
2.
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3.
Name of Proponent:
Address:
Phone:
Email address:
Authorized Signature Witness
(If signing on behalf of a limited company,
I have the authority to bind the corporation)
Name Witness
Title
(Affix corporate seal here)
16
Section C
Form of Agreement
17
Form of Agreement
THIS AGREEMENT made in duplicate this ….. day of …………. 2018.
BETWEEN
THE CHILDREN’S AID SOCIETY OF OTTAWA (“the Society”) -OF THE FIRST PART –
AND:
………………………………………… a) (“the Proponent”)
- OF THE SECOND PART -
WITNESSETH
That the Society and the Proponent in consideration of the fulfillment of their respective
promises and obligations herin set forth covenant and agree with each other as follows:
Article 1 - The Work
b) A general description of the work is : HRMS/Payroll at 1602 Telesat Court”, (“the
Work”)
c) The Proponent shall, except as otherwise specifically provided, at it’s own expense,
provide all and any kind of labour, machinery, materials, appliances, articles, and things
necessary for the due execution of all the Work set out in this contract, and deliver the
Work complete in every particular way to the Society within the time specified in the
contract documents.
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Article 2 - Contract Documents The contract documents consist of the following:
a) Information for Tenderers and General Conditions
b) Form of Tender
c) Form of Agreement
d) RFP Details
e) Addenda (if applicable)
(“Contract Documents”)
The Proponent agrees to be bound by the conditions set out in each of the Contract Documents as
if they were individually set out in this Agreement.
Article 3 - Contract Documents order of Precedence
In the case of any inconsistency or conflict between the provisions of this agreement or any other
document written, the provisions of such documents shall take precedence and govern in the
following order, namely:
1) This Form of Agreement
2) Addenda ( if applicable )
3) Information for Tenders and General Conditions
4) RFP Details
5) Form of Tender
Article 4 - Contract Price
The Total Proposal Price $……………., plus HST, if applicable, in Canadian funds, which price
shall be subject to adjustments as may be required in accordance with the provisions of the
Contract Documents. This sum shall be specifically for the HRMS/Payroll at 1602 Telesat Court.
Article 5 - Payment
Payment will be made on the basis of the Proponent’s invoice as per Clause 14 of the
Information for Tenderers and General Conditions.
Article 6 - Notification of Addresses
Where any notice, direction or other communication is required to be or may be given or made
by one of the parties hereto to the other, it shall be deemed sufficiently given or made if mailed
by registered mail or delivered by hand in writing to such party at the following address:
The Society: The Proponent:
The Children’s Aid Society of Ottawa ……………………….
1602 Telesat Court ………………………..
Gloucester, Ont K1B 1B1 ………………………
Attn: Manager, Finance and Administration Attn:
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Article 7 - No Implied Contract
No implied contract of any kind whatsoever by or on behalf of the Society shall arise or be
implied from anything in this contract contained, nor from any position or situation of the parties
at any time, it being clearly understood that the express covenants and agreements herein
contained made by the Society shall be the only covenants and agreements upon which any
rights against the Society may be founded.
Article 8 - Proponent’s Declaration
The Proponent declares that the tendering for the Work and in entering into this contract the
Proponent has either investigated the character of the Work and all local conditions that might
affect the Proponent’s tender or acceptance of the Work, or that not having so investigated, the
Proponent is willing to assume and does hereby assume all risk conditions arising or developing
in the course of the Work which might or could make the Work, or any items thereof, more
expensive in character, or more onerous to fulfill, than was contemplated or known when the
tender was made or the contract signed. The Proponent also declares that the Proponent did not
and does not rely upon information furnished by any methods whatsoever, by the Society or its
officers or employees, being aware that any information from those sources was and is
approximate and speculative only, and was not in any manner warranted or guaranteed by the
Society.
Article 9 - Specifications and Details
The Proponent covenants and agrees to adhere to the RFP Details as per Section D.
Article 10 - Time is of the Essence
Time shall be deemed to be of the essence in this contract.
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Article 11 - Authorized Signatures
This contract shall apply to and be binding on the parties hereto and their successors,
administrators, executors and assigns and each of them.
IN WITNESS WHEREOF the parties hereto set their hands and seals the day and year first
above written or cause their corporate seals to be affixed, attested by the signature of their proper
officers, as the case may be.
PROPONENT: CHILDREN’S AID SOCIETY OF OTTAWA
Signing officer for the Proponent Neal Reevie, CPA, CMA
Director, Finance and Administration
Print Name
Date Date
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Section D
RFP Details
22
INTENTIONALLY LEFT BLANK
Page 1 of 63
Contents
1. BACKGROUND .............................................................................................................................. 4
2. RFP SERVICES REQUIRED.............................................................................................................. 4
3. VENDOR INFORMATION .............................................................................................................. 4
4. VENDOR EVALUATION CRITERIA: ................................................................................................. 5
5. HRMS FUNCTIONAL REQUIREMENTS & APPLICABLE RESPONSE CODES .................................... 5
6. BILINGUAL CAPABILITY ................................................................................................................ 6
7. TECHNOLOGY ............................................................................................................................... 6
8. HUMAN RESOURCES .................................................................................................................... 6
1. Recruiting/Applicant Tracking...................................................................................................... 6
2. Hiring and Onboarding ................................................................................................................. 8
3. Training/Certifications ................................................................................................................. 9
4. Employee Maintenance ............................................................................................................. 11
5. Performance Management ........................................................................................................ 12
6. Labour Relations ........................................................................................................................ 13
7. Paid Time Off /Leave Administration ......................................................................................... 13
8. Termination................................................................................................................................ 15
9. Organization/Administration/Charting Capabilities .................................................................. 16
10. Succession Planning ................................................................................................................... 17
11. Worker in Community Safety ..................................................................................................... 17
9. PAYROLL ..................................................................................................................................... 18
1. CASO’s Current Payroll Parameters ........................................................................................... 18
2. Payroll Processing ...................................................................................................................... 18
3. Earning and Deduction Codes .................................................................................................... 20
4. Tax and Statutory Remittance filings, and ROEs ........................................................................ 21
5. Scheduling Flexibility and Management .................................................................................... 22
6. Time and Attendance ................................................................................................................. 24
7. Ability to Process Late Timecards .............................................................................................. 26
8. Overtime Pay ............................................................................................................................. 27
9. Statutory Pay for Casuals ........................................................................................................... 27
10. CASO’s General Ledger (GL) Costing String ................................................................................ 27
Page 2 of 63
11. Interface to Oracle Accounting General Ledger ........................................................................ 27
12. Mass Processing Capabilities ..................................................................................................... 28
13. Benefit Administration ............................................................................................................... 28
14. Pension Administration.............................................................................................................. 30
15. Ability to Process Payroll for Other Companies ......................................................................... 30
16. Budgeting and Forecasting Capabilities ..................................................................................... 30
10. MANAGEMENT AND EMPLOYEE SELF-SERVE (MSS & ESS) MENUS AND ACCESSIBILITY.......... 30
11. REPORTING ................................................................................................................................ 34
1. Access to Data and Reporting Tools .......................................................................................... 34
2. Ad Hoc Reporting Capabilities ................................................................................................... 34
12. DOCUMENT MANAGEMENT ...................................................................................................... 34
13. WORKFLOW ............................................................................................................................... 35
1. Workflow Approvals .................................................................................................................. 36
14. PRODUCT TRAINING .................................................................................................................. 36
15. DATA MIGRATION & IMPLEMENTATION TIMELINES ................................................................. 36
16. SYSTEM ADMINISTRATION ........................................................................................................ 37
17. TECHNICAL SUPPORT ................................................................................................................. 38
18. SECURITY AND HOSTING ............................................................................................................ 38
19. PRICING ...................................................................................................................................... 38
20. REFERENCES ............................................................................................................................... 39
21. APPENDICES ............................................................................................................................... 40
1. APPENDIX 1 – CASO DESKTOP ENVIRONMENT .......................................................................... 40
2. APPENDIX 2 – PAY MASTER CODES ........................................................................................... 43
3. APPENDIX 3 – DEDUCTION MASTER CODES .............................................................................. 47
4. APPENDIX 4 – PAYROLL SCHEDULES .......................................................................................... 48
5. APPENDIX 5 – PAYROLL GROUPS ............................................................................................... 49
6. APPENDIX 6 – RATE TABLES ....................................................................................................... 50
7. APPENDIX 7 – BENEFIT CLASSES ................................................................................................ 52
8. APPENDIX 8 – LOCATIONS ......................................................................................................... 53
9. APPENDIX 9 – CASO TEAMS/COST CENTRES/DEPARTMENTS ................................................... 54
10. Appendix 10 – MINIMUM OF REQUIRED CASO DATA FIELDS................................................... 57
11. APPENDIX 11 – SAMPLE OF KEY REPORTS ................................................................................. 59
Page 3 of 63
12. APPENDIX 12 – SAMPLE OF INTERFACE FILES TO GENERAL LEDGER ......................................... 63
Page 4 of 63
1. BACKGROUND The Children’s Aid Society of Ottawa (CASO) is a non-profit charitable organization which provides
mandated service under the Child, Youth and Family Services Act charged with responsibility for
protecting children and youth, and acting as the parent for children in its care. The Province of Ontario,
through the Ministry of Children and Youth Services, provides operational funding as determined by a
provincial funding framework based on community demographics and service volumes.
CASO operates with the direction of a multi-disciplined, community based, volunteer Board of Directors.
This structure allows CASO to be accountable to the Ministry, and yet retain a degree of operational
autonomy and flexibility important to the community.
