System Functionality Vendor Response

Transcription

1 REPORTING What reporting application(s) are included in the solution? Does system provide industry standard and ad hoc reporting for all modules, with point-intime reporting and drill-down capabilities? Please describe. Describe how the tools for reporting comply with recognized industry standards. System Functionality Describe ongoing required maintenance and governance of reporting tools (e.g., regulatory reports, codes, languages, etc.). Who is responsible for the maintenance? Are ad hoc reports easy to create? Describe how the client can create ad hoc reports and modify system-supplied reports. Must the user have knowledge of a specific type of code, language, etc. to create ad hoc reports? Describe the applications automated report running and distributing capabilities (e.g. scheduling, ing, auto-printing, etc.) Can reports be run on all fields in the system, including user-defined fields? How many client-defined fields are allowed in the solution? Please describe how your system handles them. What formats are reports available in? Excel, csv, text, etc.? Describe your dashboard and workforce analytics capabilities. Can client easily export data from dashboards? Does your reporting tool offer a labor distribution report, gross to net? Does the system offer Payroll-Based Journal reporting? Is HR-related compliance tracking and reporting offered (e.g. EEO, Cobra events, and FMLA)? Can system handle EEO-4 (not EEO-1) reporting? What reports are available with the Kronos Advanced Scheduling system? Can system provide grant funding reports? Will analytics, metrics, dashboards, and ad hoc reporting for all modules (HR, Payroll, Data Analytics, Compensation Management, Time & Attendance, etc.) be configured and available when system goes live (not part of a later phase)? Electronic Workflow Does the system have easily configurable electronic workflow? Does the electronic workflow allow for future dating employee transactions? Please describe how we can configure the solution to meet our needs without system customization. Describe the testing process for newly created workflows. Describe notification template features, proxy capabilities, and reminder notices.

2 Describe automated approval and notification workflow capabilities. Can we configure these, as well as approval paths and conditional workflow triggers? Provide a brief overview of your HCM solution. What benefits can be achieved by using your HCM solution? HCM data management and interfacing Describe how you handle mass data loads or bulk data changes. Describe data import and/or data export tools and capabilities. Describe how historical records are created, maintained, and updated. HCM Document Storage Describe digital employee document management capabilities. System Functionality Human Resources Is there a limit to the number or size of documents associated with employee records? Describe keyword & date search capabilities. Does system allow employees to electronically sign documents? Does system provide alerts when documents are expiring? Does the system have the ability to scan documents to employees record with appropriate tagging/organization for quick access in the future? Human Resources Does your company offer an HR solution? Product name and current version? Was the product acquired from another company? If yes, answer the following four questions - What was the original company's name? - What was the original product name? - What version did you purchase? - When did you purchase the product? Number of years as an HR vendor? What is the size of your HR user base? Describe electronic onboarding capabilities? How does the solution help clients complete new-hire, rehire, and termination processes? How does your system handle organizational charting? Do we have the ability to run an organizational report and view it in an organizational chart format? How does your system support the manager hierarchy when a manager terminates or is promoted? Does your system eliminate need for manual updating supervisors in system?

3 Does your system link direct reporting relationship in system and report on those fields? (Eliminate need for manually updating supervisors in system). Describe how your system supports effective-dating/future-dating of employee transactions (outside of the current payroll cycle). Does the system track unlimited history of these changes? Explain how the system allows for the allocation of earnings, deductions, and costs to various levels of detail. How do employees access pay statements and W-2s (for active and terminated employees)? System Functionality Please list all HR solutions/modules available for the proposed solution. Requirement Y/N Vendor Comment Electronic onboarding of new hires with notifications of outstanding requirements to HR and new hires. Ability to transfer information from ATS for new hires to the employee database or system. Ability to upload documentation such as license, certifications, etc. Ability to track licenses certifications and skills for employees, and notify managers and employees of upcoming expirations. Ability for employee to initiate changes to personal information through self-service portal and submit for review and/or approval by HR. Ability for employees to view and print paystubs and W-2 from self-service portal Ability for employees to view and print 1095C forms from self-service portal Ability for self-service portal to request consent for 1095C forms and track for all employees (and ability to report on employees who have not consented). How long are pay statements and W-2s accessible to active and terminated employees? Ability to produce an audit trail for updates made to every field in system. Include user, date, and time. Ability to track company property by employee. Offers electronic policy review/completion/acknowledgement and ability to report on status. Ability to interface with other programs and transfer data between systems (ATS, benefits solution, performance management solution, etc.) Ability to transfer information from ATS for new hires to the employee database or system Ability to import data from other programs (i.e. import deductions from benefits solution, performance scores from performance management solution) Ability to add, remove and report on user-defined fields from employee profiles Ability to create/remove selections (via dropdown option) for user defined fields

