Oracle Cloud implementation for HR, Recruitment, Payroll and Expenses

Tender description

Why the Work is Being Done The new Information Systems (IS) Strategy states as its aim that the University move to a digital, business-led service ensuring resilient, user-orientated business and management information systems which support efficient and effective operations. It identifies the implementation of a digital Enterprise Resource Planning capability as one of its priority activities to achieve this and to support driving efficiencies and reducing shadow activity in Professional Support Services. The current HR, Recruitment, Payroll and Expenses system is out of contract in September 2019 so a replacement for this is required in this timeframe. Problem to Be Solved The current HR, Recruitment, Payroll and Expenses system is out of contract in September 2019 so a replacement for this is required to replace this in this timeframe. There is currently a fragmented digital systems landscape creating a burden for system integration. Durham University currently uses Oracle E-business Suite (EBS) as its core finance system, a procurement module from WAX Digital and an HR, Recruitment, Payroll and Expenses system from Core International. These systems have digital interfaces to other core University applications. This existing systems landscape is preventing Durham University from realising potential process efficiency improvements. Who Are the Users As a professional support service staff, I need to be supported by digital solutions that deliver the required functionality using best-practice processes, automation, self-service with a good user experience and a single master data source, so that manual interventions can be avoided to drive efficiencies. Early Market Engagement A review has been undertaken of the various digital contracting options available through government frameworks and The Crown Commercial Service (CCS) has been consulted to gain market insight. With CCS guidance it has been agreed that the Digital Outcomes and Specialists 2 Framework Agreement (DO2) is an appropriate procurement mechanism. Informal market sounding has identified that use of DO2 will give access to a number of candidate suppliers. Work Already Done The decision has been made to use the Oracle Cloud product and licenses are available to test and assess. Initial assessment of the as-is and to-be landscapes has been conducted and this information will be provided in the tender document that will be issued to shortlisted suppliers. Existing Team Key posts are filled on an interim basis with recruitment of a Programme Manager and a Project Manager being finalised. Governance has been established with a fortnightly Working Group. Plans for the backfilling of staff are in place which will likely include HR and Payroll specialists, technical specialists and business analysts. Current Phase Not started Work Location The expectation is that the work will take place at Durham University. Working Arrangments The ways of working are still to be determined and Durham University are happy for responses to suggest what suppliers believe will be the most effective and appropriate approach. It is likely that this will include working onsite for the majority of the time for face to face meetings etc. Security Clearance No specific security clearance but adherence to Durham University security and compliance standards. Additional T&Cs Additional terms and conditions will cover: - GDPR - The requirement to cooperate with Durham University’s other suppliers - An appropriate set of KPIs - Regular reviews at working and executive level - Requirements for innovation and continuous improvement Skills & Experience Have skills and experience designing and integrating Oracle Cloud solutions and Fusion modules e.g. HCM Have skills and experience configuring and developing Oracle Cloud solutions Have skills and experience developing the technical integration between Oracle Cloud solutions and the wider systems landscape Have skills and experience testing Oracle Cloud solutions Have skills and experience transitioning and migrating to Oracle Cloud solutions Have skills and experience supporting the required process-level business change related to Oracle Cloud solutions, aligning end-to-end, cross-functional processes with Oracle functionality Have skills and experience supporting the associated training and communications related to Oracle Cloud solutions Have skills and experience implementing Oracle Cloud solutions that support the use of casual workers (e.g. providing timesheet data automatically or integrating with appropriate solutions) Have skills and experience implementing Oracle Cloud solutions in phases (e.g. HCM followed by ERP) and therefore the interim integration required Please note: Oracle Cloud solutions primarily relates to the HCM and Payroll modules to cover the required HR, Recruitment, Payroll and Expenses functionality Nice to Haves Oracle SaaS Implementation Services Partner (Platinum or Gold) Have experience implementing Oracle Cloud solutions at Higher Education organisation(s) Have skills and experience implementing Oracle Cloud solutions that support Higher Education reporting requirements (e.g. HESA) Have skills and experience implementing Oracle Cloud solutions that support Higher Education academic recruitment requirements Have skills and experience implementing Oracle Cloud solutions that integrate with Higher Education systems (e.g. student management, research and grants management, events and conferences management, alumni management etc.) No. of Suppliers to Evaluate 5 Proposal Criteria Technical expertise (35%) Implementation plan including approach and estimated timeframes (20%) Team structure and skills, including CVs (5%) How they've identified risks and dependencies and offered approaches to manage them (5%) Cultural Fit Criteria Management of team and working practice(s) including attending and supporting governance meetings (4%) Collaboration with other supplier(s) (4%) Working in a university environment (4%) Recruitment and retention, training and on-boarding of personnel (3%) Payment Approach Fixed price Assessment Method Written proposal Case study Work history Reference Presentation Evaluation Weighting Technical competence 65% Cultural fit 15% Price 20% Questions from Suppliers Budget range