Request for Information for a Human Resources Information Services (HRIS) System Nov 2012
1 Purpose of this document The purpose of this RFI is to identify preferred Submitters with the experience and resources to effectively provide an integrated Human Resources Information Services (HRIS) system. It is proposed the Submitters will have the ability to supply, install, configure, and train all staff in the use of an HRIS system. The Submitters must be able to provide ongoing software support and be able to potentially provide future professional services / software development. Key drivers for this initiative are business efficiency, effectiveness and compliance with legislative requirements. We are looking to more efficiently manage human resources activities to provide personnel administration, strategy and performance. 2 Background The Gisborne District Council (GDC) is a unitary authority and services an area of 83,600 km 2 with a population of 45,000. The GDC currently employs 320 staff. The GDC is currently using Origen Technologies Ltd Payroll and Personnel modules alongside several manual spreadsheet based solutions. Origen was first implemented in 2001. Council sees value in working collaboratively with other organisations/user groups to share knowledge and expertise, process workflows and software development. This initial RFI process will determine a preferred Submitter selection. Council will then issue a detailed Request for Proposal (RFP) to those Submitters and proceed with the evaluation and selection of a preferred HRIS system. Council will then work with the successful Submitter to develop a detailed project plan and schedule to implement the HRIS system. It is anticipated this will occur in 2013. 3 Outline of HRIS requirements 3.1 In general, Council is looking for an integrated enterprise wide (core) HRIS system that will: provide the ability to manage and analyse personnel data (human resources) provide the management of employee work scheduling (rosters) provide a system for employees to process attendance (time and attendance) provide a system to record and deliver staff remuneration in compliance with statutory requirements and good practice (payroll) provide all internal and external reporting requirements on core activities provide full auditing capabilities provide system wide security based on access requirements 3.2 Council is also looking for efficiency gains through the use of complementary (add on) HRIS services including: provide integration with external systems such as Origen s Enterprise System (integration) providing user interaction with core activities (self service) providing data warehousing and analysis capabilities (business intelligence) providing the ability to automate business processes associated to the core activities (workflow) 3.3 The Submitter providing the HRIS will: have a relative and recent track record in implementing and supporting integrated HRIS systems, preferably in local government support an active user group to share development, ideas and expertise. Page 1 of 6
4 Council systems The majority of Gisborne District Council s 320 staff are located in the main Fitzherbert St office in Gisborne. The rest are located in several remote sites across the district connected over council s wide area network. Councils file/print services are managed by Windows Server 2008 R2 and user authentication is managed by Active Directory. Origen Ozone is Council s ERP system. It currently uses a Universe database (a full SQL version is being developed) but includes Ozone Business Intelligence (BI), a SQL Server 2008 R2 data warehouse used for query and reporting. Ozone has two core databases contacts and parcels. Most information relating to Council s relationships with its citizens and ratepayers are associated to these core databases. Ozone also holds existing organisation, personnel and payroll information. Web services are the preferred method for integration with Ozone, key consideration must be given to integration with Ozone s organisation and financial modules. Council is currently undertaking a PC replacement program and all PCs should be using Windows 7 and Office 2007 at the time of implementation. Email is managed using Microsoft Exchange Server 2007 with Outlook 2007 as the email client. Approximately 110 Wyse thin clients running VMWare View will also be in use (Windows 7/Office 2007). The intranet is built using the Sitecore Content Management System. 5 Submission information requested Submitters are required to provide the following information in their response: 5.1 Company details, experience and track record Including: Relevant, recent experience in implementing enterprise HRIS systems (preferably in local government or similar organisations) software support services staff skills and experience future software / product road map reference site(s) contact details user group(s) 5.2 Core Activity requirements Appendix 1 is a list of high level activity requirements for the HRIS. Submitters should provide relevant information for each activity. 5.3 Additional Service requirements Appendix 2 is a list of high level service requirements for the HRIS. Submitters should provide relevant information for each service. 5.4 Core Activity indicative pricing Estimates to fulfill core activity requirements should be based on 320 staff using the system. Indicative pricing should be broken down by: software project management data migration consultancy training Page 2 of 6
