The Table Below Represents the List of Formal Artifacts That Were Produced As Part of The

Appendix Q:

CWDS-New Hire General System Features

CWDS-New Hire General System Features The tables below represent the list of features available to employers and Offeror staff through the integrated Commonwealth Workforce Development System-New Hire (CWDS-New Hire) system. The list of features is broken out in tables pertaining to: Employers; Offeror Staff Data Entry; Offeror Staff Customer Service and Technical Support; and System Administration. Each table contains data grouped by Process Area and Feature Number (with corresponding Sub Feature), and includes a short description of the feature. For example, feature number 2.14.2 refers to table 2, feature 14, sub-feature 2 (associated with feature 14).

The tables are listed below as follows:

1) Employer Features.

Process Area:

a. Web Data Entry.

b. Program Information.

2) Offeror Staff Data Entry Features.

Process Area:

a. General Data Entry.

b. Fax Image Data Entry.

c. Hardcopy Data Entry.

d. Electronic Records Data Entry.

3) Offeror Staff Customer Service and Technical Support Features.

Process Area:

a. Record Exceptions Handling.

b. Queries.

c. Reports.

4) System Administration Features.

Process Area:

a. Batch Processing and Interfaces.

b. CWDS Integration.

2 Table 1: Employer Features

Feature Process Numbe Subfeature Area r Number Description Web Data The system must allow employers to enter new Entry 1.1 1.1.0 hire data into the system. The system must allow employers to enter New Web Data 1.1.1 Hire employer and New Hire employee Entry information. Web Data The system must allow employers to enter Entry 1.1.2 multiple New Hire employee information. The system must allow employers to enter New Web Data Hire employer point of contact information for the Entry 1.1.3 New Hire Program. Web Data 1.2.0 The system must allow employers to view and Entry 1.2 print the entered new hire data. Web Data The system must allow employers to view the Entry 1.2.1 entered New Hire employer information. Web Data The system must allow employers to view the Entry 1.2.2 entered New Hire employee information. The system must allow employers to view New Web Data Hire employer point of contact information for the Entry 1.2.3 New Hire program. Web Data The system must allow employers to modify the Entry 1.3 1.3.0 entered new hire data. Web Data The system must allow employers to modify the Entry 1.3.1 entered New Hire employer information. Web Data The system must allow employers to modify the Entry 1.3.2 entered New Hire employee information. The system must allow employers to modify the Web Data entered New Hire employer point of contact Entry 1.3.3 information. Web Data The system must allow employers to delete New Entry 1.4 1.4.0 Hire employee information prior to submission. Web Data The system must allow employers to upload files Entry 1.5 1.5.0 with new hire data. The system must allow non - registered Web Data employers who are not registered users to enter Entry 1.6 1.6.0 new hire data into the system. Web Data The system must allow registered employers to Entry 1.7 1.7.0 enter new hire data into the system Web Data The system must allow third parties to submit Entry 1.8 1.8.0 new hire data on behalf of other employers. The system must provide employers with a Web Data confirmation that the new hire data they entered Entry 1.9 1.9.0 was received. Program 1.10 1.10.0 The system must display instructions for Information employers on how to send new hire data to the system. The system must allow employers to link directly to the New Hire home page, for ease of

