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HR/Payroll Software Selection

Demonstration Scripts

This document is provided as a convenience for audience use and does not represent the entire set of information to the vendors as part of the RFP process.

The following 28 scripts were provided to both vendors – Oracle (PeopleSoft) and Workday – to demonstrate their software solution for the A&M System. Each day’s agenda includes the Script number to include in the session’s presented topic.

All software presentations must represent functionality found in the baseline functionality of the proposed solution(s). The vendor may use their product tools and configurations, but not software modifications, to demonstrate the scripted scenarios and specified functionality and features. Any modification or enhancement that would be necessary to provide functionality or features stated in the vendor’s response to the RFP must be clearly identified during the demonstration sessions. Where non-baseline functionality is used to support a demonstration script, the software product must be identified during the execution of the script (example, a third party reporting tool or third party timekeeping system). Vendor shall not demonstrate any functionality that is not currently available or that has not already been accounted for in the vendor’s Cost Proposal. Cost proposal information should not be revealed in the Software Demonstration; however, vendor may indicate that any functionality currently not available to be demonstrated will be available in a future release of the product.

Demonstration Instructions

Page | 2 Audience Convenience Document Updated 1/16/2015

Table of Contents

DEMONSTRATION AGENDAS .............................................................................................................................. 3 DEMONSTRATION SCRIPT OBJECTS ..................................................................................................................... 7 DEMONSTRATION SCRIPT LOCATION REFERENCES ............................................................................................... 9

Script 1 – Navigation and User Interface ................................................................................................................ 10 Script 2 – Employee Self Service (ESS) .................................................................................................................... 11 Script 3 – Manager Self Service (MSS) .................................................................................................................... 12 Script 4 – Day in the Life: Staff ................................................................................................................................ 13 Script 5 – Day in the Life: Faculty ............................................................................................................................ 14 Script 6 – Day in the Life: Graduate Assistant (Foreign National) ......................................................................... 15 Script 7 – Hosting Solution ...................................................................................................................................... 17 Script 8 – Access Security ........................................................................................................................................ 18 Script 9 – Reporting ................................................................................................................................................ 19 Script 10 – Workflow ............................................................................................................................................... 20 Script 11 – Payroll Administration ........................................................................................................................... 21 Script 12 – Research Time and Effort ...................................................................................................................... 23 Script 13 – Faculty Administration .......................................................................................................................... 24 Script 14 – Learning Management .......................................................................................................................... 25 Script 15 – Recruitment and Applicant Tracking .................................................................................................... 27 Script 16 – Onboarding ............................................................................................................................................ 28 Script 17 – Offboarding ........................................................................................................................................... 29 Script 18 – Time Tracking ........................................................................................................................................ 31 Script 19 – Leave Management ............................................................................................................................... 33 Script 20 – Benefits .................................................................................................................................................. 34 Script 21 – Retirement ............................................................................................................................................. 36 Script 22 – HR Administration ................................................................................................................................. 37 Script 23 – Position Management General.............................................................................................................. 38 Script 24 – Position Organization ........................................................................................................................... 39 Script 25 – Compensation Management ................................................................................................................. 40 Script 26 – Talent Management .............................................................................................................................. 41 Script 27 – Performance Management ................................................................................................................... 42 Script 28 – Financial System Overview ................................................................................................................... 44



Demonstration Agendas

TAMUS HCM System Demonstration Agenda Day 1

Rudder Tower, Room 301, 8:30 a.m. – 5:00 p.m.

Topic Time Target Audience

1: User Experience Lab, Rudder 302 8:30 – 5:00 All

2: Company & Product Overview Executives, Faculty, Staff, Managers, Dept HR Admins

Unscripted Product Overview 8:30 – 9:45

Script 1 – Navigation and User Interface 9:45 – 10:30

3: Break 10:30 – 10:45

(cont.) Company & Product Overview

Script 2 – Employee Self Service 10:45 – 11:45 Executives, Faculty, Staff, Managers, Dept HR Admins

Script 3 - Manager Self Service 11:45 – 12:30

4: Lunch 12:30 – 1:30

5: User Experience

Script 4 – Day in the Life: Staff 1:30 – 2:15 Faculty, Staff, Managers, Dept HR Admins

Script 5 – Day in the Life: Faculty 2:15 – 2:45

Script 6 – Day in the Life: Graduate Assistant 2:45 – 3:30

6: Break 3:30 – 3:45

7: Finance Finance, Budget, Payroll Admins

Script 28: Financial System Overview 3:45 – 5:00

Special Instructions

Topic 1 An adjacent meeting room, Rudder 302, will be available with tables and chairs and internet access for the vendor to provide informal Q&A with administrators and employees and can be used to provide hands-on demonstrations to users.

Topic 2

For the Unscripted Product Overview, demonstrate the product as you deem most appropriate. This overview is intended to be high level to show the main features and usability of your product. Provide company background and a brief overview of your HCM software product. Discuss how other higher education clients are using your product.

Topic 7

This session is to demonstrate your Financial system which currently is outside the scope of the HCM replacement project; however, it is TAMUS’ intent to do a future replace of the current legacy Financial system. Vendor should allow time for interactive participation from the audience and allow time for questions.




Rudder Tower, Room 301, 8:00 a.m. – 5:00 p.m.


(continued from Day 1) User Experience Lab

Rudder Tower 302

8:30 – 4:00 All

1: Hiring

HR, Dept HR Admins Script 15 - Recruitment and Applicant Tracking 8:00 – 8:45

Script 16 - Onboarding 8:45 – 9:15

Script 17 - Offboarding 9:15 – 9:45

2: Break 9:45 – 10:00

3: Leave & Time Management HR, Payroll, Dept HR Admins

Script 19 - Leave Management 10:00 – 11:00

Script 18 - Time Tracking 11:00 – 12:00

4: Lunch (on your own) 12:00 – 1:00

5: Position Management

HR, Payroll, Dept HR Admins

Script 23 - Position Management General 1:00 – 1:45

Script 24 - Position Organization 1:45 – 2:00

Script 25 - Compensation Management 2:00 – 2:45

6: Break 2:45 – 3:00

7: Payroll Payroll

Script 11 – Payroll Administration 3:00 – 5:00


Topic - All Vendor should allot a minimum of 5 minutes at the end of each topic for questions.




Evans Library, Room 204, 8:00 a.m. – 5:00 p.m.


1: HR Administration HR, Dept HR Admins

Script 22 - HR Administration 8:00 – 8:45

2: Talent & Performance

HR, Dept HR Admins Script 26 - Talent Management 8:45 – 9:15

Script 27 - Performance Management 9:15 – 9:45

3: Break 9:45 – 10:00

4: Faculty Administration Faculty Admins, PI’s, HR, Dept Admins

Script 13 - Faculty Administration 10:00 – 11:00

Script 12 - Research Time and Effort 11:00 – 12:15

5: Lunch (on your own) 12:15 – 1:15

6: Benefits HR, Benefits Administrators

Script 20 – Benefits 1:15 – 3:15

Script 21 - Retirement 3:15 – 3:45

7: Break 3:45 – 4:00

8: Learning 4:00 – 5:00 HR, Training Admins

Script 14 – Learning Management 4:00 – 5:00


Topic - All Vendor should allot a minimum of 5 minutes at the end of each topic for questions.




Memorial Student Center, Room 1400, 8:30 a.m. – 2:30 p.m.


1 - Hosting Solution Services

IT, CIO’s Script 7 - Hosting Solution 8:30 – 9:30

Script 8 - Access Security 9:30 – 10:00

2 – Break 10:00 – 10:15

3 - Workflow and Reporting 10:15 – 11:30

IT/Developers and DW Script 10 - Workflow 10:15 – 11:00

Script 9 - Reporting 11:00 – 11:30

4 – Wrap-up Q&A 11:30 – 12:00 All, Evaluation Team


Topic - All Vendor should allot a minimum of 5 minutes at the end of each Topic for questions.

Topic 4 Optional 30 minutes provided for vendor, audience and/or Evaluation Team Q&A if needed.



Demonstration Script Objects Demonstration scripts have been included that are to be executed in the order documented on the agendas and within the allowable time schedule. In some cases, the same step(s) will be included in different scripts; . this occurs because that particular functionality needs to be viewed by the attendees of the functional area being demonstrated who have not necessarily attended other functional areas where that script was also demonstrated. Vendors should pre-configure their demonstration software to accommodate the particular characteristics of each script. For example, where a script references a particular named object, shown below, such as an employee name (e.g. Jim Smith, Dr. Jones) or location (e.g. TEES), the vendor must use those named objects in the execution of the script. Where the named objects are generic (e.g. HR Recruiter, Benefits Manager), those objects may be demonstrated in any way the vendor deems most appropriate. All terms used in the description of the scripts are either general in nature or specific to the related business process. Where a particular term might need clarification, that term was defined in the ‘Glossary of Terms and Acronyms’ section of the RFP, and a list of organization/location acronyms is on page 12 of this script document.

