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ITT for Supply of Financial Computer Systems

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					      Invitation to Tender
                   for

 Supply of In-House Payroll System
For North West Development Agency




       This report contains 54 pages

       Appendices contain 24 pages

             LN/NWDA00241
                                                                                                                 Invitation to Tender
                                                                                             Supply of In House Payroll System for NWDA



Contents
1      INTRODUCTION .................................................................................................................. 4
    1.1        PURPOSE OF THIS INVITATION TO TENDER ........................................................................ 4
    1.2        CONFIDENTIALITY OF INFORMATION ................................................................................. 4
    1.3        GENERAL INSTRUCTIONS TO SUPPLIERS ............................................................................ 4
    1.4        CONTACT DETAILS ............................................................................................................ 6
    1.5        ACTIONS REQUIRED FROM SUPPLIERS ............................................................................... 6
    1.6        COMPLETION AND SUBMISSION OF TENDER ....................................................................... 6
    1.7        STRUCTURE OF SUBMITTED TENDER ................................................................................. 6
    1.8        REQUESTS FOR ADDITIONAL INFORMATION ....................................................................... 8
    1.9        TENDER ADMINISTRATION ................................................................................................ 8
    1.10       ASSESSMENT CRITERIA ................................................................................................... 12
    1.11       SELECTION APPROACH AND TIMETABLE .......................................................................... 14
2      BACKGROUND ................................................................................................................... 16
    2.1     OVERVIEW OF NWDA .................................................................................................... 16
    2.2     SYSTEMS OVERVIEW ....................................................................................................... 16
       2.2.1 Network...................................................................................................................... 16
       2.2.2 Application software ................................................................................................. 17
       2.2.3 Desktop Specifications
3      SUMMARY OF REQUIREMENTS ................................................................................... 18
    3.1     OBJECTIVES FOR THE PROPOSED SYSTEM ........................................................................ 18
    3.2     SCOPE OF THE PROPOSED SYSTEM ................................................................................... 18
    3.3     GENERAL REQUIREMENTS ............................................................................................... 19
    3.4     SPECIFIC MANDATORY REQUIREMENTS ........................................................................... 19
       3.4.1 Web enabled .............................................................................................................. 19
       3.4.2 Statutory compliance ................................................................................................. 19
    3.5     ESTIMATED NUMBERS OF CONCURRENT SYSTEM USERS.................................................. 19
    3.6     ESTIMATED DATA VOLUMES ........................................................................................... 20
4      SUPPLIER INFORMATION REQUIRED ........................................................................ 21
    4.1     COMPANY INFORMATION ................................................................................................ 21
    4.2     CUSTOMER REFERENCES ................................................................................................. 21
    4.3     PRODUCT INFORMATION ................................................................................................. 22
       4.3.1 General ...................................................................................................................... 22
       4.3.2 Product releases ........................................................................................................ 22
       4.3.3 Product upgrade policy ............................................................................................. 22
    4.4     PRODUCT DEVELOPMENT ................................................................................................ 22
       4.4.1 Future product development plans ............................................................................ 22
       4.4.2 Product enhancement process ................................................................................... 23
       4.4.3 User & industry group affiliations ............................................................................. 23
    4.5     IMPLEMENTATION ........................................................................................................... 23
       4.5.1 Pre-implementation planning .................................................................................... 23
       4.5.2 Proven methodology Adopted
       4.5.3 Suggested implementation plan ................................................................................. 24
       4.5.4 Recommended training programme .......................................................................... 24
       4.5.5 Documentation .......................................................................................................... 24
    4.6     COST INFORMATION ........................................................................................................ 25
       4.6.1 Software license fees and maintenance costs ............................................................ 25
       4.6.2 Services ...................................................................................................................... 25
       4.6.3 Bespoke development costs ........................................................................................ 25




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       4.6.4 Implementation costs ................................................................................................. 26
    4.7      RECOMMENDED HARDWARE CONFIGURATION……………………………… 27
        4.7.1 Recommended backup architecture…………….…………………………………………27
       4.7.2   Recommended disaster recovery architecture..……………………………………….…27
       4.7.3   Specialist hardware for printing…………………………………………………….… .…27
    4.8      SOFTWARE SUPPORT AND MAINTENANCE………………………………………….27
    4.9      ESCROW AGREEMENT……………………………………………………………... 28

5        CUSTOMER RELATED REQUIREMENTS……………………………………………29

Appendicies ………………………………………………………………………………..…………….……30




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                                                           Supply of In House Payroll System for NWDA




1 Introduction

1.1 Purpose of this Invitation to Tender

Northwest Development Agency (“NWDA”) wishes to procure an In-House Payroll System.
This document constitutes a formal Invitation to Tender (“ITT”) for the supply of this system.

This Invitation to Tender contains the following four sections:

Section 1       -       explains the purpose of the document, provides general
                        instructions to suppliers and gives guidance on how proposals
                        will be evaluated.
Section 2       -       provides background information on NWDA and gives a
                        brief outline of their key business requirements.

Section 3       -       contains a summary description of the expected features of the
                        new system. All software proposed by suppliers will be
                        evaluated against these features and by the completion of the
                        checklists and tables contained in Appendices 1 and 2.
Section 4       -       describes additional information which is required from
                        suppliers and the format in which it is required to be submitted.

A number of detailed appendices are also included to supplement the main text of this
document:

Appendix 1      -       requirements checklists, and

Appendix 2      -       pre-formatted tables for additional information.

1.2 Confidentiality of information

All information contained in this Invitation to Tender is considered confidential and should not
be disclosed to any third-party organisation without express permission in writing from
NWDA. Likewise, all information provided by suppliers in their proposals will be treated in
similar confidence subject to the provision of 1.9 paragraph 24.


1.3 General instructions to suppliers

The requirements described in section 3 of this ITT, and included within appendix 1, cover the
following:

Technical system requirements

Requirements that are of a general technical nature including system access controls,
processing controls, real time processing, system administration, alerts, search engine, screen



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design, system recovery, data import and export, backup and restore, data archiving and
restoring and interoperability.

General system requirements
Requirements that are of a more general nature including user interface, year and period
maintenance, multi-currency support, data manipulation, attachments and memo facility, diary,
on-line help, audit trail, workflow, document formatting, graphical report writer,
internet/intranet capability, integration with internal/external applications, information retrieval
and detailed analysis capability with built in standard processes and executive dashboard.

Functional system requirements

Requirements that are specific to the way the application is required to function including
construction of the chart of accounts, data import and export, reporting and data analysis.

Each requirement has been weighted as either “essential” (E) or “desirable” (D). The essential
requirements represent the minimum functionality required by NWDA.

When responding to the requirements contained within appendix 1, suppliers are required to
submit their responses based upon the current commercial release of their product(s). Where
requirements will be available in a future release and the delivery of this can be confirmed then
suppliers should place a „cross‟ in the appropriate check box in the “Package” column (e.g. )
and record this fact in the “Comments” column, stating both the release level and target date
when this functionality will be made commercially available.

NWDA would prefer to obtain all of their requirements from a single supplier. However, a
supplier will not be excluded solely due to the lack of a missing piece of functionality. Where
suppliers are not able to supply a complete solution they are encouraged to identify and provide
details of appropriate third party packages that they have experience with that can be used
effectively in conjunction with their software.

Where existing relationships exist with third party packages suppliers are requested to advise
the type of relationship that exists, by selecting one of the following categories:

1.   Strategic, i.e. the two companies have formed a strategic alliance whereby the two
     products will be closely integrated and both organisations take responsibility for
     maintaining their respective sides of the integration through the various product releases.
     Typically these might be Application Programme Interface (API).

