Historic Environment Scotland - Oracle Cloud Platinum Implementation Partner

Tender description

Why the Work is Being Done HES intends to implement a Corporate Management Information System (CMIS) which will enable strategic and operational decisions to be taken based on current and consistent information. In addition to meeting core functional needs, the system will also be a key element of HES’s on-going cultural change programme to drive modernisation and efficiency across the organisation. We expect to achieve this through a cloud based ERP system. We expect to conclude procurement in November. We are planning to move into implementation from January 2019, and would expect the implementation partner to deploy resources at that time. Problem to Be Solved CMIS will improve business performance by: • Providing one single source of information, accessible by all users; • Producing timely information to inform agile decision making and efficient use of resources; • Enabling staff to input their own HR information, at their own location (for example: annual leave, submitting expenses); • Managers can directly manage their budget planning and forecasting; • Increased accuracy of financial and HR data, reduce manual checks and reconciliations; • Enabling capacity within HR, Finance, Corporate Analysis and Performance, to focus on professional advice and guidance so that key strategic priorities can be planned and delivered. Who Are the Users There are a range of users and requirements across the organisation. We are treating the project team as the user for this purpose. So, as a project team, we need to work with a specialist and experienced Oracle Cloud Platinum partner so that we can deliver Oracle Cloud HCM, Payroll, and ERP. Early Market Engagement We have attended events run by potential implementation partners and spoken to partners at commercial/professional exhibitions. We have also engaged with other Scottish and UK public bodies to gather intelligence around the market. Work Already Done Existing Team The project team is drawn from all of the key functions - HR, Finance, Corporate Analysis and Planning. We have outlined additional project resource requirements (including business analysts, communications, and systems admin) and are currently seeking approval to source these. We have a project manager and project support in place. Current Phase Not applicable Work Location The project will be based at Longmore House, Edinburgh, EH9 1SH. However, we will be guided by the implementation partner as to where members of their team will be based. We will expect a regular presence from the supplier's project manager and key staff, in Edinburgh, to work with users and drive change as required. Working Arrangments We want to adopt a collaborative and change-focused approach with the implementation partner, who needs to have a consistent skillset across all of its team which includes strong stakeholder management and business change, in addition to their core technical skills. The supplier should supply project management with respect to their team's delivery, and this person should have a close working relationship with the HES project manager. Security Clearance All resources must be BPSS (Baseline Personnel Security Standard) compliant or equivalent (or prepared to undergo clearance process prior to commencement of work). Additional T&Cs Named team members listed in contract. Assurance that supplier can commit resources across the whole timeframe. Agreed approach to substitution/removal/addition of resources. Agreed overall supplier project governance including e.g. project management (including risk and issues management), escalation process, payment milestones, quality plan. Skills & Experience Experience of implementing the full set of Oracle Cloud elements that we will be implementing. Experience of completing an integrated Oracle Cloud implementation (i.e. ERP, Payroll, and HCM) Experience with similar organisations - sector, and where we currently are in terms of moving from out-of-date systems to new ERP Business change management skills and experience including experience in stakeholder communication. Experienced in effecting knowledge transfer to client teams. Nice to Haves No. of Suppliers to Evaluate 3 Proposal Criteria Approach and methodology Estimated timeframes Team structure Identify risks and dependencies, and approaches to manage them Cultural Fit Criteria Work as a team with our organisation and other suppliers Be transparent and collaborative when making decisions Payment Approach Capped time and materials Assessment Method Written proposal Case study Work history Reference Presentation Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers Budget range