780 Grant St. Denver, Colorado 80203 THIS ADDENDUM MUST BE...

Addendum #BD1832A1 of 13

THIS ADDENDUM MUST BE ACKNOWLEDGED.

THIS ADDENDUM SHALL BECOME A PART OF THIS SOLICITATION.

Amend BD1832, Applicant Tracking System, dated November, 21, 2017 as follows: This addendum is to post all questions and responses received from interested vendors. In addition to the questions and answers there is a Tab 2 below for further information.

RFI Questions: Answers:

1. What types of reports / reporting do you work with and/or need but are unable to produce? (i.e. audit reporting?) 2. What are the other systems required for integration? 3. How many different types of users/personas do you have in your workplace? 4. How do you ensure compliance? (See Tab 2)

1. We currently use an external reporting dashboard that was created and is managed by our business information systems team. Some of the reports we would like to have on a dashboard include (but are not limited to): source report, time to fill, diversity data by applicant, vacancies by recruiter, etc. 2. Please see tab 2 for information regarding our technical requirements, please note that we will be updating these requirements to be more specific to the ATS once we reach the RFP process. 3. Typically we will have 5 users: Admin, Recruiter, Hiring Manager, Interviewer and Applicant 4. If you are referring to EEOC, we ensure all compliance related questions are mandatory within our application.

I want to better understand your business needs and key requirements for an ATS at Denver Public Schools.

Strategic Sourcing Department

780 Grant St. Denver, Colorado 80203

ADDENDUM NUMBER BD1832A1


1. Are the recruiting processes centralized or decentralized? 2. Are the recruiting processes consistent across the organization? If not, what are the inconsistencies? 3. How many recruiters will use the new ATS solution? 4. How many managers will use the new ATS solution? 5. On average, how many applicants are processed in a month? 6. How many Career Sites are you looking to configure? 7. Are there unique application requirements and/or unique sets of documentation requirements for your candidates (i.e., certifications, licenses, etc)? 8. Do you plan on bringing over history data from NeoGov, your current ATS solution? If so, what is the volume? 9. Do you currently interface with 3rd Party Vendors (i.e. Job Boards, Background Check, Assessment, I-9) and do you want the new ATS to integrate with these vendors? If yes, what vendors do you currently use? 10. Do you use staffing agencies? If so, how many? 11. What are your current sourcing needs, processes and strategies that are being used to recruit/source talent? 12. Are you currently leveraging social networks, like Facebook and Twitter, as part of your sourcing efforts? If so, how? 13. Do you currently have an Employee Referral Program or are you looking to incorporate one with the new ATS solution? 14. Are the onboarding/offboarding processes consistent across the organization? If not, how many different processes are used? 15. What types of forms are provided to the new hire during the onboarding process? Are these forms electronic? 16. Does this solution need to integrate with the document management system? (See Tab 2)

1. Both. For schools, we have a centralized recruitment team that cultivates and manages candidates during the beginning stage of the process. This support is only offered to "intensive schools" that have hard-to-fill vacancies. Schools manage the interview and selection process and then we have a centralized hiring team that handles offers and onboarding. All of our central office positions are also handled by both recruiters and hiring managers with more hands on support from recruiters throughout the process for hard-to-fill positions by department. 2. We have a standardized process for all school based positions with some differences for our teachers, who go through a two tier application process. Generally speaking, the most common inconsistencies we see relate to candidate tracking, information sharing and the interview process at the school level. 3. We have about 20 recruiters who will be using the system. 4. We do not have an exact estimate on how many hiring managers will be using the system. Although we have 200 schools in our district, the use of system will depend on vacancies and need at any given time. 5. We do not have an exact estimate of applicants per month available at this time. We are also not looking to adopt a system that is based on a per pupil or per user pricing. We are a very large district but we are still a nonprofit with limited funding available for additional central office supports. 6. Depends on the capability of the system but at minimum we are looking at 5-10. Examples may include: Linkedin, Indeed, Glassdoor, Teachers Teachers, Asian & Black Chamber of Commerce, etc. 7. Yes, for teachers we will need to be able to upload their lincensure information & certs to the system for verification. 8. Infor is our current HR solution, we are not planning to bring over historical data at the moment but we do want a system that has the ability to migrate data as needed. Please see tab 2 for more information on our technical requirements. 9. Not currently, but we would like to have the ability to do so. 10. No 11. Most of our strategy is focused on recruiting


candidates through various pipelines including web and social media outlets, events and job fairs, partnerships with organizations and employee referral programs. Most of these efforts are tracked manually through various Google sheets. 2. Yes, we are currently sourcing and advertising via Facebook and Linkedin, with plans to expand to Twitter and Instagram next hiring season. 13. We do have an employee referral program for specific positions across the district. Managing this program in an ATS is not a requirement, but is a nice to have. 14. The onboarding process is consistent for most departments and positions across the district, with the exception of facilities and transportations. 15. Most new hire information is pulled from the candidate profile in Infor, this is cross referenced with paper documents like our PERA (retirement) form, SSN form and the race & ethnicity questionnaire. 16. Yes, we currently work with a handful of 3rd party vendors including Envisen, Equifax, Acurate, Smart Find Express, Appointment Plus, Skillsurvey, etc.

