MODIFICATION
D -- HR Enterprise Service Management - Response Dates
- Notice Date
- 3/31/2017
- Notice Type
- Modification/Amendment
- NAICS
- 541511
— Custom Computer Programming Services
- Contracting Office
- Library of Congress, Contracts Services, Contracts Services, 101 Independence Ave SE, Washington, DC, 20540-9411
- ZIP Code
- 20540-9411
- Solicitation Number
- CIO20170343
- Archive Date
- 5/16/2017
- Point of Contact
- Ann Piper, Phone: 202-707-4928
- E-Mail Address
-
apiper@loc.gov
(apiper@loc.gov)
- Small Business Set-Aside
- N/A
- Description
- Response to Vendor questions extended. The Library of Congress is issuing a Request for Information (RFI) solely for information and planning purposes. A response to this RFI does not constitute a Request for Proposal (RFP) or a promise by the Library of Congress to issue a RFP in the future. This Request for Information (RFI) does not commit the Library of Congress to contract for any supply or service whatsoever. The Library of Congress is not at this time seeking proposals and will not accept unsolicited proposals. Respondents are advised that the Library of Congress will not pay for any information or administrative costs incurred in response to this RFI. All costs associated with responding to this RFI will be solely at the interested party's expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. This Request for Information (RFI) gives respondents an opportunity to provide documentation of the following: 1. Capabilities of the product's features and functions including the ability to meet the requirements listed in this RFI for an HR Enterprise Service Management suite. 2. Technical configuration, system architecture and deployment options whether as a Cloud, Software as a Service (SaaS) and/or on premise hosted. 3. Rough order of magnitude (ROM) for: a. All available product licensing options, software and hardware license structure, as well as, the annual maintenance and customer support. b. Implementation and training approach including general time-frame or milestones needed for implementation. OVERVIEW The Library of Congress (LOC) is the nation's first established cultural institution and the largest library in the world, with millions of items including books, recordings, photographs, maps and manuscripts in its collections. LOC's Human Resources Services (HRS) provides end to end HR services to approximately 4500 (including contractors, volunteers, and interns) staff employed within the six business or service units. This is a request for information (RFI) for human resources automated capabilities on the market. HRS seeks a product or a suite of products that provide Enterprise HR Service Management to streamline and improve HR service delivery by offering a self service portal to employees along with out of the box request and fulfillment process automation. The HR services to be provided through the Enterprise Service Management Portal will include On-boarding and Off- boarding, Hiring Request Management, Performance Management, Learning Management, Employee Relations and Labor Relations Management, Telework Program Management, and Transit Subsidy Program Management processes. The product or suite of products should integrate with the existing LOC HRS systems such as USDA National Finance Center (NFC), USDA Personnel Action Request system (EmpowHR - PeopleSoft based system), Hiring Management Information System (Monster Federal), and Time & Attendance system (WebTA - Kronos system). Additionally, the product or suite of products should include an integrated reporting system to provide end to end analytics - including trend analysis- of all the underlying data and provide an overall view of the employee data from hiring, on-boarding, to retirement or separation. The reporting system should also provide insight into volume, types of requests and individual workloads so that HR management can align services and resources, identification of bottlenecks and resource utilization, and identify opportunities to improve both services and HR operations. The following are highlights of detailed requirements and background information for the HR processes. These requirements should not be considered complete or exhaustive. Vendors are invited and encouraged to submit their proposed innovative solutions including the tools and methodologies regarding the capabilities expressed within this RFI. A. ON-BOARDING AND OFF-BOARDING WORKFLOW: HRS manages onboarding and off-boarding activities for Library employees. The Library's high level business requirements are as follows: 1.1 The Enterprise Service Management suite shall offer a self-service portal to automate employee on-boarding and off-boarding activities. 1.2 The system shall offer custom welcome pages to provide a positive experience to new employees and deliver important information regarding starting work at LOC. 1.3 The system portal shall assist in faster productivity and provide the right resources at the right time 1.4 The system shall integrate with Active Directory and the Office of Chief Information Officer (OCIO) service desk ticketing system 1.5 The system shall integrate with the Office of Security and Emergency Preparedness (OSEP) Security and Event Management system (C.CURE 9000) that provides badging capability to all LOC employees. The badging system has integration capabilities through Web Services API and SDK kits for supporting standards-based integrations 1.6 The system shall be flexible and tailored to accommodate LOC's specific rules for on-boarding and off-boarding B. HIRING REQUEST MANAGEMENT SYSTEM (HRMS): HRS manages LOC-wide recruitment and hiring actions for permanent and temporary staff across six service units. Currently, the average volume is over 300 annually to include a unique breadth of employee recruitment types within the federal arena. HRS estimates that LOC hiring requirements will continue to increase in the future. LOC has identified a need to automate its hiring request management process in order to simplify and streamline the administration and work-flow; centralize data collection