CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Careers Wales FIN OPS - HR System Rebuild Project: The supplier must be a Microsoft Partne

2.2

Description of the goods or services required

Career Choices Dewis Gyrfa Ltd (CCDG) is a wholly owned subsidiary of the Welsh Government which was formed on 1 April 2013. Trading as Gyrfa Cymru Careers Wales, we provide all age, independent and impartial careers information, advice and guidance service for Wales.

Careers Wales employs nearly 600 staff across a range of delivery and corporate functions and uses Microsoft Dynamics 365 Finance & Operations as the HR system to manage employee records and absence management. This HR system (known internally as Pobl) was delivered through a partner developer in 2021 on the previous Microsoft HR System and then migrated to Finance & Operations in August 2023. Unfortunately, the partner developer who built the original system went into administration in early 2023 towards the end of the project leaving some significant issues and gaps in deliverables and documentation. The HR data and Power BI Reports provided by them included data inaccuracies.

A Unified Support contract was signed with Microsoft in June 2023 with the data issues in the HR System being one of the priorities. Our internal development team were supported by Microsoft to complete the system migration to Finance & Operations in August 2023 in an attempt to resolve the ongoing data issues however they unfortunately persisted following the migration. It was deemed that some key steps in the original implementation may have been missed or incomplete. A series of engagements were completed under Unified support to address these issues however some significant issues remain with the data from the system.

The objective of this engagement is to:

• basic review of the current system configuration, processes and data structures

• create new managed environments for testing, development and production

• migrate existing HR data into the new environments

• evaluate data and reporting accuracy

• provide a complete and accurate HR data set to be used for business reporting

1. Tenders for this work can be submitted in Welsh

2. Tenders submitted in Welsh will not be treated less favourably than those submitted in English.

3. The closing dates for the Tender will be the same for those submitted in Welsh and English

4. The timetable for responding to the bids in Welsh will be the same as those submitted in English

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=145761.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

Career Choices Dewis Gyrfa Ltd (CCDG) is seeking to appoint a suitably qualified SPS Provider to work with the internal development team and provide the following services:

• Review the current system configuration, processes and data structures.

o Review the HR business processes around data entry onto the system to identify any aspects that may relate to the known data issues. This will need to include a review of:

 Processes for changing an employee’s work pattern or role

 Any custom fields currently used (e.g. Header records)

 Processes for adding starters and leavers

 Whether two 2 “legal entities” are necessary to separate employees on employment contracts from those on temporary or agency contracts.

 Sickness recording processes.

o Review the current data architecture and extraction processes, including the existing tables in the environment prior to migration. Identify any anomalies or changes to be implemented for the new environments.

o Review the current data model and structure to enable the required reporting of HR data.

o Review the configuration and processes supporting the custom Power App (Time Tracking App).

• Create new managed environments for testing, development and production:

o Manage the implementation of the new environments on the Careers Wales network.

o Implement a best-practice solution for data extraction to our reporting environment (for example considering Dataverse, dual write syncing, Azure synapse link etc).

o Knowledge transfer with Careers Wales System Developers and Engineers to enable future development and maintenance of the new environments.

• Migrate existing HR data into the new production environment.

• Test and evaluate data and reporting accuracy to ensure a complete and accurate HR data set is provided to be used for business reporting.

3 Conditions for Participation

3.1

Minimum standards and qualification required

• Provide a best practice specification for the data structures to support reporting from the HR system in Finance & Operations.

• Review the current system configuration and data structures against this specification.

• Identify any changes that will need to be implemented in a new environment set up.

• Work with the internal development team at Careers Wales and Microsoft to:

o set up new managed environments for testing, development and production on the Careers Wales network,

o set up the required data structures and extraction processes to provide a complete set of HR data from the system, specifically including historic employee and leave data following changes of employee role or contract,

o migrate the current dataset into the new environments, ensuring data is accurate and complete,

o ensure that HR reports contain a complete and accurate data set from the new structures and environments including:

 employee numbers, characteristics and changes to employment contracts,

 absence data including leave, sickness and flexi time,

 historic data for the above where employees have changed any aspect of their employment contract.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Milestone 1

Review current HR system and data structures to understand the project and identify any issues. Development Plan to be provided to Careers Wales 25/11/24 6/12/24

Milestone 2

New managed environments for Finance & Operations HR module correctly set up and data migrated across successfully. New test, development and production environments to be accessible on the Careers Wales network containing existing HR data 9/12/24 20121/24

Milestone 3

Evaluation of the data accuracy, historic data and data structures for reporting to confirm a complete data set is available. A complete and reliable dataset to be extracted, checked and signed off by Careers Wales as matching the data in the live system, including the historic data that was previously missing. 06/01/25 17/1/25

5. Contract Management (Measuring Success and Review)

Careers Wales will manage and review the contract internally and development is to be undertaken on the Careers Wales network.

During the development and implementation period, including user testing, the supplier will provide weekly project status updates in relation to the progress of the deliverables and project spend.

The successful SPS Provider shall provide a dedicated Account/Project Manager for the duration of the project with Careers Wales.

6. Data Protection Schedule

No Description Details

1 Subject Matter of the Processing The processing of personal data in relation to the obligations of the SPS Provider as the supplier under the contract for Specialist Professional Services

2 Duration of the Processing The data will be provided for the duration of the Project covering for the provision of specialist professional services.

The contract expires on the project end date at which time the information will be reviewed.

3 Nature and Purposes of the Processing The nature of the processing includes the collection, recording, organization, structuring, storage, retrieval, use, disclosure by transmission, dissemination or otherwise making available, erasure or destruction of data (whether by automated means)

The purpose of the processing is the fulfillment of the SPS Providers obligations arising under the Work Order for the provision of specialist professional services and to ensure effective communication between the SPS Provider and the Authority.

4 Type of Personal Data

For the purposes of the contract, the Authority will disclose the following information directly to the SPS Provider:

Contact details for individuals concerned with the management of the Work Order

Contact details for individuals concerned with specific projects under the Work Order

(Employee data - Name, email address, postal address, telephone number, employment contract details, absence management data, DOB, gender)

5 Categories of Data Subject

Personal data relating to the Authorities staff (including temporary or agency staff) concerned with the Work Order

CONSIDER ANY SPECIAL CATEGORY DATA

Disability data

Gender data

Health data

Ethnicity data

6 Plan for return and destruction of the data once the processing is complete UNLESS requirement under union or member state law to preserve that type of data

The SPS Provider agrees that all data supplied will be retained no longer than is necessary after the expiry or termination of the Work Order and shall be destroyed as soon as practicable.

Qualification

Qualification Area Description Weighting

Certification Are you a Microsoft solutions Partner.

Fail will result in automatic disqualification Pass / Fail

(WA Ref:145761)

5.2

Additional Documentation

5.3

Publication date of this notice