Other useful information about CASO may be obtained from our website at www.casott.on.ca
CASO currently employs approximately 470 full and part-time, unionized and non-unionized, staff. CASO
provides a comprehensive benefits plan, including membership in OMERs pension plan for full-time and
qualifying part-time staff. CASO has both an in-house Human Resources department, and a Payroll
Office in the Finance department which provides payroll services. Both departments share an in-house
Human Resources Management System (HRMS) which interfaces to provincially provided and
maintained accounting software, part of the province’s Child Protection Information Network (CPIN),
designed for use by Children’s Aid Societies across the province.
CASO currently operates a network of MS Windows 7 desktops making use of a Citrix Xen Server to deploy. CASO maintains a variety of server environments utilizing VMware 6.5. A typical CASO desktop environment can be seen in Appendix 1.
2. RFP SERVICES REQUIRED
CASO is requesting proposals for comprehensive HRMS software which will provide service efficiencies
and enhanced access for its front line staff, and reduce administrative burden for Human Resource and
Finance support services.
3. VENDOR INFORMATION Proponents should provide a brief overview of their company, including:
Year founded
Number of employees
Primary business focus
Ownership structure (public or private)
Leadership Team
Page 5 of 63
Description of customer base and average size
Awards and Recognitions
4. VENDOR EVALUATION CRITERIA:
Vendors’ HRMS proposals will be evaluated on their responses to functional requirements listed in
Sections 6 to 19 with a weighting as indicated in the table below.
Demonstrated reliable integrated Human Resource and Payroll solution
Seamless recruitment, hiring, training, etc. tools and efficiencies
Highly configurable business rule based product
Intuitive and efficient for staff, configurable ESS & MSS interface with time and leave entry and approvals accessible to staff from anywhere on any browser, and device (desktop, tablet, mobile, etc.)
Ease of migration and interface with CPIN accounting software
Paperless product with an excellent audit trail and controls
Excellent customer support and service model
35%
Readily accessible reports available to HR/Payroll and Management. Report writing capabilities with customer access to custom/ad hoc reports on all CASO data, including history records i.e. position/salary history, with Excel import/export capability. (See Appendix 11—Sample of Key Reports)
20%
A Proponent live maximum one hour demonstration (can be provided remotely ) of solutions to CASO specific requests, i.e. pre-approval of overtime. All registered proponents will be provided with a list of CASO specific demonstration requests which will be scheduled prior to final evaluation.
20%
Pricing 25%
5. HRMS FUNCTIONAL REQUIREMENTS & APPLICABLE RESPONSE CODES Vendors should respond to questions and complete any tables outlined in each of the functionality
sections. Applicable response codes for the functionality tables are as follows:
Response Code Description
Y – Existing Feature is delivered as a standard functionality and can be demonstrated by the vendor.
F – Future Feature is not currently included but will be available in a future release. Please indicate time frame.
C – Customer Customization Not included. Tools are provided for customization at no additional cost.
V – Vendor Customization Not included. Vendor provides customization at an additional cost.
T – Third Party Feature is provided by a 3rd party partnering arrangement (indicate any agreements).
N – Not Available Requirement cannot be met.
Page 6 of 63
Vendors may add additional comments and information they believe would be helpful to CASO in
making its selection.
6. BILINGUAL CAPABILITY Can employee select preference for either French or English language to display the application? Can
the software accept accents, etc? Does this affect search capabilities? I.e. do you have to enter the
accent in order for the search to be successful?
7. TECHNOLOGY Please describe the basic system architecture of the application.
What is the frequency of new releases, patches/hotfixes?
What are the minimum requirements to run your application?
How many concurrent users can your application support? Please provide performance benchmarks.
Will it interface with CASO’s e-mail system?
8. HUMAN RESOURCES
1. Recruiting/Applicant Tracking
Requirement Code Comments
Hiring Managers can submit job requisitions
HR can submit job requisitions on hiring managers’ behalf
Job requisitions follow a configurable approval process
Approval process can vary by job requisition (i.e. different approval process for new position vs. replacement)
Describe how users can complete job requisitions with minimal data entry.
n/a
Job descriptions and details are automatically populated based on position being filled.
Page 7 of 63
Provides a single point of contact for reviewing open job requisitions
Hiring managers see only their own open requisitions
Requisition details can be edited after creation
Integrates with background screening services
Provides consistent “profile” view for all candidates
Users can download original copy of a candidates resume
Allows for an unlimited number of statuses for candidates (i.e. new, in-process, offered, declined, hired, etc.
Ability to score candidates based on education, experience, skills, etc.
Ability to provide candidate summary profile (no need to go through entire resume)
Users can easily change candidate’s status, either one by one or en-masse.
Distinguishes between internal and external candidates
Jobs can be posted to our internal careers portal
Job posting details can differ by job board
Ability to pre-set dates for internal vs. external postings
Allows for configurable job application templates
Allows administrators to define qualifying (knockout) questions to automatically reject ineligible candidates ( i.e. are you legally permitted to work in Canada).
Provides candidate portals for both internal and external candidates
Provides connectivity to external and internal job sites
Applicants can find jobs using keyboard or location based searching
Provides multiple options for completing application including:
n/a
Upload resume
Manual entry
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Applicants are immediately visible within the application after submitting job application
Prevents applicants from applying for the same job twice
Provides recruiters with visibility into prior and current candidates
Provides intelligent search and filtering capabilities to find candidates
Sorts candidates based on match with search criteria
Allows recruiters to move candidates across job requisitions
2. Hiring and Onboarding
Requirement Code Comments
Has onboarding portal that moves the applicants forward from candidate to hire status
Provides configurable approval workflow for hiring candidates
Employee data is available throughout entire application upon approval with no need for duplicate data entry.
Hiring/onboarding form is pre-populated with data captured during recruitment process i.e. name, contact, etc.
Supports offer letter generation, approval, and tracking
Ability to log and send e-mails via pre-saved templates
Automatically creates user accounts for new hires
Automatically generates employee numbers for new hires based on client defined numbering rules.
Automatically creates employee record upon hiring
Automatically begins the onboarding process upon hiring
Ability to enter new hire with a future dated start date, with the ability to access the system and start onboarding
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from the hire date.
Ability for new hire to access the system and start the onboarding process prior to their first day
Ability to automatically populate last record for rehires by entering SIN number.
Ability to support a paperless onboarding process with TD1 documents, electronic signatures, and the generation of the ongoing unique employee identification number.
Ability to provide a wizard based checklist of activities that employees need to perform to complete the onboarding process (e.g. update bio data, contact data, etc.)
New hires can input required documents (and there is tracking of outstanding documents).
Ability to send employees a reminder if tasks are not completed in a timely manner.
Ability for new hires to return and update or correct their information after the initial submission.
Ability for HR and manager new hire/rehire to create/access checklist, by position, with check-off ability as tasks are completed (e.g., offer letter has been sent and received, security checks complete, provisioning complete, etc.).
Ability to vary the onboarding workflow and process according to multiple associate and position factors – employee type, team, position, etc.
Ability to monitor the overall status of the onboarding process, providing a clear indication of “new hire readiness”
3. Training/Certifications
Requirement Code Comments
The system has an integrated Learning
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Management System (LMS)
The system integrates with a 3rd Party LMS
Ability to maintain a staff/HR viewable training calendar
Provides training enrollment through Employee Self-Service
Ability to restrict enrollment in training based on user type/role
Ability to print sign-in sheets based on employee course enrollment records
Tracking of training completion
ESS ability for employees to print certificates of completion for courses (customizable)
Tracking for certification expiry dates and reminder notifications
System can house online training content? i.e. video, audio, slide presentation, etc. How large is the storage space for LMS courses?
Ability to post webinars archived and live
Course catalogue to keep historical course data such as descriptions, trainers, external trainer & vendor information
Multiple layout options are available for different types of training
Participant can download content from online courses
Provides self-population new hire mandatory training by employee type
Provides automatic reminders sent out before the training date to both trainers and attendees (including the option for personalized messaging to participants and trainers)
Customizable e-mail templates
Staff can receive course materials to participants automatically before the training date
Automatic notifications about class changes (i.e. cancellations/time/ room changes)
Automatic evaluations sent upon
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completion of a course and will the software compile the results?
Reports generated for who has not completed training, who has registered in training and who has historically completed a training course?
System stores information about costing and price of training and later export information (i.e. for external and large training events)?
Managers can view what training staff have completed through MSS?
Can staff view their own training profile through ESS?
Staff can electronically attest to having maintained certification, ie. First aid, appropriate driver insurance
Is there the ability to print out a schedule for new hires of their new hire training?
4. Employee Maintenance
Requirement Code Comments
Visibility managers and administrators have into employee information is configurable.
Solution supports quick and secure access to all relevant employee data.
All HR records are effective dated.
Maintains employee demographic data in a single system of record that will meet CASO’s minimal list for required data (Appendix 10)
Supports unlimited number of client defined fields that HR and Payroll can customize to track information unique to the organization (i.e. CPIN user ID).
Ability to maintain multiple rates per employee per job and/or work assignment.
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Maintain employee training/certification data and expiries.
Maintain data for all job related details (see CASO’s minimal list for required data Appendix 10)
Allows for employees to be seamlessly transferred between teams, position or work locations
Provides tool for creating mass updates to multiple employee records (e.g. supervisor change, retro pay, rate table changes)
Supports future dated and retroactive changes to employee records using effective dating.
For all changes to employee records, the application tracks what was changed, who made the change, and when the change was made.
Employee audit information is visible both in-application and through a standard report.
5. Performance Management Requirement Code Comments
System provides a central dashboard view of all performance related activities
Provides reminders for managers and HR for the completion of assessments
Ability to customize performance assessment documents to be completed on-line
Employees and managers can create, monitor, and update progress for goals that are specific, measurable, achievable, realistic, and timely in an intuitive user interface
Configurable review forms, rating scales and approval paths to mirror client-specific HR processes
Configurable workflows to support goals and performance conversations
Inclusion of peers, colleagues and other leaders in the review and development process
System facilitates continuous year-
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round feedback to aid in development
System provides the ability to identify and develop core strengths and proficiencies to drive business outcomes
Comes with a standard library of core competencies
Tracks and reports on disciplinary actions
6. Labour Relations Requirement Code Comments
Provides ability to organize and track labour relations documents (discipline, grievances, resolution, etc.)
