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Functional Requirements: Human Resources Appendix #:

Subject:

Functional Requirements: Human Resources

Appendix 7 – Functional Requirements: Human

Resources

Overview .................................................................................................................. 2 General Information – Human Resources ................................................................ 3 Capability New to DIWS 2 .................................................................................... 64 Response to Human Resources Requirements ....................................................... 66

See the RFP Section 1.2 and Task Order Section 1.2 for a complete list of all

abbreviations and acronyms.

All requirements contain the word “shall” which may be part of the sentence containing

the requirement or precede a list of requirements.

For requirements that include a lettered list, the lettered list is considered to be part of the

requirement.

For requirements that contain a bulleted list, the bulleted list is provided for clarification,

interpretation, reference, definition or example.

For requirements that contain the phrase “proved the ability”, the function or capability

shall be provided in a manner that allows it to be exercised at the discretion of an

authorized user.

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Functional Requirements: Human Resources Appendix #:

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Functional Requirements: Human Resources

Overview

Maryland’s MVA’s Human Resource (HR) operations use the Legacy DIWS scan, store

and workflow functionality. The DIWS 2 System shall support all HR-related imaging

activities for the following areas:

Scan, Index and Verify –When the HR documents (Benefits, Recruitment

Selection, Employer Employee Relations, Classification and Compensation)

arrive at the Human Resource department, they are arranged by case type,

subcategory and document type. All the documents are scanned, indexed, and

verified by Human Resource.

Retrieving Documents – All the documents related to Human Resources can be

retrieved for viewing as per the search criteria entered.

Auto and Manual Indexing – For auto indexing document date and employee ID

are entered, which returns the first, middle, last name, SSN, DOB and gender of

the employee. The manual indexing deals with rescan, delete or insert a page in

the document.

Appraisal Process – In November of each year, Maryland Department of

Transportation (MDOT) sends the MVA an electronic download in the form of an

Excel spreadsheet of all the MVA employees currently in the Human Resource

Information system (HRIS).

There are two fundamental requirements when migrating the MVA’s legacy HR content

management application:

No loss of functionality –Although the application may need to undergo changes

to accommodate the underlying ECM COTS product, all existing HR capability

shall be available in DIWS 2.

No loss of business information – All unstructured HR content shall be migrated

from the legacy DIWS to DIWS 2. All structured HR content shall be migrated

from the legacy DIWS to DIWS 2, undergoing change necessary to work with the

functionality built on the DIWS 2 COTS product.

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Functional Requirements: Human Resources Appendix #:

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Functional Requirements: Human Resources

General Information – Human Resources

DIWS provides imaging capabilities to support the MVA Human Resources process.

These capabilities convert HR documents into electronic images upon receipt at the

MVA. The images are indexed and verified by a Branch/Department.

The HR area receives and scans the employee related documents. For scanning case type

and category fields are entered in DIWS. From the work queue the document type is

selected and then the auto and manual index process is carried out.

During the verify process, if the index information does not match it is then sent to the

reindex queue and then the process starts again by manually indexing the document.

The expectation is for the Offeror to conduct a requirements definition and review

session leveraging the existing DIWS HR application and learning about the needs of the

business. These requirements will be used as the basis for the HR application to be built

on the DIWS 2 platform. Unstructured content (e.g., images) and structured data (i.e.,

database data) currently stored in DIWS is expected to be migrated to the DIWS 2

environment. No loss of functionality shall be permitted and some enhancements are

expected.

Known enhancements include support for smart devices, the addition of one or more

pieces of captured information, possible modifications to the workflow, and the ability to

automatically capture electronic documents (e.g., fax or e-mail).

There are special security requirements for HR. For example, each division has its own

storage volume and HR content is physically segregated on this volume. Only HR has

access to content on the HR volume. Also, not everyone in HR is allowed to access all

HR content.

2.1 Current Process

The Human Resources business process uses DIWS to scan, store, verify and retrieve HR

documents.

2.1.1 Scanning HR Documents

Table 1 HR Scan describes the current step-by-step instructions for scanning Human

Resources documents and forwarding document batches for indexing.

Table 1 HR Scan

1. Remove all the staples and paper clips from the documents.

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Functional Requirements: Human Resources

2. Place document separator sheet between each document, and place a document

separator sheet on top of the first document in the batch.

3. Launch the batch scan software and select appropriate scanner setting (e.g.,

duplex or simplex) and profile from the drop down list.

4. Click on the Scan all button. The documents are scanned and appear in the

image viewer.

a. Inspect each image. If multiple issues are noted with any image:

i. Rescan, delete, or insert any page if necessary.

b. To Rescan the page:

i. Highlight the page to be rescanned.

ii. Place the page to scan in scanner.

iii. Click on the Rescan page, and the page is scanned and replaces the

selected page.

c. To insert a page or pages:

i. Highlight where the page or pages are to be inserted.

ii. Click the insert mode button and place the page, or pages to be

scanned in the scanner.

iii. Click the scan all button.

5. Click the Forward Batch button or select File and Forward Batch when

scanning is complete.

2.1.2 Indexing HR Documents

Table 2 HR Index describes the step-by-step process for indexing the scanned Human

Resources documents.

Table 2 HR Index

1. Launch DIWS HighVIEW logon.

2. To open a Batch of documents for indexing:

a. Click on the in-basket button on the DIWS main screen. The basket

opens and the DIWS mailbox is displayed.

b. Click on the appropriate HR batch process from the list.

c. Select the Batch Indexing queue, if it is not already selected.

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Functional Requirements: Human Resources Appendix #:

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d. Double click on a batch in the items list.

e. Click the index button, and the DIWS batch index screen opens. Where

the case type and receipt date are auto-populated and cannot be changed.

3. To index documents:

a. Click the document type dropdown and the available document types are

listed (E.g., Employee Services Unrestricted ESU).

b. Select the appropriate document type.

c. Enter Document Date and Employee ID.

d. Click the Auto indexing icon on the toolbar or hit the page down key.

e. Click Create document with specified index icon, or hit the Enter key.

f. Index the remaining documents in the batch using the above steps.

2.1.3 Retrieving HR Documents

Table 3 HR Retrieval describes the step by step instructions for retrieving and viewing

Human Resources documents.

Table 3 HR Retrieval

1. Launch DIWS HighVIEW logon.

2. To retrieve a document:

Click the Retrieval button on the DIWS main screen.

Enter the search criteria in the appropriate fields.

Click on the Search Database icon. The hit list is returned listing sections

that match the entered search criteria.

If no documents match the selected search criteria or is the user does not

have permission to view the selected security group (case type), a

message is displayed “No folder meets your search criteria”.

Double click on the hit list document list to view it.

2.1.4 Business Process diagram

Figure 1 HR Process Flow is the business process diagram for the Human Resources

process flow.

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Figure 1 HR Process Flow

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Figure 2 HR Retrieval Workflow illustrates the process for retrieving HR documents.

Figure 2 HR Retrieval Workflow

In addressing the business process requirements for human resources, DIWS 2 shall:

1. Work with the business areas to identify and capture all business process requirements.

2. Review the existing business process requirements to capture all existing business process requirements.

3. Advise the MVA on recommended changes and clarifications to the business process requirements.

4. Capture all recommended changes along with the reasons for implementing or not implementing the recommended changes to the business process

requirements.

5. Implement all existing business process requirements unless said existing requirements are explicitly identified in the requirements documentation as

being changed or removed.

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Functional Requirements: Human Resources

NOTE: The current business process may change during the requirements verification

activities and design activities. Additional business process steps and flows may be

added as a result of the requirements verification activities and design activities. There

are known enhancements identified in Section 3 Capability New to DIWS 2 that may also

impact the business process.

The Contractor’s scope of responsibility under the fixed price Offer shall include all

necessary requirements decomposition and refinement of the processes named in Section

2.1 Current Process and Section 3 Capability New to DIWS 2. Additional requirements

and details that are not related to the processes named in Section 2.1 Current Process and

Section 3 Capability New to DIWS 2 may be incorporated via change order or Work

Order in the future.

2.2 Human Resources Detailed Requirements

Table 4 HR Detailed Requirements provides additional details on the requirements

stated in section 2.1 Current Process.

In addressing the detailed requirements for human resources, DIWS 2 shall:

1. Work with the business areas to identify and capture all detailed requirements.

2. Review the existing detailed requirements to capture all existing detailed requirements.

3. Advise the MVA on recommended changes and clarifications to the detailed requirements.

4. Capture all recommend changes along with the reasons for implementing or not implementing the recommended changes to the detailed requirements.

5. Implement all existing detailed requirements unless said existing requirements are explicitly identified in the requirements documentation as being changed

or removed.

Table 4 HR Detailed Requirements

Req. # Requirement

MDOT HR File

HRF.1 DIWS shall store employee data:

EIN

First Name

Middle Name

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Req. # Requirement

Last Name

DOB

SSN

Employee Status

Record Status

Gender

HRF.2 DIWS shall import the MDOT HR file nightly and update the employee data,

based on matching EIN.

HR Scan and Index

HRI.1 DIWS Advanced Batch Scan shall be modified to add an HR Employee

Services Unrestricted profile.

HRI.2 Batches scanned under the HR Employee Services Unrestricted profile shall

be forwarded to HR Employee Services Unrestricted Batch Process.

HRI.3 DIWS Advanced Batch Scan shall be modified to add an HR Employee

Services Medical Restricted profile.

HRI.4 Batches scanned under the HR Employee Services Medical Restricted profile

shall be forwarded to HR Employee Services Medical Restricted Batch

Process.

HRI.5 DIWS Advanced Batch Scan shall be modified to add an HR Employee

Relations Restricted profile.

HRI.6 Batches scanned under the HR Employee Relations Restricted profile shall be

forwarded to HR Employee Relations Restricted Batch Process.

HRI.7 DIWS Advanced Batch Scan shall be modified to add an HR Classification

Unrestricted profile.

HRI.8 Batches scanned under the HR Classification Unrestricted profile shall be

forwarded to HR Classification Unrestricted Batch Process.

HRI.9 DIWS Advanced Batch Scan shall be modified to add an HR Recruitment

Restricted profile.

HRI.10 Batches scanned under the HR Recruitment Restricted profile shall be

forwarded to HR Recruitment Restricted Batch Process.

HRI.11 An HR Employee Services Unrestricted Batch Process shall be added to

DIWS.

HRI.12 The HR Employee Services Unrestricted Batch Process shall include the Case

Type Employee Services Unrestricted.

