Payroll e-forms

Tender description

Payroll sits within the Employment Services Division of NWSSP and is responsible for managing Payroll on behalf of all Health Boards & Trusts within NHS Wales for 125,000 employees. Therefore, Payroll is a critical service for the NHS, ensuring that Health Professionals are paid on time within a demanding Health Care Sector. The service uses the ESR Payroll system but currently manages changes to the payroll via macro enabled spreadsheets that have been in place for several years. Since the introduction of Microsoft 365 into the organisation, this system has not been as effective as before. Consequently, the Project Team would like to explore alternative options in the marketplace to develop the service over the next five years by taking advantage of new software & technological advancements. Lot 1: Payroll sits within the Employment Services Division of NWSSP and is responsible for managing Payroll on behalf of all Health Boards & Trusts within NHS Wales for 125,000 employees. Therefore, Payroll is a critical service for the NHS, ensuring that Health Professionals are paid on time within a demanding Health Care Sector. The service uses the ESR Payroll system but currently manages changes to the payroll via macro enabled spreadsheets that have been in place for several years. Since the introduction of Microsoft 365 into the organisation, this system has not been as effective as before. Consequently, the Project Team would like to explore alternative options in the marketplace to develop the service over the next five years by taking advantage of new software & technological advancements. Payroll changes are managed using the following forms:- - New starter / Terminations form - Timesheeting - Staff movement advice - Overtime / additional hours worked The Project Team would like to see the following features for the e-forms described above demonstrated on the Supplier Demonstration Day. 1. Cloud based solution. 2. Solution that is compatible with Microsoft 365. 3. Solution with functionality to integrate via API with Oracle, ESR & Trac. 4. Built in Security and restrictions to a group of staff. 5. Functionality to export to Excel, Word, PDF. 6. Portal base functionality. 7. High levels of security standards (extremely personal data held on forms). (Mention GDPR?) 8. Daily data extraction to the files. 9. Built in hierarchy system. 10. Automated access password system. 11. Tracking functionality with a tram line service to see where change is in the system. 12. Allocate change to a member of the team. 13. Mandatory fields. 14. Compliance with Banking regulations for Bank Account. 15. Ability to split the form on submission to different departments. 16. Be standalone when required for external partners. 17. Built in workflows. 18. Functionality to send automated emails to other departments on Terminations. The e-forms should include the following key features for timesheeting:- 1. Ability to produce timesheet for the manager. 2. Ability to select staff from hierarchy in ESR. 3. Built in workflows. 4. Incorporate built in rules. 5. Workflow notifications. 6. Functionality to: a. Recall timesheets. b. Resubmit timesheets. c. Input figures & dates. d. Enable Managers to retrieve submitted timesheets. 7. Tracking functionality for both Payroll & the NHS Manager. 8. Reminders & nudges to Managers. 9. Incorporate mandatory fields. 10. Ability to input figures & dates. 11. The ability to have a blank version for external partners. . 12. Direct interface via API into ESR. 13. Ability to extract data via generic interface. The e-forms are required to hold the following data:- 1. Title 2. First Name 3. Last Name 4. NINO number 5. DOB 6. Address 7. Contract details 8. Telephone Numbers 9. Manager Name 10. Salary Bandings 11. Bank Account Details 12. Termination Date 13. Reason for Change/Termination 14. Destination on Leaving 15. Annual Leave Entitlement to be paid recovered Additional information: The supplier demonstration day is expected to take place via Microsoft Teams on Friday 15th October. Suppliers should contact Michael.Veasey@wales.nhs.uk to arrange a suitable time.