HCM-Payroll Modernization RFI-19-105

Agency: State Government of Indiana
State: Indiana
Type of Government: State & Local
Posted Date: Apr 16, 2019
Due Date: Apr 23, 2019
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Request for Information 19-105 Indiana Department of Administration On Behalf Of: Indiana’s Auditor of State (AOS), State Personnel Department (SPD) and the Indiana Office of Technology (IOT)
Solicitation for: Modernize the Human Resources and Payroll Business Processes and Technologies Response Due Date: Wednesday, May 15, 2019

This is an electronic version of a Request for Information (RFI). Any alteration to the text or any file associated with this RFI in any way that could be construed to change the intent of the original document is forbidden. Any changes made to the original document may result in your proposal being considered nonresponsive.

The original signed document is on file with the Indiana Department of Administration, Procurement Division.

Thank you for your interest in doing business with the State of Indiana.

CONTENTS OF RFI 19-105

RFI 19-105 consists of the following documents, which may be downloaded from this web site:

  • RFI 19-105 , RFI Document
  • Appendix C , Question Submission Template
  • Appendix D , State of Indiana Vendor Confidentiality Agreement
  • Appendix E , Preliminary Contract Terms and Conditions
  • Appendix L , Intent to Respond Template
  • Appendix M , Vendor Qualification Response Template
  • Appendix N , Definition of Terms

  • Attachment Preview

    Test Title

    STATE OF INDIANA

    HCM - PAYROLL MODERNIZATION

    Request for Information 19-105

    INDIANA DEPARTMENT OF ADMINISTRATION

    On Behalf Of:

    Indiana’s Auditor of State (AOS), State Personnel Department (SPD) and the Indiana Office of Technology (IOT)

    In Support Of:

    Modernize the Human Resources and Payroll Business Processes and Technologies

    Response Due Date: May 15, 2019 by 3:00 PM EST

    Sean Cooper, Strategic Sourcing Analyst

    Indiana Department of Administration

    Procurement Division

    402 W. Washington St., Room W478

    Indianapolis, Indiana 46204

    1.0 Introduction

    The Auditor of State (AOS), State Personnel Department (SPD) and the Indiana Office of Technology (IOT) have launched an initiative to modernize the human resources and payroll business processes and technologies.

    The HCM-Payroll Modernization project is focused on achieving a complete, efficient implementation of the State’s PeopleSoft HCM solution including the following objectives:

    • Transforming HCM from the current 9.1 version to 9.2 eliminating all unnecessary customizations

    • Implementing PeopleSoft HCM payroll capabilities, replacing the GEAC legacy payroll solution, and integrating with other PeopleSoft functions

    • Transforming the HR and Payroll processes throughout State government to support the most efficient, effective implementation of the PeopleSoft HCM solution, with integration to PeopleSoft Financials 9.2

    • Implementing tools and support processes to facilitate and maintain future HCM product updates and facilitate continuous improvement

    • Potentially implementing additional value-added HCM-housed functional capabilities such as Management of Accruals and Leaves, Benefits Administration and Compensation

    The State has assembled a team of dedicated members from three branches of government, multiple State agencies and quasi-agencies, boards, commissions, the State Budget Agency (SBA), AOS, SPD and IOT to guide the future of the integrated HCM/Payroll solution in order to bring meaningful change to State operations.


    2.0 RFI General Information

    2.1 RFI Description

    This Request for Information (RFI) is issued by the Indiana Department of Administration (IDOA) in conjunction with the AOS, SPD and IOT. This RFI is issued solely for information and planning purposes only, and does not constitute a solicitation. Responses to the RFI will not be returned. Responses to this RFI are not an offer and cannot be accepted by the State to form a binding contract. There will not be a contract resulting from this RFI. The State of Indiana and IDOA are not liable for any cost incurred by the vendor in response to this RFI.

