Business Case Development for a HR & Finance System Solution with Benefits Assessment/Realisation

Tender description

Summary of the work Consultancy support to develop a fit for purpose Business Case including (Benefit Reliastion, Risks and Costing) for the procurement of a combined HR and Finance solution for the University. We are looking for organisations with the relevant in-depth sector experience. Expected Contract Length Circa 3 months or until agreed Business Case Document is completed. Latest start date Wednesday 31 October 2018 Budget Range Total budget for the contract is expected to be under the OJEU limit for services. Why the Work is Being Done Produce a Business Case for investment in new Finance and HR system(s) solutions. Outline business case has already produced, seeking expertise to develop business case ready for consideration by the University Executive Board from organisations with the relevant sector experience in the following key areas: - Identify and develop business benefits case (including ROI) - Highlight risks and challenges including organisational change - Review existing resource cost assumptions for validation - Estimated timescales and effort - Business design implications of the investment - Options for phasing dependent on prioritisation, budget and resources Fixed term project completion date end Q1 2019 Problem to Be Solved The University of Nottingham has campuses in the UK, China and Malaysia. The current systems are old and do not support the HR/Finance requirements of the University. Scope of the HR and Finance system(s) solutions is for our UK campuses and must be fit for purpose to support our 8,500 employees with flexibility to respond to increases in numbers including casual staff. Who Are the Users The key users for the business case will be the University Governance Board, Executive and Council. 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 An outline business case has been developed with high level assumptions. Existing Team Senior HR, Finance and Information Systems management team. Current Phase Discovery Skills & Experience • Have significant experience (in excess of 10 years) of developing business cases specificially related to HR & Finance system investment/change • Have significant experience (in excess of 5 years) of operating within the HE Sector • Develop the business case with significant and balanced experience of BOTH HR and Finance Systems/Business Change • Demonstrate proven methodology for approaching the strategic analysis of operational and technical (HR/Finance) departments in order to inform business change recommendations/return on investment opportunities • Demonstrate proven methodology for identifying business benefits of related system change • Evidence immediate access to a pool of consultants with the required experience, knowledge and proven ability to deliver the requirements within the stated timescales • Have an in depth understanding of HR and Finance operating environment • Must understand the HR/Finance System solutions market that is applicable to HE • Be able to provide examples of where previous HR/Finance Systems Business Cases developed have delivered measured ROI/achieved agreed KPIs • Have demonstrable experience of HR/Finance Systems procurement and implementation in large complex organisations in order to inform cost and resource assumptions. • Provide references from at least 3 large Instititions in the UK for whom you have developed HR/Finance systems investment business cases where investment requested was likely to exceed £5million. Nice to Haves • Able to evidence working in partnerships with other HE organisations • Able to evidence HR/Finance Systems Business Case development in UK HE Institutions (Preferable due to complexity of incremental payscales and multi-scheme pension arrangements operating in the UK HE sector) • Access to in-house expertise of HR/Finance System implementations, in order to evidence options outlined are grounded in implemented practice. • Able to provide an equality, diversity and inclusion statement which aligns with the values of the University of Nottingham Work Location University of Nottingham, Nottingham. Working Arrangments Due to the nature of the timebound aspects of the assignment, it is expected that the supplier will be working on-site with the business. Security Clearance No specific security clearance but adherence to UoN security and compliance standards Additional T&Cs Additional terms will cover: - Alignment with UoN's standard T&C's - GDPR - The requirement to cooperate with the UoN's other suppliers - Regular reviews at working and executive level No. of Suppliers to Evaluate 5 Proposal Criteria • Technical solution • How the approach or solution meets user needs • Mobilisation and implementation plan • How risks and dependencies have been identified and the offered approaches to manage them • Approach and methodology • Team structure • Estimated timeframes for the work • Value for money Cultural Fit Criteria • Work as a team with our organisation and other suppliers • Be transparent and collaborative when making decisions • Take responsibility for their work • Share knowledge and experience with other team members • Can work with clients with high & low technical expertise • Ensure that the IPR for all of the works created belongs to the University Payment Approach Fixed price Evaluation Weighting Technical competence 65% Cultural fit 10% Price 25% Questions from Suppliers 1. Does this engagement fall outside of IR35? Yes, this engagement is expected to fall outside of IR35 2. Please can you confirm if expenses can be billed for this project, or if they need to be included in the budget? All expenses need to be included in the budget/quote. 3. Questions 1 and 3 in the essential skills section are very similar, please can you clarify if the differentiator is you are looking for system change evidence in Q1 and business change evidence in 2?For reference:Q1 – Have significant experience (in excess of 10 years) of developing business cases specifically related to HR & Finance system investment/changeQ3 – Develop the business case with significant and balanced experience of BOTH HR and Finance Systems/Business Change Q1 is looking for extensive ‘business case development expertise’ in the HR or Finance system investment/change domain and Q3 is specifically addressing the ability of a supplier to provide evidence of significant experience of BOTH HR and Finance Systems/Business Change. It is the ability to evidence experience of developing ‘combined’ HR and Finance system/business change business cases which is being specifically sought in Q3, recognising the potential for this being one integrated change programme.