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Request for Proposals (RFP) #201718-Bfor:Mastery Charter SchoolsTalent Management System – Core HR and PayrollRFP ID: 201718-BIssued: January 19, 2018Bidder’s Conference: January 24, 2018 at 1 PM EasternDeadline for Intent to Submit: January 29, 2018 at 5 PM EasternDeadline for final submission of questions: January 31, 2018 at 5 PM EasternSubmission Deadline: Wednesday, February 7, 2018 at 5 PM EasternFinalists Announced (tentative): February 22, 2018Finalist Presentations (tentative): February 26 – March 6, 2018Award Announced (tentative): March 19, 2018Questions may be submitted by email to: Tracey Geller at tracey.geller@masterycharter.org with RFP #201718-BQuestions in the Subject line.Questions will be answered within 2 business days via email with a return reply acknowledging receipt of theemail requested. Questions and answers will be shared with all bidders.Questions can be submitted prior to the Bidder’s Conference; however, no answers will be provided and/orcirculated prior to that date.ALL QUESTIONS PERTAINING TO THIS RFP MUST BE SUBMITTED BY: January 31, 2018This RFP is also available online at: www.masterycharter.org/public-notices.Talent Management System – Core HR and Payroll RFPPage 1 of 25
Request for Proposals (RFP #201718-B)Bidder’s ConferenceThere will be an optional opportunity for prospective Bidders to meet with Mastery Charter Schools staff viawebinar for a Question and Answer session.Date: Wednesday January 24, 2018Time: 1 PM Eastern TimeParticipation at the Bidders Conference is not mandatory; however, if you are intending to participate pleasesend an RSVP to Tracey Geller at tracey.geller@masterycharter.org with RFP #201718-B Bidders ConferenceRSVP in the Subject line. Please provide us names and titles of those attending by 12:00 PM Eastern onTuesday, January 23rd. After you RSVP, you will be provided with login information for the webinar.Intent to SubmitBidders who intend to submit a proposal should notify Mastery by emailing Tracey Geller attracey.geller@masterycharter.org with RFP #201718-B Intent to Submit in the Subject line by January 29, 2018at 5:00 PM. The Intent to Submit is highly recommended but is non-binding and has no effect on the scoring ofyour proposal; its purpose is to help Mastery prepare for the review of proposals. Bidders may still submit aproposal even if they do not send an Intent to Submit.Talent Management System – Core HR and Payroll RFPPage 2 of 25
Request for Proposals (RFP #201718-B)TABLE OF CONTENTSI.INTRODUCTION & BACKGROUND .4II.PROJECT DESCRIPTION .5III.PROPOSAL OUTLINE .6IV.RATING AND SCORING OF PROPOSALS .8V.REQUIREMENTS.9A.SECTION 1: GENERAL SYSTEM REQUIREMENTS .9B.SECTION 2: CORE HR AND P AYROLL REQUIREMENTS . 13VI.USE-CASE SCENARIOS .19A.SCENARIO 1: THE END-OF-YEAR PROCESS . 19B.SCENARIO 2: THE SEPARATIONS PROCESS . 20C.SCENARIO 3: POSITION CONTROL /REQUISITION PROCESS . 21VII.SUBMISSION INSTRUCTIONS .22VIII.IX.X.AWARD NOTICE AND PROTESTS .23TERMINATION OF CONTRACT .23PROPOSAL TERMS AND CONDITIONS .23Talent Management System – Core HR and Payroll RFPPage 3 of 25
Request for Proposals (RFP #201718-B)I.INTRODUCTION & BACKGROUNDMastery Charter Schools opened its doors in 2001 as High Tech High, serving 100-9th graders on one campus.Over the past 16 years, Mastery has grown to become a non-profit network of 24 public charter schools locatedin both Philadelphia and Camden. Mastery serves 13,500 students in grades K-12.Mastery currently employs approximately 1735 staff. Of the 1735, the approximate breakdown by geographyand employee type is as follows: 1435 employees work in Philadelphia, 300 work in Camden175 are part of Mastery’s Network Support Team, or NST (located in Philadelphia), and the remainderare based within schools1485 employees are full-time and 250 part-timeMission: Mastery’s mission is that all students learn the academic and personal skills they need to be trulyprepared for postsecondary success and able to pursue their dreams.Core Values: Mastery’s values are infused in the everyday life of the organization - in the recruitment criteriafor new staff, in staff evaluation and promotion decisions, in the organization’s growth strategy, and in the waystaff interact with each other and the parents and students Mastery serves. Mastery’s core values are: Student achievement – above allWe serveThe high roadGritJoy and humorStraight talkContinuous improvementOne teamMost of Mastery’s schools are turnarounds of struggling district schools (Philadelphia or Camden) and wepurposefully seek to serve neighborhoods in the greatest need of quality schools. We tend to be located in andserve communities that have historically