and strengthen recruitment analytics; and integrate it with other human resources processes and systems (i.e. Personnel Action Request processing through EmpowHR, and Hiring Management Information System from Monster Government Solutions). The automated system will conform to the requirements of LOC's Merit Selection Plan. The automation will provide transparency, as well as, reporting and metrics. The automation will also allow for continuous process improvement. The system will automate the process workflow starting from the vacancy announcement request (VAR) submission by the service units through the offer acceptance and on-boarding. LOC's high level business requirements for the HRMS are as follows: 1.1 System Needs. LOC seek information on how an interested respondent could provide an integrated product, best of breed commercial off-the-shelf (COTS), web-based HRMS that can meet all of the following needs: 1.1.1. The system shall automate the submission of an HR requisition request. 1.1.2. The system shall automate the work-flow and review of the VAR request within the Service Unit and provide for internal approvals before it is submitted to HRS. 1.1.3. The system shall automate the review of VAR and the assignment of the HR Staffing Specialist by the HR Staffing Supervisor. 1.1.4. The system shall automate conducting job analysis that includes the selecting official and the hiring panel subject matter specialists. 1.1.5. The system shall capture the milestone date of posting the vacancy in Monster. 1.1.6. The system shall automate generating the initial applicant referral list from Monster and importing into the new automated system. 1.1.7. The system shall facilitate conducting and recording results of the application narrative - applications and resumes- reviews for the qualified applicants. 1.1.8. The system shall facilitate scheduling and recording results of conducting the phone interviews for the qualified applicants. 1.1.9. The system shall facilitate scheduling and recording results of conducting the in-person interviews for the qualified applicants. 1.1.10. The system shall automate generating final referral list for the qualified final applicants from Monster. 1.1.11. The system shall automate the recording of reference check results of for the final applicants. 1.1.12. The system shall capture the milestone date for the initiation of the Personnel Action Request (PAR or SF-52) approval. 1.1.13. The system shall automate making an offer to the final candidates and producing the offer letter. 1.1.14. The system shall automate accounting for the applicant accepting the offer. 1.1.15. The system shall automate accounting for preparing for the new employee orientation (NEO) package 1.1.16. The system shall capture the milestone date for completing Monster Closeout step for the vacancy. 1.1.17. The system shall manage a repository of positions descriptions (PDs) including major duty areas (MDAs) 1.1.18. The system shall manage a searchable repository of knowledge, skills and abilities (KSAs) that are associated with LOC positions/occupations. 1.1.19. The system shall automate the production of a Crediting Plan. 1.1.20. The system shall automate the production of a Structured Interview Guide (SIG). 1.2. Technical Environment Needs. The HRMS will: 1.2.1. Integrate with the LOC's HR Information Systems (EmpowHR/Monster/NFC) 1.2.2. Provide email notifications and reminders to all roles within the system whenever there is an action to direct their attention. 1.2.3. Integrate user roles across LOC for up to 15 roles, such as requester, selecting official, director, or service unit head. 1.2.4. Provide metrics on each step performance, for example, how many hours/days spent in each review and approval step. 1.2.5. Be compatible with Microsoft Exchange 2010 or higher. 1.2.6. Be compatible with Internet Explorer 11or higher and Mozilla Firefox 38.8 or higher. 1.2.7. Be compatible with Microsoft Office 2010 or higher. 1.2.8. Be compatible with database management systems such as Oracle 12c or Microsoft SQL Server 2014, if on premise. 1.2.9. Be compatible with AIX, Linux, or Windows platforms, if on premise. 1.2.10. The solution can be housed on a Fed ramped cloud. 1.3. HRMS Business Needs. 1.3.1. LOC will retain ownership of the data/information/records/reports captured and maintained within the HRMS. 1.3.2. Historical data migration from existing system(s) for at least 4 years. 1.3.3. Respondents will provide standard Service Level Agreements for Cloud solutions. 1.3.4. Respondents will explain the standard HRMS implementation approach and general time-frame/milestones normally needed. 1.3.5. Respondents will provide details on HRMS training options (types of training that will be available for LOC staff upon implementation of HRMS, and on-going/refresher training if needed). C. LEARNING MANAGEMENT SYSTEM (LMS): HRS manages LOC-wide learning and development initiatives and programs for nearly 4,500 staff (including contractors, volunteers, and interns). HRS provides training resources that develop LOC-wide competencies through a learning management system (LMS) and another portal consisting of a broad range of on-line learning content. LOC has identified a need to transform and expand its LMS capabilities to better foster a culture of learning that makes the best use of staff skills and competencies. Since 2005, LOC has used an LMS that only supports the management of instructor-led training and lacks the capabilities to support key initiatives including succession management, skill gap assessment, competency development and career planning. The current LMS was last upgraded in 2014. Continued reliance on a second portal to access on-line content in addition to the LMS is cumbersome for system managers and users. LOC seeks a single solution for streamlining and improving LMS administration and customer service. The integrated system will give staff easier access to available training and development resources, improve management's capability to track how well staff are meeting training and development goals, and support key LOC initiatives. LOC's permanent, temporary, contractor and volunteer "workforce" who use the Library's systems will be users of the single solution LMS. The number of users was approximately 4,500 (including contractors, volunteers, and interns) in fiscal year 2016. HRS estimates LOC hiring needs will increase LMS users to 5,000 by fiscal year 2018. Career and succession planning modules will be licensed only for LOC's approximately 3,500 employees and not for contractors or volunteers. LOC's high level business requirements for the LMS are as follows: 1.2 System Needs. LOC seek information on how an interested respondent could provide a commercial, off-the-shelf, web-based LMS that can meet all of the following needs: 1.2.1 Host SCORM/AICC compliant custom and commercial e-learning courses. 