2.   Marketing, i.e. the two companies have formed a marketing alliance whereby both
     organisations will recommend each other‟s products as appropriate but there is no intent
     to maintain any formal integration strategy, and

3.   Recommendation, i.e. no formal alliance exists but the supplier, based upon knowledge of
     the requirements contained within this ITT, is suggesting a third party product that they
     have either worked with previously or have identified as a potential solution.

It is recognised that suppliers may not have all the required functionality within their packaged
software and that for some areas bespoke work may be necessary in respect of this or other
requirements you must identify where functionality is not available.




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1.4 Contact details

All enquiries and correspondence relating to this document should be addressed, in the first
instance, to:

        Karen Burton
        Contracts Manager
        NWDA
        Brew House
        Wilderspool Park
        Greenalls Avenue
        Warrington, WA4 6HL

        Tel: 01925 644239
        Fax: 01925 644222

        E-mail: karen.burton@nwda.co.uk

1.5 Actions required from suppliers

On receipt of this ITT suppliers are asked to:

   Formally confirm, by email whether a response will be submitted in the required timeframe,
    and
   Provide contact names, addresses, telephone numbers and e-mail addresses for individuals
    assigned with the responsibility of responding to this ITT in the Notice of Intent form. If a
    team is assigned, suppliers are requested to advise their respective responsibilities.

This confirmation and contact names should be emailed to the contact identified in section 1.4.


1.6 Completion and submission of tender

It should be understood that NWDA is not liable for any costs incurred by suppliers in the
preparation of their response to this ITT. The preparation of supplier tenders will be made
without obligation to the company to acquire any of the items and/or services included within
the tender, or to select any supplier‟s tender. It should also be understood that if the proposal is
accepted it will form part of the contract which will be negotiated subsequently.

If a supplier finds that at any point when considering this ITT that circumstances prevent them
from tendering for the contract, they are requested to contact NWDA as soon as possible.


1.7 Structure of submitted tender

The submitted tender should have the following general structure:




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1. Introduction;
2. Management information summary;
        2.1. a statement confirming the proposed system satisfies:
        2.2. the objectives, as set out in section 3.1;
        2.3. the scope, as set out in section 3.2;
        2.4. the general system mandatory requirements, as set out in section 3.3, and
        2.5. the specific system mandatory requirements, as set out in section 3.4, complete
        with the supplementary information requested.
        2.6. a summary of the software licence fees and maintenance costs (Table 4 Appendix 2)
        2.7. a summary of the service costs (Table 6 Appendix 2);
        2.8. a summary of the key technology changes you expect in the market and how your
        existing products and future development plans will assist NWDA to meet these
        challenges;
        2.9. the perceived strengths of the proposal, and
        2.10. the reason for proposing the configuration recommended
3. Annotated requirements checklist (completed appendix 1)
4. Completed company information tables (appendix 2, table 1)
5. Customer reference information; (per section 4.2)
6. Product information;
        6.1. completed product information; tables (appendix 2, table 2)
       6.2. completed product release history information; table (appendix 2, table 3), and
       6.3. product upgrades policy information (per section 4.3.3)
7. Product development;
       7.1. future product development plans (per section 4.4.1)
       7.2. product enhancement process (per section 4.4.2) and
       7.3. user & industry group affiliations (per section 4.4.3)
8. Installation and implementation details;
       8.1. pre-implementation planning issues (per section 4.5.1)
       8.2. proven methodology adopted (4.5.2)
       8.3. suggested implementation plan (per section 4.5.3)
       8.4. recommended training programme (per section 4.5.4)
       8.5. documentation supplied (per section 4.5.5)
9. Completed cost information;
       9.1. software license fees and maintenance costs (appendix 2, table 4)
       9.2. services (appendix 2, table 6)


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         9.3. bespoke development cost estimates (appendix 2, table 7) and
         9.4. implementation cost estimates (appendix 2, table 8)

         9.5. recommended hardware configuration (appendix 2, table 5)

10. Software support and maintenance (per section 4.8)

11. Escrow arrangements (per section 4.9)

Any tender not adhering to this structure may be disadvantaged during the evaluation process.


1.8 Requests for additional information

All requests for further information or clarification should be addressed, in the first instance, to
the contact identified in section 1.4 by 7th December 2007.


If the Agency considers any question or request for clarification to be of material significance,
both the query and the response will be posted on the Agency‟s website at
www.nwda.co.uk/tenders in an anonymous form. It is the responsibility of the suppliers to
check this website periodically before the tender return date to check for any updates and to
incorporate these updates into their tender submissions.



1.9 Tender administration

Suppliers are required to meet the following administrative requirements when submitting their
ITT response:

    1. All proposals must be completed and delivered (see point 7 below), by no later than
       10.00 am on Friday 14th December 2007;

    2. Two paper copies (in lever file format) and one electronic copy of the proposal are
       required. The electronic copy (CD or DVD please: memory sticks will not be accepted)
       of the submitted response should be provided in either Microsoft Office or Adobe
       Acrobat (pdf) file formats.

    3.   Facsimile, e-mail, and telephone: Tenders will not be considered if sent by these
         methods. Hand delivery of envelopes will be accepted.

    4. The format of the submitted tender should comply with the format described in section
       1.7.

    5. Alterations: Suppliers may not alter this document. Any proposed alteration is to be
       given in a separate letter accompanying the tender.




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6. Non-compliant or incomplete tenders: Tenders may be rejected if any of the requested
   information is not supplied with the tender.

7. Suppliers must submit a compliant bid based on the structure as outlined in this
   document. However, if Suppliers wish to submit a variant proposal, they should do so
   separately and this must be in addition to a compliant bid.

8. The address label enclosed must be used for the return of the tender.
   Envelopes/packages should be plain and must not show any reference to the Supplier‟s
   identity. Please place the Tender Number label on the front of the return envelope.
   Suppliers should note that this also applies to any tenders sent via courier. Tenders
   without the label or in envelopes, which in any way identify the Supplier, may be
   rejected.

9. The date and time for return of tenders is shown on the label and on the Form of
   Tender. Tenders will be received up to the time and date stated. It is the Supplier‟s
   responsibility to ensure that their tender is received on time. The Agency does not
   undertake to consider tenders received after that time unless there is sufficient evidence
   to substantiate its due delivery. The Agency does not issue acknowledgement of receipt
   of tender documents and accepts no responsibility for loss or non-receipt of
   applications.

10. The tender should be completed legibly in black ink, black ballpoint or clearly typed.

11. The Agency expressly reserves the right not to award any contract as a result of this
    procurement process and it shall not be liable for any costs incurred by Suppliers. The
    Agency also reserves the right to accept all or any part of a tender.

12. Prices shown should be exclusive of VAT.

13. Confidentiality of tenders: The Suppliers must not inform anyone else of their tendered
    price. The only exception is if the Supplier is required to obtain an insurance quotation
    to calculate the tender price then the Supplier may give details of their bid to the
    insurance company or brokers, if requested.

14. The Supplier must not try to obtain any information about any other party‟s tender or
    proposed tender before the contract is awarded.

15. The Supplier must not arrange with any other party the submission of a tender, except
    in the circumstances where sub-contracting and/or joint ventures are applicable.

16. Trading names/invoicing: Where invoices will be rendered by, or payments made to,
    an entity whose title differs in any respect from the title in which the tender is
    submitted, full details must be provided in a letter accompanying the tender.
    Successful Suppliers who fail to provide this may experience delays in payment or non
    payment of their invoices.

