CONFIDENTIAL REQUEST FOR PROPOSAL (RFP) HUMAN RESOURCE MANAGEMENT …€¦ · · 2013-11-11Travel Management 5. Time Management 6. Training & Event management ... § Provide centralised

CONFIDENTIAL

REQUEST FOR PROPOSAL (RFP)

HUMAN RESOURCE MANAGEMENT SYSTEM (HRMS) PROJECT V2

This document is the intellectual property of Bursa Malaysia. No part of the document is to be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording or any information storage and retrieval system, without permission in writing from Bursa Malaysia.

Prepared by, Group Human Resources 06th November 2013

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RFP_HRMS PROJECT V2 PAGE 2 OF 19

TABLE OF CONTENTS

1.0 Introduction……......................................................................................... 3

1.1 Purpose of Document……………………………………………………. 3 1.2 Project Background………………………………………………………. 3 1.3 Project Vision Statement………………………………………………… 6 1.4 Project Objectives………………………………………………………… 6

2.0 Standards & Instructions……………………………………………………..... 8 2.1 Instructions to Prospective Vendor(s)………………………………….. 8 2.2 RFP Schedule & Response Instructions………………………………. 10 2.3 Proposal Format………………………………………………………….. 10 2.4 Contact Person…………………………………………………………… 12

3.0 Project Requirement…………………………………………………………… 13 3.1 Scope……………………………………………………………………… 13 3.2 Vendor’s Terms of Reference…………………………………………. 13 3.3 Functional Requirements……………………………………………….. 14 3.4 Technical Requirements……..…………………………………………. 15 3.5 Other Requirements…………………………………………………….. 15

4.0 Vendor Relationship…………………………………………………………… 18 4.1 Principles of Dealing with Vendors……………………………………. 18 4.2 Specifics of the Proposal – Vendors’ Staff……………………………. 18 4.3 Project Organisation…………………………………………………….. 19

5.0 Appendix………………………………………………………………………... 19

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1.0 Introduction

1.1 Purpose of Document

This document is a Request for Proposal (RFP) from prospective parties (hereinafter referred to as “Vendor”) for the Study, Supply, Delivery, Installation, Testing, Commissioning and Implementation of a highly integrated Human Resource Management System (HRMS). Bursa Malaysia Berhad (“Bursa Malaysia”) is seeking tender proposals from experienced HRMS providers, who can assist in meeting Bursa Malaysia’s business needs. This document sets out the functional and technical requirements of the system as well as the standards and instructions for the RFP process. Vendors are invited to submit their proposals to address the requirements outlined in Section 3.0 of this RFP.

1.2 Project Background

1.2.1 Current Business Context

1.2.2 Functional Overview

Group Human

Resources

Bursa Group of

Companies

Bursa Malaysia

(SBU/SFU)

Statutory & Government

Agencies

Banks

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1.2.3 Current Operating Environment

The following annotates the current system environment and tools used by GHR and the operating units of Bursa Malaysia Group of Companies.

ERP & HRMS SAP HRMS ECC6.0 & EHP2

Modules: 1. Personnel Administration 2. Personnel Development 3. Payroll 4. Travel Management 5. Time Management 6. Training & Event management 7. Recruitment 8. Benefits 9. Organisation Management 10. Compensation Management 11. Employee Self-Service 12. Manager Self-Service 13. Balanced Scorecard

Database SAP ECC6.0 on Oracle 11g

Statutory Reporting and Interfaces

SAP Financial Financial Institutions Systems Statutory Systems (EPF, SOCSO, TAX) Group Wise Sierra Time Clock

Number of Employee

600

Historical Data 6 years

1.2.4 Current Operations Responsibilities & Activities

For Bursa Malaysia Group of Companies:

§ Liaise with statutory, government agencies and external parties § Provide consultative advice and services to Management and

subsidiaries § Provide centralised HR services to achieve standardisation and

cost effectiveness § Handle Group reporting on HR related matters

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For Bursa Malaysia/Divisions: § Review, prepare and/or coordinate preparation of plans and advise

Management in respect of manpower requirements and forecasts; talent identification and succession planning; staff development, career planning; Promotion or upgrade; bonus and increment; performance reward programs; performance appraisals; extension of service; and transfers or secondment

