SAP Success Factors Implementation for EC, On-boarding/Off-boarding and Recruitment modules

Tender description

Why the Work is Being Done LCC currently deploy two Tier 1 ERP software solutions (Oracle e-Business Suite for Payroll and SAP for Finance and Procurement Services) resulting in a higher total cost of ownership. In December 2016, approval was granted to replace Oracle for Payroll with SAP HCM. This will enable the Council to rationalise two ERP systems into one integrated system for all of the above services, to assist in achieving its goals of; Improved self-service functionality to end users. Further business process efficiencies. Improved management information. Supporting new revenue generating opportunities by providing a flexible and agile solution for HRP. Problem to Be Solved After significant research and advice sought from various parties, it was decided that the Council would also procure the following SAP products for deployment in conjunction with SAP HCM; Success Factors - Employee Central, Recruitment and Onboarding. Which will be implemented in a core-hybrid configuration with SAP on-premise payroll As part of Collaborate2 (refer to existing team section) Salford City Council (SCC) will implement on-premise payroll, however neither Council have in-house experience or skills in the design, configuration or implementation of Success Factors (SF), therefore an external implementation partner is required for the 3 procured Success Factor modules. Who Are the Users LCC payroll department currently administers 19 different payrolls including; LCC (Internal), LCC owned local authority trading companies and external customers such as schools and academies; with total assignments around the region of 17.3k. All of whom will require self-service access to SF Employee Central. SF Recruitment will cover internal and external appointments on behalf of the Council and will be used by various Managers and Business Support Officers. The current recruitment system being replaced is Lumesse Talentlink Recruitment. SF On-Boarding will cover the same users as recruitment, however there is no current system in place to manage this process. Early Market Engagement A G-Cloud Framework contract was used to engage a third party to complete an initial HRP Self-Service assessment. During this assessment a number of different SAP products were significantly researched, which supported the Council's decision to proceed with the procurement of Success Factors Employee Central, Recruitment and Onboarding. For the implementation partner no extensive early market engagegment has taken place, however indicative costings were provided by the third party for each of the SAP products researched. Work Already Done The transformation programme for this HRP implementation has commenced, with SCC completing/commencing a number of key milestone activities. HRP blueprinting workshops were held over a number of months in 2017 that resulted in a very high level blueprint document to support the payroll build. The build has now been stopped to allow the engagement of the SF implementation partner, and a review to understand if the original solution will need to be adapted to fit with Success Factors. Upon engagement of a third party to complete the HRP Self-Service Assessment, further business requirements were also identified. Existing Team In April 2016 LCC and SCC founded Collaborate2, a local government collaboration to develop and manage a joined up SAP service. This allows the Councils to share infrastructure and support costs and utilise a pool of resources for skills such as technical development, thus reducing the reliance on third party partners. In addition to the SCC project team, the implementation partner will also be required to work with the in-house Oracle system team, and a dedicated project team made up from Payroll, Pensions and Human Resource Specialists. Current Phase Discovery Work Location Cunard Buildings Water Street Liverpool L3 1DS Working Arrangments The implementation partner can be a mix of onsite and offsite resources but must have a dedicated full time resources on-site as required at Cunard Buildings to work face to face with the dedicated project team, throughout the term of the project. Security Clearance No specific security clearance requirements, however the partner would need to comply with the Council's Data Protection and Privacy Policies. Additional T&Cs 1. The Price will be all inclusive. No Travel and other expenses will be paid separately. 2. Payments will be based on delivery milestones to be suggested as a part of proposal and to be agreed during contract sign-off phase. Skills & Experience Have minimum experience of three end to end referenceable implementations of Success Factors - Employee Central, Recruitment and On/Off-Boarding (Case Study for each) Demonstrate proven track record of successful implementations and transformation projects for HRP. (Written response max 500 words) Ensure that at least two consultants working on this project are trained and certified through the applicable SAP standard certification program for each SFSF Modules. (Work History/CV) Evidence how they maintain high professional and implementation quality standards during design and implementation engagements. (Written response max 500 words) Evidence how they successfully help customers define and implement change management processes to successfully deliver HRP transformation projects. (Written response max 500 words) Provide examples of how they contribute to the implementation of HRP transformational opportunities such as automation or streamlining of business processes. (Written response max 500 words) Demonstrate excellent written and verbal communication skills to document the various stages of the project in detail. (Written response max 500 words) Demonstrate ability to deliver solution walkthroughs to end users, senior management and key stakeholders. (Written response max 500 words) Have experience in providing appropriate knowledge transfers, training re-enforcement, shadowing and cross skilling to in-house system support teams. (Written response max 500 words) Provide longer term support enablement including three month post Go-live stabilisation/bedding-in support, to ensure the in-house team have the appropriate assistance. (Written response max 500 words) Have experience of implementing a HRP transformation project within a local government authoritiy. (Written response max 500 words) Demonstrate experience in using different data migration strategies to SAP SFSF modules and SAP Payroll ideally involving migration from Oracle E-Business Suite. (Written response max 500 words) Nice to Haves Evidence working with a SAP hybrid solution of on-premise payroll and SFSF modules. (Case Study) Evidence of successfully delivering a project replacing Oracle e-Business Suite HCM with SAP HCM or SFSF modules. (Case Study) No. of Suppliers to Evaluate 5 Proposal Criteria Solution, approach and methodology for delivering the project, including meeting users needs and Council's policies and goals. (Written proposal) 35% Proposed phases and estimated timeframes for the work broken down by key milestones. (Written proposal) 20% Risks and dependencies, and approaches to managing them within the project. (Written proposal) 10% Overall team structure and capability including responsibilities of LCC/SCC team during the implementation project. (Written proposal) 5% Post Go-Live support, knowledge transition and team enablement approach once Implementation phase complete (Written Proposal) 5% Cultural Fit Criteria Working as a team with our organisation and other partners to form effective working relationships. (Presentation) 1% Challenge the status quo, including the approach and reasoning why. (Presentation) 1% Transparency and collaborative working in relation to the project. (Presentation) 1% Knowledge and experience sharing with the project team and other key stakeholders. (Presentation) 1% Evidence how the approach or solution meets the Council's policies and goals. (Presentation) 1% Payment Approach Fixed price Assessment Method Written proposal Case study Work history Reference Presentation Evaluation Weighting Technical competence 75% Cultural fit 5% Price 20% Questions from Suppliers Budget range the council has a pre-approved budget to cover the summary of work and 3 months post go-live support.