17. Tenders must be returned to Tender Board, NWDA, Brew House, Wilderspool Park,
    Greenalls Ave., Warrington WA4 6HL not later than 10.00 am on Friday 14th
    December 2007. Tenders must be delivered either by post or by hand to the reception



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                                                           Supply of In House Payroll System for NWDA



        desk, ensuring that a member of staff notes the time and date of receipt, as tenders
        delivered otherwise may not arrive on time.

    18. Except where the Agency considers that questions are not material to the procurement
        process and the fullest understanding of its objectives, such questions and their
        subsequent replies will be disseminated to all Suppliers. Suppliers should note in
        relation to all responses to questions in connection with this Invitation to Tender that
        the Agency makes no guarantee that such information in response to questions will be
        made available and are not warranting its accuracy.

    19. Suppliers should note that during this tender process they should not contact any of the
        Agency‟s respective Board Members, Executive Directors, employees or advisers or
        any third parties connected to the Agency or any advisers to this procurement, outside
        of the process outlined within this section and elsewhere within this document.

    20. All responses to this Invitation to Tender must be in English.

    21. The Agency reserves the right, at its discretion, to request clarification in writing, or
        further relevant information, from any Supplier post submission of the tender response
        by such Supplier.

    22. Eligibility of prospective Suppliers: Any change that is considered material by the
        Agency as to the identity or control of a Supplier, or in the eligibility of a Supplier,
        happening before or after the Supplier has submitted its response to the Invitation to
        Tender, will lead to its disqualification. Where the Supplier is a consortium, the lead
        consortium member must remain the same as when originally short-listed. The full
        consortium membership must be disclosed and set at the time of submission of the
        Invitation to Tender response and there must be no material changes in the consortium
        after the tender submission. The Agency must be advised of any change in the
        consortium membership or in the principal relationships between members of the
        consortium. Any change which is considered material will lead to the Suppliers‟
        disqualification.

   Freedom of Information Legislation

    1. The Agency may be obliged to disclose information provided by Suppliers in response to
       this Invitation to Tender under the Freedom of Information Act 2000, all subordinate
       legislation made under this and the Environmental Information Regulations 2004 (“the
       Freedom of Information Legislation”).

    2. Suppliers should be aware that the information they provide could be disclosed in
       response to a request under the Freedom of Information Legislation. The Agency will
       proceed on the basis of disclosure unless an appropriate exemption applies. Suppliers
       should be aware that despite the availability of some exemptions, information may still
       be disclosed if the public interest in its disclosure outweighs the public interest in
       maintaining the exemption. No response to this Tender should be covered by a general
       statement regarding its overall confidentiality; instead any specific areas of confidential
       information should be highlighted in accordance with paragraph 3 below. The Agency
       accepts no liability (including for negligence) for loss as a result of any information
       disclosed in response to a request under the Freedom of Information legislation.



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                                                           Supply of In House Payroll System for NWDA




    3. Suppliers should highlight information in their responses which they consider to be
       commercially sensitive or confidential in nature, and should state the precise reasons why
       they consider this.

    4. The Agency will use reasonable endeavours to consult with Suppliers over the release of
       information which is highlighted by them as commercially sensitive or confidential.

   Suppliers are required to agree to the Agency‟s Terms and Conditions of Contract. Any
    proposed amendments regarding the Terms and Conditions must be documented in the
    Supplier‟s bid and submitted by the tender return date. The Agency will then determine
    whether the proposed amendments reflect a compliant bid.


     Please do not email your Tender response unless requested to do so.




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1.10 Assessment criteria

The Agency will evaluate all Tenders on the basis of the “most economically advantageous
tender”.

The overall evaluation process will be conducted in a fair and equitable manner, so that the
Agency is able to consider the value for money of each proposal. This means that different
clarification/information may be sought from different Tenders.

The Agency will take up references and reserves the right to pay due heed to the Tenders
performance elsewhere and any past experience from the Agency or its staff.

Tenders may be required to make presentations on elements of their submission to a wide range
of Agency staff and any such presentations will form part of the evaluation process.

Weighting Mechanism

F1 – for information only
5 – is perceived as an essential requirement
2 – is perceived as a preferred/minimum requirement
1 – is perceived as a desirable requirement
In/Out – perceived as mission-critical requirements and thus will not attract a score or
weighting, but will determine whether a Tender remains in the process.

The Agency reserves the right to take into account any other relevant considerations that, in its
absolute discretion, it may deem are appropriate.



Scoring Mechanism

Each question within the Invitation to Tender will be marked as follows:

2 – response exceeds requirement, appearing to offer improved value for money
1 – response appears to meet requirement
0 – response does not appear to meet requirement
Where responses are not offered or further information (e.g. an attachment) is missing, an
evaluation rating of zero may be recorded.




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Overall Weightings/Sections

      Evaluation Criteria                         Will be applied to        Criteria Weighting

      Functional Fit

1     the functional fit of the software to the   Section 1.3, 3.1, 3.2,                     In/Out
      business requirements of NWDA               3.3, 3.4

2     the ability of the supplier to              Section 1.3,                                     5
      recommend and support “third party”
      substitutions for missing “essential”
      functionality at no additional cost.

      Risk

3     the ability of the supplier to provide      Section                                          5
      solutions based upon proven software        4.3,4.3.1,4.3.2,4.3.3,
                                                  Appendix 2 Tables
                                                  2,3,5

4     the ability of the supplier to provide      Section 4.3.2, 4.7.3,                            2
      solutions based upon proven hardware        4.8 Appendix 2 Table
                                                  5

5     the financial stability of the supplier     Section 4.1                                In/Out

6     the experience of the supplier within       Section     4.2,4.4.3                            5
      the market sector                           Appendix 2 Table 1

      Application Quality

7     a minimum level of ongoing IT               Section 3.3,4                                    2
      support

8     ability to support the product globally     Section 4.3.3, 4.4.1,                            2
                                                  4.4.2, 4.4.3 Appendix
                                                  2 Table 2&3

9     documentation provided for the              Section 4.1, 4.5.4,                              5
      system, both from a technical and user      4.5.5 Appendix 5
      point of view;

10    security and      integrity features        Appendix 4                                       5
      incorporated within the software

11    the ability and ease with which the         Section 3                                        2
      system can communicate with external
      systems

12    ease of use of the software                 Section 3.2                                      5




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13     the flexibility of the software             Section 3.2                                      2

14     the reliability of the software             Section 4.8                                      5

15     a proven track record in the client‟s Section 4.2, 4.4.3                                     2
       industry with similar type and size
       organisations

16     the scope for expansion of the system       Section 4.4.2                                    2

17     the speed with which the software can       Section 4.5.1, 4.5.2,                            2
       be successfully implemented.                4.5.3

       Cost

18     the ability to meet “essential”             Appendix 2, Tables                         In/Out
       requirements in all areas at reasonable     4,5,6,7 and 8
       cost;

19     the cost of installing, implementing Appendix 2 Tables 4                                     5
       and supporting software meeting the and 6
       “essential”     and       “desirable”
       requirements

20     the ease and cost of amending and           Appendix 2 Table 7                               2
       maintaining the standard package(s) to
       provide missing “desirable” features.