4 Ability to automatically increase values in user defined fields (i.e. years of service increasing annually) Ability to categorize and report on transactional changes in system (i.e. promotion, reclassification, demotion) Ability to process payroll changes and schedule effective dates in advance System Functionality Ability to create and report on electronic signed approvals for workflow processes Ability to automate access workflow to IT for transactional changes (i.e. notice for deactivation of access when employee terminates or transfers to other departments) Ability to link multiple fields together (i.e. title, job class code, workers comp code, EEO code, pay grades, exemption type, location, position requirements, etc.) to assist in processing changes and integrate with employee data Ability to create, manage and track mandatory online trainings for employees Does your company offer Kronos Time & Attendance solution? Kronos product name and current version? Is the Kronos Time & Attendance solution integrated with the HCM, Payroll, and HR solution you are proposing? Number of years as a Kronos Time & Attendance user? Provide a brief overview of the capabilities and benefits of your Kronos Time & Attendance solution. Is Kronos Time & Attendance integrated or is it embedded within your HCM solution? Does your Kronos Time & Attendance version have the ability to capture and/or make rules to identify shift differentials, weekend differentials, charge nurse pay, call back pay, etc.? Does your Kronos Time & Attendance version have the ability to set weekly overtime rules based on start of shift dates? Does your Kronos Time & Attendance version have the ability to automatically charge weekly overtime to the non home department regardless of day worked? Explain the performance, speed and uptime availability with your Kronos Time & Attendance version. How do you help assure the optimization of your Kronos Time & Attendance version by the District? Is your Kronos Time & Attendance and labor app the same app used for HCM or is it separate? Data collection and workflow Describe time data collection options available (e.g., web access, IVR, and clocks). Describe real-time punch transaction capabilities. Time & Attendance

5 System Functionality Describe time workflow automation capabilities and workflow related to time entry. Describe how employees request and managers approve time off. Describe the notification process that your Kronos Time and Attendance solution provides (PTO, exceptions, OT, ) Can employees transfer or charge hours to different jobs or departments? Describe available methods and levels of timecard approval. Does your Kronos Time & Attendance version allow for proxy/delegation set up? Time rules and calculation Describe the scalability of your Kronos Time & Attendance version. Describe the number of labor levels/account values an employee can charge time against (e.g., division, department, job, class) and the maximum number of values that can be stored in each level. What types of time tracking allocations does your Kronos Time & Attendance version accommodate (e.g., project tracking, attendance, temporary/contract workers)? Describe how your Kronos Time & Attendance version handles complex pay policies. How does your Kronos Time & Attendance version handle historical edits? Please further describe historical edits in your solution? (i.e. how calculations are handled) Describe the options for calculating accruals. Are they user-definable? Process month-end accruals for hours and expenses How can the system prevent an employee from taking time off that would result in a negative time-off balance? Do accruals provide visibility of projected balances at the individual employee level? Are approved time-off requests automatically populated to both the timecard and schedule? When time-off requests are changed/cancelled via EE workflow, can they automatically be removed from the schedule and time card? How does your Kronos Time & Attendance version handle shift and job premiums? Describe your capabilities around overtime control. Can employees request overtime in advance? How are leaves of absence identified and processed in the time system (e.g., Personal Leave (PL) and Family and Medical leave Act (FMLA))? Time data tracking and history Does the your Kronos Time & Attendance version provide an audit trail of all time-related entries and changes? What information is logged and reported? How many weeks/years of timecard punch data can be stored?