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Req. # Requirement

HRI.13 Available Document Types for Case Type Employee Services Unrestricted

shall be:

Acknowledgement of Executive Service Status

Acknowledgement of Receipts

Acknowledgement of Temporary Employment Status

Contracts

Employee Emergency & Next of Kin Contact Information

Employee Identification

Entrance Rate of Pay-Hiring Above Midpoint

Exit Interview

Financial Disclosure Statement

Furlough

Maryland New Hire Registry Reporting Form

MDOT Authorization for Release of Information

Miscellaneous

MVA Telework

New Employee Checklist

New Hire Entry Form

Notification of Employee Cut Off

Offer Letter

Payroll

Performance Appraisals

Personal Inquiry

Employment Verification

Backfile

HRI.14 DIWS shall return the corresponding First Name, Middle Name, Last

Name, DOB, and SSN from the DIWS database table, if available, for the

user entered EIN.

HRI.15 DIWS shall not allow a future date to be entered in the Document Date field.

HRI.16 DIWS shall not allow a future date to be entered in the Vacancy Date field.

HRI.17 An HR Employee Services Medical Restricted Batch Process shall be

added to DIWS.

HRI.18 The HR Employee Services Medical Restricted Batch Process shall include

the Case Type Employee Services Medical Restricted.

HRI.19 Available Document Types for Case Type Employee Services Medical

Restricted shall be:

Advanced Sick Leave

Authorization for Work Injury Leave

Disability Retirement

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Req. # Requirement

Employee Assistance Program (EAP) Supervisory Referral Form

Extended Sick Leave

Health Benefits

Leave Bank/Employee-to-Employee Donations

Leave of Absence Without Pay (LAW)

Medical Miscellaneous

MVA Notice of Privacy Practices (HIPAA)

Preplacement Results

Random Drug/Alcohol Testing

State Employee Organ Donation Leave

Workabilities

Workman’s Compensation

Retirement

Backfile

HRI.20 DIWS shall return the corresponding First Name, Middle Name, Last

Name, DOB, and SSN from the DIWS database table, if available, for the

user entered EIN.

HRI.21 DIWS shall not allow a future date to be entered in the Document Date field.

HRI.22 Access to the HR Employee Services Medical Restricted Batch Process shall

be restricted to users with assigned permission.

HRI.23 An HR Employee Relations Restricted Batch Process shall be added to

DIWS.

HRI.24 The HR Employee Relations Restricted Batch Process shall include the Case

Type Employee Relations Restricted.

HRI.25 Available Document Types for Case Type Employee Relations Restricted

shall be:

Grievances

Appeals – OAH Cases Initial Probation

Appeals – OAH Cases Step 2 Decisions

Appeals – OAH Cases Unsettled Discipline

Appeals – MDOT Cases Step 1 Grievance Decisions

Settlement Conferences – Written Reprimand

Settlement Conferences – Loss of Leave

Settlement Conferences – Suspension

Settlement Conferences – Suspension Pending Charges for

Termination

Settlement Conference – Charges for Termination

Settlement Conference – Disqualification from Future Employment

Settlement Conference – Rejection on Promotional Probation

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Req. # Requirement

Settlement Conference – Involuntary Demotion

Unemployment Insurance Cases – Request for Separation Info

Unemployment Insurance Cases – U.I. Appeals

HRI.26 DIWS shall return the corresponding First Name, Middle Name, Last

Name, and SSN from the DIWS database table, if available, for the user

entered EIN.

HRI.27 Access to the Employee Relations Restricted Batch Process shall be restricted

to users with assigned permissions.

HRI.28 The Grievance # field on the DIWS screens shall be in the format <A-###-

####-##>.

HRI.29 DIWS shall require that the user entered Grievance # contain 13 characters,

including dashes.

HRI.30 The dashes in the Grievance # field shall be system populated.

HRI.31 DIWS shall require that the first character of the Grievance # be alpha (A-

Z).

HRI.32 DIWS shall require that the other user-entered characters in the Grievance #

be numeric (0-9).

HRI.33 The Appeal # field on the DIWS screens shall be in the format<A##-###-##>

HRI.34 DIWS shall require that the user entered Appeal # contain 10 characters,

including dashes.

HRI.35 The dashes in the Appeal # field shall be system populated.

HRI.36 The second character of the Appeal # field shall be system populated with the

# symbol.

HRI.37 DIWS shall require that the first character of the Appeal # be alpha (A-Z).

HRI.38 DIWS shall require the other user-entered characters in the Appeal # be

numeric (0-9).

HRI.39 The Case # field on the DIWS screens shall be in the format <AAAA-AAA-

##-##-######>.

HRI.40 DIWS shall require that the user entered Case # contain 21 characters,

including dashes.

HRI.41 The dashes in the Case # field shall be system populated.

HRI.42 DIWS shall require that the first seven (7) characters of the Case # be alpha

(A-Z).

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Req. # Requirement

HRI.43 DIWS shall require that the other user-entered characters in the Case # be

numeric (0-9).

HRI.44 DIWS shall not allow a future date to be entered in the Document Date field.

HRI.45 The Disciplinary Appeal # field on the DIWS screens shall be in the format

<A-###-AAA-##>.

HRI.46 DIWS shall require that the user entered Disciplinary Appeal # contain 12

characters, including dashes.

HRI.47 The dashes in the Disciplinary Appeal # field shall be system populated.

HRI.48 DIWS shall require that the first (1st), fifth (5th), sixth (6th), and seventh (7th)

user entered characters of the Disciplinary Appeal # be alpha (A-Z).

HRI.49 DIWS shall require the other user-entered characters in the Disciplinary

Appeal #be numeric (0-9).

HRI.50 The Charges Appeal # field on the DIWS screens shall be in the format

<AAA-###-AAA-##>.

HRI.51 DIWS shall require that the user entered Charges Appeal # contain 14

characters, including dashes.

HRI.52 The dashes in the Charges Appeal # field shall be system populated.

HRI.53 DIWS shall require that the first (1st), second (2nd), third (3rd), seventh (7th),

eighth (8th), and ninth (9th) user entered characters of the Charges Appeal #

be alpha (A-Z).

HRI.54 DIWS shall require the other user-entered characters in the Charges Appeal

# be numeric (0-9).

HRI.55 The OAH Appeal # field on the DIWS screens shall be in the format

<AAAA-AAA-##-##-######>.

HRI.56 DIWS shall require that the user entered OAH Appeal # contain 21

characters, including dashes.

HRI.57 The dashes in the OAH Appeal # field shall be system populated.

HRI.58 DIWS shall require that the first (1st), second (2nd), third (3rd), fourth (4th),

fifth (5th), sixth (6th), and seventh (7th) user entered characters of the OAH

Appeal # be alpha (A-Z).

HRI.59 DIWS shall require the other user-entered characters in the OAH Appeal #

be numeric (0-9).

HRI.60 An HR Classification Unrestricted Batch Process shall be added to DIWS.

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Req. # Requirement

HRI.61 The HR Classification Unrestricted Batch Process shall include the Case

Type Classification Unrestricted.

HRI.62 Available Document Types for Case Type Classification Unrestricted shall

be:

Classification Study

Proficiency Progression

Acting Capacity

DTS-3 Position Description Form

Certifications

DTS-1 Employment Application

HRI.63 DIWS shall return the corresponding First Name, Middle Name, Last

Name, DOB, and Gender from the DIWS database table, if available, for the

user entered EIN.

HRI.64 DIWS shall store Class Code and Classification Title data.

HRI.65 Users shall have the ability to enter a Class Code or select a Class Code from

a dropdown list.

HRI.66 DIWS shall return the corresponding Classification Title from the DIWS

database table for the user selected Class Code.

HRI.67 DIWS shall require that PIN be a minimum of six (6) characters and a

maximum of seven (7) characters.

HRI.68 DIWS shall not allow a future date to be entered in the Document Date field.

HRI.69 An HR Recruitment Restricted Batch Process shall be added to DIWS.

HRI.70 The HR Recruitment Restricted Batch Process shall include the Case Type

Recruitment Restricted.

HRI.71 Available Document Types for Case Type Recruitment Restricted shall be:

Selection Plan

Selection Summary

Selection from Previous Interviews

HRI.72 Access to the HR Recruitment Restricted Batch Process shall be restricted to

users with assigned permission.

HRI.73 Users shall have the ability to enter a Class Code or select a Class Code from

a dropdown list.

HRI.74 DIWS shall return the corresponding Classification Title from the DIWS

database table for the user selected Class Code.

HRI.75 DIWS shall not allow a future date to be entered in the Document Date field.

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Req. # Requirement

HRI.76 Users with Manager Office permission shall have access to all HR Batch

Process queues.

HR Verify

HRV.1 An HR Employee Services Unrestricted Verify queue shall be added to

DIWS.

HRV.1.1 The Verify field for Case Type Employee Services Unrestricted shall be:

Document Type Verify

Field

Acknowledgement of Executive Service

Status

EIN

Acknowledgement of Receipts EIN

Acknowledgement of Temporary

Employment Status

EIN

Contracts EIN

Employee Emergency & Next of Kin Contact

Information

EIN

Employee Identification EIN

Entrance Rate of Pay Hiring Above Midpoint EIN

Exit Interview EIN

Financial Disclosure Statement EIN

Furlough EIN

Maryland New Hire Registry Reporting Form EIN

MDOT Authorization for Release of

Information

EIN

Miscellaneous EIN

MVA Telework EIN

New Employee Checklist EIN

New Hire Entry Form EIN

Notification of Employee Cut Off EIN

Offer Letter EIN

Payroll EIN

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Req. # Requirement

Performance Appraisals EIN

Personal Inquiry EIN

Employment Verification EIN

Backfile EIN

HRV.2 An HR Employee Services Medical Restricted Verify queue shall be added to

DIWS.

HRV.2.1 The Verify field for Case Type Employee Services Medical Restricted shall

be:

Document Type Verify

Field

Advanced Sick Leave EIN

Authorization for Work Injury Leave EIN

Disability Retirement EIN

EAP Supervisory Referral Form EIN

Extended Sick Leave EIN

Health Benefits EIN

Leave Bank/Employee-to-Employee

Donations

EIN

Leave of Absence Without Pay (LAW) EIN

Medical Miscellaneous EIN

MVA Notice of Privacy Practices (HIPAA) EIN

Preplacement Results EIN

Random Drug/Alcohol Testing EIN

State Employee Organ Donation Leave EIN

Workabilities EIN

Workman’s Compensation EIN

Retirement EIN

Backfile EIN

Access to the HR Employee Services Medical Restricted Verify queue shall

be restricted to users with assigned permissions.

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Req. # Requirement

HRV.3 An HR Employee Relations Restricted Verify queue shall be added to

DIWS.

