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Human Resources Information System, Payroll, Pension, and Timekeeping Systems
Replacement Project
Request for Information
October 5, 2018
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Table of Contents 1.0 General Information ........................................................................................................ 1
1.1 Overview of EBMUD ....................................................................................................... 1
2.0 Overview .......................................................................................................................... 1
2.1 Introduction ..................................................................................................................... 1
2.2 Request for Information .................................................................................................. 2
3.0 Current Business Environment ..................................................................................... 3
3.1 Business Environment for HRIS ..................................................................................... 3
3.2 Business Environment for Payroll ................................................................................... 3
3.3 Business Environment for Pension ................................................................................. 3
3.4 Business Environment for Timekeeping (ETS) ............................................................... 4
3.5 General Statistics ........................................................................................................... 4
4.0 Functional Business Requirements .............................................................................. 6
4.1 Proposed Solution .......................................................................................................... 6
4.2 Functional Requirements ................................................................................................ 7
5.0 Technical Requirements ................................................................................................. 8
5.1 Security and Compliance ................................................................................................ 8
5.2 Risk Management ........................................................................................................... 8
5.3 Interfaces ........................................................................................................................ 9
5.3.1 HRIS Interfaces ...................................................................................................................... 9
5.3.2 Payroll Interfaces .................................................................................................................. 9
5.3.3 Pension Interfaces ............................................................................................................... 10
5.3.4 ETS Interfaces ...................................................................................................................... 10
5.4 Reporting Infrastructure ................................................................................................ 11
5.5 Data – Entities and Relationships ................................................................................. 11
5.5.1 HRIS ..................................................................................................................................... 11
5.5.2 Payroll ................................................................................................................................. 12
5.5.3 Retirement (Pension) .......................................................................................................... 12
5.6 Data Migration and Data Warehouse ........................................................................... 13
5.7 Mobile Options .............................................................................................................. 13
6.0 Vendor Requirements ................................................................................................... 14
6.1 Vendor Information and Experience ............................................................................. 14
6.2 Product Information and Hosting Options ..................................................................... 14
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6.3 Pricing Information ........................................................................................................ 15
6.4 Product Implementation ................................................................................................ 16
6.5 Training ......................................................................................................................... 16
6.6 Ongoing Production Support ........................................................................................ 16
7.0 Vendor Information ....................................................................................................... 18
7.1 Terms and Conditions .................................................................................................. 18
7.2 Schedule and Contact Information ............................................................................... 18
8.0 Appendix ........................................................................................................................ 19
8.1 Current Overall System Flow ........................................................................................ 19
8.2 HRIS ............................................................................................................................. 20
8.2.1 HRIS Interfaces .................................................................................................................... 20
8.2.2 Active Employee State Diagram .......................................................................................... 21
8.2.3 Position Management Domain Model ................................................................................ 22
8.2.4 HRIS Functional Business Requirements ............................................................................. 23
8.3 Payroll ........................................................................................................................... 31
8.3.1 Payroll Interfaces ................................................................................................................ 31
8.3.2 Payroll System Flow ............................................................................................................ 31
8.3.3 Payroll Cycles ...................................................................................................................... 32
8.3.4 Payroll Adjustments ............................................................................................................ 32
8.3.5 Payroll Functional Business Requirements ......................................................................... 34
8.4 Retirement .................................................................................................................... 39
8.4.1 Retirement Interfaces ......................................................................................................... 39
8.4.2 Retirement Members State Diagram .................................................................................. 40
8.4.3 Retirement Member Domain Diagram ............................................................................... 41
8.4.4 Retirement Domain Pension Calculation ............................................................................ 42
8.4.5 Retirement Pension Calculation .......................................................................................... 43
8.4.6 Retirement Options............................................................................................................. 44
8.4.7 Retirement Functional Business Requirements .................................................................. 45
8.4.8 Retirement Handbook ......................................................................................................... 49
8.5 Timekeeping (ETS) ....................................................................................................... 50
8.5.1 ETS Interfaces ...................................................................................................................... 50
8.5.2 ETS Functional Business Requirements .............................................................................. 51
8.6 HRIS/ETS Time Codes and Business Rules by Unions ............................................... 52
8.7 Glossary ....................................................................................................................... 53
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1.0 General Information
1.1 Overview of EBMUD
East Bay Municipal Utility District (EBMUD) supplies water and provides wastewater treatment for parts of Alameda and Contra Costa counties on the eastern side of San Francisco Bay in Northern California. Approximately 1.4 million customers are served by EBMUD's water system in a 332‐square‐mile area extending from Crockett on the north, southward to San Lorenzo (encompassing the major cities of Oakland and Berkeley), eastward from San Francisco Bay to Walnut Creek, and south through the San Ramon Valley. The wastewater system serves approximately 685,000 customers in an 88‐square‐mile area of Alameda and Contra Costa counties along the Bay's east shore, extending from Richmond on the north, southward to Oakland.
EBMUD is a publicly owned utility formed under the Municipal Utility District Act passed by the California Legislature in 1921. EBMUD has a seven‐member Board of Directors publicly elected from wards within EBMUD’s service area. The Board of Directors and management believe that EBMUD has a public responsibility to preserve the region's resources and set industry standards for the way water and wastewater utilities conduct themselves. EBMUD is a customer‐oriented and environmentally sensitive public agency, firmly committed to serving people and the environment. The East Bay Municipal Utility District Employees’ Retirement System (EBMUDERS), which is a governmental defined benefit pension, began in 1937 to provide income for its members after retirement, and for their survivors. EBMUDERS is a separate public entity governed by the provisions of the EBMUDERS Retirement Ordinance. The plan is qualified under Section 401(a) of the Internal Revenue Code. For purposes of this RFI, EBMUD and EBMUDERS share the same requirements.
2.0 Overview
2.1 Introduction
EBMUD is seeking to replace its Human Resources Information System (HRIS), Payroll, Pension, and Electronic Timekeeping System (ETS) with new system(s) that leverage current technology and support industry standard processes for HRIS such as meeting all government reporting, record retention and withholding history, user‐friendly query capabilities/functionality, and retention of historical information from current PeopleSoft system. The new system(s) is expected to be a modern state‐of‐the‐art system that will provide staff with the ability to rapidly respond to changing business requirements to remain in compliance with legal or regulatory changes by the State of California and Federal Government. Additionally, the Pension System is seeking a solution that can service staff, its members, retirees, beneficiaries, and other stakeholders with a comprehensive and integrated system. The Pension System currently uses PeopleSoft HRIS system with custom built databases and tables which require
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maintenance and updating on a regular basis as the primary repository of retirement data, Health Insurance Benefit (HIB), and serves as the retirement payroll system.
2.2 Request for Information EBMUD is seeking a new HRIS, payroll, pension, and timekeeping solution to address its current and future needs. This Request for Information (RFI) has been prepared to assist EBMUD in fully understanding the functionality and services that are available in the marketplace as it relates to these types of information solutions. The RFI is intended for companies that develop solutions, as well as, companies that implement a developer’s solution. The RFI contains a general overview of EBMUD and an overview of our current environments for each of the four systems, mentioned above. The Appendix contains diagrams and functional specifications, to which we request responses concerning your solution. Included in the package is an attachment (Attachment 1 – Vendor Response Form) in Excel format that contains tabs for Technical, Vendor and functional requirements for the four systems. Please submit your responses on the spreadsheet and then return the spreadsheet to EBMUD. Also included in the attachments are our Retirement Handbook (Attachment 2) and our Business Rules by Union (Attachment 3) for further understanding of our environment. Vendors are encouraged to respond whether they offer technical solutions for all or some of the business areas documented below. If you provide solutions to some of the business areas, it is critical for you to document how your system would interface with other business areas and existing systems. Select vendors will be asked to demonstrate their solutions to EBMUD stakeholders. Project requirements may be revised over the course of this discovery process based on any additional information acquired. (NOTE: A response to this RFI does not constitute a bid; however, any information or demonstration provided in a response to this RFI may be considered as historical data by EBMUD when EBMUD decides to issue a Request for Proposal (RFP).)
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3.0 Current Business Environment
3.1 Business Environment for HRIS
EBMUD currently uses PeopleSoft HRIS which was originally installed in 1999 and was last updated 14 years ago. The current system is an integrated system that manages data for employee personal and job information, position management, payroll, and the EBMUD Employees’ Retirement System. This system is used to process biweekly paychecks for active employees and monthly payrolls for members of the EBMUD Board of Directors, retirees and their survivors. Benefits administration has been outsourced to a third party administrator that provides a web‐based technology with 24/7 participant access. Benefits enrollment and changes for employees and retirees are done online using the TPA’s system. Earnings and deduction files come from the TPA and are fed into the current PeopleSoft HRIS system in order to process payroll.
3.2 Business Environment for Payroll The Payroll group consists of four full‐time equivalent (FTE) employees who are responsible for administering the payment of wages and salaries to EBMUD’s employees, retirees and Board of Directors. Most employees are represented by one of four labor unions. A smaller percentage of employees are in non‐represented groups. Payroll staff is responsible for processing pay adjustments, including a wide variety of voluntary and involuntary deductions and reimbursements such as health care, travel, charitable, garnishments, and off‐cycle checks. Other responsibilities include manually calculating interest on employee’s retirement contributions upon retirement, managing ACH requirements, processing employee income tax withholdings, administering quarterly and annual state/federal filings, and miscellaneous reporting.
3.3 Business Environment for Pension The current business environment is a patchwork of systems that staff uses to provide recordkeeping of membership and service credit, pension calculations and benefits, payroll and financial processes. The current system requires manual data entry, and weekly and occasional/ad‐hoc non‐automated file feeds. EBMUDERS and ISD staff spends considerable time maintaining and managing data.
The systems used are:
Customized and standard PeopleSoft HR, Benefit, and Payroll panels
Stand‐alone pension calculating system
Imaging System
Third Party Health Benefits Administrator
Excel worksheets
Microfiche reader
Paper files.
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3.4 Business Environment for Timekeeping (ETS) ETS is an in‐house application used to track time worked and leave data with over 160 timecodes. Data is fed to the payroll system in order to process payroll. Although ETS is internally supported, changes are time consuming and complex because ETS is an older system that contains more than just timekeeping data and it has been enhanced numerous times. ETS interfaces with other systems to track data such as equipment, job injuries, performance appraisals, and pensionable service hours.