6 System Functionality Describe the procedure for restoring punches lost due to a power outage at the client site, loss of connectivity, etc. Requirement Y/N Vendor Comment Integrated time solution Ability to automate the timesheet process Ability to capture time electronically Ability for managers to electronically approve timesheets including exceptions Ability to look up timesheets once they have been approved Ability to track different types of employee leave Ability to clock in with various sources Your Kronos Time & Attendance version can accommodate complex time keeping for health care facilities Configurable time buckets Ability to re-write existing pay rules to accommodate complex needs of health care facilities Various levels of security to view & update Ability to recalculate time based on errors of omission Ability to configure data validation Ability to backload time history Ability to capture time according to job function and different pay levels Allows agency timekeeping with reporting for unpaid employees (i.e. nurse agency) Does your company offer Kronos Advanced Scheduling, or do your systems interface with it? Describe scheduling functionality (vacation, holiday, work), including current and future week scheduling capability. System must accommodate complex scheduling for health care facilities, including shift recommendations. Please explain. Can the system provide a list of employees that the person scheduling can call, based on which employees won't incur overtime for that shift? Can the system calculate staffing based on state regulations? Does the system have the ability to print out schedules by unit with employee names for CMS/AHCA required posting? Can the system print out the number of CNAs, RNs, and LPNs on duty by shift to post daily? Can the system hold notes on each employee (e.g. why vacation was denied, etc.)? How many weeks of future scheduling are available? Scheduling

7 Does your system allow for acuity or census-based scheduling? Does the system allow for scheduling multiple shifts? Is your scheduling system integrated with the Kronos Time & Attendance system? System Functionality Does the system allow for employee self-scheduling with a maximum staffing matrix that won't allow additional scheduling once maximum staffing is reached? Please describe. Can employees see the names of other employees in the staffing matrix when they go to self-schedule, or only the slots that are available? Can self-scheduling be set up for employees of one business unit, and centralized scheduling set up for employees of a separate business unit? For centralized scheduling, do employees have the ability to view schedules without being able to edit? Can managers adjust schedules after employees have self-scheduled? Explain options for scheduling employees based on skills, certifications, seniority, availability, preferences, etc. Describe your strategy for reporting, analytics and benchmarking. Does your company offer Dashboard & Analytics within the solution? Does your solution offer Benchmarking of market data or survey data? Does your solution support benchmarking of our internal metrics against industry peers? What is the source of your Benchmarking data and how is it acquired? How do you integrate data from outside your system with your own? Is there pre-built analytical content, dashboards, visualizations, etc. vs building the content on our own? Can dashboards be easily built to user specifications? Does your solution offer pay equity analytics? Describe how your solution, for benchmarking purposes, determines the job description for a particular job if that job title is specific to the District. Requirement Y/N Vendor Comment Analytics includes HR data Analytics includes Payroll data Analytics includes Time & Attendance data Analytics includes Scheduling data Analytics includes Compensation data Analytics includes Position Control data Ability to import and report on compensation benchmarking data and surveys Data Analytics Compensation Management

8 Does your company offer a Compensation Management solution? Product name and current version? Was the product acquired from another company? If yes, answer the following four questions - What was the original company's name? - What was the original product name? - What version did you purchase? - When did you purchase the product? Is this solution integrated with Payroll/HR solution? Part of Single database? Provide a brief overview of your compensation solution. How can we apply rules and metrics to align compensation with our overall strategic initiatives? System Functionality Describe how budgets are allocated and allow for real-time tracking of budget dollars. How does the solution help managers make effective compensation decisions? Does your solution support manager access & inclusion in the compensation review process? Please explain. Requirement Y/N Vendor Comment Ability to interface with HR solution Ability to interface with Payroll Solution Ability to create, edit and report on pay grades (ranges) and assign to positions in system to ensure employees remain within assigned range Ability to restrict pay increases based on job class pay range and notify HR of exceptions Ability to process mass changes (i.e. processing annual merit increases for qualified employees in one mass transactional change) Sets a compensation budget using either a bottom up or top down approach to easily manage pay increase thresholds System can accommodate either percentage increases or lump sums System offers dashboards enabling managers and administrators to view real-time progress and budget updates as they occur Managers have access to the compensation planning progress for all direct and indirect reports Communicates increases to employees through mass print-and-deliver functionality in selfservice Ability to access decision support information in one location including employee profile, and salary and performance history Position Control