been, and continue to be, racially isolated and economically distraught.The student population for each turnaround remains the same as it was under district management, as weprioritize welcoming all children from the neighborhood in student recruitment and enrollment.A national study on school turnaround models conducted by the Parthenon Group in 2014 found that Masteryhas experienced the strongest growth in proficiency rates for students in reading and math from year one toyear five in turnarounds than any other operator of multiple turnarounds in the country (Parthenon Group,February 2014). After turnaround we continue to operate those schools as the neighborhood public schools,making Mastery as close a proxy to urban public districts in the charter sector.Talent Management System – Core HR and Payroll RFPPage 4 of 25
Request for Proposals (RFP #201718-B)Today, Mastery is the nation’s largest operator of turnaround public schools. Incredible effort on the part of ourteachers, leaders, students and families contribute to improve student learning through data-informedinstruction and social-emotional support systems. Student achievement is our top priority with key decisionsmade around student needs. Using formative assessments, teachers work with students and develop individualplans to ensure academic development. Student achievement shapes our every action, and all involved aredriven to help students reach their potential.II.PROJECT DESCRIPTIONAs Mastery continues to grow each year, we need a more sophisticated set of data tools driving our HumanCapital Management System. A broad range of research on talent in the education sector points to a need toharness human capital data to make talent management a proactive strategy for aligning talent to outcomes andthat we cannot truly provide effective teachers in every classroom until we understand and use our humancapital data in strategic ways.Mastery currently uses a patchwork of different purchased and self-created systems to create what should be –but in practice is not – a seamless system of employee identification, performance based compensation-capablepayroll systems, recruitment and retention data, performance management, and talent tracking systems. Inaddition, we have a separate system for linking student academic outcomes to teachers and school leaders thatdoes not connect with other parts of our Talent Management System (TMS).In addition to our current systems landscape lacking integration and overall alignment, some of our otherchallenges include: Current core HRIS lacks value proposition (poor customer service, limited reporting, limited self-service)Current applicant tracking and learning management systems lack desired functionalityCurrent systems are not user-friendly, resulting in workarounds and reliance on manual processesMastery intends to implement a new Talent Management System that will launch in phases and ultimately beable to provide all Mastery schools with a comprehensive set of web-based tools to manage the full life cycle inour Human Capital Management System.To start, Mastery is soliciting proposals from qualified vendors to provide the first part of our TalentManagement System solution—Core HR and payroll. The scope of functionality for this RFP includes HR, Payroll,Time and Attendance, Benefits Management, and other functionality described within the Requirements sectionof this RFP. Mastery is also soliciting proposals for Applicant Tracking Systems (ATS), but on a separate timeline;vendors with ATS functionality should reference Mastery’s Applicant Tracking Systems RFP (#201718-C ) for ATSspecific requirements and details.Our main priority is to build a solid data model with supporting processes to ensure data integrity and deliveringsystem functionality to efficiently automate these processes; this will result in a shift in focus for HR fromtransactional/tactical to strategic. Other key objectives include: Formulating a consistent, right-sized data model supported by systems and processes that will ensuredata integrity;Eliminating inefficiencies and inconsistencies in processes;Talent Management System – Core HR and Payroll RFPPage 5 of 25