Object Name Object type Affiliation Reports To Script Where

Used

A&M Care J Plan Benefit Plan TAMUS NA 6

AL-RSCH System Member NA NA

AGRSEC Security Group NA NA 8

Alan Employee Forest Ranger AL-RSCH Ken 10, 18, 23

ALLSECR Security Group NA NA 8

ALLSECU Security Group NA NA 8

Assertiveness Training Training Course TAMUS NA 4, 14

Benefits Administrator Central HR Role None NA 20, 21

Brian Employee, Clerk III NA NA 22

Carol Employee, HR Admin AL-RSCH NA 10, 22

Clerk III Position TAMU NA 26

Compensation Manager Central HR Role None NA 25

Director Employee, Department Head TEES NA 24

Dr. Argon Employee, Assistant Professor

None NA 5, 12, 13

Dr. Jones Employee, Faculty and Ticker Taker

TAMU NA 11, 12, 17, 21

Elizabeth Employee TFS NA 15

Engineering Researcher Employee TEES NA 11

Financial Assistant Employee, TEES Jeff Martin 4

Grad Plan Benefit Plan TAMUS NA 6

HR Administrator Central HR Role TAMU NA 6, 10, 16, 18, 22

HR Recruiter Central HR Role TAMU NA 15

Jeff Martin Employee, Manager TEES NA 4

Jim Smith Applicant and Employee TEES Jeff Martin 4, 9

Joann Employee TEES Noreen 10, 27



Object Name Object type Affiliation Reports To Script Where

Used

John Employee, Purchasing AL-RSCH Ken and Alan 19, 23

Keith Employee, Receiving Assistant

TEES Noreen 22

Ken Employee, Hiring Manager and DB Administrator

AL-RSCH Louis 10, 15, 18, 23, 27

Levi Employee, Department Head TAMU President 27

Li Cheung (Foreign National)

Employee, Graduate Assistant

TAMU NA 6

Louis Employee, Manager AL-RSCH NA 18, 27

Marco Visiting Scholar (not paid employee)

UC Berkley / TAMU

NA 13

Maria Employee, HR Departmental Administrator

TAMU Levi 27

Noreen Employee, Hiring Manager TEES Director 10, 15, 19, 27

Office of BioSafety Department TAMU NA 14

Paul Employee, Purchasing NA Peter and Louis 17, 18, 22, 27

Peter Employee, Manager NA NA 27

Project Manager Open Position NA NA 26

Ramon Visiting Scholar (not paid employee)

Harvard / TAMU

NA 13

Raul Employee, Staff Assistant None Dr. Argon 5, 13, 17

Ringo Employee, Purchasing TEES NA 9, 22

Scott Employee, Bus Driver NA NA 22

Sharif Bishara (Foreign National)

Employee, Data Analyst TEES Noreen 16, 19

TAMU System Member NA NA 5, 6, 11, 12, 13, 16, 17, 19, 21,22, 27

TAMUCC System Member NA NA 16

TEES System Member NA NA 4, 9, 10, 11, 15

TEESSEC Security Group NA NA 8

TEEX System Member NA NA 19

TFS System Member NA NA 15

TTI System Member NA NA 19

University Librarian Employee TAMU NA 11



Demonstration Script Location References

Below is a list of the organization / location entities within The Texas A&M University System that may be referenced in the scripts; collectively, these are referred to as ‘System Members’.

Name Acronym Entity

Texas A&M University System TAMUS Entire Organization

Texas A&M AgriLife Research AL-RSCH State Agency

Texas A&M Transportation Institute TTI State Agency

Texas A&M Engineering Extension Service TEEX State Agency

Texas A&M Engineering Experiment Station TEES State Agency

Texas A&M Forest Service TFS State Agency

Texas A&M University at Galveston TAMUG University

Texas A&M University Health Science Center HSC University (Medical)

Texas A&M University - Corpus Christi TAMUCC University

Texas A&M University - Kingsville TAMUK University

Texas A&M University - Central Texas TAMUCT University

Texas A&M International University TAMIU University

Texas A&M University - College Station TAMU University

Texas A&M University - Texarkana TAMUT University

Texas A&M University - San Antonio TAMUSA University

Prairie View A&M University PVAMU University

Texas A&M University - Commerce TAMUC University

System Offices SO Adminstrative Offices

Tarleton State University TARLETON University

Texas A&M Veterinary Medical Diagnostic Laboratory TVMDL State Agency

West Texas A&M University WTAMU University

Texas A&M AgriLife Extension Service AL-EXT State Agency

Texas A&M Sponsored Research SRS State Agency



Script 1 – Navigation and User Interface

Script Demographics

Functional Area Navigation and User Interface

Script Description Show the general navigation and user interface features of your software.

Assumptions The features should work the same whether the user operates a Windows device or a Macintosh device. If there are situations where device standards change how the user operates the system or how their view is changed, describe and point out those differences during the demo where they are applicable.

Script Steps

Step Action

01 Walk through the system to demonstrate how screens look and operate. Show general navigation. Also show how a user can customize their screens or their navigation options to be specific to their needs.

02 Show how and where online help can be accessed. Demonstrate how you support context sensitive help.

03 Show how the system communicates error messages to the user.

04 Show how spell checking can be accomplished on user entered text fields.

05 Show hot key capabilities, if available.

07 Demonstrate drill down capabilities of the system.

08 Demonstrate how documents can be attached to an employee record.

09 Show how electronic approvals are performed in the system.

10 Show how your system can be accessed on an iPad.

11 Show how your system can be accessed on a smart phone.



Script 2 – Employee Self Service (ESS)

Script Demographics

Functional Area Employee Self Service

Script Description Demonstrate the capabilities of the ESS system

Assumptions Employee can view and take action on only their records and events.

Script Steps

Step Action 01 Demonstrate the multiple ways an employee can access ESS (PC, cell phone, other).

02 Demonstrate how the employee views their own pay-related events, e.g. check stub, deductions, gross pay, W-4, etc.

03 Demonstrate how the employee updates their own record, e.g., direct deposit information.

04 Demonstrate how an employee submits a request for time off and how that request is routed for approval.

05 Demonstrate how an employee registers for an employee training course.

06 Demonstrate how the employee reviews his/her own insurance benefits coverage.

07 Demonstrate the notification process to employees and the functionality of insurance open enrollment.

08 Demonstrate the employee selecting an optional vision insurance plan during open enrollment.

08 Show how an employee can change his/her address from Texas (no state taxes) to Minnesota (state taxes). Show how the system automatically edits the employee’s master record and payroll records for taxing.

09 Demonstrate how an employee changes their W4 information and how the system is updated with that change.

10

An employee has multiple positions in two different System Members. Show what they can see in ESS regarding their:

a) pay history b) leave balances c) leave requests for the two positions d) combined System employment history.

11 Demonstrate how the employee can view and acknowledge their position description.

12 Demonstrate other features of the ESS system as deemed appropriate.



Script 3 – Manager Self Service (MSS)

Script Demographics

Functional Area Manager Self Service

Script Description Demonstrate the capabilities of the MSS

Assumptions Manager can view and take some actions for employees within their direct line of supervision but not another manager’s employees.

Script Steps

Step Action 01 Demonstrate how a manager submits a requisition for a position.

02 Demonstrate how a manager requests a new hire be added to organization.

03 Demonstrate how a manager views a list of their direct-report employees.

04 Demonstrate how a manager views an employee’s hours-to-date and earnings-to-date.

05 Demonstrate how a manager views a work schedule of their employees, both scheduled work times and requested time off.

06 Demonstrate how a manager views an employee’s position description.

07 Demonstrate how a manager submits a job transfer for an employee.

08 Demonstrate how a manager requests changes to an employee’s compensation with a routing and approval process.

09 Demonstrate how a manager requests changes to employee job information.

10 Demonstrate how a manager submits resignation/terminations of an employee.

11 Demonstrate how a manager requests a pay adjustment (off merit cycle) for an employee.

12 Demonstrate how a manager reviews and approve time off requests.

13 Demonstrate how a manager can produce reports on their employees’ master data fields not marked as confidential.

14 Demonstrate how a manager submits progressive disciplinary actions for tracking.

15 Demonstrate how a manager would complete and route a performance evaluation.

16 Demonstrate how a manager is notified that they have information waiting for them in their MSS.

17 Demonstrate how a manager views the employee’s hours-to-date and earnings-to-date.

18 Demonstrate how a Manager with an employee in multiple positions (reporting to multiple managers) is aware of the other positions when they look up the employee in MSS. Show how the Manager approves Leave requests for the employee when the request impacts another position.



Script 4 – Day in the Life: Staff

Script Demographics

Functional Area All

Script Description This script is intended to walk through the life cycle of an employee process, starting with recruitment and ending with termination. Note that the script includes action steps from the employee’s point of view.

Assumptions Because this script is executed on a single day during the demonstration schedule, the built in system clock will not allow for the passage of time intended to be covered in the script (e.g. hired in one year, promoted in another year, terminated in another year). Therefore, the vendor may make use of pre-configured conditions to represent time as they see fit or represent this time as they deem appropriate.

Script Steps

Step Action

01 Jim Smith views available job vacancy postings at TAMUS. He applied for and was selected for a Financial Assistant position at TEES.

02 Jim receives the offer of employment and accepts the offer. Jim is guided through the new hire process through Onboarding (include all ESS functions that are part of a best practice new hire process).

03 Jim views the available employee benefits and decides to talk with his wife before making decisions.

04 Jim and his wife made their decisions regarding benefits coverage, so Jim uses ESS to select medical insurance, optional dental and vision, and life insurance at three times (3 x ) his annual salary.

05 Jim has now been working for two years and uses ESS to manage all his HR information. Show how Jim can look up his paystub and see what he got paid on his most recent check and year-to-date.

06 Jim is interested in developing his skills. He reviews available courses in Learning Management and registers for Assertiveness Training and receives a confirmation notification.

07 Jim submits a request for 10 working days of vacation Leave for a trip to the Bahamas and how the request is routed and approved.

08 Jim’s wife calls and tells them they are having a baby. Jim looks up Employee Only and Employee and Family benefits information and notices a cost increase. He decides to get a better job to pay for this; so he peruses the internal job board for other opportunities at TAMUS.

09 Jim’s performance evaluation is due. Show how his manager Jeff Martin begins a performance evaluation process and what Jim will see in the system.

10 Jim’s baby girl is born and he now adds her as a dependent for medical insurance coverage through ESS and uploads the birth certificate as prompted for dependent eligibility verification.

11 Jim takes a new position with the University of Texas (another state agency) Demonstrate the termination and Offboarding process for Jim, including zeroing vacation leave balance rather than paying out in a lump sum since the hours begun a starting balance at the new state employer.



Script 5 – Day in the Life: Faculty

Script Demographics

Functional Area Faculty Administration

Script Description This script is intended to walk through the life cycle of an employee process, starting with recruitment and ending with termination. Note that the script includes action steps from the faculty’s point of view.