       Supplier quality

21     the ability of the supplier or their        Section 4.8, 4.9                           In/Out
       agents to provide ongoing support both
       during and after implementation;

22     there should be an established user         Section 4.4.3                                    2
       group for the product

23     the quality of the submitted proposal;      Section 1.9                                      1




1.11 Selection approach and timetable

Supplier selection will be based upon the following approach:

 issue of this ITT to a short list of suppliers for 3 weeks;
 in parallel advertisement of ITT on NWDA website;
 initial evaluation of suppliers‟ written proposals;




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 short listing of the preferred suppliers to be advised 21st December 2007
 demonstration, site visits and references, suppliers to be available from 7th – 31st January
   2008 and
 final selection of the supplier.

The target timetable for this selection process is shown below. It may be necessary to change
this timetable if unforeseen circumstances arise. Under these circumstances a revised timetable
will be issued.


                  Activity                           Scheduled completion date

           Issue ITT to suppliers                   Tuesday 27th November 2007

    Receive supplier tender responses                Friday 14th December 2007

         Select preferred suppliers                   Friday 21st December 2007

   Supplier demonstrations / site visits/          From Monday 7th January 2008
            Reference checks

          Select preferred system                      Friday 1st February 2008

      Conclude contract negotiations                  Friday 15th February 2008

Commence configuration / implementation            w/c Monday 18th February 2008

     Target “go live” Parallel Running                        April 2008




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2 Background

2.1 Overview of NWDA

The Northwest Development Agency (NWDA) is one of nine regional development agencies
established in 1999 by the Government to develop the English regions. The NWDA is a Non-
Departmental Public Body (NDPB) funded by the Department for Business, Enterprise and
Regulatory Reform.

The NWDA is responsible for the sustainable economic development and regeneration of
England's Northwest and has 5 key priorities: Business, People and Jobs, Skills & Education,
Infrastructure and Quality of Life.

The NWDA provides strategic leadership, programmes and funding and works closely with a
range of partners to deliver the Regional Economic Strategy (RES). The RES sets out a clear
and measurable vision for the region, outlines policies to deliver this vision details the actions
required. It will continue to address the key issues that affect the economic performance of the
Northwest.

The staffing levels within NWDA are currently in the region of 450 staff; however any new
system must be able to cope with any potential growth in staffing numbers and also any future
restructuring. The present payroll function is outsourced and fully managed by Ceridian;
however there is a need for the proposed system to interface with Snowdrop, Human Resources
(HR) Personnel Management Software, Aptos Accounting Software and Penserver (Civil
Service Pension Data).

For further details of the NWDA‟s role and activities visit www.nwda.co.uk

NWDA requires that our payroll tender arrangement be reviewed after three years with an
option, noted in the tender documents, to extend this provision for a further two years.

Tenders should advise an exit strategy for deployment at the end of the contract period.

2.2 Systems overview

2.2.1 Network

The Agency has regional offices around the North West and also remote workers. Therefore
there are varying connection speeds for Agency staff. With all systems there is a requirement
to make sure that they can run at a usable speed over the varied connection speeds such as
Home Broadband and 3G.

WAN

There is an 8mbps Pipe coming into the Head Office and 2 other regional offices. All other
offices are serviced by a 2mbps Pipe.

LAN


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The Head Office and our Disaster Recovery site LAN is a 1gbps connection. All other offices
are serviced by a 100 mbps connection.

Other

The Agency has a high proportion of remote workers whose connection speeds will vary
depending on their connection method. These can range from GPRS – 48kbps/3G –
384kbps/Broadband 1 – 2mbps.

Server Specifications

The Agency‟s servers are all DELL with Microsoft Server 2000 or 2003.

2.2.2 Application software

   The Agency‟s ICT Policy states that only Microsoft Operating Systems will be housed
    internally. Any systems not running on a Microsoft Platform maybe used by the Agency
    but would need to be hosted externally. The Agency attempts to keep up to date with new
    technologies and where possible would like to use the latest versions.

2.2.3 Desktop specification

   The desktops are all HP machines and the laptops are all Dell with Microsoft Windows XP
    SP2 and Office 2003

   The Agency has locked down desktops and use a development tool ICommand to deploy
    standard builds and additional software to the desktops. The users do not have local
    administrative rights to their machines.




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3 Summary of requirements

3.1 Objectives for the proposed system

The primary objectives for NWDA in implementing the In House Payroll system are:

   provision of greater control and visibility of the end to end payroll process.

   eliminate duplication Ceridian v Payroll (Finance)

   integration with Aptos, Snowdrop and Penserver databases

   to eliminate all activities over which the Agency does not have or cannot gain assurance
    and control.

   to deliver visibility and availability of key financial performance data to management.


3.2 Scope of the proposed system

The proposed system should provide the following, or equivalent, “high level” functionality:

        the payroll software package must be accredited by HMRC or be able to demonstrate that
        it meets all the requirements of the accreditation scheme;

       for the proposed system to interface with Snowdrop, Aptos and Penserver

       the system will provide multicurrency, multicompany functionality;

       the system will accommodate cost centre, departmental and company analysis, and provide
        for user defined sub analysis codes;

       complete and selectable audit trails of all transactions and master file adjustments;

       comprehensive security features suitable for an operation involving a number of users;

       ability to input or import actual information from a variety of data sources and to export
        data to other systems via industry standard file formats and protocols (e.g. MS Excel);

       flexibility to report on monthly payroll costs through the consolidation of a number of
        cost centre, departmental and company levels, without any constraints;

       ability to distribute documents electronically for approval and authorisation subject to
        clearly defined process workflows and value tolerances;

       ability to produce and maintain a variety of standard and ad hoc reports for the various
        reporting requirements of the business;




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      comprehensive, flexible and user-friendly report writer able to access data across all
       application systems within the scope of this tender.


3.3 General requirements

The solution that NWDA are looking to acquire includes both software and services. Services
include training, implementation, software customisation and maintenance. NWDA will plan
to source their own hardware.


3.4 Specific mandatory requirements

The detailed lists of requirements included within appendix 1 have been assigned a priority to
provide an indication of the criticality of the functionality as it relates to NWDA. It is however
considered mandatory that any proposed system must be fully “web-enabled”, “Euro”
compliant and comply with all current HMRC statutory reporting requirements. A proposal
will be unlikely to be considered further if this is not the case.


3.4.1 Web enabled

Please state whether any web enabled software requires any install of any components such as
Active X controls or registering of any DLLs. The Agency‟s desktops are locked down so the
end users have no administrator rights to their desktops.


3.4.2 Statutory compliance

Suppliers are requested to incorporate within their tenders a specific statement confirming that
the proposed solution(s) fully meet all current HMRC statutory requirements. Suppliers should
also provide formal confirmation that their products will continue to be maintained to meet
future HMRC statutory requirements as part of the standard maintenance arrangements.


3.5 Estimated numbers of concurrent system users

The exact licensing requirements will be determined at a later date. It is proposed that for the
purposes of responding to this ITT suppliers should assume a concurrent user requirement
between 2 and 8 users. This requirement may increase or decrease once the proposed supplier
has been selected and may vary according to the licensing options available, i.e. concurrent user
licensing, named user licensing, global/site licensing etc. The Agency is considering the
implementation of on-line pay slips at a future date.




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3.6 Estimated data volumes

It has not been possible to incorporate estimates of data volumes within this document. Once a
preferred supplier has been identified NWDA would anticipate entering into more detailed
discussions to determine anticipated data volumes, based upon the capabilities of the preferred
system and a clearer understanding of how the system will be configured. These estimates will
take into consideration the projected growth for the next 2 to 3 years.




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4 Supplier information required

4.1 Company information

Suppliers are requested to complete table 1 from appendix 2 and incorporate them as part of the
submitted tender. Where suppliers are a “reseller” for the product(s) then separate copies of
both tables 1 and 2 should also be completed for the product author and enclosed as part of the
submitted tender also.

