Addendum No.14 UW RKH HR/Payroll

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Helena Boone
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1 Addendum No.14 UW RKH HR/Payroll May 9, 2013 Addendum No. 14 updates the schedule for Stage 3 contract negotiations, provides updated headcount information to correct errors in Addendum 13 issued on April 24, 2013 and responds to Bidder questions regarding headcount, the Statement of Work, and the Hosting/SaaS Services Exhibit. RFP Section 3.7 Key Events and Dates: UW has further refined the event and key date for Stage 3 Solution Demonstrations, Cost Proposals, and Contract and Project Documents. Revisions are noted in bold italic. No events in RFP Section 3.7 have been removed. Date Wednesday, June 5 Monday, June 3 Thursday, July 11, 2013 Event UW contract documents negotiations focused on the Master Technology Agreement (MTA) and Hosting/SaaS Services Exhibit. UW anticipates negotiations will be conducted via conference calls and on-site in Seattle, if needed. Refer to Section 7.7 UW Negotiation Procedures for additional information. Workforce Statistics: The table below replaces UW s Response to Question 1 in Addendum 13, issued April 24, Number of University of Washington Employees (Active) - (c + d + e + f) 45,500 Of the Total Number of Employees indicated above: (a) Number who are Medical Center Staff licensed for Kronos 12,000 (b) Number who are Medical Center Staff not licensed for Kronos None May 9, 2013 P a g e 1 UW RKH Addendum 14

headcount, the Statement of Work, and the Hosting/SaaS Services Exhibit. RFP Section 3.

2 (c) Number of who are Faculty & Staff Employees (excluding hourly paid employees) - (c1 + c2) 30,500 (c1) Number of Faculty/Academic Personnel Employees 8,500 (c2) Number of Staff Employees 22,000 (d) Number of active Hourly Paid employees (excluding Students) 5,000 (e) Number of active Hourly Paid Student employees 6,000 (excludes hourly graduate students) (f) Number of active Graduate Student employees 4,000 2 Number of Employees who are eligible for Paid Time Off who are not scheduled to be using Kronos in UW Medicine by June ,400 3 Number of Employees who are eligible for Benefits - (3a + 3b) 32,700 (3a) PEBB 28,700 (3b) GAIP 4,000 4 Number of Dinning & Housing Employees who are currently licensed for Kronos (Separate Kronos instance from UW Medicine. Paid Time Off not managed by Kronos.) 1500 Timekeeper licenses 12 HRIS/Workforce licenses 5 Full Time employees 24,500 6 Part Time employees - (6a + 6b) 21,000 (6a) Hourly Paid employees are all counted as Part Time 11,000 May 9, 2013 P a g e 2 UW RKH Addendum 14

Student employees 4,000 2 Number of Employees who are eligible for Paid Time Off who are not scheduled to be using Kronos in UW Medicine by June 2013 15,400 3 Number of Employees who are eligible for

3 (6b) Other Part Time 10,000 UW Responses to Bidder Questions Headcount 1. What percentages should the Bidder use for Full-Time versus Part-Time employees? Bidders can derive the percentages based on the new Workforce Statistics in this Addendum. Currently, UW has 53.8% full time employees, and 46.2% part-time employees. In 2012, UW produced approximately 55, R, 1042S, and W2 documents. The difference between the Active EE number and tax documents produced, reflects the average yearly turnover of employees. As a reminder, Bidders should assume that UW has 55,000 employees as of the commencement of the HR/Payroll Project for purposes of the Cost Proposal Response Additional Instructions provided to each Bidder on March 27, Draft Statement of Work (SOW) 2. The SOW, on page 41, section says UW provides future state business processes to bidder. a. Does this mean UW will provide the outputs from the Accenture business process design work, and the bidder is responsible for finalizing graphical future state business process model in appropriate detail to deploy the solution? Yes, UW will provide the Bidders with the outputs from the business process design work this Summer. Roles and responsibilities for finalizing the graphical future state business process model will be addressed during the Implementation Planning Study (IPS) workshops in Stage 4. b. Please clarify what business process documents (i.e. future state business processes) will be provided to the bidder and what the expectation is of the bidder s responsibility for future state business processes (not software functionality). May 9, 2013 P a g e 3 UW RKH Addendum 14

In 2012, UW produced approximately 55,000 1099R, 1042S, and W2 documents. The difference between the Active EE number and tax documents produced, reflects the average yearly turnover of employees.

