The State of Oregon
Department of Procurement Services Issues the Following Request for Information (RFI) # DASPS-2346-15 For The Oregon Enterprise-wide Human Resource Information System Project Single Point of Contact: Kimberly Leeker, Oregon Statewide Procurement Analyst 1225 Ferry Street, U140 Salem, OR 97301
[email protected] Date of Issuance:
January 16, 2015
Responses Due:
February 19, 2015 3:00 P.M., Pacific Time, at the Issuing Office
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SECTION 1:
GENERAL INFORMATION
1.1 Introduction The Department of Administrative Services, Procurement Services (DAS PS) is seeking information from qualified respondents to respond to this Request for Information (RFI). This RFI is for the purpose of further clarifying and defining a possible future request for proposal (RFP). On behalf of the Oregon Chief Human Resource Office (CHRO), and DAS PS issue this Request for Information (RFI) for a managed and hosted Enterprise-wide Human Resource Information System (HRIS). The RFI is being released in an effort to gain a better understanding of the vending community, the market, and additional options to shape the RFP planned for a March 2015 release. Human resource respondents and their partners are invited to respond to this RFI. The HRIS system must be managed, hosted, scalable, flexible, maintainable, and upgradeable. The new HRIS will be an enterprise-wide solution for Public Agencies that are under the authority of the Public Contracting Code (ORS chapters 279A, 279B and 279C). The Public Contracting Code does not apply to the contracting activities of: (a) The Oregon State Lottery Commission; (b) The Oregon University System and member public universities, except as provided in ORS 351.086; (c) The legislative department; (d) The judicial department; (e) Semi-independent state agencies listed in ORS 182.454, except as provided in ORS 279.835 to 279.855 and 279A.250 to 279A.290; and any other public body specifically exempted from the code by another provision of law. Note: If you are submitting material in your response that you consider to be confidential, see section 1.6 of the RFI for information regarding confidential submissions. 1.2 BACKGROUND & OVERVIEW 1.2.1 Current HRIS System PPDB and PICS CHRO is responsible for the creation, implementation and maintenance of employee job classification, compensation, leave, training, labor relations, employee recruitment, and employee appeals. CHRO maintains employee data for the State of Oregon executive service, judicial, and legislative branches. CHRO negotiates salaries and the terms and conditions of employment with thirty-one bargaining units for represented employees. CHRO has two primary systems to manage employee data. 1.2.1.1 Position and Personnel Database (PPDB). PPDB serves as the official system of record of all employee information. All public agencies under Agency authority are required to use PPDB as the central repository for employee related data. PPDB contains employee historical records and summarized employment history. Page 2 of 11
1.2.1.2 Position Inventory Control System (PICS). PICS, is a sub-system of PPDB. PICS controls, maintains, and reports on budgeted and approved positions. PICS perform two functions (1) position budgeting/position execution and (2) forecasting and operational execution, e.g.: controlling, maintaining and reporting on budgeted and approved positions. Replacement of PPDB/PICS for HRIS: CHRO is at a disadvantage in its ability to meet business objectives in a timely manner due to the current systems being decentralized, outdated and inflexible. In response to these challenges, Agency initiated a project to assist CHRO in planning for the replacement of these two key systems, PPDB and PICS. Agency and CHRO consulted with an independent contractor to assist with an enterprise readiness assessment, requirements analysis, business process redesign, and a business case analysis to evaluate the many alternative solutions available to address CHRO’s human resource business requirements. The business case analyzed all potential HRIS alternatives for replacing PPDB and PICS. The independent contractor recommended a strategy for a new implementation of a HRIS system with the rationale for the recommendation; documented the return on investment from the proposed replacement of PPDB and PICS; and identified the anticipated intangible benefits of a HRIS system. The HRIS project team has developed a draft RFP; however made the decision to release this RFI in advance, in order to gain additional knowledge about the market that could further inform the project team. 1.3 Scope of Request; Oregon Enterprise-wide Human Resource Information System Project The scope of the functionality we are seeking in an HRIS can be found in the Requirements Definition document in Appendix 2. Generally speaking we are seeking the following functionality:
Employee Processing Position Data and Budgeting Classification and Compensation Labor Relations Performance Management Self-Service Health and Safety Leave Management Reporting and Data Modeling
The scope doesn’t include Recruitment, Learning, Payroll, or Time and Attendance although the State is interested in adding those functions at a later date. Part of the purpose of this RFI is to determine if an HRIS solution that fits Oregon’s requirements can be obtained without the implementation of additional modules.
