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Atlanta Public SchoolsApplicant Tracking System18. Applicants will be notified on screen and by e-mail immediately and automatically that theirapplication has been successfully submitted.19. Applicants will be able to check the status of positions to which they have applied for.20. Pre-application minimum qualifications checklist. (if applicant does not meet minimumrequirements, do not fill out application).21. Provide internal processes and/or logic to simplify the screening of candidates by HR. (i.e.scoring position specific questions, identifying requirements in job specific questions, categorybased screening which ties jobs within category groups, etc.).22. Allow for design of group-based security to control applicant and/or application visibility bydifferent types of internal users.23. ATS will provide Hiring Managers multiple view options to simplify the review of specific typeof information (i.e. contact information, education, experience, certification, submitteddocuments, etc.), including the ability to sort and filter by provided data fields.24. Allow Hiring managers to manage interview schedules within system.25. Ability to schedule interview with the applicant and team (Exchange integration).26. Principals will be able to select a candidate, recommend the candidate to a vacant position andnotify Human Resources of the selection within the System.27. Provide automatic e-mail applicant notifications throughout the application lifecycle (i.e.application being reviewed, interviews being scheduled, position is filled, position is closed, etc.).28. Ability to filter recipients of group notifications.29. Hiring managers will be able to communicate individually or in mass to applicants who apply fora position at their site.30. Resume parsing.31. Ability to automate onboarding (new employee paperwork) process by providing the ability tocomplete all required employee induction documentation including but not limited to PersonalInformation, emergency contacts, Federal Tax W4, State Tax G4, Direct Deposit Bankinformation.32. Ability to export Onboarding forms data daily into GHR.33. Ability to provide electronic documents from application and/or onboarding module, includingtransfer of files into existing document warehousing system (Image Director).34. Ability to notify applicants of job openings.35. Ability for applicant to unsubscribe from notifications and ability for HR to unsubscribecandidates from receiving notifications.36. Ability to attach a distinct/separate cover letter or artifacts to each job application if desired.37. Ability to manually post jobs outside the requisition process.38. Ability to select multiple resumes/attachments and print all with one action.39. Ability to rank and screen candidates based on job requirements.40. Ability to enter the interview results (i.e. by entering the interview results what is the value addedto the applicant selection process).41. Ability to attach details regarding job openings.42. Ability to query data from the ATS.43. Ability to run reports i.e., number of openings, length of job postings, time to fill, open positions,etc. for the ATS.44. Ability to search on jobs postings.45. Ability to search on applicants.46. Ability to assisting schools with job posting accuracy and clarity, and the features that limit orreduce the interaction needed.47. Ability to assisting schools with applicant hiring, and the features that limit or reduce theinteraction needed.48. The ability to meet legal compliance for staffing and EEO requirements of applicant tracking.49. The ability to combine existing data from GHR to AIS as it relates to employee demographic data(e.g., highly qualified status on internal licensed employees, e.g., college degree – specific type6

Atlanta Public SchoolsApplicant Tracking System50.51.52.53.54.55.56.57.58.and/or generic for administrators, e.g., high school diploma/equivalent for classified employees).These are just examples and not inclusive.Ability to register perspective candidates during job fairs.Ability to track job fair attendees for notification and reporting (i.e. how many filled outapplication)?Ability to track referral source & report on it.Ability to create custom forms to distribute to specific applicant groups.Training library (documents and/or videos) available within system.Ability to customize application according to applicant type and job type (transfer forms, summerschool, additional job, etc.).Ability for job postings to be grouped by categories.Ability for Hiring Managers to create groups/priorities/favorites for job consideration.Ability to 'auto archive' base on criteria or hiring status.B. Technical Requirements (see Attachment 1, ATS Technical 7 Functional RequirementsChecklist):59. Ability