Allows for tracking of costs related to labour relations matters (grievances, arbitration, legal fees)
Tracks and reports on grievance procedure, has ability to attach PDF documents to grievance file
7. Paid Time Off /Leave Administration
Requirement Code Comments
Client can configure an unlimited number of paid and unpaid time off reasons
Supports complex rules for accruing leave balances. E.g. ability to award bonus week of vacation time to employees on certain anniversary years for one year only. 20 days vacation but on year 20 allowance moves to 25 days but reverts back to 20 days the following year.
Provides configurable rules for how to carry over leave balances
Provides option to pay out remaining balance at end of year
Provides option for employees to request time off electronically, view the
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status of their request and see the real time update to bank balances once transaction has been processed
Provides users with onscreen alerting if a time off request exceeds the employee’s available balance prior to submission
Provides user option to see future leave balances for future time off requests based on accrual rules.
Provides configurable rules for minimum balance allowed
Supports configuration of blackout periods for time off requests
Provides configurable workflow for time off approvals
Tracks submission date of all time off requests
Provides ability to view seniority information with leave requests during certain periods (E.g. allow for the approval of vacation requests based on seniority for the holiday period and allow for approvals based on first come first serve during other periods.
Tracks approved date of all time off requests.
Approved time off request are visually displayed on both employee and manager view of the schedule
Ability of employees to submit availability through the system
Application can prevent managers from scheduling employees during approved time off.
Employee balances are automatically deducted upon approval of time off
Timesheet is instantly and automatically updated upon approval of time off without the need for user intervention.
Provides alerting capabilities to notify approver of pending time off requests
Provides workflow for cancelling pending and approved time off requests.
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Can the application show eligible vacation balance vs accrued vacation balance? CASO’s collective agreement provides that staff’s vacation entitlement is accrued at the beginning of the year for scheduling time off.
Does the software provide leave calendars? Can the calendars be seen by Pod (i.e. three teams) or by only one team at a time? Will they aggregate data for all staff and all leave codes? Can Administrators access the calendars too? Can the calendars show a mix of codes? Can the calendars show past history as well as future booked leave balances?
Can calendars be printed, and how many transactions can be seen in one view, i.e. an entire month? Are the available leave balances reflected in the same view?
8. Termination Requirement Code Comments
Allows for configurable termination workflows
Users can select from a list of configurable reasons for termination
Application can automatically generate a Record of Employment for Canadian employees upon termination
Terminated employee records remain viewable and accessible
Accounts are automatically disabled upon termination
Off-boarding portal to provide documents i.e. an exit interview document
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9. Organization/Administration/Charting Capabilities
Requirement Code Comments
Provides organizational charting capabilities.
Chart supports employee reporting to multiple managers.
Supports multiple identification numbers in a single database and instance of the application. i.e. National Occupation Codes (NOC)
Provides for client defined organizational levels
Allows clients to easily manage the organizational hierarchy including the ability to:
Add new locations
Close locations
Perform realignments
Provides ability to import organizational information from a third party application
Provides ability to export organizational information to a third party application.
Supports management structures derived by the organizational hierarchy
Supports direct employee to manager reporting relationships
Supports management structures derived by organizational hierarchy and direct employee to manager reporting relationships in the same instance
Supports an unlimited number of locations.
Supports an unlimited number of teams
Supports an unlimited number of jobs/positions
Uses effective dating for all changes made to the organizational hierarchy
Creates a visual staffing table – track staff movement (see Appendix 14)
Creates a report based on referral sources
Creates a report on time to staff positions
Reports on end dates of contracts (even
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for those who have 2 assignments i.e. After Hours Service AHS)
Reports on reminders (leave input, outstanding documents, probation…)
Ability to produce electronic Markov analysis
Can track backfills and secondments
10. Succession Planning Requirement Code Comments
Provides succession planning tools (i.e. goal setting, development planning, successor identification)
Tracks open positions
Provides visibility into open positions in an organizational chart view
Supports the creation of career development plans/career pathing
Identifies top performing, high potential employees
Supports the creation of talent pools
11. Worker in Community Safety Requirement Code Comments
Ability to create a check-in/check-out system by which workers can indicate their location in the community and the anticipated length of their visit
System generated alerts to responsible person when worker does not check in at anticipated check in time
Escalation of alert when surpassing designated time Ability to assign a different responsible person if people are off on leave or out of the office.
Ability to configure and reconfigure escalation flow based on designated days/times
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9. PAYROLL
1. CASO’s Current Payroll Parameters
There are approximately 420 salaried staff and 50 casual/hourly staff. In addition, After Hours Services
(AHS) are compensated according to a fixed fee based on shift coverage i.e. overnight or weekend.
Quantity Payroll Component Appendix No.
133 Pay Master Codes 2
52 Deduction Master Codes 3
14 Payroll Schedules 4
32 Payroll Groups 5
100 Rate Tables 6
6 Benefit Classes 7
2+ Locations 8
111 CASO Teams/Cost Centres 9
2. Payroll Processing Requirement Code Comments
Single application for payroll and time and attendance, i.e. no requirement to transmit into payroll using an interface
Calculates zero-to-gross and gross-to-net pay using the same rule engine
Administrators can immediately view the complete zero-to net impact of changes made to time records
Administrators can view a preview of their entire payroll at any point during the pay cycle
Provides configurable, in-application audit reports for identifying potential issues. Please explain.
Audit reports are immediately updated as adjustments/corrections are made to time and attendance records, HR data, or payroll without the need to wait for interfaces or regenerate reports.
Provides effective audit trail of hires, pay increments, terminations, etc., occurring within a pay period which allow for a continuous audit log of total
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current approved salary. Is there a report for this?
Provides automated reconciliation of any differences between the approved regular salary and the actual salary dollars paid.
What audit log reports are available to Payroll/HR for key fields affecting payroll?
Reconciles the payroll register to summary reports by employee per pay code for each payroll?
Allows for manual checks to be printed onsite
Can paycode adjustment transactions be exported/imported to/from Excel for payroll entry, E.g. to make retro payments?
System does not require adjustments be entered in batches
System can calculate pay for a single employee without the need to recalculate the entire payroll
Supports automated retro pay calculations. Please describe.
Voids payroll cheques by selecting the appropriate cheque
Allows for payroll adjustments to correct taxes to be posted to current or prior quarter
Supports an unlimited number of employees in a single pay group for payroll processing
Client can perform additional (off-cycle) pay runs at no additional cost
Please specify the average amount of time your application requires to calculate payroll for 1000 employees
Supports exception based/auto pay for salaried for fixed hourly employees
Supports mid pay period adjustments to salary or hourly rate
Supports generation of pay cheques and/or direct deposit
Handles direct deposit to multiple financial institutions
Creates an ACH file for direct deposit
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Supports positive pay
Vendor provides year end services. Please describe.
3. Earning and Deduction Codes Requirement Code Comments
Supports an unlimited number of earning/deduction definitions (see CASO Appendices 2 & 3)
Clients can configure earning/deduction codes without the need for vendor support/services
Vendor technical support is readily available (i.e. same day ) if required for assistance
Client can specify taxability for each earning code
Supports the calculation of taxable benefits
Supports the calculation of non-taxable reimbursements
Supports the calculation of pre-tax and post-tax deductions
Tracks YTD, QTD,MTD and last payroll amounts by earning or deduction type, by employee, by legal entity
Handles employees with multiple rates of pay
Allows clients to set-up limits/goals by earning or deduction definition
Flags expiry dates and effective dates can be set-up for earnings codes? E.g. Maternity leave benefits paid for a limited time period.
Can provide notifications for pending start/stop dates for earning/deduction codes based on effective dates
Allows deduction amount to be set at the pay group level and/or at the individual employee level
Allows deduction frequency to be set up at the pay group level and/or at the individual employee level
Provides an expression/formula builder
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for creating company specific deduction calculations
Supports start and stop dates for both earning and deductions (effective dating)
Deduction/earning uses effective dating and stores history
Allows client defined prioritization of deductions
Deduction amounts can be adjusted or overridden for an employee for a particular pay run
Supports calculation of garnishments
Calculates garnishments based on Canada Revenue Agency rulings
Provides logic to properly calculate multiple garnishments according to levels of authority and rules of pay
4. Tax and Statutory Remittance filings, and ROEs
What tax resources and services do you provide?
Requirement Code Comments
Automatically updates employee tax definitions based on changes to work location
Automatically applies the correct taxes for employees working in multiple jurisdictions during a pay period
Provides for all federal and provincial tax jurisdictions for Canada
Supports the outsourcing of payroll tax deposits and filings
Payroll tax payments and filings are part of the services provided
Can accommodate EHT charities exemption for multiple locations
Maintains tax rates within the proposed system and provides automatic updates without the need for client intervention
Any associated cost of tax updates must be included in RFP documents Pricing - Section 19
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Tracks YTD, QTD, and MTD taxes by tax type, by employee, by legal entity.
Supports one time additional tax amounts and/or overrides
Accommodates separate tax exempt controls for federal, provincial, and municipal taxes
Provides additional withholding fields for federal, provincial, and municipal taxes.
Software can accommodate reduced EI rate for employer with short-term disability benefit
Supports bonus tax calculation method for additional amounts for either individual employees or on a mass basis i.e. a bonus payment for a particular paygroup?
If ROEs are provided does CASO remain as main contact for Service Canada re: questions?
What reporting documents do we receive for ROE’s issued?
Supports creation of appropriate XML files for electronic transmission of T4s.
5. Scheduling Flexibility and Management
CASO’s pay period is bi-weekly starting on a Sunday and ending on a Saturday.