9 Does your company offer a Position Control solution? If offered through a third party, please explain. -Product name and current version? Is the Position Control Solution integrated with the proposed solution? System Functionality Is integration with proposed HCM Payroll & HR solution bi-directional or uni-directional? Does the position management system reflect changes in the HR, Payroll, and Applicant Tracking systems in real time? Does the system have electronic workflow capabilities for position changes? Requirement Y/N Vendor Comment Ability to interface with Applicant Tracking System Ability to interface with Payroll Module Ability to interface with HR Module Ability to create requisitions within solution Ability to restrict pay increases based on job class pay range Ability to restrict addition of new positions Ability to restrict HR processing if FTE is unavailable Ability to view # of FTEs in department Ability to view # of open positions by specific job or department Ability to import budget from financial solution Ability to compare budget to actual positions. Please explain. Ability to track and view number of authorized, filled, and vacant FTEs by job class and department Ability to allocate positions across multiple departments

10 Question Does your company offer a Payroll solution? Product name and current version? Was the product acquired from another company? If yes, answer the following four questions - What was the original company's name? - What was the original product name? - What version did you purchase? - When did you purchase the product? Number of Payroll installs with more than 1,000 employees? Number of years as a Payroll vendor? Describe the steps to process payroll. What is the standard turnaround time for processing payroll? Payroll Processing Services How many days prior to the pay date does payroll have to be submitted to the vendor? Will non-direct deposit checks be mailed to the employee's address on file? How many days prior to the pay date will the live checks be mailed to employees? Describe the post-payroll tasks that your organization would handle as part of the proposed solution. Describe the methods available for paying employees (e.g., direct deposit, pay card, or manual check). Describe off-cycle manual check production What check fraud protection is available? What happens when an employee does not have enough net pay to cover his or her deductions for the pay period? Can your system accept the import of exceptions to pay or one-time deductions in CSV format? Describe any garnishment processing services you offer. Describe vendor and client responsibilities for year-end processing. Describe your general ledger (GL) interface setup and maintenance process. -What is the maximum length of the GL account number? Describe banking arrangements. Are payments issued from the client bank account or a vendor bank account? How will tax deposits and tax filing be handled? What types of tax reports are generated? Describe your tax amendment process. Who is responsible for filing a tax amendment? How do you handle inquiries, discrepancies, and resolution for federal, state, and local tax inquiries? Describe the process for mass changes, for example how do you initiate an across the board pay increase?

11 Question Do you offer a pay card? If this is offered through a third party, please explain that relationship. Payroll Processing Services Is the Payroll system integrated with Time & Attendance and Scheduling systems? Requirement Y/N Comments Integrated with Time and Attendance system Integrated with Advanced Scheduling module Vendor generates and distributes W-2s Allows splitting of deposits with direct deposit Ability to Interface with POS system(s) to bring in payroll deductions Ability to split employees salary over multiple departments or cost centers Ability to make mass adjustments based off special programs such as United Way Ability to support different types of bonuses (anniversary, merit, etc.) Ability to handle raises Ability to handle retroactive (backdated) raises Ability to handle experience based raises Ability to process employee reimbursements Ability to show audit trails, journaling Ability to send and receive information back from third party benefits enrollment organization for employee benefits deductions Vendor accepts liability for tax filing and deposits Vendor updates tax tables as necessary in solution. Ability to automate garnishment deduction and payment distributions to 3rd party; internal garnishments Vendor accepts liability for wage garnishment payments (based on data from client) With wage garnishment payments, Vendor can send documentation that is required to accompany payment. Vendor determines priority of wage garnishment payments for employees who have multiple, to ensure adequate disposable income, according to Federal and State requirements. Vendor can handle out-of-state unemployment and tax filings Post payroll Vendor can electronically transfer retirement file to Valic for 401A/457B via FTP file transfer Vendor can electronically transfer retirement files to Valic for 401A/457B via FTP file transfer and defined contribution retirement plan reporting for 401A and 457B Process month-end accruals for hours and expenses Ability to limit Paid Time Off and Sick Time Off to available leave balances Ability to allocate benefits according to allocated hours in the timekeeping system

12 Question Document and track company property by employee Allows splitting of deposits with direct deposit Payroll Processing Services Process bi-weekly and weekly payrolls as necessary, including taxes and garnishments Create and transmit positive pay files to the bank for every payroll processed Ability to calculate Pension contributions based on max eligible paid/worked hours

