Vermont State Colleges Request for Proposals Payroll. Are each of the institutions on the same payroll calendar? If not, are the institutions considering adopting the same calendar? Yes same calendar, we do pay bi weekly alternate weeks for students and Faculty/Staff Payroll. By institution if they differ, please outline your payroll calendar as-is and to-be. difference Payroll. Do you run any payrolls you consider non-standard? If so, please describe. Benefits. Are your benefits programs consolidated among System schools such that all System schools offer the same benefits packages to employees? Consolidated 3.1.15. Can you add any additional insight into this requirement to clarify the actual requirement? We would like to have a way for exempt employees to track real-time worked without changing paid time. 3.1.17. How many unions do you have currently? Does each System school have the same unions and terms? The VSCS currently has 5 unions system-wide. A 6 th unit is currently negotiating their first Agreement. 3.1.20. Do you envision the notices posting to self-service or using a different approach? If different, please explain. Self Service 3.2.2. Can you please clarify Have direct access to multiple tier 1 providers There should be at least two tier 1 network providers into the hosting center 1
Vermont State Colleges Request for Proposals Will there be four Colleague systems with which to integrate, or will there be five? Only one Colleague system is used for all colleges Please provide examples of the types of data VSCS will want to send between HCM Cloud and Colleague. Colleague will remain system of record and also GL and financials Is it possible to add an option to include an ERP offering such as Financial or budgeting to the proposal to provide the needed insight to replace that functionality in Colleague as well? We would entertain it as an option but please differentiate the responses to meet RFP as outlined Please provide the total number of anticipated users required for each of the institutions / schools in the following areas: Financials Planning & Budgeting Procurement Self-Service Procurement (The number of individuals that would need to go through the Procurement site to order something, i.e., office products, etc.) This is outside the scope of this RFP Are the HCM and Payroll processes for the colleges in the consortium centralized or do each of the colleges run their businesses/payrolls separately? Centralized Do the colleges negotiate their own contracts with the benefit vendors or is this completed by the consortium? Consortium Are the benefit calculation tables centralized? Centralized In reviewing the RFP and Addendum, are you looking at different best of breed solutions for Payroll and Human Resource Benefits as a best of breed approach or are looking at one ERP vendor to do it all? 2
Vermont State Colleges Request for Proposals We are open to either approach, would prefer to have one vendor even if two systems. One system, one vendor would be our ideal. Are you considering Ellucian for the Payroll and Human Resources for this HCM project? We are looking to move away from Ellucian Colleague Payroll it has not met our needs Are you open to reviewing a Global Leader for Talent Management, SaaS solution that is able to partner with other partners for Payroll and Human resources, and Benefits enrollment? If there is to be a partnership to achieve our needs we would like the partners to present jointly Additionally, can you provide a Word version of the RFP. If proposers answer Yes to any of the items listed within Section 1: Does this security review apply to my giving data to a third party? of the RFP s Third Party Data Security Requirements, are they required to provide line by line responses to Section III: Contract Development and Section IV: Third-Party Review Checklist within their proposal submissions? If not, is this process only done upon down-selection of the selected proposer? The Third Party Data Security Requirements is included for reference and does not require a response. Was the RFP issued to specific vendors or just made available publically? If so, which vendors did you ask to respond? Publically The RFP indicates that you VSCS is looking to replace the current ERP/Payroll system, a module in Colleague. Is VSCS looking at options to also replace Financials/GL? t currently Will Colleague remain in place? If so, what functions will remain in Colleague? Yes 3
What integration points do you envision with the HCM to other systems? Colleague would remain the system of record Colleague for now would still manage all financials and host GL Can you provide examples of the types of data that you d want to share? Colleague would remain the system of record Colleague for now would still manage all financials and host GL Vermont State Colleges Request for Proposals Do you currently have a Single Sign On strategy and would SSO be important for HCM integration? Yes and it would be important 3.1.19 Can you please describe in more detail your active retiree population and the desired functionality? Retirees receive healthcare benefits from us and we would need to continue managing this Is there any case in which active retirees are paid? If so, please explain. Some retirees do come back as employees or faculty How many active retirees do you have currently? Approximately 550 3.1.23 Time and Attendance: How do you want hours worked entered/collected? We track hours in many ways, hourly employees self enter and attest, exempt enter to track vacation holidays etc. Managers do sign off Do you have a need for clock in/clock out functionality? If so, is there a need for timeclock hardware or would you collect punches via a browser or mobile? What type (pin number, bard code scan, biometric, etc.) of timeclock hardware would you want? How many devices are needed? Hourly do enter in and out times but not in realtime no timeclock hardware 4
