Horniman Museum and Gardens

Horniman Museum and Gardens Statement of requirements for a human resources management system Tender submissions due by 2pm on Thursday 31 January 2013 January 2013 final version Page 1 of 15

1 Table of Contents 1 introduction... 3 1.1 the organisation... 3 2 scope of tender... 4 2.1 elements... 4 3 tender responses... 5 3.1 tender submissions... 5 3.2 supplier interviews... 5 3.3 structure of tender submissions... 5 3.4 selection criteria... 6 3.5 contract award... 7 4 project implementation... 8 4.1 project organisation... 8 4.2 project timetable... 8 5 system requirements... 9 5.1 key requirements... 9 5.2 data capture... 9 5.3 document capture... 11 5.4 absence recording and management... 11 5.5 reporting... 11 5.6 recruitment... 12 5.7 salary administration... 12 5.8 learning and development... 12 5.9 mail merge... 13 5.10 workflow management and triggering... 13 6 ICT requirements... 14 6.1 operating requirements... 14 7 other services... 15 7.1 data conversion... 15 7.2 system configuration and testing... 15 7.3 system training... 15 7.4 system commissioning... 15 January 2013 final version Page 2 of 15

1 introduction This statement of requirements sets out the scope and requirements for a new Human Resources (HR) system that will be used by the Horniman Museum and Gardens. 1.1 the organisation The Horniman Public Museum and Public Park Trust, an independent charitable trust, is core funded by the Department for Culture, Media and Sport. The Horniman offer includes renowned collections of anthropology, musical instruments and natural history, an aquarium plus 16 acres of beautiful gardens. The Horniman s vision is to use our worldwide collections and gardens to encourage a wider appreciation of the World, its peoples and their cultures, and its environments. The Museum and Gardens were given as a free gift to the people by Victorian philanthropist and tea trader Frederick Horniman in 1901, along with his original collections. The Museum and Gardens typically receive c.750,000 visitors per annum. The Horniman workforce is currently made up of c120 employees on full or part time contracts. We have up to 300 volunteers per annum who help us deliver our business as well as using the services of a range of freelancers, casual and temporary agency staff for a variety of purposes. We also provide a small number of work experience, student placements and apprenticeships each year. The diversity of our workforce and our 7 day per week operation means that we need to manage and monitor a wide range of different working patterns, terms and conditions and workforce information. All queries relating to this Invitation to Tender should be addressed to: Sue Burch Head of Human Resources Horniman Museum 100 London Road Forest Hill London SE23 3PQ tel +44(0)20 8291 8688 email sburch@horniman.ac.uk January 2013 final version Page 3 of 15

2 scope of tender 2.1 elements The tender package comprises the following key elements: application software - the supplier will deliver a HR system solution which can be installed on a Physical and/or Virtual Hardware, have a server and client application (where the self service module is accessed via an internet browser) consultation the supplier will provide a consultation service ( Business Process Mapping ) that will allow the supplied HR software to be best configured to suit the requirements of the Horniman software configuration - the supplier will be responsible for installing and configuring the chosen application software and working with Horniman staff as necessary to ensure successful implementation data transfer, conversion & mapping - the supplier will be responsible for extracting data from the existing HR solution converting and/or mapping the data as per the Horniman s requirements testing the supplier will assist Horniman staff with acceptance testing of the HR system/software and correct any components that fail to meet the agreed specifications training the supplier will provide training in the new system to Horniman staff commissioning the supplier will be responsible for preparing the system for live use. It is expected that the Horniman will enter into a maintenance contract for any ongoing support. This will be a separate contract and negotiated with the successful supplier at a later date. January 2013 final version Page 4 of 15

3 tender responses 3.1 tender submissions Formal tender submissions must be received by 2pm on Thursday 31 January 2013. Tender submissions should be made electronically to Lydia McDowall, Project Coordinator (lmcdowall@horniman.ac.uk) Documents must be sent in PDF format followed up with hard copies by Friday 1 February 2013. Receipt of submissions will be acknowledged by email. 3.2 supplier interviews Tender responses will be evaluated and shortlisted companies will be invited to give a presentation on their proposals for the HR system. The presentations will be followed by questions from the client team. It is expected that supplier presentations/interviews will take place on Thursday 7 February 2013. Specific times will be arranged directly for each shortlisted supplier. 3.3 structure of tender submissions Tender submissions must include all of the information in the following list: A brief summary of your response A summary of your experience of implementing HR system solutions for institutions of a similar size and complexity A suitable single point of contact for all correspondence relating to the tender - this should include email address, postal address and telephone number(s) A description of the methodology that will be used: - suppliers should provide an outline description of the proposed approach that will be adopted to deliver all aspects of the project - suppliers should also provide details of the project team along with roles & responsibilities of team members An outline of the proposed solution - software (and licensing arrangements) - hardware requirements and technical architecture including a rationale for technologies used to build the product - methodology for product development - methodology for updates, testing and deployment - future product strategy - installation and configuration - data conversion - testing - training - commissioning January 2013 final version Page 5 of 15

