RFP Human Resource Management Information System 370-800-27-027

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Request for Proposals
Human Resource Management
Information System
370-800-27-027
July 30, 2026
Proposals due before 1:00 p.m. CT on August 26, 2026
Mr. Christopher Flynn
Chief Procurement Officer
Illinois State Treasurer's Office
1 East Old State Capitol Plaza
Springfield, IL 62701

Office of the Illinois State Treasurer
Request for Proposals
Human Resource Management Information System
370-800-27-027
Table of Contents
I. OVERVIEW ......................................................................................................................... 3
II. BACKGROUND ................................................................................................................... 3
III. SCOPE OF WORK .............................................................................................................. 4
IV. RFP SCHEDULE & PROCESS ....................................................................................... 12
V. EVALUATION PROCESS & CRITERIA ...................................................................... 15
VI. PROPOSAL ........................................................................................................................ 18
VII. CONTRACTUAL TERMS ............................................................................................... 22
APPENDIX A: Minimum Mandatory Services Requirements
APPENDIX B: Project Objectives
APPENDIX C: Illinois State Treasurer Certifications, Disclosures Financial Interest and
Potential Conflicts of Interest (Disclosure Form A), and Disclosures Other
Contract and Procurement Related Information (Disclosure Form B)
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I. INTRODUCTION
The Office of the Illinois State Treasurer ("ISTO" or "Treasurer") is issuing this Request for Proposals
("RFP") for a Human Resources Information System ("HRIS"). The Treasurer's Human Resources ("HR")
Division ("HR Division") is responsible for key HR areas such as timekeeping, benefits management and
employee information management. The HR Division has physical presence in both Chicago as well as
Springfield offices. The strategic vision is to continue leveraging and enhancing a single, robust, and
integrated enterprise HRIS to support the HR Division and Treasurer employees, with a focus that enhances
data integrity, streamlines processes, and improves reporting capabilities. Entities that respond to this RFP
("Respondents") shall submit their responses ("Proposals") before 1:00 p.m. August 26, 2026.
The successful Respondent ("Contractor") shall provide and maintain a single, robust enterprise HRIS as
detailed in this RFP, for the HR Division and Treasurer employees. Respondents are encouraged to be as
creative as possible in responding to this RFP. Based on Respondent's review of the information herein,
including specific needs and requirements, Respondents may discuss any creative approaches that meet the
Treasurer's requirements as stated in this RFP but may enhance efficiency or reduce costs.
The Treasurer anticipates that Contractor will enter into an Agreement with the Treasurer for an initial term
of four (4) years. Upon expiration of this initial term, the Treasurer may elect to extend the Agreement, not
to exceed a total of ten (10) years, including the initial four (4) years.
II. BACKGROUND
The Treasurer's objective is to provide employees access to a single, robust integrated enterprise HRIS
solution that supports efficient, secure, and consistent management of workforce data.
The Treasurer has made significant progress in consolidating previously disparate legacy systems into a
more unified environment. This effort has reduced reliance on outdated technologies that were difficult to
support, minimized inconsistencies in time and attendance calculations, and improved overall accessibility
of HR information.
Building on this foundation, the Treasurer seeks to further enhance system capabilities to ensure high data
quality, strengthen the security of sensitive employee information (e.g., Social Security numbers, dates of
birth), and expand reporting and analytics functionality for HR staff and managers. Continued focus will be
placed on system reliability, standardization of processes, and improved user experience across the
Treasurer's office.
The following terms may be used in this RFP, and shall have the meanings as defined below:
"Human Resources Information System (HRIS)" is the system used for time keeping, field reports, out of
office requests, evaluations, employee information and management reporting.
"TOMS (Attendance System)" was the system used to store employee benefit time and was maintained by
the HR Division
"EMS System" allows the HR Division access historical data for purposes of reviewing employee master
information.