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The HRIS solution will need to maintain the existing interfaces depicted in this graphic.
In this section RFI respondent shall provide a response to each question. Maximum pages 25. Answer each question precisely and succinctly.
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Respondent Questions: 1) Can your company amortize implementation & deployment costs over the life of a multi-year service contract, with or without the possibility of contract renewal? If so, please describe. 2) Does your company or a partner provide cultural change management services? If you have deployed projects that utilize separate cultural change management services, please describe the deployment and your part in the project. 3) Does your company manage your own implementations or do you partner with a systems integrator? If you partner for implementation services what company do you usually partner with? 4) What other services does your company provide to assist customers with the implementation of your software, e.g., data conversion/quality assurance, system configuration, training? If you normally partner with another company for these services, provide that information. 5) What additional modules do you recommend customers include when they implement HRIS (as defined by Oregon) functionality in order to realize maximum benefit? 6) Oregon wants to determine whether HRIS modules typically include the functionality for legislative budgeting that Oregon has in our Position Inventory Control System (PICS) that is integrated to both our Position and Personnel Data Base system (PPDB) and our Oregon Budget Information Tracking Systems (ORBITS). PPDB and PICS are in the scope of HRIS replacement. ORBITS is not. The new HRIS will need to send data to ORBITS. PICS records the legislatively authorized positions for each agency. The number and level of each authorized position (with add-ons for taxes and benefits) largely determines each agency’s personal services budget down to the budget unit level in ORBITS. The PICS authorized position level also is used to generate base budgets when a new biennium budget is being developed. PICS positions contain detailed information (job, level, unit within agency, etc.). However, agencies are not required to strictly adhere to these details. For many reasons (such as agency reorganization, changing needs, hiring freezes, etc.), agencies may intentionally want to have more or fewer actual employees in a particular job class or unit than contained in PICS. As a result, agencies have developed shadow systems for “position management’. Please explain how your HRIS solution would allow agencies to manage their positions to meet business needs while still recording the legislative authorized positions used to control the agencies’ budgets. If your solution supports an alternative approach to position control and position budgeting, provide a detailed description.
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7) Describe the full suite of services you provide. Which services have been implemented for clients similar to Oregon (governmental encompassing all three branches of government) in a SaaS offering? 8) What ERP* implementation roadmap has been followed by a client with needs similar to Oregon in following through with a SaaS solution? *ERP to Oregon means HR, Recruitment, payroll, Time and Attendance, Benefits, Learning Management, Budget, General Ledger/Finance, Accounts Payable, Procure-to-Pay, and Data Analytics/Business Intelligence. 9) Do you have an HRIS (as defined by Oregon) SaaS offering deployed for a current public sector client? Where, what services are installed and what size (number of employees) is the client? 10) What ERP implementation roadmap has been followed by a client with needs similar to Oregon in following through with a non-SaaS solution? 11) Do you have a non-SaaS HRIS offering deployed for a public sector client? Is it hosted? If so, where? What size (number of employees) is the client? 12)
Do you offer hosting services? Describe.