Request for Proposals (RFP #201718-B) Providing a central point to access data and initiate processes for all stakeholders (employees,supervisors, leaders, and HR); andEngaging managers in a self-service model.Vision StatementOur project team developed the following vision statement to guide our Talent Management System initiative:The TMS Initiative will empower all Mastery team members to have access to the information they need to beengaged, joyful and invested members of the Mastery family. There will be transparency for applicants duringtheir hiring process, and employees throughout their professional journey at Mastery. Performance,compensation, development and other HR and talent data will be complete, accurate and readily available toemployees and their managers. This project will drive us toward a great teacher in every classroom - andultimately, toward student achievement.III.PROPOSAL OUTLINETo simplify the review process and to facilitate maximum comparability, each proposal should include thefollowing:1) A 1-2-page cover letter to be signed and dated by an authorized agent of the bidder.The cover letter should include: The legal and authorized name of the Vendor submitting this bidFederal Identification Number (FIN)Contact information for the point of contact for the bidSummary outlining the vendor’s understanding of the work and general informationregarding the vendorPlease refer to section X.B. for representation of accuracy statement.2) Table of Contents3) Proposer Overview and QualificationsPlease include answers to the following questions: For how many years has the system you are offering been released?How many HRIS clients do you have?For how many years have you been supporting payroll clients? Please describe yourexperience with and understanding of payroll tax reporting.Do you provide full tax filing processes?What is the average size (employee workforce) of your customers?Describe recent experience with implementing an integrated HRIS solution for organizationsof a similar industry and size to Mastery.Describe your customer service-level agreement.What are your practices for informing customers of new features and releases of yourproduct?Talent Management System – Core HR and Payroll RFPPage 6 of 25
Request for Proposals (RFP #201718-B) 4)How do you differentiate yourself from your competition?Who are your product partners?Are you in compliance with the registration and permit requirements to do business inPennsylvania?Please include three client references, preferably organizations similar in size and industryto Mastery. If possible, please indicate at least one reference based in Pennsylvania. Thesereferences must have worked directly with the Contractor, know firsthand the quality of theContractor’s work, and be willing to provide a phone reference on your work if you areconsidered for a contract.Implementation InformationPlease include answers to the following questions: How long is a typical product implementation?Do you utilize professional services for any part of the implementation/system configurationprocess, or is it handled entirely in-house?Describe the typical implementation project team.Please list the full suite of additional services available.Please describe the major phases within implementation.Please include a sample implementation timeline with the responsible party listed next toeach step.What is your process for moving from implementation to customer maintenance?How long does the implementation team stay with the client before transferring tocustomer service?5) Cost of ServicesPlease estimate of all costs for product, implementation, and servicing/support. Please make sure thefollowing are included:ooooooooooooooLicense Fee:Annual Maintenance:Implementation costs:Professional services costs:Training costs:Customization costs:Interface/feed development costs:Monthly hosting fees:Monthly processing fees:Monthly service fees:Other monthly fees:Other one-time fees:All third-party costs:The frequency and timing of the billing processTalent Management System – Core HR and Payroll RFPPage 7 of 25
Request for Proposals (RFP #201718-B)If the fee is proposed under a different methodology (e.g., a fixed price for all services) please provide abasis for the proposed fee.6) Completed tables from the Requirements Section (General and Core HR/Payroll) with codes andcomments, and narrative responses to the open-ended questions under each section.Each vendor must submit 5 hard copies of the proposal in a sealed envelope. Please do not include anyadditional appendices or attachments.Contractors must also submit an electronic copy of the entire RFP response, either via email totracey.geller@masterycharter.org or on a USB drive. Please check the electronic version to ensure the file openscorrectly prior to sending in your proposal.All transmissions must be either hand delivered, sent by express delivery, or mailed through the USPS in amethod that requires a receipt that is returned to the Contractor verifying that the bid package arrived on time.Any responses received after the due date and time may not be reviewed or considered. Mastery is notresponsible for any packages that are not physically received after the due date and time. We suggest