3 Feature Process Numbe Subfeature Area r Number Description

use. The system must provide easily identifiable links to the New Hire home page from the CWDS home page. The system must display instructions on how to Program send acceptable new hire file formats through Information 1.10.1 email. The system must display instructions on how to Program send data through FAX and include Information 1.10.2 downloadable sample forms. The system must display instructions on how to Program send acceptable new hire file formats through Information 1.10.3 FTP. The system must display instructions on how to Program upload acceptable new hire file formats through Information 1.10.4 the CWDS website. The system must display instructions on the file format for XML files, a downloadable XML Program schema and a sample XML file for employers Information 1.10.5 who wish to upload new hire data to the system. The system must display instructions on how to Program submit new hire data through postal mail (paper) Information 1.10.6 and include downloadable sample forms. The system must display instructions on the file format for tab delimited files, information regarding the file layout, and a sample tab Program delimited file for employers who wish to submit Information 1.10.7 new hire data to the system. The system must display background information Program regarding the PA New Hire Legislation and Information 1.11 1.11.0 program. Program The system must display a list of Frequently Information 1.12 1.12.0 Asked Questions (FAQs). The system must provide information regarding Program New Hire contacts within other states by Information 1.13 1.13.0 providing links to the federal New Hire website. Program The system must provide links to DPW websites, Information 1.14 1.14.0 including the PACSES homepage. Program The system must reflect the correct instructions Information 1.15 1.15.0 on the FTP information.

4 Table 2: Offeror Staff Data Entry Features

Process Feature Subfeature Area Number Number Description The system must ensure that US is set as the default country in the new hire employee General Information Section for each new hire employee Data Entry 2.1 2.1.0 data entered. The system must ensure that PA is set as the General default state in the new hire employee information Data Entry 2.2 2.2.0 section for each new hire employee data entered. The system must define the field tab order on the employee data entry screen such that staff users are unable to directly tab from the add new employee information functionality to any new hire General batch, new hire employer or new hire employer Data Entry 2.3 2.3.0 point of contact fields. The system will provide both an SSN and a re-key General SSN field and validate that both entries are the Data Entry 2.4 2.4.0 same. Hardcopy The system must allow authorized staff to enter Data Entry 2.5 2.5.0 new hire data into the system. The system must allow authorized staff to enter Hardcopy batch information for each batch prepared by Data Entry 2.5.1 mailroom attendants. Hardcopy The system must allow authorized staff to enter Data Entry 2.5.2 new hire employer information. Hardcopy The system must allow authorized staff to enter Data Entry 2.5.3 new Hire employee information. Hardcopy The system must allow authorized staff to enter Data Entry 2.5.4 new hire employer point of contact information The system must allow authorized staff to view the Hardcopy entered New Hire data for the current new hire Data Entry 2.6 2.6.0 employer data being entered. The system must allow authorized staff to view the Hardcopy entered batch information for the current new hire Data Entry 2.6.1 employer. The system must allow authorized staff to view the Hardcopy entered new hire employer information for the Data Entry 2.6.2 current new hire employer. The system must allow authorized staff to view all Hardcopy of the entered new hire employees information for Data Entry 2.6.3 the current new hire employer. The system must allow authorized staff to view the Hardcopy new hire employer point of contact information for Data Entry 2.6.4 the current new hire employer. The system must allow authorized staff to modify Hardcopy the entered new hire employee information for the Data Entry 2.7 2.7.0 new hire employer currently being entered. The system must allow authorized staff to delete Hardcopy new hire employee data for the new hire employer Data Entry 2.8 2.8.0 currently being entered.