13) How do you envision the implementation roadmap for Oregon accommodating cross-domain reporting and Business Intelligence functions, as each ERP function transitions from its current legacy model to a modernized solution? 14) Provide your company’s suggested roadmap for incremental implementation of the rest of the services within your suite of services? Include estimated (rough order of magnitude) durations for installation of these modules. 15) How many full time State project team members do you recommend to assist with the implementation of your solution? Provide your recommended customer project team structure and roles. 16) Provide a detailed explanation of your solution’s technical architecture and how it supports system integration with the state’s existing systems and future systems. Your response should include the following: (a) Explain your data and object models. (b) Describe your application programmer interfaces (APIs) for accessing services, data, metadata, and security related information. By security related information, we mean data and services for credentialing and provisioning endpoint requests. (c) Provide specifics regarding your interface protocol(s) with different platforms including mainframe and other legacy systems.
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17) Provide any desktop requirements for users to manage and access your solution. Briefly describe the user interactions that use forms, documents and reports. 18) Describe the network infrastructure that you recommend the State provide so that Oregon’s employees in different locations can manage, monitor and access your solution. 19) How much time would your company need to prepare a response for an HRIS implementation RFP? 20) What preparatory work do you recommend customers do prior to an HRIS implementation? 21) Describe your approach with performance monitoring & scaling; especially as they relate to user response times, system/subsystem latencies due to changes in volume of use, and scaling of system resources to assure compliance with Service Level Agreements (SLAs). 22) Describe two (2) examples of integration of your applications or services with other applications or services not developed or marketed by your firm. Examples of deployments in government entities (especially federal, state, or local governments in the U.S.) are preferred.
This RFI will not result in a contract, nor will it obligate DAS PS to procure Supplies or Services of any kind. The RFI responses will be used to inform DAS PS, Office of CIO, legislature, and LFO of the market and to identify functional requirements and system capabilities from RFI respondents, or combinations of RFI respondents, into a project scope; however, these RFI responses will not result in specifications targeted to a specific RFI respondent or group of responders. Each RFI respondent or respondent team who would like to submit a response and participate must complete and submit the attached Appendix 4: RFI Respondent Profile Questionnaire. 1.4 GENERAL TERMS, CONDITIONS AND PROCEDURES
Ownership of all data, material and documentation originated and prepared for DAS PS pursuant to this RFI response will belong exclusively to DAS PS. DAS PS is not responsible for any expenses and/or costs incurred by RFI respondent in submitting their response to this RFI. Each respondent does so solely at that respondent’s own cost and expense. DAS PS may invite respondents that demonstrate in their written response that they can supply the supplies and services, and that respondent are a viable contractor for these supplies and services to hold onsite demonstrations. However, DAS PS reserves the right to limit the number of respondent demonstrations.
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DAS PS encourages respondents to provide a budgetary cost estimate on an annual basis over five (5) years of product licensing, implementation, maintenance and operation. All respondents understand and agree that DAS PS is not obligated to include any respondent in any future solicitation process by distributing an RFI to them, nor is DAS PS obligated to contract with any respondent. News releases pertaining to this RFI or the services, or project to which it relates shall not be made without prior DAS PS written approval.