§ Conduct negotiations with union on review of the Collective Agreement, staff issues

§ Assist and co-ordinate recruitment activities, advice Management on selection of candidates and terms and conditions of employment of new recruits

§ Administer payroll payments and benefits processing encompassing salaries, EPF, income tax, loans processing and repayment, SOCSO, bonus, increments, salary adjustments, claims, assignment of assets, etc

§ Staff separation (retirement & resignation) § Disciplinary procedures including initiate, co-ordinate and

participate in requisite activities involving domestic inquiries

1.2.5 Problem Statement

End User Workflow

a) Multiple steps and not user friendly b) Not able to track workflow status

Payroll

a) System blackout time for payroll processing b) Not able to provide details for GL posting to

SAP Financial c) Overtime processing highly depend on 3rd party

system, required manual interference which delayed the process

d) Limited reporting format

Benefit Administration

a) Highly customised to capture Bursa Flexi Benefits

b) Does not support analytical and forecasting requirements for annual bonus, increment and promotion cycle

Performance Management

a) Does not support the performance management framework

b) Merely an online performance appraisal form c) Not integrated with other modules i.e. talent and

succession and learning

Recruitment a) New, not implemented b) Currently all manual processes

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Talent & Succession

a) New, not implemented b) Currently all manual processes

Learning Management

a) New, not implemented b) Currently all manual processes

1.3 Project Vision Statement

1.3.1 Bursa Malaysia would have an integrated HRMS providing full

automation, eliminating redundant manual process and providing value added services electronically and reduce paper based processes.

1.3.2 The new HRMS should have agility by providing flexible access to

information, and have a pervasive impact, i.e. leverages all information processes across the organisation at all levels and its analytical component enables capacity to compete across time.

1.3.3 The expected benefits as a result of the implementation are:

§ Timely information § Efficient and rapid implementation of business and statutory

requirements § Improved efficiency with regard to cost reduction § Shorter administrative processing time § Standardised procedures and methods, forms and reporting § Accurate and useable information that is sharable across the

enterprise

1.4 Project Objectives The following are the project objectives that we view as criteria to measure the success of the project: 1.4.1 Project is completed within the expected time frame and budget 1.4.2 There is transfer of knowledge to Bursa Malaysia project team and IT

staff to administer the system after a reasonable period of time from the vendor

1.4.3 There is a high degree of acceptance of system by both users and

technical staff 1.4.4 There is marked improvement in service levels cycle time, reduction in

effort and errors

1.4.5 To provide centralised services to achieve standardisation and cost

effectiveness

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1.4.6 To place appropriate control over to the operating units to achieve

efficiency through greater integration 1.4.7 To deliver consistent and accurate information on demand to both the

management and staff 1.4.8 The various stakeholder needs are met in line with the metrics set 1.4.9 Improvement on online submission to statutory bodies for security and

faster turnaround time 1.4.10 To provide system which works based on user-defined flow and

controls 1.4.11 To provide access to Bursa Malaysia staff from off-premise to the

HRMS system

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2.0 Standards & Instructions

This section covers the standards and instructions that should be followed by vendors in response to this RFP. Please read this RFP specification carefully. Vendors are advised to read the whole of this document.

2.1 Instructions to Prospective Vendor(s)

2.1.1 Vendor(s) are invited to submit the proposal to address the requirements as specified in this RFP for the Study, Design, Development, Supply, Delivery, Installation, Testing, Commissioning and Implementation of the HRMS Project.

2.1.2 The RFP proposal shall consist of two distinct parts: (Part A) the

HRMS Price Proposal, (Part B) the HRMS Functional & Technical Proposal. The table below outlines the mandatory format and volume for submission of each part, non-compliance will be disqualify:

Part RFP Proposal Format Volume Part A HRMS Price Proposal

The Vendor should use the Spreadsheet as in Appendix A – “HRMS Price Proposal” and should enclose the completed submission in a sealed envelope marked: “Part A – HRMS Project V2 Price Proposal”

A4 Paper Binded Hardcopy CD Format (In Microsoft Excel Format)

1 Copy 1 Copy

Part B HRMS Functional & Technical Proposal

The Vendor should use the outlines as in Appendix B and Appendix C and should enclose the completed submission in a sealed envelope/box marked: “Part B – HRMS Project V2 Functional & Technical Proposal”