3.5 General Statistics
HRIS Item Quantity
Number of active employees 1800 Number of groups (represented, non‐represented)
Represented group Non‐represented group
10 4 (Locals 2019, 21, 39, and 444) Management, Confidential, Non‐Represented, Non‐Civil Service, Exempt, and Officers & Assistants
Active union 1650 Active non‐union 140 Full‐time 1800 Less than full‐time 30 Number of retirees and beneficiaries 1800 Number of Board members 7 Number of dedicated HRIS staff 5 FTE
Payroll Printing Job Approximate Volume Frequency Output Source
Employee advice statements 1720 Bi‐weekly Printed in‐house* Employee checks 80 Bi‐weekly Printed in‐house Retirement advice statements 1730 Monthly Printed in‐house Retirement checks 70 Monthly Printed in‐house Board Member advice statements 7 Monthly Printed in‐house Garnishments and other deduction checks
40 Bi‐weekly Printed in‐house
W‐2’s 1800 Annually Printed in‐house 1099‐R’s 1800 Annually Printed in‐house
*Electronic version available through Employee Self Service
Pension Item Quantity
Number of active members 1800 Number of inactive members 270 Number of retirees and beneficiaries 1730 Number of disability retirees 70 Number of plans 1
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Number of tiers 3 Number of contributing employer 1 Net assets $1.7 billion Number of EBMUDERS staff 4 FTE (including support from Payroll, Accounting,
and Finance) Annual number of retirements 70‐100 Annual number of refunds 20 Annual number of service purchase 15
Printing Job Approximate Volume Frequency Output Source
Annual Membership Statements
2070 Annually Printed in‐house and mailed directly
Health Insurance Benefit Statements
1700 Annually and ad‐hoc Printed in‐house and mailed directly
Newsletter 3780 Annually and ad‐hoc Printed in‐house and mailed directly
Annual COLA Letter 1700 Annually Printed in‐house and mailed directly
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4.0 Functional Business Requirements
4.1 Proposed Solution The primary objective of this project is to implement a stable, state‐of‐the‐industry solution capable of supporting the District’s needs as outlined below in section 4.2. The objectives of this project include:
Improved service levels for all users
Improved, centralized management of employee, retirement member, and retiree information
State‐of‐the‐art protection of personal data
Increased work efficiency, integrating checklists and steps that are now manual into streamline business processing
Implementation of workflow approval processes for various actions that allows for tracking, document storage, electronic approvals (elimination of forms), Manager Self‐service accessibility with delegation features, including best practices
User‐friendly self‐service functions for employees, active/vested pension members, retirees and survivors
User‐friendly manager self‐service functions, including delegation of authority
Robust Manager and Employee data portals
Accuracy of all information collected, maintained, and provided by EBMUD
System audit and control capabilities
System and data security and controls
Ad‐hoc and custom reporting tools including dashboards and on demand reporting, drill down capabilities, forecasting scenario capabilities, data manipulation, scheduling capabilities
A secure environment for the receipt, processing, storage and transmittal of all information related to EBMUD business operations
Capability to access all EBMUD data in real time as well as via reports
Accessible to people with disabilities in accordance with the American Disabilities Act (508 Compliance)
Rapidly adopt updates to changing business requirements due to legal or regulatory changes by the State of CA and/or Federal Government
Improved employee records management.
EBMUD’s desire is to implement standard software with “off‐the‐shelf” technology and software. Software capable of personalizing for reporting and query is highly desirable. Additionally, we desire proposals for best of breed solutions, i.e., open solutions, modern database management capabilities, user‐friendly interfaces, and CRM capabilities.
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4.2 Functional Requirements
Please find the functional requirements for the various business units in Appendix 8.0.
1. Please use the Vendor Response Form (Attachment 1) to provide your responses for the functional Business Requirements.
2. For each item, please provide the following information: a. In the Solution Type column, indicate how the business needs will be met i.e., whether it
is out‐of‐the‐box (Base), an extra add‐on package, a customized solution or if it is not supported.
b. In the Availability column, indicate whether the feature is available currently or in a currently scheduled future release or is not available at this time.
c. In the response column, please provide the following information i. A description of the functional capabilities of your solutions. ii. What does EBMUD need to provide for a successful deployment of the system?
How does EBMUD supply that information?
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5.0 Technical Requirements
5.1 Security and Compliance
Technical solutions must be designed to protect EBMUD from unauthorized access (especially any financial or personally identifiable information) from internal or external parties.
1. Describe the security features of your product. Identify features at the user, application, transaction and data levels.
2. Describe the configuration features that allow for EBMUD policies to be consistently enforce throughout the organization.
3. Discuss how your solution adheres to Open Web Application Security Project (OWASP) security
principles.
4. Describe any cryptographic technologies used by your solution in support of data privacy.
5. Describe the auditing features of your solution.
6. Discuss how your solution uses role‐based access control and how to manage the roles.
7. If your application allows for external access (mobile, external customer, vendors, etc.), describe the security features associated with it.
8. If our data is to be hosted remotely, please specify location(s). Are there any international locations? If yes, identify where the facilities are located.
9. What security requirements are required for your employees?
5.2 Risk Management
EBMUD plans to run its HRIS, payroll, pension, and timekeeping solution for a minimum of 15 years and upgrade as needed. There are events, however, that could happen that would pose a risk to the support of a system.
1. Will the source code base of the vendor’s solution be made fully accessible to EBMUD? Will it be readily available to be built or modified by competent EBMUD programmers should EBMUD choose to support the solution in‐house? If so, please describe the application development environment and any tools required for enhance the source code?
2. Do you publish end‐of‐life support dates? Is there an option to continue support on non‐current software releases? What, if any, is the cost associated with supporting such software?
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5.3 Interfaces EBMUD’s current software environment consists of numerous applications with varying integration requirements. EBMUD have numerous interfaces with internal and external systems.
1. How does your solution interface with other software systems? a. Describe the technical architecture of your solution and what type of protocols is used
to transfer information, both real‐time and as‐needed. b. Describe how data is secured while in transit from one system to another. c. Does your solution utilize protocols to verify sender and recipients?
2. Describe what mechanism you use to manage time‐sensitive data transmissions.
3. Describe any audit features associated with your interface architecture.
4. Describe how data can be exported from your solution to be loaded into EBMUD’s other
systems which may be locally or remotely hosted.
5.3.1 HRIS Interfaces
External interfaces include data feeds between EBMUD and:
Affordable Care Act Compliance and Reporting Administrator
Applicant Tracking
Bay Area Air Quality Control
Bay Area News Groups
CA State Controller
Deferred Compensation Administrator
Defined Benefit Retirement System
Emergency Mass Notification
FSA/HSA Administrator
Service Awards Administrator
Third Party Health Benefits Administrator
Internal interfaces include:
Budget Application
Electronic Timekeeping System
Emergency Response System
Enterprise Database
Financial Information System
Reporting System See integration diagram Appendix 8.2.1 HRIS Interfaces.
5.3.2 Payroll Interfaces
The external interfaces include:
Internal Revenue Service
Employment Development Department
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California State Disbursement Unit
Social Security Administration
Wells Fargo Bank
Credit Union
The payroll system interfaces internally with the EBMUD’s:
Timekeeping (ETS)
Human Resources Information System (HRIS) o Payroll also relies on data HRIS receives from its external interfaces
Financial Information System (FIS)
East Bay Municipal Utility District Employees’ Retirement System (EBMUDERS) See integration diagram Appendix 8.3.1 Payroll Interfaces.
5.3.3 Pension Interfaces
External interfaces include data feeds between EBMUD and:
Online Pension Calculation System
Third Party Health Benefits Administrator
Death Audits Administrator
Internal Revenue Service
Actuaries
Internal interfaces include:
HRIS System
Financial Information System
Electronic Timekeeping System
Reporting System
Payroll System
See integration diagram Appendix 8.4.1 Pension Interfaces.
5.3.4 ETS Interfaces
Internal interfaces include:
HRIS
Payroll
Enterprise Database
Work Management Systems (internal and external)
Financial Information System (general ledger, MMIS)
Fleet Database
People & Places Directory See integration diagram Appendix 8.5.1 ETS Interfaces
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5.4 Reporting Infrastructure
The system requires general reporting including statistical, metrics and management reporting, and a broad range of standard, pre‐loaded management reporting. The system requires that the solution being proposed is a robust, easy to use report writer that will allow new reports to be developed at any time easily by any member of the organization, based on their security data access levels. In response to this section please include a brief narrative describing how reports (and ad‐hoc queries) are developed, maintained, and produced in the new solution. Include the availability of ad‐hoc querying tools and address how management reports are generated and developed. In particular:
1. What reports are standard with your system?
2. What reporting software is standard with your system?
3. What mechanisms are available for EBMUD to generate customize, ad‐hoc, analytical and personalize reports? Are there additional costs associated with this? If so, please describe the fee structure.
4. What tools are available to schedule report generation?
5. What options are available for internal report distribution?
6. What options are available for pre‐built dashboards/portals for management/Retirement Board?
7. What options are available for real time queries?
5.5 Data – Entities and Relationships
5.5.1 HRIS
5.5.1.1 Active Employee State Diagram
o Active employee state diagram shows the various statuses of an active employee.
o See Appendix 8.2.2 Active Employee State Diagram
5.5.1.2 Position Management Domain Model
o Position management domain model is a conceptual model that shows the data needed and the relationship between the entities with the business rules.
o See Appendix 8.2.3 Position Management Domain Model
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5.5.2 Payroll
5.5.2.1 Payroll System Flow
o The Payroll System Flow section shows the various systems payroll interfaces
with internally as well as the data that is distributed externally.
o See Appendix 8.3.2 for Payroll System Flow
5.5.2.2 Payroll Cycle Diagram
o The Payroll Cycle Diagram shows the various payroll cycles within the payroll
system
o See Appendix 8.3.3 for Payroll Cycle
5.5.2.3 Payroll Adjustments
o The Payroll Adjustments section shows the various forms and sources of data
needed to perform additional pay or special deductions functions within the
payroll system. These adjustments may be one‐time or recurring, depending on
the type.
o See Appendix 8.3.4.1 for Flow Chart
o See Appendix 8.3.4.2 for Adjustments to Payroll Sources
5.5.3 Retirement (Pension)
5.5.3.1 Retirement State Diagram o Retirement state diagram shows the various statuses of our retirement
members and the events and conditions that cause a member to transition from
one state to another state.
o See Appendix 8.4.2 Retirement Members State Diagram
5.5.3.2 Retirement Domain Model
o Retirement domain model is a conceptual model that shows the data needed and the relationships between entities with the business rules.
o See Appendix 8.4.3 Retirement Domain Diagram
5.5.3.3 Retirement Calculation Models
o Retirement calculation models are conceptual models that shows the data needed to calculate the pension and the relationships between the entities with the business rules. The Retirement Pension Calculation shows the formulas used to calculate pension.
o See Appendix 8.4.4 Retirement Domain Pension Calculation o See Appendix 8.4.5 Retirement Pension Calculation o See Appendix 8.4.6 Retirement Options
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5.6 Data Migration and Data Warehouse
Data migration is a critical component of this project. Experience in migrating data from proprietary and relational data stores will be important for system adoption. Demographic, service information, historical pay data, financial, and project management data are essential to the day‐to‐day operations of EBMUD. Our requirements are to maintain our historical employment data needed for pension processing for 100 years.