HRV.3.1 The Verify field for Case Type Employee Relations Restricted shall be:

Document Type Verify

Field

Grievances EIN

Appeals – OAH Cases Initial Probation EIN

Appeals – OAH Cases Step 2 Decisions EIN

Appeals – OAH Cases Unsettled Discipline EIN

Appeals – MDOT Cases Step 1 Grievance

Decisions

EIN

Settlement Conferences – Written Reprimand EIN

Settlement Conferences – Loss of Leave EIN

Settlement Conferences – Suspension EIN

Settlement Conferences – Suspension

Pending Charges for Termination

EIN

Termination – Charges for Termination EIN

Termination – Disqualification from Future

Employment

EIN

Termination – Rejection on Promotional

Probation

EIN

Termination – Involuntary Demotion EIN

Unemployment Insurance Cases – Request

for Separation Info

EIN

Unemployment Insurance Cases – U.I.

Appeals

EIN

HRV.4 Access to the HR Employee Relations Restricted Verify queue shall be

restricted to users with assigned permissions.

HRV.4.1 An HR Classification Unrestricted Verify queue shall be added to DIWS.

HRV.4.2 The Verify field for Case Type Classification Unrestricted shall be:

Document Type Verify

Field

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Req. # Requirement

Classification Study PIN

Proficiency Progression EIN

Acting Capacity EIN

DTS-3 Position Description Form PIN

Certifications EIN

DTS-1 Employment Application EIN

HRV.5 An HR Recruitment Restricted Verify queue shall be added to DIWS.

HRV.5.1 The verify field for Case Type Recruitment Restricted shall be:

Document Type Verify

Field

Selection Plan PIN

Selection Summary PIN

Selection from Previous Interviews PIN

HRV.6 Access to the HR Recruitment Restricted Verify queue shall be restricted to

users with assigned permissions.

HRV.7 Users with Manager Office permission shall have access to all HR Verify

queues.

HRV.1 If data entered at Verify matches data entered at Index the system shall

forward the workitem out of the queue to the end.

If data entered at Verify does not match the data entered at Index after two

attempts the system shall forward the workitem to HR Verify – Reindex.

HR Reports

HRR.1 An HR Workflow Performance Report shall be available through WRS.

HRR.2 The HR Workflow Performance Report shall be a snapshot report based on

the date and time the report is run.

HRR.3 The HR Workflow Performance Report shall provide the count of batches

in the HR Batch Index queue.

HRR.4 The HR Workflow Performance Report shall provide the Date of the

oldest batch in the HR Batch Index queue.

HRR.5 The HR Workflow Performance Report shall provide the count of

workitems in the HR Batch Rescan queue.

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Req. # Requirement

HRR.6 The HR Workflow Performance Report shall provide the Date of the

oldest workitem in the HR Batch Rescan queue.

HRR.7 The HR Workflow Performance Report shall provide the count of

workitems in the HR Verify queue.

HRR.8 The HR Workflow Performance Report shall provide the Date of the

oldest workitem in the HR Verify queue.

HRR.9 The HR Workflow Performance Report shall provide the count of

workitem in the HR Re-Index queue.

HRR.10 The HR Workflow Performance Report shall provide the Date of the

oldest Workitem in the HR Re-Index queue.

HRR.11 The HR Workflow Performance Report shall provide the count of

workitems in the HR Verify Rescan queue.

HRR.12 The HR Workflow Performance Report shall provide the Date of the

oldest Workitem in the HR Verify Rescan queue.

HRR.13 An HR Operator Activity Report shall be available through WRS.

HRR.14 The HR Operator Activity Report shall be generated based on the user-

selected date range.

HRR.15 The HR Operator Activity Report shall provide the count of documents and

pages scanned by each user.

HRR.16 The HR Operator Activity Report shall provide the total count of

documents and pages scanned by all users.

HRR.17 The HR Operator Activity Report shall provide the count of workitems

indexed by each user.

HRR.18 The HR Operator Activity Report shall provide the total count of

workitems indexed by all users.

HRR.19 The HR Operator Activity Report shall provide the count of workitems

verified by each user.

HRR.20 The HR Operator Activity Report shall provide the total count of

workitems verified by all users.

HRR.21 The HR Operator Activity Report shall provide the count of workitems re-

indexed by each user.

HRR.22 The HR Operator Activity Report shall provide the total count of

workitems re-indexed by all users.

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Functional Requirements: Human Resources Appendix #:

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Functional Requirements: Human Resources

NOTE: The quantity of structured and unstructured content is expected to increase due to

normal operations activities. There are known enhancements identified in Section 3

Capability New to DIWS 2 that may also impact the business requirements.

The Contractor’s scope of responsibility under the fixed price Offer shall include all

necessary requirements decomposition and refinement for the requirements named in

Section 2.2 Human Resources Detailed Requirements and Section 3 Capability New to

DIWS 2. Additional requirements and details that are not related to the requirements

named in Section 2.2 Human Resources Detailed Requirements and Section 3 Capability

New to DIWS 2 may be incorporated via change order or Work Order in the future.

2.3 Document Types

The following tables identify the current document types and the associated index fields

used for the DIWS HR application:

 Table 5 Case Type Employee Services Unrestricted Document Type Fields

 Table 6 Case Type Employee Services Medical Restricted Document Type Fields

 Table 7 Case Type Employee Relations Restricted Document Type Fields

 Table 8 Case Type Classification Unrestricted Document Type Fields

 Table 9 Case Type Recruitment Restricted Document Type Fields

In addressing the document types for HR, DIWS 2 shall:

1. Work with the business areas to identify and capture all document type requirements.

2. Review the existing document types to capture all document type existing requirements.

3. Advise the MVA on recommended changes to the document types.

4. Capture all recommended changes along with the reasons for implementing or not implementing the recommended changes to the document types.

5. Implement all existing document type requirements unless said existing requirements are explicitly identified in the requirements documentation as

being changed or removed.

6. Provide up to five additional document types, and up to eight index fields each, that may be identified during the requirements gathering and design

activities.

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Table 5 Case Type Employee Services Unrestricted Document Type Fields

Document Type EIN Employee Name

Doc Date

SSN DOB Gender

Case Type Employee Services Unrestricted

Acknowledgement of Executive Service Status M M M M M O

Acknowledgement of Receipts M M M M M O

Acknowledgement of Temporary Employment Status M M M M M O

Contracts M M M M M O

Employee Emergency & Next of Kin Contact Information

M M M M M O

Employee Identification M M M M M O

Employment Verification M M M M M O

Entrance Rate of Pay-Hiring Above Midpoint M M M M M O

Exit Interview M M M M M O

Financial Disclosure Statement M M M M M O

Furlough M M M M M O

MDOT Authorization for Release of Information M M M M M O

MVA Telework M M M M M O

Maryland New Hire Registry Reporting Form M M M M M O

Miscellaneous M M M M M O

New Employee Checklist M M M M M O

New Hire Entry Form M M M M M O

Notification of Employee Cut Off M M M M M O

Offer Letter M M M M M O

Payroll M M M M M O

Performance Appraisals M M M M M O

Personal Inquiry M M M M M O

Ungrieved Action M M M M M O

Note: The following fields are not applicable to the Case Type Employee Services Unrestricted document type: Grievance #, Disciplinary Appeal #. Charge Appeal #, OAH Appeal #, PIN, Class Code, Class Title, Class Option, and Vacancy Date.

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Table 6 Case Type Employee Services Medical Restricted Document Type Fields

Document Type EIN Employee Name

Doc Date

SSN DOB Gender

Case Type Employee Services Medical Restricted

Advanced Sick Leave M M M M M O

Authorization for Work Injury Leave M M M M M O

Disability Retirement M M M M M O

Employee Assistance Program (EAP) Supervisory Referral Form

M M M M M O

Extended Sick Leave M M M M M O

FMLA M M M M M O

Health Benefits M M M M M O

Leave Bank/Employee-to-Employee Donations M M M M M O

Leave of Absence Without Pay (LAW) M M M M M O

MVA Notice of Privacy Practices (HIPAA) M M M M M O

Medical Miscellaneous M M M M M O

Preplacement Results M M M M M O

Random Drug/Alcohol Testing M M M M M O

Retirement M M M M M O

State Employee Organ Donation Leave M M M M M O

Workabilities M M M M M O

Workman’s Compensation M M M M M O

Note: The following fields are not applicable to the Case Type Employee Services Medical Restricted document type: Grievance #, Disciplinary Appeal #. Charge Appeal #, OAH Appeal #, PIN, Class Code, Class Title, Class Option, and Vacancy Date.

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Table 7 Case Type Employee Relations Restricted Document Type Fields

Document Type EIN Employee Name

Doc Date

SSN DOB Gender Grievance #

Disciplinary Appeal #

Charge Appeal #

OAH Appeal #

Case Type Employee Relations Restricted

Appeals – MDOT Cases Step 1 Grievance Decisions

M M M O O O M NA NA NA

Appeals – OAH Cases Initial Probation M M M O O O NA NA NA M

Appeals – OAH Cases Step 2 Decisions M M M O O O NA NA NA M

Appeals – OAH Cases Unsettled Discipline

M M M O O O NA NA NA M

Grievances M M M O O O M NA NA NA

Settlement Conference - Charges for Termination

M M M O O O O NA M NA

Settlement Conference – Disqualification from Future Employment

M M M O O O O NA M NA

Settlement Conference – Involuntary Demotion

M M M O O O NA NA M NA

Settlement Conference – Loss of Leave M M M O O O NA M NA NA

Settlement Conference – Rejection on Promotional Probation

M M M O O O NA NA M NA

Settlement Conference – Suspension M M M O O O NA M NA NA

Settlement Conference – Suspension Pending Charges for Termination

M M M O O O O NA M NA

Settlement Conference – Written Reprimand

M M M O O O NA M NA NA

Unemployment Insurance Cases – Request for Separation Info

M M M M O O NA NA NA NA

Unemployment Insurance Cases – U.I. Appeals

M M M M O O NA NA NA NA

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Document Type EIN Employee Name

Doc Date

SSN DOB Gender Grievance #

Disciplinary Appeal #

Charge Appeal #

OAH Appeal #

Case Type Employee Relations Restricted

Note: The following fields are not applicable to the Case Type Employee Services Medical Restricted document type: PIN, Class Code, Class Title, Class Option, and Vacancy Date.

Table 8 Case Type Classification Unrestricted Document Type Fields

Document Type EIN Employee Name

Doc Date

SSN DOB Gender PIN Class Code

Class Title

Class Option

Case Type Classification Unrestricted

Acting Capacity M M M O O O O O O O

Certifications M M NA O O NA O NA NA NA

Class History NA NA O NA NA NA NA M M O

Classification Study O O M O O O M O O O

DTS-1 Employment Application M M NA O O NA O NA NA NA

DTS-3 Position Description Form

O O M O O O1 M O O O

Miscellaneous O O M O O O M O O O

Proficiency Progression M M M O O O O O O O

Note: The following fields are not applicable to the Case Type Classification Unrestricted document type: Grievance #, Disciplinary Appeal #, Charge Appeal #, OAH Appeal #, and Vacancy Date.