Pay day is alternate Wednesdays; salaried staff is paid for the two weeks ending on the Saturday before
pay day, while casual staff is paid for the two weeks-ended prior to the bi-weekly period for salaried
staff.
What is the cut-off for processing payroll? Would we need to change our standard pay date ?-- For
example, if the casuals join the same pay schedule, how would we ensure we picked up their Saturday
shifts for pay on the next Wednesday—especially if there is a statutory holiday on the Monday?
Requirement Code Comments
Ensures schedules generated in the application are compliant with
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Canadian labour laws
Clients have the ability to configure scheduling rules
Clients have the ability to configure the severity of scheduling rules (i.e. warning vs. hard stop)
Is there an unlimited number of possible schedules?
Describe the process for adding and assigning schedules
n/a
Are valid schedules configurable by HR/Payroll?
Can schedules cover a 14 day bi-weekly pay-period where staff may work Saturdays and have a day off during the week?
Can schedules be set up to handle compressed work weeks, and would corresponding leave requests automatically adjust to the correct number of hours for the extended work day?
Describe managers’ ability to edit schedules. (i.e. for compressed week, staff who work Saturdays).
Employees can indicate their availability electronically
Ability for workers to submit a shift swap request with configurable approval process
Application prevents managers from saving schedules with labour compliance violations.
How does the scheduling functionality enforce minimum/maximum limits for daily/weekly hours?
How does the application notify managers of any errors or violations in the schedule?
Can managers keep a working copy of the schedule that is not visible to employees?
Can the schedule be displayed to only show specific employees, pay types, teams, positions, etc.?
Can multiple managers/supervisors have access to schedule the same
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employee (for those employees who work in more than one department)?
Can the application handle an unlimited number of on-call shifts? (i.e. weekend, evening, Statutory holiday).
Can schedules be reported on?
How do employees view their schedule, is it accessible from a mobile device?
Ability to send automatic reminders for upcoming shifts
Are employees electronically notified (by e-mail) of changes to their schedule?
How are changes to the schedule communicated to employees?
Does the application have auditing capabilities for changes made to the schedule?
Does the system have the ability to configure rules triggering the payment for a shift that is cancelled within a specified timeframe? (e.g. casual shifts cancelled less than 24 hours in advance trigger the payment of 4 hours cancellation pay.)
Are holidays and employees’ time-off visually displayed on the schedule?
Can the application enforce base coverage requirements according to configurable rules?
Provides ease of data entry for shift/pay information
6. Time and Attendance Requirement Code Comments
Application includes all Federal, and Provincial zero-to-gross pay rules out-of-the-box. Please explain.
Application supports configurable rules for defining complex client specific shift differentials and other premiums. Please describe.
Provides an intuitive interface for configuring gross pay rules without the need for vendor support/services
Gross pay rules are effective dated
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Ability to dynamically recalculate weekly and daily overtime rate based on changes made at any point during the week i.e. difference between payout of time and one half based on hours worked. Another example might be if overtime is earned on Thursday at time and one half, but a leave slip subsequently entered impacts the payout rate. I.e. reduces the total hours worked for that week.
Ability to calculate and record OT based on daily and weekly rules.
Ability to automate the payout of OT on a rolling 90 day period.
Ability to track pre-approval process for all OT hours worked. (E.g. worker submits electronic request to work OT on a future date, manager approves electronically. Following the OT being worked, worker confirms actual hours worked and manager approves, resulting in OT being reflected on timecard. (See too Workflow -- Section 13)
Provides a comprehensive audit trail of all changes made to time records
Provides a user friendly interface for reviewing employee time and attendance records
Managers/supervisors can view all their employees’ time and attendance records on a single screen for the entire pay period without the need to scroll between days of the week and/or employee
Allows multiple managers to approve shifts on one employee timecard. (e.g. one employee who works shifts for multiple departments)
Allows managers to easily identify and resolve exceptions. Please explain.
Provides filtering options to highlight specific time and attendance records (i.e. show only absences, or timecards with exceptions).
Supports an unlimited number of pay
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codes and pay categories for tracking employee time.
Supports multiple levels of labour allocation including:
Location
Department/Pod
Team
Job
Pay code
Pay category
Project
Provides multiple options for employee time capture. Please describe.
Employees can clock in and out using a mobile device.
Provides configurable rounding rules by pay category or employee group
Allows managers to approve/authorize timecards
Allows for multiple levels of approval for time data
Supports automatic approvals within company rules/limits
Time records can be locked from further edits
Is there a comments field that can be reported on for timecard entry? Can statistical data be captured with shift entry? i.e. number of calls made during a shift.
7. Ability to Process Late Timecards Is there a report of unapproved time cards for casuals or overtime at the point in time of payroll
processing? What are options for getting these approved on time if the Supervisor is absent. If payroll
cannot be processed without all timecards being approved, must any unapproved cards be deleted
automatically? Can Payroll push them through, or will individuals have to re-enter the data for the next
payroll? If an administrator can approve, what process is involved?
If the timecards must be entered in a future pay period will they still indicate the original date worked?
Can timecard approval easily be assigned to alternate supervisors? Can the administrator re-assign
approvals once the timecard is created?
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8. Overtime Pay CASO’s collective agreement requires overtime earned at time and one half to be paid out monthly, in
addition to any accumulated overtime (accumulated at straight time) to be paid out if it is more than 90
days old. Currently, CASO uses custom reports to calculate these amounts. The calculations must take
into account any other leave requests taken during the same period and statutory holidays.
Would the proposed system be able to automate these payments with HR/Payroll review?
9. Statutory Pay for Casuals Is statutory pay calculated automatically for casuals, or are there reports run to determine payment in
conjunction with required time-card entry?
10. CASO’s General Ledger (GL) Costing String Our provincial GL costing string consists of 9 segments and is 58 characters in length:
All parts must be populated for the payroll interface into the GL, but the last 3 segments (G,H & I) which
refer to case id, child id & future are currently being populated with a default of 00s. It is possible that
at some point case ID and/or future may be used. Appendix 9, indicates the coding for our staff teams.
Can the software accommodate exceptions to the GL mapping down to the employee level?
Is there a connection between costing and position tables? Team is part of the costing string, but the
same position may exist on multiple teams. Consequently, CASO’s position would need to be associated
with full costing string if staff movements are to be correctly coded in our general ledger. Is there a
position table & general ledger coding validation table?
Will the software generate GL accruals (see interface requirements in Appendix 12)?
11. Interface to Oracle Accounting General Ledger Our interface into our Oracle provincial accounting software must be done by means of an Excel
spreadsheet saved as a csv file. Our current general ledger (GL) does not accommodate a unit’s ledger.
However we need to capture both hours and dollars in our GL, therefore we currently need two
separate interfaces one for dollars, and one for units which we code into a separate fund (i.e. segment B
of the above GL costing string)
(See sample in Appendix 12)
A B C D E F G H I01 01 001 0001 01 001 XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXX 0000
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12. Mass Processing Capabilities
Please describe payroll processing capabilities for one-time changes, for example:
Automation of retroactive pay increments
Payroll end date processing in the event of strikes or layoffs
Bonus payments and bonus method calculations for taxes
Supervisor change
Rate table changes
13. Benefit Administration Requirement Code Comments
Provides a single application for benefits, payroll and HR with no interfaces
Benefit plans are effective dated
Employee benefit enrollments are effective dated
Benefit plan rates are effective dated
Allows for configuration of eligibility rules based on employee demographic data and employee information
Allows for clients to configure reusable eligibility rules.
Provides configuration options for determining benefit plan waiting periods (i.e. immediately on hire date, next pay period, 1st of following month, etc.)
Supports different waiting periods for different types of employees (i.e. begin coverage for executives immediately but require that non-executives wait 60 days).
Provides configuration options for determining when to end coverage if employee is no longer eligible
Provides configurable notifications for benefits eligibility
Limits the number of dependents that can be listed by the employee for each option offered.
Can specify maximum age of dependents for each option offered.
Multiple benefit plans and options can
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use the same payroll deduction
Calculates total compensation and displays this for employees, HR and Payroll
Supports multiple types of life insurance, long-term disability and short-term disability
Supports an unlimited number of benefit plans and options
Supports health care spending amounts (HSA)
Enforces employee and employer contribution limits for deferred compensation plans
Provides configurable life events to automatically trigger enrollment changes
Provides a user friendly interface for configuring benefit plans and enrollments without the need for vendor support/services.
Provides a single screen that shows employee benefits data at a glance. Please provide sample.
Does the software have the ability to generate reports to send to benefit providers for new enrolment, changes or cancellations?
Can the software produce a report that would match our Benefit provider invoice for ready comparison (Appendix 11, Exhibit B)? (I.e. employee & CASO payment per benefit per employee)
System can track a health spending account balance, where a certain dollar benefit is allocated to staff for reimbursable health expenses – can the balance pro-rate according to configurable rules (i.e. pro-rate for new hires)?
Software track accruals if staff are on leave i.e. maternity leave? Can these interfaces to CASO’s accounting software?
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14. Pension Administration Can pension credited service and contribution reports readily be developed for reconciliation with
OMERS? (i.e. ability to recognize service adjustments that happen throughout the year?)
Part-time staff may be eligible to join OMERs but must meet eligibility conditions:
Worked at least 700 hours (including overtime); or
Earned at least 35% of the CPP earnings limit including overtime and vacation pay
(The criteria can be met through employment with one or more OMERS participating employers.)
Can the proposed system run reports to help us identify when this eligibility criteria has been met?
15. Ability to Process Payroll for Other Companies Can the software accommodate payroll for the staff of other business entities, such as the
Children’s Aid Society of Ottawa Foundation which operates as a separate entity, or the
Children’s Aid Society Headstart Day Nursery ?
