Request For Information (RFI) for a. Workforce Management System

Transcription

1 HAWAII HEALTH SYSTEMS C O R P O R A T I O N Quality Healthcare For All THIS IS NOT A REQUEST FOR PROPOSAL Request For Information (RFI) for a Response Due by: October 26, 2012, 3:00pm HST Response to: dmatro@hhsc.org Hawaii Health Systems Corporation 3675 Kilauea Avenue Honolulu, HI See Schedule of Events for Other Key Dates 1

2 Table of Contents 1. OVERVIEW/PURPOSE 2. GENERAL INSTRUCTIONS & RESPONSE REQUIREMENTS Schedule of Events Use of Information Vendor Questions Vendor Informational Session Response Format ~ Attachments 1-3 Response Submission 3. STATEMENT OF WORK ATTACHMENT 1: Response to Request for Information Company Information and Costs ATTACHMENT 2: Response to Request for Information Functional Requirements ATTACHMENT 3: Response to Request for Information Vendor Feedback 2

3 1. OVERVIEW/PURPOSE The Hawaii Health Systems Corporation (hereinafter HHSC ) continues to look for ways to improve the quality of care provided to our patients and the way we operate our business. One of the ways we are exploring is the implementation of a workforce management system. We are seeking a solution that will improve productivity, control labor costs, and more efficiently manage our employee workforce. To that end, HHSC is issuing this Request for Information (RFI) in an effort to understand what is available in the market today, associated costs, required implementation resources, and to the greatest extent possible, identify all the necessary functional requirements for the issuance of a subsequent Request for Proposal (RFP). HHSC is the fourth largest public health system in the country, the largest provider of healthcare in the Islands other than on Oahu, and is the only acute care provider on the islands of Maui and Lanai. HHSC is the "Safety Net" for Neighbor Island Acute Care and the "Safety Net" for Long-Term Care (LTC) in the state of Hawaii. The system operates 1,275 licensed beds in facilities located on five different islands. In Fiscal Year 2010 HHSC hospitals provided a total of 21,984 acute care admissions and 78,216 acute care patient days; 1,240 long-term care admissions, 190,951 long-term care patient days; 3,560 babies born and 104,156 emergency room visits. A total of 1,253 licensed acute and long-term care beds are operated in HHSC regions and twelve facilities. The mission of HHSC is to provide and enhance accessible, comprehensive healthcare services that are quality-driven, customer-focused, and cost-effective. The vision of HHSC is to be the provider of choice for the communities it serves, employer of choice for its staff, and system of choice for its physicians. To further the development of its delivery system, HHSC works closely with physician organizations and other healthcare providers in the planning and implementation of joint business strategies. Physicians, community leaders, and employee representatives are involved in local as well as corporate decisionmaking. Most of the facilities have fundraising foundations that provide the communities an opportunity to provide financial gifts to their local hospitals. HHSC oversees the operation of twelve public health facilities throughout the Hawaiian Island chain, including Oahu, Lanai, Maui, Kauai and Hawaii. As of June 2012, HHSC has over 4,350 employees working at twelve facilities across five different islands. Our employees are represented by 1 of 3 unions and are divided into 7 collective bargaining units, 10 counterparts, and 3 managerials. The collective bargaining representatives are United Public Workers (UPW) and the Hawaii Government Employees Association (HGEA) for the included employees and American Federation of State, County and Municipal Employees (AFSCME) for the excluded employees. Since HHSC is a public agency, its employees are provided the same benefits, rights, and privileges as those of other State of Hawaii agencies. Detailed information pertaining to HHSC facilities is located at This Request for Information (RFI) is in support of the HHSC mission and vision to provide and enhance accessible, comprehensive health care services that are quality-driven, customer-focused and costeffective. In order for HHSC to evaluate responses in a timely manner, please thoroughly read this RFI and follow instructions as presented. 3