Script Steps

Step Action

01

Dr. Argon views available job postings and applies for a tenure-track Assistant Professor in the Department of Anthropology at TAMU. He meets the requirements of PhD in DNA analysis and post-doctoral researcher in an ancient DNA laboratory, prior teaching experience, research publications and success in obtaining grants for research. Demonstrate how Dr. Argon can apply for this position and submit cover letter, CV, teaching evaluations, publications and three references.

02 Dr. Argon is the selected applicant and offered the positions. Dr. Argon accepts the position. Dr. Argon is guided through the new hire process through Onboarding (include all ESS functions that are part of a best practice new hire process).

03 Dr. Argon is an Assistant Professor on tenure-track. He just completed a research publication. Show how he can update his record on the publication. Show how other management employees can view / track this information on faculty.

04 Dr. Argon is ORP eligible (Optional Retirement Plan) and has 90 days from his date of hire to select his ORP vendor plan. He receives a workflow notice in ESS that he has 10 days left.

05 Dr. Argon is also a PI for a research project and accesses the system to assure he is flagged as a PI and the sponsored contract information is correct.

06 Dr. Argon’s daughter is participating in a piano recital at school the next day. He submits 2 hours sick time off which can be used for educational activity leave; and the time off is approved by his Department Head.

07 Dr. Argon receives notification through MSS that his staff assistant Raul submitted a timesheet for the prior week. Dr. Argon reviews and approves the timesheet.

08 Dr. Argon is 10% effort a sponsored project with AL-RSCH and access the system to assure his effort documentation.

09 Dr. Argon is PI on a sponsored project with four employees who have not certified their effort for the past certification period. Show how Dr. Argon is notified of the omission

10 Dr. Argon receives notification that annual evaluation has been performed by his Department Head. Dr. Argon receives notification to review.

11 Dr. Argon submits his resignation in the middle of a six month certification period; since he is PI eligible, notification is sent to his Department Head as part of the Offboarding process.



Script 6 – Day in the Life: Graduate Assistant (Foreign National)

Script Demographics

Functional Area Recruitment, On-boarding, Employment Eligibility, and I-9 processing.

Script Description This script is intended to walk through specific onboarding and employment processes associated with employing a Graduate Assistant who is a foreign national.


Script Steps

Step Action

01

Li Cheung, a foreign national from China, has applied for a position as a graduate assistant in the College of Engineering at TAMU. The HR Administrator searches the system to determine whether Li has ever worked for the TAMUS system. There is no record of any previous employment. The HR Administrator updates the application with this information.

02 She is offered the job. Show how the system will notify her to begin the background check process (this may be a 3rd party vendor).

03 Li completes the background check requirements.

04

The HR Administrator gets a notification that Li’s background check forms are submitted. Show how the system tracks the background check so that the department can see when it has been cleared, but not see the background check details.

05

The Hiring Department needs to confirm that Li is eligible to work. As a J-1 Sponsored student, Li cannot be hired until approval is received from Sponsored Student Programs (SSP) and International Student Services (ISS) in TAMU. Show how Li’s information is automatically routed to these departments and her work authorization is approved. Show how the system is updated to reflect this. (Note - non-sponsored students do not have to get approval from SSP and ISS. Discuss how your system would detect this difference and how the workflow would be impacted.)

06

Because Li is a J-1 student, she must receive written authorization from ARO/RO on a yearly basis. When Li is entered as an employee, show how the system automatically sets up this reminder based on her J-1 foreign student status flag.

07 Li does not have a social security number. Show what the system requires of her instead and how it uses a non-US SSN as an identifier in the HR, Benefits, and Payroll systems.

08

Li completes Section 1 of the I-9. She uploads electronic copies of the required documentation that accompanies the electronic I-9 system. When complete, send a notification to the HR Administrator to complete Section 2. Show the I-9 process and how it integrates with Onboarding.

09 The Engineering Department needs to complete the E-Verify process for LI. Show how the system will use the I-9 data to populate the E-Verify data.

10

Per regulations, students are eligible to work 30 days prior to the start of class. Li’s hire date is accidentally entered 40 days before the start of school. Show how your system prevents this hire date from being entered.



11

All international graduate students on a J1 visa are required to have health insurance through The Texas A&M University System. They may select between the Grad Plan or the A&M Care J Plan for this coverage. Show how she selects the Grad Plan.

12 Show how the system can be used to notify the federal Student and Exchange Visitor Information System (SEVIS) that Li is employed with TAMU.

13

Show how her Form 1042-S is electronically stored with her record. Also show how the system maintains the required information to produce the IRS Form 1042 or total for Form 1042.

14 Show how taxes are applied for Social Security and Medicare taxes in Li’s foreign national status.

15

Payroll needs to process Li’s taxes according to the US – China tax treaty associated with her status. Explain how tax treaty information is applied in your system. (Currently TAMU uses a third party nonresident alien tax program called Glacier for foreign national taxes).

16 Later Li becomes a US citizen. Show how Li updates her record in ESS to document this status change and the system automatically notifies HR of this change.

17

Show how all the attachments Li provided in ESS (visa, driver’s license, background check, SSN, Form 1042 and any others) associated with her hiring record can be viewed by her supervisor except for the background check form which is secured from access.



Script 7 – Hosting Solution

Script Demographics

Functional Area Hosting Solution

Script Description Discuss / show your technology base, recovery systems, and other infrastructure features.

Assumptions Assumes either a Hosted or Software-as-Service approach

Script Steps

Step Action 01 Describe your general technology platform / database / services.

02 Discuss the hosting services.

03 Demonstrate how your system analyzes user access for segregation of duties.

04 Discuss / show how your system tracks user logins. Can log-in tracing to be turned on / off by the user (TAMUS IT)? If so, how does the user configure, analyze, and report on results?

05 In your hosted environment, describe how multi-tenant occupancy is handled. TAMU’s preference is to not mix physical infrastructures (separate server and separate VM).

06 Discuss the database system and/or data persistence layer used for the HCM software application. Disclose and discuss any special features or functions of the database or persistence layer used or required by your software application. Briefly discuss any database licensing required.

08 Discuss your approach to providing a high availability solution. Discuss standards and definition of high availability.

09 Describe your transition services if we decide to terminate hosted services later.

10 Discuss your disaster recovery process and how TAMUS can perform a disaster recovery test of data

11 Discuss the options available to support a web single sign on to the HCM software application. TAMUS is primarily interested in a SAML 2.0 integration, and currently TAMUS operates a shibboleth federation.

12 Demonstrate how to purge records in order for TAMUS to comply with state records retention laws.

13 Discus the mobile applications strategy.

14 Discuss the software upgrade process and maintenance services.



Script 8 – Access Security

Script Demographics

Functional Area General Technical

Script Description Show how security is set up and managed in the system.

Assumptions None

Script Steps

Step Action 01 Explain your security model from both an application and database perspective.

02 Describe how you secure access to the database and the metadata.

03 Describe your role-based access controls.

04 Set up a security group called ‘ALLSECR’ that has Read-Only access to all modules and data in the system.

05 Set up a security group called ‘ALLSECU’ that has update (add / change / delete) access to all modules / data in the system.

06 Set up two security groups based on the System Member of the individual. Set up one for AL-RSCH (AGRSEC) and set up another for TEES (TEESSEC).

07 Assign security to each group so that they can only view / modify data related to their employees.

08 Add a new user to the system who works in AL-RSCH and assign them to the AGRSEC security class.

09 Show how the ALLSEC group can view TEES data.

10 Show how the newly added AL-RSCH user cannot see TEES data.



Script 9 – Reporting

Script Demographics

Functional Area General and Technical

Script Description Show general reporting capabilities that are included within your HCM applications.

Assumptions Distinguish between out-of-the-box reporting features versus using reporting tools against a data warehouse. Describe your reporting approach accordingly.

Script Steps

Step Action 01 Demonstrate how to run an out-of-the-box query.

02 Demonstrate how a user can create a custom query and save that query within their report portal.

03

Demonstrate how security is implemented to allow viewing of rows and / or columns within a standard report to be restricted based on a user’s role and / or /responsibilities. Ringo can only view TEES data and Alan can only view AL-RSCH data. Show Ringo and Alan running the same built-in report but getting different results based on their security.

04 Demonstrate your analytical reporting capabilities (versus straight reporting and querying).

05 Demonstrate your out-of-the-box analytics and dashboards.

06

Discuss role access and how it can differently support create/edit/view access permissions at multiple System Members, and at what level or user grouping of each System Member, e.g. Department, Supervisor or job-based roles. Include in discussion the access for 3rd party integrated applications



Script 10 – Workflow

Script Demographics

Functional Area General and Technical

Script Description Demonstrate workflow capabilities and development tools in the system and the use of API’s.

Assumptions The features should operate the same whether the user operates a Windows device or a Macintosh device. If there are situations where device standards change how the user operates the system, describe and point out those differences.

Script Steps

Step Action

01 Discuss the system’s Workflow, Development Tools, Application Programming Interfaces (API’s).

02 Demonstrate the range of pre-configured workflows in the system.

03 Demonstrate how to modify pre-configured workflows.

04 Demonstrate how the system supports electronic signatures in any workflow process.

05

Demonstrate how routing and approval workflow for the same process can differ by System Member.

a) Alan works for AL-RSCH and applies for vacation time off. The request must be automatically routed to Alan’s boss Ken, Ken’s boss, and Carol, the HR Administrator.

b) Joann works for TEES and applies for administrative leave time off. Her request only needs to be approved by her boss Noreen.

06 Demonstrate how a user can dynamically add an approver to a workflow process.

07 Demonstrate how a workflow approval can be performed by members of a group, e.g., multiple approvers are in a group and any one of them could approve a work item.

08 Demonstrate how a notification or information copy of a process can be inserted into a workflow process

09 Demonstrate how delegations can be either temporary or permanent.

10 Demonstrate a user’s inbox with multiple work items.

11 Demonstrate a person’s outbox, i.e., a historical view of all work flow items performed to allow a user to find an action they previously took and see the current state of that action.



