City and County of San Franciscomission.sfgov.org/OCA_BID_ATTACHMENTS/FA35058.pdfCity and County of...

City and County of San Francisco Office of the Controller

eMerge Division

REQUEST FOR PROPOSALS FOR PeopleSoft HCM 9.2 Upgrade

RFP#CON2014-09 CONTACT: Mary Hom, [email protected], (415) 554-7536

RFP Overview The City and County of San Francisco’s (City) current central, citywide system of record for human resource, base benefits, benefits administration and payroll information is PeopleSoft Human Capital Management (HCM) Version 9.0. This system is supported by the Office of the Controller and used by all City departments. The following PeopleSoft HCM modules are currently implemented on HCM 9.0 and will be upgraded to HCM 9.2: Human Resources, Base Benefits, Benefits Administration, Absence Management, Time & Labor, Payroll for North America and Enterprise Learning Management. The project will include analysis and upgrades of existing configurations, customizations, interfaces and reports. It will also include assessment and implementation of desired capabilities and improvements made available in Versions 9.1 and 9.2. The upgrade from HCM 9.0 to 9.2 is the first upgrade since the City went live with the PeopleSoft HCM implementation in August 2012. The City seeks the services of a vendor specializing in PeopleSoft HCM 9.2 upgrades to provide an upgrade methodology, project management and functional experts to work with our existing team to complete this first upgrade.

Anticipated Contract Term

The anticipated contract term will be September 1, 2014 – August 31, 2015 with the optional extension for up to two (2) years at the City’s sole and absolute discretion for a total possible contract period of three (3) years. Actual contract term may vary, depending upon service and project needs at the City’s sole, absolute discretion. Proposers selected must be available to commence work on or before September 1, 2014. Anticipated Contract Budget The estimated fee for this project is anticipated to be in the range of $1.0M - $1.5M; however proposals outside of this range will be considered. The City seeks proposals demonstrating an efficient, effective approach with measurable program deliverables and outcomes. Subcontracting Requirement The S.F. Administrative Code Chapter 14B Local Business Enterprise (LBE) subcontracting goal for this RFP is 5% (five percent) of the total value of the goods and/or services procured. In order to be responsive, Respondents must meet the LBE goal. See RFP Attachment II for more information.

Schedule* RFP Issued Deadline for RFP Questions Pre-proposal Conference *RSVP to [email protected] Deadline for RFP Answers Deadline for RFP Proposals Interview #1 – by invitation Interview #2 – by invitation Interview #3 – by invitation Notice of Intent to Award a Contract

*Dates are subject to change.

06-05-2014 06-13-2014 (5 pm PT) 06-16-2014 (10:30 am PT) 06-18-2014 (5 pm PT) 07-03-2014 (12 pm PT) 07-29-2014 (1 pm PT) 07-30-2014 (1 pm PT) 07-31-2014 (1 pm PT) 08-01-2014 (5 pm PT)

Questions and Communications To ensure fair and equal access to information about this RFP, e-mail your questions to [email protected]. Questions must be in writing and received by the Deadline for RFP Questions. No questions will be accepted after this time with the exception of City vendor requirement questions. A summary of the questions and answers pertaining to this solicitation will be posted on City’s website http://www.sfgov.org/ under Business – Bids & RFP’s >>Consultants and Professional Services at the following URL: http://mission.sfgov.org/OCABidPublication/ReviewBids.aspx

Controller’s Office ● City Hall, Room 316 ● 1 Dr. Carlton B. Goodlett Place ● San Francisco, CA 94102 ● 415.554.7500

mailto:[email protected]


http://mission.sfgov.org/OCABidPublication/ReviewBids.aspx


1. Introduction A. General Terms Used in the RFP The “Proposer” refers to any entity submitting a proposal to this Request for Proposals (“RFP”). The “Contractor” refers to the Proposer awarded a contract for services under this RFP. Other abbreviations used throughout this RFP include:

• HCM – Human Capital Management • ELM – Enterprise Learning Management • ESC – eMerge Executive Steering Committee • The City - The City and County of San Francisco • TCD – Time Collection Device