Does how time is collected vary by employee type? Please explain. Yes, different for hourly, exempt etc. Vermont State Colleges Request for Proposals 3.1.33 Talent Management: Does VSCS currently use an Learning Management Solution (LMS)? If so, which one? Yes, Moodle Are you looking for LMS functionality and the ability to store training content within the HCM solution or just the ability to track training, enroll in training, etc. without the content creation and delivery piece? Appendix A Third Party Data Security Requirements Is this being included for reference should we move forward in the process or are you expecting a response with the RFP response? The Third Party Data Security Requirements is included for reference and does not require a response. The current language in the RFP doesn t specify the limitation on the contract liability. Can you provide a limited liability clause for this effort? Any further discussion on liability will take place during contract negotiation 5
Proposer s questions 1 Given the large number of functionality to be implemented, we request VSC to provide the respondents with an extension to the proposal submission timeline 2 Please comment if part of the work can be performed from outside the United States Reference in the RFP document NA NA Module Track Categorization Response Yes 3 Please let us know if VSC has an implementation timeline and specific target date for go live in mind NA Go live July 1, 2019 or sooner 4 Please let us know how many functional and technical team resources that VSC will commit to this project 5 We understand that the new HCM SaaS ERP should interface with the non HR / Payroll functionality within Ellucian Colleague. NA General General General Open for discussion NA Core HR Integration Technical Colleague will remain system of record and contain GL and all financials. Faculty pay rate will from Colleague. Kindly confirm the information that will need to be extracted from the new HCM system to the Ellucian Colleague system. Also, are there any inbound information that needs to be brought in from the Ellucian Colleague system to the new HCM system (since we understand that the new system will be the entry point and single source of truth for all HCM and Payroll data) 6 Please explain the challenges that exist in the current system which necessitates a move to a new ERP system 7 There was no language on limiting the liability. Can Liability be limited? a. Can we include exceptions in our response in regards the liability? The requirements of what we need are outlined in the RFP Any further discussion on liability will take place during contract negotiation 8 Please let us know if VSC has had demonstrations from major ERP vendors and if there is an inclination for a particular ERP 9 Will payroll maintenance staff from different colleges have uniform page level access on the cloud or will they be different for each of the colleges? 3.1.9 Core HR Security Functional Payroll will be consolidated 10 You had mentioned two termination dates - Actual Employment Term Date and Final System Term Date. Is the Final System Term Date the date on which the terminated employee is no longer processed in payroll? 3.1.11 Core HR Transaction Functional Yes 11 Please provide more details around the requirement "System must be set up on a 7 day work week"? 12 Please provide the number of roles apart from College Payroll Professional and Chancellor that shall be applicable for all the colleges put together 3.1.14 Time and Labour Setup Functional Scheduled work weeks for overtime, benefits, etc are based on seven days 3.1.9 Core HR Security Functional t enough information 13 Please confirm if VSC is position driven NA Core HR Setup Functional Yes
14 Please confirm the levels of data security that are needed. We can see that location level security access is asked. Please confirm if this is the only way that data perimeters will be determined. 15 The RFP document mentions that there is a need for different customizable onboarding processes for Union and n-union employees. Please confirm if we should interpret these differences as differences in workflow approvals. 3.1.16 Core HR Security Functional Data securitiy has to fit utilization need. 3.1.17 Core HR Workflow Functional yes 16 Please confirm if there is a need to migrate historical performance ratings for the employees 17 Please confirm if there is a need to maintain any additional skill codes apart from Core Competencies 18 Please confirm if VSC would like to perform Talent Review using 9-Box model in the cloud environment 19 Please confirm if VSC has a goal library that needs to be imported into the cloud system 20 We assume that Performance appraisals would be performed once a year across all colleges. Kindly confirm if this is a fair assumption. 