Script 11 – Payroll Administration

Script Demographics

Functional Area Payroll

Script Description Payroll administration

Assumptions None

Script Steps

Step Action

01

An employee’s annual salary and insurance benefits cost is encumbered at the beginning of the fiscal year (September 1). As the employee is paid, the encumbrance must be reduced. Discuss / show how your payroll system lets the Finance system know that it has to reduce the encumbrance for this employee. Recognize that TAMUS has a legacy Finance system that it intends to maintain alongside the new HCM system.

02

An employee wins a University award ($500) that must be grossed up through the payroll system so that the final balance paid to the employee is exactly $500 (PR currently needs to figure out the gross amount prior to tax and other deductions). Demonstrate how your system does this in an automated fashion.

03

An employee is assigned an interim position as Department Head and is given an increase in salary for the additional work (referred to as an administrative stipend). The employee does this for a year. After one year they are no longer the Department head and are not eligible for the stipend. Demonstrate how your system automates these processes.

04

Demonstrate how to process payroll for Dr. Jones who is a ticket taker for the Athletic Department at TAMU and is also a full time faculty member. The Ticket Taker position is paid bi-weekly and the faculty position is paid monthly. Demonstrate your best practice for how to process this scenario and produce a paycheck(s).

05 Demonstrate how to process a lump sum payment to a terminating employee for unused vacation time.

06 Demonstrate how to process the death benefit pay including pay for half of accrued sick leave to 365 hours and final paycheck for hours worked.

07 Show reports necessary to make tax payments for each pay period, as well as quarterly reports for 941 tax filings.

08 Demonstrate entry/recording of emoluments for various non-pay benefits such as use of an automobile, free sports tickets, etc. No payment is made for these for these items but they need to be recorded in pay history with required Federal deduction

09 Demonstrate that the system can be configured to block payment to an employee who does not have a completed I-9 recorded in the system. Demonstrate what an administrator would see in this case to recognize what is preventing payment.

10

Explain how your payroll system accounts for labor distribution for two different sources of funding and how and what gets processed and sent from the Payroll system to what is processed in the Financial Accounting system. For example, demonstrate a joint appointment faculty member who is paid by TAMU for 9 months under one funding source and an agency for 3 months under a different source but is considered a 12 month employee of the agency (9 months of which he is paid from TAMU funds and 3 months from TEES funds).

11 A bi-weekly employee works 5 days instead of the usual 10 and does not have enough pay to cover their Court ordered deduction. Demonstrate how your system handles the processing and the ‘flagging’ of this scenario.

12 Demonstrate how your system performs staff budget planning for the next fiscal year, including effective dating, that automatically becomes effective at the start of the next fiscal year.

13 A full time employee is assigned to two different positions, University Librarian at TAMU and an



Script Steps

Step Action Engineering Researcher at TEES working 50% in each position with benefits eligibility on both positions. The State of Texas contribution percentage is based on the position percentage (if an employee is working 50% in a position, the State contributes 50%). Show how your system calculates the appropriate employee and employer benefits costs based on the employee being 100% overall.

14

An hourly employee works in two positions for two different System Members reporting to two separate Managers. They are paid on a bi-weekly basis. They worked 50 hours one week in both positions and 30 hours the second week in both positions. Both positions are overtime eligible. However, the employee never worked over 40 hours in either position in any one week (the minimum hours required per position for overtime allowance). In week 1 they worked 30 hours in Position 1 (at $8.00 per hours) and 20 hours in Position 2 (at $8.50 per hour). In week 2, they worked 15 hours in each position. Show us how that employee is paid 10 hours overtime for week 1.

15

A faculty member is paid under three funds at the same time. They are paid monthly.

Position Start Position End Title Percent Effort

01/01/14 05/31/14 Petroleum Engineer 45.07%

01/01/14 05/31/14 TEES Research Restricted 20%

01/01/14 05/31/14 TEES.RPSEAC2530 34.93%

The May payroll is already processed and we find out that the Faculty member did not work against the TEES Research Restricted fund. Show us how you handle this.

16

A nine month employee has a budgeted salary of $103,336.00 annually and $11,481.68 monthly. They are paid monthly. During summer school, they extended their appointment and worked as follows:

Start Stop Action

05/01/14 05/16/14 Work

05/17/14 05/31/14 No Work

06/01/14 06/20/14 Work

06/21/14 06/25/14 No Work

06/26/14 07/19/14 Work

Show how they are paid for May and June. Show the process to account for how they are paid reflecting these gaps in employment where they did not work.

17 Demonstrate how the system will verify there are valid I-9s in the system for each employee included in a payroll process



Script 12 – Research Time and Effort

Script Demographics

Functional Area Research Time and Effort

Script Description This script describes how Effort reporting is managed for employees working on sponsored research projects as well as regular position work.

Assumptions Discuss whether these capabilities are inherent in your system or require some kind of customization.

Script Steps

Step Action

01 Describe / demonstrate how effort certification is managed / integrated into your system (Payroll, Project Accounting, and General Ledger).

02 Show how a faculty member is notified that effort certification is required. Describe capabilities for notifications when certification is past due.

03 Show an effort report that reflects effort for an employee paid from multiple sources of funds.

04 Demonstrate drill-down capabilities into accounting details on the effort report/document.

05 Show us how your system identifies who can/must certify effort.

06 Demonstrate how the system documents and tracks/logs actions for audit purposes.

07 Demonstrate how to certify effort for monthly employees.

08 Demonstrate how to certify effort for hourly employees.

9 Some effort certification is done by a manager on behalf of their employee. Show how a manager is notified of documents they need to certify for their employee. Show how they certify the time.

10 Demonstrate how certification is performed when an employee works on 2 sponsored projects for 2 different managers (PI’s).

11

Demonstrate how to make changes to an incorrect effort report for the following: a) an account/project is missing b) the wrong account is included c) the % effort is materially inaccurate.

12 Demonstrate how to re-certify an effort report. For example, a payroll correction has been processed for a previously certified effort period. Show how routing and approval of the corrected report/document can be done.

13 Demonstrate any pre-defined administrative reports for effort certification. For example a list of effort documents still needing certification. Show tools for generating additional reports.

14 Show how an effort document can be e-mailed (PDF is preferred format)

15 Show the various view options of your system. For example, the Central Administrator would like to review effort documents for the department of Biology that are in an open and hold status.

16

Demonstrate how your system could account for dual employment within the Texas A&M System. For example, Dr. Jones is a Faculty member in the Biology Department but takes a side job as a Ticket Taker for TAMU. He is now identified with two positions within TAMUS. However, his Ticket Taker effort should not be included in his Faculty effort report.

17 Dr. Argon is a Faculty member and has 10% effort on 3 sponsored projects through 3 different TAMUS agencies. Show Dr. Argon’s effort document that includes 100% of his Institutional Base Salary (IBS) and effort.

18

Some kinds of supplemental pay are excluded from effort reporting. Demonstrate that your system can report effort for 100% of IBS and exclude effort above IBS. For example, Dr. Argon works on his NIH and NSF projects while still teaching. Due to an emergency in his department, Dr. Argon is asked to teach an additional course and receives supplemental pay for work above his normal workload. Show us his effort report for the period.



Script 13 – Faculty Administration

Script Demographics

Functional Area Faculty Administration

Script Description General faculty administration

Assumptions None

Script Steps

Step Action

01 Post a position to hire a tenure-track Assistant Professor in the Department of Anthropology Requirements include PhD in DNA analysis and post-doctoral research in an ancient DNA laboratory, prior teaching experience, research publications and success in obtaining grants for research.

02 Demonstrate how applicants can apply for this position and provide cover letter, CV, teaching evaluations, publications and three references.

03 Demonstrate system capabilities that are unique to faculty recruiting and hiring as opposed to staff activities.

04 Demonstrate how the system can manage and track the faculty tenure process including associated faculty information such as status, endowments, and prior experience.

05 Demonstrate how the system can track degrees earned with associated dates and institutions that awarded each degree including disciplines and CIP codes.

06

Dr. Argon is an Assistant Professor on tenure track. He just completed a research publication. He goes into the system and submits the record of the publication that is applied to his tenure. Demonstrate features in ESS specific to faculty such as publications, tenure information, and grants. Show how other management employees can view / track this information on faculty.

07 Dr. Argon is also a PI for a research project. Show how he is flagged as such in the system.

08 Dr. Argon submitted a request for 2 hours sick leave to attend his daughter’s piano recital at her school. Show how the request is submitted and processed for approval.

09 Dr. Argon’s staff assistant Raul submits a timesheet. Show how Dr. Argon approves Raul’s timesheet in MSS.

10 Demonstrate how performance evaluations are processed by a Department Head for faculty members that report to them in different areas of specialty.

11 Demonstrate how your system support non-employee faculty affiliates so that Department Heads can still see the information they need (and these positions are included in department reports) even though the individual is not a paid employee.

12 Show a faculty member who is in an administrative position (full-time Vice Chancellor) and is currently not teaching, but retains a position (in Biology) as a teacher with tenure. Demonstrate how this employee is reflected in faculty reporting, processing, etc. in the system.

13

Ramon is a visiting scholar from Harvard (not a paid employee of any System Member) doing research at TAMU and supervises research assistant TAMU employees. Marco is a visiting scholar from University of California at Berkley and will do the same research as Ramon. Prior to their starting their research project, TAMU needs to verify the checklist below. Show how your system can support this non-employee tracking:

a) ensure that intellectual property is secure b) there are no conflicts of interests c) identity verification is complete and is passed d) validate that Ramon has been run through the Homeland Security database to verify that in

the country he’s coming from, he is noted as ‘safe’

14 Demonstrate a situation when Ramon passes these audits but Marco does not pass the Homeland Security validation and how these situations are documented.



Script 14 – Learning Management

Script Demographics

Functional Area Learning Management

Script Description Demonstrate how the Learning Management system operates from the perspective of an employee, a manager, an instructor, and a training administrator.

