ADDENDUM ACKNOWLEDGEMENT FORM RFI# ADDENDUM #1

Transcription

1 Proposal No: RFI# ADDENDUM ACKNOWLEDGEMENT FORM RFI# ADDENDUM #1 TALLAHASSEE COMMUNITY COLLEGE 444 Appleyard Drive Tallahassee, Florida Proposal Title: Proposal Due Date: Proposal Opening: WORKDAY IMPLEMENTATION AND INTEGRATION SERVICES October 25, 1:45 p.m. October 25, 2:00 p.m. ADDENDUM NO: One (1) Date: October 11, 2013 PLEASE BE ADVISED THAT THE FOLLOWING CHANGES ARE APPLICABLE TO THE ORIGINAL SPECIFICATIONS OF THE ABOVE-REFERENCED RFI: This addendum includes the following: 1. Written Responses to Written Inquiries THIS ADDENDUM NOW BECOMES A PART OF THE ORIGINAL RFI. THE ADDENDUM ACKNOWLEDGMENT FORM SHALL BE SIGNED BY AN AUTHORIZED COMPANY REPRESENTATIVE, DATED AND RETURNED WITH THE RESPONSE. RESPONDENT: BY: ADDRESS: PHONE: CITY, STATE: DATE: AUTHORIZED SIGNATURE Page 1 of 6

2 Written Responses to Written Inquiries Collaborative Solutions Questions Question #1 Answer #1 Question #2 Answer #2 Question #3 Section 6 Implementation Approach; question 6.4 states Respondent should confirm the understanding that TCC will pay only for hours used. Further in the RFI section 17 Cost Minimization; question 17.1 states Do you plan to bid this work on a flat-fee, do-not-exceed basis; or a time & materials basis, etc. Section 6 would imply a Time & Materials project as a not to exceed or fixed fee contract is milestone/deliverable payments and hours are not included. No specific question was asked by the vendor. However, we will assume that you meant to ask about reconciling the differences between item 6.4, defining hours worked and TCC only paying for hours worked, and item 17 which asks for how the vendor will bid the project (flat fee, time and materials, etc.). These questions are complementary: if you plan to bid time and materials or on any form of hourly basis (which should be described in item 17), then item 6.4 asks you to define hours worked. Section 17, question 17.5 asks Please indicate your understanding that consultants and other traveling for this project will be reimbursed for food and lodging according to TCC reimbursement policies. Please provide the TCC Travel and Expense Policy for our review. TCC follows the State of Florida travel statutes for reimbursement of required travel. TCC travel procedures can be found by clicking on the link for Travel Procedures found at: Will TCC agree to a Discovery Session with the Vendor prior to finalizing the SOW negotiations? Answer #3 Question #4 Answer #4 Question #5 Answer #5 Question #6 Answer #6 Question #7 Answer #7 TCC will consider conducting a discovery session with the final vendor(s) as a means of finalizing a SOW. Can TCC please provide clarification on question 7.3. Specifically, is TCC expecting core project team members to turn over before the golive? At this point, TCC is not aware of any planned departures of TCC project members. However, this is certainly subject to change and we are asking the Vendor to provide information on how they will train any members that may end to be replaced. In Section 9, is this section related to end-user change management or application change management? If this section is in regard to enduser change management, please clarify what TCC means by surveying and cost containment. Section 9 refers to end-user change management as opposed to application change management. Surveying refers to how the Vendor would plan to survey (if at all) members of the TCC community on issues related to the ERP project, and cost containment refers to any strategies that may be employed with the community to help reduce project costs. Regarding question 12.1, please clarify which Workday training materials TCC has available? TCC has access to the following training materials: One (1) block each of ODEFIN, ODEHCM, ODEPAY, ODETECH; and WAT for 2,362 employees. Does TCC have resources available to support training/communication development and delivery activities? If so, how many resources? The Vendor will need to define in their response what expectations they have for TCC with respect to the resources needed for training/communications development and delivery activities. This may be covered in part in your responses to 6.7, section 7, section 10, section 11, 12.1, etc. CedarCrestone Questions Question #1 Answer #1 Question #2 Answer #2 Question # 3 Answer # 3 Question # 4 Answer # 4 Question # 5 The RFI states that TCC will procure a comprehensive electronic document imaging and management solution. Integration with the document imaging system is within the scope of this RFI. The RFI did not provide additional detail on the document imaging solution that TCC will use. Please confirm that TCC is procuring the document imaging solution separate from this RFI and that the Responders scope is only to integrate Workday with the selected product. When does TCC anticipate making the document imaging and management solution selection? TCC is in the process of exploring ECM options for the higher education space. To date, we have had a number of conversations with Perceptive Software ( but we will also be looking at others (such as Hyland). While we hope to have a procurement decision by mid-december, we have no fixed timeframe for the procurement. The implementation of the document imaging system is NOT in scope. HOWEVER, the integration of Workday with the document imaging solution that we choose IS in scope. Paragraph 5 should properly read "Accordingly, the College seeks to identify a Vendor who can help the College implement the Workday Suite (replacing Integrow) alongside a document imaging solution, " Note that we do expect the document imaging vendor to assist with the integration with Workday. You list both a Data Conversion Plan and Data Migration Plan in the bulleted list of implementation plan components. Many implementers use these terms synonymously. Please elaborate on your use of them as separate components. "Data migration Plan" means the plan for moving the data from its present system into Workday. "Data Conversion Plan" refers to any data conversion (transformation, manipulation, etc.) that may be needed in order to migrate the data. In the Project Staffing area, you identify both on-site staffing and off-shore and near-shore resources as evaluation factors. Please elaborate on how you will evaluate on-site versus off-shore staffing plans. On-site staffing refers to the Vendor's employees who will be working on-site at TCC. Off-shore and near-shore refers to the Vendor's employees who work from locations outside of the United States. In the Total Implementation Costs area, you identify Hours worked during week versus time charged to project as an evaluation factor. Please elaborate on this. TCC is asking vendors to provide transparent pricing for the project. This covers issues including: Does the vendor propose to charge for travel time to and from TCC? Does the vendor charge TCC based on an 8 hour day regardless of the hours worked? Or, is TCC charged based on actual time? How does the vendor propose to account for vacation, sick time, training time and time that the consultant spends on administrative tasks for its employer? Etc. We noted several duplicative questions for responses throughout the specific response requirements. For example: Page 2 of 6

3 Answer # 5 Question # 6 Answer # 6 Question # 7 Answer # 7 Question # 8 Answer # 8 Question # 9 Answer # 9 Question # 10 Answer # 10 Question # 11 Answer # 11 Question # 12 Answer # 12 Question # 13 Answer # 13 Question # 14 Answer # 14 Question # 15 Answer # and 15.7 both request resumes and references for our proposed staff 12.8 and 15.1 ask the same question and 15.2 request the same information about our Workday practice and 15.3 ask the same question and 15.4 request the same information on TCC staffing plan and back-fill (6.7 also requests much of the same information) and 15.5 request the same information on staffing details 12.2 and 12.3 are very similar to information asked for in Section 4 Please clarify how you would like us to respond. Is it appropriate to respond to the initial occurrence and then in subsequent sections, to refer the reader to a previous Section/answer? Please delete item 6.8 and provide the requested information under Please delete item 12.8 and provide the requested information under item Please delete item and provide the requested information under item Please delete item and provide the requested information under item Please delete item 15.4 and provide the requested information under item Please answer item 6.7. Please delete item and amend item 15.5 to also include details about any subcontractors that are proposed, clearly stating which hours are sub-contractors versus employees of your company. Items 12.2, 12.3 and item 4 ask slightly different questions; please answer each of those items. Please describe what you mean by a complete line-item budget. A line item budget is one that shows the specific budget items or categories that comprise the overall budget. That is, each line item consists of a discrete item or category refers to TCC s reimbursement policies for food and lodging. Please provide a copy of these for our review to ensure compliance TCC travel procedures can be found by clicking on the link for Travel Procedures found at: We understand that TCC has conducted due diligence in selecting Workday as your platform for future administrative applications. We also understand that TCC desires an Implementation Vendor with willingness to fix-fee all portions of the work. Has the College prepared any requirements documentation that can be shared to help Responders understand the scope of the specific implementation details? For example: How many earnings and deduction codes need to be configured? How many time entry codes do employees use? Do you have any unions? Can employees have multiple jobs? Is historical data required for conversion? We do not have such a requirements document. TCC is looking for the implementation to be in the "most cost-effective manner" for the College with an objective of minimizing costs as described in item 17. To answer some of your specific