1. What is your data migration strategy for transitioning our data to your solution with minimal business interruption to EBMUD?
a. Describe the advantages and disadvantages of your strategy. b. Describe your experience in data migration activities including staffing requirements
(from vendor and client) and duration. c. What tools do you utilize for the data mapping phase? d. Does your solution provide a Data Dictionary that explains the meaning of your data
elements to be used in mapping data from one system to another? e. How do you ensure data integrity during the transition?
2. Our plan is to host a data warehouse as a backup to a vendor’s solution. Discuss your options
and experience in providing data backups from your solution to a data warehouse. a. How do your customers extract a complete set of data for their data warehouses
including the frequency of extraction? b. What options are there for incremental, differential or complete data set extracts? c. Is there an extract mechanism or do you only have report file generation? d. Are there any constraints when extracting large volumes of data? e. What error notification, audit or correction tools are available? f. How is the data transmitted to EBMUD? What protocol and security mechanism are
used?
3. Describe any data analytics (dashboards, graphs, and drill down/up capabilities) including ad‐hoc options with your solution.
5.7 Mobile Options EBMUD is seeking solutions which take advantage of current technologies to provide real‐time access to critical business functionality. In addition, we plan to provide our staff with tools to improve productivity, ensure compliance, and provide flexibility.
1. Describe the extent to which your solution(s) supports mobile access. a. What technology platforms are compatible with your solution (e.g. tablets,
smartphones, iOS, Android, Chrome, etc.)? Do they comply with ADA accessibility?
2. Describe any additional hardware and software that would be required to implement mobile access to business functionality.
a. Describe any additional fees associated with your mobile options. b. Describe what additional maintenance and support activities are associated with your
mobile features. c. Describe what can be accessed and any limitations/restrictions.
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6.0 Vendor Requirements
6.1 Vendor Information and Experience
EBMUD is interested in partnering with vendor(s) who has demonstrated a successful track record for HRIS/Payroll/ETS/Pension solutions. Successful implementations are defined as on‐time, at or under budget, meeting all functional and technical requirements and helping the customer take full advantage of the efficiencies provided by the solution for end users and their business units.
1. Provide a brief history of your company, its products, and its strategic focus.
2. Provide a brief history of your experience working with governmental agencies within the past five (5) years? How many of these agencies are located in California? How many of the California agencies are water/wastewater operations?
3. Provide a list of all government clients, particularly California clients, that have implemented
your solution, including the following information: a. Date of implementation b. Length of engagement to implement c. Type of agency and number of employees d. Contact information for each client (name, email and phone).
4. What makes your company uniquely qualified to provide and implement the solution? Please
include a description of the qualifications of your staff, effectiveness of your methodologies and depth of your experience.
5. What is the size and financial stability of your company? If your firm privately held or publicly
traded? Provide copies of your annual reports for the last three years. Provide any additional information that you feel would be significant in evaluating the financial soundness of your company.
6. State the nature of any pending litigation, liens or claims involving your organization. Has your company filed Chapter 7 or 11 bankruptcies in the last ten years?
6.2 Product Information and Hosting Options
EBMUD is open to exploring all hosting options available by our responding vendors.
1. If you provide an on premise solution(s) (a solution hosted in the EBMUD data center), please address the statements below, otherwise skip to #2.
a. Describe the technical architecture of your application: presentation tier, application tier, databases supported, operating systems supported, etc.
b. List the hardware specifications required for each tier in your architecture. c. List the software specifications required for each tier in your architecture: database
versions, middleware versions, etc.
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d. Do your solution(s) support load balanced, high‐availability architecture? e. Describe how your solutions handle failover or disaster recovery scenarios. Does this
require any additional licenses? f. Describe any system tools included in your solutions that assists in monitoring
application performance and stability. g. Is any of the work subcontracted out? If yes, which part? Is any work completed
internationally?
2. If you provide cloud‐based solution(s) (solution(s) not hosted in the EBMUD data center), please address the statements below.
a. State where your data centers are located. b. State whether you own and/or lease these data centers. If you do not own this center,
describe your contingency plan in the event your hosting partner goes out of business. Describe the security protocol/standards utilized.
c. Describe the size and structure of your information security organization. d. Describe the physical security associated with your data centers and who is responsible
for it. e. Describe your disaster recovery and business continuity plan. f. Describe the various methods and the frequency by which EBMUD can access its data.
What costs or fees are associated with accessing our data? What is the level of access available?
g. Describe the process and timeframe required to export all EBMUD data should we decide to change hosting option or vendor.
h. How does your organization log and monitor system performance? i. Describe your organization’s data backup strategy. j. Describe your application, middleware and operating system patching strategy including
frequency. k. Describe your organization’s privacy program. l. Describe your incident management program.
3. Please describe your product roadmap. What features or strategic goals over the next 2 to 5
years are incorporated within it?
4. Describe how your proposed solution(s) is accessible to individuals with disabilities.
6.3 Pricing Information
1. Describe the pricing structure of your solution(s). If you offer different hosting options, clearly distinguish the difference between each option.
a. Itemize the fees for each component. b. Does your product offer a perpetual license? c. Itemize all recurring costs over the first 10 years.
2. Describe your implementation fee structure. Please itemize all fees associated with the
installation, configuration, data migration, functional, regression and integration testing of your solution.
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6.4 Product Implementation
Product implementation will require the completion of the following tasks:
1. Describe your implementation methodology. 2. Provide a high‐level schedule for the implementation of your solution(s).
3. Describe the number and skill set of EBMUD employees you would need to assist in the
implementation of your solution(s). Please state the time (person hours/weeks/etc.) you would require from each.
4. Describe the support and years of experience your staff would be dedicated to this project. Describe the percent of time each of your staff would be dedicated to the implementation.
5. Describe your planned testing strategy (functional, regression, integration, parallel and acceptance, structural, and performance testing).
6. What environments are to be delivered (test, user acceptance test, staging, prod)?
6.5 Training
1. Please describe the training you would recommend for your solution(s). a. Describe the different training methods you provide (e.g. online, in‐person, etc.). b. Provide your training fee structure (if not included in solution). c. Describe how many hours of training would be optimal for your solution. d. Describe what training resources you provide (e.g. manual, reference guides, user
groups, etc.).
2. Describe the components of your training plan.
3. Do you conduct a needs assessment before recommending your training options?
4. What type of post‐implementation or ongoing training do you provide or recommend especially after each upgrade (at rollout, new staff, after updates/upgrades for employees and admin users, change management, communication strategy)?
6.6 Ongoing Production Support
1. Provide a summary of your on‐going customer service and support programs. a. What levels of customer support are available? What are the main service level
agreement (SLA) components of each? What hours/days is support available? What is the cost associated with the support? Is there a toll free number that can be utilized to access support staff?
b. Describe the escalation procedure in the event that the SLA is not met. c. Are there performance guarantees and fees and risk?
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d. Describe the process if a major problem occurs such as not being able to complete an accurate and timely payroll. What is the guaranteed response time?
2. Describe what is involved in a typical software upgrade (e.g. is any system down‐time required,
and if so, how long do you typically need?). a. Please identify the typical tasks required for a software upgrade. b. What would be a standard timeline for an upgrade? c. How frequently do you release product upgrades? d. Are release notes included with all your upgrades? Briefly describe the content and
structure. e. What is the process for evaluating and incorporating specific enhancements into your
system? f. What is the process for evaluating and incorporating high priority bug fixes into your
system? g. How often have you released major software upgrades to clients in the last 5 years? h. Can EBMUD decide to not implement upgrade? Can the upgrade be reviewed by
EBMUD staff before it is implemented?
3. Describe what is involved in an emergency software upgrade? a. What is the notification process for an emergency software upgrade? b. How often have you released emergency software patches in the past 5 years? c. What about asking regarding changes required because of legislative changes (PEPRA)
or benefit changes (addition of new tier, mortality tables, etc.)
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7.0 Vendor Information
7.1 Terms and Conditions
This RFI requests information regarding available product and services. No contractual obligations on behalf of EBMUD whatsoever shall arise from this RFI process.
The Respondent shall be solely and fully responsible for all costs associated with the development, preparation, transmittal and submission of any material in response to this RFI.
Responses to this RFI become the exclusive property of EBMUD upon receipt.
Responses received to this RFI may be subject to the California Public Records Act.
The Respondent may designate elements in the response which are defined as business or trade secrets and plainly marked as “Confidential,” “Trade Secret,” or “Proprietary.”
7.2 Schedule and Contact Information
The schedule is shown below. Submit your responses to the address below. Email (preferred) and/or hard copies are acceptable. Please submit any questions or requests for clarification to Brenda Nickelson, IT Project Manager via email to [email protected] and [email protected], with subject header: Questions for HRIS Replacement Project, to ensure all vendors have equal access to information regarding this RFI.
Event Dates
RFI Release October 5, 2018
Questions Due By October 19, 2018 at 4:00 PM PST
Answers Posted By October 26, 2018 at 4:00 PM PST
Responses Due By November 9, 2018 at 4:00 PM PST
Thank you in advance for your interest in this informational request.
Email responses to: [email protected] and [email protected]
Subject Header: RFI for HRIS Replacement Project
Or send RFI responses to: East Bay Municipal Utility District Attn: Brenda Nickelson, IT Project Manager RE: RFI for HRIS Replacement Project 375 11th Street, MS #302 Oakland, CA 94607
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8.0 Appendix
8.1 Current Overall System Flow
20
8.2 HRIS
8.2.1 HRIS Interfaces
HREnterprise
Benefits Administrator
FIS
Deferred CompensationAdministrator
Emergency NotificationSystems
ETSEnterprise
Budget(gets salary and position datafrom HRIS)
Timesheet info
Bi‐weekly file w/ total payMonthly for Board
Panels, Reports &
Queries
ACA AdministratorState Controller
FSA/HSA Administrator
Carriers
Deferred Savings, EE Contributions,
EE Eligibility
Payroll DataEE InfoLeave of Absence
FEIN Address
Demographic fi
le
Carrier pre
miums, Payroll fi
les (Active
and Retir
ees) Eligibility, Open
enrollment
FSA/HSA Contributions
Eligibility files
Benefit Plans FeedEE Benefits TransactionsService Awards
Administrator
Bay Area News Groups
Leave Balances
Mail slots, Phone #s
Employee info: num, name,etc.