for hiring managers to query or report on previous (hiring/recommendations) actions.60. Ability for hiring managers to view interview history from other locations.61. Ability for hiring managers to flag/track previous application/applicant review in progress62. Is the System designed for Applicant Tracking System?63. Does the system have the ability to interface with GHR.64. ATS will allow administrator to set up user access to system functionality by group type (i.e.Hiring Manager, recruiter, approver, etc.).65. Allow users or groups to be assigned more than one role.66. ATS will allow administrator to set up user access to only information that pertains to theirspecific location.67. ATS will interface and provide information from 3rd party vendors.68. Ability to display, search and sort 3rd party data and allow to filter results & user access based ondata from 3rd party.69. ATS will have the ability to receive job requisitions placed via GHR with job and positioninformation to be used in job vacancy.70. The ATS will be able to interface with HRMS (i.e. GHR) to notify Human Resources whencandidate has been recommended.71. The System will be housed and supported 24 hours per day, 7 days per Week, by the Vendor.72. ATS will store job posting templates simplify the job creation process.73. The System will allow the Human Resources Office to develop, track and monitor recruitmentand applicant statistics based on both standard and ad hoc reports generated from the system.74. Ability to integrate with current Active Directory system for single sign-on functionality.3.5 Installation and Support1. The desired solution will be a cloud-based (hosted) solution that will handle the end-to-endemployment process from recruiting to onboarding.2. The ATS Vendor is expected to provide timely response for functional troubleshooting andproblem resolution.3. The vendor must provide reasonable turn-around time for different levels of severity.4. The new system will interface seamlessly through the GHR Portal.5. The Human Resources office will provide local administration of the Applicant Tracking &Recruitment System post implementation.6. The Human Resources Office is also able to provide first level user support.3.6 Critical Success Factors1. Proper communication of data requirements between APS HR (Talent Management Office),7

Atlanta Public SchoolsApplicant Tracking SystemHRIS Functional Manager and ATS vendor.2. Ability to communicate properly with GHR to support automation of Job Vacancy process aswell as the GHR Pre Hire process.3. Ability for HR to create ad-hoc reports based on requests and system use.4. Ability for ATS to simplify the prescreening process based on identification of minimumrequirements.5. Ability for Hiring Managers to source and filter applicant lists.3.7 Specific System Requirements1. The Applicant Tracking & Recruitment System will require specific data from users, which it willstore in a database.2. APS Administrators/Supervisors and Human Resources will manage the data using the chosensolution.3.8 Functional and Data Requirements1. The Applicant Tracking & Recruitment System will allow users interested in employment submita web form, which will initiate an employment application to be managed by the HR office.2. The HR office will have the ability to review the data in order to screen the qualifications of theapplicant. Via system controls, HR will be able to change status of the applicant’s profile and/orapplication in order to control access of information viewable by hiring managers.3. Hiring managers will have the ability to review the data released to them by HR.4. Hiring managers will have the ability to make hiring recommendations to HR.5. Once an applicant has been selected and have accepted an employment offer, applicant will havethe ability to complete all employment forms via the system’s onboarding capabilities.6. Business Process / Data Flow Model - See Attachment 3 New Hire Process Flow Chart7. Ability to provide and collaborate with APS use case descriptions.3.9 Design RequirementsVendor must build the following modules in order for this project to be complete:1. Applicant Tracking & Recruitment System2. Onboarding System / Capabilities3. GHR interface (import / export), if not currently available.3.10 User Interface1. All tools must be accessed by a common web browser program (i.e. Explorer - version 9.0 orhigher, Safari, Firefox and Chrome, etc.).2. The online application must be mobile device friendly.3.11 Software Interface1. The Applicant Tracking & Recruitment System will be integrated as part of the existing GHRsuite.2. Forms requiring data already obtained by APS, either via online application or other, should bepre-filled for employee (GHR).3.12 Security Requirements1. Online Application is to be accessed by applicants (approved via system security) over theInternet over a secured login portal.2. Once the data is entered, only the applicant will be able to make changes to the application.3. Human Resources and Hiring Managers (as authorized) can view the Employee’s data withaccess to the ATS Portal.4. The HR Administrator and other HR staff will have access to the report creating feature,accessible via internet, and/or access to the database to create ad-hoc reports.8