    2.2 RFI Purpose

    The purpose of this RFI is to request responses from qualified vendors that enable the State to meet important objectives including the following:

    1) Introduce the HCM-Payroll Modernization Project and the potential mandatory requirements for qualified implementers

    2) Provide significant, near-RFP level information to enable qualified vendors to begin consideration and preparation of information

    3) Receive responses to this RFI that introduce the potential strategies, approaches, timelines, costs and considerations for implementing a PeopleSoft HCM modernization roadmap as outlined in this RFI

    4) Request feedback on RFP content that can help respondents submit high-quality, executable proposals

    5) Communicate the anticipated RFP content, evaluation criteria and selection process to potential respondents

    The information gained from this RFI may be used in the development of a competitive solicitation process, leading to the selection of an integrator best suited to lead and facilitate the HCM – Payroll Modernization implementation.

    During the review of RFI responses, the State may request clarifications on information submitted to the State and may initiate further discussions, either oral or written, with respondents per the dates listed in Section 2.5 of this RFI. These discussions could include requests for additional information. Additionally, in conducting discussions, the State may use information derived from responses submitted by competing respondents only if the identity of the respondent providing the information is not disclosed to others. The State will provide equivalent information to all respondents which have been chosen for discussions.

    2.3 Vendor Qualifications

    Qualified vendors must have the ability to lead all aspects of the HCM – Payroll modernization project in order to achieve the State’s objectives including those introduced in Section 1.0.

    Qualified vendor will be required to have significant experience implementing and upgrading PeopleSoft HCM, and implementing Payroll capabilities for state governments with requirements, size and complexity similar to those outlined in this RFI.

    Please provide the Vendor Qualification Response Template (Appendix M) with the Intent to Respond Template (Appendix L).

    2.4 RFI Outline

    The following table outlines this RFI by section:

    Section

    Description

    Section 1.0 - Introduction

    This section provides an introduction to the RFI and the mission statement for the modernization project.

    Section 2.0 – General Information

    This section provides a description of the RFI including the purpose, process time table and milestones. It also explains who should participate in this RFI.

    Section 3.0 – HCM - Payroll Modernization Overview

    This section provides an overview of AOS, SPD and IOT including brief descriptions, organization charts, locations, statistics and the modernization project background.

    Section 4.0 – Current Business and Technology Footprints

    This section describes the current HCM and Payroll business and technology footprints including business functions, solutions and infrastructure components.

    Section 5.0 – Future Business and Technology Standards and Requirements

    This section provides an overview of the business and technology requirements for HCM and Payroll modernization.

    Section 6.0 – Implementation Strategy, Approach, Timeline and Cost Options

    This section describes the implementation information the State is requesting. Those options can include any combination of upgrades, re-implementations or implementations required to achieve the modernization goals and objectives explained in this RFI.

    Section 7.0 – Submission Requirements

    This section describes the submission requirements for this RFI including an Intent to Respond template, the written RFI response instructions, and potential vendor presentations. This section also provides the details for accessing the Bidder’s Library.

    Section 8.0 – Future RFP Information

    This section provides information on the planned RFP process including the expected contents and timeline.

    Appendix A1: Technical Requirements Workbook

    This spreadsheet provides a solid draft of technical requirements that can be expected in the RFP. These requirements may be updated or expanded for the RFP.

    Appendix A2: Functional Requirements Workbook

    This spreadsheet will provide the preliminary functional requirements for the human resource and payroll processes. The payroll requirements are nearly completed and indicative of what can be expected in the RFP. The human resource requirements are either in initial draft form or in development. These requirements may be updated or expanded for the RFP.

    Appendix A3: Project Related Requirements Workbook

    This spreadsheet will provide the nearly completed project related requirements that can be expected in the RFP. These requirements may be updated or expanded for the RFP.

    Appendix B1: HCM Compare Report Chart and Data

    This section depicts the current system from a high level. The PeopleSoft Compare Reports tool was used to generate this chart, and the result is a comparison between the HR DEMO and the SOI HR QA environment. There are omitted approximately 11000 additional portal registry objects present in QA from the calculation. Those objects are delivered by Peoplesoft and present in State of Indiana (SOI) QA but not DEMO.