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NOTE: The current document types and index fields may change during the

requirements verification activities and design activities.

The Contractor’s scope of responsibility under the fixed price Offer shall include all

necessary requirements decomposition and refinement for the document types named in

Section 2.3 Document Types and Section 3 Capability New to DIWS 2. Additional

document types requirements and details that are not related to the requirements named in

Section 2.3 Document Types and Section 3 Capability New to DIWS 2 may be

incorporated via change order or Work Order in the future.

2.4 User Interfaces

Table 9 Case Type Recruitment Restricted Document Type Fields

Document Type PIN Class Code

Class Title

Class Option

Vacancy Date

Case Type Recruitment Restricted

Selection Plan M M M O M

Selection Summary M M M O M

Selection from Previous Interviews

M M M O M

Note: The following fields are not applicable to the Case Type Classification Unrestricted document type: EIN, Employee Name, Doc Date, SSN, DOB, Gender, Grievance #, Disciplinary Appeal #, Charge Appeal #, and OAH Appeal #.

This section focuses describes the user interface in the DIWS HR application. The

business uses these screens for scanning, storing, indexing and retrieving.

In addressing the user interface needs for HR, the Contractor shall:

1. Work with the business areas to identify and capture user interface requirements.

2. Review the existing user interfaces to capture all existing user interface requirements.

3. Advise the MVA on recommended changes to the user interfaces.

4. Capture all recommended changes along with the reasons for implementing or not implementing the recommended changes to the user interfaces.

5. Create a uniform, cross-platform user interface for all supported device types, a list of which can be found in Appendix 5 Toolbox, Section 6.5 Devices.

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6. Implement all existing user interface requirements unless said existing requirements are explicitly identified in the requirements documentation as

being changed or removed.

7. Provide a consistent look-and-feel across all DIWS 2 user interfaces.

2.4.1 HR Batch Scanning Figure 3 HR Batch Scanning illustrates the user interface for Human Resources

document scanning and forwarding the batch for indexing. The business process used

with this screen is described in Section 2.1.1 Scanning HR Documents.

Figure 3 HR Batch Scanning

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2.4.2 HR Batch Indexing Figure 4 HR Batch Process illustrates the user interface for indexing batch of Human

Resource documents. Figure 5 HR Batch Index illustrates the user interface for

indexing the employee documents (HR Batch –ESU). This screen is similar to the

screens used for indexing other document types.

The business process used with these screens is described in Section 2.1.2 Indexing HR

Documents.

Figure 4 HR Batch Process

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Figure 5 HR Batch Index

2.4.3 HR Retrieving Figure 6 HR Retrieval process describes the document retrieval for Human Resources

division. The business process used with this screen is described in Section 2.1.3

Retrieving HR Documents.

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Figure 6 HR Retrieval

Figure 7 HR Retrieval Hit List describes the list of hit lists after the search criteria is

entered in the multiple fields of the retrieval screen.

Figure 7 HR Retrieval Hit List

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NOTE: The screens are provided to understand existing capabilities. They are not

expected to be the design for the future system. The user interface is expected to evolve

during the requirements verification activities and design activities. Additional user

interfaces may be added as a result of the requirements verification activities and design

activities.

The Contractor’s scope of responsibility under the fixed price Offer shall include all

necessary requirements decomposition and refinement for the user interfaces named in

Section 2.2 Human Resources Detailed Requirements, Section 2.4 User Interfaces and

Section 3 Capability New to DIWS 2. Additional user interface requirements and details

that are not related to the requirements named in Section 2.2 Human Resources Detailed

Requirements, Section 2.4 User Interfaces and Section 3 Capability New to DIWS 2 may

be incorporated via change order or Work Order in the future.

2.5 Reports

The DIWS collects data that various individuals for HR-related purposes. Table 10 HR

Reports identifies the various reports used by the HR division and provides a brief

description of the report.

These reports are currently written in Visual Basic 6.0 and utilize Crystal Reports 8.5.

In addressing the reporting needs for HR, the Contractor shall:

1. Provide the reports identified in Table 10 HR Reports

2. Work with the business areas to identify and capture all reporting requirements.

3. Review the existing reports and reporting requirements to ensure all reporting requirements are captured.

4. Advise the MVA on recommended reports and reporting requirements.

5. Capture all recommended changes along with the reasons for implementing or not implementing the recommended changes to the reports.

6. Make changes to the reports identified in Table 10 HR Reports that may be identified during the requirements gathering and design activities.

7. Provide up to three additional reports that may be identified during the requirements gathering and design activities.

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Table 10 HR Reports

Report Description

HR Workflow

Performance

Tracks the flow of work that is in the queues.

HR Operator Activity

Report

Keeps the statistics of everyone using DWIS and his/her

progress.

2.5.1 HR Workflow Performance Report

Figure 8 Sample HR Workflow Performance Report

2.5.2 HR Operator Activity Report

Figure 9 Sample HR Operator Activity Report

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NOTE: Additional reports and information may be added as a result of the requirements

verification activities and design activities.

The Contractor’s scope of responsibility under the fixed price Offer shall include all

necessary requirements decomposition and refinement for the reports named in Section

2.5 Reports and Section 3 Capability New to DIWS 2. Additional report requirements

and details that are not related to the requirements named in Section 2.5 Reports and

Section 3 Capability New to DIWS 2 may be incorporated via change order or Work

Order in the future.

2.6 External Interfaces

Paper documents, email and fax are the external interfaces that are used to send

documents to the Human Resources division of the MVA. The paper documents are

scanned into DIWS, indexed and verified.

Once the electronic HR documents are verified, query the HRIS Mainframe system for

the human resources data and use this information as part of the HR record stored in

DIWS 2.

In the future the documents that are received electronically are expected to be captured by

DIWS without printing and scanning.

Figure 10 HR External Interfaces

In addressing the external interfaces for HR, DIWS 2 shall:

1. Provide the ability to scan paper HR documents and supporting documents.

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2. Provide the ability to index all captured HR documents and supporting documents.

3. Provide the ability to verify all captured HR documents and supporting documents.

4. Provide the ability to verify HR data against the HRIS and retrieve additional data from the HRIS database.

The Contractor shall work with the HRIS business owners and

developers to identify a mechanism for extracting the necessary content

from the HRIS system. Note that the extraction may require the use of

terminal emulation, if an acceptable HRIS API is not available.

 In the legacy DIWS, HR data verification is performed through “integration at the glass”. In other words, the user brings up an

HRIS screen in an emulator and copies the value to the field on the

current HR screen. This manual process is tedious and subject to

user error.

Review the existing external interfaces to capture all existing

requirements.

Advise the MVA on recommended changes to the external interfaces.

Capture all recommend changes along with the reasons for

implementing or not implementing the recommended changes to the

external interfaces.

5. Implement all existing external interface requirements unless said existing requirements are explicitly identified in the requirements documentation as

being changed or removed.

NOTE: The current interfaces and information exchanged across the interfaces may

change during the requirements verification activities and design activities.

The Contractor’s scope of responsibility under the fixed price Offer shall include all

necessary requirements decomposition and refinement for the external interfaces named

in Section 2.6 External Interfaces, Section 3 Capability New to DIWS 2, or Appendix 5

Toolbox. Additional requirements and details that are not related to the interfaces named

in Section 2.6 External Interfaces, Section 3 Capability New to DIWS 2, or Appendix 5

Toolbox may be incorporated via change order or Work Order in the future.

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2.7 Current Data Model and Content Volumes

The current data model for HR provides the definition and format relationship between

the data used in the current HR application. A detailed view is also explained in the form

of an ERD diagram referenced in Figure 11 HR ERD.

Structured data and Journal tables are used here for auditing the daily transactions of HR

data. The journal table also provides the historical data. All the structured data (e.g.

database data) and unstructured data (e.g. content, images) shall be migrated to the new

DIWS 2 system as part of the migration process.

Information is also provided about the unstructured (e.g., image) information stored in

DIWS in Section 2.7.3 Human Resources Unstructured Data. Section 2.7.4

Migration discusses the requirements for migrating data from the current HR

application.

The data model information is provided to assist in understanding the current capabilities

that are expected to be provided when DIWS 2 is implemented. It is not intended to be

prescriptive.

NOTE: The current data model may change during the requirements verification

activities and design activities. Additional data model elements may be added as a result

of the requirements verification activities and design activities.

The Contractor’s scope of responsibility under the fixed price Offer shall include all

necessary requirements decomposition and refinement for the data, data model, document

types and content named in Section 2.7 Current Data Model and Content Volumes and

Section 3 Capability New to DIWS 2. Additional requirements and details that are not

related to data, data model, document types and content named in Section 2.7 Current

Data Model and Content Volumes and Section 3 Capability New to DIWS 2 may be

incorporated via change order or Work Order in the future.

2.7.1 Human Resources ERD

Figure 11 HR ERD describes the application, journal and HighVIEW tables used by the

Human Resources application.

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Figure 11 HR ERD

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2.7.1.1 Structured Data Human Resource structured data is the Human Resource application data that is stored in

database tables. Currently, Oracle 12C is the database used for DIWS.

In addressing the structured data for HR, DIWS 2 shall:

1. Work with the business areas to identify and capture all structured data requirements.

2. Review the existing structured data and structured data requirements to capture all existing structured data requirements.

3. Advise the MVA on recommended changes and clarifications to the structured data.

4. Capture all recommended changes along with the reasons for implementing or not implementing the recommended changes to the structured data.

5. Implement all existing structured data requirements unless said existing requirements are explicitly identified in the requirements documentation as

being changed or removed.