that youtrack your delivery to ensure timely arrival or hand deliver and request a delivery receipt. All proposals must bephysically received by Wednesday, February 7 at 5 PM Eastern time.IV.RATING AND SCORING OF PROPOSALSYour proposal may be evaluated and your offer accepted without any discussions, negotiations, or prior notice.Ordinarily, nonresponsive proposals will be rejected outright. Mastery Charter Schools may elect to conductdiscussions, including the possibility of limited proposal revisions, but only for those proposals being consideredas finalists for the award. Final selection will include a formal contracting process including the RFP response andany mutually agreed upon revisions as an Exhibit to the master agreement. Mastery Charter Schools mayconduct negotiations, beginning with the highest ranked Respondent, or seek best and final offers. Please keepin mind that cost is one of multiple variables being considered in this RFP. Note that the Contractor isresponsible for paying all its local, state, and federal taxes.Mastery Charter Schools may reject a bid as nonresponsive if the prices bid are materially unbalanced. A bid ismaterially unbalanced when it is based on prices significantly less than cost for some work and prices which aresignificantly overstated in relation to cost for other work. If there is a reasonable doubt that the bid will result inthe lowest overall cost to Mastery, even though it may be the low evaluated bid, or if it is so unbalanced,Mastery Charter Schools may reject the offer.Mastery will perform an initial review of the proposals and assess the following, in this order: Whether the system solution meets Mastery’s minimum requirements, as designated in the tables inSection V. (Requirements). Mastery may reach out to vendors with clarifying questions to determinewhether minimum requirements are met. Vendors unable to meet Mastery’s minimum requirements willnot be considered.Vendor’s cost of services is competitive and within Mastery’s budget.The extent to which the system solution meets Mastery’s other priority requirements, as designated inthe tables in Section V. (Requirements).Talent Management System – Core HR and Payroll RFPPage 8 of 25
Request for Proposals (RFP #201718-B)After assessing the items above, Mastery will select 2-3 finalists to participate in an onsite demonstration day.Vendors invited onsite will be evaluated on demonstrations of the requirements in Section V and the critical usecase scenarios described in Section VI. More information will be provided to finalists in order help facilitatedemonstrations.V.REQUIREMENTSProposers should use the following as a key for responding to the requirement tables within this section of theRFP.Y – YesFeature exists in the current standard version of the software, and vendor candemonstrate its functionality.N – NoRequirement cannot be met. Feature is not available in the current standard versionof the software, and there are no plans to develop the feature in the future.Enter a specific date toindicate the timing ofthe rolloutFeature does not exist in the current standard version of the software, but it will beincluded in a future release. Please indicate the approximate timeframe for rollout.C - Client Customization Client customization is available; tools are provided for client at an additional cost.V - VendorCustomizationVendor customization is available; vendor would provide customization at anadditional costT - Third PartyThird Party Feature is provided by a third party partnering arrangement. Indicate anypreferred partner agreements.O – OtherCode is not included above; please explain in comments section.In Sections 1 and 2, please note that those line items marked as Minimum Requirements are non-negotiablefor Mastery, and those marked as Priority Requirements are considered very important.A. SECTION 1: GENERAL SYSTEM REQUIREMENTSOpen-ended questions1. Describe the process for mass uploads of data. Are there limitations to the quantity/type of informationclients can import/upload?2. Provide an overview of your reporting tools and how they are integrated with your HR and payrollsystem.3. Describe the ad-hoc report writer that is delivered with your product.Talent Management System – Core HR and Payroll RFPPage 9 of 25
