C19901 College of Policing (CoP) ERP Implementation

Tender description

Summary of the work A delivery partner is required to design, plan, support and implement the on-boarding of the CoP onto Home Office's Oracle SaaS ERP platform (Metis) including transfer of knowledge and information post Go Live to the CoP. Expected Contract Length 12 months Latest start date Monday 8 February 2021 Why the Work is Being Done The current College of Policing (CoP) ERP system (SAP) is in need of replacement. The core SAP system and the underpinning operating and database systems are currently ‘out of support’. The CoP will on-board onto the pre-existing Home Office Oracle SaaS ERP system (known as Metis). The Home Office requires a delivery partner to bring the CoP organisation onto the Metis Service. CoP is an arms length body of Home Office. Problem to Be Solved A delivery partner is required to design, plan, support and implement the activities to migrate the CoP organisation onto the HO Metis Solution including the embedding of the Shared Services. Transfer of knowledge and information post Go Live to the CoP, Home Office internal team and incumbent BPO and ITO service providers. The high level activities to include but not limited to; Data Migration and Transition of existing CoP legacy HR, Finance, Payroll, CX and Data & Analytics services the College onto the Metis platform, ensuring no impact to the existing HO operations. Additional PaaS extensions to be confirmed (1 interface, and 1 CX form). Existing Metis integrations relevant to CoP will be utilised and verified they can operate for the CoP and there is no impact to the existing HO services. The test phases include separate PCT and UAT test. Integration of the CoP intranet site and knowledge base within the CX solution. Transitioning of CoP HR, Procurement and Finance services to operate within the HO Shared Services model. Ensure data is correctly segregated within the HO Metis solution for each department through configuration and provisioning of suitable roles. Who Are the Users The Home Office is the government department responsible for UK's borders and homeland security. The College of Policing is an Arms Length Body of the Home Office and a Company Limited by Guarantee. There are c.600 staff that work within the College and will access the Metis system. The majority of staff will be general users. There will be a smaller number of c.100 user across the finance, procurement , HR and reporting functions that will make more intensive usage of the system. The CoP will use the HO Metis platform and the shared service. Work Already Done The Home Office in collaboration with its internal suppliers and the CoP carried out a due diligence exercise between November 2019 and March 2020 to ascertain the compatibility of the CoP organisation to use the Metis system for its corporate services function. This due diligence exercise was supported by the Home Office's Shared Service and system support suppliers. The outputs from this exercise helped to form the Statement of Requirements. Existing Team The following Home Office parties are involved in either supporting or delivery of the on-boarding the CoP onto the Metis Solution: Home Office internal Metis Team Home Office ITO supplier CoP team CoP suppliers Home Office BPO supplier Current Phase Not applicable Skills & Experience • Demonstrable experience of Oracle SaaS ERP implementations for public or private sector organisations with a similar size (c35,000 users) and scope HR, Finance, procurement, CX and Data & Analytics • Demonstrable experience of Oracle SaaS Implementation approaches covering planning of end to end delivery, project management, governance, business change processes and risk management. • Demonstrable experience of Oracle PaaS/IaaS Integration work and SaaS Data Migration activities, transformation, mapping, reconciliation approaches, reporting tooling and testing • Demonstrable experience of working with Oracle SaaS vendor(s) and third parties, working collaboratively with Oracle, incumbent support service providers, BPO shared services • Demonstrable experience Oracle SaaS Payroll implementation experience, including integration with pension providers and implementing a new payroll and execution of parallel comparison test activities • Demonstrable experience of knowledge transfer to incumbent service provider and hyper care arrangements post go-live • Demonstrable experience of working collaboratively with an in-house project team to establish requirements, develop creative design solutions and to promote knowledge transfer. Nice to Haves Possess Oracle Partner accreditation at Gold Level in relation to the relevant Oracle Products Work Location The Home Office technical team will be based in 8th floor, Lunar House, Croydon. During COVID -19 work will be expected to be carried out remotely. Working Arrangments The supplier will work as part of a project team, led by the Home Office which includes a mix of its supplier, staff and staff from the CoP. The supplier will attend and contribute to weekly project governance meetings, though communication tools such as Skype for business, and if possible, through face to face meetings. Security Clearance A minimum of SC security clearance or be willing to obtain SC clearance. Additional T&Cs 1.Travel expenses are payable for journeys outside the M25 (for Greater London based SOWs) or for journeys greater than 10 miles of other SOW base locations, where approved in advance by the customer and in line with HO Travel policy (subsistence is not payable). 