disbursements 5.5 Additional Services indicative pricing Price estimates to fulfill additional complementary requirements should be based on the same staff numbers and price categories as in 5.4 above. 5.6 Appendices Please provide relevant supporting documentation. 6 Submission terms and conditions 6.1 The submission of information will indicate that your company has agreed to abide by the conditions set out in this RFI. 6.2 Gisborne District Council reserves the right to: extend the time for lodgement of responses and/or to vary the timings and processes for this RFI invite new Submitter responses and/or reject any Submitter responses clarify requirements/responses with all or individual Submitters enter into discussions and/or negotiations with any one or more Submitters at any time and upon any terms and conditions 6.3 Submitter responsibilities: All costs associated with a Submitters participation in this evaluation process are the sole responsibility of the Submitter. Responses must be received by the required dates. Responses received after these dates may be rejected and excluded from the evaluation process. Combinations of solutions or joint submissions are acceptable, but details of all parties and their key roles must be clearly indicated in the response. The responding company must be the primary submitter and take sole responsibility for delivering and supporting the offered solution. Council will only deal with the primary submitter throughout the evaluation, selection, negotiation, implementation and post implementation support phases of this process. 6.4 No advertisement, copy or statement relating to the submission, consideration, rejection or acceptance of any submission shall be published in any newspaper, magazine, journal or other medium without the prior approval of GDC. 6.5 All information contained herein is to be considered commercial in confidence. The submitter must not disclose any confidential information to any other person without prior written consent from GDC. 7 Submission format and delivery 7.1 RFI submissions must be received at Council no later than 4.00 pm, 23 November 2012. 7.2 Submissions will be accepted in hard copy or electronic form. Hard copy should be addressed to: REQUEST FOR INFORMATION: HRIS Steve Neshausen Gisborne District Council 15 Fitzherbert Street Page 3 of 6
GISBORNE 4010 Electronic submissions should be sent via email to steve.neshausen@gdc.govt.nz It is the responsibility of the submitter to ensure successful receipt of submissions before the closing date/time. 8 Timetable 8.1 The following timetable is included to provide an overview of the process GDC will follow to select preferred Submitters and the key milestone dates. RFI issued 05/11/2012 RFI responses close (3 weeks) 23/11/2012 Evaluation of responses, preferred Submitters shortlist 03/12/2012 Shortlisted and unsuccessful Submitters notified by phone 07/12/2012 RFP issued to preferred Submitters 14/01/2013 RFP responses close (3 weeks) 01/02/2013 Submitters product demo/ presentations, site visits and/or reference calls Feb-Mar 2013* Final selection and management approval Apr 2013* Successful Submitter notified Apr 2013* Contract development and signing May 2013* Implementation phase starts Jul 2013* * indicative timeframes only 9 Evaluation and Selection Process 9.1 Submissions will be evaluated using Weighted Attribute Method. 9.2 The evaluation process requires that each Submitter provide attribute information relating to the Core activities and additional services determined by Council. Each Submitter s attributes will then be graded and weighted according to the criteria list below. 9.3 The attributes and weightings are as follows: Attribute Weighting 5.1 Company details, experience and track record 20% 5.2 Requirements (Core activity requirements Appendix 1) 40% 5.3 Requirements (Additional service requirements Appendix 2) 10% 5.4 Price (Core activity requirements Appendix 1) 20% 5.5 Price (Additional service requirements Appendix 2) 10% Page 4 of 6
9.4 Having scored the responses a short list of preferred Submitters will be created. This is expected to be five or less. All submitters will be notified of this process by phone call and letter. 9.5 Shortlisted Submitters will be issued a detailed Request for Proposal (RFP). Proposal responses will be required within 3 weeks of issue of that request. 9.6 Shortlisted Submitters will be asked to prepare a demonstration of their software to management and staff. A detailed question and answer interview with the GDC HRIS project team will also need to be scheduled. It is expected the demo/s would take one day and the interview at least half a day. 9.7 The GDC project team will evaluate all information, including feedback from the demonstrations. 10 Acceptance of Submission 10.1 Negotiations with any of the preferred Submitters does not imply nor commit Council to proceeding to a signed contract. Council reserves the right to stop negotiations at any time. Negotiations may then start with any other Submitters. 11 Contacts 11.1 All queries relating to this RFI should be directed to: Steve Neshausen Mike Drummond Email: steve.neshausen@gdc.govt.nz Email: mike.drummond@gdc.govt.nz Ph (06) 8672049 extn 5337 Ph (06) 8672049 extn 5424 11.2 Contact is only permitted with the staff listed above. Other contact with management or other staff members without permission is not permitted and may result in your submission being rejected. Page 5 of 6
Request for Proposal Human Resources Information Services System (HRIS) 12 Appendix 1 Core Activity Requirement 1. Human Resources 1.1 Recruitment 1.2 Personnel Administration 1.3 Performance Analysis 1.4 Performance Management 1.5 Training and development 1.6 Health and safety compliance 2. Payroll 2.1 Legislative compliance 2.2 Efficient and accurate administration, calculation and reporting 2.3 Reduce risk of payroll errors through electronic integration 2.4 Reduce risk of payroll errors through payment rules 2.5 Comprehensive leave analysis and liability recording 3. Rosters 3.1 Integrated and efficient employee work scheduling 4. Time and Attendance 4.1 Integrated and efficient time and cost recording 13 Appendix 2 Additional Services Requirement 5. Integration 5.1 Integrated information to provide an enterprise HRIS solution 6. Workflow 6.1 Integrated workflow engine to automate processes 7. Self Service 7.1 Efficiencies based on employee and management personnel access and reporting 8. Business Intelligence 8.1 Providing a framework for comprehensive data analysis to meet all reporting requirements Page 6 of 6