Assumptions None

Script Steps

Step Action

01

Demonstrate how an employee would use the system for the following tasks: search for a course; search for upcoming sections of an in-classroom course; register for an in-classroom course; get on a waitlist if the desired course section is full; cancel registration for an in-classroom course; access an online course; and view his/her transcript.

02 An employee goes online to register for a course on Assertiveness Training. There is only one section listed. This section is scheduled for September 15 and is currently full, but there is a waitlist option. Demonstrate how the employee is assigned to the waitlist.

03

There are two sections listed: September 15 (which is currently full and has two people on the waitlist) and October 20 (which has one seat left). The employee registers for the October 20 section, but he prefers September 15. Demonstrate how he could get on the waitlist for the September 15 session while holding a seat in the October 15 session.

04 An opening occurs in Assertiveness Training. Show how the employee is notified and automatically scheduled. A course appointment is also created in the employee’s Outlook calendar. Show the appointment.

05 The employee attends Assertiveness Training. Show the attendance in the Training system and ESS.

06 Demonstrate how supervisor approval can be obtained when an employee registers for a course.

07

As part of the employee development process, a supervisor assigns her employee the following training activities: a) attend a conference sponsored by an external organization; b) read a job-related book and write a summary explaining how the information in the book can be applied to the employee’s job; and c) attend a workshop sponsored by their University’s HR office. In addition, all employees are required to take online training on ethics annually. Demonstrate how each of these types of training activities are recorded on the employee’s transcript and made available to the manager during the year and during the performance management process.

08

Demonstrate how an administrator of in-classroom training would add new in-classroom courses and sections; make handouts available for download; specify fees for employee and non-employee registration, late cancellation/no show fees, and material fees; register employees; view and print rosters; mark attendance; and generate reports such as number of completions and no-shows for courses.

09 For in-classroom courses, demonstrate how a training administrator would configure automated employee notifications for the following events: registration confirmation, session cancellation or rescheduling, reminder of upcoming class, confirmation of completion, request to complete survey.

10 Demonstrate how training evaluation surveys are developed and administered, and how responses can be aggregated and made available to instructors and training administrators.

11 Demonstrate how an instructor of an in-classroom course would access his/her rosters, mark attendance, and send messages to enrolled learners.

12

A large university has multiple departments that provide classroom training to employees. For example, the Office of BioSafety offers training on safety topics; the financial office provides training on how to use the accounting system; the employee training office provides training on personal development and office technology. Demonstrate how these departments can manage registration for their own courses.



Script Steps

Step Action 13 Demonstrate the procedure for adding a SCORM-compliant online course to the system.

14 A departmental-level training administrator needs to know who in their department is overdue on taking their required training. Demonstrate how the Administrator would do this.

15 Demonstrate how your system can administer and track training for individuals affiliated with the System Members, but are not employees, e.g., visiting scholars or contractors.

16 An auditor requests the following information: a) the names of employees who are required to take a particular course; b) the most recent date of completion; and c) whether the course was completed on time or not. Demonstrate how this information could be made available.

17 Demonstrate how the system can limit the availability of an online course to certain employees based on System member affiliation. For example, a System Member purchases online training from an external vendor and the training is only for employees who work for that System Member.

18 Demonstrate how to limit the availability of an online course to certain employees based on department, position, or employee UIN.

19 Demonstrate options for creating and editing notifications about required training, including the notification frequency, text, and who can be copied on the notification. Include any available options for customizing notifications for particular audiences, such as faculty, staff, or students

20 Demonstrate how employees can be notified, and re-notified if needed, to complete their training.

21 Demonstrate how the system can discontinue notifications for required training courses after an employee terminates employment and when an employee changes job duties.

22

Demonstrate how a course would be assigned to the following groups: a) All new employees b) All employees who are new to a certain position/job title. c) All employees in a department d) All employees in a department except student employees e) All employees who supervise other employees f) All employees who are subject to Financial Conflict of Interest requirements

23

Often training needs to be assigned to employees whose only common characteristic is something they do as part of their job. For example, employees in jobs that involve consumer transactions with credit cards are required to annually complete training on Payment Card Industry Data Security Standards. Demonstrate how your system could identify the employees and assign the training.

24

Demonstrate how the system is able to associate training with particular job titles and responsibilities. For example, a Business Administrator I who also serves as an HR Departmental Administrator for her department might take courses on payroll procedures or cash handling; some of these courses may be required; others may be optional. Demonstrate how a course list for a particular position could be developed.

25

Often, required courses need to be completed within a certain number of days of hire and then retaken periodically. A course on EEO/sexual harassment needs to be taken within 30 days of hire and then retaken every two years. The due date for retaking the training is typically set on a rolling basis, based on the due date of the employee’s most recent completion. Demonstrate how:

a) the requirement time frame (initial due date and recurring due dates) is specified for a required course.

b) an employee can receive an automated reminder to take the course prior to the due date. c) the employee’s supervisor is notified of the reminder. d) the employee and his / her supervisor are notified that the employee has not taken the

course within the required time frame.

26 Demonstrate how training plans can be created and tracked for employees.

27 Show how training goals can be integrated with performance management results.



Script 15 – Recruitment and Applicant Tracking

Script Demographics

Functional Area Applicant Tracking

Script Description Demonstrate the overall process from recruiting to applicant tracking to conversion to employee onboarding.

Assumptions Applicant may be new to the organization unless otherwise described. “Posting” refers to a specific job vacancy that is advertised for interested applicants.

Script Steps

Step Action

01 Demonstrate the system’s functionality for creating a job vacancy and displaying same for applicants to view and apply.

02 Demonstrate the search activity functionality for a departmental administrator and for members of a search committee.

03 Demonstrate how an HR Recruiter can view the applicant and search activity for both active and inactive postings.

04 Demonstrate how an application can be pre-screened for minimum requirements of the posting and then either accepted in the applicant pool as a qualified applicant or rejected.

05 Demonstrate how the system can be used to automatically ‘score’ the applicant pool and how the automated scoring can be overridden or edited.

06 Show how phone interview and in-person interview results can be documented for an applicant. Show how multiple notes and electronic signatures can be maintained by multiple interviewers. Show how multiple scores are tracked.

07 Show how rejection, offer, and acceptance notifications (or letters) are automatically generated, routed, and stored.

08 Demonstrate the process to transition an individual from the selected applicant for a posting to an employee for onboarding purposes.

09 Demonstrate how the application gets saved for the duration of the employee’s employment with TAMUS plus five years post-employment. Conversely, demonstrate how an application of a candidate who was not hired is removed from the system after five years of date of application.

10 Alan, who already is an employee of AL-RSCH, applies for a posting in TEES. Demonstrate what can be seen of this applicant and his employment history by the TEES Hiring Manager, Noreen.

11 Demonstrate how Ken can see the demographics of his total applicant pool without being able to see the characteristics of a particular applicant (e.g. gender, religion, race).

12 Demonstrate how positions are posted to a common public board, e.g. Texas Workforce Commission job board.

13 Demonstrate the ability to identify a rehired employee to their original employee record / history.

14 Demonstrate how applications and associated documents for the non-selected applicants can be maintained for 5 years.

15

Demonstrate how the system can track if a qualified applicant was a former employee who was flagged as “not eligible for rehire” under this scenario: Elizabeth was a former employee at TFS who was involuntarily terminated five years ago for poor performance and was flagged in the system as involuntary termination and associated reason. Elizabeth now applies for a TEES position. Demonstrate how the system tracks the ‘flag’ and notifies the responsible TEES Hiring Manager, Noreen.



Script 16 – Onboarding

Script Demographics

Functional Area Employee Hire

Script Description Demonstrate how the onboarding process is automated .

Assumptions The onboarding process can last from a few days to six or more months.

Script Steps

Step Action

01 A hired applicant, Sharif Bishara, has accepted an offer for employment as a Data Analyst. An offer letter is emailed to him for electronic signature and acceptance. Demonstrate how the system routes the signed letter to the Hiring Manager and how the onboarding process begins.

02 Sharif is sent a link to the employee New Hire portal where he fills in all new hire information. Demonstrate all that is available in the new hire onboarding portal of the system

03

Once the employee completes the new hire portal, an active directory entry is automatically made in the system and a notification is sent to IT. IT completes the assignment of equipment in their associated portal (PC, cell phone). Another notification is sent to HR for assignment of parking permit, badge ID, etc. Show how these notifications are automated and these assets are tracked in the system with that employee.

04 Show how the system will flag and notify an employee’s current department, the HR department, and Payroll department, when the same employee gets hired into a new position in a different department.

05 Demonstrate how the onboarding workflow process is adjusted in situations of new hire, rehire, and transfer. For example, a rehire does not need to fill out acknowledgement forms since they are already in the employee’s file.

06 Show the MSS and HR Administrator view of their dashboards including graphic and list display of complete and incomplete activities related to onboarding.

07

A new hire is missing critical paperwork for payroll and payroll timesheets are due the next day. The new employee has already filled out personal data in ESS but not their tax form. Demonstrate how the system can notify the employee that their tax form is missing and that unless it is completed, the employee will be taxed at the highest rate as a default.

08

Some System Member HR offices perform the on- and offboarding process in a centralized environment with one or two individuals handling the entire process; some have a highly de-centralized process. Discuss / demonstrate how your system handles the same process in different ways based on either a centralized or decentralized model.

09 Demonstrate how the onboarding process can be different based upon the employee’s classification (faculty, staff, student, etc.).

10 Demonstrate how your system integrates with the US government Social Security Administration service to verify an employee’s SSN (name, birthdate, SSN, and I-9).

11 Demonstrate the onboarding process for an employee in a new position at one System Member who already has a position at a different System Member.

12 An employee transfers from one position at TAMU to another position at TAMUCC. Show how their benefits and leave history transfers with them without a break in service / coverage. Show how their I-9 has to be re-done and how their basic employment data is transferred.



Script 17 – Offboarding

Script Demographics

Functional Area Employee Termination

Script Description Demonstrate how the off boarding process is automated.