2.7.1.2 MVA_PERSONS

Table 11. MVA_PERSONS

MVA_PERSONS

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

RGDR_ID Reference Gender Identification Number

NUMBER Reference Gender Identification Number

NOT NULL

FN First Name VARCHAR2 50 First Name NOT NULL

MN Middle Name VARCHAR2 50 Middle Name

LN Last Name VARCHAR2 50 Last Name NOT NULL

DOB Date of Birth DATE Date of Birth

SOUNDEX Soundex VARCHAR2 13 Soundex

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MVA_PERSONS

Column Name Expanded Name Format Size Field Definition Possible Values

SSN Social Security Number VARCHAR2 11 Social Security Number

PRIM_PHONE Primary Phone VARCHAR2 20 Primary Phone

PRIM_EMAIL Primary E-mail VARCHAR2 100 Primary E-mail

PRIM_ADDR1 Primary Address 1 VARCHAR2 50 Primary Address 1

PRIM_ADDR2 Primary Address 2 VARCHAR2 50 Primary Address 2

PRIM_CITY Primary City VARCHAR2 50 Primary City

PRIM_ZIP_CD Primary Zip Code CHAR 5 Primary Zip Code

PRIM_DRVRS_LIC Primary Driver’s License VARCHAR2 20 Primary Driver’s License

PRIM_DRVRS_LIC_ST_CD Primary Driver’s License State Code

CHAR 2 Primary Driver’s License State Code

2.7.1.3 REF_DOCTYPE_GRP

Table 12. REF_DOCTYPE_GRP

REF_DOCTYPE_GRP

Column Name Expanded

Name Format Size

Field Definition

Possible Values

ID Identification Number

NUMBER Identification Number

NOT NULL

NAME Name VARCHAR2 100 Name NOT NULL

DESCR Description VARCHAR2 100 Description NOT NULL

SORT_ORD Sort Order NUMBER Sort Order

2.7.1.4 REF_GENDER

Table 13. REF_GENDER

REF_GENDER

Column Name Expanded Name Format Size Field Definition Possible Values

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ID Identification Number NUMBER Identification Number NOT NULL

NAME Name VARCHAR2 50 Name NOT NULL

DESCR Description VARCHAR2 50 Description NOT NULL

SORT_ORD Sort Order NUMBER Sort Order

2.7.1.5 MVA_ZIP_LKUP

Table 14.MVA_ZIP_LKUP

MVA_ZIP_LKUP

Column Name Expanded

Name Format Size Field Definition Possible Values

CODE Code CHAR 5 Code NOT NULL

ST_CODE State Code CHAR 2 State Code NOT NULL

2.7.1.6 MVA_STATE_TYPE

Table 15.MVA_STATE_TYPE

MVA_STATE_TYPE

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number VARCHAR2 50 Identification Number NOT NULL

NAME Name VARCHAR2 50 Name NOT NULL

DESCR Description VARCHAR2 255 Description

2.7.1.7 MVA_STATES_LKUP

Table 16.MVA_STATES_LKUP

MVA_STATES_LKUP

Column Name Expanded

Name Format Size Field Definition Possible Values

CODE Code CHAR 2 State code NOT NULL

DESCRIPTION Description VARCHAR2 80 Description of the state code NOT NULL

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Table 17.MVA_STATES_LKUP

MVA_STATES_LKUP

Column Name Expanded Name Format Size Field Definition Possible Values

CODE Code CHAR 2 Code NOT NULL

DESCRIPTION Description VARCHAR2 80 Description

STTYP_ID State Type Identification Number VARCHAR2 50 State Type Identification Number

NOT NULL

2.7.1.8 HVLAYERS

Table 18.HVLAYERS_SUB

HVLAYERS_SUB

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

HVLAYERS_LAYER HighView Layers Layer NUMBER 9 HighView Layers Layer NOT NULL

NAME Name VARCHAR2 50 Name NOT NULL

DESCR Description VARCHAR2 50 Description NOT NULL

2.7.1.9 HVLAYSUB_PROCDEFS

Table 19.HVLAYSUB_PROCDEFS

HVLAYSUB_PROCDEFS

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

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HVLAYSUB_PROCDEFS

Column Name Expanded Name Format Size Field Definition Possible Values

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

PROC_PROC_DEF_ID Process Definition Identification number

NUMBER 9 Process Definition Identification number

NOT NULL

HVLAYSUB_ID HighView Layer Sub-layer Identification Number

NUMBER HighView Layer Sub-layer Identification Number

NOT NULL

2.7.1.10 HR_EMP

Table 20. HR_EMP

HR_EMP

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

REMPSTAT_ID Reference Employee Status Identification Number

NUMBER Reference Status Identification Number

NOT NULL

REMPRECSTAT_ID Reference Employee Record Status Identification Number

NUMBER Reference Employee Record Status Identification Number

NOT NULL

PRSN_ID Person Identification Number NUMBER Person Identification Number NOT NULL

REMPCL_ID Reference Employee Code Identification Number

NUMBER Reference Employee Code Identification Number

NOT NULL

EIN Employee Identification Number NUMBER Employee Identification Number

PIN PIN VARCHAR2 7 PIN

2.7.1.11 REF_EMP_STATUS

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Table 21.REF_EMP_STATUS

REF_EMP_STATUS

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Identification Number NOT NULL

NAME Name VARCHAR2 50 Name NOT NULL

DESCR Description VARCHAR2 255 Description NOT NULL

SORT_ORD Sort Order NUMBER Sort Order

2.7.1.12 REF_EMPREC_STATUS

Table 22.REF_EMPREC_STATUS

REF_EMPREC_STATUS

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Identification Number NOT NULL

NAME Name VARCHAR2 50 Name NOT NULL

DESCR Description VARCHAR2 50 Description NOT NULL

SORT_ORD Sort Order NUMBER Sort Order

2.7.1.13 REF_EMP_CLASS

Table 23.REF_EMP_CLASS

REF_EMP_CLASS

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Identification Number NOT NULL

CODE Code CHAR 4 Code NOT NULL

TITLE Title VARCHAR2 100 Title NOT NULL

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2.7.1.14 HR_REPORT1

Table 24.HR_REPORT1

HR_REPORT1

Column Name Expanded Name Format Size Field Definition Possible Values

DOCID Document Identification NUMBER 9 MVA Document Identification number

INDEX_DATE Index Date DATE Date document was indexed

INDEX_USERID Index User ID VARCHAR2 20 Indexer’s user ID

PAGES Pages NUMBER 9 Number of pages in the document

REINDEX_DATE Re-Index Date DATE Date document was reindexed

REINDEX_USERID Re-Index User ID VARCHAR2 20 Reindexer’s user ID

RESCAN_DATE Rescan Date DATE Date document was rescanned

RESCAN_PAGES Rescan Pages NUMBER 9 Number of pages rescanned

RESCAN_USERID Rescan User ID VARCHAR2 20 Rescan operator’s user ID

SCAN_DATE Scan Date DATE Date document was scanned

SCAN_USERID Scan User ID VARCHAR2 20 Scanner’s user ID

SECID Section Identification NUMBER 9 MVA Section Identification number

VERIFY_DATE Verify Date DATE Date document was verified

VERIFY_STATUS Verify Status CHAR 1 Indicator identifying whether the document ever failed Verify.

VERIFY_USERID Verify User ID VARCHAR2 20 Verifier’s user ID

2.7.1.15 HVUSER12

Table 25.HVUSER12

HVUSER12

Column Name Expanded Name Format Size Field Definition Possible Values

CASE_NUM Case Number VARCHAR2 21 Case Number

DOCID Document Identification Number

NUMBER Document Identification Number

PRSN_ID Person Identification Number NUMBER Person Identification Number

REMPCL_ID Reference Employee Code Identification Number

NUMBER Reference Employee Code Identification Number

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HVUSER12

Column Name Expanded Name Format Size Field Definition Possible Values

CASE_TYPE Case Type NUMBER Case Type

DOCUMENT_TYPE Document Type NUMBER Document Type

DOCUMENT_DATE Document Date DATE Document Date

PIN PIN VARCHAR2 7 PIN

VACANCY_DATE Vacancy Date DATE Vacancy Date

GRIEVANCE_NUM Grievance Number VARCHAR2 13 Grievance Number

RECEIPT_DATE Receipt Date DATE Receipt Date

APPEAL_NUM Appeal Number VARCHAR2 10 Appeal Number

DISCIPLINARY_APPEAL_NUM Disciplinary Appeal Number VARCHAR2 12 Disciplinary Appeal Number

CHARGES_APPEAL_NUM Charges Appeal Number VARCHAR2 14 Charges Appeal Number

OAH_APPEAL_NUM OAH Appeal Number VARCHAR2 21 OAH Appeal Number

2.7.1.16 MVA_DOC_TYPES

Table 26 MVA_DOC_TYPES

MVA_DOC_TYPES

Column Name Expanded Name Format Size Field Definition Possible Values

DIVISION_ID Division Identification NUMBER 2 Code identifying a specific MVA division

NOT NULL

DOC_NAME Document Name VARCHAR2 100 Name of a document NOT NULL

DOC_NBR Document Number VARCHAR2 10 Number of a document

STATUS Status CHAR 1 Active status of the document type

TICKLER_REQ_DAY Tickler Request Day NUMBER 3 Number of days before reminder is issued

TYPE_ID Type Identification NUMBER 3 Code used to identify a type of document

NOT NULL

2.7.1.17 MVA_DOCTYPE_GROUPS

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Table 27 MVA_DOCTYPE_GROUPS

MVA_DOCTYPE_GROUPS

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

RDOCTGRP_ID Reference Document Group Identification Number

NUMBER Reference Document Group Identification Number

NOT NULL

MVADOCTYP_TYPE_ID MVA Document Type Identification Number

NUMBER 3 MVA Document Type Identification Number

NOT NULL

2.7.1.18 REF_DOCTYPG_USRSECGRP

Table 28 MVA_DOCTYPGRP_USRSECGRP

MVA_DOCTYPGRP_USRSECGRP

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

RDOCTGRP_ID Reference Document Group Identification Number

NUMBER Reference Document Group Identification Number

NOT NULL

RUSRSECGRP_ID Reference User Security Group Identification Number

NUMBER Reference User Security Group Identification Number

NOT NULL

2.7.1.19 REF_USER_SEC_GROUPS

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Table 29 REF_USER_SEC_GROUPS

REF_USER_SEC_GROUPS

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Identification Number NOT NULL

NAME Name VARCHAR2 50 Name NOT NULL

DESCR Description VARCHAR2 50 Description NOT NULL

SORT_ORD Sort Order NUMBER Sort Order

2.7.1.20 MVA_USER_SEC_GROUPS

Table 30 MVA_USER_SEC_GROUPS

MVA_USER_SEC_GROUPS

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

RUSRSECGRP_ID Reference User Security Group Identification Number

NUMBER Reference User Security Group Identification Number

NOT NULL

DIWSWBUSR_USER_ID DIWS Web User User Identification Number

NUMBER 9 DIWS Web User User Identification Number

2.7.1.21 DIWS_WEB_USERS

Table 31 MVA_USER_SEC_GROUPS

MVA_USER_SEC_GROUPS

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

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MVA_USER_SEC_GROUPS

Column Name Expanded Name Format Size Field Definition Possible Values

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

RUSRSECGRP_ID Reference User Security Group Identification Number

NUMBER Reference User Security Group Identification Number

NOT NULL

DIWSWBUSR_USER_ID DIWS Web User User Identification Number

NUMBER 9 DIWS Web User User Identification Number

HVUSERINFO_USRID HighView User Information User Identification Number

NUMBER 9 HighView User Information User Identification Number

2.7.1.22 HVUSERINFO

Table 32 HVUSERINFO

HVUSERINFO

Column Name Expanded Name Format Size Field Definition Possible Values

USRID User Identification NUMBER 9 User identification code NOT NULL

USR User VARCHAR2 12 User name NOT NULL

PASSWORD Password VARCHAR2 16 User's password

FULLNAME Full Name VARCHAR2 45 User's full name NOT NULL

SECURITY Security VARCHAR2 128 User's security permissions NOT NULL

USER_PREFS User Preferences VARCHAR2 10 N/A

TEL_NUM Telephone Number VARCHAR2 20 User's telephone number

FAX_NUM Fax Number VARCHAR2 20 User's fax number

EMAIL_ADDRESS Email Address VARCHAR2 50 User's email address

LASTFOLDERACC N/A VARCHAR2 4000 N/A

USERPREFSDATA N/A LONGRAW N/A

LOGINEXPDATE N/A DATE N/A

STATUS N/A VARCHAR2 1 N/A

CODEWORD N/A VARCHAR2 255 N/A

EMAIL_ADDY N/A VARCHAR2 255 N/A

PRE_EXPIRED Pre-Expired NUMBER 1 Indicates whether the user’s password is pre-expired.