Careful attention should be paid to ensure that any information supplied is consistent and not
open to misinterpretation. Where information appears in both the reseller and author figures
supplied a comment should be added to explain how this should be interpreted.

In addition suppliers are requested to provide:

      company brochures, both their own and the author‟s (if applicable);
      a full complement of product brochures (for all products/applications incorporated
       within the proposed solution);
      any relevant white papers that demonstrate their understanding of NWDA‟S business
       requirements;
      any relevant case studies, and
      the last three years of published company report and accounts, both their own and the
       author‟s (if applicable).

These should be enclosed as a separate literature pack, i.e. not inserted within the ITT response.


4.2 Customer references

As part of the evaluation process NWDA will require to take up customer references. To assist
NWDA with this process suppliers are requested to supply the following information:

      an up-to-date list of customers currently using the proposed software, with the date they
       became a customer;
      recommendations from the customer list of companies that are in a broadly similar
       business,*complete with a brief explanation of the products/services the company
       manufactures, distributes or provides and the software version and modules they are
       currently using, and
      recommendations from the customer list of companies that are using an environment
       with the same version of software recommended in the submitted tender.
   *   must be wider public sector (e.g. Government Departments, Local Authorities,
       NHS Trust and RDA’s)




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It is not essential that suppliers have an exact match to the NWDA business, size of
organisation and software release, but it is expected that within their customer base they can
provide references that are applicable for these areas.

NWDA reserves the right to select from the information provided which customer references
they wish to pursue.

There is no need at this stage to provide contact details for any references. Once a preferred
supplier has been identified NWDA will either request details or that a meeting /discussion be
facilitated.

NWDA will not make any attempt to contact any of the references supplied without the prior
written consent of the supplier.


4.3 Product information

4.3.1 General

NWDA require further information on the products recommended within the submitted tender.
To ensure the same information is provided by each supplier please complete tables 2 and 3
from appendix 2.


4.3.2 Product releases

In order to understand better when the various system(s) and modules(s) recommended within
each supplier‟s tender became available for general release please complete table 5 from
appendix 2.


4.3.3 Product upgrade policy
Suppliers are requested to provide details of the planned frequency of upgrades and their policy
on compatibility with previous releases of the software. In particular suppliers should clarify
their position regarding the availability of tools to assist clients in upgrading between releases
and whether these are supplied as part of the upgrade or as a chargeable extra.


4.4 Product development

4.4.1 Future product development plans

Suppliers are requested to provide details of their future release plans for the proposed
system(s), including:

 release levels/versions;
 scheduled dates for release, and
 scheduled enhancements or additions.



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Please clearly identify where the information provided is „fixed‟ and where it is „subject to
change‟.

Suppliers are also requested to advise of any further applications and/or modules from their
portfolio which they feel might be pertinent to NWDA in the foreseeable future. Where
suggestions are provided a brief reason for their inclusion should be documented.


4.4.2 Product enhancement process

Suppliers are requested to provide details of their policy governing how enhancements and/or
additions to system(s) are determined, prioritised and implemented.


4.4.3 User & industry group affiliations

Suppliers are requested to provide details of any „user‟ or „industry‟ groups they work with in
defining future product strategy. Suppliers should include details of:

 the user/industry group;
 the role it provides;
 how long it has been in operation;
 in what capacity the supplier participates, and
 examples of where the group(s) have successfully influenced product development.


4.5 Implementation

4.5.1 Pre-implementation planning
Suppliers are requested to provide a bullet point summary of issues that need to be considered
and/or addressed prior to implementation. Where practical these should be sub-divided into
business, process and product-related issues.


4.5.2 Proven methodology adopted

The following evidence to be provided:

   project management methodologies used.


   any Quality Management methodology or Qualifications.


   when Unit/Systems/User Acceptance testing what testing methodology is adopted and how
    is the testing performed and undertaken. What areas are tested e.g. Performance; stress;
    volume etc.




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   what version control is used on the software code and what development methodologies are
    used?


4.5.3 Suggested implementation plan

Suppliers are requested to provide an outline implementation plan showing the recommended
sequence of tasks and dependencies to implement the system(s) proposed. Suppliers should
give realistic estimates for the various tasks and the elapsed time they would expect
implementation to take.

Where practical the proposed implementation plan should be consistent with the key milestone
dates identified in section 1.11 if suppliers feel this is impractical then they should explicitly
state this and provide a more realistic timetable based upon previous experience.

It is recognised that suppliers will not have a detailed insight into the NWDA business when
compiling this implementation plan so experience should be drawn from previous assignments
with similar clients.


4.5.4 Recommended training programme

Suppliers are requested to provide details of available training courses but, more specifically,
for the purposes of this ITT their recommendations for a Training Programme for NWDA.
This training programme should include:

       details of the various training modules/courses available;
       a brief outline for each course of its content, prerequisites and duration;
       the proposed method of delivery and target audience; e.g. intention to train trainer in-
        house or train an ICT employee re: systems development
       details of the sequence in which the various training courses should be taken, and
       the costs.

Where assumptions are made or limitations in class size need to be imposed these should be
explicitly stated.


4.5.5 Documentation

Suppliers are requested to provide a list of documentation that will be supplied, specifying the
type of documentation, the number of copies that will be provided and the format, i.e. paper or
electronic.




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4.6 Cost information

4.6.1 Software license fees and maintenance costs

Suppliers are requested to complete table 4 from appendix 2. Where multiple modules are
proposed to meet a “Business Requirement” then these should be identified by separate rows
within the table and cross referenced back to the relevant checklist(s) within Appendix
1.Comments” column should be used to identify which detailed requirements are satisfied by
which proposed module. Costs should be supplied in UK pounds. Recurring costs are annual
maintenance fees.

NWDA requires suppliers to commit to supporting the proposed system for a minimum of three
years and provide a continual upgrade path to all major commercial releases. Suppliers should
provide a statement confirming their commitment to this and identify any potential
assumptions, costs and/or limitations that this approach would require.


Suppliers are requested to explain how they propose to licence the Test Network that will be
used as part of the Systems Acceptance process


4.6.2 Services

Suppliers should complete the necessary cost information in table 6 from appendix 2. Costs
should be supplied in UK pounds. Suppliers should use the comments column to clarify any
information supplied.


4.6.3 Bespoke development costs

Suppliers are requested, based upon their understanding of the requirements contained within
this ITT, to provide their best estimate detailing duration and costs of any bespoke work
identified during the completion of the checklists contained in appendix 1 and enter the details
in table 7 from appendix 2. The NWDA reserve the right to request additional information on
how these costs were derived.
Where different skills and subsequently different daily rates are applicable then these should be
explicitly stated.
Where changes to the underlying system(s) databases are required these should be clearly
stated.


Please provide sample CVs for differing levels of developer/project managers.


Please provide an indication of the lead time required for bespoke software development.




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4.6.4 Implementation costs

Suppliers are requested, based upon their understanding of the requirements contained within
this ITT and their familiarity and past experience gained during the implementation of their
system(s), to provide a cost estimate for implementing the proposed system(s). Suppliers
should complete table 8 from appendix 2.


4.7 Recommended hardware configuration

Suppliers are required to identify an appropriate hardware configuration suitable for operating
their proposed system(s) and complete table 5 from appendix 2. NWDA have currently
standardised on Dell hardware and suppliers should specify hardware compatible with this
infrastructure.