Assumptions None

Script Steps

Step Action

01

An employee, Dr. Jones, submits his resignation online (ESS) after discussing the resignation with his manager. Show how the manager notifies HR. The HR representative schedules exit interviews in the system that automatically generate Outlook appointments to interviewers. The employee goes online to complete the exit forms. Show how the forms are pre-populated with the employee’s information. Show how the manager completes the exit interview information.

02

Bring up a screen that lists the employee’s property. The employee checks off that they have returned their parking pass to their manager and their laptop to the HR IT representative. Notifications are automatically sent to the manager and the HR IT representative of the updates. Show how these individuals receive the communication.

03 The Manager approves the information as correct. The HR IT representative disapproves. Show what happens to both dispositions including other departments, individuals, and the employee.

04 As tasks are completed, the user will create an electronic signature in the system of the sign-off of the task. Show the department Manager and the IT manager sign-off.

05 Show how the system automatically calculates accrued pay, vacation time, and bonus (from the Performance Management system) for PR to use to determine the employee’s final payout.

06

An employee voluntarily terminates the second week of the month. Demonstrate how the off-boarding process is executed including:

a) cancellation of benefits b) automatic COBRA notification to the employee c) final paycheck calculation including leave balances d) federal comp time (time and half) e) return of equipment f) discontinuation of campus services

07 Demonstrate how International Faculty and Scholar Services (IFSS) notification is completed in the

instance where a Foreign National employee terminates.

08

A 9-month faculty member resigns at the end of May. Demonstrate: a) how the system can capture an electronic signature for cancellation of Extended Pay

Plan b) the process to initiate the payout of the Extended Pay Plan balance c) the process to refund pre-paid summer insurance premiums

09 Demonstrate how the Offboarding workflow process is adjusted for retirement, death, voluntary

terminations, and involuntary terminations.

10 An employee terminates with a balance owed for parking fines and overdue books. Show how the system recognizes this and sends the appropriate notifications to HR.

11 Show the MSS dashboard of Dr. Jones’ supervisor that lists the Offboarding activities that have been completed and those that are still open.

12 Dr. Jones still has a pending two week time off request. Show how Payroll is notified of this and how his final pay is calculated to account for the time off.

13 Discuss / demonstrate how terminated employee records are retained in the system (and what related HCM data is retained such as Training records, Leaves, payroll history).



Script Steps

Step Action

14 Demonstrate / show how your system warns Payroll that a terminated employee’s final paycheck does not cover the required deductions.

15 Raul, a semi-monthly paid employee, resigns July 1st. His deductions are split 50% for each payroll. His final check must include 100% of his insurance deductions through the end of July. Show how the final check will collect a full month’s premiums.

16

Paul is hired on June 1st and has not completed all his onboarding activities as of June 15th. He submits his termination notice on June 10th for his last day on June 15th. Show how the system handles simultaneous onboarding and offboarding activities for Paul for the same employee at the same time.

17

An employee works in two positions at TAMU – one in the Chemistry Department and another in the History Department. The employee terminates from their History Department position. Demonstrate how the system can be used for offboarding the employee from the position in History, while the employee remains employed in Chemistry.



Script 18 – Time Tracking

Script Demographics

Functional Area Time Tracking

Script Description Time Tracking

Assumptions None

Script Steps

Step Action

01 Demonstrate how timesheets are pre-populated with work schedules associated with the employee’s position and System Member holiday schedules (System Members may have a different holiday schedule. For example, one observes President’s Day and another doesn’t.).

02 Alan needs to enter his time for this week. He enters 30 hours to his day job as a Forest Ranger, 8 hours to Project A, and 2 hours to Sick Time. Show how this is done.

03 Show how the timesheet that Alan entered is automatically routed to Ken for approval. Show how Alan’s timesheet is routed to Ken’s boss Louis for approval after Ken approves it.

04 Next week, Alan worked on Project A the whole week for 45 hours. However, the project only allows 40 hours per week to be charged maximum. Show how the system sends a warning and holds the 5 hours in suspense for Ken’s approval.

05

An employee submits their timesheet and it is processed normally. The following week they realize that they forget they took Leave. Demonstrate what the employee needs to do to ‘correct’ last period’s time and what the Payroll Department needs to do to go back to that payroll period and make the correction.

06 Demonstrate how time can be entered on a mobile device, including an iPhone, which replicates the same functions as the time keeping system.

07 Alan works 8 hours over his 40 hour schedule one week. He decides to get paid overtime for 4 hours and bank the other 4 hours in his Leave pool. Show how he does this and how the system allocates his time appropriately.

08

An employee in the Athletics Department only has one position. However, he is asked to work on two jobs (not projects) during the week – Locker Room Assistant and Specialty Coaching – within his ‘official’ position. The Locker Room Assistant is paid $20 per hour. The Specialty Coaching roll is paid $25. Show how time is entered for this scenario.

09 Non-exempt full-time employees must enter 40 hours per week minimum. Demonstrate how your system validates time entered for less than 40 and how it can prevent the timesheet from being submitted when less than 40 hours are entered.

10 A non-exempt full time employee terminates mid-week and enters their time for Monday through Wednesday (24 hours). Discuss how timesheets with less than 40 hours in a week are approved for payment for these full time employees.

11

An employee is called back to work on an emergency situation after working 12 hours that day. They work an additional 10 hours then leave. They are called back a second time and work for 30 minutes. However, pay rules dictate that employees will be paid 4 hours minimum for each call back regardless of how long they work. How does the employee enter the total 12, 10, and 4 hours which puts them over 24 hours for that day and how is their pay calculated?

12

A non-exempt employee works 25 hours on Project A and 25 hours on Project B during the week and will be paid for the FLSA overtime worked. Demonstrate how a Manager or an HR Administrator can enforce a rule such that the 10 hours of overtime will be charged to Project B and none will be charged to Project A.

13 A non-exempt employee performs work on a grant that requires time certification. Demonstrate how the employee can certify the time worked during the timesheet entry/submission process.



14 Show how a Manager or an HR Administrator can enter time for another employee and the kinds of warnings generated to appropriate HR / PR of the entry.

15 Demonstrate how both exempt and non-exempt employees record Leave time via ESS (in either the Time Keeping system or the Leave Management system).

16

Before the fiscal year end (August 31st), employees are required to enter their time two weeks prior to the year end. An hourly employee estimates that they will work 18 hours that period. After year end, they realize that they worked 24 hours. How does the time entry system capture this change and adjust the financials? Also show the scenario when they worked 12 instead of 18 hours.

17 Discuss if you are recommending the use of a third party time entry system and if so, what functions (e.g. shift differential, ‘call back*’) are calculated in the time entry system versus your base payroll/time-keeping modules.

18 Demonstrate how time entered above a user defined maximum (e.g. an employee cannot enter time / work more than 12 hours a day) is flagged and proper notifications are sent out.

19 Discuss / demonstrate how time entered against a project in the time entry system can be integrated with the project accounting system.

20 Paul has a regular schedule (40 hours per week Monday through Friday). George has a flex schedule (Monday through Thursday 7:30 – 5:30, Friday 8:00-12:00) as his regular schedule. Demonstrate how their manager, Ken can see both employees’ schedules in one view.

Note: A call back is considered a situation where an employee is called back to work after they have completed their regular day.



Script 19 – Leave Management

Script Demographics

Functional Area Leave

Script Description This script is expected to demonstrate key features of the Leave system

Assumptions The words “leave” and “time off” both represent time an employee is not at work, and may or may not paid time off.

Script Steps

Step Action

01

Sharif Bishara, an hourly employee, applied for ten days of vacation leave through ESS; however, he only has nine days in his vacation balance. Demonstrate how the system warns Sharif of his over balance request and how Sharif can edit his request to nine days. Show how the timekeeping system is automatically fed with the nine days approved leave. Show how Sharif can request one day of Leave without Pay to accommodate her ten days of vacation.

02

John’s son will be having surgery in two weeks and John has requested five days of sick leave that may qualify as FMLA. Show how the request is submitted and routed to his supervisor for approval. Discuss / demonstrate how the confidential attachment is protected / viewable by various people. Show how the system can track that the time qualifies for FMLA (assuming medical documentation has been received and approved by administrators).

03 Show how the system can accommodate unpaid time off under unique rules by each System Member, e.g. TEEX allows unpaid leave after 2 weeks of work; TTI allows unpaid leave after one full month.

04 An emergency evacuation is called for the TEEX System Member in the Ft. Worth location and all administrative employees are granted emergency leave for one day. Show how your system allocates that emergency leave to those employees.

05 Per the System’s policy, employees are not eligible to take vacation leave prior to six months of service. Demonstrate how this is tracked and how employees and their supervisors are automatically notified when the waiting period has been reached for the employee.

06

John had previously worked for the University of Texas for five years. He is now recently hired by TAMU. Show how your system can track ‘prior service’ time (credits) to calculate John’s new continuous Texas state service time totals. In addition, show how this service is applied to the six months of service to make John eligible for vacation without a wait period. Show how the associated accruals are calculated and posted.

07 Demonstrate the integration between your time tracking system and leave management system in order to accurately compute State comp time and federal comp time.

08 John terminates from TAMU and is owed a lump sum payment for unused vacation leave. Demonstrate how the system can integrate with offboarding to manage the payroll process.

09 Show how ESS can display the potential vacation lapse based on maximum carryover allowances for vacation.

10

Certain types of leave have maximum allowances for a leave type that are not in sync with the academic year. Show how your system can have separate rules for leave category expirations and limitations. For example, military leave is available based on federal fiscal year starting in November and peace officer training is allowed 5 days of leave every two years.

11 Sharif’s supervisor Noreen will be out for an extended period. Demonstrate how Sharif’s supervisor can designate a delegate to approve Sharif’s leave requests.