5 Process Feature Subfeature Area Number Number Description Hardcopy The system must allow authorized staff to lookup Data Entry 2.9 2.9.0 new hire employer point of contact information. Hardcopy The system must allow authorized staff to lookup Data Entry 2.10 2.10.0 new hire employer information by FEIN Fax Image The system must accept new hire data received via Data Entry 2.11 2.11.0 Fax and converted into images. Fax Image The system must allow authorized staff to enter Data Entry 2.12 2.12.0 new hire data into the system from fax images. Fax Image The system must allow authorized staff to enter Data Entry 2.12.1 new hire employer information from the fax images. Fax Image The system must present authorized staff with a list Data Entry 2.12.2 of employers to choose from. Fax Image The system must allow authorized staff to enter Data Entry 2.12.3 new hire contact information from the fax images. The system must allow authorized staff to enter Fax Image multiple new hire employee information from the Data Entry 2.12.4 fax images. Fax Image The system must allow authorized staff to view the Data Entry 2.13 2.13.0 fax images and enter new hire data concurrently. Fax Image The system must coordinate the fax images Data Entry 2.14 2.14.0 between the fax image entry operators. Fax Image The system must coordinate the distribution of fax Data Entry 2.14.1 images between the data entry operators. The system must be able to manage images Fax Image already entered, both the removal from the Data Entry 2.14.2 workload and the archiving of entered images. Fax Image The system must allow authorized staff to enter Data Entry 2.15 2.15.0 new hire contact phone extension. Fax Image The system must allow authorized staff to enter 3 Data Entry 2.16 2.16.0 lines for employee addresses. The system must be able to capture data keyed Fax Image from fax images directly into the New Hire staging Data Entry 2.17 2.17.0 tables within the CWDS database The system must support fax image data entry such that the fax display can utilize the full screen Fax Image height while simultaneously displaying the fax Data Entry 2.18 2.18.0 image data entry fields. Fax Image The system must accept new hire data received via Data Entry 2.19 2.19.0 Fax and converted into images. Electronic Records The system must accept New hire data through Data Entry 2.20 2.20.0 secure FTP. Electronic Records The system must accept New hire data through Data Entry 2.21 2.21.0 Email. Electronic Records The system must accept New hire data through Data Entry 2.22 2.22.0 CD's

6 Process Feature Subfeature Area Number Number Description

Electronic Records The system must accept New hire data in Tab Data Entry 2.23 2.23.0 delimited format.

Electronic Records The system must accept New hire data in XML Data Entry 2.24 2.24.0 format

Table 3: Offeror Staff Customer Service and Technical Support Features

Process Feature Subfeature Area Number Number Description The system must allow authorized staff to view new Exception hire records with exceptions generated by the Handling 3.1 3.1.0 system. The system must allow authorized staff to view new hire records with exceptions based on all exceptions with the same new hire employer point Exception of contact phone number and the same new hire Handling 3.1.1 employer name Exception The system must allow authorized staff to view all Handling 3.1.2 new hire records with exceptions. The system must allow authorized staff to view new Exception hire payroll records with exceptions which are Handling 3.1.3 missing Date of Hire information. The system must ensure that if the new hire record has a duplicate SSN exception then it should not Exception show up on the Payroll Date of Hire (PDOH) Handling 3.1.4 screen. The system must allow authorized staff to view new Exception records with exceptions which are flagged as Handling 3.1.5 Records Incapable of Processing (RIP). The system must display dashboard information Exception regarding current exception counts and current Handling 3.2 3.2.0 work load assignments. The system must allow authorized staff to mark Exception records as Records Incapable of Processing (RIP) Handling 3.3 3.3.0 selected Exceptions with valid RIP reason. Exception The system must allow authorized staff to Multi Handling 3.4 3.4.0 Sort the exception records. The system must provide default sort on the exception screen using new hire Employer contact Exception phone, new hire Employer name and new hire Handling 3.5 3.5.0 Employee name. The system must allow authorized staff to Filter Exception exceptions by Batch ID, Employer, Phone, Handling 3.6 3.6.0 Assigned To and End Date.