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HVUSERINFO

Column Name Expanded Name Format Size Field Definition Possible Values

DISABLED Disabled CHAR 1 Indicates whether the user’s account is disabled.

LAST_LOGIN Last Login DATE Date the user last logged into the system.

2.7.1.23 HVLAYERS_SUB

Table 33 HVLAYERS_SUB

HVLAYERS_SUB

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

HVLAYERS_LAYER HighView Layers Layer NUMBER 9 HighView Layers Layer NOT NULL

NAME Name VARCHAR2 50 Name NOT NULL

DESCR Description VARCHAR2 50 Description NOT NULL

2.7.1.24 HVVOLUME_SUB

Table 34.HVVOLUME_SUB

HVVOLUME_SUB

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

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HVVOLUME_SUB

Column Name Expanded Name Format Size Field Definition Possible Values

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

HVVOL_VOLID HighView Volume Identification Number

NUMBER 9 HighView Volume Identification Number

NOT NULL

HVLAYSUB_ID HighView Layer Sub Identification NUMBER HighView Layer Sub Identification NOT NULL

2.7.1.25 HVLAYSUB_PROCDEFS

Table 35 HVLAYSUB_PROCDEFS

HVLAYSUB_PROCDEFS

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

PROC_PROC_DEF_ID Process Definition Identification number

NUMBER 9 Process Definition Identification number

NOT NULL

HVLAYSUB_ID HighView Layer Sub-layer Identification Number

NUMBER HighView Layer Sub-layer Identification Number

NOT NULL

2.7.1.26 HVVOLUME

Table 36 HVVOLUME

HVVOLUME

Column Name Expanded Name Format Size Field Definition Possible Values

VOLID Volume Identification NUMBER 9 Volume identification code NOT NULL

VOLGROUP Volume Group NUMBER 9 Volume group membership

VOLSTATUS Volume Status VARCHAR2 1 Volume status NOT NULL

VOLTYPE Volume Type NUMBER 9 Volume type NOT NULL

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HVVOLUME

Column Name Expanded Name Format Size Field Definition Possible Values

VOLINFO Volume Info VARCHAR2 128 Volume information containing the server and share details

NOT NULL

VOLDESC Volume Description VARCHAR2 128 Volume description NOT NULL

VOLMAXENTRY Volume Max Entry NUMBER 9 Volume's maximum number of entries NOT NULL

VOLMAXSIZE Volume Max Size NUMBER 9 Volume's maximum size NOT NULL

VOLCURSIZE Volume Current Size NUMBER Volume's current size NOT NULL

VOLNUMENTRIES Volume Number Entries NUMBER 9 Volume's number of current entries NOT NULL

2.7.1.27 HVVOLUME_SUB

Table 37. HVVOLUME_SUB

HVVOLUME_SUB

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

HVVOL_VOLID HighView Volume Identification Number

NUMBER 9 HighView Volume Identification Number

NOT NULL

HVLAYSUB_ID HighView Layer Sub Identification NUMBER HighView Layer Sub Identification

NOT NULL

2.7.2 Structured Data Journal Entries

Journal tables are used for auditing the daily transactions performed by HR. The journal

tables are images of the operational tables with the constraints removed and three fields

added (an identification, insert date and insert user). This journal tables provide a

historical record.

The journal tables have a suffix of _JN and are populated using triggers on the

operational tables. The journal tables are populated using before triggers (e.g., before

update or before delete) on the operational tables when a modification occurs.

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2.7.2.1 MVA_PERSONS_JN Table 38 MVA_PERSONS_JN is the journal table for the table described in

MVA_PERSONS.

Table 38 MVA_PERSONS_JN

MVA_PERSONS_JN

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

RGDR_ID Reference Gender Identification Number

NUMBER Reference Gender Identification Number

NOT NULL

FN First Name VARCHAR2 50 First Name NOT NULL

MN Middle Name VARCHAR2 50 Middle Name

LN Last Name VARCHAR2 50 Last Name NOT NULL

DOB Date of Birth DATE Date of Birth

SOUNDEX Soundex VARCHAR2 13 Soundex

SSN Social Security Number VARCHAR2 11 Social Security Number

PRIM_PHONE Primary Phone VARCHAR2 20 Primary Phone

PRIM_EMAIL Primary E-mail VARCHAR2 100 Primary E-mail

PRIM_ADDR1 Primary Address 1 VARCHAR2 50 Primary Address 1

PRIM_ADDR2 Primary Address 2 VARCHAR2 50 Primary Address 2

PRIM_CITY Primary City VARCHAR2 50 Primary City

PRIM_ZIP_CD Primary Zip Code CHAR 5 Primary Zip Code

PRIM_DRVRS_LIC Primary Driver’s License VARCHAR2 20 Primary Driver’s License

PRIM_DRVRS_LIC_ST_CD Primary Driver’s License State Code

CHAR 2 Primary Driver’s License State Code

JN_OPER Journal Operation CHAR 3 Journal Operation NOT NULL

JN_INS_DT Journal Insert Date DATE Journal Insert Date NOT NULL

2.7.2.2 HVLAYERS_SUB_JN Table 39 HVLAYERS_SUB_JN is the journal table for the table described in

HVLAYERS_SUB.

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Table 39 HVLAYERS_SUB_JN

HVLAYERS_SUB_JN

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

HVLAYERS_LAYER HighView Layers Layer NUMBER 9 HighView Layers Layer NOT NULL

NAME Name VARCHAR2 50 Name NOT NULL

DESCR Description VARCHAR2 50 Description NOT NULL

JN_OPER Journal Operation CHAR 3 Journal Operation NOT NULL

JN_INS_DT Journal Insert Date DATE Journal Insert Date NOT NULL

2.7.2.3 HVLAYSUB_PROCDEFS _JN Table 40 HVLAYSUB_PROCDEFS_JN is the journal table for the table described in

HVLAYSUB_PROCDEFS.

Table 40 HVLAYSUB_PROCDEFS_JN

HVLAYSUB_PROCDEFS_JN

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

PROC_PROC_DEF_ID Process Definition Identification number

NUMBER 9 Process Definition Identification number

NOT NULL

HVLAYSUB_ID HighView Layer Sub-layer Identification Number

NUMBER HighView Layer Sub- layer Identification Number

NOT NULL

JN_OPER Journal Operation CHAR 3 Journal Operation NOT NULL

JN_INS_DT Journal Insert Date DATE Journal Insert Date NOT NULL

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2.7.2.4 HR_EMP_JN Table 41 HR_EMP_JN is the journal table for the table described in HR_EMP.

Table 41 HR_EMP_JN

HR_EMP_JN

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

REMPSTAT_ID Reference Employee Status Identification Number

NUMBER Reference Status Identification Number

NOT NULL

REMPRECSTAT_ID Reference Employee Record Status Identification Number

NUMBER Reference Employee Record Status Identification Number

NOT NULL

PRSN_ID Person Identification Number NUMBER Person Identification Number NOT NULL

REMPCL_ID Reference Employee Code Identification Number

NUMBER Reference Employee Code Identification Number

NOT NULL

EIN Employee Identification Number NUMBER Employee Identification Number

PIN PIN VARCHAR2 7 PIN

JN_OPER Journal Operation CHAR 3 Journal Operation NOT NULL

JN_INS_DT Journal Insert Date DATE Journal Insert Date NOT NULL

2.7.2.5 HVUSER12_JN Table 42 HVUSER12_JN is the journal table for the table described in HVUSER12.

Table 42 HVUSER12_JN

HVUSER12_JN

Column Name Expanded Name Format Size Field Definition Possible Values

CASE_NUM Case Number VARCHAR2 21 Case Number

DOCID Document Identification Number

NUMBER Document Identification Number

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HVUSER12_JN

Column Name Expanded Name Format Size Field Definition Possible Values

PRSN_ID Person Identification Number

NUMBER Person Identification Number

REMPCL_ID Reference Employee Code Identification Number

NUMBER Reference Employee Code Identification Number

CASE_TYPE Case Type NUMBER Case Type

DOCUMENT_TYPE Document Type NUMBER Document Type

DOCUMENT_DATE Document Date DATE Document Date

PIN PIN VARCHAR2 7 PIN

VACANCY_DATE Vacancy Date DATE Vacancy Date

GRIEVANCE_NUM Grievance Number VARCHAR2 13 Grievance Number

RECEIPT_DATE Receipt Date DATE Receipt Date

APPEAL_NUM Appeal Number VARCHAR2 10 Appeal Number

DISCIPLINARY_APPEAL_NUM Disciplinary Appeal Number

VARCHAR2 12 Disciplinary Appeal Number

CHARGES_APPEAL_NUM Charges Appeal Number VARCHAR2 14 Charges Appeal Number

OAH_APPEAL_NUM OAH Appeal Number VARCHAR2 21 OAH Appeal Number

JN_OPER Journal Operation CHAR 3 Journal Operation NOT NULL

JN_INS_DT Journal Insert Date DATE Journal Insert Date NOT NULL

2.7.2.6 MVA_DOCTYPE_GROUPS_JN Table 43 MVA_DOCTYPE_GROUPS_JN is the journal table for the table described in

MVA_DOCTYPE_GROUPS.

Table 43 MVA_DOCTYPE_GROUPS_JN

MVA_DOCTYPE_GROUPS_JN

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

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MVA_DOCTYPE_GROUPS_JN

Column Name Expanded Name Format Size Field Definition Possible Values

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

RDOCTGRP_ID Reference Document Group Identification Number

NUMBER Reference Document Group Identification Number

NOT NULL

MVADOCTYP_TYPE_ID MVA Document Type Identification Number

NUMBER 3 MVA Document Type Identification Number

NOT NULL

JN_OPER Journal Operation CHAR 3 Journal Operation NOT NULL

JN_INS_DT Journal Insert Date DATE Journal Insert Date NOT NULL

2.7.2.7 REF_DOCTYPG_USRSECGRP_JN Table 44 MVA_DOCTYPGRP_USRSECGRP_JN is the journal table for the table

described in REF_DOCTYPG_USRSECGRP.