1.2.2 Support the development, deployment and tracking of training elements for a multi-disciplined workforce with technical, professional development and leadership-based needs; 1.2.3 Automate record-keeping of professional development activities, compliance training and registration of employees for instructor-led and on-line courses and provide transcripts; 1.2.4 Provide learner self-service functionality (e.g., self-registration for training courses via a vendor-provided web portal, preferably with an interface matching LOC branding standards); 1.2.5 Provide training workflow functionality (e.g., user notification, manager approval, wait-list management); 1.2.6 Allow for management and delivery of continuous professional education and continuous learning units, e.g. CLEs, PDUs, CEUs, etc.; 1.2.7 Allow for collaborative learning (e.g., application sharing, discussion threads); 1.2.8 Provide training resource management functionality (e.g., management of instructors, facilities, equipment) that integrates with Microsoft Outlook; 1.2.9 Allow for tracking of all expenses/costs associated with LOC training held on-site and off-site; 1.2.10 Support a personalized learning experience (i.e., transcripts, personalized calendar and "views" per user; self-registration/de-registration; etc.); 1.2.11 Provide built-in course completion certificates with version control and the ability to print, store and email copies; 1.2.12 Provide capability for users to certify their completion of learning activities, e.g. webinars, videos, books, etc.; 1.2.13 Provide robust training assignment functionality (i.e., automatic test grading and dissemination of results; assignment of learning activities to domains, groups or specific users; automatic homework/pre-work assignments sent upon course registration; etc.); 1.2.14 Provide robust enrollment management functionality (i.e. setting/waiver of pre-requisites for course enrollment; setting automatic open/close registration dates; customizable course rosters; batch and individual enrollment options; minimum/maximum event size parameters with automatic notifications or cancellations based on enrollment numbers; etc.); 1.2.15 Provide a comprehensive search function that can catalog/organize courses and events into custom categories; 1.2.16 Provide supervisor/manager functionality that supports multiple supervisor approval work-flows and notification of subordinates' training schedules; 1.2.17 Provide the ability to batch import and export utilities for student data; 1.2.18 Provide work-flow for processing SF-182 Authorization, Agreement and Certification of Training forms; 1.2.19 Provide built-in course evaluation functionality and configuration of notifications; 1.2.20 Provide functionality for approval work-flow for training requests; 1.2.21 Provide functionality associated with tracking/administering/reporting on individual employee service level agreements; and 1.2.22 Complies with all requirements of the Government Employees Training Act (GETA). The solution, as it is or by including supplemental modules, must provide the following: 1.2.23 A tool for conducting competency skill gap assessments (including multi-rater assessments) with a variety of options for defining proficiency levels; 1.2.24 Support for key initiatives, including succession management, competency development, and career planning (must have scalable functionality); 1.2.25 Ability to automate individual development plans and executive development plans and both facilitate and track the completion of developmental goals; 1.2.26 Historical data migration from existing system(s) for at least 4 years and 1.2.27 Webinar hosting and recording capabilities. 1.3 Technical Environment Needs. The LMS will: 1.3.1 Integrate with LOC's HR Information Systems (NFC/EmpowHR/HRMS module for competency information by position); 1.3.2 Be compatible with Microsoft Exchange 2010 or higher; 1.3.3 Be compatible with Internet Explorer 11or higher and Mozilla Firefox 38.8 or higher; 1.3.4 Be compatible with Microsoft Office 2010 or higher; 1.3.5 Be compatible with database management systems such as Oracle 12c or Microsoft SQL Server 2014, if on premise; and 1.3.6 Be compatible with AIX, Linux, or Windows platforms, if on premise. The solution can be housed on a Fed ramped cloud. 1.4 LMS Business Needs. 1.4.1 LOC will retain ownership of the data/information/records/reports captured and maintained within the LMS. 1.4.2 Respondents will provide standard Service Level Agreements for Cloud solutions. 1.4.3 Respondents will explain the standard LMS implementation approach and general time-frame/milestones normally needed. 