Provision of Oracle Fusion Training and Adoption Services

Description

Summary of the work Provide training and adoption services to professional and end users within Birmingham City Council and its Customers (Schools, Birmingham Children's Trust) Expected Contract Length 12 Months Latest start date Saturday 1 January 2022 Budget Range £200k-£300k Why the Work is Being Done Birmingham City Council is implementing Oracle Fusion Cloud in April 2022, and needs the services of a supplier to train individuals on the use of Oracle to help deliver improved productivity, confidence and to take advantage of opportunities offered Oracle Cloud. Problem to Be Solved Birmingham City Council require a Training Delivery partner who will work in conjunction with the Business Change Partner and internal resources to rollout training to the professional and end user workforce, covering all modules of HCM and ERP inc HR Helpdesk and PBCS Who Are the Users Approximately 400 Professional Users across HR, Finance and Procurement. In addition to End User Communities, with the largest being Schools HR Users with 700 users across 300+ schools to be trained Early Market Engagement None but standard business confidentiality and non-disclaimers will be required especially if the Supplier would want to use the Training Environment with live Council Data Work Already Done Our Change Partner Socitm Advisory, has already completed an L&D Strategy, completed a change impact assessment, produced To BE process maps and produced a Training Plan to enable this procurement. In addition the Supplier can have access to Solution Design Documents, BCC Training Environment and User Manuals from the Systems Implementer Evosys. Existing Team Business Change Partner (Business Change inc Comms), Systems Implementer (Evosys), Multiskilled Programme Team inc Subject Matter Experts (SMEs) to support Training Delivery Current Phase Beta Skills & Experience • Developed a training & adoption plan for Oracle Fusion Cloud to a similar sized organisation; which included detailed activities, key milestones, resource and skills requirements, communications and risks management • Have successfully delivered training & adoption on Oracle Fusion Cloud in a similar sized organisation. Covering end to end processes, linked to policy, roles and responsibilities • Evidence how well the proposed training & adoption Nice to Haves • Knowledge of Local Government processes for Finance, HR and Procurement Work Location Birmingham City Council, 10 Woodcock Street, B7 4BL Working Arrangments Remote, using MS Teams for communications. There will be some element of flexible working, but meetings will require standard hours working. Security Clearance None but standard business confidentiality and non-disclaimers will be required especially if the Supplier would want to use the Training Environment with live Council Data Additional T&Cs Right to cancel or vary the competition:- Birmingham City Council reserves the right: To amend, clarify, add to or withdraw all or any part of the Invitation to Tender at any time during the tender process To vary any timetable or deadlines set out in the Invitation to Tender; Not to conclude a contract for some or all of the services for which tenders are invited; and To cancel all or part of the tender process at any stage at any time. No. of Suppliers to Evaluate 4 Proposal Criteria • •Critical experience of delivering training and adoption for Oracle Fusion (New Working Practices) within a similar sized Local Authority • •Experience of working with partner organisations to embed training and adoption within a wider transformation/change plan. Cultural Fit Criteria • Share knowledge and experience with other team members and commitment to building Council employees’ capability and skills • Have the flexibility to source resources and specialist skills from within your organisations within tight timescales to meet programme milestones • Work collaboratively as part of a multi-disciplinary team with our organisation and with another partner (business change partner) • Have the ability to effectively engage with staff and stakeholders at all levels to progress outcomes • Have the ability to challenge and question existing behaviour or perspectives while maintaining good working relationship • Evidence of working within a Local Authority Culture • Have the ability to work remotely and in an Agile manner • Evidence experience of delivering training & adoption in a local government environment Payment Approach Fixed price Assessment Method • Case study • Reference • Presentation Evaluation Weighting Technical competence 50% Cultural fit 10% Price 40% Questions from Suppliers 1. Can the Council please confirm the detailed modules in use for Oracle HCM, ERP and Procurement "HCM - Absence, Core HR, ORC, Talent inc Performance and Goals, Learn, HR Helpdesk, Payroll and OTL.ERP - General Ledger, PBCS, Tax, Accounts Receivable, Cash Management, Accounts Payable, Advanced Collections, Expenses, Intercompany.Procurement - Sourcing, Purchasing, Grants, Contracts, Supplier Management inc Portal, SQM, Self Service Procurement In addition - OTBI, BI Publisher and BICC Reporting Tools. As part of the above modules there are a few PaaS Solutions which will also been in scope of delivery." 2. What security clearance will be required by offshore resources if conducting training in Training Environment and using Live data "Access to our environment would be by MFA and Single Sign On via VDI connection. We do not require any enhanced security clearances.However we would expect the supplier to sign Data Sharing and DPIA agreement if successful, and comply with our policies." 3. What is the expected training working arrangements for internal professional users and HR School users and their commitment to be available for the training workshops e.g. full day/ 4 hours etc Our expectation is that users will be available for full days of training where they are required, however for professional teams who may have a number of days training we would expect these to be run a minimum of twice to allow for BAU cover. I.e. for Payroll and Accounts Payable teams who need to maintain a service. 4. What involvement do you expect the Business Change Partner (Socitm Advisory) to have in the training element? Our Business Change Partner is responsible for creation of some of the end user training materials i.e. QRGs and videos plus the build of Oracle Guided Learning as our adoption tool for Oracle. They also have responsibility for overseeing the delivery of the Business Change Plan end to end and so you will be expected to work with them closely to deliver our requirements. 