Specifically suppliers should:

      specify the proposed hardware configuration for all servers required and all desktop
       specifications;
      specify the operating system and utility software requirements; including versions.
      specify any networking
4.7.1 Recommended back up architecture

Suppliers are requested, based upon their experience gained, to suggest a recommended back up
architecture.


4.7.2 Recommended disaster recovery architecture

Suppliers are requested, based upon their experience gained, to suggest recommended disaster
recovery architecture.


4.7.3 Specialist hardware for printing

Suppliers are requested, based upon their previous experience and specialist knowledge in this
field to suggest any recommended specialist printing hardware that has a proven track record of
working with their software.


4.8 Software support and maintenance

Suppliers should incorporate within their tender a copy of their proposed Service Level
Agreement (SLA) for software support and maintenance. If separate Service Level Agreements
exist for standard product and bespoke development then separate copies for each should be
provided.




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Suppliers are requested to incorporate a detailed statement describing their support policy for
past releases, highlighting any variations in support or service levels that might apply to earlier
releases of the product. Where appropriate, suppliers should differentiate between minor and
major releases of the product.

Suppliers are also requested to describe how they would guarantee the performance of the
proposed system and include details of what they consider to be an acceptable level of
performance. Where the performance is dependent upon size of machine, regular housekeeping
etc. then this should be explicitly stated.


Suppliers are requested to provide the details of their service desk; opening hours/contact
details/set-up e.g. first line support and their technical expertise, how to log calls and any
different levels of support package available. Please state where the service desk is based.


4.9 Escrow agreement

Suppliers are requested to provide details of their Escrow Agreement. In particular suppliers
are requested to provide a copy of the terms and conditions and cost information.


We hold our Escrow Agreements with a particular company and suppliers will be required to
submit their Escrow with the same company. The supplier is to state any objections they might
have with this arrangement.




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5 Customer related requirements

Tenders must have policies, procedures and resources for dealing with customer dissatisfaction
and/or complaints. Tenders should describe their procedures in this respect (including
escalation procedures).




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                Appendix 1 - Requirements checklist

Explanation of format

The attached checklists should be completed by the supplier. The format is explained below:

Function

Name of application / software function.

Business Requirement

The specific requirements which should be met in order to satisfy the summary “client”
applications as described in section 3.

Essential / Desirable

Indicates whether the feature is E (Essential) or D (Desirable). Essential requirements are those
that NWDA considers mandatory to operate the business; desirable requirements are those that
NWDA considers will provide a significant operation or cost benefit.

Package

Own: The supplier should indicate in this box (see section 1.3) if their standard package meets
the functional requirement described in full.

Other: The supplier should indicate in this box (see section 1.3) if a third party package is
proposed to meet the functional requirement in full.

Bespoke

The supplier should indicate in this box (see section 1.3) if bespoke software is required to be
developed to meet the functional requirement.

Comments

Suppliers may make brief comments in this column.          Further details may be attached if
necessary.


Guidelines for Completion

Appendix 1 contains automated check boxes. To activate the checkboxes, select Protect Form
found on the Forms Toolbar. Once protected, users can check or uncheck the boxes by clicking
on them. When completing the columns marked “Package” and “Bespoke”, suppliers are
requested to adopt the following convention:




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 if the requirement is met in full by standard features of the software, check the appropriate
   box in the “Package” column (e.g. ) and leave the box in the “Bespoke” column
   unchecked;
 if the requirement is not met by standard features of the software but can be met using
   bespoke software, check the appropriate box in the “Bespoke” column (e.g. ) and leave
   the boxes in the “Package” column unchecked;
 if the requirement is partially met by means of standard features and the balance of
   functionality can be met using bespoke software, replace the checkbox with a „P‟ in the
   “Package” column and check the box in the “Bespoke” column, and
 if the requirement is partially met by means of standard features and it is not possible to
   provide the balance of the desired functionality using bespoke software, replace the
   appropriate checkbox with a „P‟ in the “Package” column and leave the box in the
   “Bespoke” column unchecked, adding an explanatory reason in the comments column.


Application Scope

The application checklists contained within this appendix address the business requirements of
the following functions:
 technical requirements,
 general requirements and
 functional requirements




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                     Appendix 2 - Supplier information

                           Table 1 - Company information

Company information

      name of the parent company

      where the parent company was incorporated

      date the parent company was incorporated

Number of employees

Globally

      Sales

      Development

      Support

      Training

      Other

UK

      Sales

      Development

      Support

      Training

      Other

Last three years revenue

Globally

last year ….. specify year ending date

      licence revenue




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      services revenue

previous year….. specify year ending date

      licence revenue

      services revenue

previous year….. specify year ending date

      licence revenue

      services revenue

UK

last year….. specify year ending date

      licence revenue

      services revenue

previous year….. specify year ending date

      licence revenue

      services revenue

previous year….. specify year ending date

      licence revenue

      services revenue

Estimated turnover for this year (£000’s)

Estimated licence revenue breakdown for this year
(£000’s):

         Globally

         UK




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                          Table 2 - Product information

Package name

Software author

Date first version released

Current version

Date current version released

Operating systems supported and preferred

Programming language(s) used

Databases supported

Number of installations - World

Number of users – World

Number of installations - UK

Number of users – UK

Supplier can modify source code?

Documentation supplied

Frequency of new releases

Date next release due




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                         Table 3 - Product release history information


                       Module / application                 Version             Number of
                                                          introduced            Customers




                   Table 4 - Software licence fees and maintenance costs

       Business Requirement                   Proposed         Cost per No.         Recurring
                                          product/module(s)    of Licences          annual fees




Total software costs




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                       Table 5 – Proposed server hardware

Proposed server hardware configuration       Manufacturer / Model / Make




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                              Table 6 – Service costs

            Role                  Daily Rate               Comments

Project Manager

Application Consultant

Training

Analyst

Developer




                   Table 7 - Bespoke development cost estimates

     Requirement reference           Estimated number     Estimated total cost
                                          of days




Total bespoke development costs




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                  Table 8 - Implementation cost estimates

              Role              Estimated number     Estimated total cost
                                     of days

Project Manager

Application Consultant

Trainer

Analyst

Developer

Total implementation costs




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                                                     Appendix 3 - Functional Requirements

Reference:       Function                              Business Requirement                       Essential     Package         Bespoke        Comments
                                                                                                 /Desirable    Own Other

FR 1.1          Scalability        System is able to process a minimum of 1000+ payslips             E
                                   monthly

FR 1.2                             Supplementary live runs should be permissible each                E
                                   month

FR 1.3                             Further users with variable levels of security can be added       E
                                   in the future

FR 1.4                             Extra payrolls can be added in the future if required             E

FR 2.1       Payroll Flexibility   Standard monthly 15th or earlier if day falls at weekend          E
                                   plus supplementary runs

FR 2.2                             Capability to handle back pay and pro-rata calculations of        E
                                   New Starters/Salary Changes/Pension Reversals (Change
                                   of Pension Schemes) resulting in Tax and National
                                   Insurance contributions to be brought in line correctly for
                                   current Tax Year for PAYE to date figures for the
                                   individual.