1.4.4 Respondents will provide details on LMS training options (types of training that will be available for LOC staff upon implementation of LMS, and on-going/refresher training if needed). D. PERFORMANCE MANAGEMENT SYSTEM (PMS): HRS partners with managers and supervisors of nearly 3,200 staff (employees only) organized into six service units to improve individual and team effectiveness in the accomplishment of the LOC's mission and goals. HRS accomplishes this by:  establishing and regularly reviewing policies and procedures for appraising employee performance;  providing advice, guidance and training on performance management principles, and on the interpretation and application of performance management policy;  assisting managers and supervisors in their provision of annual and periodic appraisals of job performance;  providing expertise on approaches to recognize and reward quality performance;  encouraging regular two-way communication among supervisors and employees;  supporting ongoing professional development and skill development and enhancement;  identifying and helping to correct performance deficiencies;  monitoring and evaluating the application and effectiveness of the performance management program; and  keeping LOC management informed of service unit compliance with the performance management process. 1.5 LOC has identified a need to automate its performance management process in order to simplify and streamline the administration and work-flow; centralize data collection and strengthen workforce analytics; and integrate it with other human resources processes and systems (i.e. Personnel Action Request (EmpowHR) and NFC Payroll system housed by USDA, electronic Official Personnel Folder (eOPF ) housed by OPM and LOC's Strategic Planning and Performance Management System (COMPASS) that is an in house developed application housed at LOC). Automating the performance management process will contribute to the empowerment of the workforce to achieve strategic goals based on a mutual understanding of how individual performance is linked to LOC's strategic plan and how individual performance will be measured. It will enable managers and supervisors to develop mission-driven performance planning documents, provide regular performance feedback, support professional development, and deliver concise and timely performance appraisals. 1.6 From FY08 to FY15, LOC used an automated performance management system called ePerformance, enabling supervisors and managers to type data and to upload or attach performance documents created in MS Word. LOC made the decision to discontinue use of the system. 1.7 As a federal agency, LOC is required to comply with complex regulations that govern its performance management program. LOC's WPM process is further complicated by its manual nature, obligation to bargain with unions, and multiple appraisal periods. 1.7.1 Manual process - The current work-flow and all related documents are manual. HRS, managers, supervisors and staff maintain these documents in electronic and paper formats. Supervisors and managers compose, print, discuss, sign and file documents. Finalized documents are scanned and emailed to the HRS Outlook inbox where they are sorted into folders. HRS manually uploads performance documents into each employee's electronic Official Personnel Folder (eOPF, hosted by OPM), and manually records the employee's rating of record into LOC's HRIS (EmpowHR). HRS produces monthly compliance reports on LOC's workforce performance management activities. This requires the HRIS System manager to generate forty eight (48) reports each month and forward them by Outlook email to other HRS performance resources that transfer the numbers to an Excel document to calculate the compliance rate. Then that calculation is transferred to Microsoft Word to produce reports for each of the service units. These Word reports are forwarded to service unit representatives via Outlook. To graphically view compliance over a period, HRS uses Excel to enter the monthly compliance rates and create graphs. The compliance report process takes up to five days and two full-time resources to complete and there is always room for human error. 1.7.2 Bargaining Obligation - About 2,800 of LOC's workforce are covered by one of three (3) bargaining units, while another 800 employees do not have union representation. Each bargaining unit has a collective bargaining agreement with LOC which defines the performance management process for the workforce it represents. This requires the HRS staff to develop and maintain unique forms, training and support for the workforce represented by each bargaining unit and the non-bargaining workforce. It also requires managers and supervisors to bargain on the implementation of new or revised performance requirements. 1.7.3 Multiple appraisal periods - LOC does not have a single performance appraisal period. Each of LOC's major organizational sub-components has established different appraisal periods for their employees. Some service units have employees on multiple appraisal periods. LOC's workforce is currently on two different types of performance appraisal cycles, those based upon the anniversary date for an employee's assignment to their position and a common appraisal period (CAP) for all employees in a business unit. Regardless of when the LOC appraisal periods begin and end, each appraisal period is generally one year in length unless an employee is transitioning to an appraisal period that requires all employees within a service unit or other defined group to be evaluated on a common date. LOC's multiple appraisal periods require year-round administration by the HRS staff to monitor appraisal periods, provide just-in-time training, assess and advise on appraisal period transitions, and address workforce changes. 1.8 The automated performance management system will accommodate LOC's approximately 3,200 employees, not including contractors or volunteers. Of these, about 100 are senior level executives and about 500 are supervisors and managers. 2.0 PMS Business Requirements LOC's high level business requirements for the PMS are as follows: Performance Planning Functionality and Work-flow 2.1 Performance planning serves as the basis for the annual performance appraisal. LOC need multiple, pre-populated performance planning templates applicable to the various bargaining units, grades and positions of its workforce. The system shall provide the capability of multiple templates or forms that are fully customizable by LOC. Templates should be linked to staff profiles and/or available to select from a pre-populated picklist field. This will eliminate the need for supervisors and managers to manually select the correct form (template) for each employee. 