5. The listed users who will be trained on Oracle, are they new to the Fusion suite of the applications and its associated terminologies and process flows? Please confirm their involvement till date in the implementation journey e.g. requirements gathering, solution design sessions etc. There will be a mixed economy of user knowledge. By the time training is occuring there is an expectation that the users will understand at a high level the new process and their role. They would have received some demonstrations of the system and processes. Some users will not have logged in or navigated the solution before. There will be some users who will have received training from our SI and involved in designing and testing the solution. 6. Is there a limit or restriction to the maximum number of attendees in each session can attend BCC side? Our expectation is that all Instructor Led Training will be Virtual. We will provide numbers of attendees for each course - we would expect our training partner to recommend numbers as part of their approach and therefore be recommending the number classes to deliver as part of their response in the next phase. 7. Do you expect any training materials or Job aids to be developed by the supplier other than the user manuals already in place? Yes. We would expect the Training Provider to provide job aids, and training materials for delivery of the sessions. We do have system user manuals but they are not refined for roles or courses - module and process based. 8. Do you have any order of priority in terms of modules or business processes to include in the training agenda? Yes. We will provide a list of processes we would like to be covered in each of the courses as part of the next phase. They are broadly process and role based. 9. Could you please provide a breakdown of the total number of 400 Professional Users across HR, Finance and Procurement per functional areas e.g. 200 across HR, 100 across Finance etc "Finance - Headcount approx 250.HR, Schools HR - Headcount approx 175.Procurement - Headcount approx 50." 10. Can the training environment live data be anonymised for training purposes for offshore resources to deliver trainings? if yes we assume the existing SI or DBA managing the Training environment will undertake the activity of “anonymising”? The existing programme team who manage our environments would undertake this activity for the training environment. We have already completed this on several occasions for other programme activities 11. Could you confirm if April 2022 is the go-live date for Oracle Fusion HCM or the start of the implementation? April 2022 is the Go Live for both ERP and HCM 12. Will the communications be managed by the Change Partner or the Training Partner? Yes 13. "What is the breakdown of users and applications.How many of these users are Self-Service, versus Professional Users " As we have purchased OUGL there is an expectation that Employees will not require formal Instructor Led Training. Our Business Change Partner will complete engagement roadshows, and use OUGL and short videos as their main learning aid. Therefore to provide Self Service users may not be relevant in this case. A list of applications and a breakdown of number of users for professional courses have been provided under other clarification questions. A full list of requirements will be provided at the next stage 14. Are the School users mainly Self-Service, if so, which application/elements involve the Schools users? If there are professional users at School Level, please clarify which applications/processes related to these users. Yes - There are three main roles in schools, Employee, Form Raiser and Form Authoriser. Employee completes changes to personal details, etc and is out of scope for training delivery. Form Raiser completes some elements of Manager and Professional transactions such as changes to employee details, approval of name changes, requesting a change of hours, extension to acting up/secondments, and the Form Authoriser approves those changes. These are custom roles for Schools. 15. "Can bidders have visibility of the high level training plan and to be processes?Have the employee roles been mapped to the Oracle Fusion roles? If not, when will this work be complete and by who?" Yes - they will be provided as part of the next stage within the ITT documentation. The roles are being mapped to positions by the Programme Team and are a work in progress. 16. Can the council share an example of a User Manual with proposers? The Manuals include step by step guidance, with screen shots for each process within a module. Unfortunately we are unable to share an example as this is the intellectual property of another supplier. 17. Are there any organization changes as part of this implementation? There are Target Operating Model changes happening outside of the 1B Programme, which are not due to impact the implementation timeline. 18. Are Birmingham Council using guided learning? Yes - OUGL implmentation kicks off in November 2021 but the scope is only for Self Service processes, not professional users. 19. We understand that the suppliers will be asked to provide a written proposal once down selected to 4 suppliers which will then involve a detailed submission of the client studies/references followed by a presentation. Please confirm if the outlined process is correct Correct - for avoidance of doubt we will select a minimum of 4 short-listed bidders, dependent on the quality of the submissions and relative scores. Short-listed bidders will be required to present and are subject to the additional scrutiny you mention and commercail evaluation 20. "1. On the short list of questions – the final question is “Evidence how well the proposed training & adoption” appears to be cut off mid-sentence. Could you provide the full question please" Correct - for avoidance of doubt we will select a minimum of 4 short-listed bidders, dependent on the quality of the submissions and relative scores. Short-listed bidders will be required to present and are subject to the additional scrutiny you mention and commercail evaluation 21. "1. On the short list of questions – the final question is “Evidence how well the proposed training & adoption” appears to be cut off mid-sentence. Could you provide the full question please" Evidence how well the proposed training & adoption approach meets requirements 22. "2. Can we use examples from Central Government if no local government examples / case studies are available?" Yes, you can provide examples from Central Government.