    Appendix B2: HCM Fit – Gap 9.2 RTM Documentation

    This document will show the current requirements of the system, and includes solutions for gaps, documenting for each gap whether the solution is a workaround, or the 9.2 functionality will resolve the gap, or if any current customizations will be brought forward.

    Appendix B3: HCM and Payroll Targeted Business Process Improvements

    Discussions regarding implementing new 9.2 functionality with the SOI team, along with decisions regarding the reduction of customizations will be taken into account in the creation of a recommendation for potential business process improvements using 9.2. A high-level definition of targeted and potential process and system changes to be implemented in version 9.2 will be shown in this document.

    Appendix C: Question Submission Template

    This spreadsheet provides the template for vendors to utilize when submitting questions.

    Appendix D: State of Indiana Vendor Confidentiality Agreement

    This is the Confidentiality Agreement that must be signed by vendors who require access to the Bidder’s Library.

    Appendix E: Preliminary Contract Terms and Conditions

    This is the preliminary Indiana contract terms and conditions that can be expected in the RFP.

    Appendix F: Payroll Process Definitions

    This provides the detailed current Payroll business process flows and narratives that build on the summary provided in section 5. These process definitions may be updated or expanded for the RFP.

    Appendix G: HCM Process Definitions

    This provides the detailed current human resources business process flows and narratives that build on the summary provided in section 5. These process definitions may be updated or expanded for the RFP.

    Appendix H1: Payroll Technology Solutions Description

    This document provides current Payroll technology solutions information to build on the summary provided in section 4.

    Appendix H2: Payroll Technology Solutions Detail

    This spreadsheet provides more detailed current Payroll technology solutions information concerning interfaces, forms, reports and conversion sources.

    Appendix I: HCM Technology Solutions Definition and Information

    This provides more detailed PeopleSoft HCM technology solutions information to build on the summary provided in section 4.

    Appendix J1: Payroll Technology Infrastructure Description

    This provides more detailed Payroll technology infrastructure information to build on the summary provided in section 4.

    Appendix J2: Payroll Technology Infrastructure Diagrams

    This provides Payroll current infrastructure diagrams.

    Appendix K1: HCM Technology Infrastructure Description

    This provides more detailed HCM technology infrastructure information to build on the summary provided in section 4.

    Appendix K2: HCM Technology Infrastructure Diagrams

    This provides current HCM infrastructure diagrams.

    Appendix L: Intent To Respond Template

    This provides the template vendors must fill out in order to get access to the Bidder’s Library.

    Appendix M: Vendor Qualification Response Template

    This provides the template vendors must fill out to explain their ability to meet the possible mandatory vendor qualifications.

    Appendix N: Definition of Terms

    This provides a definition of terms and acronyms that are used throughout this RFI

    Table 1 - RFI Outline

    2.5 Summary of Milestones

    The following table outlines the timeline for all RFI related activities:

    Activity

    Date(s)

    Issuance of RFI

    April 15, 2019

    Pre-Response Meeting

    April 23, 2019

    Deadline to Submit Written Questions using Question Log in Appendix C

    April 24, 2019 3:00 PM EST

    Response to Written Questions

    May 1, 2019

    Deadline to Submit Intent to Respond & Vendor Qualification Response Templates

    May 6, 2019 3:00 PM EST

    Deadline to Request Access the Bidders Library

    May 6, 2019 3:00 PM EST

    Submission of Written RFI Responses

    May 15, 2019 3:00 PM EST

    1-2 hour phone conference for vendor response clarifications discussion (as needed)

    May 28, 2019 – May 31, 2019

    Table 2 - Summary of Milestones

    2.6 Pre-Response Meeting

    The pre-response conference meeting will be held on April 23, 2019 at 9:00AM in Indiana Government Center South Conference Center, Room (s) 4 & 5. At this conference, potential respondents may ask questions about the RFI and the RFP process. “Respondents” are reminded that no answers issued verbally at the conference are binding on the State and any information provided at the conference, unless it is later issued in writing, also is not binding on the State.