16. Budgeting and Forecasting Capabilities What budget and forecasting capabilities can the software provide, would the forecasting take into account annual increments to the top of the scale?
10. MANAGEMENT AND EMPLOYEE SELF-SERVE (MSS & ESS) MENUS
AND ACCESSIBILITY
Please provide samples for both MSS & ESS menus.
Please provide an overview of your mobile capabilities, and functionality available on these devices.
Requirement Code Comments
ESS and MSS can be accessed from mobile devices for all functional areas, including:
timecard/leave entry and approval
Configurable with workflow so Employee / HR can upload a photo of themselves to display in HR record
Employees can view a ‘snapshot’ of their HR record through self-service
Configurable forms and workflows for employees to enter/update bio data,
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address, contacts, direct deposit data, TD1s, etc. (see Appendix 10 for list of possible employee updateable fields)
Employer controls which fields are accessible.
Employees must specify an effective date for all changes to their personal information
Client can configure marital status types
Employee can only have one primary residence at a time
Employees can provide electronic signature for client specific HR policies
Client can configure which HR forms employees have access to by role.
Employees can select preferred language to display the application
Employees can update their password
Supervisors/Managers can delegate their features to another user while they are away, can this be pre-specified?
Delegation of features uses effective dating
Does an administrator have to do this if the manager forgets, and how time consuming is this task? How are administrators alerted to in-progress requests?
Application provides built-in messaging capabilities to facilitate communication across the organization. This includes the ability to :
Review messages
Send, forward & reply to messages
Broadcast messages to multiple users
Applications built-in messaging can work with corporate e-mails
Application allows users to create distribution lists for messaging based on HR and organizational properties (e.g. specific teams)
Messaging distribution lists are automatically updated as employees HR records are updated.
Employees can list multiple accounts for
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direct deposit and specify percentage of pay to be allocated to each direct deposit account
Paygroup specific configurable dash boards be set-up for MSS & ESS users.
Employees can reset/update their own passwords.
Employee submits timecards/leave requests for supervisor approval and payroll processing.
All transactions update balances in real-time for MSS & ESS users?
Future dated transactions and their impact on balances are clear for users?
Employee can access online earning statements. Please provide a sample earnings statement.
Online earning statement displays both current and YTD values broken out by earning definition, deduction definition and tax definition.
Employees can print earning statement directly from the application.
Employees see value of benefits i.e. total compensation
Employees can access unlimited number of historical earning statements.
Application provides online access to T4s for both Payroll and employees
Employees can print T4s directly from the application
Employees can access unlimited number of historical T4s.
Provides employees with online access to current, past and future schedules
Schedules can be hidden from employees until they are posted or published
Employees can view approved time off requests on their schedule
Employees can view shift details for each day worked i.e. start , end & net hours
Employees can view company and statutory holidays on their schedule
Employees sign-off on timecard/leave submissions
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Allows for multiple methods of entering time
Employees can view any changes made to their timecard
Employees can provide comments on timecards for managers to see.
Employees can view all accrued balances
Employees can request time off.
Application displays all accrued balances while requesting time off
Application displays balances as of the dates of the request.
Employees are provided with onscreen alerts if time off requests violate one or more configured rules (i.e. minimum balance or blackout dates).
Employees can manage their availability online
Employees can notify Supervisor when they’ve completed a shift
Employees can view full attendance history online.
Managers run reports from MSS?
Custom reports be added for manager access through MSS
Application provides built-in messaging capabilities to facilitate communication
Distribution lists for messaging can be based on HR and organizational properties
Distribution lists will automatically update
Ability to set specific approval criteria for vacation requests during specific periods. I.e. all vacation requests submitted for the period of June 1st to September 30th are approved based on seniority within a team/pod. Requests submitted outside of the period are based on first come first serve.
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11. REPORTING
1. Access to Data and Reporting Tools List of Current Automated Key Reports: (Examples provided in Appendix 11)
Payroll Interface & Accrual Reports
Statutory Remittance Reports –including EI reduced employer rate for permanent employees because of weekly indemnity (STD) plan
WSIB (2 RATES – OFFICE AND HOMES)
EHT (TELESAT, KANATA – EXEMPTION PER LOCATION)
OMERS (payment amount needs manual calculation due to RPP maximum1 and RCA split)
COOKIE JAR PAYROLL DEDUCTION
DREAM LAUNCHERS PAYROLL DEDUCTION
ONTARIO PUBLIC SERVICE EMPLOYEES UNION (OPSEU deductions)
COUGHLIN Benefit Report of Employer paid and Employee deductions by Benefit Group
SUPERVISORS ASSOCIATION
UNITED WAY
RECREATION ASSOCIATION
GARNISHMENTS (FAMILY RESPONSIBILITY, CRA)
SECONDMENTS
ROE reports – AHS designated hours to be properly reflected on ROE
Overtime Payment Reports (see “Overtime” Section)
After Hours Service (AHS) shift & volumes Reports
Staffing Table
2. Ad Hoc Reporting Capabilities
Does CASO have access to its own data for reporting purposes? What reporting tools are available? Can
we use tools we are already familiar with i.e. Crystal Reports or Cognos? Can we request custom
reports? Can standard or custom reports be viewable through ESS & MSS?
12. DOCUMENT MANAGEMENT Requirement Code Comments
Ability to store and manage documents for their employees in a single system
Ability to remain compliant with Canadian Provincial & Federal Privacy legislation
Provides access to a central repository
1 RPP max= $175,223.10 (2018) over 26 pays remainder goes to RCA
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of documents with flexible search options
Employees can upload and access their own documents at any time
Ability to specify acceptable file extensions (i.e. .jpg, .pdf, .doc), and set security permissions than can be assigned to each user role
Employee documents are attached to the same record used to capture all employee information, providing a single source of data
System provides safe, virus-free storage of documents
Personally Identifiable Information (PII) compliance – HR departments can identify documents which contain PII information and apply enhanced security and access controls to this sensitive information
Describe any size limitations for the storage of documents/information
n/a
13. WORKFLOW
Requirement Code Comments
Application offers built-in and configurable workflows.
Client can configure an unlimited number of workflows for updating employee HR information.
Can users intervene in active workflows?
Application provides a user friendly tool for configuring workflows without the need for vendor support or services.
Forms submitted through workflow are instantly and automatically routed to the appropriate approver(s).
Workflow engine can accommodate unlimited levels of approval
Workflow engine can support conditional workflows ( e.g. salary increase less than 6% does not require
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approval but salary increase over 5% requires approval from HR or other Director approval)
Workflow engine has the ability to send different notifications to various users at any stage during the workflow (e.g. notify IT that new hire requires laptop on approval).
Workflows for the same type of data can differ by role (e.g. new hire submitted by manager requires approval but new hire submitted by Director does not).
Data is updated immediately across all functional areas upon approval (i.e. does not require interface to run to update payroll).
Administrators can view a complete history of completed and in process workflows.
1. Workflow Approvals How versatile are workflow approvals? Can they accommodate a pre-approval of overtime? For
example, our collective agreement calls for the pre-approval of overtime. An employee requests to
work overtime which requires supervisor approval, once approved and subsequently worked, the
employee confirms they actually worked the requested time (and makes adjustments if necessary),
lastly, the supervisor approves the actual time worked before payment.
What would happen in the workflow if the employee worked more hours than the pre-approved
amount?
14. PRODUCT TRAINING What is the training and support for Superusers in Payroll & HR during implementation? How much
training is usually required?
Is there on-going web-based training for ESS & MSS, what does it consist of and how long is it?
15. DATA MIGRATION & IMPLEMENTATION TIMELINES
How much data, if any, would CASO be able to migrate from its current HRMS system? For example,
date of hire, salary history, OMER’S service dates, past history of salaries; hours worked, position
history, etc.
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If data migration is not possible, how will we maintain access to our historical data i.e. exports to Excel
or PDF files? Does the software have the ability to attach PDF or Excel files to individual profiles?
What kind of vendor support is provided for migration and implementation?
Can the migration be staged? i.e. implement Payroll, add HR modules as familiarity improves.
Can we transfer YTD information with uploads?
Please provide time estimates for CASO’s conversion based on similar conversions.
Can the vendor provide supplemental staff to CASO for the period of conversion e.g. testing assistance,
parallel run processing?
What resources does CASO need to provide to meet implementation?
16. SYSTEM ADMINISTRATION
What is the process of providing a new user with log-in information?
What audits or reports are available for system administrators to review user access and activity?
Requirement Code Comments
All client specific requirements can be supported through configuration – not customization.
Allows an administrator to easily lockout, inactivate, and reactivate user accounts.
Uses role based security for determining user privileges throughout the application.
Provides configurable rules for specifying global password policy including:
Require strong password using combination of alpha, numeric, and special characters, and case.
Password expiration based on configurable number of days
Requires employee resets password on 1st login
Lockout user after configurable number of maximum login attempts
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Ability to specify minimum amount of time before a previously used password can be reused
Provides tools for administrators to easily reset passwords
Enables employees to change their password through self-service
17. TECHNICAL SUPPORT Please describe your system for clients to submit support requests, and how can a client track the status
of incidents?
What are your support hours of operation?
What is your usual response time for incidents or problems reported? Can incidents be escalated?
Where are your support offices located?
Do you offer in-application online help?
18. SECURITY AND HOSTING Please describe security architecture. Who will maintain CASO data? Is the data hosted in Canada?
What back-up features are in place? What security features are in place?
What is your company’s disaster recovery plan?
What security audits does your company undergo? i.e. third party audits.
What is the interface to users? Is it accessible from mobile applications? What encryption is in place?
At the user level, what menu access security exists? And how configurable is it and would CASO control
this configuration?
All CASO populated fields allow audit trail tracking, i.e. what was changed, who made the change, and
when the change was made? Audit information is visible both in-application and through a standard
report.