Table 44 MVA_DOCTYPGRP_USRSECGRP_JN

MVA_DOCTYPGRP_USRSECGRP_JN

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

RDOCTGRP_ID Reference Document Group Identification Number

NUMBER Reference Document Group Identification Number

NOT NULL

RUSRSECGRP_ID Reference User Security Group Identification Number

NUMBER Reference User Security Group Identification Number

NOT NULL

JN_OPER Journal Operation CHAR 3 Journal Operation NOT NULL

JN_INS_DT Journal Insert Date DATE Journal Insert Date NOT NULL

2.7.2.8 MVA_USER_SEC_GROUPS_JN Table 45 MVA_USER_SEC_GROUPS_JN is the journal table for the table described

in MVA_USER_SEC_GROUPS.

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Table 45 MVA_USER_SEC_GROUPS_JN

MVA_USER_SEC_GROUPS_JN

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

RUSRSECGRP_ID Reference User Security Group Identification Number

NUMBER Reference User Security Group Identification Number

NOT NULL

DIWSWBUSR_USER_ID DIWS Web User User Identification Number

NUMBER 9 DIWS Web User User Identification Number

HVUSERINFO_USRID HighView User Information User Identification Number

NUMBER 9 HighView User Information User Identification Number

JN_OPER Journal Operation CHAR 3 Journal Operation NOT NULL

JN_INS_DT Journal Insert Date DATE Journal Insert Date NOT NULL

2.7.2.9 HVVOLUME_SUB_JN Table 46 HVVOLUME_SUB_JN is the journal table for the table described in

HVVOLUME_SUB.

Table 46 HVVOLUME_SUB_JN

HVVOLUME_SUB_JN

Column Name Expanded Name Format Size Field Definition Possible Values

ID Identification Number NUMBER Primary Key NOT NULL

INS_DT Insert Date DATE Insert Date NOT NULL SYSDATE

INS_USR Insert User VARCHAR2 30 Insert User NOT NULL

MOD_DT Modified Date DATE Modified Date NOT NULL SYSDATE

MOD_USR Modification User VARCHAR2 30 Modified User NOT NULL

HVVOL_VOLID HighView Volume Identification Number

NUMBER 9 HighView Volume Identification Number

NOT NULL

HVLAYSUB_ID HighView Layer Sub Identification NUMBER HighView Layer Sub Identification

NOT NULL

JN_OPER Journal Operation CHAR 3 Journal Operation NOT NULL

JN_INS_DT Journal Insert Date DATE Journal Insert Date NOT NULL

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2.7.3 Human Resources Unstructured Data

HR unstructured content is predominantly image files that were scanned as single page

TIFF format at 300 dots per inch and grayscale. For the foreseeable future TIFF is the

format that is expected to be used for HR content that is scanned. However, electronic

forms will take on an increasing role over time.

2.7.4 Migration

All structured data (e.g., database data) and unstructured data (e.g., content/images) in the

DIWS HR application shall be migrated to the DIWS 2 HR application. During the

requirements verification and design activities, some data or content may be excluded at

the sole discretion of the MVA Project Manager or his/her designee.

In addressing the migration, the DIWS 2 Contractor shall:

1. Perform HR migration requirements verification.

2. Perform HR migration design activities.

3. Perform data cleansing, if needed, at the direction of the designated business owners.

4. Use tools to automate the performance of data verification on 100% of the migrated structured content (data in the database) and unstructured content

(documents and images).

5. Migrate audit trail information associated with all migrated content and retain any linkages between them.

6. Ensure all content is accessible and navigable using the DIWS 2:

user interface

external systems interface defined in DIWS 2 TO Appendix 10 DIWS

External Systems Integration

7. Migrate the HR structured data.

 Structured data includes, but is not limited to tables, views, columns, rows, data values, synonyms, triggers, indexes, keys, stored

procedures, constraints, and other database elements and data necessary

to provide and preserve the DIWS functionality in DIWS 2.

8. Migrate the HR unstructured content described in Section 2.7.5 Unstructured Content Volume.

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NOTE: The quantity of structured and unstructured content is expected to increase due to

normal operations activities. There are known enhancements identified in Section 3

Capability New to DIWS 2 that may also impact the migration.

The Contractor’s scope of responsibility under the fixed price Offer shall include all

necessary migration of the content named in Sections 2.7 Current Data Model and

Content Volumes and Section 3 Capability New to DIWS 2, and subsections. Additional

requirements and details that are not related to the migration described in Section 2.7

Current Data Model and Content Volumes and Section 3 Capability New to DIWS 2, and

its subsections, may be incorporated via change order or Work Order in the future.

2.7.5 Unstructured Content Volume

The quantity of the legacy DIWS content subject to migration is approximated in Table

47 Approximate content count by business division.

Table 47 Approximate content count by business division

Division Image Count

Human Resources 556,000

The quantity of the legacy DIWS content type subject to migration is approximated in

Table 48 Approximate number of document types by business division.

Table 48 Approximate number of document types by business division

Division Number of

Content Types Human Resources 66

The DIWS 2 Contractor shall:

1. Migrate the content quantities identified in Table 47 Approximate content count by business division.

2. Migrate the additional HR content, if any, that exists in the legacy DIWS so that all HR content is migrated.

3. Migrate the number of document types identified in Table 48 Approximate number of document types by business division.

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4. Migrate the additional HR document types, if any, that are defined in the legacy DIWS so that all HR content is migrated.

5. Migrate audit trail information associated with all migrated content.

6. Ensure all content is accessible and navigable using the DIWS 2:

user interface

external systems interface defined in DIWS 2 TO Appendix 10 DIWS

External Systems Integration

7. Perform automated verification and validation on 100% of the migrated content to ensure the content was correctly and completely migrated.

 The validation and verification activities will verify many aspects of the

migrated content. For example, a byte count, a checksum, a CRC, and

other checks would be expected to be performed on the unstructured

content. The associated metadata would be checked for the required

number of fields, correct application of rules, correct data values, etc.

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2.7.6 Content Types and Document Types

 The definitions for the document types identified in Table 48 Approximate number of document types by business division

are provided in:

Table 49 Human Resources (HR) Document Types

Table 50 Case Type Employee Services Medical Restricted (HR) Document Types

Table 51 Case Type Employee Relations Restricted (HR) Document Types

Table 52 Case Type Classification Unrestricted (HR) Document Types

Table 53 Case Type Recruitment Restricted (HR) Document Types

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Table 49 Human Resources (HR) Document Types

Document Type EIN Employee

Name

Doc

Date

SSN DOB Gender Grievance

Disciplinary

Appeal #

Charge

Appeal #

OAH

Appeal #

PIN Class

Code

Class

Title

Class

Option

Vacancy

Date

Case Type Employee Services Unrestricted

Acknowledgement of Executive Service

Status

M M M M M O NA NA NA NA NA NA NA NA NA

Acknowledgement of Receipts M M M M M O NA NA NA NA NA NA NA NA NA

Acknowledgement of Temporary

Employment Status

M M M M M O NA NA NA NA NA NA NA NA NA

Contracts M M M M M O NA NA NA NA NA NA NA NA NA

Employee Emergency & Next of Kin Contact Information

M M M M M O NA NA NA NA NA NA NA NA NA

Employee Identification M M M M M O NA NA NA NA NA NA NA NA NA

Employment Verification M M M M M O NA NA NA NA NA NA NA NA NA

Entrance Rate of Pay-Hiring Above Midpoint

M M M M M O NA NA NA NA NA NA NA NA NA

Exit Interview M M M M M O NA NA NA NA NA NA NA NA NA

Financial Disclosure Statement M M M M M O NA NA NA NA NA NA NA NA NA

Furlough M M M M M O NA NA NA NA NA NA NA NA NA

MDOT Authorization for Release of Information

M M M M M O NA NA NA NA NA NA NA NA NA

MVA Telework M M M M M O NA NA NA NA NA NA NA NA NA

Maryland New Hire Registry Reporting

Form

M M M M M O NA NA NA NA NA NA NA NA NA

Miscellaneous M M M M M O NA NA NA NA NA NA NA NA NA

New Employee Checklist M M M M M O NA NA NA NA NA NA NA NA NA

New Hire Entry Form M M M M M O NA NA NA NA NA NA NA NA NA

Notification of Employee Cut Off M M M M M O NA NA NA NA NA NA NA NA NA

Offer Letter M M M M M O NA NA NA NA NA NA NA NA NA

Payroll M M M M M O NA NA NA NA NA NA NA NA NA

Performance Appraisals M M M M M O NA NA NA NA NA NA NA NA NA

Personal Inquiry M M M M M O NA NA NA NA NA NA NA NA NA

Ungrieved Action M M M M M O NA NA NA NA NA NA NA NA NA

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Table 50 Case Type Employee Services Medical Restricted (HR) Document Types

Case Type Employee Services Medical Restricted

Advanced Sick Leave M M M M M O NA NA NA NA NA NA NA NA NA

Authorization for Work Injury Leave M M M M M O NA NA NA NA NA NA NA NA NA

Disability Retirement M M M M M O NA NA NA NA NA NA NA NA NA

Employee Assistance Program (EAP) Supervisory Referral Form

M M M M M O NA NA NA NA NA NA NA NA NA

Extended Sick Leave M M M M M O NA NA NA NA NA NA NA NA NA

FMLA M M M M M O NA NA NA NA NA NA NA NA NA

Health Benefits M M M M M O NA NA NA NA NA NA NA NA NA

Leave Bank/Employee-to-Employee Donations

M M M M M O NA NA NA NA NA NA NA NA NA

Leave of Absence Without Pay (LAW) M M M M M O NA NA NA NA NA NA NA NA NA

MVA Notice of Privacy Practices (HIPAA) M M M M M O NA NA NA NA NA NA NA NA NA

Medical Miscellaneous M M M M M O NA NA NA NA NA NA NA NA NA

Preplacement Results M M M M M O NA NA NA NA NA NA NA NA NA

Random Drug/Alcohol Testing M M M M M O NA NA NA NA NA NA NA NA NA

Retirement M M M M M O NA NA NA NA NA NA NA NA NA

State Employee Organ Donation Leave M M M M M O NA NA NA NA NA NA NA NA NA

Workabilities M M M M M O NA NA NA NA NA NA NA NA NA

Workman’s Compensation M M M M M O NA NA NA NA NA NA NA NA NA

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Table 51 Case Type Employee Relations Restricted (HR) Document Types

Case Type Employee Relations Restricted

Appeals – MDOT Cases Step 1 Grievance

Decisions

M M M O O O M NA NA NA NA NA NA NA NA

Appeals – OAH Cases Initial Probation M M M O O O NA NA NA M NA NA NA NA NA

Appeals – OAH Cases Step 2 Decisions M M M O O O NA NA NA M NA NA NA NA NA

Appeals – OAH Cases Unsettled Discipline M M M O O O NA NA NA M NA NA NA NA NA

Grievances M M M O O O M NA NA NA NA NA NA NA NA

Settlement Conference - Charges for

Termination

M M M O O O O NA M NA NA NA NA NA NA

Settlement Conference – Disqualification

from Future Employment

M M M O O O O NA M NA NA NA NA NA NA

Settlement Conference – Involuntary

Demotion

M M M O O O NA NA M NA NA NA NA NA NA

Settlement Conference – Loss of Leave M M M O O O NA M NA NA NA NA NA NA NA

Settlement Conference – Rejection on

Promotional Probation

M M M O O O NA NA M NA NA NA NA NA NA

Settlement Conference – Suspension M M M O O O NA M NA NA NA NA NA NA NA

Settlement Conference – Suspension Pending Charges for Termination

M M M O O O O NA M NA NA NA NA NA NA

Settlement Conference – Written Reprimand M M M O O O NA M NA NA NA NA NA NA NA

Unemployment Insurance Cases – Request

for Separation Info

M M M M O O NA NA NA NA NA NA NA NA NA

Unemployment Insurance Cases – U.I.