2.2 Supervisors and managers will draft performance planning documents in the automated performance management system (system). The system must provide for input into the performance planning process from employees. 2.3 Performance plans will have up to 5 major areas of responsibility (MAR) or job elements (JE) or critical elements -depending on bargaining unit status, grade and position. Each MAR consists of (1) duties and responsibilities, (2) performance requirements, and (3) specific assignments linked to a duty and due date within the appraisal period. The MARs and JEs should be customizable and provide for easy identification of changes proposed by either supervisors/managers or employees. 2.4 Senior level executive performance plans - excluding bargaining unit senior level - are comprised of five critical elements (CE); there are four that have standard definitions that cannot be changed. Critical elements consist of: (1) a definition of the duties and responsibilities, and (2) performance requirements at the successful level of performance. 2.5 LOC managers performance planning forms (GS-15 and below) have the same four MARs and these cannot be changed; the three elements within each MAR have standard content and can be edited. 2.6 Pre-populated percent weights (minimum10%, maximum 100%, by increments of 5% (i.e. 10%, 15%, 20%...100%)) will be available to attach to each MAR or JE, and will automatically calculate and notify the document creator when the weights do not equal 100%. For senior level executives, the first of the five unchangeable critical elements must always be weighted a minimum of 60%, but the weight will be customizable by increments of 5% from 60% to a maximum of 80% (i.e. 60%, 65%, 70%, 75%, 80%). The remaining critical elements must be weighted provided the total weight of the critical elements equals 100%. The system will automatically calculate and notify the document creator when the weights do not equal 100%. 2.7 A text field for performance requirements associated with each MAR or JE will be customizable with text that can be typed or pasted from other sources. Widely applicable performance requirements will be available to include and edit in the same text field from a pre-populated pick-list field. 2.8 Performance planning forms format is specified by LOC. 2.9 Performance planning forms will allow having a "review" state until the forms are approved and finalized. 2.10 System will communicate with existing HR systems (i.e. EmpowHR, NFC, COMPASS, eOPF) to create new performance planning forms based on a new appraisal period resulting from promotion or reassignment, and will notify the supervisor or manager. 2.11 System will include workflow that provides for performance plans to be routed to and from supervisors, managers, and employees for review, modification and/or concurrence. 2.12 System will enable electronic signature by managers, supervisors and employees throughout the performance management process. System will enable managers and supervisors to finalize plans without employee signature in instances where an employee refuses to sign or is not available to sign and provide a limited text field for explanation. 2.13 System will allow attachments in various formats to be uploaded and included with the performance planning document. 2.14 System will have appropriate role based controls in place to allow only designated users (i.e., managers and supervisors) to finalize performance plans. Training and Development Planning Functionality & Work-flow 2.15 Training and development plans (i.e., Individual Development Plans, Executive Development Plans, etc.) describe an employee's professional development goals but are not used to formally assess employee performance. LOC need multiple, training and development plan templates or forms applicable to the various bargaining statuses, grades and positions of its workforce. The solution must provide for multiple templates or forms that will be customizable by LOC. Templates or forms will be linked to staff profiles and/or available to select from a pre-populated picklist field. This will eliminate the need for supervisors and managers to manually select the correct form (template) for each employee. 2.16 System will track and maintain specific core competencies and link them to goals in the individual development plan (IDP) or executive development plan (EDP) for senior level executives, a document which describes an employee's professional development goals. The IDP or EDP is created by the employee in consultation with the supervisor and others who can advise on existing gaps in skills and competencies required for success in the current position and/or advancement toward career goals. The system will automate the IDP and EDP for LOC employees. This portion of the system should interface the IDPs and EDPs with the LMS system for tracking. 2.17 LOC employees represented by bargaining unit AFSCME Local 2910 are not required to complete an IDP; however, their supervisors are required to document training and development activities with a training and development memo. Employees are not required to sign the training and development memo. The system will automate the training and development memo for LOC employees represented by bargaining unit AFSCME Local 2910. This portion of the system should interface the IDPs with the LMS system for tracking. 2.18 Widely applicable developmental goals and developmental activities will be available to include and edit from a pre-populated pick-list field for all IDPs and training and development memos. System will link developmental goals to LOC core competencies. 2.19 System will enable e-signatures by managers, supervisors and employees throughout the appraisal period and process.2.20 System will allow various formats of attachments (such as MS Office or Adobe PDF documents) to be uploaded and included with the performance planning document. 2.21 System will enable employees to track the completion of developmental goals with the option of communicating completions and changes to managers and supervisors. 