4 As part of the Discovery / Data Gathering; Fit/Gap; Solution Design; Build, Configure and Validate phase of the project (See SOW Section 4.0), the successful Bidder will review the future state business processes and identify where the proposed solution does not align with UW s desired future state. UW and the Bidder will work collaboratively to: (1) discuss options to meet UW s business needs through configuration and/or modification of UW s future state business processes; and (2) agree on the design and configuration of the solution to meet UW s requirements. 3. In reviewing the RFP, it states that the SOW template will be used to develop the SOW as part of Stage 4/Implementation Planning Session. Section 6.3 states: As part of the RFP process, each Bidder will receive the following contract and project documents. Bidders must respond to these documents in accordance with the instructions outlined below. Statement of Work: Includes project objectives, approach, requirements, deliverables/activities, and certification criteria, and identifies roles and responsibilities for the HR/Payroll Project. c. What level of response is UW requesting during Stage 3? The Statement of Work sentence lists the SOW components, but does not have a specific response requested. In accordance with RFP Section and as discussed during the April 15, 2013 Stage 3 Bidders Conference, Bidders must use the Issues List to identify issues, concerns, or objections to the Statement of Work (SOW). Bidders must identify the specific SOW section number, document the specific business issue or concern with the SOW in business terms, and provide a counterproposal (in business terms, not replacement language or reference to a Bidder document) to address the Bidder s business issue. UW will use this information to facilitate discussions during the Implementation Planning Study workshops in Stage 4. References to the fact that the SOW takes an approach that does not fit with a Bidder's implementation methodology with nothing more will be considered non-responsive. Bidders must be specific about the issue or concern relating to a particular activity, role or responsibility and the counterproposal. It should be emphasized, however, that the Cost Proposal must be based on the scope of services set forth in the SOW that each Bidder received in Stage 3 and not based on: 1) any issues or concerns that may be raised by the Bidder: 2) Bidder's implementation methodology to the extent such methodology differs from the approach or scope of work set forth in the SOW; or 3) how a Bidder may suggest realigning various roles and responsibilities as currently articulated in the SOW. Bidders will not be allowed to re-price May 9, 2013 P a g e 4 UW RKH Addendum 14

UW and the Bidder will work collaboratively to: (1) discuss options to meet UW s business needs through configuration and/or modification of UW s future state business processes; and (2) agree on the

5 their quote based on assumptions that the work effort required under the SOW will be less than the scope of work set forth in the SOW provided as part of the Stage 3 deliverables. d. Regarding the SOW template documents, the project approach, deliverables, etc., is the plan to discuss the applicability of the SOW during the Implementation Planning Sessions especially around things like the deployment methodology? Deployment of the HR/Payroll Solution, the phasing of various modules, and the deployment of the solution across the various business units within UW will be discussed during the IPS workshops. Appropriate changes will be made in the SOW to reflect any agreed to phasing and deployment strategies. Bidders must identify any issues or concerns with specificity in the Issues List. Hosting/ SaaS Services Exhibit 4. Section 1.3.1: H of the Hosting-SaaS Services Exhibit state the following: Provide and manage up to the Demarcation Point two (2) secure VPN connections to UW's fiber optic network (State Governmental Network (SGN) and Intergovernmental Network (IGN)) points of presence, as depicted in the technical architecture schematic set forth in Section 3.0 of Schedule B. We are unable to locate Schedule B. Please advise. Section 1.3.1: H of the Hosting-SaaS Services Exhibit is hereby deleted. The technical design document referenced in the Hosting/SaaS Services Exhibit will be developed during a technical architecture workstream either during the contract negotiations on the Hosting/SaaS Services Exhibit or during the IPS workshops. Section H - Provide and manage up to the Demarcation Point two (2) secure VPN connections to UW's fiber optic network (State Governmental Network (SGN) and Intergovernmental Network (IGN)) points of presence, as depicted in the technical architecture schematic set forth in Section 3.0 of Schedule B. End of Addendum No. 14 May 9, 2013 P a g e 5 UW RKH Addendum 14

, is the plan to discuss the applicability of the SOW during the Implementation Planning Sessions especially around things like the deployment methodology?

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