FR 2.3                             Distinguish between allowances and deductions correctly           E
                                   calculating tax and NIC amounts

FR 2.4                             Hold reducing balances for recovery of loans and                  E
                                   advances

FR 2.5                             Able to make payments to leavers after P45 has been               E
                                   issued




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Reference:       Function                          Business Requirement                       Essential     Package         Bespoke        Comments
                                                                                             /Desirable    Own Other

FR 2.6                        System facilitates backdated changes (such as annual pay           E
                              review adjustments)

FR 2.7                        Employees should be able to view their payslips with full          D
                              security access codes

FR 3.1          Personnel     Ability to integrate with Snowdrop HR System for Data              E
                 Records      transfer

FR 3.2                        Salary history, and job titles                                     E

FR 3.3                        Hours worked, number of days                                       E

FR 3.4                        Pension schemes                                                    E

FR 3.5                        Voluntary deductions                                               E

FR 3.6                        Ability to split statutory from occupational sickness,             E
                              maternity, paternity and adoption pay
FR 3.7                        Ability to apply global updates e.g. annual pension rate           E
                              changes
FR 4.1       Report Writer-   System incorporates an integrated end-user report writer           E
             General          that is capable of extracting and formatting enquiries
                              and/or reports using data from the system.

FR 4.2                        Ability to create and execute ad-hoc user-definable                E
                              enquiries.

FR 4.3                        Ability to create and execute ad-hoc user-definable reports.       E




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Reference:   Function                       Business Requirement                          Essential     Package         Bespoke        Comments
                                                                                         /Desirable    Own Other

FR 4.4                  Ability to maintain a library of enquiries and reports for           E
                        either general use or that can be restricted to specific
                        users and/or groups of users.

FR 4.5                  Ability to attach user-defined enquiries and/or reports to the       E
                        existing user interface.

FR 4.6                  System allows any report generated to be “print previewed”           E
                        with the ability to navigate through the report on screen and
                        zoom in and out on specific areas.

                        Ability to incorporate within enquiries and reports:
FR 4.7.1                 Arithmetic operations to be performed on the data, e.g.            E
                             addition,     subtraction,    multiplication,   division,
FR 4.7.2                     percentage calculations etc.                                    E
FR 4.7.3                 Boolean operations                                                 E
FR 4.7.4                 sorting of information                                             E
FR 4.7.5                 sub-totalling of data                                              E
FR 4.7.6                 page headers and footers                                           E
                         run-time selection criteria



                        Ability to output the document in a variety of different ways
FR 4.8.1                and forms:                                                           E
FR 4.8.2                 as a printed document                                              D
FR 4.8.3                 as a fax document, i.e. for automated faxing                       E
FR 4.8.4                 as an e-mail attachment, i.e. for automated distribution           D
FR 4.8.5                     via e-mail                                                      D
                         in HTML format, i.e. for automated updated of a web
                             page
                         in XML format




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Reference:      Function                             Business Requirement                   Essential     Package         Bespoke        Comments
                                                                                           /Desirable    Own Other

FR 4.9                          System allows data to be exported to Microsoft Excel for       E
                                data manipulation or graphical representation.

              Report Writer-    Ability to produce standard and bespoke reports:               E
             Payroll Specific
FR 4.10.1                          Payroll Summary
FR 4.10.2                          Cost Centre Report
FR 4.10.3                          Variance Report
FR 4.10.4                          Project Number Report
FR 4.10.5                          New Starters
FR 4.10.6                          Leavers
FR 4.10.7                          Allowances
FR 4.10.8                          Deductions
                                   Ad-Hoc Contributions
                                   Pension(s) by Scheme Contributions

                                Ability to report and interface sufficiently to ledgers:       E
                                 E.g. Job Costing of projects
FR 4.11.1
FR 4.11.2                        % or split of costings to multiple Nominal Ledger
FR 4.11.3                          Accounts
                                 Ability to be able to report on postings, Management
                                   Reports – listing employees for recharging to include
                                   cost

FR 4.12                         Comparison of gross and net pay reports with variance          E
                                analysis on month by month basis by individual, cost
                                centre and directorate.




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Reference:       Function                       Business Requirement                       Essential     Package         Bespoke        Comments
                                                                                          /Desirable    Own Other

FR 4.13                     Alerting trigger dates for return from maternity leave, SSP       D
                            waiting days, measuring parental unpaid leave, minimum
                            wage alerts etc.

FR 4.14                     Compare payslips for same individual month by month on            D
                            the same screen

FR 4.15                     Ability to pay in foreign currency and to foreign bank            D
                            accounts

FR 4.16                     Expenses payable through payroll with ability to identify         D
                            taxable elements

FR 4.17                     Ability to view and save each payroll for each tax year.          E

FR 5.1       Legislation    Must link with the Government Gateway for Specific Year           E
                            End filing of returns P35, P60 for every employee and
                            PAYE/NIC analysis reports for easy reconciliation

FR 5.2                      Regular updates and advice of all legislation changes with        E
                            implementation within 30 days of the effective date of
                            change

FR 5.3                      Sufficient Capacity to allow for any new legislation and          E
                            budget changes P45, P46

FR 5.4                      HMRC accreditation                                                E




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Reference:      Function                      Business Requirement                       Essential     Package         Bespoke        Comments
                                                                                        /Desirable    Own Other

FR 6.1       Pensions      Functionality for diverse and multiple pension schemes           E
                           specifically Principal Civil Service Pension scheme, Civil
                           Service Partnership Accounts with different % deductions
                           based on % of Net Pay for Employee yet % of Gross Pay
                           for Employer, English Partnership Pension Scheme,
                           stakeholders schemes

FR 6.2                     Functionality for AVCs                                           E

FR 6.3                     Direct link to PenServer interface with BERR pensions            E
                           records




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                                                                                                                                             Invitation to Tender
                                                                                                                         Supply of In House Payroll System for NWDA

                                          Appendix 4 - Payroll Tender - Technical Requirements

    Reference:         Function                             Business Requirement                           Essential     Package          Bespoke           Comments
                                                                                                           /Desirable   Own Other

TR 1.1           System Access Controls   Ability to assign a security administrator to manage system          E
                                          access and controls.

TR 1.2                                    Ability to assign a user with a unique personal identifier and       E
                                          password combination.

TR 1.3                                    Ability to enable and Subject: disable access to the system          E
                                          for a user.

                                          Ability to restrict access to the system for a user to any
TR 1.4.1                                  combination of:                                                      E
TR 1.4.2                                      Application areas;                                              E
TR 1.4.3                                      Menu options, or                                                E
                                              Functions.

TR 1.5                                    Ability to ensure password exceeds six characters in length          E
                                          and contain a combination of alpha and numeric characters.

TR 1.6                                    System to maintain passwords in encrypted form.                      E

TR 1.7                                    Ability for the user to change their own password.                   E

TR 1.8                                    System to provide password expiry facilities. If not                 E
                                          changed, passwords should be expired after a pre-defined
                                          period.

TR 1.9                                    System to restrict the use of a password previously used             D
                                          being entered as a new password.




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    Reference:        Function                              Business Requirement                         Essential     Package          Bespoke           Comments
                                                                                                         /Desirable   Own Other

TR 1.10                                  System to ensure that part of the previous password is not          D
                                         repeated within the new password.

TR 1.11                                  Ability to capture and maintain a history of all unsuccessful       E
                                         login attempts for review.

TR 1.12                                  Ability to disable system access after a pre-defined number         E
                                         of unsuccessful login attempts.

                                         Ability to generate a combination of reports that detail:
TR 1.13.1                                    System access for a specified user or range of users,          E
TR 1.13.2                                     and                                                            E
                                             Users with access to specified applications, menus or
                                              functions.

TR 2.1           Processing Controls     Ability to ensure that all entered data is validated prior to       E
                                         processing.

TR 2.2                                   Ability to ensure that all validated data is processed              E
                                         correctly in the event of a system and/or program failure.