HR Administrator
EBMUD Employee
Inputs and extracts data
All Employees Self Service
Enters Benefit Data
Mgrs Special set
HRIS System FlowIncluding Benefits
Retirement
21
8.2.2 Active Employee State Diagram
22
8.2.3 Position Management Domain Model
1
1
1 (except Job Share 1...2)
Job CodeJob NameDate Approved
Job Code/ClassAssigned by Recruitment & Classification
Position NumberAssigned by HRISNumbers are random but some may be assigned a specific range (e.g. special drought positions, GM Special positions)Owned by ORGs
Position CharacterTC and LT have multiple variations (e.g. external hire, internal hire, or backfill)
Position Management Possibility
Position # (8 digits)Position CharacterPosition Title
1
ORG
Budget
Job Table
1…*
0…*
0…*
1…*
1
1…*
1
1
1
ORG-Job Code-Approved
Org-Job Code Option
Position #Budget IndicatorBudget AmountDate
Org #Org NameDept
Org #Org NameJob Code (Approved)Job NameFlex fromFlex Allowed# Authoried# AllowedTotal Assigned# Open
Org #Org NameJob Code Flexed from# Flex Allowed# Assigned# OpenDatePosition #
1
11
0…*
EE IDSSNDateSalaryAction Code
Employee
Position
Job Code/Class
Employee IDSSNDatePosition #Position CharacterRepresentation StatusOrgJob Code
1…*
Org Position
Org #Position #EE IDDate assignedUnion Code
1
1
1
0…*
23
8.2.4 HRIS Functional Business Requirements
Human Resources Data Management 1 Employee Records & Maintenance
Maintain current and historical demographic data (contact information, marital status, employee status, salary, etc.) for all active employees, terminated employees, and dependents. Historical data to be migrated from current system to proposed system and maintained for 100 years.
Maintain unlimited dependents, beneficiaries including personal information and emergency contacts
Cross reference employee marital status or domestic partnerships with: current and terminated employees and retirees (shared family).
Ability to track court orders: garnishments, support orders, dissolutions, and lock‐in letters.
2 Personnel (Job) Data
Track all employee personnel actions for the entire employee life cycle. Historical data to be migrated from current system to proposed system and maintained for 100 years.
3 Records Management
Physical and electronic integration with current third party documents management vendor. The actual documentation (original personnel documents, court orders, etc.) to be integrated with transactional system.
Salary Management 4 Salary Schedules
EBMUD needs a proposed solution that will provide flexibility to produce and maintain multiple Salary Schedules in accordance with Board resolutions, District’s Policy & Procedures, and MOUs. EBMUD’s current systems of record of the Salary Schedules are Excel spreadsheets manually updated by staff when changes approved by the Board of Directors occur.
The Salary Schedules consists of multiple compensation structures (step‐based and min/max range) with variation in rules and some exceptions:
Step‐based salaries have a difference of 5% between each step within the same salary range. Increases with step salaries are applied to the top step and divided by 1.05 for each step below to keep the range between steps at 5%.
24
Salaries that have a minimum/maximum salary range (Management Salary Plan) have a control point that is 90% of the maximum salary range. When increases occurs the maximum salary range is multiplied by 1.03 and rounded to the nearest dollar. To obtain the control point, the new maximum range is multiplied by 0.9. The minimum range is calculated by dividing the new control point by 1.3 and rounded to the nearest dollar. The control point should match the maximum step of other classifications with the same salary range.
4 Salary Step Progression
Track and report employee step progression based on District rules (time in a position, hours worked for less than full‐time employees) with automation of applying step increases.
5 General Salary Increase (GSI)
Annually, EBMUD employees receives a general salary increase based on CPI and negotiated contracts. Percentage of GSI and/or effective dates of GSI may vary based on representation.
On negotiating contract years retroactive GSI and equity adjustments may occur. Retroactive payrolls must impact all intervening salary events and recalculate both applicable earnings and deductions. EBMUD needs a proposed solution that will allow us to include any/all pay variables with regards to calculating and applying retro adjustments.
Retroactive activity may include:
variations of applicable earnings subject retro pay retro deductions (i.e. retirement contributions, union dues) retired and/or separated employees eligible for retroactive pay
6 Pay for Performance (PFP)
EBMUD’s management, confidential, supervisory designated groups, and qualified retirees are eligible for annual Pay for Performance. Program participants on a step‐based salary structure receive payout in the form of a one‐time lump sum payment. Depending on award percentage, program participants on a min/max range structure may receive either or both, a one‐time lump sum payment and/or base building salary increase percentage.
7 Career Service Pay
Employees in designated groups are entitled to career service pay upon completion of 20 years of continuous service. Eligible employees receive a 2.75% salary increase of their base rate. The proposed solution should provide ability to track eligibility and apply career service pay for eligible employees (time in a position, hours worked for less than full‐time employees).
Position Management 8 Position Management
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EBMUD’s current Staffing Plan is an Excel spreadsheet manually updated by staff when changes occur. Only Board approved positions are reflected on the Staffing Plan but the plan does not indicate whether a position is funded or unfunded. Some positions may be approved to be flexed with another appointment type or other job classifications that may or may not be in the same job series.
EBMUD needs a flexible solution that will be able to:
Produce a master Staffing Plan (preferably with position number) that will help staff determine:
Whether a position is funded or unfunded
How a position is currently being filled
If a position is flexed, how the position can be filled
Track positions by position number
Keep history of position changes including incumbents (permanent and temporary backfill), date created, reason position was created, and Board approval dates.
Track loaned positions (permanent and temporary attributes) and notifies department(s) when loan expires
Flag positions for various reasons Tie multiple job classifications to one position for flex staff purposes and
retain the history
Tie multiple appointment types to one position for flex staff purposes and retain the history
Place a freeze on identified positions by District, organization, classification or specific positions as required
Link positions to approved resolutions/authorizing documents (or provide space to record)
Differentiate whether a position is funded vs. unfunded and active vs. inactive by budget year
Leave Management 9 Leave Accruals
The proposed solution should provide ability to apply leave accrual rates and track various types of leave accruals (vacation, sick, service extension, compensatory time, etc.) with variation in rules and limitations of time being carried over from year to year. In addition, certain leave without pay must be tracked as well for various purposes.
10 Retirement Service Extension Credit & Conversion
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Based on MOU rules, when an employee’s sick leave accumulation reaches the maximum 1,040 hours, the hours accrued thereafter shall be accumulated without limit as Service Extension Credit. When the employee uses any sick leave hours, hours shall be deducted from the sick leave balance. Accrual for Service Extension Credit will resume when the sick leave accumulation reaches the maximum again.
If an employee returns to work after being out sick for 90 calendar days or more, the hours of sick leave taken shall be restored to the employee’s sick leave account by deducting that number of hours from any service extension credit in the employee’s account at the time of return to work to a maximum of 520 hours.
11 Sick Leave Conversion
Employees who use 18 hours or less of sick leave within a defined 6 month period are eligible to sell or convert sick leave hours to vacation. Employees must be hired prior to start of the measurement period and have more than 16 hours of sick leave to support a buyback. Eligible employees are notified and given a defined time frame to elect whether to:
Sell 8 or 16 hours of sick leave Convert 8 or 16 hours of sick leave to vacation hours Or, choose to do nothing
12 Vacation Buyback (Payout)
Employees who have more than 400 hours of vacation accrued at the year‐end has the option of taking vacation in the first 3 months of the new payroll year or be paid for any hours over the threshold at the beginning of the 2nd quarter of the year, with the exception of retiring employees who must notify the Manager of Employee Relations in advance with the intent to retire within the payroll calendar year. Employees who do not retire as intended have excess vacation hours of that previous year paid out to them at the salary rate effective end of March the previous year when the excess hours should have been paid out.
13 Compensatory Time Buyback (Payout)
Employees with accrued compensatory time may rollover unused compensatory time earned for the current payroll year to the next payroll calendar year. Any unused compensatory time rolled over from the previous year is paid off to the employee at the applicable FLSA rate.
14 Vacation Sellback
Employees may choose to sell back a maximum of 120 hours of vacation leave in 1 hour increments to the District across the payroll calendar year by reporting hours to be sold within the Electronic Timekeeping System using a specific timecode.
15 AB 1522 CA Paid Sick Leave Compliance
27
For terminating employees, unused sick leave balances should be retained. Rehires that were formally temporary 6‐month employees and are rehired within one year should have unused sick leave balances restored for use and accrual to continue upon rehire.
Performance Management 16 Performance Plan & Appraisal
Performance plans and appraisals are established annually with Performance Plans established at the beginning of the review year and Performance Appraisals occurring at the end of the review year. The performance plan period for non‐represented managers, confidential employees and Local 21 employees is from July 1 through June 30. All other employees have a one‐year appraisal period typically commencing on the anniversary date of their current position. Number of appraisals for probationary employees will vary based on length of probation during probation.
Self-service 17 Employee/Manager Self-service
The proposed solution should provide web‐enabled, self‐service functionality, ease‐of‐use to EBMUD users, and support single sign‐on functionality linking to other external portals or websites such as retirement or benefits administration. Some of the same functionality required by administrative users is also applicable to functionality that must be available on the employee/manager self‐service portal that is accessible externally with single sign‐on capability.
Onboarding & Off-boarding 18 Onboarding
EBMUD is looking for a modern onboarding application. Onboarding includes I‐9 verification and completion of all required forms in addition to pension plan enrollment for pension eligible hires and applying the applicable employee contribution rate for payroll.
If included with the proposed solution, provide a brief description of what functionalities the proposed solution provides to support recruiting and onboarding activities.
19 Off-boarding
Off‐boarding is a process that includes the verification of the final timesheets, calculation and payment of final wages, termination of benefits (including retirement), inactivating employee from system, and mailing a separation packet to terminated employee. The process involves collaboration across multiple departments(Terminating employee's department, HR, Payroll, and Retirement) using paper, emails, and phone calls. EBMUD would like to automate this process as much as possible with best practices.
Benefits Administration 20 Health Benefits
28
EBMUD offers six different medical plans, dental, vision, disability, basic and voluntary life and accidental death and dismemberment insurance, FSA, and HSA plans to eligible employees. Most retirees are eligible to remain enrolled on a District medical plan and all retirees are eligible to enroll in one of the two retiree dental plans. Retirees transition to a Medicare coordinated plan when eligible for Medicare.
Benefits for both actives and retiree population including COBRA administration are managed by a third party Administrator (TPA). HRIS demographic files are sent weekly to the TPA. EBMUD accepts files from the Benefits Administrator bi‐weekly for active payroll and monthly for Board/retiree payrolls to apply appropriate benefit earnings and deductions based on benefit elections. Premium statements are generated by the TPA and are sent to the District on a monthly basis for billing reconciliation and payment.
If available with the proposed solution, provide a brief description on how the proposed solution supports benefits administration.