    3.0 HCM – Payroll Modernization Overview

    3.1 Overview of Key Organizations

    3.1.1 State of Indiana

    Many organizations throughout the State partner with, or are serviced by, the AOS, SPD and GMIS departments through their technology systems and business processes. The following is an organization chart and listing showing the broad reach of human resource and payroll services:

    3.1.2 Auditor of State (AOS)

    The Indiana AOS is responsible for paying all State employees; State police pension recipients; accounting for State funds, creating the State's Comprehensive Annual Financial Report (CAFR); overseeing and disbursing county, city, town, and school tax distributions; and, paying the State's bills. The AOS is also the Administrator of the State of Indiana Deferred Compensation Plan, known as Hoosier S.T.A.R.T.

    The AOS Payroll Department pays 30,000+ State employees, including all elected officials,1,600+ police pension recipients and retired governor’s and governor’s widows and several other unique groups. Payroll encompasses all three branches of State government and five additional State entities with separate tax ID numbers (State of Indiana, Bureau of Motor Vehicles, Indiana State Museum, Indiana State Lottery Commission and the Indiana State Police Pension Trust). Payments to employees are made primarily by direct deposit or pay card, although weekly checks and manual warrants are processed. There are close to 150 payroll deduction or other earnings codes (DOE Codes) utilized. The department also calculates, withholds, and reports taxes to the appropriate tax authorities and is responsible for federal and state compliance reporting to various entities. All payroll processes are processed in-house, including but not limited to W-2 creation and distribution, garnishment processing, all tax reporting and filing, and retirement wage and contribution reporting.

    The following is the organization chart for AOS:

    3.1.3 State Personnel Department (SPD)

    The Indiana State Personnel Department (SPD) is responsible for providing human resources services for the executive branch of Indiana State Government; administering medical, dental, vision, life, and disability plans and wellness programs for 30,000 State employees and their eligible dependents; developing and administering the classification and compensation plans; recruiting, hiring, and onboarding new employees; setting standards and implementing pay increases related to performance management; managing and reporting on data for employees through the enterprise-wide ERP system; developing and applying standardized policies governing the employment relationship; processing requests for family and medical leave and new parent leave; overseeing drug and alcohol testing programs; and providing advice and counsel to managers.

    The SPD employs a staff of 206 FTEs and assigns HR Generalist field staff to provide services directly within partner locations and HR Specialist staff within the central office to accomplish the responsibilities listed above. The SPD Finance division manages the budget and costs allocated for field services provided directly to partner organizations, core responsibilities for SOI as an enterprise, and dedicated benefits funds related to health care plans. The State civil service law, Ind. Code §§ 4-15-2.2, et seq., identifies entities not under SPD’s jurisdiction; however, many of those entities do use benefit plans administered by SPD, and data on their employees is housed and managed in the PeopleSoft 9.1 enterprise-wide ERP system. SPD staff also provide advice and counsel on best practices and options to those non-supported entities.

    The following is the organization chart for SPD:

    3.1.4 Government Management Information Services (GMIS)

    GMIS, a department within IOT, provides services for the PeopleSoft Financials, Human Capital Management, and Hyperion ERP systems for all State organizations using PeopleSoft ERP services, as de-fined by Indiana Code. These services include System Administration, Development, Configuration, as well as troubleshooting and break-fixes in partnership with our Business Owners, the ERP Steering Committee, and the ERP Governance Committee.

    The following is the organization chart for GMIS:

    3.1.5 Project Team and Governance

    Due to the size, complexity and potential impact, the project will be executed as two major initiatives, 1) the definition of future state business processes, solutions, and implementation services including the selection of service providers (Implementation Preparation Initiative), and 2) the implementation of the defined future state business processes, solutions, and services (Implementation Initiative).

    The State has established a cross-functional project team and two-tiered governance structure to ensure the current initiative is managed in an efficient and effective manner and remains focused on achieving the objectives.