1. Will Denver Public Schools agree to enter a Mutual Non-Disclosure Agreement with prospective vendors? If so, please advise on the best approach to enter into one. We have a standard MNDA that we can send.

1. Yes, okay to sign during RFI process.

1. Whether companies from Outside USA can apply for this? (like, from India or Canada) 2. Whether we need to come over there for meetings? 3. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) 4. Can we submit the proposals via email?

1. Yes 2. No 3. Yes 4. No


1. Your Website says you have 11,146 full time employees. Our solutions are priced by employee headcount (unlimited users), so can you share your total employee headcount? 2. Are there some job roles that are particularly hard to fill? 3. Are you having challenges around employee turnover? Are there specific job roles, locations, etc. that are more impacted than others? 4. Is there an interest in an Onboarding module as well? 5. What other systems would you need your ATS To integrate with? 6. Is there interest in a recruiting CRM to identify and recruit passive candidates? 7. Is there a focus on allowing your users and candidates to access the system via mobile devices? 8. Does your procurement process allow Denver Public Schools to purchase through business partners?

1. 15,000 2. Yes, specific teacher positions and specific departments. 3. Yes, we have high turnover in various roles or positions across the district. An example would be custodian roles. We also struggle to fill English Language Acquisition (Spanish), Math and Special Education positions, which is a challenge most schools districts face nationwide. 4. Yes, we would like information on onboarding functionality but it's is currently not a deal breaker for purchasing a new system. 5. We currently work with a handful of 3rd party vendors including Envisen, Equifax, Acurate, Smart Find Express, Appointment Plus, Skillsurvey, Timetrade, Google, etc. 6. Yes, should be a function provided within the ATS 7. Ideally, yes 8. Yes

1. What specific piece of the Infor product suite are you using today? 2. What are you using it for? Recruiting only? What functionality does it lack? 3. Are you looking to move AWAY from Infor? Or require continued use of Infor with a system that continually integrates with it? 4. When DPS says the following in the RFI, “ 8. Job board search and functionality (internal & external) “Can you please describe what that means? I.E. do you need a solution that allows you to search for candidates on job boards, in addition to posting jobs on various job boards? 5. Regarding this statement, "Unfortunately, our recruiters are currently struggling to manage all candidate information and cultivation efforts through various tracking mechanisms and systems.” Is this process currently manual i.e. outside of Infor, or does Infor lack the functionality you require?

1. Talent Management & Payroll 2. Currently Infor does not support many of our recruitment needs. We use a lot of alternative systems like Google sheets to track most recruitment related information. 3. No, we are looking to add recruitment support and functionality with this additional system. 4. Job board search refers to an applicant’s ability to easily search for jobs through our job board. It also refers to automated job postings on external job boards. 5. Yes, most of this process is currently manual and tracked outside of Infor. Infor is working to improve their system as it relates to candidate management but we are leaning towards adding an additional system (ATS) instead of waiting for Infor updates to take place.


1. In the RFI under Background #2: DPS mentions “recruiters are currently struggling to manage all candidate information and cultivation efforts through various tracking mechanisms and systems”. Can you please elaborate on what the recruiters are specifically struggling with? a. Please describe the current recruitment process including any manual steps that could potentially be automated with the new system. b. What is the biggest issue or problems pushing DPS to buy a new Applicant tracking system? c. Has DPS tried any new systems in the past that did not work or is this the first time to buy a new system? 2. Besides Infor Lawson, what other systems are the recruiters using for the hiring processes? a. Are there any other systems, other than Infor Lawson, that require an integration to the new system? 3. What would happen if DPS decides not to purchase a new system? 4. What is the time frame to release the RFP after DPS acquires budgeting? a. After the RFI process and after the RFP is completed, when would be the ideal date/year for a completed rollout of the new system. 5. How many full-time users and part time read only users will need access to the new system? a. How many administrative users? 6. From the list of requirements, what is the most important for the new system? (See Tab 2)