B. Background of PeopleSoft Implementations The City and County of San Francisco was established by Charter in 1850, and is the only legal subdivision of the State of California with the governmental powers of both a city and a county. The City’s legislative power is exercised through a Board of Supervisors, while its executive power is vested upon a Mayor and other appointed and elected officials. Key public services provided by the City include public safety and protection, public transportation, water and sewer, parks and recreation, public health, social services and land-use and planning regulation. The heads of most of these departments are appointed by the Mayor and advised by commissions and boards appointed by City elected officials. Elected officials include the Mayor, Members of the Board of Supervisors, Assessor-Recorder, City Attorney, District Attorney, Public Defender, Sheriff, Superior Court Judges, and Treasurer. Since November 2000, the eleven-member Board of Supervisors has been elected through district elections. The eleven district elections are staggered for five and six seats at a time, and held in even-numbered years. Board members serve four-year terms and vacancies are filled by Mayoral appointment. City Approximate Figures

- Entire Population: 825,863 - Employees Paid Each Pay Period: 31,000 - City Health Benefit Plan Covered Lives: 110,000 - Number of City Departments / Agencies: 54 - Number of Unions: 35 - Annual Regular Payrolls: 26 (bi-weekly) - Gross Earnings Per Regular Payroll: $100,000,000

The City’s current central, citywide system of record for human resources, base benefits, benefits administration, time & labor data, absence data, and payroll information is PeopleSoft HCM Version 9.0. The system stores data and rules for approximately 54 departments, 35 unions, 31,000 paid employees and 110,000 benefit plan covered lives. The implementation of HCM 9.0 was done in two phases. Phase 1 went live in August 2012, replacing a legacy PeopleSoft Version 7.5 system used for human resources and benefits administration, as well as a legacy GEAC mainframe system used for payroll. This was completed as a new implementation (not an upgrade from Version 7.5). The Human Resources, Base Benefits, Benefits Administration, Absence Management and Payroll for North America modules were fully deployed with Phase 1. Approximately 900 end users from departments and central agencies use the system as deployed with Phase 1. The City currently

June 2014 Page 2 of 13

uses these modules for the following key functions and processes: Request to Fill Position; Position Management; Entering Hires/Rehires; Managing Employee Personnel and Job Data; Managing Leaves of Absence; Managing Layoffs and Recalls; Terminating Employees; Pay Rate Changes; and Managing Time, Absence and Payroll Information; Base Benefits; Benefits Administration; and Payroll and Absence Processing. Phase 2 was completed in April 2014. It replaced the City’s legacy time entry system (TESS) with the PeopleSoft Time & Labor module. Time & Labor users perform the following key functions and processes: Managing Employee Schedules; Entering Reported Time and Absences; Managing Time Administration Exceptions; and Managing Interfaced Time. Approximately 700 end users were added with Phase 2, the majority comprised of department timekeepers who enter time for groups of employees. Phase 2 also included a pilot deployment of approximately 300 employee self-service users Entering and Approving Reported Time and Absences. Separate of Phase 1 and Phase 2 deployments, the City implemented a pilot version of Enterprise Learning Management (ELM) Version 9.1 in August 2013. This is a vendor-hosted deployment that is still in pilot use by a small number of departments. The HCM application sends employee information via delivered PeopleTools Integration Broker messages. Additionally, the City implemented a custom Request To Fill (pre-position request) workflow in August 2013 using the SmartERP toolkit. Neither of these projects need to be included in the scope of the upgrade. The following projects are planned for completion in the near-term before the HCM 9.0 implementation is frozen to changes in new functionality in January 2015:

- Pilot the integration of TimeLink time collection device (TCD) with the PeopleSoft. This pilot is planned to include approximately 50 TCD punch time reporters.

- Enhanced Appointment Processing functionality - Deploy employee self-service functionality to View Paychecks. This will require access

to PeopleSoft by all paid employees, bringing the total end user count to approximately 31,000. Opening up additional functions such as address and W-4 changes will be evaluated.