    The following is the organization chart for the HCM-Payroll Modernization project:

    3.2 HCM and Payroll Business Challenges

    3.3.1 Payroll Business Challenge

    The AOS implemented a Payroll and General Ledger system in 1992 which had very little integration to the State Personnel Department’s Human Resources System that was in place at that time. The Human Resources and General Ledger Systems were replaced by PeopleSoft solutions in 1999 and 2009 respectively.

    The payroll solution of 1992 has not been effectively enhanced by the vendor over the past few years and the vendor has announced the solution support will no longer be provided past 2023. Even if basic support can be secured through a third-party provider, the capabilities of the solution will become static in the future and the vendor will most likely see the best members of the support staff leave for more stable opportunities. This poses an unacceptable risk for this vital service and solution.

    The current solution’s constrained processes have limitations that drive operational inefficiency, higher cost and a higher risk of errors within the AOS and throughout State government. In addition to the operational inefficiencies and risks, it is very cumbersome, if not nearly impossible, to meet new employment and reporting standards without customized, tedious work-arounds.

    While AOS and partner organizations continue efforts to improve processes, achieve efficiencies and drive taxpayer benefits, the current solution does not provide an acceptable near-term or long-term foundation.

    3.3.2 HCM Business Challenge

    The PeopleSoft Human Capital Management system (HCM) was first implemented by the State in 1999. The functionality includes Core HR capabilities, HR data, and Time & Labor. The HCM functionality integrates with PeopleSoft Financials which is used by all State Organizations.

    The currently installed HCM version 9.1 will be no longer be able to be part of mainstream Oracle support beginning in September 2019. The non-mainstream Oracle support beginning in September will be more expensive and less comprehensive.

    The new PeopleSoft HCM version 9.2 modules have expanded significantly in functionality, scalability, usability, and mobility, along with reduced cost of ownership over the past few releases. Due to the magnitude of customizations, the State has not been able to implement the expanded HCM functionality since version 8.9. As a result, modules are missing numerous enhancements and software “bug” fixes which prevent SOI from moving forward with critical solutions and infrastructure updates and improvements.

    The SOI needs to transition to the most current PeopleSoft HCM version which provides the functionality required to eliminate unnecessary customizations and facilitate streamlined and efficient HR and Payroll processes throughout State government. To avoid falling into the same update problems described previously, a sustainable resource plan for implementing updates and expanded functionality as it becomes available is required.

    3.3 Project Background

    In June of 2018, the AOS embarked upon an initiative (Payroll Modernization Project) to modernize and transform business processes, technology, and services supporting State payroll targeting significant tangible and intangible benefits, as well as reduced risk. During Q3 of 2018, the Payroll Modernization team initiated the project and launched efforts to define State-wide current payroll process and future requirements. In October, the team recommended and executive leadership approved alignment of the future payroll solution with the State’s PeopleSoft ERP strategy.

    During the 2nd half of 2018, SPD and the Government Management Information Systems (GMIS) revised plans and initiated efforts to assess and evaluate the work necessary to successfully upgrade or re-implement PeopleSoft HCM 9.1 to PeopleSoft HCM 9.2. The assessment identified an initial need for a Fit/Gap effort to evaluate past customizations, socialize the improvements available within the 9.2 product, and design potential solutions with best practices in mind. The Fit-Gap RFS was issued in December of 2018 and the initiative launched in January 2019.

    Given the AOS decision to align the future Payroll solution with the State’s PeopleSoft ERP strategy and the realization that both projects targeted an efficient, effective implementation of the State’s PeopleSoft HCM solution on the latest PeopleSoft version, the executive sponsorship approved the merger of the HCM 9.2 Project and Payroll Modernization projects in November of 2018 to create the HCM-Payroll Modernization Project. This alignment was focused on ensuring the funding, resources, business process redesign, communication, training, change management, and implementation timeline are integrated and appropriately supported. A single governance committee will provide the oversight and mechanism of escalation to best position this modernization program for success.