Atlanta Public SchoolsApplicant Tracking System3.13 Integrity Requirements1. The Applicant Tracking & Recruitment System will control which fields are required before anyforms or information is submitted.2. All forms (electronic or scanned) are required to be stored in the correct applicant or job vacancyfile.3.14 Documentation RequirementsAll user documentation will be provided by vendor before training is complete. User documentationshould be provided in hard copy and electronic format.3.15 Training Requirements1. All user training will be provided by vendor, which will include HR Staff, and other potentialusers (per Project definitions).2. The HR Functional Manager will coordinate to provide post-implementation training to internalAPS staff, as needed.3.16 APS Technology Requirements1. APS requires that the proposed system is compatible with multiple browsers. The system must becompatible with, but not limited to:a. Explorer (version 9.0 and higher)b. Safaric. Firefoxd. Chrome2. APS requires that all data collected, analyzed and/or disseminated by the ATS, remain the soleproperty of and for the exclusive use of APS.3. APS requires availability to systems throughout the year every day, 24 hours / week, exceptduring scheduled maintenance periods.4. Report availability shall be 24 hours/day, except during scheduled maintenance periods.5. APS requires that the system can support a data refresh nightly with access to transmitted datawithin 24 hours.6. The system must provide for HTTPS support in all functions where usernames and/or passwordsare transmitted.7. The vendor must demonstrate its abilities to APS, and will be assessed for concurrence withfeatures described within its proposal response, including bandwidth usage.8. The system demonstration must be an actual available to license product, and not a representationof a customized or future upgraded version.9. The vendor will provide APS with a test site and log-in information with bid submittal to allowfor independent testing for compatibility.10. Provides multiple printing options such as printing to local or network printers, printing to ascreen/monitor, printing to a disk file, or printing to nowhere for value-setting purposes.11. If the proposed solution utilizes any components within the APS network, it must also integrateseamlessly into the current APS environment, which includes:a. Infor GHR is the ERP system.b. Integrates with Active Directory Federated Services and Forefront Identity Manager areused for authentication and security.3.17 Conformance to Section 508 accessibility guidelines.1. Section 508 is the section of the 1998 Rehabilitation Act that states that all electronic andInformation technology procured, used, or developed by the federal government after June 25,2001, must be accessible to people with disabilities.2. Affected technology includes hardware such as copiers, fax machines, telephones, and other9

Atlanta Public SchoolsApplicant Tracking Systemelectronic devices as well as application software and websites.3.18 If the solution is cloud based it should meet the following requirements.1. SAS70 requirement.2. SAML authentication if used by more than 100 people.3. The solution should be web-based with no proprietary software required on the users’workstation.3.19 Other Requirements1. Migration of data from existing ATS (Taleo).2. Reports: Include ad hoc capability for detail reporting on use of system, applicant and vacancydata.3.20 Timeline for the project1. The anticipated building interface for this project should begin on July 1, 2015.2. The anticipated start date for this project is December 1, 2015. See Attachment 5 for priority list.4.0 GENERAL INFORMATION:4.1 All communications regarding this solicitation must be with Nicole Mathis, the assigned ProcurementOfficer for the APS.4.2 All questions or requests for clarification must be sent by email ktHu6B FeyV23t5V5V6OntJ tYevk/viewform4.3 By submitting a response to this request online, the offeror accepts the responsibility for downloading,reading and abiding by the terms and conditions set forth in the General Terms and Conditions found onthe APS web site at: http://www.atlanta.k12.ga.us/page/2314.4 All addendums related to this solicitation will be posted on the APS website athttp://www.atlanta.k12.ga.us, Quick