- Transition ELM from a vendor-hosted solution to an in-house (on-premise) solution - Pilot implementation of ePerformance for a limited number of departments

C. Statement of Need and Intent The City and County of San Francisco’s Controller’s Office is requesting proposals to upgrade its PeopleSoft HCM 9.0 implementations to HCM 9.2. The HCM 9.2 upgrade project will include analysis and upgrades of existing configurations, customizations, interfaces and reports, as needed. It will also include assessment and implementation of desired capabilities and improvements made available in Versions 9.1 and 9.2. The City has a limited window of opportunity for the deployment and plans to “Go-Live” with the upgrade in August-September 2015. The purpose of the upgrade is to:

1. Remain on a supported version of PeopleSoft HCM 2. Reduce existing customizations to the extent possible 3. Perform technical upgrade of remaining customizations 4. Evaluate and implement new functionality

The selected Contractor must provide references, a proven team, a proven upgrade methodology, a project plan, and a project schedule. The cost and timeline for this project are fixed. In evaluating proposals, the City will consider how well the proposer demonstrates it will support the scope of the upgrade within the fixed cost and timeline. June 2014 Page 3 of 13

D. Roles of City Departments in this RFP The City's 1996 Charter designates the Controller as the chief accounting officer and auditor for the City. The Controller is appointed by the Mayor and confirmed by the Board of Supervisors to serve a ten year term of office. The Controller is responsible for all financial management systems, procedures, internal control processes and reports that disclose the fiscal condition of the City to managers, policy makers and citizens. The Controller’s Office manages and operates the PeopleSoft HCM system. The Controller is also the auditor for the City and County performing financial and performance audits of departments, agencies, concessions and contracts. In furtherance of these Charter-mandated functions, the Controller's Office provides a variety of support services. These include processing the City's budget, developing and maintaining a financial accounting information system for use by all departments, and preparing and distributing paychecks for all City employees. The eMerge Division is a division within the Controller’s Office. The eMerge Division is responsible for providing efficient and effective central employment management systems supporting human resource, payroll, benefits administration, time reporting and absence management business functions across all City departments, school districts and courts. For more information regarding the Controller’s Office and eMerge Division, visit http://www.sfcontroller.org/. In addition to the 54 decentralized departments who use PeopleSoft on a daily basis, the following central agencies are key stakeholders and business partners of the eMerge Division.

• Controller’s Office Payroll/Personnel Services Division (PPSD) • Department of Human Resources (DHR) • Health Service System (HSS) • Department of Technology (DT) • San Francisco Employee Retirement System (SFERS)

The upgrade project will use the existing eMerge Executive Steering Committee (ESC) for escalation and governance. The ESC is comprised of high-level executives in the above central agencies as well as other key departments. 2. Scope of Work This scope of work is a general guide to the work the City expects to be performed, and is not a complete listing of all services that may be required or desired. To minimize duplication of effort and to allow the City to coordinate data requests and data available for the services requested within this RFP, as well as for previous and future projects, the selected Contractor’s findings and data may be shared by the City with other City Contractors, as deemed appropriate by the City. Each Proposer should demonstrate its capabilities by providing responses to RFP Attachment V, Proposal Template. The City is pursuing a technical and functional upgrade that includes planning, fit/gap analysis, design, configuration, development, testing and knowledge transfer to City staff. Proposers may offer on-site resources, or a blend of on-site and off-site resources. This request is for a Fixed Fee (not Time & Materials) proposal. Scope of PeopleSoft HCM Modules June 2014 Page 4 of 13

http://sfcontroller.org/index.aspx?page=479

http://www.sfcontroller.org/

The upgrade will include the following PeopleSoft modules on HCM 9.0: - Human Resources - Base Benefits - Benefits Administration - Time & Labor (including self-service) - Absence Management - Payroll for North America - ePerformance (pilot implementation)

The City will work with the selected vendor to evaluate through fit/gap analysis new functionality to deploy. See Appendix 1 HCM 9.1 & 9.2 Enhancements for a listing of HCM 9.1 and 9.2 enhancements along with the City’s expected scope for the upgrade project. Technical Overview The City’s HCM 9.0 hardware and infrastructure platform will be transitioned to run on Oracle’s Exadata/Exalogic platform in June 2014. The HCM 9.2 upgrade will continue use of this platform. Proposals may provide detail of experience using Exadata/Exalogic and describe how the City can best take advantage of this platform during the upgrade. The City will have the core environments in support of the upgrade: HCM 9.2 Demo, Development, Test, User Acceptance Test and Golden, as well as additional environments for system and parallel testing. The City has sufficient resources to manage the installation and setup of PeopleTools 8.53 with HCM 9.2 in these environments. Additional technical details include:

- PeopleTools: 8.53.09 - HCM Application Patch Level: HCM Bundle 17 - HCM Production Database Size: 220 GB as of May 2014; Grows by 4 GB each pay

period (bi-weekly)

Applied HCM patches, a cumulative report of HCM bundles and applied tax updates are detailed in Appendix 2 PeopleSoft HCM 9.0 Installation Status. System Performance Proposals may (but are not required) to include performance tuning and load testing. However, proposals should include a plan to benchmark performance to demonstrate that the 9.2 implementation including payroll processing performs at least as well as or better than the 9.0 implementation. Customization, Interfaces, Rules and Reports The City’s approach to PeopleSoft development is to avoid customizations whenever possible. However, with the City’s complex business rules and operational needs, there have been customizations required. The City’s customization approach is to not modify fields in delivered records, although some labels, PeopleCode and properties have been changed. Delivered pages and components have been modified through customizations, as has delivered PeopleCode in the Job and Personal Data components. COBOL was customized to increase array sizes for deductions in the Payroll module and leave types in the Absence Management module. The table below identifies a count by module of the City’s customizations, interfaces, rules, reports and queries. See Appendix 3 Customizations, Interfaces, Rules, Reports and Queries for the detailed list.


Customization Interface Report Rules Queries Grand Total

Module Bolt On Core Logic

Change

Cosmetic

Human Resources 4 25 0 21 26 0 99 175

Base Benefits / Benefits Administration

11 16 0 19 17 0 36 99

Absence Management 4 1 0 1 3 17 16 42

Time & Labor 7 4 6 3 5 31 52 108

Payroll for North America 11 2 4 22 19 0 103 161

Grand Total 37 48 10 66 70 48 306 585

Supplemental Solutions The following solutions supplement and/or integrate with PeopleSoft HCM:

- BMC Control-M: Job schedule and file transfer tool - FAMIS: City’s mainframe financial system - JobAps: Vendor-hosted recruitment solution - Oracle Application Testing Suite (OATS): Requirements; Test cases and results;

Load testing - PeopleSoft Portal (Enterprise Interaction Hub) - Phire Architect: Change control; Development workflow; Issue tracking - SmartERP: Development platform used to create custom Request To Fill (pre-position

requests) and Appointment Processing workflows - SkyBridge PayMatch: Payroll comparison tool - TimeLink: Time clock solution - Oracle User Productivity Toolkit: Training and help content tool

City Resources Availability The Selected Proposer will work closely with City staff from the Controller’s Office eMerge Division. City staff with knowledge and authority to make configuration decisions will work side-by-side with the selected contractor’s team. Estimated levels of participation by City members are detailed by team, role and project phase in Appendix 4 CCSF Estimated Resource Allocation. Testing The upgrade timeline should include system testing (three cycles minimum), user acceptance testing and parallel testing (two cycles minimum). System test should cover configuration, customizations made to the application, integration points, on-line components and batch components. During the Phase 1 and Phase 2 implementations, the City used the Oracle Application Testing Suite (OATS) to support system test activities, and has this tool available for use in the upgrade. The City has test cases used in the Phase 1 and Phase 2 implementations that may be leveraged during the upgrade. During parallel testing, the City plans to continue use of the PayMatch tool. City Resources Training The City plans to complete HCM 9.1/9.2 functional training through Oracle University. Therefore, proposals should not include HCM training. The proposals should include knowledge transfer for City resources on the proposer’s upgrade methodology. Change Management and End User Training The City’s internal Change Management unit provides communications and training to PeopleSoft end users citywide, and will be responsible for training end users as required by the upgrade. The Change Management unit will also lead updates to user training materials,


including Oracle User Productivity Kit (UPK) documentation. Proposals may include a plan to assist the City with UPK content updates. The City has approximately 300 UPK topics. 2.1 Contractor Tasks The Contractor is expected to produce the following deliverables or equivalents, at minimum, to establish a negotiated Agreement between the City and Contractor. Note the below is a generic list of deliverables within a basic waterfall methodology. Within each deliverable the expected scope of work between the City and the contractor is identified. The Contractor is expected to identify how these deliverables or equivalents correlate to their own delivery methodology.