A4 Paper Binded Hardcopy CD Format

6 Copies 1 Copy

2.1.3 Both Part A and Part B of the RFP must be enclosed in separate

SEALED envelopes, deposited into TENDER BOX and must be addressed to:- Vice President, Administration Corporate Services Bursa Malaysia Berhad 1st Floor Business Centre, Exchange Square Bukit Kewangan 50200 Kuala Lumpur

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2.1.4 The RFP must reach Bursa Malaysia not later than 12:00pm, 26th

November 2013. Late responses shall not be considered. 2.1.5 The top left-hand corner of the envelopes/box must be marked “RFP

FOR HRMS PROJECT V2”. This is also required for any subsequent written correspondence. The same title must be used for any electronic communication.

2.1.6 English is to be employed in any correspondence and literature. 2.1.7 Vendors assume the risk of the method of dispatch chosen. Bursa

Malaysia assumes no responsibility for delays caused by any delivery service.

2.1.8 The RFP must be signed by an official who is authorised to act on

behalf of the organisation submitting this proposal. 2.1.9 The configuration specification provided here are minimum

requirements. Any suggestions for features or alternative approaches, within the general framework of these specifications will be given careful consideration. However, such alternative features or approaches and the costing must be clearly separated from the main proposal and the costing.

2.1.10 Prices must be quoted in Ringgit Malaysia (RM). Vendors must

complete the Schedule of Price as per Appendix A. The completed RFP must be signed by an authorised person, endorsed with a company stamp.

2.1.11 In order to allow sufficient time for the evaluation of the proposals and

for the investigation of submitted proposal, all prices should be valid for the period of at least 30 days following the deadline for submission of proposals. If required, Bursa Malaysia reserves the right to have the price validity extended for another 90 days, provided always that Bursa Malaysia has the benefit of the lower price.

2.1.12 These RFP Requirements and the Vendor's response will be part of

the final agreement. Vendor(s) must not include any items in their proposal which they are not prepared to include in a contract.

2.1.13 Bursa Malaysia reserves the sole right to decide whether a proposal

does or does not substantially comply with the requirements of this RFP Requirements. Bursa Malaysia also reserves the sole right to accept, reject or negotiate modifications to a Vendor's proposal or parts thereof on a without prejudice basis.

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2.1.14 All proposals submitted will be considered proprietary and will not be released to any outside party in part or in full. Neither the transmission of the RFP Requirements to a prospective Vendor nor acceptance of a reply shall imply any obligation or commitment on the part of Bursa Malaysia.

2.1.15 This RFP Requirements does not commit Bursa Malaysia to award a

contract or to pay for any costs incurred by successful or unsuccessful Vendor(s) in the preparation of a proposal to this request.

2.1.16 Use of subcontractors and/or third party vendors does not relieve the

successful Vendor of sole responsibility for performance under this project. The Vendor shall be responsible for meeting all of the terms and conditions resulting from this RFP. If at any time the subcontractors and/or third party vendors of the Vendor change, the Vendor shall notify Bursa Malaysia in writing prior to making the change.

2.1.17 Vendors are required to sign a non-disclosure declaration (NDD) with

Bursa Malaysia as per Appendix D. There shall not be any breach of information and vendors are expected to keep all dealings with Bursa Malaysia strictly confidential. All information and records compiled by vendors shall be for the use of this project only and for no other purpose and must not be reproduced elsewhere. The NDD must be submitted to Bursa Malaysia prior to the tender submission date.

2.1.18 Vendors are required to disclose any Related Party Transaction (RPT)

associated with the project, or any relationship that may reasonably be perceived to potentially conflict or impact on their ability to fulfill the requirement of this project. Failure to disclose a material RPT may disqualify a Vendor or cause the termination of the contract awarded. Vendors are to complete Appendix E using the accompanying explanatory notes as a guide.

2.1.19 Vendors to complete the curriculum vitae and experiences information

in the Appendix F. 2.1.20 Vendors assume the risk of the method of dispatch chosen. Bursa

Malaysia assumes no responsibility for delays caused by any delivery service. Postmarking by the due date will not substitute for actual proposal receipt. Do not deliver proposals by facsimile transmission or other telecommunication or electronic means. Bursa Malaysia is not liable for any expense incurred in the preparation, delivery, or presentation of proposals or any on-site demonstration, which may be performed in response to this RFP.