1. Currently Infor does not support many of our recruitment needs. We used a lot of alternative systems like Google sheets to track most recruitment related information. There isn't an easy way to share candidate information or identify top talent through Infor. Recruiters are struggling to manage dozens or reqs and hundreds of candidates through a very manual process. a. Please see current process flow to understand how our recruiters are managing candidates through our process. b. Our current system so slow, hard to navigate and does not support most of our recruitment needs across the board. As you can see in the process flow, our recruiters are using multiple systems which leads to lack of efficiency and time to be strategic and/or recruit top talent. c. Prior to 2013, our district was using two different systems, Xylem and Ceridian. The infrastructure for our recruitment team has also transformed since then so the need for an actual ATS is greater than ever. 2. We currently work with a handful of 3rd party vendors in the hiring process, these systems include Envisen, Equifax, Acurate, Smart Find Express, Appointment Plus, Skillsurvey, Timetrade, Google, etc. a. Potentially yes, most of the systems listed above are used during the pre-hire onboarding process and would need to easily integrate or work seamlessly with an applicant tracking system. 3. We would continue to use the tools and systems we have in place currently while waiting for Infor to provide system upgrades over the next 2-5 years. 4. We do not have a finalized timeline for the RFP process at the moment but will ideally be kicking off the RFP process in the beginning of 2018. a. Ideally, we'd like to implement a new system prior to the 18-19 hiring season (Nov. 2018) but implementation dates are contingent on project approval from the District Review Board (DRB). This review may take place in Spring 2018 but is not confirmed. 5. We do not have a current count of the number of users that will be accessing the system. We are also not looking to adopt a system that is based on a per pupil or per user pricing. We are a very large district but we are still a non profit with limited funding available for additional central office supports. a. We will have about 5 -10 administrative users


from central office, with the potential to have more (at the school level) depending on what user access looks like within the system. 6. Budget, user experience and candidate tracking/information sharing across the district.

• Pp. 3, Item #2, Part 2.1, may responders assume the listed 15,000 employee count is accurate for the purposes of providing pricing information related to this RFI? • Pp. 3, Item #2, Part 2.1, in addition to integrating with Infor Lawson, does the District require (or desire) the selected applicant tracking system integrate with other recruiting or onboarding related systems (e.g. video interview software, integrated background check software, job board aggregation software)? If so, will the District please provide a list of these systems and briefly describe their function? • P. 4, Question #3, Part d., for scoping purposes, will the District please estimate the number of records existing in its current ATS system that it desires be imported into the selected applicant tracking system? • P. 4, Question #3, Part e., will the District please clarify what sort of access rights need to be delegated and to whom (vendor, DPS personnel, etc.)?

P. 3, Item #2 Part 2.1 - Yes, the amount of employees listed on the RFI is accurate. Please note: We are also not looking to adopt a system that is based on a per pupil or per user price. We are a very large district but we are still a non profit with limited funding available for additional central office supports. P.3, Item #2, Part 2.1- Prior to 2013, our district was using two different systems, Xylem and Ceridian. The infrastructure for our recruitment team has also transformed since then so the need for an actual ATS is greater than ever. P.4, Question #3, Part D -Potentially yes, most of the systems listed below are used during the pre-hire onboarding process and would need to easily integrate or work seamlessly with an applicant tracking system. We currently work with a handful of 3rd party vendors, including Envisen (onboarding), Equifax (I-9), Acurate (background checks), Smart Find Express (substitute management), Appointment Plus (scheduling), Skillsurvey (assessment), Timetrade (scheduling), Google, etc. P.4, Question #3, Part D- We are not planning to


bring over historical data at the moment but we do want a system that has the ability to migrate data as needed. P.4, Question #3, Part E - This section is referring to the various users in the system (admin, recruiter, hiring manager, interviewers) and what sort of access/visibility each one will have when using the system.

1. How many recruiters/users will you have using the system total? 2. For onsite training where will that be and will all users be in the same location for that training?

1. We will have 20 recruiters using the system. It is unclear how many additionally users we will have using the system at any given time, but we are also not looking to adopt a system that is based on a per pupil or per user price. We are a very large district but we are still a non profit with limited funding available for additional central office supports. 2. Onsite training can either be held in our central office in downtown Denver or at a local school nearby.

1. Are you requiring an integration with an API or will a CSV file suffice? (See Tab 2)

1. We are not requiring API integration at this time, but we do want a system that has the ability to migrate data as needed. Please see tab 2 for more information on our technical requirements.