13 SUPPORT Describe your service model. Please describe your service delivery team. Describe the dynamics of your relationship with the District during implementation and post implementation. Will a specific named service contact be assigned to the District? Indicate your point(s) of contact for different types of support issues (normal support vs emergencies) Describe your client relationship management (CRM) tool and how you monitor service levels. Provide an organizational chart for your support teams, list skill set and number of dedicated support resources you recommend the District supply for in-house support and any additional information regarding support. Describe your online help tools, support portals, and user groups. Describe your escalation process for issue resolution. Customer Support Do you leverage third parties for any maintenance? If so, please describe this relationship. Do you leverage third parties for ongoing support & service? If so, please describe this relationship. What are your standard hours for client administrator support? Is system support available 24 hours a day, 7 days a week? Describe service and support delivery for Time & Attendance. How is the ongoing use and maintenance of your analytics solution supported? Do you provide support or is it through a third party? How do you handle correcting vendor errors to employees pay checks? What is the turn around time for the correction? How do you handle correcting user errors to employees pay checks? What is the turn around time for the correction? What is your response time for the following: - Normal issues/questions - Emergency issues/questions - After Hour issues/questions List situations that results in down time and length of each situation.

14 SOLUTION OFFERINGS Please select all of the software components your organization offers (excluding thirdparty) Time & Attendance Payroll Human Resources & Onboarding Standard Reports Ad-hoc reporting Compensation Management Document Storage Data Analytics Benchmarking Position Control System Specifications Of the software modules listed in this request, which of them does your system offer in an integrated fashion? Of the software modules listed in this request, which of them exist on a single-database? Of the software modules listed in this request, which of them do you partner with a thirdparty to provide? Does the system have the ability to interface with various financial and human resources systems, including, but not limited to, general ledger, time and attendance, benefits, applicant tracking, and performance management systems? IMPLEMENTATION How soon after contract signing can implementation begin? What is the standard time frame to implement all modules included in the solution you are proposing, including 3rd party applications? Provide a brief overview of your implementation methodology phases. Do you leverage third parties to implement your solutions? Describe implementation team roles and responsibilities (vendor and client) Describe the management and technical staff from your company that will be assigned to the implementation. Describe the technical staffing and skill sets that will be required from the District for implementation and ongoing support. Describe the training approach and recommendation for system administrators and end users.

15 What training, if any, is included in acquisition and installation costs? System Specifications What differentiates your implementation approach from other vendors? During implementation, describe how you offer best practices and assist with process improvement. SYSTEM DESIGN What are the names, release and current versions of your solutions? Is the solution an online cloud-based system accessible via web browser? Describe how the solutions are integrated in one platform/database and which solutions are separate independent systems. What server operating system does your solution support? What desktop operating system does your solution support? Describe the process for approving and distributing operating system patches What hardware platforms do you support such as Dell, IBM, HP, etc.? Please provide a description of the design process which includes capacity planning calculations for both the initial design and system growth (Storage, Servers, etc.) What is the recommended server side hardware to support your system and what are the operating system requirements? Please provide a detailed specification for each server, operating system, and diagram depicting the entire proposed solution(s) server environment. What system and performance monitoring tools do you provide and/or support? Describe your strategy for High Availability Describe your scheduled downtime and maintenance requirements Describe your downtime procedures and support options for each application. For example, how is the data made available to the user during planned and unplanned downtime? Describe your hosted solutions offering versus those solutions offered on premise Are any specific versions of OS components required on the end user device such as Java, browsers, office, etc.? Describe in detail the patching process for your solution including server and end user applications.

