Software package and information systems

Tender description

About the contracting authority — circa 4 000 employees plus a large number of hourly-paid staff, — four academic faculties (subdivided into schools and/or departments), — four chief officer professional services support areas, — individuals from over 70 countries. Employee and worker engagements include: — salaried, on or off incremental pay scales, — paid monthly based on hours worked, — entitled to contractual allowances, overtime or other premium rates, — term-time work, — compressed or non-standard work patterns. Employees and workers: — may have multiple, concurrent forms of engagement, including staff who hold a main salaried appointment and engage in additional paid work, — may be engaged to work throughout the year on several discrete assignments, — bulk pay increases result from pay award changes, annual incremental progression and performance review activities, — maintains several relevant occupational schemes (in addition to applicable statutory schemes) that supersede statutory entitlements for eligible staff, for example relating to allowance for holidays, sickness, and families. Three pension schemes: — Universities Superannuation Scheme (USS), — Local Government Pension Scheme (LGPS), — the Scottish Teachers Superannuation Scheme (STSS). Legislative requirements, as relevant to HR and Payroll/Pensions compliance: — UKVI compliance in respect of right to work in the UK (notably non-EEA sponsored staff and student workers), — HMRC, — Data Protection. The contracting authority is seeking to replace its current in-house HR and Payroll system with an effective and efficient solution that meets our current and future requirements with regard to Human Resources Management, Payroll and Pensions, in a secure, dependable and compliant manner. The system must provide comprehensive self-service functionality for staff and managers, including real-time management information and reporting (e.g. absence management, talent management), and be mobile optimised to support an increasingly agile workforce. Scope: — a Cloud based, Software-as-a-Service offering that meets the Contracting Authority’s detailed requirements, — implementation services, — consultancy across various implementation topics when and if required, and participation in business change activities, — training, — ongoing maintenance and support, — perpetual compliance with Scottish and UK legislation, as applicable. The anticipated start of the project’s implementation phase is the first quarter of 2021, with delivery of core HR/Payroll functionality and associated interfaces/integration by quarter two of 2022, and further functionality deployed by quarter two of 2023. Recruitment and applicant tracking functionality will be evaluated with the main tender, however this will be considered as an optional phase, allowing the contracting authority to decide whether or not to implement, dependent upon product functionality and cost effectiveness. We will require the supplier to provide a dedicated project manager and project team that has relevant experience delivering this type and scale of project, who will participate in end-to-end delivery and collaborate with the contracting authority throughout. The supplier’s project manager and team are expected to work from the location of the contracting authority as required. Streamlining of business processes is an essential outcome for this project and significant business change activity will complement system deployment. We shall therefore require the supplier to collaborate with our business change manager in this regard and on designing the future operating model, inclusive of support and training. Due to character restrictions imposed by the advertising portal, potential candidates should refer to the description provided within Section 2.1 of the Invitation to Participate document, which is provided, free of charge, via the e-Tendering System. Section 2.1 of the Invitation to Participate document details: — the requirement, — the environment, — the product, — the project.