Request for Proposals (RFP #201718-B)4.5.6.7.8.9.10.11.12.13.14.How does a user build reports within the system? What level of skill is required to build reports?Describe the product’s back-end architecture. What is the back-end database that runs the application?What technology was used to develop the back-end database?Describe the scalability of the system. Provide any specific requirements for scalability on thosedimensions that are deemed important.Describe the backup methods and software employed. How frequently are backups taken? How farback can data be recovered?What security practices and protocols are used to safeguard the system and data?Describe the workflow capabilities provided by your product.Which modules have workflow capabilities?When was this workflow product developed? Was the product developed in-house or purchased?Please describe the workflow setup including where custom programming is required. Do you supplyany predefined workflow processes? How much flexibility does the client have in building workflows?Can you have multiple levels of approvals for your workflow? Is there a limit to the number of chitectureBack-end data architectureis flexible and supports theaddition of any number ofuser defined fields to anyfunctional area.User defined fields can berestricted to a specific set ofvalues via picklist or built-indata validation.User defined fields cansupport effective dating.Default data model ispublished and documented.Has audit tracking capability.Can track date and time ofwhich user made whatchanges to which data fields.Has full support foroutbound data access.Data access available viadirect ODBC, or APIconnection, or via recurringscheduled flat file extracts inthe UI.All client data is directlyaccessible or extractable byMastery at all times. Directconnections or extracts arenot limited to default data456Data Access7Data Access8Data AccessTalent Management System – Core HR and Payroll RFPMinimum Priority VendorReqtReqtCodeYesYesYesYesYesYesYesYesVendor CommentsYesYesYesYesYesYesYesPage 10 of 25
Request for Proposals (RFP #201718-B)9Data Import10 Data Import11 Data Import12 Workflow13 Workflow14 Workflow15 Workflow16 Workflow17 Workflow18 Workflow19 Permissions20 Permissions21 Permissionsmodel only and include anyuser defined fields.Has full support for inbounddata imports or uploads.Data imports can be directlyperformed by users via UI orAPI.Data imports can beperformed to any portion ofthe data model, includinguser defined fields, and willnot be limited to specifictables or data sets.Application has fullyintegrated workflow in allmodules.Workflow approvals can berouted based on definedrules by role and hierarchy.Workflow approvals can berouted based on conditionalrules and transactionattributes.Workflow approvals can berouted through an unlimitednumber of approval layers.Workflow approvals canhandle parallel routesrequiring only one route toapprove (“either/or”approval).Workflow transactions andapprovals are available forreporting in native reportingmodule.Workflow transactions andapprovals are available todirect data connectionsand/or data extractfunctionality.Application uses role-basedaccess control model.Supports an unlimitednumber of permission sets.Users may be assigned oneor more roles/permissionsets and will inheritTalent Management System – Core HR and Payroll sYesYesYesYesYesYesYesYesYesPage 11 of 25
Request for Proposals (RFP #201718-B)22 Permissions23 Permissions24 Security25 Legal Entities26 Legal Entities27 Legal Entities28 Legal Entities29 Reporting30 Reporting31 Reportingpermissions based on theunion of their assignments.Application supportsmanager delegation. A userother than an employee’smanager on record may bedesignated to see anemployee’s data andworkflow transactions.Application supports amatrix managerorganization. More thanone manager may view andact upon one employee’sdata and workflowtransactions.Supports single sign-on andconnects to Mastery ActiveDirectory user accounts.Supports specific Masteryneed to manage multiplelegal entities, each withseparate corporate tax IDs.Fully supports data andtransaction flow within andbetween the legal entities,including but not limited to:employee transfers,approvals, and reporting.Supports persistent, shared,and unique employeeidentifiers across theseparate legal entities.Supports pro-ration ofpayroll and taxes to eachlegal entity.End-user data reporting toolwith GUI that allows quickand easy access to real-timedata.Users can easily createreports with minimalspecialized training and noprior SQL knowledge.Reports can be configured torun on a predeterminedscheduleTalent Management System – Core HR and Payroll RFPYesYesYesYesYesYesYesYesYesYesYesYesYesPage 12 of 25