Appeals

M M M M O O NA NA NA NA NA NA NA NA NA

Table 52 Case Type Classification Unrestricted (HR) Document Types

Case Type Classification Unrestricted

Acting Capacity M M M O O O NA NA NA NA O O O O NA

Certifications M M NA O O NA NA NA NA NA O NA NA NA NA

Class History NA NA O NA NA NA NA NA NA NA NA M M O NA

Classification Study O O M O O O NA NA NA NA M O O O NA

DTS-1 Employment Application M M NA O O NA NA NA NA NA O NA NA NA NA

DTS-3 Position Description Form O O M O O O1 NA NA NA NA M O O O NA

Miscellaneous O O M O O O NA NA NA NA M O O O NA

Proficiency Progression M M M O O O NA NA NA NA O O O O NA

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Functional Requirements: Human Resources Appendix #:

Subject:

Functional Requirements: Human Resources

Table 53 Case Type Recruitment Restricted (HR) Document Types

Case Type Recruitment Restricted

Selection Plan NA NA NA NA NA NA NA NA NA NA M M M O M

Selection Summary NA NA NA NA NA NA NA NA NA NA M M M O M

Selection from Previous Interviews NA NA NA NA NA NA NA NA NA NA M M M O M

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Functional Requirements: Human Resources Appendix #:

Subject:

Functional Requirements: Human Resources

Capability New to DIWS 2 The following enhancements shall be included in the DIWS 2 HR application. The

DIWS 2 HR capabilities shall include:

1. Provide the ability for the user to select whether documents are presented in date order or document type order for document retrieval.

2. Provide the user with the ability to select the column for sorting when looking at a list of documents.

 For example, this could be implemented similar to the arrow in Excel

column headings for ascending and descending sorts.

3. Provide the ability to send scanned documents via e-mail as either an attachment or as a link to the document.

4. Automatically ingest HR documents and supporting documents sent via e- mail to a particular in-box, whether the documents are included in the body of

the e-mail or as an attachment.

 The process should be automatic in that an incoming e-mail inbox is monitored and the e-mail is automatically captured from the inbox and

information about the sender, send date/time, and subject are used for

indexing the body of the e-mail and/or attachments.

5. Automatically ingest HR documents and supporting documents sent via fax.

 For example, capture the incoming fax document without requiring the fax document to be printed and scanned.

 The process should be automatic in that an incoming fax line is monitored and the fax is automatically captured, and information about

the sender, send date/time, page count, and subject are used for

indexing the fax document.

6. Provide the following exit interview capabilities:

exit interview surveys

checklists for exit interviews

folders and document types for all electronic exit interview documents

queries and reports on the statistics on the reasons for leaving

ability to export the exit statistics to Excel spreadsheets

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Functional Requirements: Human Resources Appendix #:

Subject:

Functional Requirements: Human Resources

NOTE: The specific details for enhancements will be determined during requirements

definition, requirements verification, and design activities. Additional enhancements

may be added as a result of requirements definition, requirements verification, and design

activities.

The Contractor’s scope of responsibility under the fixed price Offer shall include all

necessary requirements decomposition and refinement of the capabilities named in

Section 3 Capability New to DIWS 2. Additional requirements and details that are not

related to the enhancements named in Section 3 Capability New to DIWS 2 may be

incorporated via change order or Work Order in the future.

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Response to Human Resources Requirements

The table below identifies the topics which the Offeror shall address in its Technical

Proposal. Each topic in the response shall be identified with a heading corresponding to

the table below. Responses should not be placed in the table.

Offeror shall refer to the referenced section of the Task Order to fully understand the

State’s requirements and expectations when preparing the response. The Offeror shall

address the topics/questions identified in the table but is expected to elaborate or add

additional information as appropriate to fully understand the Offeror’s solution and

approach.

The Offeror should provide a detailed description of the proposed solution but does not

need to address every item or sentence in a particular section. The Offeror’s response

shall be construed to be inclusive of all requirements referenced by the table and shall

bind the Offeror to all such requirements unless the Offeror specifically addresses partial

or non-compliance in its response. Offerors shall describe requirements that cannot be

met or that can only partially be met as part of the final question of the response table.

The Offeror shall adhere to any page limit for the topic.

In some topics below, the State has requested a sample of work from a previous project

or a draft version of an artifact for this project (e.g. include a draft Project Plan for this

project). These items are identified below and shall be included in [TAB O] and not

inserted into the narrative. Such items are not included in page limits. If requested items

are not available, briefly describe.

Response Requirements

Appendix 7 Functional Requirements: Human Resources

Appdx

Ref

Topic Title Response Requirements Page

Limit

2.1 Current Process Describe your approach to meeting the requirements in

this section.

2.1.1 Scanning HR

Documents

Describe your approach to meeting the requirements in

this section.

2.1.2 Indexing HR

Documents

Describe your approach to meeting the requirements in

this section.

2.1.3 Retrieving HR

Documents

Describe your approach to meeting the requirements in

this section.

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Response Requirements

Appendix 7 Functional Requirements: Human Resources

Appdx

Ref

Topic Title Response Requirements Page

Limit

2.1.4 Business

Process diagram

Describe your approach to meeting the requirements in

this section.

2.3 Document

Types

Describe your approach to meeting the requirements in

this section.

2.4 User Interfaces Describe your approach to meeting the requirements in

this section.

2.4.1 HR Batch Describe your approach to meeting the requirements in

this section.

2.4.2 HR Batch

Indexing

Describe your approach to meeting the requirements in

this section.

2.4.3 HR Retrieving Describe your approach to meeting the requirements in

this section.

2.6 External

Interfaces

Describe your approach to meeting the requirements in

this section.

2.7 Current Data

Model and

Content

Volumes

Describe your approach to meeting the requirements in

this section.

2.7.1 Human

Resources ERD

Describe your approach to meeting the requirements in

this section.

2.7.1.1 Structured Data Describe your approach to meeting the requirements in

this section.

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Response Requirements

Appendix 7 Functional Requirements: Human Resources

Appdx

Ref

Topic Title Response Requirements Page

Limit

2.7.4,

and

2.7.5

Migration, and

Unstructured

Content

Volume

The responses in this section are expected to leverage

functionality described in Appendix 5, Section 6.7

Migration and Appendix 9 Legacy Content Migration.

However, it is not necessary to repeat responses

provided in Appendix 5, Section 6.7 Migration and

Appendix 9 Legacy Content Migration, but a reference

to the appropriate section is encouraged.

Provide the process you are proposing for

migrating the legacy content to DIWS 2.

Specifically identify key areas such as data

cleansing, data mapping, and data validation.

Identify the tools you propose to use for performing

all aspects of the migration, why these tools were

selected, what area they help automate, and how

they help.

Explain how you will handle the structured content

that must be migrated.

Explain how you will handle the unstructured

content that must be migrated.

Explain how you will migrate the audit trail

associated with the legacy content.

If you are proposing utilizing multiple copies of

databases or repositories to allow 24-hour, around

the clock migration, how do you envision

synchronizing the copies with the master?

Explain how you will balance the need for a recent

copy of legacy content with the need to minimize

impact on the legacy system(s) (e.g., taking three

weekend snapshots of the legacy content; one

snapshot at the beginning, one snapshot one month

prior, and one snapshot on the weekend of the final

migration to production.)

Identify your approach for performing the

migration cutover to the test environment and to the

production environment.

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Response Requirements

Appendix 7 Functional Requirements: Human Resources

Appdx

Ref

Topic Title Response Requirements Page

Limit

2.7.1.1 ,

2.7.4,

and

2.7.5

(cont.)

Structured Data,

Migration, and

Unstructured

Content

Volume

Identify the tools and approach you will use to

perform verification and validation that 100% of the

migrated content is successfully migrated. In your

response include a definition of “successfully

migrated” and enumerate the elements that will

verified and validated on 100% of the migrated

content.

Provide a proposed schedule for performing the

migration, including milestones and dependencies.

Include:

Begin and end dates for migrating all

collections of content at a division level.

Include dependencies on when a migration

environment must be available.

Include dependencies on MVA staff

resources (e.g., to provide subject matter

expertise required for data cleansing and

document type mapping).

Include tasks for content/document type and

attribute mapping.

Include tasks for data/content cleansing.

Include expected content snapshots taken

from legacy systems.

Include the migration into the test

environment after achieving 100% error free

migration scripts.

Include the migration into the production

environment after achieving an error free

migration into the test environment.

Include tasks for making snapshots of

migrated data/content available to external

systems for use in development and testing.

Include verification and validation activities

for confirming successful migration.

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Response Requirements

Appendix 7 Functional Requirements: Human Resources

Appdx

Ref

Topic Title Response Requirements Page

Limit

2.7.1.1 , Structured Data, Identify the MVA staff resources you require to

2.7.4, Migration, and provide information necessary for migration (e.g.,

and Unstructured data cleansing and mapping) and an estimate on the

2.7.5 Content hours required.

(cont.) Volume Identify the hardware you require to perform the

migrations.

Estimate the number of days, nights and weekends

required to perform the migrations.

Identify any risks your perceive migrating this

content and your recommendations for mitigating

these risks.

3 Capability New

to DIWS 2

Describe your approach to meeting the requirements in

this section.

Requirements The State assumes that the Contractor will meet all

not Met requirements described in Appendix 7 of the Task

Order. Identify any areas that cannot be met and why

these areas cannot be met.

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