2.1.21 All applicable taxes, levies, duties, retentions, fees, fiscal charges and withholding taxes imposed by any Government, in relation to the

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products and services provided by the Vendors shall be borne by the Vendors.

.

2.2 RFP Schedule & Response Instructions The following schedule is subject to change at the discretion of the Bursa Malaysia. Vendors will be notified of changes, if any. Activity Date

Issue RFP 12th November 2013

Receipt of proposals 26th November 2013

Vendor Presentation and clarification session 2nd - 13th December 2013

2.3 Proposal Format For consistency and to facilitate evaluation of all responses, the Vendor(s) proposal must be submitted in the format outlined below. The proposals should be prepared as simple as possible and provide a straightforward, concise description of the Vendor(s) capabilities to satisfy the requirements of the RFP. Emphasis should be placed on accuracy, completeness and clarity of content. All parts, pages, figures and tables should be numbered and clearly labeled.

2.3.1. HRMS Price Proposal

The proposal must include the detailed costing for the following areas:

§ Hardware, if required; § Software & Licenses; § Professional Services/Implementation/Migration Fees; § Recurring Cost (yearly hardware (if any please specify) and

software support and maintenance for 5 years period); § User, Technical and Operation Trainings ;and § Other related costs (The Vendor(s) to specify in details).

2.3.2. HRMS Functional & Technical Proposal Format Outline

The Functional & Technical Proposal must consist of the following sections and responses must be presented in this order:

Section Proposal Content Section 1 Cover Page – Introduction Letter/Executive Summary Section 2 Table Of Content Section 3 Summary Of Vendor’s Profile Section 4 Proposed System And Solution

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Section 5 Proposed Hardware Environment And Infrastructure (if any please specify)

Section 6 Proposed Application Software Section 7 Proposed Database And Operating System Section 8 System Security Section 9 Implementation Section 10 Migration Section 11 Training Section 12 Post Implementation Support Section 13 Project Risks And Risks Mitigation Strategy Section 14 Project Assumption And Constraints Section 15 Client References

Section 16 Project Team Structure And Support Team Curriculum Vitae

Section 17 Agreement

Section 18

Appendix B – Functional Requirements C – Technical Requirements D – Non-disclosure Agreement (NDA) E – Declaration of Related Party Transactions (RPT) F – Vendor’s Profile, CV & Experiences G – BMISS Compliance Checklist H – Problem Resolution Metrics

Section 19 Supplementary Materials

2.4 Contact Person An RFP contact person has been assigned by Bursa Malaysia for the project. All communication to Bursa Malaysia regarding to this RFP must be channeled through RFP contact person, whose name and address appear below: Contact Person Nurkith Cheeng

Designation Vice President, Organisation Development & HR Projects

Address Group Human Resources 11th Floor, Exchange Square Bukit Kewangan, Jalan Raja Chulan 50200 Kuala Lumpur

E-mail Address [email protected]

Contact No +603 2034 7691

Unauthorised contact regarding the RFP with other employees of Bursa Malaysia may result in disqualification of the Vendor(s). Any oral communications will be considered unofficial and non-binding.

mailto:[email protected]

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3.0 Project Requirements

3.1 Scope The scope of HRMS implementation covers the study, design, development, supply, delivery, installation, testing, commissioning and implementation of the system such as the following: 3.1.1 Recommend hardware and storage sizing and if require supply and

delivery of Operating System (OS) software; 3.1.2 Business design, system development, customisation, configuration

and testing of the HRMS to meet Bursa Malaysia requirements; 3.1.3 Implementation, installation, configuration and commission of the

systems; 3.1.4 To migrate all existing and historical data of six (6) years 3.1.5 Supply and documentation of system manuals, user manuals and any

other relevant manuals of all supplied systems and equipments; 3.1.6 Project management from Vendor; 3.1.7 Provide functional and technical training including preparation of the

training materials, schedule and system training environment.