21 Deferred Compensation Plans
EBMUD offers employees enrollment in three different deferred compensation plans: 457, 401(a), and 401(k)/401(k) Roth. Eligibility for plans varies by representation. The solution must provide ability to:
Administer plans in accordance with IRS rules and MOUs Provide ability to add additional plans (e.g. 457 Roth) Allow for manual plan enrollment and contribution changes through
Admin user only for 401(a) plan
Receive inbound data files and produce outbound data files to and from the vendor
Track 401(k)/401(a) loan balances and repayments Interface with Payroll to apply deductions
22 Affordable Care Act (ACA) Compliance
EBMUD’s current HRIS system is unable to support ACA compliance. EBMUD uses Equifax Workforce Solutions’ ACA Management Platform for ACA administration, both tracking of part‐time employee hours and eligibility, and tax reporting. Data files from HRIS and the Electronic Timekeeping System are transmitted to Equifax on a weekly basis. A custom table was created in the HRIS system to flag and track ACA eligible employees. The ACA flag is sent over on a weekly HRIS file to the Benefits Administrator for benefits enrollment processing. ACA reporting is completed by Equifax Workforce Solutions. Describe how the proposed solution handles ACA tracking and reporting.
Other 23 Purchase of Service Credit
29
Limited Term (LT) and Temporary Construction (TC) employees who are immediately appointed to a probationary position are eligible to purchase Retirement System service credit for the time they were in the LT or TC position. The employee has the option to purchase 0%, 25%, 50%, 75%, or 100% of the service credit. The balance of the amount paid and period of service purchased must be tracked and if a separate system, HR must send this data to the pension system.
24 Redeposit of Service Credit
A rehire who was previously a member of the Retirement System and withdrew their contribution funds may redeposit their funds. The employee has the option to redeposit 0%, 25%, 50%, 75%, or 100% of the service credit. The balance of the amount paid must be tracked and if a separate system, HR must send this data to the pension system.
25 Computer and Emergency Supplies Loans
Eligible employees may apply for an interest free loan of up to $2,500 for the purchase of a home computer/laptop or emergency supplies. EBMUD would like to automate the process of application submission and approval, track loan balances, and allows employees to view loan balance via self‐service.
26 Parking Administration
EBMUD tracks permanent parking (HRIS) and temporary parking (developed in‐house) in separate applications. Employees assigned to a permanent parking space may not request a temporary parking space. The in‐house parking application interfaces with permanent parking data from HRIS to validate temporary requests. If available, provide a description of how your solution will support this function.
27 Alternative Commute Program
Employees who take public transit or bike/walk to work at least 11 workdays per month are eligible for a monthly transit subsidy or stipend equivalent in amount. The transit subsidy is provided in the form of a prepaid card or voucher with the Application and Agreement for Transit Subsidy required on an annual basis. For those who bike/walk‐to‐work, the Bike or Walk‐to‐Work Stipend Request is due on a monthly basis and the stipend is paid directly to the employee’s paycheck for the preceding month.
The current HRIS system has customized tables that are used to track assigned parking and employees receiving a subsidy or stipend. An employee may not receive both the subsidy and stipend at any given time. Employees assigned a parking space are not eligible for the transit subsidy or stipend. If available, provide a description of how your solution will support this function.
Supporting Functionality 28 Image Processing/Document Management
The proposed solution should support imaging of both inbound and outbound communications. Describe how the proposed solution stores and manages documents including:
30
a) Mass extraction of files to be imported to imaging system b) Can users see documents they uploaded? c) Control which Admin users can see what type of documents?
29 Workflow
The proposed solution should support Workflow functionality across the entire organization.
• Unlimited configurable workflows • Customizable for process needs • Automation of routing of forms • Multiple levels of electronic approvals • History of all completed and in process workflows
30 Audit and Security
The proposed solution should support administering security, maintaining audit trail, and reporting.
31 Customer Relationship Management (CRM)
The new system should provide the ability to track and summarize the various contacts made with employees in the new solution. The intent of this required functionality is to ensure that staff can easily access and review the history of communications and contacts with employees.
32 Communication, Correspondences & Forms
The proposed system should accommodate various methods of communication for all users and member including mass e‐mails, text messages, written correspondence management, etc. The system requires that member correspondence be produced from the respondent’s solution and pre‐populated with the appropriate employee data. The system requests that respondents provide predefined letters as part of the scope of the project as well as pre‐filled forms and blank templates. In response to this section please include a brief narrative describing how correspondence and forms are maintained and produced in the new solution.
31
8.3 Payroll
8.3.1 Payroll Interfaces
HRIS
Time & LaborETS
Payroll Dept. FIS/GL
Health Insurance Benefits
MedicalDentalVision
DisabilityLife/AD&D
Supplemental
Deferred Compensation
Plans
401(a)401(k)/Roth
457
HR Dept.
Emp. Info:EmplID
SSNJob Code
StatusSalary
EarningsDeductionsDef. Comp.
Employment Eligibility
Verification
Judgments/Garnishments
GL Interface Data
W‐4/DE‐4PR Deduction
Union MembershipUDEA
Withholdings & Authorization Forms
Court Orders
Active Account Codes
RetirementSystem
Pensionable Comp.Retirement Contr.
8.3.2 Payroll System Flow
32
8.3.3 Payroll Cycles
8.3.4 Payroll Adjustments
8.3.4.1 Flow Chart
33
8.3.4.2 Adjustments to Payroll Sources (active employees)
34
8.3.5 Payroll Functional Business Requirements
Payroll Processing 1 Earnings and Deductions
Edit, validate, and process all current earnings and deductions (before and after tax) according to Federal, State, and MOU business rules.
2 Additional Pay & Benefits Allowance
Ability to process all the premium payments including recurring and non‐recurring stipends currently entered manually through payroll.
Accommodate other forms of benefits allowance payments such as uniforms, safety shoes, and safety glasses. Benefits may vary by job classes or MOU rules.
3 Miles & Meals
Ability to process EBMUD’s per diem rules for meals during travel. For miles, the difference is reported as additional income if the employee chooses the higher EBMUD rate over the IRS rate.
Provide interface if reimbursements are to be handled by Accounts Payable or third‐party administrator.
4 Imputed Income
Ability to process federal and state rules for imputed income (e.g., basic life insurance over $50k, taxable portion of health benefits for domestic partners and their dependents, etc.) provided by third‐party administrator
5 Supplemental Benefits - Pre-Tax
Administer the elective deferral of pre‐tax income in accordance with IRS 125 for Flexible Spending Accounts (FSA) (Medical Care Reimbursement Program and Dependent Care Assistance Program) and Health Savings Account (HSA).
6 Garnishments
Administer garnishments, or involuntary deduction of wages in accordance with court orders. System should support EFT (child support CA State Disbursement Unit) of such monies, electronic withholdings, and/or interface with Accounts Payable to produce separate checks per garnishment (student loans, IRS, bankruptcies, etc.).
7 Payments
Ability to process on and off‐cycles checks, advices, and pay statements with built‐in printing and ACH capabilities.
Provide paperless options for checks, advices, pay statements, and other related information.
Provide alternative payment options such as Paycards.
Ability to allocate direct deposit amounts to multiple banks or bank accounts (credit union). Product should offer prenote capabilities to facilitate in this process.
Adjustments 8 Adjustments to Pay
35
Allow Payroll staff to enter manual adjustments to an employee’s earnings, deductions, fringe benefits, etc.
Integrate or interface with other systems or file systems to allow for mass entries or adjustments such as GSI, retro pay, pay for performance, and charitable contributions during EBMUD’s annual giving campaign.
9 Leave Without Pay Benefits Adjustments
Track employee reimbursements to EBMUD for benefits paid during leave without pay (LWOP). Adjust or reverse employee repayments (LWOP for benefits) with a given effective date – ACH reversals, cash, or checks.
10 Unemployment/State Disability Claims
Automate the handling of claims such as Unemployment Insurance and State Disability Insurance (SDI).
11 Workers' Compensation
Workers' compensation processing in accordance with federal guidelines in addition to EBMUD specific business rules.
Track each specific job injury while retaining employee confidentiality – medical and personnel records must be separated by law.
Integrate or interface with third party benefits administrator data.
Ability to pay from single source (combine EBMUD and administrator's payments into one). Current payments are received from administrator and EBMUD separately and must not exceed gross monthly income.
Generate Employer’s First Report of Occupational Injury – Form 5020.
12 General Salary Increase and Cost of Living Adjustments
Ability to process a General Salary Increase (GSI) by bargaining units and/or job classification in various cost of living adjustment (COLA) percentages, and in a retroactive manner.
13 Compensatory Time Payout
Enforce maximum banked compensatory time rule of 75 hours per payroll calendar year. Any comp time in excess of 75 hours are paid to employees (cashed out) during the payroll cycle.
Compensatory time rolled over from previous payroll calendar year are cashed out if not used within current payroll calendar year.
Taxation & Reporting
14 Tax Withholdings and Reporting
Perform taxation in accordance with Federal and State requirements.
Have multiple options for disbursing employee or retiree tax withholdings to government agencies or third‐party administrators.
Electronic (ACH, Wire Transfer, File Upload, etc.) Telephone Prompt
Create, electronically distribute, and/or file forms and annual statements (employer, employee, retiree, and BOD).
36
Federal (W‐2, W‐2c, 941, and 1099R) State (DE‐9 and DE‐9c) Canadian (1042‐S and 1042‐T)
Self-Service
15 Employee Self-Service (ESS)
Allow employees (and retirees where applicable) to view and manage:
Pay Data
Prior checks, advices, or pay stubs Tax Documents (W‐2, 1099R) Tax Information
State and federal withholdings Dependents Marital Status Voluntary deductions
Health Insurance Life Insurance Union Dues Deferred Comp. Additional Pays
Bike/Walk Stipends Cellphone Allowance Certification Pay Language Premiums Banking Information
Credit Union Account Direct Deposits Leave
Leave Balances Leave Requests Vacation Donation Retirement Information
Employee contribution Retirement buyback Years of Service Loans and Repayment Balances
Personal Computer Emergency Supply 401(a) and 401(k)16 Management Self-Service (MSS)
Provide capabilities such as:
On Demand Reporting
37
Drill Down Capabilities Forecasting Scenario Capabilities Data Manipulation Scheduling Capabilities
17 Workflow
Ability to configure workflows to accommodate ESS and MSS functions, examples include:
Initiating requests Approvals Tracking Documents Delegation of duties (out of office)
Timesheet corrections – rejection notices, include notes or comments, etc.
Integrations or Interfaces
18 Third-Parties and Other Agencies
Integrate or interface with third‐parties to administer special programs such as commuter checks, supplemental benefits administrator/carrier, and repayment of loans
Integrate or interface with third‐parties, government agencies, standards bodies, or publications for automated updates to reimbursement rates (travel, meals, per diem, etc.)
Integrate or interface with governmental agencies such as US Dept. of Labor to maintain compliance in calculating overtime for qualified employees according to FLSA guidelines.
Integrate or interface with third‐parties or governmental agencies to handle electronic withholdings such as child support, deductions such as garnishments, or other employee elected deductions, etc.
Allow third‐parties (banks, lenders) to initiate request for verification of employment and financial history based on access and security protocols.
19 Employee Rates and Salary Schedules
Employee salary and rates should be effective dated to accommodate any pay changes during the pay period. Employee salaries and rates are tracked, retained and stored in HRIS (or other database) and interfaced with Payroll during payroll processing.