1. Planning & Project Schedule • City & Contractor jointly

2. Analysis (Fit Gap Analysis; Business Process Review)

• City & Contractor jointly

3. Configuration & Design • City & Contractor jointly

4. Development and Unit Testing

• City leads; Contractor advises

5. System Testing (three cycles minimum) • City & Contractor jointly

6. User Acceptance Testing


7. Parallel Testing (two cycles minimum) • City & Contractor jointly

8. Training


9. Test/Cutover Moves (two minimum) • City & Contractor jointly

10. Deployment

• City & Contractor jointly

11. Post “Go Live” Support (2 pay period stabilization period) • City & Contractor jointly

3. City-Proposer Communications Proposers are specifically directed NOT to contact any employees or officials of the City other than those specifically designated in this RFP and its Attachments. Unauthorized contact may be cause for rejection of proposals at the City’s sole and absolute discretion. 3.1 Questions and Answers


The City will compile questions prior to the Pre-proposal Conference. Answers to these questions will be provided at the Pre-Proposal Conference and attendees may ask additional questions during the Pre-Proposal Conference. The City will compile all questions and answers and post them on the City’s website http://www.sfgov.org/ under Business – Bids & RFP’s >>Consultants and Professional Services at the following URL: http://mission.sfgov.org/OCABidPublication/ReviewBids.aspx Please e-mail any questions to Mary Hom at [email protected]. Questions must be in writing and received before 5:00 pm PT on June 13, 2014. No questions will be accepted after this time with the exception of City vendor compliance. 3.2 Pre-proposal Conference The City will conduct a Pre-proposal Conference on June 16, 2014 at 10:30 am PT via WebEx and at One South Van Ness Avenue, 8th Floor, San Francisco, CA 94103. Due to capacity limitations, please RSVP to [email protected] no later than 5pm PT on June 12, 2014. Session information will be provided before the Pre-proposal Conference on June 16, 2014.

3.3 Summary of Information Requested and Presented Following the Pre-proposal Conference, a summary of all questions and answers pertaining to this RFP will be posted on the City’s website http://www.sfgov.org/ under Business – Bids & RFP’s >>Consultants and Professional Services at the following URL: http://mission.sfgov.org/OCABidPublication/ReviewBids.aspx

3.4 City Communication Following Receipt of Proposals The City may contact the Proposers for clarification or correction of minor errors or deficiencies in their Proposals. Minor errors or deficiencies are defined as those that do not materially impact the City’s evaluation of the Proposal such as failing to label the “original” Proposal as an “original”. Major errors or omissions, such as the Proposer’s failure to provide RFP Attachment V – Proposal Template with sufficient detail, will result in rejection of the Proposal. For information regarding the City’s Evaluation Process, See RFP Section 5.0 - Evaluation Criteria. 4. Proposal Submission Requirements 4.1 Time and Place for Submission of Proposals Proposals and all related materials must be received by 12:00 p.m. PST on Thursday, July 3rd, 2014. Thirteen (13) printed copies of proposals and one (1) electronic copy on a CD-ROM or USB-compatible flash drive may be delivered to the Reception Desk at One South Van Ness Avenue, 8th Floor, Controller’s Office or sent to:

April Wan Office of the Controller – eMerge Division One South Van Ness Avenue – 8th Floor San Francisco, CA 94103

Postmarks will not be considered in judging the timeliness of submissions. Proposals submitted by e-mail or fax will not be accepted. Late submissions will not be considered, including those submitted late due to postal or delivery service failure. Note that Proposers hand-delivering





proposals to 1 South Van Ness, 8th Floor, Controller’s Office eMerge Division may be required to open and make packages accessible for examination by security staff. 4.2 Proposal Package The following items must be included in your proposal and packaged in a box or envelope clearly marked RFP# CON2014-09 PeopleSoft HCM 9.2 Upgrade RFP. Complete, but concise proposals, are recommended for ease of review by the Evaluation Team. Proposals should provide a straightforward description of the Proposer’s capabilities to satisfy the requirements of the RFP. Marketing and sales type information should be excluded. All parts, pages, figures, and tables should be numbered and clearly labeled.