    4.0 Current Business and Technology Footprint

    4.1 Overview

    The AOS team launched an initiative during the second half of 2018 to analyze and document current Payroll processes and future Payroll requirements within AOS and throughout the many stakeholder organizations with whom they partner and serve. That initiative was completed in March 2019 and the results are summarized in Section 4.2.

    The GMIS organization, in partnership with SPD and AOS, launched a PeopleSoft HCM Fit-Gap initiative in January 2019 to 1) define the current state of the PeopleSoft HCM 9.1 solution including customizations and configuration, 2) define the current HCM related human resources processes, and 3) identify recommended improvements during movement to PeopleSoft HCM 9.2.

    As a result of an analysis of PeopleSoft HCM capabilities not currently implemented, the state identified two additional HCM related human resources capabilities that may provide future benefits. An initiative is underway to define the current processes and future requirements for Management of Accruals and Leaves, and Classification and Compensation.

    4.2 Business Processes

    This section provides an list of the current AOS Payroll and HCM business processes that are in various stages of development. Since the AOS Payroll and HCM business process definition activities were executed independently, some overlap of process definition should be expected.

    4.2.1 AOS Payroll Business Processes

    This section summarizes the current Payroll processes that are further defined in Appendix F which includes detailed process maps and narratives.

    Business Processes and Sub-Processes

    1. HCM Payroll Centric Processes

    New Hires

    Terminations

    Transfer

    Salary Adjustments

    1. Benefits

    Enrollment

    Changes

    1. Agency Payroll

    Time Capture Approval & Submission

    Legislator Pay

    Senior Judge Pay

    Statutory Payments

    Leave Accrual Use

    Paid & Unpaid Leaves

    STD & LTD

    Retiree Leave Conversion

    Allocating Labor Expense

    1. AOS Payroll

    Incoming File Loads

    Unique Pay Groups

    Process Payroll

    Process Retiree Payments

    Fringe Benefits

    Earning Adjustments

    Reversals Paper Check & Direct Deposits

    Payroll Adjustments

    AS47 (Non PS Deductions)

    Garnishment Processing

    IRS Lock Ins

    Mass Changes

    Payfake Processing

    Post Payroll Processing

    Bank Changes

    Interrogatories/Subpoenas

    Employment Verifications

    Ad hoc Inquiries

    Table Maintenance

    Compliance Reporting

    1. Retirement

    Employer Reporting Maintenance

    Leave Conversion

    4.2.2 HCM Business Processes

    This section summarizes the current HCM related human resources processes that will be further defined in Appendix G at the conclusion of our current Fit/Gap exercise which will include detailed process maps and narratives. Some of the following processes are completed and included currently.

    Business Processes and Sub-Processes

    1. Management of Accruals and Leaves

    Leave Workbook

    o Leave types and reasons

    o Leave eligibility

    o Leave requests and approvals

    o Planned vs. unplanned leave

    o Earning / accruing leave

    o Using leave

    o Paid / unpaid leave

    o Leave at year end

    o Leave on the employment anniversary date

    o Leave payouts

    New Parent Leave

    FML

    Workers Comp

    Line of Duty

    1. Classification and Compensation

    Job Classifications

    Pay for performance (P4P) and Mass Salary

    Changes, including distribution

    Minimum Wage Changes/Compliance

    Fair Labor Standards Act (FLSA) Compliance

    Bonus Payments

    Overtime/Comp Time

    Promotions

    Lateral Transfers

    Demotions

    Table updates

    Default pay components

    Salary studies (workforce analysis), Classification studies and Job studies

    Position Audits

    Salary Administration

    Salary Adjustments

    Forms/Reports/Interfaces

    Excel based salary Modeling

    1. Organization Management and Position Control

    Establish Org

    Abolish Org

    Re-Org

    Establish position

    Delete position

    Change position

    Fill vacancy

    Move position

    Manage labor forecast

    1. Personnel Administration

    New Hire/Onboarding

    Specialty Employees (POIs)