TR 3.1           Integrated, real time   System allows all inputting and updating of data to be real
                      processing         time in its effect, both on the source module and any other
                                         connected modules.                                                  E




TR 3.2                                   The system should allow General Ledger control accounts             D
                                         to be updated from Payroll into Aptos




                                                                                                                                                              46
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    Reference:        Function                           Business Requirement                        Essential     Package          Bespoke           Comments
                                                                                                     /Desirable   Own Other

TR 3.3                                 The system should ensure that General Ledger control              E
                                       accounts automatically balance with their Feeder systems at
                                       all times

                 System Management /   System facilitates the roles of Administrator and User. The
                    Administration     Administrator role will be able to:

TR 4.1.1                                  Schedule and manually run interfaces and other batch          E
TR 4.1.2                                   jobs                                                          E
TR 4.1.3                                  Year End procedures                                           E
TR 4.1.4                                  Run and maintain Year and Period calendars                    E
                                          Schedule and manually run Back up procedures,
TR 4.1.5                                   including restoring databases                                 E
TR 4.1.6                                  Create, copy, store and amend help files                      E
                                          Create, copy, store and amend report formats


                       Alerts          System allows flexible, user-defined Alerts to be set-up on
                                       the system to notify users of the occurrence of certain
                                       events, including:
TR 5.1.1                                                                                                 E
                                          Alert notifying the Systems Administrator that a user
                                           has exceeded number of password attempts on login             E


TR 5.2                                 The system should allow trained users to configure new and        D
                                       existing Alerts with a minimum of training

TR 6.1              Search Engine      The system should contain a dedicated Search Engine for           E
                                       use on all screens within the modules

TR 6.2                                 The Search Engine should allow context sensitive key work         E
                                       searching




                                                                                                                                                          47
                                                                                                                                           Invitation to Tender
                                                                                                                       Supply of In House Payroll System for NWDA

    Reference:         Function                             Business Requirement                         Essential     Package          Bespoke           Comments
                                                                                                         /Desirable   Own Other

                                          The Search Engine should have the following features:

TR 6.3.1                                     Boolean search capability (AND, NOT, OR)                       E
TR 6.3.2                                     Proximity search capability (use of double quotes “”)          E
TR 6.3.3                                     Truncation and wild card search capability (e.g.               E
                                              *general* would return General)
TR 6.3.4                                     Case Sensitive search capability                               E
TR 6.3.5                                     “Sort results by” capability                                   E

                                          The system should allow authorised users to:
                     Screen Design
TR 7.1.1                                     Rename on-screen field descriptions without disrupting         D
                                              underlying database
                                                                                                             D
TR 7.1.2                                     Move fields around in design view
TR 7.1.3                                     Configure field lengths, validations, data masks etc.          D
TR 7.1.4                                     Amend whether fields are Mandatory, Optional, Read             D
TR 7.1.5                                      only etc.                                                      D
                                             Force formatting of fields in various forms (e.g. all
                                              Capital letters etc.)
TR 8.1              System Recovery       Ability for the system to be automatically re-started in the       E
                                          event of a system crash without loss or corruption of data.

TR 9.1           Data Import and Export   Ability to import data from external applications in either        E
                                          ASCII or CSV file format.

TR 9.2                                    Ability to export data to external applications in either          E
                                          ASCII or CSV file format.

TR 9.3                                    Ability to import data directly from a Microsoft Excel             E
                                          spreadsheet.
TR 9.4                                    Ability to export data directly in to a Microsoft Excel            E
                                          spreadsheet.




                                                                                                                                                              48
                                                                                                                                         Invitation to Tender
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    Reference:        Function                           Business Requirement                          Essential     Package          Bespoke           Comments
                                                                                                       /Desirable   Own Other

TR 9.5                                 Smooth data migration from existing payroll system with all         E
                                       current standing data and year to date figures

TR 9.6                                 System has an open API (Application Program Interface)              D
                                       for communicating with other Agency and       external
                                       applications.

TR 10.1          Backup, Restore and   Ability to perform on-line backup of data while the system          E
                      Support          remains in operation for user and batch processing.

TR 10.2                                Resolve issues either on-site or remotely within guaranteed         E
                                       time limits. Define as follows:

                                       High

                                       Medium

                                       Low



                                       Define Charge Out Rate costs applicable for
                                       above

TR 11.1          Data Archiving and    Ability to selectively archive and restore historical data to       E
                     Restoring         conserve on-line storage and optimise system performance.

                   Interoperability    System fully supports Microsoft Windows application
TR 12.1.1                              integration:                                                        E
TR 12.1.2                                  DDE (Dynamic Data Interchange), and                            E
                                           OLE ( Object Linking and Embedding).




                                                                                                                                                            49
                                                                                                                          Invitation to Tender
                                                                                                      Supply of In House Payroll System for NWDA

    Reference:   Function                    Business Requirement                       Essential     Package          Bespoke           Comments
                                                                                        /Desirable   Own Other

                            System database is accessible by third-party applications
TR 12.2.1                   using:                                                          E
TR 12.2.2                       ODBC (Open Database Connectivity), and                     E
                                SQL (Structured Query Language).

                            BACSTEL-IP products compliant                                   E
TR 12.3




                                                                                                                                             50
                                                                                                                                             Invitation to Tender
                                                                                                                         Supply of In House Payroll System for NWDA

                                               Appendix 5 - General Requirements

         Reference:         Function                                                                Business Requirement

GR 1.1                    User Interface        Access to the system is through an intuitive graphical Windows interface.

GR 1.2                                          Access to the system is also available via a web interface for all maintenance, enquiry, reporting and utility programs.

GR 1.3                                          System allows windows to be resized, minimized and overlapped as required.

GR 1.4                                          Mandatory/key fields are highlighted.

GR 1.5                                          Enquiries and/or reports sequence transactions with most recent appearing first.

                                                System allows the interface to be customized by user including:
GR 1.6.1                                         hiding unauthorized or unused menu options
GR 1.6.2                                         adding user-specific enquiry and/or reporting options
GR 1.6.3                                         creating user-specific shortcuts
GR 1.6.4                                         creating user-specific hotkeys

                      Multi-Currency Support    Systems facilitates payrolls in multiple currencies including:
GR 2.1.1
                                                    „£‟ Sterling
GR 2.1.2
                                                    Japanese YEN
                                                    US Dollars
                                                    Euros
GR 3.1                     On-line Help         System provides intuitive on-line procedural and field-level help.

GR 3.2                                          Ability to supplement the existing on-line help with company procedural information.

GR 4.1                        Audit             System maintains a full and comprehensive audit log of all changes made, including details of the user who made the
                                                changes, the detail of the changes made, date and time changes were made etc.

GR 4.2                                          System prevents deletion or amendment of the Audit Log table




                                                                                                                                                                     51
                                                                                                                                        Invitation to Tender
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         Reference:        Function                                                          Business Requirement

GR 4.3                                      The system should restrict access to the Audit Log table to designated users (e.g. Systems Administrator role)

GR 4.4                                      The system should allow the Audit Log table to be viewed on screen or printed, by various selections (e.g. to and
                                            from dates, by user, by type of transaction, by table updated, sorted by particular order)

GR4.5                                       The system should automatically archive standing payroll data

                      Document Formatting   System allows user-definable printing of various documents including:

GR 5 .1.1                                      Payslips
GR 5.1.2                                       Month End/Year End Returns
GR 5.1.3                                       Benefits Statements etc




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                                       Invitation to Tender
                   Supply of In House Payroll System for NWDA




Additional Notes




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