questions: TCC does not have any unions. Employees can hold multiple jobs. We will look to the Vendor to help us determine what amount of historical data conversion, if any, is consistent with their best-of-breed implementation strategy. What is TCC s fiscal year end? Does TCC expect or need the FIN go live to coincide with the end of month, quarter or fiscal year? TCC's fiscal year runs from July 1 - June 30. We have no expectations of go live dates and expect Vendor to provide their recommendations as a part of the RFI response. This section states that team members are not mandatory but that Managers are - Please clarify if managers means Account Managers, Project Managers, or both. The item states that the Vendor needs to bring to the presentation the " on-site project manager and any other project managers assigned to the account." To the extent that an account manager is considered by the Vendor to be a project manager, then they should be included. Please clarify what is meant by Evidence in the statement: Evidence that the proposed implementation services have been successfully implemented By "evidence" we wish to have verifiable information that the project(s) referenced have been successfully completed to the clients satisfaction and in accordance with the scope of work. That is, we are interested in knowing about the results of projects that have been completed, and not just ones that are currently in-process. Please elaborate on what is meant by Quality of references. By "quality" we seek references whose scope of work is similar to ours and/or whose business most closely matches ours (education). Please elaborate on Requirements for College backfill Backfill refers to the need to hire or reassign additional staff to "backfill" other staff who may be reassigned either in part or in full to the implementation project. Please describe TCC integration points that will be within scope. Is this list the same as those listed in Section 13 under Applications? If so, please elaborate on which integrations are in place between these applications as there may be inbound and outbound integrations, plus multiple feeds between the same applications to exchange different types of data. The applications requiring ERP integration points that are known at this time are listed in item 13. It is highly likely, however, that there may be additional application integrations that will be necessary and that will be within the scope of the project. We are not seeking services to integrate between these applications; rather, we are seeking integrations between Workday and these applications, as needed. It is also possible that the implementation of Workday may need to change some of the integrations between these applications. TCC listed a number of applications in section 13 under Integration Points Do all of these systems require integration with Workday? Which systems specifically require real-time integration, and which system do you anticipate passing files in batches? (NOTE: Some systems are not capable of real-time integrations, and may only be able to accept a flat file) The applications listed in item 13 all require data to move to and/or from the ERP system. Part of the scope of the project is determining the best way to integrate Workday with the applications listed in item 13 (and any additional applications that may need integration). Some may need flat file, some may benefit from more modern integrations, such as through web services; some may need to happen in real time, some may require other schedules. We expect the vendor to assist with these integrations. 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4 Question # 16 Answer # 16 Question # 17 Answer # 17 Question # 18 Answer # 18 Question # 19 Answer # 19 Question # 20 Answer # 20 Question # 21 Answer # 21 Question # 22 Answer # 22 Question # 23 Answer # 23 Question # 24 Answer # 24 Question # 25 Answer # 25 Question # 26 Answer # 26 Question # 27 Answer # 27 You listed several applications in section 13 Integration Points Are there systems other than Integrow you expect to be replaced by the Workday solution? Are any of the applications listed under section 13 scheduled to be replaced by Workday? Please list them if possible. At this point we only expect Workday to replace Integrow and the WASP (Inventory System). The Data Warehouse will also be partially replaced by Workday. There are some applications (such as Financier) that may ultimately be replaced by Workday once the Workday Student system is fully deployed. However, we expect that the vast majority of the applications listed in item 13 will remain in use and will need integration with Workday. You listed several applications in section 13 Integration Points Are some of these systems currently not integrated, and going forward you wish to integrate them? Can you identify which of these systems will be new integrations? All of the applications listed in item 13 are currently integrated with Integrow and will need to be integrated with Workday expect for the following. EMS Pro (Event Management