    Inter-Agency Transfers

    Intra Agency Transfers

    Employee Data Changes

    Promotions

    Demotions

    Disciplinary Actions

    Suspension

    Terminations/Retirements

    Mass Changes

    Rehires

    Other personnel actions

    Furloughs / layoffs

    1. Time and Labor

    Time Reporter Enrollment

    Time Capture

    Special Leave

    Create Payroll

    Apply Payroll Results

    Post Payroll to Finance

    1. Benefits

    Open Enrollment

    New Hire Enrollment

    Family Status Changes

    Arrears / Catch-up Deductions

    COBRA

    Deferred Comp

    Retirement/Pension

    Maintain benefit tables

    Wellness

    Event Maintenance/Reprocessing

    Generating Benefit Reports

    1. Self Service

    Employee Self Service

    Manager Self Service

    4.3 Current Solutions Technology

    4.3.1 Payroll Solutions Technology

    The current GEAC payroll solution has been in place since 1992. While AOS Payroll has maintained payroll and tax compliance, the system has not been effectively enhanced over the past few years. Infor (who acquired GEAC in 2006) has announced it will discontinue solution support for GEAC E-Series for z/OS MVS release 17.15 in 2023. GEAC-related payroll processes have been constrained, due to lack of integration with PeopleSoft HCM 9.1. This has resulted in increased complexity and higher costs for the State’s Payroll solutions.

    The current AOS solutions footprint is further defined in Appendices H1 and H2.

    4.3.2 HCM Solutions Technology

    The PeopleSoft HCM solution was implemented in 1999. The State currently uses PeopleSoft 9.1 HCM (Bundle 3) and have applied many customized enhancements to support Family Medical Leave Act (FMLA), Personnel Payroll Action Form (PPAF), New Parent Leave (NPL), and other business processes. The State currently uses base functionality only and has not leveraged many of the HCM 9.1 enhancements (e.g. Compensation Administration, Benefits Administration, etc.).

    The PeopleSoft HCM current state customizations and solutions footprint are included in Appendices B1 and I respectively. Future 9.2 transition recommendations are currently being defined in an HCM Fit/Gap exercise that is scheduled to conclude in May 2019. The Oracle PeopleSoft modules that are licensed and supported within GMIS for HCM are included in the following matrix.

    Module Name

    Licensed

    In Use/Supported

    Benefits Administration

    X

    X

    Recruiting Solutions

    X

    Migrated to SuccessFactors

    eBenefits

    X

    X

    eProfile

    X

    X

    eProfile Manager

    X

    X

    HRMS Portal Pack

    X

    X

    Reporting Tools for HR

    X

    X

    Time and Labor

    X

    X

    Enterprise Learning Management

    X

    Migrating to SuccessFactors

    Strategic Hiring Management Workforce Administration

    X

    X

    ePerformance

    X

    Migrating to SuccessFactors

    eRecruit

    X

    Migrated to SuccessFactors

    Fundamentals for Human Capital Management

    X

    X

    Payroll Interface

    X

    X

    Talent Acquisition Management

    X

    Migrated to SuccessFactors

    Community Portal

    X

    North American Payroll

    X

    HCM Warehouse

    X

    eDevelopment

    X

    Workforce Scorecard

    X

    Help Desk for Human Resources

    X

    ePay

    X

    Directory Interface

    X

    4.4 Current Technology Infrastructure

    4.4.1 Payroll Technology Infrastructure

    The current AOS Payroll technical infrastructure is centered around an IBM Mainframe zEnterprise BC12 (zBC12) managed, operated and supported by the AOS IT Team. The AOS IT team also manages, operates and supports an email environment and server farm. All of the AOS Payroll related infrastructure is separate from the State’s IOT infrastructure at this time, however, a project is underway to transition the AOS Payroll related infrastructure to the State’s IOT infrastructure footprint.

    The State also hosts the infrastructure for the AOS PeopleSoft Financials solution which is supported by the IOT GMIS team.

    For more detailed information concerning the AOS Payroll Technology Infrastructure, refer to

    Appendices J1 and J2.