4 2. GENERAL INSTRUCTIONS & RESPONSE REQUIREMENTS SCHEDULE OF EVENTS Event Date Release RFI September 17, 2012 Vendor Questions Due September 26, 2012, 3 p.m. HST Release Clarifications based on Vendor Questions October 3, 2012 Vendor Informational Session October 12, 2012, 9:30a.m. HST Vendor RFI Responses Due October 26, 2012, 3 p.m. HST Estimated Date for Future Request(s) for Proposal Not Before November 1, 2012 USE OF INFORMATION This RFI and RFI process is solely for HHSC s benefit and only intended to provide information to HHSC. The RFI is designed to provide vendors with the information necessary for the preparation of informative responses. The RFI is intended to be as comprehensive as possible; however each vendor is responsible for determining all the factors necessary for submission of a response. The RFI response will not be subject to an RFP type evaluation, but only to a review of the information each vendor provides. HHSC, at its sole discretion, may or may not issue a related solicitation or may issue multiple solicitations based on the responses to this RFI. Responding to this RFI is not a condition for eligibility to respond to any subsequent solicitation. Responses to this RFI will not have any bearing, positive or negative, on the evaluation and vendor selection resulting from any proposals that may be received in response to a subsequent solicitation. HHSC reserves the right not to review or otherwise to reject, in whole or in part and at any time, any or all responses received in response to this RFI. An RFI response may be rejected outright and not reviewed for any or no reason. Issuance of the RFI in no way constitutes a commitment by HHSC to award any contract or any request for proposal (RFP) for the goods and services described in the RFI. HHSC is subject to Hawaii's Open Records Law (HRS 92F) which imposes strict accountability and reporting requirements. Any response or other information submitted by a vendor to HHSC may be subject to disclosure by HHSC as required by law. If a request is made and it is determined that the information provided us is proprietary, we will work with the vendor to fight disclosure. Vendors can research the Office of Information Practice decisions for more information on the subject. All material and information provided to HHSC in response to this RFI shall upon receipt become the property of HHSC and will not be returned. By submitting a response, the vendor agrees that HHSC may copy the response for purposes of facilitating HHSC s review or use of the information. HHSC will have the right to use ideas or adaptations of ideas that are presented in the response. The vendor represents that such copying will not violate any copyrights, licenses, or other agreements with respect to the materials submitted. HHSC reserves the right to modify this RFI at any time. HHSC reserves the right to contact vendors after the submission of responses for the purpose of clarifying any response By submitting a response each vendor agrees that it will not bring any claim or have any cause of action against, HHSC or any agent of HHSC, based on any misunderstanding concerning the information provided in the RFI or concerning HHSC s failure, negligent or otherwise, to provide the vendor with pertinent information as intended by this RFI. 4

5 HHSC reserves the right to request presentations from any or all vendors to this RFI to further understand the submittal responses. Vendors who are requested to make such presentations are under no legal obligation to make them. HHSC is not responsible for any costs incurred by a vendor that are related to the preparation or delivery of the response or any other activities of the vendor related to this RFI. VENDOR QUESTIONS Questions may arise when reviewing this RFI. To receive an official response from HHSC, questions must be submitted in writing via electronic mail no later than September 26, 2012, 3 p.m. HST. All written questions will receive an official written response from HHSC. HHSC reserves the right to reject or deny any request(s) made by vendor. Impromptu, un-written questions are permitted and verbal answers will be provided during a vendor informational session and other occasions, but are only intended as general direction and will not represent an official HHSC position. No other means of communication, whether oral or written, shall be construed as a formal or official response/statement and may not be relied upon. SEND QUESTIONS TO: Dean Matro, Contracts Manager: dmatro@hhsc.org VENDOR INFORMATIONAL SESSION A vendor informational session is planned to be held by conference call on Wednesday, October 12, 2012, 9:30a.m. HST. The purpose of the session is to review the requirement scope of services, answer questions pertaining to the RFI, and provide additional information that may assist in the preparation of responses. Session proceedings will not be formally documented. Vendors interested in attending should Dean Matro at dmatro@hhsc.org no later than Wednesday, October 10, The session shall be cancelled at the election of HHSC, and Vendor accordingly informed, if no or little interest in conference participation is received. RESPONSE FORMAT Response Sections -- Vendors responding to this RFI must submit their responses in three (3) parts, clearly labeled and divided according to the following categories: ATTACHMENT 1: Response to Request for Information Company Information and Costs ATTACHMENT 2: Response to Request for Information Functional Requirements ATTACHMENT 3: Response to Request for Information Vendor Feedback ATTACHMENT 1 COMPANY INFORMATION AND COSTS This part of the response includes a clear and concise summary of the Vendor s qualifications and experience as it relates to the request for information, to include: A clear identification and description of the Vendor s organization, if applicable, and A brief explanation of the Vendor s interest in publicly funded health and human services. A detailed description of potential products, services, and associated costs. The response must be in the format of Attachment 1. 5