Tab 2 additional information

Feature/Function Priority Function

Availability Comments

GENERAL

System has fully integrated suites/modules/applications. Required

System has one common relational database specific to application for the district implementation Required

System uses workflow. Required

All System suites/modules/applications support workflow. Preferred

System features security can be based upon the following:

Roles Required

Rules Required

Routing Required

Records Required

Data Fields Required


Functions Required

All suites/modules/applications can be accessed using district authentication via Microsoft ADFS 3.0. Required

Users can be manually added by system admins so that they can authenticate outside of ADFS. Required

All System suites/modules/applications allow for effective-dated transactions. Preferred

All System suites/modules/applications allow for effective-dating for table updates. Preferred

System is HTML5 based and does not require Java, Flash or Silverlight for management or user interface. Required

System works with tablet devices (i.e. Android, iOS, Windows). Preferred

System is compatible with Chromebooks. Preferred

System supports REST based Web Services via API. Preferred

System architecture is compatible with:

Embedded iFrames for Portals Preferred

Web Services APIs Preferred

System admin dashboard can accommodate the following:

Report design Preferred

Security administration - Internal System Preferred

End-user interface template for branding Preferred

System upgrade support and tools Preferred

Application API. Required

Data Backend is OLAP compatible. Preferred

Archiving/purging of data. Preferred

System performance and utilization monitoring. Preferred

System statistics and audit reporting. Preferred

System supports a system lifecycle (e.g. development, test, production etc.). Preferred

Scheduled maintenance windows must follow existing DPS district policies. Preferred

System needs to support 7000 concurrent connections. Preferred

All system components have high scalability in performance and storage, with the ability to ultimately support over 20,000 possible users when fully deployed. Preferred

Vendor provides a configuration environment that allows DPS to develop and QA any configuration adjustments to the platform before making changes to the production environment. Preferred

DATABASE

Provides ability to effective date entries. Preferred


Provides user-definable fields with the ability to update the global data dictionary with these fields. Preferred

User-defined fields are included in migration paths during software upgrades. Preferred

Records can be purged, upon request, for all data elements in accordance to Colorado Student Data Privacy law. Preferred

WORKFLOW AND PROCESSING

System will control priority of workflows on multiple user-defined criteria. Preferred

Users can control workflow start time. Preferred

Controls workflow by transaction type. Preferred

System will sequence multiple workflow based on user-defined rules. Preferred

Provides system-wide calendar which can be updated online by the user to schedule processing or control processing parameters. Preferred

Provides various program checks for:

Controlling data files Preferred

Verifying correct processing Preferred

Ensuring data integrity Preferred

Record counts Preferred

Totals Preferred

Provides automatic reconciliation of all exported/imported data. Preferred

REPORTING

Supports report output (tab-delimited, CSV, PDF, etc.). Required

Supports access to all data for administrators. Required

Data being accessed is subject to the security rules of the system. Required

Provides reports on usage statistics by user ID. Preferred

Provides query searching capabilities that can be used:

To perform mass updates for administrators Preferred

With online screen searching Preferred

To perform free-form text searching Preferred

With full "if..then..else" logic Preferred

Online, real-time reporting and query capability Preferred

Provide the ability to filter and search by wildcard Preferred

Provides for processing reports in batch. Preferred

Provides ability for the end-user to view progress. Preferred

Allows output to be routed to an external database for use by district systems. Preferred

Ability to import and export data via a Microsoft SSIS package. Preferred


Ability to limit end-user report writing capabilities by a user-defined number of fields or time it takes to process the report (by role). Preferred

ERROR METHODOLOGIES

Error messages appear in a consistent format across all system modules, for online processing. Specifically, error messages similar codes, text and onscreen locations. Preferred

Error messages are integrated with online help function. Preferred

Provides an error log for rejected batch transactions. Preferred

Provides an error log for rejected or unposted online transactions. Preferred

Provides the capability of producing error statistics by source. Preferred

SECURITY AND AUDIT CAPABILITIES

Ability to limit ability to export/import by security role - Role Based Access Control. Required

System has the capability to allow a single-authentication by DPS staff to access enterprise wide business applications over the Intranet using Microsoft Active Directory Federation Services (ADFS 3.0). Preferred

Provides ability to suppress confidential screens and/or fields in compliance with HIPPA, CIPA, COPA and FERPA confidentiality requirements - through Role Based Access Control. Required

System supports inherent audit trail database. Required

System must support data level security. Required

Provide the ability for administrators to log on as user (impersonation). Preferred

Sensitive data is encrypted when accessed over the Web using HTTPS (SSL/TLS) even at REST. Required

Default security settings are set to the most restrictive level, Principle of Least Privilege. Preferred

Supports expiration of cookies at end of session (time based expiration) by:

Logging off application Required

Closing the browser Required

Security authentication should produce an error message when incorrect ID or password is entered. Error message should be generic not displaying which field is incorrect. Required

System Security must comply with the Colorado Department of Education standards on personally identifiable student information- http://www.cde.state.co.us/cdereval/checklistforpiiagreements.