21 Please confirm if VSC follows different performance appraisal flows for different groups of employees in colleges. If yes, kindly explain the different parameters which affect the flow. 22 Please explain how VSC is conducting merit review cycle in the colleges at present 23 Please let us know if VSC has in place a Pay for Performance (Variable) compensation system 24 Please let us know the number of reports which VSC expects to meet overall reporting requirements from the new system 3.1.33 Core HR Data Migration Technical 3.1.33 Core HR Profile Functional Yes 3.1.33 Talent Review Setup Functional 3.1.33 Goal Management Setup Functional 3.1.33 Performance Management Setup Functional Yes 3.1.33 Performance Management Setup Functional Yes. Sometimes workflow is different than organizational chart. NA Compensation Management Transaction Functional Paper NA Compensation Management Setup Functional 3.1.41 Core HR Reports Technical Unable to estimate at this time. 25 Please let us know the number of years of employee history which needs to be moved to the Cloud 3.1.16 Core HR Data Migration Technical Fifteen years 26 Please explain any major Payroll challenges that exist that are sought to be streamlined or eliminated during Payroll Processing in the new system NA Payroll Setup Functional ne 27 Please let us know the current frequency of Payroll NA Payroll Operations Functional Two groups, biweekly on alternating weeks 28 Please explain if there are any complex or time consuming payroll processes that are being currently followed, that CANNOT be done away with NA Payroll Setup Functional ne 29 Please explain the different tax entities that are currently present for Payroll calculations NA Payroll Setup Functional Municipalities in 13 states, but need the flexility to deal with all the states 30 Please explain if VSC employs seasonal employees NA Core HR Setup Functional yes 31 Please provide the number of earnings for employees that will need to be configured NA Payroll Setup Functional t enough information
32 Please provide the different types of deductions to be configured for VSC in the new Payroll system 3.1.6 Payroll Setup Functional System must be flexible 33 Please provide some inputs on the different payroll balances that are currently tracked NA Payroll Data Migration Technical All balances on pay stubs must carry over from the old system 34 Please explain how does VSC close the payroll accounting periods NA Payroll Operations Functional Quarterly 35 Please provide the different leave types that exists for VSC and the corresponding accruals 3.1.23 Absence Management Setup Functional System must be flexible so we can adapt to requirements. Currently 6 36 Please comment if VSC has complex or special absence calculation rules 3.1.23 Absence Management Setup Functional Yes 37 Please provide the different time reporting codes against which employees report time 3.1.23 Time and Labour Setup Functional Employees can bill against multiple GL codes 38 Please comment if employees need to work in shifts 3.1.23 Time and Labour Setup Functional Yes 39 Please explain how Holiday Pay is processed 3.1.23 Payroll Setup Functional Employees document holiday time taken 40 Please let us know if there are complex or special time calculation rules 3.1.23 Time and Labour Setup Functional Yes 41 Please let us know the different Benefit programs and plans that are offered currently 42 Please comment if VSC has complex or special benefit eligibility or benefit calculation rules 3.1.34 Benefits Setup Functional Health, dental and others 3.1.36 Benefits Setup Functional Yes 43 Please let us know which vendors are integrated to provide benefits NA Benefits Integration Technical Currently none 44 Please explain whow VSC processes Benefit deductions 3.1.34 Benefits Setup Functional Set rate by pay period 45 How does absence and time data currently flow into payroll processing NA Absence Management Setup Functional End user self attestation 46 Would VSCS provide the organization s HCM current technology landscape for the following functions/systems: current payroll/hris system; current time & attendance/time clock system; benefit system; and talent management (recruiting/onboarding) system? NA General General General 47 Would VSCS provide examples of specific rules that the new Time NA Time and Labour Setup Functional System must be flexible Management system needs to configure? E.g. Overtime, Shift differentials etc. 48 Is there any bio-metric or time recording device exists which need integration with time management system? Is it the same device for the all the instituins/colleges or its different, please provide the details. 49 What are the business processes involved in the current Recruitment and Onboarding system? NA Time and Labour Integration Technical 3.1.24 Recruitment Setup Functional Human resources
50 Please provide the list of third party system that recruitment solution needs to NA Recruitment Setup Functional Need a robust system to increase our integration be integrated (e.g. career sites, job aggregators, screening partners, staffing agencies, social media recruiting sites or vendors for video interviews etc. 51 Please provide the annual average number of: 1. Requisitions Created 2. Candidates applying 3. On-boarding/Hires 52 Please describe the detail processes and functionality in the current Training system, is there a need of both online & offline training? 53 Please let us know if there is a need of integration with third party system with the learning management system NA Recruitment Setup Functional We recruit between 150-1000 positions a year 3.1.33 Learning Management Setup Functional Yes NA Learning Management Setup Functional t currently