6 ATTACHMENT 2 FUNCTIONAL REQUIREMENTS* This part consists of the Vendor s specific information, qualifications, product, and service offerings as it relates to the functional requirements related to the areas of interest listed in Section 3 of this RFI. The response must be in the format of Attachment 2. *Vendors are NOT ENCOURAGED to include extraneous literature, handouts, brochures, videos, or other information prepared for general distribution. Informational literature is welcomed only as it relates specifically to this RFI and the areas of interest listed in ATTACHMENT 2. ATTACHMENT 3 VENDOR FEEDBACK This part consists of general open-ended questions posed to Vendor s regarding HHSC s vision in regards to a time and attendance system. The response must be in the format of Attachment 3. RESPONSE SUBMISSION Please provide your responses by 3:00 p.m. Hawaii Standard Time on October 26, 2012, however HHSC reserves the right to accept responses after this date and time. To assist vendors in minimizing their costs in providing information on their solutions and services, HHSC prefers that responses to this RFI be submitted via to the point of contact below, with the subject line Response Submitted for RFI# HHSC (3MB is the limit on files attached to ). Alternately, the vendor may submit information on CD, DVD or USB drive to the point of contact s postal address. Dean Matro Contracts Manager Re: Hawaii Health Systems Corporation 3675 Kilauea Avenue Honolulu, HI dmatro@hhsc.org The outside cover of the package containing the proposal should be noticeably marked, as follows: Response Submitted for: RFI # HHSC

7 3. STATEMENT OF WORK HHSC is looking for a workforce management solution that is functional, reliable, manageable, and cost effective. General Functional Requirements HHSC is envisioning a system that incorporates the functionality of time and attendance, scheduling and staffing, and a real-time management tool. The system should: Automate the tracking of time and attendance for each employee at each individual facility. Automate the scheduling for all departments within each individual facility. Provide real-time management tools to support labor management decisions Provide the ability to update based on changes to regulations, rules, policies, bargaining unit decisions, etc. Secure all employee data, and provide for regular back-up of information. Entry of corrections and approvals must also be security-controlled. Identify employees through a two-entry system of personal PIN, badge swipe using nonproprietary bar-code, magnetic stripe, biometrics, etc. Ability to assign employees to specific time-capture devices. Real time visual and auditory means of providing feedback to employees to indicate a valid transaction and an invalid transaction at time of entry. Operate without interruption or intervention and without loss of primary data in the event of a power failure. Provide sufficient capacity to satisfy peak employee demand without delay or reduced response time. Provide help screens that contain on-line documentation, and the help screens must allow HHSCspecific information to be added. Retain data for up to 10 years. The system proposed must provide a capability for purging and archiving data. Meet at least the minimum requirements of the ADA for size, height, readout, auditory levels, etc. having no disparate impact on any employee or group of employees. Work as an integrated system or independent modules. Time and Attendance Functional Requirements Core time and attendance calculations Time validation based on multiple bargaining unit contracts and regional and corporate time and attendance policies. Provide for multiple methods for time capture, including badge swiping and biometric identification. Time entry must be simple and/or intuitive to the extent that employees of all educational levels can perform necessary input functions. Time capture devices transfer data in real time. Provide real time accurate department time and cost allocation capabilities for all employees that float between departments and facilities. Provide for the ability to track time spent on specific projects (i.e., a specific project in a specific department). Provide accurate calculations of wages based on time worked and all applicable pay rules, regulations and bargaining unit agreements for multiple bargaining units. Provide for a method for computation of overtime for salaried non-exempt employees. Track on-call and call back time with call-in reason codes. Provide real time automated, accurate leave management tracking (including future projections) for all categories of employees and all types of leave (sick, vacation and compensatory time, etc ) in accordance with policy and state regulations. 7