7 Process Feature Subfeature Area Number Number Description Exception The system must allow authorized staff to update Handling 3.7 3.7.0 selected new hire employer comment log. Exception The system must allow authorized staff to update Handling 3.8 3.8.0 selected new hire employer record. Exception The system must allow authorized staff to update Handling 3.9 3.9.0 selected new hire employer point of contact details Exception The system must allow authorized staff to update Handling 3.10 3.10.0 selected new hire employee record Exception The system must allow authorized staff to update Handling 3.11 3.11.0 multiple new hire employee records. Exception The system must allow authorized staff to add Handling 3.11.1 comment logs for multiple new hire employees Exception The system must allow authorized staff to update Handling 3.11.2 date of hire for multiple new hire employees. Exception The system must allow authorized staff to update Handling 3.11.3 state of hire for multiple new hire employees. The system must allow authorized staff with Exception required permissions to assign new hire records Handling 3.12 3.12.0 with exceptions to new hire customer service staff. The system must allow staff with required permissions to assign exceptions based on all exceptions with the same new hire employer point Exception of contact phone number and the same new hire Handling 3.12.1 employer name Exception The system must allow authorized staff to update Handling 3.13 3.13.0 multiple new hire employers Exception The system must recalculate the new End Date Handling 3.14 3.14.0 based upon remaining exceptions The system must automatically assign an End Date Exception (latest) for correcting each record based on type of Handling 3.15 3.15.0 exceptions raised The system must remove new hire records from the Exception list of exceptions once all critical/required errors for Handling 3.16 3.16.0 those records are corrected. The system must allow authorized customer Exception service representatives (CSR) to be allowed to filter Handling 3.17 3.17.0 exceptions The system must allow authorized staff to unmark Exception records to be RIPed which have been manually Handling 3.18 3.18.0 marked to be RIPed.

Exception The system must have a method for selecting and Handling 3.19 3.19.0 deselecting all new hire exception records. The system must ensure that the button names Exception match on the view all exception screen with the Handling 3.20 3.20.0 exception screen. The system must have an enlarged email field on Exception the Update employer point of contact Information Handling 3.21 3.21.0 screen.

8 Process Feature Subfeature Area Number Number Description The system must provide a column to differentiate Exception between manual and electronic processing on the Handling 3.22 3.22.0 Phone/ No Phone list screen. The system must provide authorized staff members the capability to group/ungroup exception records Exception with a user specified and be able to search using Handling 3.23 3.23.0 the group name. Exception The system must integrate the No Phone list Handling 3.24 3.24.0 screen with the Phone list screen. Exception The system must allow authorized staff to retrieve Handling 3.26 3.26.0 the original file submitted. The system must allow authorized staff to view Queries 3.27 3.27.0 batch information by querying by batch ID The system must allow authorized staff to view all information related to batch by querying by batch Queries 3.27.1 ID. The system must allow authorized staff to view company information by querying by employer Queries 3.28 3.28.0 information. The system must allow authorized staff to view CSR exception information by querying Exception Queries 3.29 3.29.0 dates The system must allow authorized staff to view data entry operator information by querying Data Queries 3.30 3.30.0 Entry Batch dates The system must allow authorized staff to view submitted information by querying employee and Queries 3.31 3.31.0 employer data. The system must allow authorized staff to view Queries 3.32 3.32.0 batch media type details by querying FEIN.

The system must allow authorized staff to sort by Queries 3.33 3.33.0 the result columns

The system must allow authorized staff to default Queries 3.34 3.34.0 the sort order on all search results.

The system must allow authorized staff to Queries 3.35 3.35.0 download Search results on all search screens

9 Process Feature Subfeature Area Number Number Description

The system must allow authorized staff to print the Queries 3.36 3.36.0 search results on all search screens

The system must enable authorized staff to hit Queries 3.37 3.37.0 "enter" rather than clicking on each button.

The system must have the ability to export large Queries 3.38 3.38.0 queries The system must have a more descriptive name for the count label on the batch media type query Reports 3.39 3.39.0 screen The system must combine the new hire employee info query section and the submitted info query Reports 3.40 3.40.0 section The system must add new hire point of contact phone number and point of contact fax number fields to Get Company Info section of Query Reports 3.41 3.41.0 screen. The system must allow authorized staff to generate Reports 3.42 3.42.0 Customer Service Report The system must allow authorized staff to generate Reports 3.43 3.43.0 Status Report The system must allow authorized staff to generate Reports 3.44 3.44.0 Roll-Off Report The system must allow authorized staff to generate Reports 3.45 3.45.0 Validation Report The system must allow authorized staff to generate Reports 3.46 3.46.0 Vendor Monthly Invoice Report The system must allow authorized staff to generate Reports 3.47 3.47.0 Activity Summary Report The system must allow authorized staff to generate Reports 3.48 3.48.0 Jobs Log Report The system must allow authorized staff to generate Reports 3.49 3.49.0 Exceptions Report The system must allow authorized staff to generate Reports 3.50 3.50.0 Employer Exception Report The system must allow authorized staff to generate Reports 3.51 3.51.0 Daily Imaging Report