Links, Procurement, and Outstanding Solicitations. It is the offeror’sresponsibility to check the APS website for any addendums, responses to offeror questions or othercommunications related to this solicitation.4.5 Vendor is not required to submit proof of insurance with proposal but must submit within five (5)business days after receiving a letter of intent. The insurance requirements are included in section 7 of theGeneral Terms and Conditions.4.6 The ACORD certificate of insurance must list Atlanta Public Schools as the additional insured.4.7 The pre proposal conference will also be accessible via MS Lync, teleconference:Join online T15WJoin by Phone: 1404-802-1010Conference ID: 98958945.0 VENDOR REQUIREMENTS5.1 APS policy requires that all contractors, consultants, or vendors providing services on APS premisesbe fingerprinted and submit to a criminal record check initiated by APS prior to providing services toAPS. There is a fee of 44.25 per individual payable by money order associated with the backgroundcheck. The payment of this fee is the sole responsibility of the contractor, consultant, vendor or theemploying company. Any contract awarded pursuant to this solicitation is contingent upon compliancewith this requirement and a satisfactory background check as determined by APS.10

Atlanta Public SchoolsApplicant Tracking System5.2 Use of Subcontractorsa. If subcontractors will be used in the performance of this contract, vendor must complete andsubmit with its response the Primary Vendor/Subcontractor Utilization form.b. Vendor shall not assign any duties to perform services nor to provide goods to APS under thiscontract to a subcontractor that is not listed in vendor’s response to this solicitation.c. If a subcontractor is removed from the contact at any time during the term, vendor must notifyAPS Procurement Services in writing with name of subcontractor, reason for removal andeffective date.d. If vendor desires to add a subcontractor at any time during the term of the contract, vendor mustsubmit to APS Procurement Services in writing the following information on the subcontractor;company name, address, telephone, fax number, and the service they will be providing andproposed effective date. Subcontractor may not begin providing service until approved by APS.e. Vendor is responsible for ensuring that all subcontractors who provide goods or services underthis contract comply with the terms and conditions of the contract.f. Vendor shall give APS immediate notice in writing of any claim, action or suit filed againstvendor by any subcontractor.g. APS reserves the right to require that a subcontractor be removed from the contract.5.3 Vendor must complete and submit with their proposal the applicable documentation related toGeorgia House Bill 87 (commonly known as the “Illegal Immigration Reform and Enforcement Act of2011”).5.4 Information on Georgia House Bill 87 may be viewed on the APS web site at: http://www.atlanta.k12.ga.us Quick Links Procurement E-verify5.5 Failure to provide the required Georgia House Bill 87 documentation may result in the offeror’sresponse to the solicitation being deemed non-responsive and ineligible for evaluation.5.6 The Atlanta Board of Education desires that the Atlanta Public Schools operate in the most ethical andconscientious manner possible. Employees are expected to not only avoid any direct conflict of interestbut also to avoid even the appearance of impropriety. In an effort to comply with Board policy and toensure that our relationship with vendors is above reproach, vendors are prohibited from giving any APSemployee any gift, favor, loan, reward, political contribution, gratuity, entertainment, transportation,lodging, or meal except those of nominal value (less than 50.00), which must be disclosed to theimmediate supervisor and the Department of Internal Auditing. Advertising items and instructionalproducts that are widely distributed may be accepted. (Refer to Policy GAG and GAJB).5.7 All contractors and vendors desiring to do business with the APS and/or to participate on APScontracts shall be required to comply with Board policy GAG, Staff Conflict of Interest. All vendors andcontractors doing business with the APS shall provide all persons with equal opportunity without regardto race, color, sex, religion, national origin, marital status, sexual orientation, age, or disability.5.8 Vendors shall not contact APS Board members individually for the purpo

Applicant Tracking System 4 1.0 PURPOSE 1.1 The Atlanta Independent School System (hereinafter, "Atlanta Public Schools" or "APS") invites vendors to submit a proposal to provide an applicant tracking system. 1.2 In using this method for solicitation, we are requesting your best effort in seeking the best value for our requirements.