20 Retirement (see Retirement Functional Business Requirements section)
Integrate or interface with EBMUDERS to:
Identify and track pensionable compensation Track retirement contributions Calculate retirement contribution interest Generate retiree pay (checks, direct deposits)
Accommodate retiree and their surviving spouse(s), and/or beneficiaries
38
Accommodate one‐time payments (retiree’s first check, off‐cycle, if prorated)
Track and administer retiree medical, vision, and dental premium payments/reimbursements
39
8.4 Retirement
8.4.1 Retirement Interfaces
Retirees Pay &1099's
40
8.4.2 Retirement Members State Diagram
41
8.4.3 Retirement Member Domain Diagram
42
8.4.4 Retirement Domain Pension Calculation
43
8.4.5 Retirement Pension Calculation
Pension benefit is calculated using these factors:
1. Service credit =
Years of service for each year or partial year worked at the District + Redeposited years + Purchased years + Sick leave balance * 2 in hours converted to years ‐ Leave without pay in hours converted to years
2. Terminal Compensation
Highest continuous 24 or 36 month’s salary (based on 1980 plan or 2013 plan) Apply pension limits Apply reciprocal pay Apply work out of class + standby + shift pay + alone shift pay
3. Determine retirement benefit factor for 1980 plan or 2013 plan (refer to Retirement
Handbook)
Pension for 2013 plan = Service credit * 2013 factor (based on age) * terminal compensation Pension for 1980 plan = 1980 factor (based on service credit and age) * terminal compensation
44
8.4.6 Retirement Options
45
8.4.7 Retirement Functional Business Requirements
Retirement Data Management 1 Member Records & Maintenance
Maintain current and historical demographic data for all active, retired, terminated members, and surviving beneficiaries. Historical data to be maintained for 100 years.
Accommodate multiple client defined ID numbers per participant.
Maintain unlimited dependents (includes differentiating State Registered or EBMUD Registered Domestic Partnership), beneficiaries including personal information and alternate contacts.
Cross reference between dependent/beneficiary and retiree/employee records (shared families, DROs, participant with multiple IDs).
2 New Member Enrollment
New members are manually enrolled in the appropriate retirement plan which is dependent upon the member completing a Member Reciprocal Self‐certification Form during onboarding. If Retirement is a separate system, the proposed Retirement solution should have the ability to accept new members bi‐weekly. Staff should also have the ability to create a new member profile manually.
3 Beneficiary Collection and Maintenance
EBMUD's current repository for beneficiary data is through a Third Party Benefits Administrator and by paper. Paper files are scanned to the imaging system. EBMUDERS would like the proposed solution to be the source of storing beneficiary data for active, vested, retired members, and other payees where staff can access data from one source. Beneficiary data should include beneficiary designated at time of retirement which may not be changed (except Option 1, see 8.4.6 Retirement Options).
4 Power of Attorney/Special Needs/Conservatorship
EBMUDERS' current system of record of all legal files pertaining to retirement is an Excel spreadsheet manually updated by staff. Legal documents received are routed through appropriate staff for processing and scanned into the imaging system with the paper copy filed. The solution should accommodate tracking of Power of Attorney and legal documents with the ability to flag retirees/dependents associated with it.
Pension Management 5 Pension Calculations and Estimates
The Retirement System uses an external application to process pension calculations and estimates. The proposed solution should have the ability to calculate the benefits for unlimited Tiers and payment options.
6 Retirement Contributions Management
46
The Retirement System has one reporting employer that is responsible for providing employment, payroll, and recurring contribution information to EBMUDERS on a bi‐weekly basis. That information is processed then posted to the members' accounts. The new system must interface and/or provide required data extracts with the District's payroll system, maintain transaction history, and have ability to provide file interface/reports allowing the system to update the payroll and Financial systems. The proposed solution must follow generally accepted accounting principles. The solution must be able to track pre and post‐tax contributions to support safe harbor provisions, purchases of service, redeposits of contributions, and posting of semi‐annual interest. For members with split tier membership, contributions for each tier should be tracked separately.
7 Purchase of Service Credit (Buybacks)
The proposed solution should provide ability to calculate a purchase of service contract, administer the collection of payment for the purchase, and finally grant the service to the member’s account. Most purchases are through payroll deduction or through lump sum payment or rollover. System must also have the ability to accommodate pre and post‐tax contributions as payment for Purchase of Service and track which type of payment was used and amount of service purchased.
8 Reciprocity
The system is reciprocal with other California public pension systems. Reciprocity allows participants to qualify for a benefit with service from more than one a plan. System should have the ability to track reciprocal membership status and dates of service, status of responses from reciprocal agencies, service credit, final compensation, and vesting.
9 Service Credit Tracking
The proposed solution must have the capability to track and maintain service credit balances for all eligible employment types up to 60 years of service credit per individual. Purchase of or redeposit of service credit should be tracked as a separate balance as well as service credit for separate retirement tiers.
10 Cost of Living Adjustments (COLA)
Annually, EBMUDERS provides a cost of living adjustment. The proposed system must have the ability to apply the COLA and COLA Bank to retirees and beneficiaries according to plan provisions. Must be able to prorate COLA in accordance with plan rules.
11 COLA Bank Processing
The proposed solution must have the ability to track and update COLA bank balances (see definition).
12 Disability
The proposed solution must support the disability process from initial request, to the tracking of required medical information, to the approval/denial of claim, and the initial setup of retirement payment, tracking of income, and medical re‐evaluations. Retroactive disability retirement processing may occur.
13 Return to Work
The proposed solution must have the ability to return a disability retiree or a terminated employee to an active employee status and track employees who move from full‐time to intermittent/job share status and accumulate service credit accordingly.
14 IRS 401(a)(17) Limitation
The proposed solution must accommodate IRS 401(a)(17) limits.
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15 IRS 415(b) Limitation
The proposed solution must accommodate IRS 415 limits and a 415 replacement plan.
16 DRO and Court Orders
The DRO and Court Order requirements outline the needs for processing court orders such as Domestic Relations Orders (DRO), support orders, and other court orders or similar documents. The proposed solution must have the ability to reflect court orders within benefit calculations and payments. System should have the ability to calculate split pensions based on time rule and ability to calculate and apply split accounts.
17 Garnishments
The proposed solution must provide ability to support garnishment of pensions in accordance with court orders.
18 Death Processing
The system must have the ability to store date of death, process death benefits, set up survivors and beneficiary benefits (which may include retro processing for reported late deaths).
19 Death Audit
The Retirement System conducts continuous death audits through a third party vendor. Demographic information is provided to the vendor on a monthly basis. Describe how your solution handles death audits.
20 Terminations and Refunds
The Retirement System allows terminated, non‐retired (vested or non‐vested) members to receive a refund of employee contributions with interest through lump sum disbursement or direct rollover. Amount, type of disbursement, and date disbursed should be tracked. Terminated members with less than 5 years of service and no reciprocity should receive an automatic refund. Terminated members with more than 5 years of service should automatically be a vested member at time of separation.
21 Retirement Payroll – Recurring and Non-recurring Payroll
The requirements for retiree payroll should allow the system to integrate payroll into the proposed solution to retirees, surviving spouses, beneficiaries. One time ‐payments also need to be accommodated.
22 Annual Retirement System Member Statements
At the conclusion of each calendar year, active and vested members are provided with a membership statement of their contribution balance plus interest. Annual statements should include service credit (including service extension credit if any), reciprocity, estimates, and plan membership (tier).
23 Correction of Error
If an error is discovered in the administration of the Retirement System, corrective action is made which may include crediting a member for underpayment or recouping overpayments (i.e. enrollment in wrong tier, error in reimbursement of HIB payments) from member according to MOUs and Retirement Ordinance. Administrative users should have the capability to make retroactive corrections.
Retiree Health Administration 24 Health Benefits
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Most retirees are eligible to remain enrolled on a District medical plan and all retirees are eligible to enroll in one of the two retiree dental plans. Enrolled retirees’ transition to a Medicare coordinated plan when eligible for Medicare. Benefits for both actives and retiree population are managed by a third party benefits administrator. Demographic files are sent weekly to the benefits administrator. EBMUD accepts files from the Benefits Administrator monthly for retiree payrolls to apply appropriate HIB earnings and premium deductions based on benefit elections.
25 Health Insurance Benefit (HIB)
Retirees may be eligible for a HIB reimbursement to help in offsetting the cost of health insurance. Eligible retirees are required to submit proof of coverage and payment on an annual basis to receive credit. Retirees may report changes to coverage throughout the calendar year. The proposed solution must administer eligibility for, and participation in the HIB program.
Member Self-service 26 Member Self-service
The proposed solution should provide web‐enabled, self‐service functionality, ease‐of‐use to EBMUD users, and support single sign‐on functionality with other portals. Some of the same functionality required by administrative users is also applicable to functionality that must be available on the employee portal that is accessible externally with single sign‐on capability.
27 Online Calculator
EBMUDERS provide their members’ access to an online retirement estimator. The proposed solution must include an estimator that can accommodate estimates for all retirement tiers and options. Members should be able to run as many different scenarios as desired through employee self‐service.
Reporting 28 State of CA Controller’s Report
EBMUD is required to submit audited financial reports to the State Controller’s office annually. Content of data requested may vary year to year.
29 Actuarial Reporting
EBMUDERS provide the actuaries retirement census data for all members, retirees, and their survivors on an annual basis.
30 Global Reporting
The proposed solution should provide ability to generate reports based on user‐selected values and have the ability to be generated to various file formats.
Supporting Functionality 31 Image Processing/Document Management
The proposed solution should support imaging of both inbound and outbound communications. Describe how the proposed solution stores and manages documents including:
a) Mass extraction of files to be imported to imaging system
b) Can users see documents they uploaded?
c) Control which Admin users can see what type of documents
32 Workflow
The proposed solution should support Workflow functionality across the entire organization.
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33 Audit and Security
The proposed solution should support administering security, maintaining audit trail, and reporting.
34 Customer Relationship Management
The new system should provide the ability to track and summarize the various contacts made with members, retirees and other entities in the new solution. The intent of this required functionality is to ensure that staff can easily access and review the history of communications and contacts with members and retirees.
35 Communications, Correspondences & Forms
The proposed system should accommodate various methods of communication for all users and member including mass e‐mails, text messages, written correspondence management, etc. The system requires that member correspondence be produced from the respondent’s solution and pre‐populated with the appropriate employee data. The system requests that respondents provide predefined letters as part of the scope of the project as well as pre‐filled forms and blank templates. In response to this section please include a brief narrative describing how correspondence and forms are maintained and produced in the new solution.
8.4.8 Retirement Handbook
See Attachment 2 (Retirement Handbook)
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8.5 Timekeeping (ETS)
8.5.1 ETS Interfaces
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8.5.2 ETS Functional Business Requirements
1 Time Entries
System should accommodate as many timecodes as the business deems necessary with variation in rules, limits, and eligibility of different leaves based on workgroup and employee status. Provide quick data entry. Errors and warning messages.