Script 20 – Benefits

Script Demographics

Functional Area Benefits

Script Description Benefits Administration and Processing

Assumptions None

Script Steps

Step Action

01 Demonstrate how your system can be used to set up the annual enrollment plan for TAMUS, including required selections, such as medical insurance coverage, and optional selections, such as long-term disability

02

A non-benefit eligible Faculty member changes from a 9 month employee at 25% effort (e.g. 10 hours a week) to a 12 month employee at 100% effort (e.g. 40 hours a week) in May when they start working in an Administrative appointment during the summer. Demonstrate how the faculty member automatically becomes eligible for Benefits in May. In this scenario, the Faculty member becomes eligible for insurance, retirement, longevity, and Leave benefits. Send a message to the employee that notifies them of this change.

03

Show how an employee goes into ESS and enrolls in insurance with a future effective date of 60 days. Discuss / demonstrate how the system could calculate the waiting period for employer paid benefits (Employer share is 100% after 60 days. The employee has the option to pay Employer share for the 60 day waiting period.).

04 Demonstrate how the system could auto-enroll employees in default medical and basic life insurance coverage if they fail to choose a medical plan by a designated deadline via ESS, and show how notifications would route to the employee.

05 Demonstrate how an employee could record tobacco-user status via ESS. Show how the system will display cost differentials for medical coverage based on tobacco-use and wellness incentives.

06 Demonstrate a benefit enrollment through ESS for a change of status where the employee is able to request an enrollment change (he gets divorced and drops coverage of his wife but retains the coverage of his two children) and show a confirmation notification to employee.

07

Show a scenario where a new baby is added within 60-days with a retroactive effective date back to date of birth crossing two months (baby is born April 2 and employee enrolls the dependent on May 26). The system should automatically charge the employee for the new coverage for May but not for April. Show how the one-time additional premium cost would appear on the employee paystub.

08 Add new spouse with a future effective date. Employee must have option to choose date of change (marriage) or 1st of the month following.

09 Show how the employee clicks on a link in ESS that takes them directly to the Life carrier for Evidence of Insurability. (The demonstrating vendor may replicate this type of link using any external carrier site).

10

A bi-weekly employee is to be terminated in the middle of the month and will have only 10 hours on the 1st pay period, demonstrate how the system will complete the following:

a) Automatically apply a stop date to coverage b) Issue the COBRA notification c) Determine whether the final paycheck will cover the expected premiums d) Reconcile premium payment to collect the remainder of the full month premium e) Provide applicable warnings if the paycheck will not cover premiums or if the full month

premium will not be collected.



11

An employee works in multiple positions within the system. Show how the system will apply premiums to the employee based on the following two scenarios:

a) One position is benefits eligible and the other is not b) Both positions are benefit eligible, but are at two different System Members and funding is

split 60% / 40%

12

Demonstrate how the system tracks and monitors variable employees for ACA compliance including recording breaks in service and integrates with the Leave system for FMLA/military leave situations. Include the following scenarios:

a) the ACA measurement period is tracked for the initial and on-going standard measurement periods and confirm that the system can accommodate and apply the appropriate rules related to breaks in services for either continuing or restarting the measurement period as appropriate.

b) the beginning and ending of the ACA stabilization period is tracked and monitored for variable employees who are deemed benefit eligible because of the ACA 30 hour variable employee eligibility rule. Show how breaks in service/employment could impact the stabilization period.

13 Demonstrate benefit eligibility and enrollment for employees determined to be benefit eligible based on ACA with the measurement period and stabilization period.

14 Show how a 9 month employee can elect to have yearly insurance premiums distributed evenly over their appointment term.

15 Both spouses work for and are covered under the TAMUS benefits plan and have their dependent children enrolled. Demonstrate how the system monitors/reports/prevents dual coverage of the children.

16 A working retiree initially at 30% effort has their employment increased to 75% for the spring and summer semesters. Demonstrate how the system reports/recognized the change in benefit-eligibility status of the retiree.

17 Demonstrate ESS annual enrollment from the employee and Benefits Administrator perspective.

18 Demonstrate the effect on an employee’s flexible spending account monthly deduction when the employee appointment changes from a 12 month term to a 9 month term.

19 Enroll an employee in life insurance where the rules dictate that the coverage amount is a multiple of their salary up to six times.

20 An active employee passes away. Demonstrate how the surviving spouse can be entered in the system for insurance continuation.

21 Optional life insurance coverage amounts are based upon a multiplier of the employee’s salary, e.g., total coverage equals three times (3X) the annual salary amount. Demonstrate how an increase in salary would be recognized in the system to adjust the optional life coverage amount.

22 Demonstrate how the system will allow a user to research benefit coverage history.

23 Demonstrate how a coverage change results in re-calculated premiums.

24 Demonstrate that the system can collect and track data on dependents and how these data fields can be made required.

25 Demonstrate the ability to upload dependent documentation, e.g., example, birth certificate and associate same with the dependent’s record.

26 Show how the system can record that an employee and spouse can independently qualify for a wellness premium reduction during a certain date range.



Script 21 – Retirement

Script Demographics

Functional Area Retirement

Script Description Retirement processing

Assumptions None

Script Steps

Step Action

01

Dr. Jones, a participant in the Teachers Retirement System, has thirty years of State of Texas service, twenty-five of which are with TAMU, two years with other TAMUS system members, and the remaining three with another state agency. Demonstrate how service credit from all three can be captured and stored in the system.

02 An employee who was not eligible for an Optional Retirement Program (403b), which is separate from the state Teacher Retirement System, is promoted into a position that is now eligible for that plan. Describe / demonstrate how this is tracked / awarded.

03 Show how the system determines whether the employee is eligible for one of two retirement programs (TRS and ORP). Automatically enroll the faculty member in TRS. Notify the Benefits Administrator of this event.

04 A 55 year old employee wishing to save more for retirement elects and signs up for a voluntary retirement plan through ESS. Show how the employee is able to see maximum allowable contribution and any eligible IRS catch-up provisions.

05 A student worker employee elects to enroll in a voluntary taxed retirement plan (with no match) through ESS (not the State mandated TRS or ORP plan). Show the enrollment options and how the election would be processed/handled through self-service.



Script 22 – HR Administration

Script Demographics

Functional Area HR Administration

Script Description Describe the general HR Administration features of your system

Assumptions None

Script Steps

Step Action

01

The Purchasing Department is composed of seven employees. The department has recently been reorganized into two separate departments with two separate department designations – Purchasing and Receiving. Three of the employees - Paul, George, and Ringo – will remain in the Purchasing Department. The other two – Keith and Brian – are to be reassigned to Receiving. Show how these changes can be made for all three employees in bulk rather than individually.

02 Demonstrate the process for when an employee voluntarily terminates from one System Member and takes a position with a different System Member (separate FEIN’s).

03

Show how the system can track service time for an employee that has worked at multiple State entities, including other Texas offices and within TAMUS. Carol has thirty-one years of total state employment including ten years at Texas Department of Public Safety, fifteen years with TAMU and most recently, six years with AL-RSCH.

04

Run a background check on Keith, who has been promoted from a position that does not require a background check to a position that does require a check. The results show that Keith had three misdemeanor convictions 20 years ago within the State of Texas. Show how the results are secured to the HR Administrator and not Keith’s former or new manager.

05 Scott has recently been hired as a bus driver and needs to complete DMV and drug and alcohol testing. Demonstrate how the system associates the required testing with the position and notifies the HR Administrator of the requirement. Demonstrate how the employee’s test results are stored.

06 Demonstrate how the system can track employee self-reported external employment for State conflict of interest laws.

07 Demonstrate how the system can track that spouses both work for the System, whether at one System Member or more than one.

08 Demonstrate the features of your employee safety system including how employees can report accidents, how supervisors are automatically notified, and how the correct forms are automatically populated based on the Employee / Supervisor input into ESS and MSS when reporting the accident.

09 After the accident is reported and responded to by the Supervisor, demonstrate tracking and reporting for worker’s comp claims.

10 Demonstrate how your system supports separate governmental reporting requirements by System Member, e.g. Affordable Care Act, Veterans workforce reports, IPEDS reporting.



Script 23 – Position Management General

Script Demographics

Functional Area Position Management

Script Description Position duties and supervisory reporting

Assumptions None

Script Steps

Step Action

01 Describe what Position Management is and how it works within an HCM system. Provide an overview of your Position Management system’s capabilities.

02 Demonstrate how to change an employee’s supervisor assignment but still have the employee remain in his / her position.

03 Show expiration of existing positions due to loss of funding or sun-setting of the position.

04 Show how the same position could be a supervisory role at one System Member but a non-supervisory role at another.

05 John reports to Ken for 50% of his workload and reports to Alan for the remaining 50% of his workload. Show how your system supports this kind of matrix reporting.

06 Show how funding sources are associated with positions.

07 Demonstrate how the system can track a position’s funding sources if the sources are from multiple System Members.

08

Show history associated with a position: a) Transfer a position from one organization to another b) Show history of employees assigned to the position c) Show history of funding sources for the position

09 Show how non-employee positions (which are not paid through payroll) can be ‘assigned’ to a manager for functions such as performance and training needs.

10 Demonstrate the system’s functionality to track future effective dating on positions e.g. an expiration of employment at the end of a semester or a planned hire at the beginning of the next semester.

11 Demonstrate the creation of a new position that includes routing and approvals.

12

TAMU requires that both the manager and the employee review the employee’s job duties for their position at the time of their performance review. Show how your system automatically associates the description with the employee’s performance record. Show how both users can ‘document that they reviewed the position description at the time of the performance review



Script 24 – Position Organization

Script Demographics

Functional Area Position Management

Script Description How organization charts can be produced by the system

Assumptions None

Script Steps

Step Action

01 Show how open (vacant) positions are tracked and viewed in the system within a reporting structure.

02

Produce the organization chart below in the system and display it to the user. Discuss whether this can be done inherently in the system or if a third party tool is required to produce the chart. For each position include the position title and the employee name of the individual assigned to the position.

03 Add a new position – Position 2B – and have it report to Manager 2. Redraw the org chart after adding the new reporting position.