- data security Clarification that the proposed software solution meets the Horniman s requirements as set out in section 5 of this document - suppliers should refer to all points in section 5 (system requirements) stating whether the requirement is met through an existing version of the software - suppliers should identify if any functionality required will need to be met by bespoke programming or a future version of the software package Details of any added value or additional functionality in the solution which you consider may be relevant to our needs A fixed price proposal: - this should be an itemised breakdown of costs rather than a single lump sum figure - software licenses - data conversion - project management and configuration - testing - training - annual maintenance and support - costs should be quoted ex-vat Details of day rates - these will be used to assess costs for additional services Details of any licensing arrangements and/or terms & conditions associated with the overall solution A description of support and assistance services available along with associated costs. - specific reference must be made to support hours, methodology, response times (Service Level Agreement - SLA) and escalation procedures A description of any warranties associated with the solution An indicative project delivery plan showing key milestones and deliverables for installing, configuring and commissioning the solution Names of three referees for whom you have delivered similar solutions who may be contacted following the shortlisting process A client list A draft contract / terms of business. 3.4 selection criteria The tender responses will be evaluated against the following selection criteria: - price - ability to meet system requirements - user customisation of products - ongoing support costs level / cost of service track record - modular functionality which enables phased introduction if required - added value / additional services January 2013 final version Page 6 of 15

3.5 contract award Suppliers and those organisations looking to bid for public sector contracts should be aware that if they are awarded a new contract with a publicly funded body, the resulting contract will be published. In some circumstances, limited redactions will be made to some contracts before they are published in order to comply with existing law and for the protection of national security. January 2013 final version Page 7 of 15

4 project implementation 4.1 project organisation It is expected that the successful supplier will appoint a project manager to work with the client during the installation, configuration and testing stages of the project. 4.2 project timetable We wish to commence implementation of the new HR system as soon as possible. The contractor will work with the Horniman to establish a project delivery plan. January 2013 final version Page 8 of 15

5 system requirements 5.1 key requirements The Horniman require a new HR management system to support the following key functionality: data capture document capture against individual staff records but not limited to that functionality absence management reporting recruitment salary administration learning and development mail merge workflow management and triggering based on defined events occurring. The system must: support different levels of access and permissions view only, authority to input or amend specific data, ability to generate reports (this functionality should be customisable allowing addition of user defined access levels) be capable of interacting with existing ICT systems at the Horniman including but not limited to Microsoft Active Directory, and the Horniman intranet (Hornet) be capable of integrating with SAGE50 Payroll (and time and attendance) facilitate capture and management of data so that the legal requirements of data protection are met and best practice is facilitated permit data fields to be added or removed without the need for additional system development have application programming interface (API) to allow third party access. The provider of the system will oversee the migration of data from the existing system (Win Personnel). The Horniman expect that the HR system should allow for: rapid data entry self access use - this functionality is primarily for non HR staff and therefore access to this component should be via Internet Explorer 8 and above easy user navigation and limited user training. High level specifications for each of these key areas are listed below. 5.2 data capture The system will be able to record information on different categories of the workforce, each of which may have a different range of personal and assignment information: permanent employees January 2013 final version Page 9 of 15

temporary/fixed term employees casual workers apprentices interns and placements agency staff volunteers students. The system will be able to link with electronic staff files and export employee information into Word or Excel e.g. to facilitate analysis of information or mail merge. The range of data will include: Personal information - names forenames, surname, known as - address - contact telephone numbers - email address - emergency contact/next of kin - date of birth - national insurance number - evidence of right to work in uk/leave to remain and proof of identity - level of disclosure and barring check, date and reference number - relevant qualifications - equal opportunities monitoring data Assignment information - Contractual job title directorate/department/location line manager start date for employment and continuous service end date for fixed term contract contract type Pay - grade and grade step - basic salary to show both FTE and pro rata amounts for part time staff - allowances - overtime rates - work pattern - incremental date - pension scheme membership incorporating eligibility for auto enrolment Service record - probationary period and date of confirmation in post - record of signed policies e.g. IT, health & safety, code of conduct - record of opt outs for WTD - assignment history January 2013 final version Page 10 of 15