A. One (1) original printed proposal (with original signatures) labeled as “Original.” RFP Attachment I Acknowledgement of RFP Terms and Conditions RFP Attachment II Contract Monitoring Division’s Local Business Enterprise Forms RFP Attachment III City’s Administrative Requirements RFP Attachment IV City’s Agreement Terms and Conditions RFP Attachment V Proposal Template

B. One (1) CD-ROM or flash drive containing entire contents of proposal, including

all RFP Attachments. CD-ROM/flash drive and all files must be labeled with the Proposer’s name. All files should be submitted in unprotected PDF or Word format. Electronic files should include signatures, where applicable.

C. Thirteen (13) complete printed copies of RFP Attachment V. Proposers are advised

to review RFP Attachments I through IV before beginning work on the proposal template in RFP Attachment V to ensure that City requirements can be met.

5. Evaluation Criteria

This section describes the guidelines used for analyzing and evaluating the proposals. It is the City’s intent to select Proposer(s) for contract negotiations that will provide the best overall service package to the City inclusive of fee considerations. Proposers selected for contract negotiations are not guaranteed a contract. This RFP does not in any way limit the City’s right to solicit contracts for similar or identical services if, in the City’s sole and absolute discretion, it determines the proposals are inadequate to satisfy its needs. 5.1 Evaluation Team City representatives will serve as the Evaluation Team responsible for evaluating Proposers. Specifically, the team will be responsible for the evaluation and rating of the proposals, for performing reference checks, and for conducting interviews. 5.2 Minimum Qualifications The Minimum Qualifications are used by the City to determine whether the Proposer and the proposed staff identified to complete all tasks specified in the scope of work have had experience on projects comparable to the services the City is requesting. Any proposal that does not demonstrate that the Proposer meets these minimum qualifications by the proposal deadline will be considered non-responsive and will not be evaluated or eligible for award of any subsequent contract(s).


The Proposer certifies that:

A. RFP ATTACHMENTS: It has completed the requirements and submitted the forms described in RFP Attachments I, II, III, IV, and V (including Prior Project Description templates) as part of Proposal, as applicable.

B. EXPERIENCE:

It has submitted a Prior Project Description in accordance with RFP Attachment V, Section B, clearly demonstrating successful completion of a minimum of one (1) and a maximum of three (3) PeopleSoft HCM 9.1 or 9.2 new implementations or upgrades as the project’s primary systems integrator within the last five (5) years of the date of this RFP. Successful completion means project outcomes have been completed and accepted by client. The City reserves the right to contact the client to confirm the level of project completeness and acceptance.

C. PROJECT MANAGEMENT: The project manager lead proposed to be assigned to the City’s project individually has had a similar role in a minimum of one (1) of the Prior Project Descriptions for the Proposer.

D. STAFFING: The City expects to have functional experts identified for each of the following modules. Proposers may identify individual functional experts over multiple modules.

o Human Resources o Base Benefits o Benefits Administration o Time & Labor o Absence Management o Payroll for North America o ePerformance

The City expects to have technical experts identified in the following areas.

o PeopleSoft Architect o PeopleSoft Developer

E. ORACLE PARTNERSHIP:

It is a Gold, Platinum or Diamond level member in the Oracle Partner Network (OPN) with a specialization in PeopleSoft Human Capital Management.

F. VENDOR COMPLIANCE: It is or will become qualified to do business with the City as determined by the City’s Office of Contract Administration and the City Administrator’s Contract Monitoring Division by August 1, 2014. Being qualified includes compliance with Chapter 12B (the Equal Benefits Ordinance) of the San Francisco Administrative Code. For more information on qualifying to do business with the City, see http://sfgsa.org/index.aspx?page=4762.