04 Add a new department, HR Admin, reporting to the Director which is to be managed by Manager 4. Redisplay the updated org chart.

05 Demonstrate how the system can use the org chart display as a contact directory.

06 Demonstrate the system’s number of levels visible in org chart functionality.

07 Demonstrate how an org chart can be saved to pdf for printing purposes.

Director

RecruitingManager

1

Payroll Manager

2

BenefitsManager

3

Position 1A

Position 1B

Position 1C

Non-Employee Consultant

Vacancy (Position 3C)

Position 2A

Position 3A

Position 3B



Script 25 – Compensation Management

Script Demographics

Functional Area Compensation Management

Script Description Demonstrate your capabilities for compensation modeling, relationship to position, increases and.

Assumptions The term ‘Comp(a) Ratio’ is used below as follows: Compa-Ratio is calculated as the employee’s current salary divided by the current market rate as defined by the organization’s competitive pay policy. Compa-Ratios are position specific. Each position has a salary range that includes a minimum, a midpoint, and a maximum. These three values represent industry averages for the position. A Compa-Ratio of 1.00 or 100% means that the employee is paid exactly what the industry average pays and is at the midpoint for the salary range. A ratio of 0.75 means that the employee is paid 25% below the industry average. A ratio of 1.15 Compa-Ratio would mean the employee is paid above the industry average.

Script Steps

Step Action

01 Demonstrate how a Compensation Manager can use the comp (a) ratio capabilities of your system including use of market data.

02 Demonstrate how a group of employees get a 2% merit increase to their base salary, for only those making less than $40K a year.

03 Demonstrate how the system can be used to give IT Software Developers a 5% increase to their current base salary regardless of their salary amount due to competitive market changes.

04 Discuss how your system can track a one-time merit payment versus a merit increase to base pay.

05 Demonstrate how managers can conduct ‘what if’ analysis on salary budgets including across the board increases and decreases.

06 Demonstrate how your system tracks expatriate compensation, including a US employee working and living in Qatar who is eligible for merit pay.

07 The Department of Labor has stipulated a PWD (Prevailing Wage Determination) pay adjustment for foreign nationals. Demonstrate how your system manages, tracks, and implements a pay change for this.

08 Demonstrate how a manager can recommend a one-time merit payment in addition to a percent increase to base salary for a single employee.

09 Demonstrate how a department head can view all the salaries of the employees in their department.

10 Demonstrate how a Compensation Manager can view salary analytics within a System Member.



Script 26 – Talent Management

Script Demographics

Functional Area Talent Management

Script Description Talent Management

Assumptions None

Script Steps

Step Action 01 Provide a general demonstration of your Talent Management system.

02 Demonstrate how competencies are managed in the system and associated with employees and positions and individual development plans.

03 Demonstrate how skills required for a Clerk III position are associated with the employee and tracked on the employee record.

04 Show how employee skills are historically tracked (i.e., proficiency levels) throughout the employee’s time in a particular position and throughout the time the employee is an employee.

05 Show how the system automatically updates an employee’s skill profile when they have successfully completed a training course through Learning Management.

06 Show how an employee can go into ESS and update their skills manually.

07 Show how a career path can be created for an employee position. Show how multiple employees can be associated with the same career path.

08 Show how multiple career paths can be associated and tracked for a single employee.

09 Show how the system stores / manages organizational goals and how the system links employees to those goals.

10 Demonstrate how progress against goals is tracked and communicated at all relevant levels of the organization.

11 An opening for a Project Manager with expertise in software development and PMP certification needs to be filled. Show how your system matches potential employees within a System Member to this need.

12 Show how a succession plan is built for an employee and a position.

13 Demonstrate the integration between your Position Management, Performance Management, Talent Management, and Succession Planning modules / functions.



Script 27 – Performance Management

Script Demographics

Functional Area Performance Management

Script Description Performance Management including promotions and discipline.

Assumptions Performance goals should be included as part of Performance Management. These are different than career goals which are most closely associated with the Talent Management system.

Script Steps

Step Action

01

Demonstrate how your system automates performance reviews including standard reviews, 360 reviews, and reviews by multiple peers and supervisors. Discuss whether the features can be mandatory or optional by department or other organizational levels and System Member.

02

Noreen, a supervisor, starts an evaluation of Joann, her employee. Joann reviews the evaluation in ESS. Noreen later recalls the evaluation to make a significant change. Demonstrate how the edits can be made and how the employee, her supervisor and the one-up supervisor could be notified or review the change.

03

Paul is in one position reporting to two managers. He receives a very good, high scoring review from Louis. He receives an average score from Peter. Show how the scores are weighted, averaged, and consolidated without losing key performance indications. Show how one manager can override the averaged weighting. Show how this feature can be made optional (e.g., by department, System Member).

04

During Ken’s performance review, demonstrate how his manager, Louis, can compare the generic responsibilities for his position as a Database Administrator along with any additional projects or tasks he took on during the year. Discuss whether these features can be optional by System Member or department.

05

Demonstrate how the system populates the employee’s evaluation form with job duties from the employee’s position description. Show how the system updates the duties when the position description is changed throughout the course of the year (e.g., the employee changes a position, the position is reclassified or the job duties are simply revised).

06 Discuss / demonstrate how mid-year and new hire employee evaluations are managed in the system.

07 Demonstrate the self-evaluation process and indicate if it can be optional based on user-defined criteria.

08 Show how the system sends automatic reminders to supervisors of upcoming evaluations including reminders for those that are late. How are these customized by System Member?

09 Demonstrate how evaluation formats can be customized by department or System Member or by employee type, e.g. faculty or staff.

10 Demonstrate how managers document performance reviews including the ability to upload independent notes (from Word, Outlook, etc.) throughout the employee’s tenure.

11 Demonstrate how to track multiple types of personnel actions associated with an employee as well as those invoked through specified personnel actions (Paul received a warning for not reporting his time correctly on several occasions).

12 Demonstrate how to produce a System-wide or System Member report of evaluation ratings and how it can be drilled down by department, and by employee characteristics, e.g. job title.

13 Demonstrate how performance management evaluations integrate with the Learning Management system.



14 Show how the Performance Management system integrates with the Compensation Management system.

15 Ken’s manager completes Ken’s performance evaluation. Prior to Ken’s acknowledgement of the evaluation, Ken is transferred to a different department and new manager. Show what happens with Ken’s performance evaluation.

16

An employee’s manager completes their performance evaluation. Prior to the employee’s acknowledgement of the evaluation, the manager leaves. How is the employee’s evaluation from their first manager maintained in the system? Is it still part of his historical record even though the employee never acknowledged it?

17

TAMU requires that both the manager and the employee review the employee’s job duties for their position at the time of their performance review. Show how your system automatically associates the description with the employee’s performance record. Show how both users can ‘document that they reviewed the position description at the time of the performance review.

18

Show a “next level” approval process and indicate whether this functionality can be optional by department and by System Member, and whether the system can require a workflow to next level supervisor based on certain performance ratings. Example: Paul’s supervisor gives him a below-satisfaction rating which, according to his department’s procedures, requires a next-level higher review/approval.

19 Demonstrate how departments can view evaluation status and ratings with the following scenario: Maria provides department-level HR support. As part of her job, she monitors performance evaluation progress/statuses for all employees in the department – at all levels.

20

Demonstrate how departments can view evaluation status and ratings with the following scenario: Levi is department head with three levels of management below him (Associate Director, Manager, and Supervisor). He would like to view the evaluations of all employees within his organization.

21

Demonstrate how evaluation functions can be delegated with the following scenario: Levi gives the evaluation input for all his employees to his administrative assistant to enter on his behalf in the system. Show how the system allows for delegates to record evaluation information on behalf of another individual and how the system tracks who entered the information versus who ‘provided’ the information.



Script 28 – Financial System Overview

Script Demographics

Functional Area Finance

Script Description Financial Systems Overview

Assumptions This section is intended to demonstrate your Financial system, which is currently outside the scope of the HCM replacement project; however, it is TAMUS’ intent to do a future replace of the current legacy Financial system. Include the following in your Financials presentation: Accounts Payable, Accounts Receivable, Budgeting, Grants/Contracts/Projects Accounting, Accounts Receivable Management, Fixed Assets, NACUBO Fund Accounting, Payroll Integration, Purchasing, General Ledger and Time Keeping Integration. Exclude the following from your presentation: Billing, CRM, Job Costing, MRP, Order Entry, Risk Management, Inventory, Loans, Multi-Currency, Supply Chain, and Work Order Management.

Script Steps

Step Action

01 Provide a high-level overview of your financial product within the assumptions listed above.

02 Display the fields that would make up the chart of accounts and discuss the use of typical higher education institution accounts, e.g., balance sheet accounts, operating statement accounts-object codes, NACUBO Fund Group, fund, bank, account, subaccount, grant/project, reference fields, etc.

03 Display setting up a new Account (program or department). Chemistry department received additional funding for a new fee that is being charged, the account will contain revenue and expenses.

04 Demonstrate how the system reports Cash by Account (program), Bank, etc.

05 Demonstrate the budgeting module functionality, including making or viewing a budget entry and the levels by edits be made, e.g. Object Code, Account (program), etc.

06 Show how a user would post a General Ledger entry.

07 Show how a user can review a purchase order in the system.

08 Demonstrate posting or reviewing items in both the accounts payable and accounts receivable modules.

09 Demonstrate the Grant/Contract/Project module and show how the systems Cost Allocation functionality.

10 Demonstrate how a user can view information on an existing fixed asset and what fields are available to report on? Display a capital asset that meets the capitalization threshold

11 Demonstrate how a user can view a capital asset that meets the capitalization threshold.

12 Show how a user can view an account to show the total budget, amounts expensed and encumbered, and remaining budget balance.

13 Discuss how the system can be integrated with the TAMUS Financial Accounting Management Information System (FAMIS) and the accounting systems utilized by other System members

14 Discuss prior experience in integrating your system with accounting systems for other similar higher education institutions.

15 Q&A



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