1.5 HOW TO RESPOND Response must arrive in hard copy format by courier (USPS, FedEx, UPS, etc.) or hand delivered. Delivery and cost of delivery is the sole responsibility of Respondent. Respondent should identify the title of the Response, date of Response, name of Respondent, address, telephone number, fax number, e-mail address, and name of primary contact. You are required to submit one (1) complete of your RFI response through email to
[email protected]. Your response must be received by February 19, 2015 at 3:00 P.M., Pacific Time. Responses should be delivered to: Kimberly Leeker Dept. of Administrative Services, Procurement Services 1225 Ferry Street, U140 Salem, Oregon 97301
[email protected]
FAX (facsimile) responses will not be accepted. 1.6 CONFIDENTIAL OR TRADE SECRET INFORMATION Respondents are advised that most documents in the possession of DAS PS are considered public records and subject to disclosure under the State Public Records Law (ORS 192.410 to 192.505). Exemptions from disclosure are provided for trade secrets, security measures, and other information that is reasonably considered confidential. If any part of the information given is considered a trade secret, a security measure, or is otherwise reasonably confidential the respondent must clearly designate that portion as confidential in order to protect it from disclosure. Simply marking a section “confidential” will not ensure protection. Respondent must be prepared to advance the reasons why the material is a trade secret, constitutes security information, or is otherwise reasonably confidential; DAS PS agrees to maintain in confidence information deemed a trade secret or constitutes a security measure to the extent permitted by law. DAS PS agrees to maintain in confidence non trade secret, non-security information submitted in confidence by respondent in its response to the extent permitted by law until such time DAS PS awards the contract resulting from the procurement process resulting from this RFI or until such procurement process otherwise ends. Page 8 of 11
1.7 CONTACT INFORMATION For any questions regarding the content of this RFI, respondents may send their questions by e-mail (only) to the single point of contact for this RFI. All questions regarding this RFI must be e-mailed no later than 3:00 PM Pacific Time, February 5, 2015 to:
[email protected] This RFI #DASPS-2346-15 documentation is listed on ORPIN web site at: http://orpin.oregon.gov/open.dll/welcome . NOTE: 1) RFI RESPONDENTS ARE RESPONSIBLE FOR ENSURING THAT THEIR INFORMATION IS CURRENT: DAS PS IS NOT RESPONSIBLE FOR INCORRECT OR INCOMPLETE INFORMATION ON ORPIN. 2) RFI RESPONDENTS SHOULD CONSULT THE ORPIN SYSTEM REGULARLY, UP TO AND INCLUDING THE CLOSING DATE AND TIME, TO ASSURE THAT YOU HAVE NOT MISSED ANY RFI ANNOUNCEMENTS. 1.8 DISCLAIMER This RFI is issued solely for gathering of information and planning purposes; it does not constitute a solicitation. There will not be an evaluation or scoring of the material submitted. Information received in response to this RFI will not be returned. Responses to this notice are not considered an offer and cannot be accepted by the State of Oregon to form a binding contract. All costs submitted with the RFI are for DAS PS budget purposes only and are not considered to be an offer. Responders are solely responsible for all expenses associated with responding to this RFI. Participating in this RFI and any related presentations is not a requirement for responding to the possible resultant RFP and does not affect the ability to participate in the RFP process. This RFI does not guarantee that an RFP will result from these RFI activities. 1.9 INTERVIEWS/PRESENTATIONS Formal demonstrations are not planned at this time. However, DAS PS reserves the right to schedule interviews, and demonstrations among RFI respondents. RFI respondents who, at the sole assessment of DAS PS, respond in a manner indicating they possess the knowledge, skills, and capabilities may be invited to interviews or presentation or be provided an opportunity to demonstrate their system capabilities in an open public forum. NOTE: It is at DAS PS’s sole discretion to schedule interviews and demonstrations among RFI respondents submitting a response to this RFI. A. ESTIMATED PROJECT DATES AND MILESTONES 1. RFI released on January 16, 2015 2. RFI Questions and Answer due on February 5, 2015 by 3:00 PM PST 3. RFI responses due on February 19, 2015 by 3:00 PM PST
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4. RFI interviews – if required, March 2 – 6, 2015 NOTE: These dates represent a tentative RFI timeline. DAS PS reserves the right to modify these dates at any time. PROPOSERS SHALL CONSULT ORPIN SYSTEM REGULARLY, UP TO AND INCLUDING TILL THE CLOSING DATE AND TIME, THIS IS TO ASSURE THAT RFI RESPONDENTS HAVE NOT MISSED ANY RFI ANNOUNCEMENTS.
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Appendix 1 RFI RESPONDENT PROFILE QUESTIONNAIRE General Respondent Information
Respondent Name:
Date:
Contact Name: Contact Address: Contact E-mail: Contact Telephone: Year Company was founded: Number and Location(s) of Employees:
Respondent Experience
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