2.22 System will only allow designated users (i.e., managers and supervisors) to finalize IDPs, EDPs and training and development memos. Mid-Point Review Functionality and Work-flow 2.23 Mid-year reviews (MYR) document the employee's progress toward achieving the performance requirements and results for each MAR, JE or CE. Mid-year reviews are conducted mid-way into the annual appraisal period. LOC need multiple, mid-year performance review templates or forms applicable to the various bargaining units, grades and positions of its workforce. The system shall provide the capability of multiple templates or forms that are fully customizable by LOC. Templates or forms will be linked to staff profiles and/or available to select from a pre-populated picklist field. This will eliminate the need for supervisors and managers to manually select the correct form (template) for each employee. 2.24 System will allow supervisors and managers to enter a mid-year review based on the performance planning document for employees. The mid-year review should not include an adjectival performance rating. 2.25 LOC do not receive mid-year reviews. Supervisors hold informal discussions with employees represented by bargaining unit AFSCME Local 2910 to assure mutual understanding of changing job responsibilities, performance requirements, and any problems the employee encounters in his or her work. At any time during the appraisal period supervisors of employees represented by bargaining unit AFSCME Local 2910 may have an informal discussion of performance and describe the employee's progress. The system will automate the informal discussion for LOC employees represented by bargaining unit AFSCME Local 2910. 2.26 For probationary staff (new employees, including employees transferring from other agencies, serving a one year probationary period before conversion to permanent or indefinite status regardless of whether the appointee has previously completed a probationary period in the federal government), a progress review is done on a form called Six Months Probationary Period Performance and Conduct Evaluation. The system will automate the Six Months Probationary Period Performance and Conduct Evaluation for probationary staff. 2.27 Senior level executives receive a progress review midway through the appraisal period. Supervisors certify that a progress review was conducted and included a discussion of (1) the progress being made toward meeting the performance requirements and objectives of the critical elements included in the performance plan; (2) the need for changes in the plan based on changes in performance requirements, objectives, or responsibilities; and (3) the identification of any performance deficiencies and recommendations on how to improve them by the supervisor. The system will automate the progress review for senior level executives. 2.28 Supervisors of LOC employees represented by the bargaining unit Congressional Research Employees' Association (CREA) are responsible for conducting at least one progress review discussion, usually midway during the appraisal period. Supervisors certify that this discussion was held by initialing and dating the section to section of the CREA appraisal form. The system will automate the progress review certification for LOC employees represented by bargaining unit CREA. 2.29 System will enable e-signatures by managers, supervisors and employees throughout the appraisal period and process. System will enable managers and supervisors to finalize MYRs with or without (when applicable) employee signature. System will provide customizable capability to add or remove fields according to specific LOC requirements. 2.30 System will allow various formats of attachments to be uploaded and included with the performance planning forms. 2.31 System will only allow designated users (i.e., managers and supervisors) to finalize mid-year progress reviews. Annual Performance Appraisals 2.32 Annual performance appraisals evaluate the performance of an employee against expectations established in the performance planning document. LOC need multiple, pre-populated appraisal templates applicable to the various bargaining statuses, grades and positions of its workforce. The system shall provide the capability of multiple templates or forms that are fully customizable by LOC. Templates or forms will be linked to staff profiles and/or available to select from a prepopulated picklist field. This will eliminate the need for supervisors and managers to manually select the correct form (template) for each employee. 2.33 System will provide for multiple appraisal periods (i.e., common appraisal period (CAP), fiscal, calendar or anniversary/grade date). 2.34 System will capture performance notes/documents from managers, supervisors and employees throughout the appraisal period that can be referred to when preparing appraisals. 2.35 Performance appraisals will provide fields for managers and supervisors to enter text that can be typed or pasted from other sources. 2.36 System will include work-flow that provides for Performance appraisals to be routed between managers, supervisors and employees for review, modification and/or concurrence by electronic signature. Employees will be able to provide comments before e-signing. System will enable managers and supervisors to finalize appraisals without employee signature. 2.37 System will enable supervisors and managers to rate employees for partial appraisal periods. LOC refer to these as close-out reviews. Close-out reviews become necessary due to promotion, change of position, reassignment, detail, change of supervisor, etc. Supervisors will complete a close-out review, at the end of the period for which they have supervised the employee, for use by the new supervisor of record (new/most recent supervisor) at the end of the appraisal period. The assessment and feedback of all supervisors during the appraisal period will be considered in determining an overall rating for the entire appraisal period. The system will automate close-out reviews. 