If local system account is used for authentication, ability to either force change of password on first logon or not force password change. Preferred

If local system account is used for authentication, ability for administrator to set specific users or groups to force a change of password as part of Role Based Access Control. Preferred


All non-District ADFS account passwords and password procedures must be district password policy compliant.

Unsuccessful logon attempts are recorded by system and retained for a user-defined period of time in an audit log. Preferred

Issues an alert to the end-user and notifies the System Administrator after a specified number of unauthorized log on attempts. Preferred

If local authentication is used, system should permit upload or import of lists of user names and ID's for authentication. Preferred

Provides Version Control automated tools for tracking, reporting, and logging change activity. Preferred

Documented process for security incident handling of patches or fixes for known security or system vulnerabilities. Preferred

Appropriate protection of any system or application Access scripts. Preferred

Provides emergency and temporary access to system components or resources for problem resolution. Preferred

Provides ability to define User Access Groups based on job responsibilities to ensure segregation of duties. Preferred

Ensures transmittal of passwords using secure protocols/algorithms. Required

Require documentation of last two security audits by an independent auditor. Required

Supports industry acceptable TLS, SSL, HTTPS Encryption. Required

Provides the ability to audit and report on user logon ids that have not be used for a system administrator defined time of inactivity. Preferred

Ability to prohibit concurrent logons. Preferred

Provides security levels for the following:

Enterprise Preferred

Schools / Department Preferred

Division / Region Preferred

Section within department / School Preferred

Role or group Preferred

Person id or user id Preferred

IP address Preferred

Screen, menu Preferred

Report Preferred

Database table Preferred

Column Preferred

Job function Preferred

Transaction type Preferred


Document type Preferred

Accommodates centralized (one security administrator) security. Preferred

Provides ability to view or obtain security reports showing:

Authorized system use Preferred

Unauthorized system use Preferred

Security profiles by user Preferred

Security breaches or attempts Preferred

Provides the ability to predefine, based on job function and role, a security profile and assign individuals to such profiles. Preferred

Generates warning message to notify administrator if multiple security profiles applied to a single user are conflicting. Such instances should be recorded by system. Preferred

Provides the ability to view log files online for all changes, deletions, and additions including:

Date / time stamp Preferred

User ID Preferred

Specific input device Preferred

Provides record or file encryption using AES256 encryption. Required

Provides TLS 1.2 encryption. Required

Provides the ability to restrict that data can be downloaded to mitigate potential data loss. Preferred

INTERFACES

Interfaces with popular desktop applications (e.g., Microsoft Office). Required

Integrates with Google Apps for Education (Gmail, Google Drive). Preferred

SYSTEM INTERFACES

Nightly extracts for the district's Student Information System (two-way data interface). Preferred

Microsoft SQL Server Integration Services. Preferred

Integration with Clever or IMS Global One Roster for roster of district schedules, and staff. Required

Ability to interface with the districts HR, Payroll, SmartFind Express and S3 applications (all Infor Lawson products) Required

HELP SYSTEM CAPABILITY

Help system is integrated into application. Required

Provides online help features for (screen errors and error codes):

Total Screen Required

Screen elements Required


Provides a context-sensitive help feature. Required

Provides a user customizable help feature. Preferred

DOCUMENTATION CAPABILITY

Provides online documentation for users. Required

Online documentation contains search function. Required

Screen definitions and descriptions Required

Database definitions, logical data model, and record layouts. Preferred

SaaS (Software as a Service)

Full functionality of all proposed modules and requirements above are currently available in a SaaS framework. Preferred

Multi-tenant (Denver Public Schools data is not mingled with other client’s data). Required

WEB APPLICATION ANALYTICS

Provides seamless integration with a web analytics tool (eg: Google Analytics, WebTrends). Required

Provides click through analytics across the entire application suite for user tracking. Required

Due date and time: December 1, 2017 3:00 p.m. local standard time at 780 Grant Street, Denver, CO If your proposal has been submitted and you wish to amend it, please modify your proposal on company letterhead. The amended proposal must be received prior to the time and date set for the proposal opening. Each modification submitted to the District's Strategic Sourcing Office located at 780 Grant Street, must have Vendor’s name and return address and the applicable RFI number and title of the RFI clearly marked on the face of the envelope. If more than one modification is submitted, the modification bearing the latest date of receipt by the District's Strategic Sourcing Office will be considered the valid modification. This addendum must be acknowledged, whether or not you amend your proposal.

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