RESPONSE: This is a Request for Information process, therefore, no tasks are required.

Transcription

1 Addendum No. 1 Request for Information (RFI) No. I181126HR Payroll Software as a Service (SaaS) Amendment to RFI Submission Deadline Was: January 9, 2019 at 14:00:00 hrs local time Is Now: January 11, 2019 at 14:00:00 hrs local time Respondent Questions and Answers 1. Can companies from Outside Canada can submit for this? 2. Do we need to come on-site for meetings? RESPONSE: No, this is a Request for Information process to research the marketplace and gather information, therefore, on-site meetings will not be required. 3. Can we perform the tasks (related to RFP) outside Canada? RESPONSE: This is a Request for Information process, therefore, no tasks are required. 4. Can we submit the proposals via ? RESPONSE: Respondents are to follow the Submissions Instructions outlined in item 5 of the RFI. 5. As you are upgrading to Microsoft Dynamics 365 by Q2 2019, ideally when would you like to go live by? RESPONSE: The County is planning to go live with D365 in approximately Q2 of After the January 9th deadline, what is the process and timeline for those companies shortlisted? Will there be further questions, a time to demo, and when will a decision will be made (estimates are acceptable)? RESPONSE: This is a RFI process and selection and shortlisting is not part of the process. The County may issue a Request for Proposal after the RFI has been completed. Page 1 of 5

2 7. As the RFI only entails payroll as well as time and attendance, is there a need for other Human Resources needs (document storage, benefits, performance management, etc.)? RESPONSE: The County uses Microsoft Dynamics AX for its Human Resources. 8. Could you clarify what Parkland County s definition is of a Canadian payroll solution specifically as per the Notice in the Opportunity Description The purpose of this RFI is to obtain information on a Canadian payroll solution that. RESPONSE: This would be defined as a payroll solution that is designed for processing payroll and the various Canadian requirements (e.g., CPP, EI, etc). 9. What is Parkland County s Data Storage policy? RESPONSE: Cloud storage is acceptable, however, the County would prefer Canadian data centres. 10. Referencing requirement ID 1.03 please clarify the timeline for modification and adjustments. We believe you mean that this can be done up to the time of approval by the supervisor and is not available after the approval has been processed. RESPONSE: Your understanding is correct. 11. Referencing requirement ID 1.04 please clarify with further description what is required on validation real time and coverage information details. RESPONSE: Real time means the information regarding absence requests is up to date in the system. Coverage information details means the availability of resources to cover absence requests. 12. Please describe Parkland County shifts in greater detail. Are shifts separate days, or a set of consecutive days? And if a set of consecutive days, does the work block occur for the same hours on each of those days? RESPONSE: A shift could be one day or consecutive days that make up an employees work schedule. Note, generally, an employee s shift has consistent hours of work. 13. Please describe shift trades in greater detail. Are requests by an employee for a shift trade routed to a manager for approval and the manager must accept/reject and reschedule the employee? Page 2 of 5

3 a. And/or are the requests advertised in some way such that a group of employees can see the request and pick-up additional and/or a changed shift? RESPONSE: No. b. If shifts are a block of consecutive days, are shift trades a request to switch that entire block of days, or are they requests to trade a specific day (or portion of a day) with another employee? RESPONSE: Shift exchanges would be for a specific day. 14. Referencing requirement ID 1.13 Please explain further. Why would the employee want to resubmit a shift change request for approval? Would it be to remind a supervisor that the change has not yet been accepted/rejected or would it be because the request has changed from the one originally submitted? RESPONSE: Because the request has changed from the one originally submitted prior to approval. 15. Referencing requirement ID 1.14 Please describe further what detail is to be reported in coverage information. RESPONSE: Details to be reported are resource availability, job classification and projected working hours for the weekly period. 16. Referencing requirement ID 1.15 Please explain further. Would an employee want to cancel an approved shift trade request as they now want to go back to the original shift before the trade was requested? Which employees would you want to do this - the requester or acceptor, etc.? RESPONSE: The change could be initiated by either the requestor or acceptor. 17. Referencing requirement ID 1.16 If the previously approved request is rejected would the tool be required to then again reflect the original shift that existed before the trade? 18. Referencing requirement ID 1.17 Please describe this in further detail. If the shift trade is cancelled would the tool be required to amend shifts that are in the past or only those that have not yet commenced? RESPONSE: Only the ones that have not yet commenced. Page 3 of 5

4 19. Referencing requirement ID 1.18 What type of corrections usually occur after a payroll has been run? Is it adjustments to time that was worked and paid on a shift? (and hence adjusted pay, and charges to projects, and must occur in the next payroll) RESPONSE: Time correction, coding corrections or rate corrections are typical. a. Please list the balances that are required to be updated? RESPONSE: Time, vacation, sick banks and project costs. 20. Referencing requirement ID 1.19 Please supply the rules description for each of these payrolls. RESPONSE: Only the ones that have not yet commenced. 21. Referencing requirement ID 1.22 Please explain the expedited aspect of this request. Can firefighters use a keyboard e.g. for a 6-digit identification/clock number or name, or must it be non-keyboard clock in and out? RESPONSE: Expedited means without keyboard entry (faster clocking in). Firefighters do currently use a keyboard. In the future we d like the option of using biometric for expedited time entry. 22. Project costing and accounting please supply a description and/or redacted examples of the detail, comprehensiveness and complexity of data that is used in the Dynamics 365 system and which would be required to be exported/imported between the systems. RESPONSE: Redacted examples cannot be supplied. Vendors are welcome to provide examples and capabilities of information that they typically utilize. 23. Are payroll data and reports supplied to the accounting team in a format that removes identification of individuals or is the full private detail supplied to both accounting and human resource teams? RESPONSE: Payroll data and reports supplied to the accounting team in a format that includes identification of individuals. 24. Referencing requirement ID 1.27 Please explain what equipment add-ons are. a. Should employees be able to create a new piece of equipment within a project in the field or should these be added by an administrator? RESPONSE: This would only be done by an administrator. Page 4 of 5

5 b. Are the new pieces of equipment to be recorded within a project? Or are they to stand alone? RESPONSE: These would be within a project. c. Would you want the cost of the equipment to be attached to the time or is this equipment a note against time of the employee? Or is it only that the employee is allocating their own time to the equipment? RESPONSE: Equipment and time would be entered separately. 25. Referencing requirement ID 2.01 to clarify, is this setup a new category for contributions and/or employee deductions in the payroll? Please define what this is and how it is used. There are many definitions of benefits, allowances, cash and non-cash etc. How many different accrual plans could there be? RESPONSE: There would be a small number of accrual plans used at the County such as vacation. 26. Referencing requirement ID 2.02 please describe how you would like to see this work in the payroll. a. What is the employee premium? RESPONSE: The total employee costs/items paid to or on behalf of the employee outside of basic wage. b. Is fleet equipment a separate user on the system which has timecards? Or does each piece of equipment attach to an employee? RESPONSE: It is separate. 27. Please confirm there should be no items 2.04 and 2.05 in the Excel Appendix file. RESPONSE: Correct. 28. Referencing requirement ID 2.19 please provide an example of this multiple level report. RESPONSE: The County is not able to provide a report at this time. 29. Referencing requirement ID 7.01 please clarify whether there are employees in Ontario, are certain employees paid these benefits in Alberta and what are these reports used for. Do you specifically require OTB reports or reports that supply similar information? RESPONSE: This is not a mandatory report. ****Acknowledgement of this Addendum is required in the submission**** Page 5 of 5