Payroll e-forms

{
  "id": "023554-2021",
  "tag": [
    "planning"
  ],
  "date": "2021-09-22T12:35:02+01:00",
  "ocid": "ocds-h6vhtk-02e375",
  "buyer": {
    "id": "GB-FTS-109",
    "name": "NHS Wales Shared Services Partnership-Procurement Services (hosted by Velindre University NHS Trust)"
  },
  "tender": {
    "id": "ocds-h6vhtk-02e375",
    "lots": [
      {
        "id": "1",
        "status": "planned",
        "description": "Payroll sits within the Employment Services Division of NWSSP and is responsible for managing Payroll on behalf of all Health Boards & Trusts within NHS Wales for 125,000 employees. Therefore,  Payroll is a critical service for the NHS, ensuring that Health Professionals are paid on time within a demanding Health Care Sector.\nThe service uses the ESR Payroll system but currently manages changes to the payroll via macro enabled spreadsheets that have been in place for several years. Since the introduction of Microsoft 365 into the organisation, this system has not been as effective as before. Consequently, the Project Team would like to explore alternative options in the marketplace to develop the service over the next five years by taking advantage of new software & technological advancements.\nPayroll changes are managed using the following forms:-\n-\tNew starter / Terminations form\n-\tTimesheeting\n-\tStaff movement advice\n-\tOvertime / additional hours worked\nThe Project Team would like to see the following features for the e-forms described above demonstrated on the Supplier Demonstration Day.\n1.\tCloud based solution.\n2.\tSolution that is compatible with Microsoft 365.\n3.\tSolution with functionality to integrate via API with Oracle, ESR & Trac.\n4.\tBuilt in Security and restrictions to a group of staff.\n5.\tFunctionality to export to Excel, Word, PDF.\n6.\tPortal base functionality.\n7.\tHigh levels of security standards (extremely personal data held on forms). (Mention GDPR?)\n8.\t Daily data extraction to the files.\n9.\tBuilt in hierarchy system.\n10.\tAutomated access password system.\n11.\tTracking functionality with a tram line service to see where change is in the system.\n12.\tAllocate change to a member of the team.\n13.\tMandatory fields.\n14.\tCompliance with Banking regulations for Bank Account.\n15.\tAbility to split the form on submission to different departments.\n16.\tBe standalone when required for external partners.\n17.\tBuilt in workflows.\n18.\tFunctionality to send automated emails to other departments on Terminations.\nThe e-forms should include the following key features for timesheeting:-\n1.\tAbility to produce timesheet for the manager.\n2.\tAbility to select staff from hierarchy in ESR.\n3.\tBuilt in workflows.\n4.\tIncorporate built in rules.\n5.\tWorkflow notifications.\n6.\tFunctionality to:\na.\tRecall timesheets.\nb.\tResubmit timesheets.\nc.\tInput figures & dates.\nd.\tEnable Managers to retrieve submitted timesheets.\n7.\tTracking functionality for both Payroll & the NHS Manager.\n8.\tReminders & nudges to Managers.\n9.\tIncorporate mandatory fields.\n10.\tAbility to input figures & dates.\n11.\tThe ability to have a blank version for external partners. .\n12.\tDirect interface via API into ESR.\n13.\tAbility to extract data via generic interface.\nThe e-forms are required to hold the following data:-\n1.\tTitle\n2.\tFirst Name\n3.\tLast Name\n4.\tNINO number\n5.\tDOB\n6.\tAddress\n7.\tContract details\n8.\tTelephone Numbers\n9.\tManager Name\n10.\tSalary Bandings\n11.\tBank Account Details\n12.\tTermination Date\n13.\tReason for Change/Termination\n14.\tDestination on Leaving\n15.\tAnnual Leave Entitlement to be paid recovered Additional information: The supplier demonstration day is expected to take place via Microsoft Teams on Friday 15th October.\nSuppliers should contact Michael.Veasey@wales.nhs.uk to arrange a suitable time."
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKL"
          }
        ]
      }
    ],
    "title": "Payroll e-forms",
    "status": "planned",
    "coveredBy": [
      "GPA"
    ],
    "legalBasis": {
      "id": "32014L0024",
      "scheme": "CELEX"
    },
    "description": "Payroll sits within the Employment Services Division of NWSSP and is responsible for managing Payroll on behalf of all Health Boards & Trusts within NHS Wales for 125,000 employees. Therefore,  Payroll is a critical service for the NHS, ensuring that Health Professionals are paid on time within a demanding Health Care Sector.\nThe service uses the ESR Payroll system but currently manages changes to the payroll via macro enabled spreadsheets that have been in place for several years. Since the introduction of Microsoft 365 into the organisation, this system has not been as effective as before. Consequently, the Project Team would like to explore alternative options in the marketplace to develop the service over the next five years by taking advantage of new software & technological advancements.",
    "communication": {
      "futureNoticeDate": "2021-12-16T00:00:00Z"
    },
    "classification": {
      "id": "48000000",
      "scheme": "CPV",
      "description": "Software package and information systems"
    },
    "mainProcurementCategory": "goods"
  },
  "parties": [
    {
      "id": "GB-FTS-109",
      "name": "NHS Wales Shared Services Partnership-Procurement Services (hosted by Velindre University NHS Trust)",
      "roles": [
        "buyer",
        "centralPurchasingBody"
      ],
      "address": {
        "region": "UK",
        "locality": "Cardiff",
        "postalCode": "CF15 7QZ",
        "countryName": "United Kingdom",
        "streetAddress": "4-5 Charnwood Court,, Heol Billingsley, Parc Nantgarw"
      },
      "details": {
        "url": "http://nwssp.nhs.wales/ourservices/procurement-services/",
        "buyerProfile": "https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0221",
        "classifications": [
          {
            "id": "BODY_PUBLIC",
            "scheme": "TED_CA_TYPE",
            "description": "Body governed by public law"
          },
          {
            "id": "07",
            "scheme": "COFOG",
            "description": "Health"
          }
        ]
      },
      "identifier": {
        "legalName": "NHS Wales Shared Services Partnership-Procurement Services (hosted by Velindre University NHS Trust)"
      },
      "contactPoint": {
        "email": "Michael.Veasey@wales.nhs.uk"
      }
    }
  ],
  "language": "en",
  "description": "NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=114235.\n(WA Ref:114235)",
  "initiationType": "tender"
}