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III. SCOPE OF WORK
The Contractor shall maintain a single Human Resource Management Information System ("HRIS"),
performing all services below ("Services") in accordance with all applicable State and federal laws, rules,
and regulations as well as industry best practices for integrations such as web services; the HRIS and
Services must meet the following requirements:
A. Project Objectives
Implement and maintain an HRIS that meets all objectives identified in Appendix B hereto;
B. Core HR & Employee Data
1. Provide centralized employee records and serve as the primary system of record for workforce data
management;
2. Store comprehensive employee information including address, demographic data, work location,
emergency contacts, hire date, seniority date, salary information (historical and current), union data,
allocation data, and job title;
3. Allow HR to create customizable fields on employee profiles to support evolving Treasurer
requirements;
4. Support employee and manager self-service functionality for profile updates and document access;
5. Enable users to access, update, and manage employee records and retrieve HR documents;
6. Maintain key organizational data including headcount, turnover metrics, and workforce
demographics;
C. Talent Acquisition & Onboarding
1. Enable the HR Division to design and manage standardized or customizable onboarding workflows;
2. Guide employees and managers through structured onboarding tasks in a consistent sequence;
3. Support digital completion of new hire paperwork, including policy acknowledgements, tax forms,
and direct deposit information;
4. Provide a self-service onboarding portal for new hires to complete tasks, update personal
information, and review documents prior to start date;
5. Include electronic document management and e-signature capabilities to support compliance and
audit readiness;
6. Offer customizable email communications and automated reminders for new hires and stakeholders
prior to start date to ensure timely completion of onboarding activities;
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7. Provide as a basic Service included in this Agreement a linked applicant tracking, recruiting and
onboarding solution, integrated with HRIS to enable seamless data flow between recruiting and
onboarding processes (as an example, the Treasurer currently utilizes JazzHR for this Service);
D. Timekeeping & Workforce Management
1. Support timekeeping, scheduling, and attendance tracking across all Treasurer employees;
2. Provide managers with real-time visibility into employee timecards;
3. Include exception tracking for missed punches, overtime alerts, and other time discrepancies;
4. Enable scheduling functionality for creating and managing employee work schedules;
5. Support leave management, including accrual tracking for vacation, sick, and personal time;
6. Allow employee self-service time-off requests with manager approval workflows;
7. Provide real-time visibility into leave balances for employees and managers;
8. Automate accrual calculations within the system;
9. Track leave availability and use pursuant to the Family and Medical Leave Act ("FMLA");
E. Performance & Development
1. Provide a structured and configurable performance management framework;
2. Include dashboards for reviewing current and historical employee evaluations;
3. Enable the HR Division to design customized performance review cycles, including evaluation
periods, milestones, and review criteria;
4. Allow the HR Division to modify evaluation periods and adjust milestones throughout review
cycles;
5. Support full workflow management for performance reviews, including tracking, approvals, and
reviewer assignments;
6. Enable reassignment of reviewers and addition and removal of employees from active review cycles;
7. Support termination of active performance reviews when needed;
8. Send automated reminders to managers and employees for pending actions and deadlines;
9. Maintain robust audit trails capturing all performance-related activity for compliance and
transparency;
10. Allow export of performance review data for reporting, analysis, and tracking purposes;
F. Reporting, Analytics, Security and Compliance
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1. Provide a reporting dashboard with both prebuilt and customizable reporting capabilities for
employee data and timekeeping records;
2. Support generation of custom HR and operational reports to meet organizational needs;
3. Provide an interactive organizational chart for Treasurer use that is updated in real time and provides
historical data and reports (the Treasurer currently uses OrgChart for this Service);
4. Provide role-based security allowing different access levels for employees, supervisors, the HR
Division, payroll, and system administrators.
5. Support federal, state, local, union, and organizational labor rules.
G. Timekeeping System
1. Allow the following for employees:
a. Clock or time in and out;
b. Track real-time clock-in and clock-out activity;
c. View employee time in and out transactions as they occur;
d. Access current and historical benefit balances;
e. Submit requests for use of accrued leave only when sufficient balances are available to
cover the requested time;
f. Enforce accrual limits to ensure employees do not exceed the established annual earning
cap, and apply defined rules for allowable year-end carryover;
g. Automatic confirmation of approval or denial of benefit time use;
h. Ability to view, track, and edit pending time off requests prior to approval;
i. Automatic identification of timekeeping errors, and automatic notification to users of
such errors, along with the ability to support separate, configurable timekeeping profiles
for each employee group to ensure accurate application of timekeeping rules and policies;
j. Automate exception alerts for managers;
k. Multi-level approval processes for timecards;
l. Ensure supervisors may make entry corrections (all types of entries) for subordinates and
both parties receive confirmation of completion;
m. Entry of "field reports" for work outside of a normal work location;
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n. Facilitated two-way communication between supervisors and employees for work
