State HR Recruiting System

The Vendor is required to provide a state HR recruiting system
- Comprehensive Talent Acquisition and New Employee Onboarding System replacement and modernization project. The goal is to enhance the candidate and user experience, standardize hiring across agencies, and strengthen compliance statewide. The selected solution will provide scalable capabilities for job requisition management, applicant tracking, interview coordination, offer management, and automated onboarding, including integration with PeopleSoft HRIS and mobile accessibility. The implementation will be led by a cross-functional team in collaboration with the selected vendor. Key deliverables include system configuration, data migration, process mapping, stakeholder training and go-live support.  
- Current Recruiting System Setup:
• 2 careers sections (internal and external), 
• 1 standard application flow on internal/external sites:
o Sourcing and referral questions
o Candidate Personal Information
o Disqualification and prescreening questions
o Employment History
o Education
o Certifications & Licenses
o Attachments
o eSignature
o Diversity Survey
• Several automated, custom and template guided communications throughout the application and selection process, 
• 1 comprehensive candidate selection workflow
- Integrations with PeopleSoft HR: 
o Organization Structure: runs daily via PeopleSoft application engine to Taleo Connect Client, contains the Departmental Security Tree structure from PeopleSoft to define the Organization levels in Taleo.
o Job Requisition Templates: runs daily via PeopleSoft application engine to Taleo Connect Client, contains job information including:  job code, titles, job categories, SOC Codes, and various other job details for defaulting requisitions.
o Custom Selection Lists: runs hourly via PeopleSoft application engine to Taleo Connect Client, contains selection list values for keeping selection values consistent, including:  Bargain Unit, Job Sub Function, Job Function, Job Family, Position Number, SOC, Montana Cities.
o Employee/User: runs 3x per day via PeopleSoft application engine to Taleo Connect Client, creates and maintains user accounts, including security roles and groups; and internal candidate accounts for all employees. 
o New Hire: runs hourly via Taleo Connect Client to a PeopleSoft application engine, populates new hire record in the PeopleSoft Template Based Hire tables.
- Contractor Responsibilities:
• Work with State HR staff to establish any necessary technical environments
• Conduct and document requirements gathering sessions
• Obtain the necessary understanding of the State’s processes, requirements and data
• Refine the business processes that will exist as a result of the new solution implementation
• Identify any gaps between current and future processes
• Analyze and refine the application configuration
• Validate needs though prototyping sessions with State HR
• Document issues and decisions in the requirements sessions
• Designate a project manager to work with the State HR project lead in fulfilling requirements under the contract
• Conduct regularly scheduled project status meetings, no less than weekly
• Prepare and submit weekly status reports to State HR project lead
• Conduct project kickoff meetings
• Develop the project plan and work with State HR to determine project timelines
• Develop plans for any necessary business process reengineering 
• Develop system design documents and change tracking 
• Develop detailed integration plan for integration with PeopleSoft HR and include design documents and data mapping
• Develop a working prototype in a testing environment based on the requirements
• Develop the master test plan
• Conduct user acceptance testing with State HR staff as well as sessions with focus group of various agency staff
• Develop a move-to-production and deployment plan
• Deliver a working system in a production environment
• Conduct knowledge transfer sessions with State HR admins on a regular basis throughout the implementation
• Develop a change management and communication plan
- State Responsibilities:
• Assign appropriate staff for roles in implementation, knowledge sharing and ongoing support
• Review and approve deliverables and authorize payments based on the terms of the contract
• Be available for consultation throughout the project
• Provide SMEs to clarify the State’s business processes
• Provide interpretation of existing policies and procedures and requirements to the contractor
• Expeditiously respond to inquiries or requests from contractor
• Provide meeting sites if necessary
• Ensure project management and oversight standards are followed
• Ensure contractors compliance with requirements as defined in the contract
• Ensure the appropriate staff are available throughout the project for knowledge sharing and standard meetings.