System), and AIM (Facilities System). These 2 systems are currently not integrated but we expect to integrate them with the Workday solution. You listed several applications in section 13 Integration Points Does TCC support and have the technical experts/resources for each of the listed applications in order to provide the source integration mapping, files, or structures that might be required? Yes, or we can obtain the information should the Vendor not already have experience integrating a particular application with Workday TCC listed Workday Finance as one of the components to be implemented. For Financials design and conversion, can you describe the state of your data? Will it need significant effort to clean up and reconcile? How much history, if any, do expect to convert? These questions will need to be discussed in the context of the "best practices" that we expect to receive from the vendor as a part of their response. TCC listed Workday Purchasing as one of the components to be implemented. Can you describe your procurement environment? How many vendors/suppliers? How many procurement contracts? What is the complexity of your current approval chain? How many Buyers, Requestors, Receivers? How many AP personnel? Currently we have requestors that go into our online requisition system (EagleNet) to create and submit their requisitions that are eventually converted into PO s. Most requisitions are reviewed by Budget Managers and the Business Office prior to reaching the Purchasing Office. Once a requisition reaches the Purchasing Office, the staff review it and the quotes/back up materials for completeness prior to converting it to a PO. Once a PO is issued it is sent to the vendor along with a copy to the original requestor. It is scanned in and saved on our G drive and a copy filed in our file room. NOTE however that we expect to reexamine these and other business processes as a part of the Workday implementation. TCC currently has 4 procurement staff and 5 staff members in our shipping & receiving department. TCC has 15,293 active vendors on file and an estimated 113 staff members who can create a requisition in our system. TCC does not mention Revenue Management, or AR/BI requirements. Is TCC managing AR and Billing through other systems, and not expecting to replace those? (also see question 26) These are within the scope of the project. Does TCC know of any dates (i.e. benefits open enrollment, student enrollment, student work hiring, etc.) where TCC resources will not be as readily available for project activities? There are times during the year where TCC staff will need to work on other priorities. This will need to be discussed when we are presented with a proposed project timeline from the vendor. Will TCC be subscribing to Workday Community? Does TCC plan to purchase the relevant Workday Adoption Toolkit subscriptions? Yes and yes. What level of involvement in actual development of WD integrations would TCC developers have? The TCC Developers will need to have detailed knowledge of the integrations and are available to assist in the development of the integration points. Also the training of TCC staff in developing integrations is in the scope of the project. Please clarify the functional scope to be included as part of HCM i.e. All. Compensation Talent Management Talent Acquisition Succession Planning Benefits Please clarify the functional scope to be included as part of Financials i.e. All. Accounts Payable Accounts Receivable Procurement Fixed Assets Projects Revenue Management Cash Management Please elaborate on which business processes are performed centrally today and which processes are performed at the department / campus level. This is too broad of a question. We have many centralized processes, but we also have departmental processes. All Human Resource and Purchasing functions are centralized. Most Finance functions are centralized with a small Business Office located at the FPSI campus. Page 4 of 6

5 Question # 28 Answer # 28 Question # 29 Answer # 29 Is the strategic plan for Big Data Analytics to replace the current Data Warehouse System or will the current Data Warehouse System continue to be used for non HCM, Payroll or Financial data? This will need to be discussed with the vendor. At this point. We expect to maintain our data warehouse and are also considering using it as a way to regularly download some Workday data to an on campus database for data backup. At present are business processes standardized throughout the college? If not, is it a goal of this project to standardize business processes? While there is some standardization, not all processes are standardized or are standardized in an optimal manner. We are looking to the project to help us define, re-define and standardize processes. Question # 30 Does TCC have a timeline / target go-lives in mind for deploying the functionality outlined in Section "Introduction and Purpose" on page 5? Answer # 30 Not at this time. We are asking the vendor to provide their expertise in suggesting such a timeline. Attain, LLC Questions