8 Provide a means for accurate calculation and reporting of prior period and retroactive adjustments. Time calculations must be completely parameter-based. Provide the ability to integrate with or provide data to external systems (e.g., HR, scheduling and payroll). For example, HHSC uses the Lawson Enterprise Resource Planning Software, HR module version LSF9.0. Allow easy modification of pay types as defined by HHSC to accommodate the changing, addition, and deletion of categories of pay. Time calculations must combine times from all cost centers and from all positions in order to accurately determine overtime. The system must provide an on-line computer-based means to allow timekeepers to review time entries and calculated totals on an on demand basis and to correct calculated totals at any time during the pay cycle. The system must allow designated sub-departmental and departmental timekeepers to access information by sub-department and department groupings. Payroll Functional Requirements Information transfer compatible to the State of Hawaii payroll system, currently operated by the Department of Accounting and General Services (DAGS). The system should be able to electronically prepare payroll information required on the State of Hawaii Payroll Change Schedule (D-94), calculate balance and transmit it to DAGS electronically. This may include, but is not limited to, handling lag vs. after-the-fact times, over and under hours, and calculation of pay rate for each pay period. Able to process unique DAGS payroll criteria for long-term care facility and union requirements for the various collective bargaining units. For instance: 1. Meal allowance 2. Differentials night, split shift/also OT, charge nurse, float pool 3. Preceptor 4. Penalty pay (nurse less than 10 hours rest shifts and change of shift ) 5. Overtime hours converted to 1.5, not the hourly rate (DAGS requirement) 6. Overtime regular and holiday (identify holidays) 7. Temp Assignment Pay 8. Float pool payment 9. Standby Pay 10. Temporary Disability Insurance 11. Retroactive pay 12. Leave without pay 13. Call back/out pay 14. Statutory Dues (HGEA and UPW) Prepare and generate Form 09 for workers comp and related payroll and leave record adjustments. Scheduling and Staffing Functional Requirements Core scheduling functionality that is easy to use and maintain. Provide real time updates from time and attendance system to scheduling system. Provide for same day multiple assignment capability, multiple job codes and accurate automated labor distribution(s). Provide an easy process to add, remove, and/or transfer employees from one department to another. Provide real time accurate department time and cost allocation capabilities for all employees that float between departments and facilities. 8

9 Provide interdepartmental workload balancing and shift assignment tools (e.g. based on patient volume, patient needs, predetermined ratios, acuity criteria, and other key indicators). Provide unit of service based staffing decision support that enables efficient, cost effective and equitable workload management and appropriate staffing ratios. Provide rules-based open shift management tools. Provide early warning alert and notification system (e.g., overtime, skill shortage, over/under staffing requirements). Provide for employee self-service capability (schedule and shift requests, leave requests and leave balances, to include vacation, comp time, and sick leave). Integrated to payroll, ensuring: leave payouts can be processed when employees quits, adjustments for workmen comp, or for leave without pay for insufficient leave balances. Real Time Management Tools Functional Requirements Provide for efficient standard & Ad-Hoc system reporting of key management indicators such as absences, overtime, vacation, deficit leave balances, etc. Provide reports of and audits of system access, including attempted security violations. The system must provide a paper-less, real-time method of reviewing and correcting employee time-to-be paid at the sub-department, department, etc. level. Reports must span organization boundaries to all departments in which the employee is working during the pay cycle. Provide for a comprehensive real time alert warning and management reporting system. Provide real time business data analysis to support fiscally-sound management decisions. Provide possible solutions to address management issues. Reports must be available in on-line view mode and in print format. System should have the capability to produce reports by employee classification/title within cost center, showing total hours worked and total hours paid (productive and non-productive). System should have a history function to allow management to look at past information and trends. 9