Historic Environment Scotland - Oracle Cloud Platinum Implementation Partner

Description

Summary of the work Implementation of integrated Oracle Cloud ERP, HCM, and Payroll. This will include, for example, configuration, data migration, testing , training, and transition to BAU planning. Expected Contract Length 2 Latest start date Monday 7 January 2019 Why the Work is Being Done HES intends to implement a Corporate Management Information System (CMIS) which will enable strategic and operational decisions to be taken based on current and consistent information. In addition to meeting core functional needs, the system will also be a key element of HES’s on-going cultural change programme to drive modernisation and efficiency across the organisation. We expect to achieve this through a cloud based ERP system. We expect to conclude procurement in November. We are planning to move into implementation from January 2019, and would expect the implementation partner to deploy resources at that time. Problem to Be Solved CMIS will improve business performance by: • Providing one single source of information, accessible by all users; • Producing timely information to inform agile decision making and efficient use of resources; • Enabling staff to input their own HR information, at their own location (for example: annual leave, submitting expenses); • Managers can directly manage their budget planning and forecasting; • Increased accuracy of financial and HR data, reduce manual checks and reconciliations; • Enabling capacity within HR, Finance, Corporate Analysis and Performance, to focus on professional advice and guidance so that key strategic priorities can be planned and delivered. Who Are the Users There are a range of users and requirements across the organisation. We are treating the project team as the user for this purpose. So, as a project team, we need to work with a specialist and experienced Oracle Cloud Platinum partner so that we can deliver Oracle Cloud HCM, Payroll, and ERP. Early Market Engagement We have attended events run by potential implementation partners and spoken to partners at commercial/professional exhibitions. We have also engaged with other Scottish and UK public bodies to gather intelligence around the market. Existing Team The project team is drawn from all of the key functions - HR, Finance, Corporate Analysis and Planning. We have outlined additional project resource requirements (including business analysts, communications, and systems admin) and are currently seeking approval to source these. We have a project manager and project support in place. Current Phase Not applicable Skills & Experience • Experience of implementing the full set of Oracle Cloud elements that we will be implementing. • Experience of completing an integrated Oracle Cloud implementation (i.e. ERP, Payroll, and HCM) • Experience with similar organisations - sector, and where we currently are in terms of moving from out-of-date systems to new ERP • Business change management skills and experience including experience in stakeholder communication. • Experienced in effecting knowledge transfer to client teams. Work Location The project will be based at Longmore House, Edinburgh, EH9 1SH. However, we will be guided by the implementation partner as to where members of their team will be based. We will expect a regular presence from the supplier's project manager and key staff, in Edinburgh, to work with users and drive change as required. Working Arrangments We want to adopt a collaborative and change-focused approach with the implementation partner, who needs to have a consistent skillset across all of its team which includes strong stakeholder management and business change, in addition to their core technical skills. The supplier should supply project management with respect to their team's delivery, and this person should have a close working relationship with the HES project manager. Security Clearance All resources must be BPSS (Baseline Personnel Security Standard) compliant or equivalent (or prepared to undergo clearance process prior to commencement of work). Additional T&Cs Named team members listed in contract. Assurance that supplier can commit resources across the whole timeframe. Agreed approach to substitution/removal/addition of resources. Agreed overall supplier project governance including e.g. project management (including risk and issues management), escalation process, payment milestones, quality plan. No. of Suppliers to Evaluate 3 Proposal Criteria • Approach and methodology • Estimated timeframes • Team structure • Identify risks and dependencies, and approaches to manage them Cultural Fit Criteria • Work as a team with our organisation and other suppliers • Be transparent and collaborative when making decisions Payment Approach Capped time and materials Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. Please clarify the contract length 2 years 2. Could you clarify what would be the budget? Historic Environment Scotland are not in a position to disclose the budget. 3. Is it possible to only bid for separate sections of the work; splitting out elements from the technical system integration, such as training? No, we are only looking for one implementation partner who will support us through all elements of the process 4. Minor amendment to "Who the users are and what they need to do" The paragraph should read “There are a range of users and requirements across the organisation. We are treating the project team as the user for this purpose. So, as a project team, we need to work with a specialist and experienced Oracle Cloud Platinum partner so that we can deliver Oracle Cloud HCM, Payroll, and ERP Financials.” 5. Minor amendment to "Existing team" The paragraph should read “The project team is drawn from all of the key functions - HR, Finance, Corporate Analysis and Performance. We have outlined additional project resource requirements (including business analysts, communications, and systems admin) and are currently resourcing these. We have a project manager and project support in place.” 6. Are there any restrictions in using off-shore resources in the project delivery ? In principle, off-shore resources on the project is not ruled out. However, we would need to include safeguards that clearly demonstrate what these resources would be doing with our information at all points of the project. At all times, we would need assurances that use of data/processing of data is compliant with EU information legislation/GDPR. We are focused on driving business change and want our implementation partner to play a key role in that. Therefore, we would expect the supplier’s relevant team members to have some presence on site in Edinburgh, at appropriate times during the project, to support this. 7. How do you envisage the Capped T&M approach working on this project ? Capped time and materials is a risk sharing approach, commonly used under this framework. We will agree a cost breakdown for each phase and the supplier will work with us to manage delivery within those parameters. If the limit is reached before the work is finished, the supplier will be expected to complete the work at their own cost. We will discuss the details of this approach with shortlisted suppliers. 8. One of the problems to be solved states "Managers can directly manage their budget planning and forecasting". Has HES also procured the Planning and Budgeting Cloud Service? We have not yet completed the procurement of the SaaS provider. This is a module we are considering but no decisions have been taken. 9. Can you please confirm current employee number. c. 1,400 10. What are the current systems being used by HES for Finance, HCM and Payroll? Finance -Integra, HR and payroll - Northgate 11. Will Oracle Cloud ERP and HCM also need integrations to some of the existing on-premise legacy systems and/or other service provider systems? Yes 12. Has there been any choice of middleware technologies made for the future integrations needed? No 13. What is the expected user base for ERP and HCM? User base for ERP will be approximately 30-35 finance users and a number, yet to be determined, of business users. As we expect to rollout employee self-service to all staff there will be potentially c. 1,400 users of HCM 14. Is HES also expecting customizations to be built on Oracle PaaS? No 15. Has HES chosen any reporting solution that would be used? Not yet, we are still in the process of procuring the SaaS provider. 16. Are there any language requirements other than English? No 17. How will the next stages be taken forward? HES will use the Public Contracts Scotland portal - https://www.publiccontractsscotland.gov.uk - to issue and receive shortlisting and assessment documents. You should sign up to this portal if you are not an existing user.