    4.4.2 HCM Technology Infrastructure

    The HCM infrastructure landscape is managed by the GMIS team within IOT. IOT reports independently to the Office of Management and Budget and manages the infrastructure for much of State government.

    The current HCM infrastructure footprint is planned to be replaced as part of this project. Therefore, as part of the vendor responses described in Section 7.2, please provide your summary recommendations for the optimal future architecture footprint.

    For a more detailed description of the HCM technology infrastructure, refer to Appendices K1 and K2.

    5.0 Future Requirements

    5.1 Functional Requirements

    The State is following a process driven approach toward defining requirements. This includes the documentation of current human resource and payroll related processes as well as future requirements based on known leading practices, industry standards, and Indiana specific legislative and policy mandates. This documentation includes current state process narratives and business process flow diagrams, as well as detailed functional requirements. The intent of this effort is to define the requirements needed to realize State’s objectives outlined in Section 1 and throughout this RFI. Along with the requirements, this effort will provide a list of current Forms (correspondence), Reports, Interfaces, and Conversion Sources (Appendices H1 and H2) that may be required to support the transformation and modernization of the HCM and Payroll processes and solutions.

    The baseline process and sub-process mapping descriptions are provided in Section 4. Each sub process will include a process flow that highlights the expected tasks necessary to deliver the sub-process. The processes are then further decomposed into specific requirements. The process definitions and requirements are provided within the Bidder’s Library.

    Note that non-functional requirements (Testing, Training, Project Management, etc.) are described below and provided separately in the Project Related Requirements, Appendix A3.

    The development of functional requirements remain in progress as of the release of this RFI. The information provided in this section is subject to ongoing development and refinement. The Payroll related requirements included in Appendix A2 are at a “near-final” status while the human resource related requirements range from “draft” to “not included” status. All requirements will be completed and provided in the future RFP. They should include at least the following requirement groupings:

    Personnel Admin Classification and Compensation Benefits Admin

    Payroll Time Leaves

    Allocations Reports Forms

    5.2 Technical Standards and Requirements

    The solution’s upgrades and implementations will be implemented in the State’s IOT data center and therefore will be required to conform and comply with all IOT Infrastructure and Security Standards. IOT standards are posted here: http://iot.in.gov/architecture/ .

    Please refer to Appendix A1 for more information on the technology infrastructure standards as well as HCM and Payroll related technical, service level, and capacity requirements.

    The Technical Requirements included in Appendix A1 are at a “near-final” status. All requirements will be completed and provided in the future RFP. The current requirement groupings are as follows:

    • General

    • Security

    • Service Level

    • Reporting and Query

    • Interface

    5.3 Project Related Requirements

    The State has requirements for certain project related methodologies including project management, testing, training, and change management. For each of the service categories below, the State requests that the vendor provide an overview on the approach to providing the required service.  While the areas are broad, the State believes that each is a critical area to meeting the end state objectives of the modernization.

    The Project Related Requirements included in Appendix A3 are at a “near-final” status. All requirements will be completed and provided in the future RFP. The current requirement groupings are as follows:

    • Project Management

    • Organizational Change Management

    • Training

    • Testing

    • Vendor Team Experience

    • Project Design and Build

    ...

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    See Also

    Opportunity History Original Synopsis Jul 09, 2019 2:59 pm Solicitation Number : 36E77619Q0114

    Department of Veterans Affairs

    Bid Due: 9/13/2019

    Opportunity History Original Synopsis Jun 14, 2019 10:45 am Solicitation Number : 75N97019R00011

    Department of Health and Human Services

    Bid Due: 7/29/2019

    Opportunity History Original Synopsis Jul 10, 2019 1:01 pm Solicitation Number : DCO-PR-19-0338

    Millennium Challenge Corporation

    Bid Due: 7/31/2019

    Opportunity History Original Synopsis Jul 10, 2019 8:45 am Solicitation Number : HQ042319R0051

    Other Defense Agencies

    Bid Due: 7/29/2019