19. PRICING Please provide a pricing proposal for your solution.
Be sure to include:
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Pricing by module if applicable
All annual maintenance or support fees
Training fees, if separate from support
Cost of custom reports, if applicable
Cost of additional pay runs if required (i.e. off cycle pay run)
All other recurring fees
Costs associated with product upgrades
Costs associated with Federal, Provincial or Municipal tax updates
An estimate of any one-time costs (i.e. licensing, implementation, migration, and training)
Please quote 3 years of pricing.
What has been your experience of annual price increments for on going licensing?
20. REFERENCES Years in business & work force experience
Size of client base
Customer references
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21. APPENDICES
1. APPENDIX 1 – CASO DESKTOP ENVIRONMENT
CAS Desktop Common user programs are highlighted. System changes anticipated before implementation include an upgrade to Office 365 for all Office applications, and email. Citrix will be decommissioned over time. We will be starting with a mix of Desktops and Citrix stations. Desktop System: Windows 10, with the latest version of Microsoft Office 365 for Word, Excel, Powerpoint and Office. E-mail will be migrated from Lotus Notes to Office 365 before implementation of this system. Some users will also continue to also access Crystal Reports, Genopro, Lotus Notes (legacy database access ONLY) and Laserfiche, as shown below. Citrix users will have the same Office 365 applications as shown above, and will be running on Windows Server 2008 or 2016.
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2. APPENDIX 2 – PAY MASTER CODES
Pay Pay Code
4% Vacation Payout 113
5% Vacation Auto Pmt Hrly EE
129
Absence Without Leave AWOL
Acting Pay 133
Adjustment to Regular 138
AHS Hourly Rate M305
AHS Saturday FACT M370
AHS Standby Weekday M302
AHS Standby Weekend M304
AHS Stat Hol Standby M307
AHS Statutory Holiday M306
AHS Sunday FACT M371
AHS Supv Comp Time AHSC
AHS Supv Hourly Rate M316
AHS Supv Stat Holiday M313
AHS Supv Stat Standby M314
AHS Supv Weekday M311
AHS Supv Weekend M312
AHS Supv Xmas/New Year M315
AHS Weekday M301
AHS Weekend M303
AHS Xline WD M309
AHS Xmas/New Years M308
AHX Xline WE M310
Auto Insurance Subsidy 130
Bereavement BERE
Bonus 146
Cell Phone Subsidy 151
Child Care Hourly Rate plus 5%
109
Child Care Hrly Rate no 5% 110
Comp for Sick COM2
Compensatory Earned OVRT
Compensatory Taken COMP
Compensatory Time 409
Credit Sick Leave CRDT
CYC AH Hourly Rate M323
CYC AH Standby Rate M326
CYC AH Stat Holiday M324
CYC AH Weekday M321
CYC AH Weekend M322
CYC AH Xmas/New Years M325
CYC Supv Stat Holiday M343
CYC Supv Weekend M342
DAYTIME HOURLY RATE M336
Deferred Salary Payout 160
Educational Leave EDUC
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EI Top Up for Parental Leaves
127
Emergency After Hours 106
FCAHS CHRISTMAS/NEW YR HOURLY
M329
FCAHS Hourly Rate M339
FCAHS Standby Weekday M337
FCAHS Standby Weekend M338
FCAHS STAT HOURLY RATE
M328
FCAHS STAT STANBY RATE
M327
Floaters FLOT
Foster Parent Delivery F200
Foster Parent Delivery 2 F300
Foster Parent Preparation F150
Holiday Payout 114
Incidental Expenses 132
Injury on Duty WSIB
IT Pager M335
IT STAT PAGER M345
Jury Duty JURY
Late/Early LATE
Life Taxable Benefit 119
Long Term Disability LTD
Lump Sum Eligible-to RRSP 124
Lump Sum Transferable-to EE
123
LumpSum NonEligible-RRSP 125
Market Adjustment 143
Mgmt Comp Time MGTC
Mgmt Discretionary MGLV
Mileage 131
Mileage Adjustment 152
Misc Hrly Rate no Pension 103
Miscellaneous Earnings 117
Miscellaneous Hourly Rate 104
Non-Paid NOPAY
Non-Retiring RRSP 128
Other Income (on T4A) 126
Overnight Hourly Rate 105
Overtime 112
Overtime - Casual 162
Overtime @ 1.5 142
Parental PARL
Personal LWOP PERS
Pre Paid Leave PPLP
Pregnancy Leave PREG
Premium 6% in lieu of bens 135
Premium 6% in lieu on OMERS
136
Prop Mgmt Hourly Rate M332
Prop Mgmt Pager M331
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Prop Mgmt Stat Pager M341
Prop Mgmt Supv Pager M333
Receptionist Hrly plus 5% 102
Regular 101
Responsibility Allowance 134
Retro Current Year 139
Retro Prior Years 140
Return to Work @ 66 2/3% RTWR
Return to Work Program RTWP
Return to Work Program Unpaid
RTWU
Safety Risk Discretionary Leav
SAFE
Salary Continuance 165
Secondment SECO
Seniority Hours SEN
Short Term Disability STD
Sick @ 66 2/3 SICR
Sick Casual SICK
Sick Certified CERT
Sick Leave for Benefit Calcs 121
Sick Leave Time 405
Sick Unpaid SICU
Special ED Approved SPE2
Special Leave SPE1
Special Leave Time 403
Special Sick Leave Time 407
Statutory Holiday hourly EE 111
Statutory Holiday regular EE 115
Sub Plan for Maternity Leaves
122
Suspension W/O Pay SUS2
Suspension With Pay SUSP
Taxable Benefit 118
Teacher Hourly Rate no 5% 108
Teacher Hourly Rate plus 5% 107
Union CASO Paid UN01
Union OPSEU Paid UN02
Vacation VAC1
Vacation for Sick VAC2
Vacation Time 401
Vacation Unpaid VAC3
Workplace Safety Ins Board 120
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3. APPENDIX 3 – DEDUCTION MASTER CODES
Deduction Code
Accidental Death & Dis EE 511
Accidental Death & Dis ER 551
Cookie Jar Fund 629
Deferred Salary 610
Dental EE 528
Dental ER 568
Dream Launchers 628
EHT - Kanata 693
EHT - Telesat Court 691
EHT - Vanier 696
Family Support 631
Garnishee 630
Group Life EE 510
Group Life ER 550
Health Spending Acct - EE 530
Health Spending Acct - ER 570
Long Term Disability EE 512
Long Term Disability ER 552
Major Medical EE 529
Major Medical ER 569
Miscellaneous Deduction 611
OMERS AVC 506
OMERS Brok Serv/Dis by Emp Ck 504
OMERS Buy Back 503
OMERS Deemed BS Earnings 543
OMERS Deemed BS Service 544
OMERS Deemed Dis Earnings 542
OMERS Disability PMT thru Pay 505
OMERS EE 502
OMERS ER 545
OMERS Pay Inc. during LV 549
OMERS Pension Adjustment 547
OMERS Service 548
OMERS YTD Pen Earnings 546
Optional Life EE 515
Optional Life Spousal EE 516
Pay Advance Received 509
Preferred Hospital EE 527
Preferred Hospital ER 567
Recreation Association 623
Retail Sales Tax EE 533
Retail Sales Tax ER 573
Short Term Disability EE 513
Short Term Disability ER 553
Social Club 624
Staff Association 616
Supervisors Association 620
Union Dues 614
Union YTD Earnings 654
United Way 627
WSIB Homes 689
WSIB Office 686
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4. APPENDIX 4 – PAYROLL SCHEDULES
Salaried 14 hours (SH14)
Salaried 21 hours (SH14)
Salaried 28 hours (SH28)
Salaried 35 hours (SH35)
Salaried 40 hours (SH40)
Salaried 42 hours (SH42)
Salaried 45 hours (SH45)
Salaried 48 hours (SH48)
Salaried 49 hours (SH49)
Salaried 50 hours (SH50)
Salaried 63 hours (SH63)
Salaried 70 hours (SH70)
Salaried 75 hours (SH75)
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5. APPENDIX 5 – PAYROLL GROUPS
Payroll Group Code
Counsel Casual LGCA
Counsel Perm FT LGFT
Counsel Perm PT LGPT
Counsel Temp FT LGTF
Counsel Temp PT LGTP
CPW/CYC Casual CPCA
CPW/CYC Perm FT CPFT
CPW/CYC Perm PT CPPT
CPW/CYC Temp FT CPTF
CPW/CYC Temp PT CPTP
Non-Paid (co-op student placements) NOPY
Other - Casual OTCA
Sr. Mgmt Casual MGCA
Sr. Mgmt Pem FT MGFT
Sr. Mgmt Perm PT MGPT
Sr. Mgmt Temp FT MGTF
Sr. Mgmt Temp PT MGTP
Staff Assoc Casual NUCA
Staff Assoc Perm FT NUFT
Staff Assoc Perm PT NUPT
Staff Assoc Temp FT NUTF
Staff Assoc Temp PT NUTP
Support Casual USCA
Support Perm FT USFT
Support Perm PT USPT
Support Temp FT USTF
Support Temp PT USTP
Supv Casual SUCA
Supv Perm FT SUFT
Supv Perm PT SUPT
Supv Temp FT SUTF
Supv Temp PT SUTP
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6. APPENDIX 6 – RATE TABLES
Table Formula Code Pay Deduction Description
ADD CP AD&D - CPW/CYC
ADD LG AD&D - Counsel
ADD MG AD&D - Senior Management
ADD NU AD&D - Staff Assoc.