2. Professions rate caps will be applied to all standard roles at all SFIA levels. SFIA 1, 2,6 and 7 levels are not required. 3. Maximum sub-contractor margin caps will be applied. 4. Individual SOWs may be required at fixed price, T&M or capped T&M. No. of Suppliers to Evaluate 4 Proposal Criteria • Technical Solution • Approach and Methodology • Team structure, skills and expertise including RACI • Risks, Dependencies and Mitigation (RAID log) • Testing Approach • Estimated time-frame and plan • Data Migration Approach • Value for Money • On-boarding payroll and approach to payroll comparison testing • Integrations of Oracle SaaS including Oracle IaaS and PaaS platforms • Compliance with requirements • ISO/IEC Q7001 Cultural Fit Criteria • Demonstrable experience working within a collaborative multi-disciplinary team in a multi-supplier environment • Demonstrable experience in quickly joining a team and understanding user needs to maintain project momentum and continuity Payment Approach Capped time and materials Assessment Method Presentation Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. Are you able to share at this stage what the expected budget range will be? The Home Office will not be sharing budgetary information at this stage. 2. Is College of Policing being onboarded to Metis or is the entire Home Office being onboarded to Metis? The College of Policing organisation ( c650 staff) are on-boarding to the Home Office Metis Solution. 3. Are you able to confirm the number of users at circa 35,000 as elsewhere 600 staff accessing Metis is mentioned? The Home Office has 35,000 users using the Metis Solution. The Home Office is looking to add another 650 users from the College of Policing. 4. Can you please share the anticipated budget for the 12 months of the contract? The Home Office will not be sharing budgetary information at this stage. 5. There is no reference to contract value in the documentation released for this opportunity. Are you in a position to provide these details or will this be released at the next stage of the procurement process? The Home Office will not be sharing budgetary information at this stage. 6. Can the College provide details of the supplier partner the successful bidder would work with? Details of the Managed Service Providers will not be shared at this stage. 7. Could you please make available the profession rate caps to all standard roles at SIFA levels; as this approach potentially by-passes our rate card we declared when awarded a place on the framework? Information regarding the profession rate caps will be shared in the next stage. 8. You state levels 6 and 7 are not required, but are indicating that work will be awarded on either a Capped T&M or Fixed Price basis. Consequently, this needs a component of executive management to provide governance oversight. The project will have a Senior Sponsor who will have oversight of the project from within the Home Office. Further details of what will be expected will be shared at the next stage. 9. Could you please make available your maximum sub-contractor margin caps? Maximum sub-contractor margin caps will be shared at the next stage. 10. One of the evidence questions asks if you have undertaken an implementation of greater than 35,000 users? Could you please provide some insight into this requirement, as the College of Policing we are onboarding around circa 650 people, and an even smaller number of professional users around 100? Whilst the migration is of 650 users, the Home Office is seeking a technical partner that has delivered to an organisation of similar size and a system of similar complexity to ensure minimal impact and disruption to the existing users. 11. Can we use our own supply line of sub-contractors to demonstrate specific expertise and also meeting the 35,000 user requirement? Yes. The requirement is to on on-board c650 users from the College of Policing. 12. Please provide any details of SAP ERP Systems that need to be migrated. R3HR ProcessingOrganisational DataFinancial ProcessingPurchasing ProcessingProject ProcessingUser Administration ControlAuthentication MasterLicense AdministrationSystem MonitoringBPShopping cart processingCart approvalsGoods ReceiptingPortal & ITS/WebWeb interface for R3 - ESSWeb interface for EBP - SRMCGI Payroll HR Access Databases (Recruitment database, vetting database)R/3 Enterprise 4.7 ext110• EBP 3.5 with SRM 2.0• Enterprise Portal 6.0• ITS Servers 6.20 (x 2) 13. Any Historic data needs to be migrated into the Oracle system? DM Principle is to Migrate Limited history . Full history will be available within the reach back solution (historical data archive).General Guidence is financial history to support accounts production, open financial and procurement transactions, HR current and a year of historic employee details and Payroll data and associated dependent structures. The supplier will be expected to define the migration strategy with CoP and HO aligned to the existing HO Data Migration Strategy. 14. Is there any incumbent that is currently responsible for SAP system? Details of the SAP support provider will not be shared at this stage. 15. Any indication of budget? The Home Office will not be sharing budgetary information at this stage. 16. In the “Problems to be solved” section, you have indicated that the test phases will include separate PCT and UAT test. Please confirm that you need us to showcase this experience under any one of the “Essentials skills and experience” asks e.g. SaaS implementation or PaaS/IaaS integration? The Home Office wishes the Potential Provider to showcase their skills and experience of SaaS Implementation within the appropriate essential skills response.