2.38 System will enable managers and supervisors to rate complete appraisal periods for all employees. The system will automate calculation of a numeric rating using weights tied to each MAR, JE or critical element and produce a final adjective rating (e.g., Outstanding, Commendable, Successful, Minimally Successful, Unacceptable). 2.39 System will only allow designated users (i.e., managers and supervisors) to finalize performance appraisals. 2.40 Finalized ratings of record will be generated in an indexed PDF that can be automatically uploaded to each employee's eOPF performance folders (external interface needed with OPM for eOPF). 2.41 Finalized ratings or record and as applicable, awards and quality step increases (QSI) will be automatically sent to LOC's personnel action processing & payroll system (i.e., EmpowHR/NFC via external interface needed with USDA). Performance Management Process 2.42 System will automatically notify supervisors and managers of performance planning, IDP or EDP, MYR, and annual performance appraisal due dates, in advance of the due date via LOC's email system (Outlook). 2.43 System will automatically provide email notification to supervisors and managers of performance planning document, IDPs or EDPs, MYRs, and annual performance appraisals due dates and overdue. 2.44 System will have the capability to send email notifications to employees, supervisors, and managers when they have a performance action in their work-flow that needs their attention. 2.45 System will enable supervisors and managers to generate a variety of canned or ad hoc performance reports for their employees at any given time. 2.46 System will display inquiry pages which enable supervisors and managers to view their employee's performance history. 2.47 System will enable e-signatures by managers, supervisors and employees throughout the appraisal period and process. 2.48 System will provide outputs in various formats and allow attachments (MS Office or Adobe PDF documents) to be uploaded and included with the performance planning document. 2.49 System will produce monthly compliance reports for each service unit and for LOC overall. System Needs 2.50 System will provide a comprehensive search function that can catalog and organize data into custom categories. 2.51 System will allow historical data conversion from existing LOC systems/records for at least 4 years. Technical Environment Needs 2.52 System will integrate with LOC's HR information systems (NFC/EmpowHR), Strategic Planning and Performance Management System (COMPASS), and Office of Personnel Management system (eOPF), as well as the LMS system. 2.53 System will be compatible with Microsoft Exchange 2010 or higher for email notifications. 2.54 System will be compatible with Internet Explorer 11or higher and Mozilla Firefox 38.8 or higher. 2.55 System will be compatible with Microsoft Office 2010 or higher. 2.56 System will be compatible with database management systems such as Oracle 12c or Microsoft SQL Server 2014, if on premise. 2.57 System will be compatible with AIX, Linux, or Windows platforms, if on premise. 2.58 System can be housed on a Fed ramped cloud. PMS Business Needs 2.59 LOC will retain ownership of the data/information/records/reports captured and maintained within the performance management system. 2.60 Respondents will provide details on performance management training options (types of training that will be available for LOC staff upon implementation of the automated performance management system, and on-going/refresher training if needed). E. EMPLOYEE RELATIONS (ER) AND LABOR RELATIONS (LR) WORKFLOW APPLICATION 1.1 The system shall recreate the ER/LR current manual and paper-based work-flow processes in an automated environment. 1.2 The system shall provide role and privilege based security and case auditing capabilities would also be included. 1.3 The system shall provide the capability to track a single case through multiple states. 1.4 The system shall provide the capability to generate ad hoc reports and statistics. 1.5 The system shall provide the capability to manage the electronic storage of data and files. F. TELEWORK PROGRAM MANAGEMENT WORKFLOW APPLICATION 1.1 The system shall recreate the current telework manual and paper-based work-flow processes in an automated environment. 1.2 The system shall provide the capability to generate ad hoc reports and statistics. 1.3 The system shall provide the capability to manage the electronic storage of data and files. 1.4 The system shall provide the capability to record the determination of eligibility for employees to telework. 1.5 The system shall provide the capability to record the work suitability for telework. 1.6 The system shall provide the capability to approve telework applications on several approval levels within an organization. 1.7 The system shall provide the capability to record employee performance rating eligible for telework. 1.8 The system shall provide the capability to record employee abilities and training to determine eligibility for telework. 1.9 The system shall provide the capability to record the employee's capability to connect to work remotely and make telephone calls at their own expense. 1.10 The system shall provide the capability to accommodate multiple service units approval levels including service unit head. 1.11 The system shall provide the capability to record service unit costs associated with the employee telework including equipment, software, and reduction of transit subsidy. 1.12 The system shall provide the capability for service unit to determine allowable telework days within a week 1.13 The system shall provide the capability to determine regular versus short-term telework based on service unit criteria 1.14 The system shall provide the capability to accommodate telework workflow specific needs of service units and the Library 1.15 The system shall provide the capability to record, track, and report on telework 1.16 The system shall provide the capability to record the employee telework agreement information. 1.17 The system shall provide the capability to record, track and report on Time & Attendance codes for telework. 