ADD SU AD&D - Supervisors
ADD US AD&D - Union Support
COK1 Cookie Jar Fund (629) Cookie Jar Fund
CP06 Level 06 CPW/CYC
CP07 Level 07 CPW/CYC
CP08 Level 08 CPW/CYC
CPW1 Level CPW1 CPW/CYC
CPW2 Level CPW2 CPW/CYC
DENT CP Dental - CPW/CYC
DENT LG Dental - Counsel
DENT MG Dental - Senior Management
DENT NU Dental - Staff Association
DENT SU Dental - Supervisors
DENT US Dental - Union Support
DRM1 Dream Launchers (628) Dream Launchers
DUES CP Union Dues - CPW/CYC
DUES US Union Dues - Union Support
EHT Employer Health Tax
FND1 Foundation Rates
FND2 Foundation Rates
FPTR Foster Parent Training
HOSP CP Hospital - CPW/CYC
HOSP LG Hospital - Counsel
HOSP MG Hospital - Senior Management
HOSP NU Hospital - Staff Assoc.
HOSP SU Hospital - Supervisors
HOSP US Hospital - Union Support
HSA CP HSA - CPW/CYC
HSA LG HSA - Counsel
HSA MG HSA - Senior Management
HSA NU HSA - Staff Assoc.
HSA SU HSA - Supervisors
HSA US HSA - Union Support
LG10 Level 10 Legal Counsel
LIFE CP Group Life - CPW/CYC
LIFE LG Group Life - Counsel
LIFE MG Group Life - Senior Management
LIFE NU Group Life - Staff Association
LIFE SU Group Life - Supervisors
LIFE US Group LIfe - Union Support
LTD CP LTD - CPW/CYC
LTD LG LTD - Counsel
LTD MG LTD - Senior Management
LTD NU LTD - Staff Association
LTD SU LTD - Supervisors
LTD US LTD - Union Support
MCAH Child Prot After Hours Rates
MFAH Foster Care After Hours
MG11 Level 11 Senior Management
MG12 Level 12 Senior Management
MG13 Level 13 Senior Management
MG14 Level 14 Senior Management
MG15 Level 15 Senior Management
MILE Mileage
MM CP Medical - CPW/CYC
MM LG Medical - Counsel
MM MG Medical - Senior Management
MM NU Medical - Staff Association
MM SU Medical - Supervisors
MM US Medical - Union Support
MPAH Prop Mgmt & IT After Hours
MSAH Supv After Hours Rates
NU05 Level 5 Staff Assoc
NU06 Level 06 Staff Association
NU07 Level 07 Staff Association
NU08 Level 08 Staff Association
NU09 Level 09 Staff Association
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OMER OMERS
RECR Recreation Association (623) Recreation Association
RST Insurance Sales Tax
SH05 Overnight Hourly Rate
SH07 Teacher Hourly Rate plus 6%
SH10 Child Care Hourly plus 6%
SH12 Casual Union Rates plus 6%
SH13 Level 13 Non Union Casual 6%
SLTX Retail Sales Tax EE (533) Retail Sales Tax
SOCC Social Club
STAF Staff Association (616) Staff Association Dues
STD CP STD - CPW/CYC
STD LG STD - Counsel
STD MG STD - Senior Management
STD NU STD - Staff Association
STD SU STD - Supervisors
STD US STD - Union Support
SU08 Level 08 Supervisors
SU09 Level 09 Supervisors
SU10 Level 10 Supervisors
SUPR Supervisors Association (620) Supervisors Association
US03 Level 03 Union Support
US04 Level 04 Union Support
US05 Level 05 Union Support
US06 Level 06 Union Support
US07 Level 07 Union Support
US08 Level 08 Union Support
US09 Level 09 Union Support
WSIB WSIB Rates
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7. APPENDIX 7 – BENEFIT CLASSES
Code/Division Description
1 CPW/CYC
2 Senior Management
3 Union Support Services
4 Supervisors Non Union
5 Staff Association Non Union
6 Legal Staff Non Union
7 Temporary CPW/CYC
8 Temporary Union Support Services
9 Temporary Senior Management
10 Temporary Supervisors Non Union
11 Temporary Staff Association Non Union
12 Temporary Legal Staff Non Union
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8. APPENDIX 8 – LOCATIONS
Locations Location Code
Telesat Court 00 ( default)
Kanata 60
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9. APPENDIX 9 – CASO TEAMS/COST CENTRES/DEPARTMENTS
Team Department Description
100 Executive Office Executive Office
111 Executive Office Communications 1
112 Executive Office Communications 2
120 Executive Office QA & Organizational Development Man
121 Executive Office QA & Organizational Development 1
122 Executive Office QA & Organizational Development 2
131 Executive Office CPIN 1
132 Executive Office CPIN 2
133 Executive Office CPIN 3
150 Executive Office Corporate Services Management 1A
155 Executive Office Corporate Services Management 2A
200 Legal Services Legal Services Management
201 Legal Services Legal 1
202 Legal Services Legal 2
203 Legal Services Legal 3
204 Legal Services Legal 4
221 Legal Services Disclosure 1
222 Legal Services Disclosure 2
300 Finance & Administration Finance & Administration Management
301 Finance & Administration Finance and Administration Manageme
305 Finance & Administration Finance and Administration Manageme
310 Finance & Administration Accounts Management 1
311 Finance & Administration Finance & Administration 1
312 Finance & Administration Finance & Administration 2
313 Finance & Administration Finance & Administration 3
351 Finance & Administration Information Technology 1
352 Finance & Administration Information Technology 2
353 Finance & Administration Information Technology 3
361 Finance & Administration Records 1
362 Finance & Administration Records 2
371 Executive Office Centralized Services 1
372 Executive Office Centralized Services 2
381 Executive Office Administrative Services 1
382 Executive Office Administrative Services 2
391 Finance & Administration Office Services 1
392 Finance & Administration Office Services 2
395 Finance & Administration Property Management 1
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396 Finance & Administration Property Management 2
400 Human Resources Human Resources Management
410 Human Resources Human Resources 1
420 Human Resources Human Resources 2
430 Human Resources Human Resources 3
500 Services 1 Services Management 1
501 Services 1 Services Management 1A
511 Services 1 Family Visitation Program 1
512 Services 1 Family Visitation Program 2
513 Services 1 T Family Visitation Program 3
521 Services 1 Kanata 1
522 Services 1 Kanata 2
523 Services 1 Kanata 3
524 Services 1 Kanata 4
531 Services 1 VAW 1
532 Services 1 VAW 2
533 Services 1 VAW 3
534 Services 1 VAW 4
550 Services 1 Services Management 1B
551 Services 1 East 1
552 Services 1 East 2
553 Services 1 East 3
554 Services 1 East 4
571 Services 1 Volunteer Services 1
572 Services 1 Volunteer Services 2
581 Services 1 Preschool Services - Headstart 1
582 Services 1 Preschool Services - Headstart 2
600 Services 2 Services Management 2
601 Services 2 Services Management 2A
611 Services 2 Francophone 1
612 Services 2 Francophone 2
613 Services 2 Francophone 3
614 Services 2 Francophone 4
621 Services 2 West 1
622 Services 2 West 2
623 Services 2 West 3
624 Services 2 West 4
641 Services 2 Education and Youth Transitions 1
642 Services 2 Education and Youth Transitions 2
646 Services 2 Mental Health Support Services 1
647 Services 2 Mental Health Support Services 2
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650 Services 2 Services Management 2B
651 Services 2 Southeast 1
652 Services 2 Southeast 2
653 Services 2 Southeast 3
661 Services 2 Adolescent Protection 1
662 Services 2 Adolescent Protection 2
663 Services 2 Adolescent Protection 3
664 Services 2 Adolescent Protection 4
800 Services 3 Services Management 3
801 Services 3 Services Management 3A
811 Services 3 Intake 1
812 Services 3 Intake 2
813 Services 3 Intake 3
814 Services 3 Intake 4
815 Services 3 Intake 5
820 Services 3 After Hours Services
831 Services 3
832 Services 3
841 Services 3 Kinship & Adoption 1
842 Services 3 Kinship & Adoption 2
843 Services 3 Kinship & Adoption 3
844 Services 3 T Kinship & Adoption 4
845 Services 3 Kinship & Adoption 5
850 Services 3 Services Management 3B
851 Services 3 Foster Care 1
852 Services 3 Foster Care 2
853 Services 3 Foster Care 3
854 Services 3 Foster Care 4
861 Services 3 Resource CYC Services 1
862 Services 3 Resource CYC Services 2
871 Services 3 Placement & OPR Services 1
872 Services 3 Placement & OPR Services 2
Foundation Foundation
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10. Appendix 10 – MINIMUM OF REQUIRED CASO DATA FIELDS
Category Sub Category Field Description Effective Date Audit Trail HR Populates Payroll Populates ESS Accessible MSS Accessible
Y/N Y/N Y/N Y/N Y/N Y/N
BIO DETAILS NAME -TITLE
-LAST NAME
-FIRST NAME
-MIDDLE NAME
-FORMER NAME
BIO -SIN
-BIRTH DATE
-GENDER
FAMILY -NUMBER OF DEPENDANTS
-SPOUSE'S FULL NAME
-SPOUSE'S DATE OF BIRTH
-HOME ADDRESS STREET
-CITY
-PROVINCE
-POSTAL CODE
-COUNTRY
WORK STATUS -STATUS
-STATUS CHANGE DATE
-REASON
-HIRE DATE
-REHIRE DATE
-SERVICE DATE
ENTITLEMENTS -BENEFIT DATE
-BENEFIT CLASS
-WORKERS COMPENSATION
-ANNIVERSARY DATE
-SENIORITY DATE
CONTACTS -MAILING ADDRESS STREET
-CITY
-PROVINCE
-POSTAL CODE
-OFFICE ADDRESS STREET
-CITY
-CITY
-PROVINCE
-POSTAL CODE
PHONE AND EMAIL -HOME PHONE
-OFFICE PHONE
-CELL PHONE
-EMAIL ADDRESS
-PERSONAL EMAIL ADDRESS
-ALTERNATE EMAIL ADDRESS
EMERGENCY -CONTACT NAME
-RELATIONSHIP
-LANGUAGE
-DAY PHONE
-EVENING PHONE
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Category Sub Category Field Description Effective Date Audit Trail HR Populates Payroll Populates ESS Accessible MSS Accessible
Y/N Y/N Y/N Y/N Y/N Y/N
REMINDERS - various inputs
EDUCATION - inputting degrees/diplomas
IMMUNIZATION - input Hepatitus B
SKILLS - input mentorship, bilingual, additional languages
DOCUMENTS Input documents received
BENEFITS DESIGNEES -NAME
-DESIGNEE ID
-RELATIONSHIP
-DATE OF BIRTH
ENROLMENT -BENEFIT NAME
-COVERAGE
-START DATE
-STOP DATE
-PAYROLL DEDUCTIONS START DATE
-PAYROLL DEDUCTIONS STOP DATE
-REASON
BENEFICIARIES -NAME
-PERCENT
-TYPE
-DOC ON FILE
PAYROLL COST CENTRES -COST CENTRE NUMBER
-PERCENTAGE
-START DATE
-STOP DATE
DIRECT DEPOSIT -PROCESSING TYPE
-TRANSIT ROUTING #
-BANK ACCT NUMBER
-PRENOTE DATE
-DEPOSIT TYPE
DEDUCTIONS -DEDUCTION CODE
-START DATE
-STOP DATE
-AMOUNT/RATE
-CUMULATIVE LIMIT
PAYS -PAY CODE
-START DATE
-STOP DATE
-AMOUNT/RATE
EMPLOYEE SCHEDULE -START DATE
-STOP DATE
-SCHEDULE CODE
ORGANIZATION - Effective date
- Unit
- Location
- Affiliation
- Manager ID
- Organization Payroll Reason
- Employment Type
- Payroll Group
- Tax Group
POSITION SALARY Effective date
Period
Standard hours
pay cycle
Level
Step
Reason
Employment Type
Pay type
Position - add position
This is through the
Enrolment section.