Provide up‐front or real‐time validation of hours worked and leave usage with variation in rules and limits based on workgroup and employee status.
Allow timesheet corrections ‐ ability to recall timesheets prior to approval or notice of rejection from supervisor.
Provide ability to enter mass/bulk time sheet entries or corrections
2 Employee/Manager Self-service
The proposed solution should provide web‐enabled, self‐service functionality, ease‐of‐use to EBMUD users, and support single sign‐on functionality linking to other portals. Some of the same functionality required by administrative users is also applicable to functionality that must be available on the employee/manager self‐service portal that is accessible externally with single sign‐on capability.
3 Financial Coding Integration
Allow employees to charge work time to specific financial activities, currently projects and programs.
The projects and programs should be created in the financial system and interfaced with timekeeping. Maintenance of projects and programs should be automated to remove obsolete or inactive projects and programs.
Interface (may be necessary) with new HRIS system if separate.
4 Job Injury & Light Duty Tracking
Track job injury and light duty by occurrence. Each occurrence is subject to EBMUD's Worker's Compensation rules.
Although, we want the ability to accommodate unlimited time codes, please explain how your solution uses time codes especially for job injuries and light duty tracking. Currently, we have a separate code for each occurrence and we are reaching a maximum job injury and light duty injury code assignments. How does your solution track job injuries without a new time code? Possibly a combination of job injury with other identifying data. We currently track 35 different time codes for job injury and 35 different time codes for light duty.
5 Leave Management
Manage leave requests and approvals through employee and manager self‐service.
Manage special leaves such as administrative leave, birthday leaves, floating holidays, etc.
Employees who work regular hours on Holidays, or who are off on their compressed day when a holiday occurs, may bank the holiday hours as vacation for future use.
6 California SDI/Paid Family Leave/FMLA
Participant of SDI/PFL may coordinate paid leave with SDI/PFL payments after exhausting all sick leave coordination.
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All FMLA eligibility and tracking is currently being done in ETS by running reports (predetermination, eligibility, and tracking of FMLA hours used in 12 month rolling period)
7 Pay Premiums
Validate Work out of Class time entries and apply appropriate premium pay according to job classifications and business rules.
Track and accumulate Work out of Class hours and set maximum hour limitations for each calendar year.
Accommodate Shift Premiums, On call Pay, Standby Pay, etc.
8 Integration or Interface Support multiple calendar types such as payroll calendar and calendar year.
Support multiple payroll calendars, cycles, pay periods, holidays, etc.
Integration with the HRIS, financial, enterprise database, and multiple work order systems.
9 Vacation Sellback
Employees may choose to sell back a maximum of 120 hours of vacation leave in 1 hour increments to the District across the payroll calendar year by reporting hours to be sold within the Electronic Timekeeping System using a specific timecode.
Supporting Functionality
10 Workflow
The proposed solution should support Workflow functionality across the entire organization. • Unlimited configurable workflows • Customizable for process needs • Multiple levels of electronic approvals • History of all completed and in process workflows
11 Audit and Security
The proposed solution should support administering security, maintaining audit trail, and reporting.
12 Reporting
Supervisors and administrators have the ability to generate reports for tracking and auditing purposes.
13 Equipment and/or Fleet Vehicles
EBMUD currently tracks equipment and/or fleet vehicle usage by an employee within ETS and charges to their appropriate department or budget unit. If available, provide a description of how your solution will support this function.
8.6 HRIS/ETS Time Codes and Business Rules by Unions See Attachment 3 (Time Codes and Business Rules by Union)
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8.7 Glossary
Term Full Name Meaning System
12/86 balance ‐ safe harbor
Safe Harbor
Before 1986 all contributions were pre‐taxed, taxes do not have to be paid on contributions if monies have already been taxed (Accounting tracks in MISC Retirement)
RET
1955/80 1955/80 Plan
No longer in use ‐ all Members have retired. The combination plan started in 1980, people who have been here more than 20+ years will likely have this plan, ex: In 1980, a person who is 57 years old changed their plan and decided to switch over to 1980 plan (which went into effect at the time, people who were here before 1980 switched over to the new 1980 plan), people with this plan usually have richer pensions. Service prior to 8/1/1980 is worth 2.82% of terminal compensation.
RET
1955/90 1955/90 Plan
Hybrid plans between the 1980/1955 plan. 1955 Plan members who elected to join the 1980 Plan in 1990. Service prior to 1/1/2000 is worth 2.82% of terminal compensation. Subsequent service is based on 2.60% of terminal compensation.
RET
1980 Plan 1980 Plan
Retirement tier effective in 1980 ‐ 12/31/2012. Members who joined the Retirement System on 1/1/1980 or before 1/1/2013. 2.60% of terminal compensation.
RET
2013 Plan 2013 Plan
Cal PEPRA ‐ retirement tier effective 01/01/2013. Members who joined the Retirement System 1/1/2013 and after and who have no prior membership in a CA public pension plan. Max formula 2.5% of at age 67.
RET
401(a) 401(a) Deferred Compensation Plan
Defined pre‐taxed contributions based on representation. Employees
HRIS
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have 30 days to enroll when first eligible. If rehired within 2 years, former election is reinstated.
401(a)(17) IRS Section 401(a)17 Annual compensation limit for each employee under a qualified plan.
RET
401(k)/401(k) Roth 401(k) Deferred Compensation Plan
Employees may contribute pre‐tax and post‐tax contributions to 401(k) account.
HRIS
415 Process 415(b) Limitation
Federal tax policy that limited the maximum annual amount that the Retirement System can pay to a retiree from pre‐tax contributions. Highly compensated retirees have part of their pension paid out of Retirement and Board funds.
RET
457(b) 457b Deferred Compensation Plan
Employees may contribute pre‐tax contributions to 457(b) account. Distributions prior to attaining age 59 1/2 when separated are not subject to tax penalty.
HRIS
Actuary Actuary
Consultant that gathers pension data, analyzes and values the cost of operating, writes report, and decides how much money that needs to be contributed to retirement system.
RET
Admin Leave Administrative Leave
Regular full‐time Managers and Supervisors who are not eligible for overtime pay receives 7 paid administrative leave days per payroll calendar year but is prorated if hired after September 30th.
ETS
Alone shift premium Alone Shift Premium (ASP)
Premium for working alone, compensation for working without manager/supervision
ETS/RET
Appointment Character
Character Defines whether a position is probationary, civil service, management, etc.
HRIS
Appointment Type Type Defines whether a position is term or continuous (i.e. TC, LT, LT or TC backfill)
HRIS
Beneficiary Beneficiary Someone who gets survivor benefit from the pension plan, may be lump sum or continuance or a combination
RET
Career Service Hours
Career Service Hours Hours tracked that includes earnings such as overtime and sick leave sell back.
HRIS
Civil Service Civil Service Status The status of an employee who HRIS
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occupies a full‐time Regular or Less‐Than‐Full‐Time Regular position and has completed probation in that classification. Once achieved, the employee retains Civil Service status in the District even during an appointment to another non‐Civil Service District position.
COLA Cost of Living Adjustment
COLA is received every year and is based on CPI‐U (consumer price index‐ all urban). Limitations 3% ‐ 5% maximum. Shall not exceed 3% if ERS is less than 85% funded, and shall not exceed 5% if ERS funded more than 85%.
RET
COLA Bank Cost of Living Adjustment Bank
COLA increases shall not be more than 3% if assets (pension benefit obligation) are less than 85% funded. For those years where CPI is above 3%, the excess amount is set aside as the COLA bank amount. For years that the CPI is under 3% and the pension recipient has a COLA bank, the difference will be withdrawn from the COLA bank.
RET
Comp Time Compensatory Time
Employees may elect to receive compensatory time off to be used in the future rather than overtime pay. Compensatory time hours are recorded as straight time but the employee is credited 1.5 hours of credit for each hour of time being banked.
HRIS
Demotions Demotions
A change of an employee from a position in one class to a position in another class having a lower monthly salary whose top step or control point is at least 2.75% lower.
HRIS
Dependent Dependent Dependents eligible to be covered on a District medical plan.
HRIS
Direct Deposit ACH ‐ Direct Deposit Automated Clearing House ‐ allows for transfer of funds directly into the employee's bank account.
PAY
Disability Retirement
Disability Retirement
Due to an illness or injury that renders the employee unable to do the essential functions of their job and has 8 years of membership. Can
RET
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apply for and receive disability retirement. May be reciprocal with 8 years of service to disability retire as well.
DRO Domestic Relations Order
This applies when a divorce occurs and it is decided a defined benefit pension split is needed. There must be a court order to finalize the spilt of the pension.
RET
EBMUDERS
East Bay Municipal Utility District Employees' Retirement System
EBMUD’s retirement system. Relevant retirement data such as pensionable compensation (regular pay, WOC, standby, shift, alone pay, LWOP) and retirement contributions are calculated and accumulated during payroll processing. For term‐vested retirees, this information is used by the Retirement office to determine their pension and gross monthly income at his/her time of retirement. Retirement feeds this information back to Payroll for payroll processing for Retirees.
PAY
Equity Adjustments Equity Adjustments
Salary changes outside of the normal salary programs to remedy salary issues resulting from MOU changes. See range increase and range reduction.
HRIS
FIS Financial Information System
FIS is the financial reporting system that records the cost associated with labor and non‐labor costs incurred by EBMUD.
HRIS/ETS
Flex Staff or Flex Position
Flexible Staffing
An option in the Staffing Plan that allows one position to be filled by two or more different classifications, not necessarily in the same class series. A position may also have the appointment type flexed.
HRIS
FLSA Fair Labor Standards Act Federal, State, and local governments minimum wage and overtime standards
PAY
GSI General Salary Increase Annual salary increase based on negotiated contracts for active employees.
HRIS
HIB Health Insurance Benefit
Reimbursement towards health premiums during retirement. Retirees get 25% of maximum for
RET
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each 5 years of service. Monthly nontaxable reimbursement applied to pension payment.
HIB Limits HIB Limits
Maximum eligible health insurance benefits reimbursement. Benefit of $450 max for single or $550 max for married retirees.
RET
HID Health Insurance Dental Reimbursement for District retiree dental premiums applied with monthly pension.
RET
HIM Health Insurance Medical
Reimbursement for District retiree medical premiums applied with monthly pension.
RET
HIO Health Insurance Other
Reimbursement for non‐District health premiums given retiree provides proof of coverage on an annual basis to receive reimbursement.
RET
Intermittent (INT) Intermittent
Employees who work more than 50% but less than 100% of a full‐time position. Retirement service is calculated manually according to hours worked.
HRIS/RET
Job Share (JS) Job Share
Two employees who share one position on a 50/50 basis. Retirement service is calculated manually according to hours worked.