3.2 Vendor’s Terms of Reference The successful Vendor is to: 3.2.1 Perform analysis to derive the functional requirements. 3.2.2 Perform analysis to recommend the optimum sizing of the system

requirement. Vendor is to review whether there is a need for hardware and if required, please provide specifications of the equipment comprising the system solution.

3.2.3 Map the processes of existing operations and demonstrate that the

new system solution facilitates more efficient and effective new operational processes.

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3.2.4 Configure the system solution to reflect the process/decision flow of the business operations.

3.2.5 Ensure that the system solution have the capability to measure metrics

defined for the process/decision flow of the re-engineered user operations.

3.2.6 To migrate data from the existing systems for Human Resource

including all work with regards of extracting the relevant data from the existing databases to the proposed system.

3.2.7 Make all efforts for infrastructure reuse. However, Bursa Malaysia

would consider other new components, if the Vendor can demonstrate it is a better fit for the successful implementation of a requirement.

3.2.8 Complete all activities for project phase within the set budget and

timeframe.

3.3 Functional Requirements

Please refer to the functional requirements for HRMS as in Appendix B for details and the summary as follows: 3.3.1 Employee Master Database 3.3.2 Position & Organisation Management (inclusive of Competency

Framework) 3.3.3 Payroll (inclusive of E-Payroll) 3.3.4 Compensation & Benefits Management 3.3.5 Manpower Planning & Recruitment 3.3.6 Performance & Rewards Management (inclusive of Performance

Improvement Program) 3.3.7 Talent & Succession Management 3.3.8 Learning Management (inclusive of E-Learning platform) 3.3.9 Industrial Relations Records 3.3.10 Employee & Manager Self-services 3.3.11 Workflow Management

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3.3.12 Integration / Interfacing

The proposal must include all necessary hubs, cables, converters, Zconnectors, patch panels, patch cords, and any other ancillary components to integrate the proposed hardware and software into current systems, networks and data centre. To provide interfaces to:

Integration / Interfacing Timing Frequency

in a Month Mode

§ SAP Financial (2way interfacing for GL posting in details)

Real time Multiple Preferred Native SAP ECC6.0 Connector

§ Financial Institutions (for payroll crediting and reconciliation process)

1st & 26th of the month

Twice Online

§ Statutory Departments (for statutory crediting)

5th & 10th of the month

Twice Online

§ Corporate Email (for alerts and notifications)

Anytime of transaction

Multiple Online

§ Employment Agency Systems (*Optional for e-recruitment)

Anytime of transaction

Multiple Online

3.4 Technical Requirements

Please refer to Appendix C on Technical Requirements. Vendor(s) are required to understand and comply with the requirements.

3.5 Other Requirements

3.5.1 Warranty Period

Warranty of the application shall be granted for a period of at least six (6) months (3 months on-site support & 3 months of remote support) from the date of live implementation of the software by Bursa Malaysia. Upon expiry of the warranty period, the support for the proposed solution shall be via the maintenance agreement.

3.5.2 Maintenance Requirements

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Maintenance Support Times to confine to office hours as follows: Weekdays: 08:45 a.m. – 18:30 p.m.

The Vendor(s) are also to include in the proposal a maintenance service agreement for five (5) years. Under this agreement, the Vendor(s) are obligated to provide the following: a) Future upgrades (hardware and software), bug fixes and security

patches at no additional cost; b) Perform Quarterly Health Check/Preventive Maintenance (“PM”)

(based on agreed checklist upon contract award); c) Assistance during disaster or execution of business continuity plan; d) Support includes unlimited phone support, remote access, email

during and after office hours; e) On-site support during office hours; f) Per call basis outside maintenance service hours for on-site

support; g) Mandays rate after support hours and public holidays for on-site

support.

Bursa Malaysia will advise what the penalty will be and relevant debits to be applied if the Vendor(s) are unable to meet the maintenance service level required. In all cases, Bursa Malaysia will advise the Vendor(s) what severity level is assigned to the problem.

3.5.3 Service Level Within the maintenance agreement, the Vendor(s) are expected to conform to the Problem Resolution Metrics as specified in Appendix H. The validity of the maintenance agreement should be for five (5) years total cost of ownership (TCO). Vendor(s) are to be advised what the penalty would be and relevant debits to be applied if Vendor(s) are unable to meet the maintenance service level required. In all cases, Bursa Malaysia will advise the Vendor(s) what severity level they are assigned to the problem.