16 DATABASE AND DATA STRUCTURE What database platforms and versions are required and how are they licensed? System Specifications Describe all required maintenance, downtime, and standard reboots of the database tier Please list all third party vendors required with your solution proposed Who will "own" and have access to the applications data? Describe the type of access the District will have to the application data and data dictionaries Will the District have the ability to connect to your cloud data source to extract data into our business intelligence solution? Can data elements be viewed, printed, interfaced, updated, reported on, or exported as needed by the District? SYSTEM SECURITY Please note all items that your solution security features Allows self-service password reset Supports complex passwords including special characters, numbers & capital letters User lock out policy for multiple bad login attempts Auto log off after x time Single sign-on to access multiple applications Single sign-on capabilities that integrate with Active Directory Adheres to current HIPAA security regulations Secure login with multi-level access capacity and role-based access control Preset security privileges based on user role The system shall have a level of security and control over access. This includes general security levels and the ability to secure certain employee records. System will interface user set up to Active Directory If you did not respond "yes" to all of the above, please explain Summarize your information security policy and how you ensure the integrity of information. What are the procedures for intrusion detection, incident response, and incident investigation/escalation? Describe the physical security measures you have implemented at your facilities. How is our data isolated from other clients data? Do you leverage public or private cloud storage for client data? Is our data encrypted in transit and at rest? Please describe. Select from drop-down below

17 Do you support secure ? Please describe. System Specifications Is your offering SSAE (or equivalent) certified? Do you offer SOC reporting to clients? Describe how you assist clients in maintaining compliance with current legal and regulatory requirements. Describe your company s back-up and disaster recovery strategy. Can you provide a Business Continuity Plan or Disaster Recovery Plan for review? How often are your disaster recovery plans reviewed and tested? Do you own your disaster recovery center, and where is it located? What is your plan for physical disasters such as flooding or fire? Does the system maintain electronic audit trails for tracking changes to all fields within each system, including, user, date, and time? Please describe. Can the electronic audit trails be run on-demand for a specific point in time? Are the electronic audit trails able to be pushed into our Security Information and Event Management (SIEM) system? APPLICATION DESIGN How many versions of this product are currently supported? Does the vendor require that the organization maintain a certain release level (i.e. within 2 versions)? Describe the application release process, including but not limited to, how patches, hot fixes, major, and minor upgrades are planned, executed, and communicated Does the application have a test environment for training, and for testing updates/changes to the system prior to moving them into the production environment? Describe how the applications scale for increased utilization How does the Vendor monitor application availability and performance on real-time or historical performance information? Describe how your applications data is archived Does the vendor have redundant data storage and multiple payroll processing sites? Is any data stored locally on the client and if so, please describe In the event that the District terminates their relationship with the Vendor, how is data extracted and provided to the District? DATA CONVERSION - costs for below should be included in detailed price proposal

18 System Specifications Please describe the standard data conversion process and what data will be converted and how this is handled during implementation. Vendor will import at least 7 years of daily time detail per employee for all termed and active employees from current premise-based using SQL time system, including pay code and time off deduction code detail. Please describe how Vendor will handle and indicate if this will be handled by a 3rd party. Check History Conversion 7 years of Check detail history data will be extracted from prior vendor system, audited and balanced check by check. Check history data files will be formatted specifically for Vendor solution, then created and imported into Vendor solution Vendor will import 5 years Rates, Rate Types, Pay Frequencies, Standard Hours history. Please describe how Vendor will handle and indicate if this will be handled by a 3rd party. Vendor will import 5 years Job Title, Department, business unit, location, assigned shift, FTE, Pay Grade, Job Class, Salary Structure, Allocation, FLSA, Workers Comp, Scheduled Hours, Hours Period, EEO Job Class, Cost Number, Management Position, Reports to Position ID (Supervisor) history. Please describe how Vendor will handle and indicate if this will be handled by a 3rd party. Vendor will import 5 years Licenses/Certifications, Skills, Education, Training, Awards, Memberships, Previous Employers, Previous Jobs history. Please describe how Vendor will handle and indicate if this will be handled by a 3rd party. SERVICE LEVEL AGREEMENT Is it explicit in the contract that the HCDPBC s data is owned by the Health Care District of Palm Beach County? Do you offer a Service Level Agreement (SLA) for uptime? What is your history of uptime? Is there an additional fee for providing an SLA for uptime? Is there a financial penalty for downtime? How would the HCDPBC be reimbursed for downtime? What recourse actions (e.g. early contract exit, financial compensation, etc.) are available in the event of a security incident or failure to meet the SLA? Under what conditions can the recourse actions be taken? Can provisions for investigations be included in the SLA? What service-level guarantees do you offer under DR conditions?