10 Process Feature Subfeature Area Number Number Description The system must allow authorized staff to generate Reports 3.52 3.52.0 Data Collection Report The system must allow authorized staff to generate Reports 3.53 3.53.0 Electronics Report The system must allow authorized staff to generate Reports 3.54 3.54.0 Duplicates Report The system must allow authorized staff to generate Reports 3.55 3.55.0 Daily Data Entry Report The system must allow authorized staff to generate Reports 3.56 3.56.0 Weekly data entry Report The system must allow authorized staff to generate Reports 3.57 3.57.0 Duplicate SSN Report The system must allow authorized staff to generate Reports 3.58 3.58.0 RIP Report The system must allow authorized staff to print Reports 3.59 3.59.0 Reports The system must Implement of an auto forward Reports 3.60 3.60.0 feature when entering dates to run report The system must ensure the name of the report should be same as the name of the report on the Reports 3.61 3.61.0 screen The system change Invoice Report to match new Reports 3.62 3.62.0 desired format and data.

11 Table 4: System Administration Features

Process Feature Subfeature Area Number Number Description The system must allow staff with required permissions to designate new hire employee records which are only missing Date of Hire Batch information, that have been submitted by identified Processing payroll companies, to be forwarded (i.e. rolled off) and to the State Directory of New Hire without further Interfaces 4.1 4.1.0 processing. Batch Processing and The system must load data from files into the new Interfaces 4.2 4.2.0 hire staging tables and into the CWDS database. Batch Processing The system must validate new hire data when and inserting into the new hire staging tables and into Interfaces 4.3 4.3.0 the CWDS database. Batch Processing The system must change time frame to correct and duplicate SSN exceptions from 14 days to 28 Interfaces 4.3.1 days. Batch Processing and The system must detect duplicate new hire records Interfaces 4.3.2 and flag them as exceptions. Batch Processing The system must create daily statistics and reports and on system processing and results for authorized Interfaces 4.4 4.4.0 staff to view, print, and download. Batch Processing and The system must purge one year old data on a Interfaces 4.5 4.5.0 monthly basis. Batch Processing and The system must roll off appropriate exception Interfaces 4.6 4.6.0 records according to the system End Date. Batch Processing and The system must roll off exception records based Interfaces 4.6.1 on new hire Employee state of hire. Batch Processing The system must roll off new hire Employee date and of hire exception records according to the system Interfaces 4.6.2 End Date. Batch Processing The system must roll off exception Duplicate SSN and new hire records according to the system End Interfaces 4.6.3 Date

12 Process Feature Subfeature Area Number Number Description Batch Processing and The system must RIP off exception records Interfaces 4.7 4.7.0 according to the system End Date. Batch Processing The system must RIP off new hire Employee and details (SSN, name, address) exception records Interfaces 4.7.1 according to the system End Date Batch Processing The system must RIP off exception new hire and Employer details (FEIN, company name, address) Interfaces 4.7.2 records according to the system End Date Batch Processing The system must extract new hire processed and records from the CWDS database to be sent to Interfaces 4.8 4.8.0 State Directory New Hire database. Batch Processing and The system must detect records with invalid "high- Interfaces 4.9 4.9.0 order" SSN's The system must provide capability to CWDS automatically capture New Hire data from CWDS Integration 4.10 4.10.0 job referrals The System must display information regarding the number of recent New Hire information CWDS submissions on the CWDS Employer Home Page Integration 4.11 4.11.0 for registered Employer users.