1.18 The system shall provide the capability to change, suspend, or cancel of employee telework agreement. 1.19 The system shall provide the capability to allow Telework days be added in employee timesheet default schedule according to agreement. 1.20 The system shall provide the capability to make telework requests for unscheduled telework. 1.21 The system shall provide the capability to create telework utilization reports. 1.22 The system shall provide the capability to create telework participation reports. 1.23 The system shall provide the capability to track unscheduled/short-term telework and comply with reporting requirements. 1.24 The system shall provide the capability to integrate with the Time & Attendance system (WebTA) used at LOC. G. TRANSIT SUBSIDY PROGRAM MANAGEMENT WORKFLOW APPLICATION 1.1 The system shall recreate the current Transit Subsidy manual and paper-based work-flow processes in an automated environment, including the current manual Transit-Fare Subsidy Application Form 1711. 1.2 The system shall provide the capability to facilitate faster online enrollment. 1.3 The system shall reduce administrative time and expense. 1.4 The system shall provide the capability to respond to search or query with one click. 1.5 The system shall assure regulatory compliance. 1.6 The system shall provide the capability to enable and automate the transit application, certification, enrollment, provisioning, and reporting business processes. 1.7 The system shall provide the capability to integrate with the Washington Metro Area Transit Authority (WMATA) system. 1.8 The system shall provide the capability to allow security roles such as, applicants, supervisors, funds certifying officers, and transit specialists to work within a seamless work-flow. 1.9 The system shall provide the capability to determine the type of transit application such as new, recertification, modification, withdrawal, permanent, temporary or for a new SmartTrip card. 1.10 The system shall provide the capability to determine the type of transit application for an intern or not to exceed application. 1.11 The system shall provide the capability to record applicant information, such as name, address, phone number, SmartTrip number, start date, not to exceed date, etc. 1.12 The system shall provide the capability to record applicant modes of commute request such as, car (single or double occupancy, not including drive to Commuter Parking Lot), car/van pool, Metro-approved van-pool, commuter bus, MARC, VRE, Metro Bus, or Metro subway, etc. 1.13 The system shall provide the capability to record applicant work schedule such as, regular, compflex, maxiflex, or telework days per month. 1.14 The system shall provide the capability to calculate the applicant's usual mass transit commuting cost to the nearest dollar for her/his daily commute to work. 1.15 The system shall provide the capability to calculate the applicant's total monthly mass transit expenses by the way s/he pays for commute. 1.16 The system shall provide the capability to list the employee's modes of mass transportation and the amount of the daily fares or cost of weekly or monthly pass, as applicable. 1.17 The system shall provide the capability to convert all costs to a total monthly amount. 1.18 The system shall provide the capability for applicant to certify the transit subsidy application. 1.19 The system shall provide the capability for recording funding organization code, fund code, employee ID, and service unit. 1.20 The system shall provide the capability for service liaison approval. 1.21 The system shall provide the capability to generate ad hoc reports and statistics. 1.22 The system shall provide the capability to manage the electronic storage of data and files. II. INFORMATION REQUESTED Part 1: Business Information 1. Name of organization. 2. Past Federal experience: - Has the organization implemented this approach at other Federal agencies? 3. Capabilities: - Describe the capabilities/qualifications/skills the organization possesses to provide the solution as described in the RFI. Part 2: Recommended Solution 1. Recommend a solution to achieve the objectives of the requirements stated in the RFI. 2. Provide a cost estimate for the recommended solution(s) including the following elements: a. Solution cost structure. b. Solution implementation costs. c. Required hardware and software and associated costs. d. Proposed hosting models, recommendations, and corresponding costs. 3. Provide an estimated timeline for implementing the proposed solution and provide a list of recommended, corresponding deliverables, along with a justification for each. 4. Provide a set of best practices for successful execution/implementation of the proposed solution. 5. Provide a list of requirements needed from the Library of Congress to ensure successful implementation. Part 3: Requirements 1. State whether the Library has identified the essential functions required to achieve the objectives set forth in this RFI. 2. Identify requirements/functions specified in Section 4 that are not required. Explain why they are not required. 3. Provide a matrix of the requirements set forth in Section 4. Identify which requirements the solution(s) can and cannot meet. Elaborate on requirements that cannot be met through your solution(s) or that need additional clarification. III. QUESTIONS Questions must be submitted in writing no later than noon, Thursday, April 6, 2017 to apiper@loc.gov. Answers to questions will post on FBO.gov no later than COB Thursday, April 20, 2017. IV. SUBMISSION OF RESPONSES Responses to this RFI shall be submitted using MS Word, no later than 2:00 PM EST, Monday, May 1, 2017 to apiper@loc.gov. Responses to all or part of the RFI will be accepted. Responses after May 1, 2017 may Not be considered. Proprietary information shall be clearly marked. The Library of Congress will NOT be responsible for any proprietary information not clearly marked. The Library of Congress may elect to contact RFI respondents to get clarification on information submitted.
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