19 System Specifications Can the HCDPBC terminate its contract with your company if you do not meet the support SLAs? Is there a clause in the SLA to allow termination for material breach of support? PRIVACY How is critical data such as credit card numbers masked and limited to authorized individuals? How are digital identities and credentials protected for use in cloud applications? What customer data is collected, how is it stored, and how long retained? How will data collected about the Health Care District of Palm Beach County be used? Under what conditions could third parties, including government agencies, have access to the HCDPBC s data? Can you guarantee that third party access to shared logs will not reveal information critical to the HCDPBC or its personnel? INCIDENT RESPONSE PLAN What is your data breach handling procedure? Include notification timing, format, and contents? What is your plan for a power or critical service failure? What is your plan for security breaches that result in the failure of a core system? Please provide your vulnerability management procedures? Most recent vulnerability assessment date: Have all risks been mitigated? Can the Health Care District of Palm Beach County obtain a copy of the report? What is the frequency of vulnerability scanning? Describe your vulnerability remediation process. HCM technology Describe your solution s architecture and how it benefits your clients. Describe your scalability strategy and how the solution allows for growth. Describe your strategy for application updates. How frequently are updates applied, and how are clients notified? Do you charge separate application software maintenance fees for upgrades? Please describe your technology and hosting support. How is security in the HCM solution integrated with the reporting tool? Describe how your HCM solution supports interfaces to third-party service providers. Do you offer APIs to support real-time integration for third-party data?

20 System Specifications What responsibility do clients have for the design, development, testing, maintenance, and transmission of third-party service provider interfaces? What responsibility does the third-party vendor have? How does your system allow for user security? Describe your application s security model. Is Client data stored in a data center owned and operated by Vendor or by a third party? If by a third party, please explain and provide the locations. HCM Self-Service Describe the self service capabilities provided by your HCM offering for Managers and Employees. Describe employee, manager, and practitioner self-service. Does the solution provide the ability to set up fields in ESS to be required to fill out (not left blank)? Can the employee re-set their password for the solution? Time and Attendance Is proposed time solution premise-based or hosted? If the time solution is hosted, do you manage the hosting environment? What is the time solution's database platform? Describe the time solution's data integration options available to other systems or software. Please describe your implementation methodology for the time solution. Are contractors or outside parties employed to assist during implementation? Please explain. Describe your training during implementation and ongoing training for the time solution. Provide an overview of the security settings of your time and attendance system. Does the District have the ability to configure/change security settings in the time solution? Please describe the upgrade process for the time solutions - How often are upgrades released? Who installs the updates/upgrades? What training for upgrades/updates is provided and how is it rolled out? Is there a cost to upgrade the time solution? Is there a limit to the number of integration/interface points with your time solution? How many types of interfaces are needed?

21 EXHIBIT C VENDOR CONTACT PERSON Name Title Phone Department COMPANY INFORMATION Company Name Company Web site Company Headquarters Total years in existence Total years in Healthcare IT Software Total years providing Time & Attendance, HR, and Payroll Organization Type (select from drop-down) Number of employees Please provide a copy of your most recent audited financial statement Number of years as a HIT vendor Experience and Qualifications What is the size of your user base How many HCM installs does your organization have in healthcare organizations with more than 1,000 employees that include Payroll, Time and HR? Has your company acquired, been acquired, merged with other organizations, or had any "change in control" events within the last five (5) years? (If yes, please provide details.) Is your company planning to acquire, be acquired, merge with other organizations, or have any "change in control" events within the next five (5) years? (If yes, please provide details.) EXPERIENCE AND QUALIFICATIONS Briefly describe your organization s business background and history. Describe your company's experience in organizations similar to the District Explain how your company has demonstrated special knowledge, experience or success in customers such as the District What insurance coverage do you maintain? Describe the division of your organization that will provide the proposed services.

22 Experience and Qualifications Describe your strategic alliances and partnerships that might impact the relationship with the District. Describe the financial health of your organization, including Dun & Bradstreet rating, Moody s and Standard & Poor s ratings, etc. Describe your financial controls and audit procedures. What is your average client retention rate and tenure? How do you measure client satisfaction? Describe your quality assurance processes. Describe your commitment to innovation. What is the philosophy for determining new release/enhancement features? Do client suggestions figure in to these decisions? What awards and industry accreditations/recognition have you received in recent years relevant to this proposal? Describe any value-added consulting or advisory services you offer. What are your top competitive advantages as an organization?