SS16085 Human Capital Management System Implementation

Tender description

Summary of the work Kent County Council are looking for an Implementation Partner to configure and deploy an Oracle Fusion HCM Talent Management System and provide the following services: o Migration o Business Adoption o Support. KCC will procure the Oracle Fusion Software/Licensing via a separate G-Cloud procurement exercise. Expected Contract Length The contract length with depend upon the agreed Implementation Plan Latest start date 01/05/2017 Why the Work is Being Done KCC are looking for an Implementation Partner to configure and deploy an Oracle Fusion HCM Talent Management System. KCC's Finance and Procurement Division is currently undertaking a major restructure and needs to change the way it works to deliver £1.5m - £2.0m savings for 2017-19. This restructure exercise is due to be completed by April 2017. Performance Management is a key aspect including the procurement of a Human Capital Management System to support delivery of the objectives of the Division/Team/Individual whilst providing visibility of performance during the year. It would also support staff development and formalise the succession planning process. Problem to Be Solved KCC are looking for an Implementation Partner to configure and deploy an Oracle Fusion HCM Talent Management System. The solution will initially need to accommodate 500 users, but must be scalable to take up to 10,000 users if decided to deploy the solution to the entire KCC staff population. As a minimum, the proposed solution must offer the following modules: o Goal Management o Performance Management o Talent Review o Succession Planning. The Implementation Partner will need to provide the following services. o Configuration o Implementation/Go Live by 1st July 2017 o Migration o Business Adoption o Support. Who Are the Users As a KCC Finance Manager, I need to use the HCM System to record staff objectives, outcomes of staff appraisals and generate reports, so that there's consistent recording and easy visibility of performance throughout the year and to support succession planning. As a KCC Finance member of staff, I need to use the HCM System to view my objectives so that I view my appraisal record, record my input into the appraisal process and keep track of my progress against targets. Work Already Done KCC have undertaken a search and shortlisting process for the software element of the requirement using the G Cloud framework and has identified the Oracle Fusion HCM Talent Management System ('Fusion Human Capital Management Base Cloud Service') as meeting it's requirements. KCC will procure any Oracle Fusion Software/Licensing via a separate G-Cloud procurement exercise. Existing Team The supplier will be working with the KCC Project Team, consisting of personnel from Finance, ICT, HR, Learning & Development and Procurement. Current Phase Beta Skills & Experience • Experience of successfully implementing a Human Capital Management/Talent Management System in a large organisation • Experience of configuring a Human Capital Management system to meet the Council's operational requirements • The team who will be deployed on the project must be qualified to PRINCE 2/APM certified • Experience of deploying Cloud based solutions • Experience of configuring and implementing Oracle Fusion software Nice to Haves Experience of delivering similar technologies to Local Authority customers Work Location Kent County Council Sessions House County Hall Maidstone Kent ME14 1XQ Working Arrangments The supplier will have the option to work remotely. The supplier will be required to provide training on-site at County Hall, Maidstone and attend meetings on-site as required. Additional T&Cs This contract will be let using the standard call-off terms and conditions for the CCS Digital Outcomes Framework. No. of Suppliers to Evaluate 5 Proposal Criteria Documentation detailing the Council's requirements can be found by accessing the link https://www.dropbox.com/sh/bpdouokfso0599b/AACG-nugx4qVz68JUhnjgqGQa?dl=0 Cultural Fit Criteria Documentation detailing the Council's requirements can be found by accessing the link https://www.dropbox.com/sh/bpdouokfso0599b/AACG-nugx4qVz68JUhnjgqGQa?dl=0 Payment Approach Fixed price Evaluation Weighting Technical competence 60% Cultural fit 5% Price 35% Questions from Suppliers 1. Please confirm that pricing is not confirmed at this stage and that the only questions suppliers are evaluated against in the 4th April submission are responses to the following questions: Experience of successfully implementing a Human Capital Management/Talent Management System in a large organisation Experience of configuring a Human Capital Management system to meet the Council's operational requirements The team who will be deployed on the project must be qualified to PRINCE 2/APM certified Experience of deploying Cloud based solutions Experience of configuring and implementing Oracle Fusion software Experience of delivering similar technologies to Local Authority customers. Yes, that’s correct. Suppliers will be shortlisted based upon the evidence submitted within their response to support that they meet the essential and nice-to-have skills and experience and also whether they can start work by the latest start date published within the opportunity. The shortlisted suppliers will then be invited to submit a written proposal, case studies and price. Price will then be evaluated as part of the evaluation stage, together with written proposal and case studies. 2. What is the current Core HR system at Kent County Council? Please share the current HR system/application landscape Does Kent County Council plan to retain current Core HR system or have Oracle HCM Cloud as the new Core HR system? What are the migration requirements from Core HR system perspective? Is there any historical employee data to be migrated? Does Kent County Council use any talent management system currently? Current HR system: Oracle HR (e-business suite)KCC plans to retain the current HR platform, with HCM as a separate entity purely for Talent Management.Historical data: Options for migration of staff data should be presented by the successful bidder during the design/configuration phase.Current Talent Management: KCC does not currently utilise a talent management system 3. Please explain what is meant by "bidder to carry out a discovery/engagement exercise" mentioned in Tech Comp (Adopt&Train) sheet. Does Kent County Council expect this activity to happen separately before the implementation or can this activity be part of the implementation covering the adoption strategy and enablement? KCC would expect the bidder to engage with the service to ascertain any configurational requirements (by discussing work flows, business practice etc). This could occur at any point during the implementation phase. 4. 1) What are the migration requirements from talent management perspective? 2) Is there any historical talent data to be migrated? 3) What are the driving factors for the implementation date of 1st July 2017? 4) Is it flexible? 5) Are there any inbound and outbound integrations to be considered in scope with Oracle Talent Management cloud application? Please provide details. 6) Is Single Sign On expected for Talent Management cloud application? 7) If yes, what involvement would Kent County Council expect from the implementation partner to enable SSO? 1) No migration required as there is no current Talent Management System in place. 2) No. 3) The Finance Function has implemented a new structure with effect from 3rd April. Leading up to this the function has been developing a Performance and Talent Management Strategy which requires a HCM System to help facilitate it’s implementation. 4) Given the importance of the new system there is limited flexibility in terms of weeks rather than months given that but then the new structure will have been live for three months. 5) No 6) No. 7) N/A 5. You've stated that the supplier would have to provide training on-site, could let us know the number of anticpated users that will be trained? Approximately 25 users will need to be trained by the supplier. The Council is considering using the train-the-trainer model to train the remaining users internally. 6. Could please let us know more about the evaluation process for this bid? When do in intend to get back to shortlisted suppliers and those not shortlisted? The Council intends to invite shortlisted suppliers to submit their written proposals, case studies and pricing during the week commencing 17th April 2017. Shortlisted suppliers will then be required to submit their written proposals, case studies and pricing by 11:59pm on Wednesday 26th April 2017. The Council intends to evaluate responses received from shortlisted suppliers on 27th and 28th April 2017.