Oracle Fusion Payroll Testing and Support Services for West Sussex County Council

Tender description

Pre-market engagement None Work done so far The Council is working with its Oracle Implementation Partner; Infosys Limited. The Programme commenced in November 2024. There is a planned phased go-live for the Oracle system. Phase 0 – EPM Budgeting by 15 September 2025 followed by a 3-month hypercare period Phase 1 - Finance and Procurement by 15 December 2025 followed by a 3-month hypercare period Phase 2 - HR, EPM Forecasting and Payroll by 07 April 2026 followed by a 3-month hypercare period The Council has completed the Planning, Discovery and Modelling Phases and is currently in the Realisation Phase for all modules. The aim of this phase is to build, develop and test the solution as an integrated business solution. This will create an environment that is based on real business scenarios. Which phase the project is in Alpha Existing team Internal: The Council’s Implementation Oracle team is fully resourced and the Programme Governance structure is live. External: The Council has partnered with Infosys Limited to deliver the technical and business change elements of the implementation. Address where the work will be done The delivery team is based at County Hall, West Street, Chichester, West Sussex. PO19 1RG. The expectation is that most of the work will be carried out in a hybrid way with requirements for on-site and off-site work depending on the nature of the activity. Specific requirements for on-site working will be detailed in each SoW. Working arrangements The expectation is that most of the work will be carried out in a blended way with requirements for on-site and off-site work depending on the nature of the activity. MS Teams will be the collaboration tool and Sharepoint access can be organised to support joint working. Bidders are able to suggest tools and accelerators that will support activity as part of their bid whilst being clear on how they will be administered and how the charging will work. The Council’s Values, Behaviours and Expectations document is available here: https://www.westsussex.gov.uk/media/16024/vibe.pdf The Buyer considers this requirement and subsequent call off arrangement as written to fall within the scope of the IR35 legislation as long as the Services described are delivered and performed in accordance with the Order Contract. Provide more information about your security requirements: No security clearance needed Latest start date 2025-09-01 Enter the expected contract length: 1 year Extension period: 1 year Special terms and conditions None Are you prepared to show your budget details?: Yes Indicative maximum: 300000 Indicative minimum: 0 Provide further information: The contract has a capped value of £300,000. Pricing shall be agreed on a Statement of Work basis. Capped Time and Materials (CTM) shall be the default pricing mechanism. Confirm if you require a contracted out service or supply of resource Supply of resource: the off-payroll rules may apply Summary of work West Sussex County Council is undertaking the implementation of Oracle Fusion Payroll to enhance its payroll processing capabilities. To ensure a successful transition, the Council seeks to engage a third-party to provide access to a specialist, flexible and cost-effective pool of Testing and Support professionals with expertise in Oracle Fusion Payroll. The Supplier will assist in User Acceptance Testing (UAT), Payroll Parallel Testing (PPT), and Hypercare Support phases. Activities within each area are as follows: UAT: UAT Test Plan Development, Test Case Design, Test Data Preparation, Test Execution, Defect Identification and Prioritisation, Issue Resolution Collaboration, Retesting, Progress Reporting, Review and Approval Facilitation, UAT Sign-off Support PPT: Parallel Testing Plan Development, Historical Data Preparation, Test Environment Setup, Parallel Payroll Execution, Result Comparison and Analysis, Discrepancy Identification and Documentation, Issue Investigation and Resolution, Dual data entry for PPR 2 and 3, Re-testing and Validation, Reporting and Communication, Stakeholder Review Sessions, Parallel Testing Sign-off Support. Hypercare support: Hypercare Support Plan Development, Post-Go-Live Monitoring, Rapid Issue Response and Resolution, Root Cause Analysis, User Support and Troubleshooting, Knowledge Transfer and Training, Change and Quarterly Update Management Support, Regular Reporting, Service Level Agreement (SLA) Compliance, Collaboration with Council Teams Note: As part of the Programme, the payroll will be consolidated into a single payroll for c20k employees. The services and resources to be provided by the Supplier will form part of the wider Implementing Oracle Team which include functional and non-functional subject matter experts across HR, Finance and Procurement. Please refer to the Requirements documents for more information. Where the supplied staff will work South East England Who the organisation using the products or services is West Sussex County Council only Why the work is being done The objectives of the proposed engagement are to: 1/Validate the Oracle Fusion Payroll system against business requirements through comprehensive UAT. 2/ Ensure accuracy and consistency in payroll processing by conducting thorough Parallel Testing between legacy and new systems. 3/Provide robust Hypercare Support post-go-live to address any issues promptly and ensure system stability. The business problem you need to solve -There is little or no experienced internal capacity to support activities during the payroll testing phase or ongoing through -As the Council's Oracle Operating Model emerges and matures, there is an ongoing requirement for continuous monitoring of Oracle Fusion Payroll processes immediately following go-live to ensure system stability and accurate payroll runs. First user type: WSCC Business Analysts and SME First user type: WSCC Payroll Staff First user type: WSCC Test Specialists First user type: WSCC IT Support First user type: WSCC Programme Senior Responsible Officer Questions and Clarifications 1. How many payroll cycles will be run in PPT (payroll parallel testing) ? 3 - Jan 26/Feb 26/Mar 26 Last Updated: 6 June 2025, 08:48 2. In attachment 3, under nice to have skills, experience in Oracle Fusion modules that may impact Payroll have been mentioned, can we get a confirmation on the exact modules (eg- GL, AP under Oracle financials) HCM: Core HR, Absences, Time and Labour Oracle ERP Last Updated: 6 June 2025, 08:45 3. What are the Oracle modules in scope for UAT HCM and Payroll Last Updated: 6 June 2025, 08:44 4. Can we get a confirmation on the extent of business/ end-user involvement during the UAT phase See Pt5 of the draft spec. Council personnel will participate actively in the project to ensure comprehensive validation and knowledge transfer. WSCC resource will -provide insights into existing payroll processes and requirements. -assist and review test case development and execution, leveraging their operational expertise. -take part in UAT and parallel runs to gain insight into Oracle Fusion payroll system and ensure that Fusion Payroll delivers the business requirements -facilitate system access, data migration, and integration tasks. Last Updated: 6 June 2025, 08:40 5. Please can you confirm that the supplier responses should be 750 characters including spaces and definitely not 750 words? Yes - for the Stage 1 response the system limit is 750 characters. Last Updated: 6 June 2025, 08:37 6. In relation to question 8, in the 'Essential and Nice-to-have skills and experience' document, please can you confirm if the 'ISTQB Certified Tester Foundation Level' is a must have requirement and would you still consider a candidate that does not hold this certification? As PPR testing is predominantly functional in nature, our proposed resources for this service are all qualified Payroll specialist consultants, that hold all the relevant Payroll qualifications. The Council is seeking to partner with an organisation that can advise on general software testing principles and methodologies and can access specific functional payroll specialists. On this basis, the Council will also consider resource with relevant and demonstrable payroll qualifications. Bidders must provide a brief supporting statement about the knowledge and experience profile of their resource pool. Last Updated: 3 June 2025, 15:15 7. Can we get confirmation on the deadline time, the portal states 12/06/2025 12:00, whereas the document states 12-06-2025 11:00? The Stage 1 Deadline for response is 12 June 2025, 12:00 BST Last Updated: 29 May 2025, 16:43 8. lease can you re-share the Information Security Policy document? We are unable to access the document via appendix A in the 'ocds-pfhb7i-66785-WSCC-StatementofRequirements(draft)' document. We are unable to re-post an attachment. Please use this link to access the Policy: https://we.tl/t-sCiaqdh06W Last Updated: 11 June 2025, 08:17