MODIFICATION
R -- ENHANCED TIME AND ATTENDANCE (ETA) REPLACEMANT FOR e-Payroll OFFICE OF FINANCIAL SYSTEMS
- Notice Date
- 9/11/2009
- Notice Type
- Modification/Amendment
- NAICS
- 423430
— Computer and Computer Peripheral Equipment and Software Merchant Wholesalers
- Contracting Office
- Center Acquisition Innovation Frederick;Department of Veterans Affairs;7485 New Horizon Way;Frederick MD 21703
- ZIP Code
- 21703
- Solicitation Number
- VA-798-09-RI-0081
- Response Due
- 9/18/2009
- Archive Date
- 11/17/2009
- Point of Contact
- MElissa Maloy
- E-Mail Address
-
Contract Specialist Intern
(melissa.maloy@va.gov)
- Small Business Set-Aside
- N/A
- Description
- 1.Approximately how many timekeepers, employees and managers do you have?260,000 employees 20,000 timekeepers 20,000 managers2.Are you looking to implement a vendor hosted solution or a premise-based solution? Not yet determined3.Is the current HR system a homegrown system? What is the platform? Yes. Not relevant.4.Can you please specify how many employee groups you have (e.g., unions, hourly, salary, contractors)? Please specific how many employees you have per group. Approximately 260 to 280 thousand employees. Non-employees do not use the system. My approximation is 60 percent are salaried. Union membership is not a parameter in the T&A system usage or rules.5.Where these requirements written for a specific solution/vendor? No, absolutely not.6.Please clarify how the employee's time will be entered into the system (e.g., will the employee clock, enter it in via the web, or will a timekeeper enter time for the employee)? Timekeeper enters the work schedule for each employee. Employee or timekeeper enters exceptions to the work schedule.7.Do employees/manager/timekeepers have access to a web browser? Yes.8.Is it expected that we address each point stated in Attachment 1 or are we expected to write a capability statement that addresses the overall functionality of the solution and how we would meet these requirements as a whole? At this time we are only looking for your solution. You can also attach your capability statement. In the future we will be posting a Request for Proposal (RFP).9.Please state the format of the response expected. At this time we are only looking for your informal solution. When we post the RFP, we will have more detailed response information.10.Are you open to an initial discussion to learn more about your organization and the process flow of what is expected with the new time and attendance system? Not at this time11.Please detail the process of scheduling for tours, changes of tours, etc. Please tell us about the capability of your system in this regard.12.Is it expected for the ability to be able to record time as days worked or weeks worked versus hours worked per day? Hours or days. 13.It is stated that ETA also functions as an outlet of various HR data. Can you share with us what HR data is being maintained in ETA and is it expected that this data will be maintained in the new time and attendance solution? Almost any HR data you can think of.14.Please explain how compressed tours will be tracked. Please tell us about the capability of your system in this regard.15.Is the employee's assigned maintained in any other system or will the time and attendance system be the system of record for this data? It will be the system of record.16.Please describe the process and reason for "on hold" timecards. Please tell us about the capability of your system in this regard.17.Please describe the overtime request process. Please tell us about the capability of your system in this regard.18.Is it expected that the time and attendance system will integrate with ETA or replace ETA? Replace ETA.19.Please explain in detail the interfaces required between the time and attendance system and other systems. Please tell us about the capability of your system in this regard.20.Please describe the requirement for prior period adjustments. How often and what types of prior period changes are made today? Please tell us about the capability of your system in this regard.21.Will accrual balances be calculated in the time and attendance system or are calculations already performed in HR or payroll? Official balances will be determined by the payroll system. Please tell us about the capability of your system in this regard.22.Can you please provide the pay entitlements table? Not at this time. Please tell us about the capability of your system in this regard.23.Please describe the request process for environmental differentials. Please tell us about the capability of your system in this regard.24.Please describe the allocation of Canteen employees based on the cost distribution percentages. Is this distribution allocated on a permanent basis or a temporary basis? Where is this allocation stored? Please tell us about the capability of your system in this regard.25.Please provide a copy of the SF 71. Is it a requirement to mirror this form or can you conform to our standard automated leave request form? The form is available at www.opm.gov/FORMS/PDF_FILL/opm71.pdf. It is not a requirement to mirror this form.26.Can you please share the rules for Family Friendly leave? Are all employees eligible for this leave type? All government employees are subject to the same regulations regarding leave. You can refer to http://www.opm.gov/oca/leave/index.asp.27.Please describe the eligibility for overtime and comp time. Is it the same for all employees? It is not the same for all employees. Please tell us about the capability of your system in this regard.28.Please describe the process for preparing and transmitting T&A data to Austin? Is this where payroll is processed? Payroll processing is being migrated to the Department of Defense. Please tell us about the capability of your system to prepare T&A data for transmission to an external payroll processor.29.Please describe the timecard posting process. Are the groups mentioned different payroll groups? I am not sure which groups you are referring to, but the VA groups it's employees into "Time and Leave Units". These are just a group of employees that are serviced by a timekeeper. Please tell us about the capability of your system to support a timecard posting process.30.Please define irregular tours of duty. An irregular tour of duty is one that can change each pay period. Even the number of hours scheduled can vary each pay period, but in that case, the number of hours scheduled will average to a fixed number over a three pay period time frame. 31.How are tours defined today? A tour is a work schedule for a pay period. 32.Who is requesting Environmental Differential (e.g., employee, manager, timekeeper)? The employee, manager, or timekeeper can request Environmental Differential on behalf of the employee.33.Do you currently have an FMLA Case Management tool? Is it expected that the time and attendance system will include an FMLA Case Management tool? No and No.34.Please describe the requirements for workload scheduling for hospital workforce. Sample schedules would be appreciated. Please tell us about the capability of your system in this regard. 35.Is there a scheduling system that is currently being used for any of the population? If so, will the time and attendance system be interfaced with this system? There is currently no official scheduling system, although some VA hospitals have implemented their own independently of ETA. There are no plans to interface the new T&A system will a non-official work-force scheduling system.36.Can you share some of your sample schedules? Not at this time.37.Is there a preferred database/OS technology? No.
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