schedules, time off requests, notifications, etc.;
o. Customizable timekeeping reports that enable visibility into hours worked, timecard
comments, paid overtime, overtime costs, and punch details, along with audit trail
reporting, leave balances, and accrual tracking;
p. Support for configurable work rules to accommodate distinct work rules based on
employee groupings, including different union contracts;
q. Maintenance of audit history of all leave transactions, edits, approvals, and adjustments;
2. Allow the following for the HR Division:
a. One timekeeping system;
b. Retention of an employee's timekeeping information through organizational changes,
including but not limited to when the employee's title is removed or changed or the
employee's supervisor changes;
c. Out of office requests automatically taken out of employee benefit time, to eliminate
manual entry of timekeeping records each week;
d. Entry of holiday and early dismissal hours in advance without disruption of the HRIS;
H. Benefit Time Management System
1. Allow the following for employees:
a. Ability to view their current and historical benefit balances including vacation, personal,
comp, earned equivalent time ("EET") and floating holiday;
b. Ability to enter a future date and calculate amount of vacation time and other benefit time
they will have accrued;
c. Maintenance of audit history of all leave transactions, edits, approvals, and adjustments;
d. Application of configurable rules for accrual earning, caps, and carryover limits;
e. Ability to submit requests for time off through self-service tools;
f. Calendar integration to visualize absences across teams and departments;
2. Allow the following for the HR Division:
a. Accumulate and track the number of hours earned and used for benefits such as vacation and
sick;
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b. Allow for entry of system-wide one-time posting of benefit hours and days at year end, such
as the new year of personal days;
c. Allow for entries from one year to the next;
d. Track employees' vacation earnings schedule and adjust earning days accordingly;
e. Track FMLA usage;
I. Employee Management System
The HR Division should be able to do the following per category:
1. Union/payroll deductions:
a. Allow for entry of union membership;
b. Allow for tracking of dues amount, payment date and any setup of recurring deductions as
requested;
c. Allow for tracking of other recurring deductions such as medical insurance, FICA, or others
that the Treasurer may request;
2. Shift Differential:
a. Calculate extra pay for working designated shifts and/or days or overtime entries;
3. Evaluation system:
a. Allow for tracking of anniversary dates;
b. Allow for creation and roll out of performance evaluations for annual, new hire, and
promotions;
c. Allow entry of confirmation of completed evaluation;
d. Allow configuration at the Treasurer's discretion of individual evaluations;
e. Allow completion of evaluations electronically,
f. Allow storage of historical employee evaluations within the HRIS
g. Provide flexibility to document employee performance and disciplinary matters by allowing
notations to be included within the evaluation system; and
h. Allow for notification that evaluations are due;
J. Retention of Employee Information
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1. Allow for entry employee information including but not limited to the following:
a. Hire date;
b. Transfer date;
c. Evaluation date;
d. Home address;
e. Home/cell phone number;
f. Emergency contact information;
g. Social Security number;
h. Marital Status;
i. Salary;
j. Salary increases;
k. Gender;
l. Ethnicity;
m. Employee Type;
n. Union, coded, exempt;
o. Division;
p. Supervisor;
q. Job title;
r. Birth date;
s. Disability status;
t. Appropriation code from which the employee's salary is paid;
u. EEO category;
v. Union step;
w. Employment history notes;
K. Custom Report Maker
1. Provide robust reporting tools that allows for customized reports - not just canned reports;
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2. Allow for all reports to be exported to Excel;
3. Allow usage of historical data to produce reports;
4. Allow for easy reporting for audit train questions which provides details with time/data stamp;
5. Allow for the tracking and reporting of labor to the assigned fund code;
6. Allow for quarterly and annual Department of Human Rights reporting;
L. System Requirements
1. Support all aspects of HR policies and procedures as further described throughout this RFP;
2. Remain flexible and customizable by the Treasurer, providing a comprehensive interface and
interactive program with functions to meet the needs defined by the Treasurer;
3. Maintain the capability to incorporate and bring online, in timeframes agreed to by the Treasurer,
new technology and routine system upgrade;
4. Maintain the capability to interface with related software packages to include but not be limited
to Excel, the Treasurer's Sharepoint-based intranet system, and a State of Illinois payroll system
maintained outside the Treasurer's office;
5. Maintain detailed audit history;
6. Provide detailed report creation capabilities to include annual activity reports and date specific
activity/transaction reports;
7. Provide the ability to convert all data in the existing system to the HRIS;
M. Software/Hardware Requirements
1. Guarantee accuracy, stability, integrity and a strong relational component capable of intensive
and simultaneous transactions with a multi-user (up to 270 users) workstations capability;
a. Employees are allowed a hybrid working arrangement combining days onsite and
remote, and will access the application via a desktop or laptop;
2. Ensure the ability to operate, at a minimum, within the Windows Server 2019/2022 environment
and Windows 11 Workstations;
N. Administrative Module
1. Provide extensive management tools to ensure the functionality, security and administration of
the HRIS application and its underlying database environment, in support of the Treasurer's
established user security rules and policies. Specific functions shall include the following:
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