Question # 1 Answer # 1 Question # 2 Answer # 2 Question # 3 Answer # 3 Question # 4 Answer # 4 Question # 5 What comprehensive electronic document imaging and management solutions are being assessed by TCC? What is the procurement/decision timeframe for such an acquisition? TCC is in the process of exploring ECM options for the higher education space. To date, we have had a number of conversations with Perceptive Software ( but we will also be looking at others (such as Hyland). While we hope to have a procurement decision by mid-december, we have no fixed timeframe for the procurement. Regarding the imaging solution, it is possible to read the document with two different scopes and vendor obligations. On page 5 there is reference to integrating a document imaging system with Workday (see paragraph 3, Integration with the document imaging system is within the scope of this RFI. ). Yet, there is also a reference to implementing such a system (see paragraph 5, Accordingly, the College seeks to identify a Vendor who can help the College implement the Workday Suite (replacing Integrow) and a document imaging solution, utilizing the most efficient and, ). Please clarify whether or not the implementation of the document implementation is also in scope, or if it is just the integration of the document imaging solution with Workday? The implementation of the document imaging system is NOT in scope. HOWEVER, the integration of Workday with the document imaging solution that we choose IS in scope. Paragraph 5 should properly read "Accordingly, the College seeks to identify a Vendor who can help the College implement the Workday Suite (replacing Integrow) alongside a document imaging solution, " Note that we do expect the document imaging vendor to assist with the integration with Workday. Can the College provide key metrics that can be used to estimate effort? a. Number of HR Users b. Number of payroll employees (W-2) c. Number of bargaining units d. Number of Procurement Users e. Number of Financials Users f. Number of Grants Management Users g. Scope and dollar amount of the grants program a. Number of HR Users: The college has 1731 employees who can use self-service. The College has 12 employees in the HR department, 3 in the Business Office, and 2 Senior Management. b. Number of payroll employees (W2): The college issued 2892 W2 for the 2012 tax year. The college has 1731 active employees as of October 8 th. c. Number of bargaining units: none d. Number of Procurement Users: The college has 113 employees who can use self-service. The College has 4 employees in the Procurement Department, 5 employees in the Shipping/Receiving Department, 3 employees in the Business Office and 2 Senior Management. e. Number of Financials Users: The college has 1731 employees who can use self-service. The College has 12 employees in the Business Office, 1 in the Budget Office, and 2 Senior Management. f. Number of Grants Management Users: The college has 0 employees who can use self-service. The College has 5 employees in the Grants Management area, 2 employees in Grants Development and 2 Senior Management. g. Scope and dollar amount of the grants program: College currently manages 264 active grants totaling ~$76 Million. Who is the executive sponsor for this project? Bret Ingerman, Vice President for Information Technology, is the Executive Sponsor. Has a governance structure for the project been established? If so, please describe participation from TCC. Yes. Answer # 5 ERP EXECUTIVE COMMITTEE: Jim Murdaugh, President E.E. Eunice, Executive Director, FPSI Bret Ingerman, VP for Information Technology Robin Johnston, VP Advancement & Foundation Exec. Dir. Kim Moore, VP for Workforce Development Sally Search, VP for Student Affairs Barbara Sloan, Provost & VP for Academic Affairs Teresa Smith, VP for Admin. Services and Chief Financial Officer Lei Wang, Associate VP for Institutional Effectiveness Page 5 of 6

6 Question # 6 ERP STEERING COMMITTEE (department heads or senior leaders for the following areas): Academic Affairs Budget Contracts and Grants Controller Enrollment Services Facilities Financial Aid Foundation FPSI Human Resources Information Technology Institutional Research Purchasing Registrar Workforce Development Has a project team from TCC been established for this project? If so, please describe. Answer # 6 Yes. Please see response to question #5. Question # 7 Answer # 7 Question # 8 Answer # 8 Will TCC staff be released from normal work activities to participate on this project? Is so, to what extent or percentage of time? Has backfill support been considered? These are questions that are being asked of the Vendor in items 6.7, 10.3, among others. Are all of the Applications listed under Question 13 currently installed at or integrated/interfaced with Tallahassee Community College? Are there any other applications that will need to be interfaced or integrated? Yes. These represent our best-attempt at listing the applications. However, there will likely be additional applications that are not included on this list. Page 6 of 6