- disciplinary record - leaving date - reason for leaving. The system should support self service e.g. to change personal details, book time off and record absence. The system should enable alerts to be set up e.g. in relation to rights deriving from the AWR, monitoring periods or warnings, contract changes, review meetings. 5.3 document capture The system will be able to store key documents linked to individual employee records, e.g. pre employment checks, contracts, appraisals. 5.4 absence recording and management The system will be able to record and administer the following, wherever possible via self service: sick leave, incorporating pick list for reasons for absence and return to work interviews alerts linked to trigger points and occupational sick pay entitlements linked to length of service phased returns to work and changes to duties on medical grounds the system will be able to flag sickness absences related to pregnancy, disability or accidents/injuries at work annual leave maternity leave paternity leave parental leave compassionate leave paid or unpaid special leave other absence. 5.5 reporting The system will be able to generate a range of reports which can be generated and downloaded/exported into other applications including: response analysis of recruitment time and cost per hire analysis of workforce starters, leavers and turnover sickness absence analysed by individual, section, reasons, length of absence length of service reasons for leaving performance review outcomes. January 2013 final version Page 11 of 15

The system should enable the user to easily generate their custom reports. 5.6 recruitment The system should support online recruitment which can be accessed by both external and internal candidates: recruiting managers can select key information about their vacancy from pick lists to minimise error authorisation levels for recruitment built in applicant details stored and processed in accordance with data protection principles application form completed online automatic response generated on receipt of application and auto response to those not shortlisted key processes can be automated e.g. interview scheduling and invitations, reference requests, conditional offer letters and regret letters applicant tracking by hr and recruiting manager details of the successful candidate can be exported into the employee database. 5.7 salary administration The system will be able to support multi-company employers e.g. Horniman Museum and Gardens, Horniman Museum Enterprises, as well as different contract types e.g. full time, part time, term time only, annualised. The system will link with the payroll system to enable: input of changes in terms and conditions to generate the relevant salary calculation automatic payment of increments where specific conditions are satisfied payment of allowances linked to specific roles alerts regarding changes in pay e.g. half pay, lower rate smp pensions administration including auto-archiving administration of other benefits. 5.8 learning and development The system will support online booking for in-house training events, incorporating: line manager approval pre course requirements programme information to delegates post course evaluation. The system will be able to record and analyse: training undertaken by individuals, incorporating title of learning event, training provider, number of hours or days, date of event January 2013 final version Page 12 of 15

training undertaken analysed e.g. by section, corporate priority area, income stream cost of training events reminders of due dates for renewals or updates where applicable qualifications obtained where applicable. The system will be able to import data from the e-learning packages to track completion rates. 5.9 mail merge The system will enable selected employee details to be readily mail merged" into personalised communications e.g. letters, emails. 5.10 workflow management and triggering Through links to the relevant documents in Hornet and links to electronic staff files the system will enable: alerts and notifications of key events in the employee life cycle input of information or completion of forms online to generate the appropriate work flow, e.g. probationary review process, changes to terms and conditions. January 2013 final version Page 13 of 15

6 ICT requirements 6.1 operating requirements The system will be required to work in the following environment: the client side application should run on Windows XP, Windows 7 & Windows 8 operating systems self service module should be accessed via Internet Explorer 8 and above the server side application should run on Windows Server 2008 R2 Server operating system the server side of the application should be able to run on a Virtual or/and Physical Hardware environment if the supplier knows of any issues with the application when it is hosted on Virtual Hardware environment this needs to be disclosed. The supplied HR system will be required to do the following: integrate with Microsoft Active Directory service ability to push staff data into relevant fields in Active Directory store data in a SQL database and grant the Horniman access to this data if required the application will be required to have an Application Programming Interface (API) to allow 3rd Party or other Horniman Applications to interact with the HR System. User Authentication to supplied HR system: user authentication must be carried out by the Horniman Microsoft Active Directory Server users at the Horniman cannot have user credentials specific to the HR system, unless it is for administrative users. January 2013 final version Page 14 of 15

7 other services 7.1 data conversion The Horniman will need to convert existing mailing lists/groups to the new system. Sample data will be provided at the earliest opportunity to enable data mapping and conversion to take place. The supplier will be responsible for extracting data from the existing HR solution (with the help of the Horniman) converting and/or mapping the data as per the Horniman s requirements. 7.2 system configuration and testing The supplier should expect to be involved in the system configuration and testing stages. The supplier will provide a consultation service ( Business Process Mapping ) that will allow the supplied HR software to be best configured to suit the requirements of the Horniman. Suppliers are invited to propose a methodology/process for planning the system configuration and solving all system installation issues. The supplier will be responsible for installing and configuring the chosen application software and working with Horniman staff as necessary to ensure successful implementation. The supplier will assist Horniman staff with a range of acceptance testing of the HR system/software and correct any components that fail to meet the agreed specifications. 7.3 system training The supplier will be required to undertake system and user training prior to live operations. Training will be to a small team of users. Additional training will need to be given to the nominated system administrator. 7.4 system commissioning The supplier will be responsible for preparing the system for live use. January 2013 final version Page 15 of 15