HRIS/RET
Legacy Legacy 1980 Plan or prior plans RET
LIA Low Income Adjustment Provides additional payment for those with low income.
RET
Limited Term (LT) Limited Term
Positions which are intended to augment regular District staff in accomplishing extra work or other operational programs and activities of a limited duration. LT positions are limited to two (2) years unless extended to a maximum of four (4) years.
HRIS
Loan Provisions Loan Provisions Participant may request for a loan from 401k and 401a plans with conditions and limitations.
RET
LWOP Leave Without Pay Unpaid leave not subject to retirement service.
RET
Member Member Someone who has Membership in EBMUDERS
RET
MRD Minimum Required Distribution
Employees may contribute money pre‐tax, IRS rules dictate unless
RET
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person still working must start taking money out at age 70.5, if you aren't working or taking out pension, you must take money out. Applies to both DC and DB plans.
Non Vested Non Vested Member of retirement system with less than 5 years of service and has no reciprocity.
RET
Off‐Cycle Off‐Cycle Check/Advice Run
Checks or payment advices generated outside of scheduled processing times.
PAY
Option Option
At retirement, a Member can choose from five different payment streams depending on whether they want to provide a benefit for another person.
RET
ORG Organization Also known as budget or work unit. HRIS
Part‐time Part‐time employment
Work which is no more than 832 hours per payroll year unless extended up to a maximum of 1000 aggregate hours by authorization from the Manager of Human Resources.
HRIS
Pension Pension The benefit calculated based on service, age and formula (Tier).
RET
Pensionable Compensation
Pensionable Compensation
Compensation which is usable for retirement calculations.
RET
Pensionable Service Pensionable Service Looking at service, earnestly without pay, service is used to calculate estimated monthly benefits.
RET
PEPRA California Public Employees' Pension Reform Act (AB 340)
2013 Plan ‐ anyone who joined new public retirement system after 1/1/13.
RET
Performance Appraisals
Performance Appraisals
Formal documents that retrospectively record employee performance and achievements during the appraisal period. They communicate their supervisor’s assessment of employee performance including areas in which an employee is performing well, and areas in which improvement is needed.
HRIS
Performance Plans Performance Plans
Formal documents that help establish and communicate responsibilities, accountabilities, and performance expectations for employees.
HRIS
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Position Position
A position may be full‐time or less than full‐time. Every position has a unique control number and a classification assigned to it. A position's classification is called it allocation.
HRIS
Position (Modify) Position Modify
To modify an already existing position, verify the position number. If the position is occupied, incumbent data will be affected. After any modifications to an occupied position, immediately verify and/or update the employee’s job data pages.
HRIS
Position Character Reg/temp Defines whether a position is regular full‐time, part‐time, intermittent, or job share.
HRIS
Positive Pay Positive Pay File Generated file provided to banks with list of authorized checks ‐ fraud detection.
PAY
Premium Pay Additional Pay ‐ Premium Pay
Additional pay entered through ETS ‐ WOC, shift premium, alone shift premium.
PAY
Probation or probationary period
Probation or probationary period
Employees hired in a permanent position but have not obtained Civil Service Status. They must complete and pass a probationary period of 6 or 12 moths.
HRIS
Probationary Employment
Probationary Employment
The status of an employee who has been appointed to a regular position from an open eligible, internal eligible, reinstatement, reemployment preference or demotion list, but who has not yet completed probationary period in the position.
HRIS
Promotion Promotion
A change of an employee from a position in one class to a position in another class having a higher salary range.
HRIS
QDRO Qualified Domestic Relation Order
This applies when a divorce occurs and it is decided a pension split is needed. There must be a court order to finalize the split of the pension. Applies to deferred compensation plans.
RET
Range Salary Range The designated minimum to HRIS
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maximum salary for any applicable job classification on the salary schedule that includes the monthly salary steps in dollars. A salary range will normally include between three and six steps.
Range Increase Equity Adjustment
When the salary range of a job classification is increased, the salary rate of any employee in that job classification will be adjusted based on the new rate not to exceed the new maximum step of the range.
HRIS
Range Reduction Equity Adjustment
When the salary of a job classification is reduced, or when the reclassification of a position results in a demotion, there will no decrease in the current salary rate of an incumbent. An incumbent below the maximum of the new range will receive scheduled increases at the appropriate time, based on the established steps for the new salary range. An incumbent above the maximum of the new range will receive no further increase until the maximum step of the new salary range exceeds the actual rate being received.
HRIS
Reallocate Reallocation The change in the assignment of a position from one class to another existing class or to a new class.
HRIS
Reassignment Reassignment
Movement of an employee from one positon to another position within the same job classification, without a change in status or salary.
HRIS
Reciprocity Reciprocity
Agreement between many public retirement systems in CA that allows movement from one public employer to another, within a specified time limit without losing valuable retirement rights and related benefits. As long as you leave to another reciprocal employer within 6 months with no overlap in service. If the duration between reciprocal employers is more than 6 months, you will have no reciprocity. An
RET
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employee can combine years of service from two reciprocal systems to meet minimum service requirements to qualify for retirement. The highest final average salary at either system is used to calculate pension.
Redeposits Redeposit of Service Credit
When a person is rehired and previously worked for district ‐ and took a cash‐out, they can redeposit their funds, or roll funds from deferred comp plans. They have 8 years to repay, and must pay interest.
RET
Reinstatement Reinstatement
The re‐appointment of a former Civil Service employee to a position in his/her former Civil Service classification.
HRIS
Retirement Board Elections
Retirement Board Elections
Election for retirement board ‐ Members consist of two actives and one retired member who are elected for 2 year terms each.
RET
Retirement Credit Hours
Retirement Service Credit
Hours that count toward an employee’s retirement pension calculation.
HRIS
Retirement Ordinance
Retirement Ordinance The law under which the pension operates along with CA state laws and the Mud Act.
RET
Retirement Service Retirement Service Retirement eligible service as a member of EBMUDERS retirement system.
RET
Safe Harbor Safe Harbor See 12/86 Balance RET
Service Credit Hours Service Credit Hours
Service credit hours are those that count toward increases in accruals and toward years of service award. Does not include overtime and a few other earnings.
HRIS
Service Extension Credit
Service Extension Credit
Sick leave accrual in excess of 1040 hours. Service extension is doubled and added to service credit at time of retirement. If an employee decides to cash out their sick leave when retiring, any service extension balance is also cashed out at half the balance.
HRIS/RET
Service Purchase (Buy back)
Purchase of Retirement Service
Allows Members to purchase service: if hired as Limited Term (LT) or
RET
62
Temporary Construction (TC) and, were immediately appointed to a probationary position. Must request cost estimate within 90 days and purchase within 30 days after receipt of estimate. You may purchase 0%, 25%, 50%, 75% or 100%, and repay within 8 years.
Shift pay Shift Differential Pay
Premium pay, which applies to situations where scheduled work takes place at times other than the normal District workday.
ETS/PAY
Sick Leave Sick Leave
Sick leave is doubled at retirement and added to service or cashed out at half value. Vested members may not cash out sick leave at time of retirement.
PAY/RET
Staffing Plan Staffing Plan
An executive summary of the number and kind of positions and classifications authorized for each organization.
HRIS
Standby Standby
Employees assigned to be on call during non‐working hours shall receive a premium of 25% of base pay during the standby period.
PAY/RET
Step Step
One of the established salary rates in a salary range. The difference between steps within the same range is approximately 5%. The difference between consecutive salary range levels is approximately 2.5%.
HRIS
Step Increase or Step Advancement
Salary Step Increase
When an employee receives a step‐to‐step increase in pay. From Step One the first increase occurs at 6 months and then annually thereafter until the top step is achieved. Not all job classifications start at Step One. From Step Two or higher, the first increase occurs after 12 months and annually thereafter until the top step is achieved.
HRIS
Stipends Additional Pay ‐ Stipends
Additional pay entered through PeopleSoft ‐ Language premium, walk or bike to work, NDE, cell phones, certifications, vacation donations, HIB, pay for performance, comp time buy back, vacation buy
PAY
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back, etc. Can be one‐time or recurring.
Surviving Dependent
Surviving Dependent
Beneficiary for Options 2, 3, or 4 designated at time of retirement and may only be one individual who will be paid a monthly lifetime benefit at time of retiree's death. Beneficiary designation is irrevocable.
RET
Surviving Spouse Surviving Spouse
Retiree and spouse/State Registered DP needs to be married/registered before retirement and married/registered at least one year prior to death of retiree for spouse to be eligible for a monthly benefit
RET
T&L Time and Labor System
The T&L system integrates with the Electronic Timesheet System (ETS) and is a component of the HRIS system. ETS is EBMUD’s in‐house developed timekeeping system that records an employee’s hours worked by time, day, earnings code and job code and contains the preprocessor (Business rules, validation rules, etc.).
HRIS
TEMP6 Temporary Six Months Employment
An appointment no longer than 6 months in a 12 month period.
HRIS
Temporary Construction (TC)
Temporary Construction
Positions which are of a limited and specified duration, typically associated with public works projects and facilities. TC positions may extend for the life of the project.
HRIS
Term Vested Terminated Vested
Terminated employee with at least 5 years of service or establishing reciprocity regardless of years of service. Eligible to remain vested member of retirement system.
RET
Terminal Compensation
Terminal Compensation 24 months highest average pay, PEPRA (is capped) 36 months highest average pay subject to limit.
RET
Tier Tier
EBMUD's Retirement System has three tiers: 1955/90, 1980 (Legacy), and 2013 (PEPRA). Each tier has a different formula associated with calculating the retirement benefit.
RET
Uniforms and Safety Shoes
Benefits Allowance ‐ Uniform and Safety Shoes
Additional pay for the purchase of uniforms, safety shoes, and glasses for qualified employees.
PAY
Vested Vested At least 5 years of service or working RET
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and age 65 or over, and/or reciprocal with 5 years of combined service.
WOC Working Out of Class
When an employee is assigned to temporarily replace another employee in a higher classification or to perform the full range of duties required for a particular assignment of a higher classification, he/she shall be paid the lowest step of the higher classification or at least 5% whichever is greater for such work. Hours worked shall not exceed 480 hours in a payroll year.
ETS/RET
Workforce Transition
Workforce Transition
If a vacancy is anticipated (i.e. upcoming retirement or difficult to fill positions), a department may request to fill the position prior to it being vacated for transitional purposes. Workforce transition positions are limited to 10 at a time and are not funded. The person transitioning into the vacating position will hold a temporary position number until the permanent position is available.
HRIS
Workgroup Workgroup Management, Confidential, Local 444, 2019, 21, Officer, etc.
HRIS
Y‐Rating Y‐Rating
The freezing of a salary of an employee who is receiving a salary above the salary schedule for his/her job classification or above prevailing wage. The salary remains frozen until the salary matches the salary schedule at which time the employee becomes eligible for future salary increases as they occur.
HRIS
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