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11. APPENDIX 11 – SAMPLE OF KEY REPORTS Exhibit A
Exhibit B
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Exhibit C
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Exhibit D
INTAKE POD
COTT Intake 1
NAME-
10085
COTT Intake 2
NAME-
10107
COTT Intake 3
NAME-
(B) 10096
COTT Intake 4
NAME- (B) 10585
T.I.
(B) 10087
NAME
T.I.
10094
NAME
T.I.
(B) 10089
NAME
(B) 10486 – Floater
NAME
T.I.
(B)10080
NAME
T.I.
(B) 10090
NAME
T.I.
(B) 10088
NAME
10495
NAME
T.I. / SDR
(B) 10093
NAME
T.I.
10092
NAME
T.I.
10091
NAME
10496
NAME
SDR
10079
NAME
SDR
(B) 10084
NAME
SDR
VACANT
(B) 10526
(B) 10493 – Floater
NAME
SDR
10105
NAME
SDR
(B) 10082 NAME
SDR
VACANT
(B) 10519
(B) 10494 – Floater
NAME
T.I/SDR
(B) 10083
SDR
10516
SDR
10081
10487 – Floater
NAME
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Vacancies (Active staffing action)– blue Floater in temporary assignment - Yellow Contract Backfilling LOAs – green Permanent Positions ON HOLD – pink Non Established Position (not included in budget)- purple (RGB 204/153/255)
NAME NAME NAME
SDR
10528
NAME
SDR
(B) NE 275
VACANT
Family Finding
(B) NE 0080
NAME
Community Links
NE 110
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12. APPENDIX 12 – SAMPLE OF INTERFACE FILES TO GENERAL
LEDGER
Sample from interface file created for payroll dollars (file has 2155 lines – “transaction_number”
column)
Sample from interface file created for payroll units (file has 488 lines –“transaction number” column)
source category_name batch_name batch_description accounting_date amount_dr amount_cr gl_company gl_fund gl_program gl_account gl_location gl_team gl_child_id gl_case_id gl_future transaction_number description
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 3167.57 0 24 70 270 4129 0 581 2106 3403 Duck Daffy;70.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 289.17 0 24 70 270 4142 0 581 2107 3039 Bunny Bugs;15.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 930.16 0 24 70 270 4142 0 581 2108 3475 Rubble Barney;48.25
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 115.67 0 24 70 270 4142 0 581 2109 3672 Rubble Betty;6.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 43.38 0 24 70 270 4142 0 581 2110 3739 Flintstone Fred;2.25
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 588 0 24 70 270 4143 0 581 2111 2620 Flintstone Wilma;42.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 2426.06 0 24 70 270 4167 0 581 2112 1497 Pussycat Sylvester;70.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 2426.06 0 24 70 270 4167 0 581 2113 3127 Simpson Homer;70.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 2107.49 0 24 70 270 4167 0 581 2114 3704 Simpson Marge;70.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 227.55 0 24 70 270 4214 0 581 2115 1497 Pussycat Sylvester;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 55.57 0 24 70 270 4214 0 581 2116 2620 Flintstone Wilma;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 22.21 0 24 70 270 4214 0 581 2117 3039 Bunny Bugs;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 227.55 0 24 70 270 4214 0 581 2118 3127 Simpson Homer;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 299.13 0 24 70 270 4214 0 581 2119 3403 Duck Daffy;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 86.21 0 24 70 270 4214 0 581 2120 3475 Rubble Barney;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 5.83 0 24 70 270 4214 0 581 2121 3672 Rubble Betty;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 216.37 0 24 70 270 4214 0 581 2122 3704 Simpson Marge;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 2.19 0 24 70 270 4214 0 581 2123 3739 Flintstone Fred;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 234.9 0 24 70 270 4254 0 581 2124 1497 Pussycat Sylvester;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 56.1 0 24 70 270 4254 0 581 2125 2620 Flintstone Wilma;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 234.9 0 24 70 270 4254 0 581 2126 3127 Simpson Homer;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 343.49 0 24 70 270 4254 0 581 2127 3403 Duck Daffy;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 205.76 0 24 70 270 4254 0 581 2128 3704 Simpson Marge;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 31.14 0 24 70 270 4255 0 581 2129 1353 Simpson Bart;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 31.13 0 24 70 270 4255 0 581 2130 1497 Pussycat Sylvester;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 31.13 0 24 70 270 4255 0 581 2131 3127 Simpson Homer;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 40.65 0 24 70 270 4255 0 581 2132 3403 Duck Daffy;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 166.6 0 24 70 270 4258 0 581 2133 1353 Simpson Bart;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 68.02 0 24 70 270 4258 0 581 2134 1497 Pussycat Sylvester;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 35.28 0 24 70 270 4258 0 581 2135 2620 Flintstone Wilma;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 68.02 0 24 70 270 4258 0 581 2136 3127 Simpson Homer;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 71.28 0 24 70 270 4258 0 581 2137 3403 Duck Daffy;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 126.45 0 24 70 270 4258 0 581 2138 3704 Simpson Marge;0.00
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 0 806785.3 24 1 0 1002 0 0 2139
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 0 700 24 1 0 1221 0 0 2140
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 0 601.66 24 1 0 2020 0 0 2141
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 0 247376.86 24 1 0 2022 0 0 2142
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 0 47149.07 24 1 0 2023 0 0 2143
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 0 121617.96 24 1 0 2024 0 0 2144
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 0 25446.55 24 1 0 2026 0 0 2145
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 0 243203.5 24 1 0 2028 0 0 2146
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 0 88268.59 24 1 0 2030 0 0 2147
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 0 60 24 1 0 2034 0 0 2148
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 0 12620.18 24 1 0 2040 0 0 2149
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 0 194 24 1 0 2042 0 0 2150
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 0 95 24 1 0 2044 0 0 2151
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 0 1660 24 1 0 2046 0 0 2152
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 0 705 24 1 0 2048 0 0 2153
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 0 83.34 24 1 0 2049 0 0 2154
Manual Payroll 24_PAY_20180324 Pay Upload 24-Mar-18 0 10299.33 24 1 0 2050 0 0 2155
source category_name batch_name batch_description accounting_date amount_dr amount_cr gl_company gl_fund gl_program gl_account gl_location gl_team gl_child_id gl_case_id gl_future transaction_number description
Manual Payroll 24_UN_20180324 Pay Upload 24-Mar-18 70 0 24 99 270 4129 0 581 479 3403 Duck Daffy;70.00
Manual Payroll 24_UN_20180324 Pay Upload 24-Mar-18 15 0 24 99 270 4142 0 581 480 3039 Bunny Bugs;15.00
Manual Payroll 24_UN_20180324 Pay Upload 24-Mar-18 48.25 0 24 99 270 4142 0 581 481 3475 Rubble Barney;48.25
Manual Payroll 24_UN_20180324 Pay Upload 24-Mar-18 6 0 24 99 270 4142 0 581 482 3672 Rubble Betty;6.00
Manual Payroll 24_UN_20180324 Pay Upload 24-Mar-18 2.25 0 24 99 270 4142 0 581 483 3739 Flintstone Fred;2.25
Manual Payroll 24_UN_20180324 Pay Upload 24-Mar-18 42 0 24 99 270 4143 0 581 484 2620 Flintstone Wilma;42.00
Manual Payroll 24_UN_20180324 Pay Upload 24-Mar-18 70 0 24 99 270 4167 0 581 485 1497 Pussycat Sylvester;70.00
Manual Payroll 24_UN_20180324 Pay Upload 24-Mar-18 70 0 24 99 270 4167 0 581 486 3127 Simpson Homer;70.00
Manual Payroll 24_UN_20180324 Pay Upload 24-Mar-18 70 0 24 99 270 4167 0 581 487 3704 Simpson Marge;70.00
Manual Payroll 24_UN_20180324 Pay Upload 24-Mar-18 0 31213.59 24 99 10 4141 0 0 488 Offset Units