Request for Proposals (RFP #201718-B)32 ReportingReports can be designed andthen pushed out toconsumers.33 IntegrationSupports automated dataintegration with theApplicant Tracking Systemand other third-partysolutions and vendors (e.g.benefits interfaces).34 IntegrationFull integration between allsoftware modules providedby vendor.35 Implementation Solution provides separateproduction and testenvironments for testingsoftware updates and otherrisky changes.YesYesYesYesYesYesYesB. SECTION 2: CORE HR AND PAYROLL REQUIREMENTSOpen-ended questions1. Describe the process for transferring an employee between legal entities and how the resultingemployment history is stored.2. How is historical information, such as job title, salary and custom fields stored within the system? Isthere a limit to the number of years’ worth of data stored?a. Explain how your system creates and retains salary history.3. Describe how your system manages incentive/bonus or other additional pay.4. Explain how the system allows managers to plan salary increases online, process approvals viaworkflow, and automatically implement increases on the effective date.5. If a candidate is hired to fill a position that is different than the approved requisition, how are attributechanges to the position control object handled at that time of hire?6. Describe the integration between benefits and payroll. When a change is made to an employee’s benefitelection (e.g., single to family coverage), how does the deduction amount get changed in payroll orother outside systems?7. How does your product recover deduction amounts that have not been withheld from an employee’spay?8. Please provide an overview of the key compensation features of your system. How are thecompensation features integrated with the HRIS and payroll functions?#Category1Onboarding Ensures that completion of EEOsurvey is part of on-boarding.Onboarding Has the ability throughonboarding for new hire to2DescriptionTalent Management System – Core HR and Payroll RFPMinimum Priority VendorReqtReqtCodeVendor CommentsPage 13 of 25
Request for Proposals (RFP ding7Core HR8Core HR9Core HR10Core HR11Core HR12Core HR13Core HR14Core HRenter I9 information andupload supportingdocumentation.Can send verification reminderfor administrator atonboarding stage.Forms and employeedocuments can be uploaded inelectronic personnel record bythe employee.Forms and employeedocuments can be uploaded inelectronic personnel record bythe employer.Has automated tracking of allpre-employment activities.Can support many to manyrelationships betweenpositions and requisitions.Has aqualifications/certificationsdata model that iscustomizable to store specificcredentials per user.Has aqualifications/certificationsdata model that tracksexpiration dates.Handles contracts oremployment periods withmultiple payingcompanies/entities relatingback to one personnel record.Provides an easy way to showcombined employment historyacross all paying entities for anemployee (each school locationwill be a unique payroll entity).Ability to manage labordistribution process bycapturing allocationpercentages.Contains customizablecompensation planningallocation and approvalmodule.Has the ability to produceTalent Management System – Core HR and Payroll RFPYesYesYesYesYesYesYesYesYesYesYesPage 14 of 25
Request for Proposals (RFP #201718-B)15Core HR16Core HR17Core HR18Core HR19Core HR20Core HR21Core HR22Core HR23Core HR24Payroll/Time25Core HRcompensation statementswhich can be a basis for AnnualOffer Letter/Contract.Has the ability for employee toelectronically affirm receipt ofdocuments (e.g. offer letter,employee handbook)Contains approval workflow ofcompensation elements withautomated integration topayroll (schools often payteachers additionalcompensation amounts fortaking on responsibilitiesbeyond their day-to-day role).Employee self-service addresschange triggers tax changeworkflow.Has the ability to managemultiple address record types(e.g. mailing address and homeaddress) for one person.Has the ability for employee toinitiate personnel data changeworkflow (e.g. emergencycontacts, address, etc)Contains the ability to conductemployee surveys, such as exitsurvey.Enables storage of salary bandsand automatic calculation ofthe comp ratio of a givenindividual relative to salarybandsProgressive disciplinary actionscan be tracked and reported.Enables effective- dating ofpersonnel transactions andevents, such as addresschanges, salaries, terminations,etc.The payroll process respectsthe effective dating ofpersonnel transactions (e.g.entering future terminationsand hires).Has a mechanism to flagTalent Management System – Core HR and Payroll RFPYesYesYesYesYesYesYesYesPage 15 of 25
Request for Proposals (RFP Payroll/Time282929aPayroll/Time29b Payroll/Time29cPayroll/Ti
Mastery Charter Schools opened its doors in 2001 as High Tech High, serving 100-9th graders on one campus. Over the past 16 years, Mastery has grown to become a non-profit network of 24 public charter schools located in both Philadelphia and Camden. Mastery serves 13,500 students in grades K-12. Mastery currently employs approximately 1735 staff.