3.5.4 Helpdesk

Bursa Malaysia requires the successful Vendor to set up a help desk function to manage problems from an end-to-end perspective by logging calls, undertaking problem resolution and coordination and keeping Bursa Malaysia informed. Its key functions are:

§ Provide a single point of contact to receive and record calls for

assistance on all IT matters.

§ Assign problem severity level in agreement with end users, inform users of the next steps to be undertaken and ensure support resources are allocated to fix the reported problem (whenever applicable).

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§ Establish a knowledge database (i.e. for known errors) to expedite

the problem resolution process.

§ Ensure problem causes are identified, removed and documented.

§ Ensure problem resolution are categorised (e.g. database, lack of training) to address underlying issues associated with people, processes, technology and organisational matters.

§ Ensure Bursa Malaysia is satisfied with problem resolution before closing the calls.

§ Ensure support staff issue recommendations to improve the problem management process. Take ownership of the recommendations and ensure the problem management process is continuously improved.

§ Undertake first level problem resolution for maintenance services related to this RFP and ensure first call resolution rates are in line with the customer requirements.

§ Ensure that an end-to-end problem management process is established in accordance with industry best practices to resolve problems in accordance with service level targets.

§ Establish escalation procedures for problems of severity 1 & 2 to manage the problem resolution and allocate additional resources to meet SLA targets.

§ Take ownership of the management of problem even after referral

to support for investigation.

§ Keep the service desk documentation up to date.

§ Issue regular reports on problem situations and ensure recommendations to improve service quality are implemented.

3.5.5 Others

§ The proposed Implementation Methodology shall be a proven

methodology.

§ The proposed solution implemented shall have integration capabilities, where applicable, with other systems of Bursa Malaysia.

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§ Bursa Malaysia shall not be responsible for supplying any computer

hardware and software licenses to be used by the appointed tenderer’s project team.

4.0 Vendor Relationship

4.1 Principles for Dealing with Vendors It is Bursa Malaysia’s interest to select the best vendor approach but at the same time to reduce any risk to the vendor as well. In order to be fair to both sides, we suggest following the principle that each party needs to make concessions against what is ideally preferred in the following areas: 4.1.1 Both parties to acknowledge that projects are dynamic and subject to

change. 4.1.2 Bursa Malaysia provides a leader (i.e. project manager) responsible for

making decisions and trade-offs. 4.1.3 The vendors help manage the project but follows direction from the

project owner. 4.1.4 Bursa Malaysia agrees that the vendors are entitled to make a profit. 4.1.5 An appropriate number of highly experienced and capable people are

assigned to the project team. 4.1.6 Bursa Malaysia expects the people assigned by the vendor to be

capable and to work in its interest. 4.1.7 Vendors are not solely responsible for the ultimate cost of the project. 4.1.8 The engagement forms the foundation for a long-term relationship.

4.2 Specifics of the Proposal – Vendors’ Staff

Vendor’s staff must be familiar with specific technologies and development life cycle. Therefore, the proposal should contain the details of individual proposed for the assignment. 4.2.1 Name of staff and level of experience. 4.2.2 State the current responsibilities of individuals assigned or proposed

for this assignment

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4.2.3 Proposed time to be available on the assignment (both in terms of

onsite and offsite) 4.2.4 Similar assignment carried out in the past and time spent on those

assignments `

4.3 Project Organisation

The Vendor(s) are to provide a detailed project organisation which includes the following:

§ Project organisation chart § Key contact persons § Key persons responsible § Roles & responsibilities of project team members

5.0 Appendixes Appendix A Schedule of Price Appendix B HRMS Functional Requirements Appendix C HRMS Technical Requirements Appendix D Non-Disclosure Declaration (NDD) Appendix E Declaration of Related Party Transaction (RPT) Appendix F Vendor’s Profile, CV & Experiences Appendix G BMISS Compliance Checklist Appendix H Problem Resolution Metrics

END OF DOCUMENT

Documents

CONFIDENTIAL REQUEST FOR PROPOSAL (RFP) HUMAN RESOURCE MANAGEMENT …€¦ · · 2013-11-11Travel Management 5. Time Management 6. Training & Event management ... § Provide centralised