5.3 Proposal Evaluation Criteria (100 points) Proposals will be evaluated in accordance with the information provided by the Proposer in RFP Attachment V and the criteria below. 5.3.1 Proposer and Partner (if applicable) Firm Qualifications – 30 points June 2014 Page 10 of 13

http://sfgsa.org/index.aspx?page=4762

a) Appropriateness of Proposer’s firm history and structure, including total staff size and composition, to services under this RFP (5 points);

b) Relevance of Proposer’s Prior Project Descriptions to services under this RFP, including experience with the Human Resources, Base Benefits, Benefits Administration, Absence Management, Time & Labor, Payroll for North America and ePerformance modules (15 points);

c) Proposer’s experience in new implementations or upgrades with Oracle PeopleSoft HCM 9.1 and 9.2 (5 points);

d) Proposer’s experience providing services comparable to those requested to large, complex government or public sector clients, especially those similar in size to the City (3 points);

e) Proposer’s capacity and resources to provide the services under this RFP. (2 points) 5.3.2 Proposed Staff Qualifications – 30 points

a) Clarity and appropriateness of proposed staffing structure, roles and responsibilities, including proposed staff through the various stages of the proposer’s upgrade methodology (10 points);

b) Applicability of proposed staff qualifications and education, including partners and sub-consultants (10 points);

c) Commitment to provide continuity of qualified staff through completion of services (5 points);

d) Proposed functional and technical experts have worked together with similar roles in Prior Project Descriptions for the Proposer (5 points).

5.3.3 Project Approach and Cost – 35 points

a) Project plan demonstrates understanding of the project and the tasks to be performed. Project plan includes specific deliverable documents needed for sign-off through all upgrade methodology stages (10 points);

b) Project schedule demonstrates ability to complete project by August-September 2015 (10 points);

c) Has appropriate expectations of client involvement or level of effort (3 points); d) Has developed sufficient expertise or methodology to create competitive differences that

will be beneficial to the City (3 points); e) Cost proposal is sufficiently detailed, reasonable and appropriate for the work involved

(9 points). 5.3.4 Completeness of Proposal Submission – 5 points

a) Proposal conforms with RFP requirements and concisely but comprehensively addresses RFP requirements (3 points);

b) Proposal is professionally presented and contains organized content and format (2 points).

5.4 Contractor Selection Processes Selection Interviews Following the City’s evaluation of proposals, the top three ranked proposers will be invited to interviews. Interviews will consist of standard questions asked of all selected Proposers, and specific questions regarding individual proposals. Interviews will be worth 100 points based on a set of criteria established following review of written proposals. The 100 points possible awarded for interviews will be added to the 100 points possible awarded during the Proposal Evaluation process for a total of 200 points. The lead staff members that will be assigned to the project should be present for the interview, as well as the lead staff of any subcontractor. June 2014 Page 11 of 13

Reference Checks Reference checks for the top three ranked proposers, including, but not limited to, prior clients as indicated in RFP Attachment V Prior Project Description(s), will be used to confirm the applicability of Proposer experience to the services the City is requesting and the quality of services and staffing provided to prior clients, as well as adherence to schedules/budgets, Proposer’s problem-solving, project management and communication abilities, and performance on deliverables and outcomes. References will be scored as part of the 100 points possible for interviews. Other Terms and Conditions The selection of any Proposer for contract negotiations shall not imply acceptance by the City of all terms of the proposal, which may be subject to further negotiation and approvals before the City may be legally bound thereby. The City will select the most qualified and responsive Proposer with whom City staff will commence contract negotiations. If a satisfactory contract cannot be negotiated in a reasonable time with the selected Proposer, then the City, in its sole discretion, may terminate negotiations and begin contract negotiations with the next highest scoring Proposers it deems qualified. The City, in its sole discretion, has the right to approve or disapprove any staff person assigned to its projects before and throughout the contract term. The City reserves the right at any time to approve, disapprove, or modify proposed project plans, timelines and deliverables, provided that all modifications are within the scope of services sought by this RFP.

6. Protest Procedures 6.1 Protest of Non-Responsiveness Determination By 5:00 p.m. PT on the fifth (5th) working day of the City's issuance of a notice of non-responsiveness, any Proposer that has submitted a proposal, and believes that the City has incorrectly determined that its proposal is non-responsive, may submit a written notice of protest by e-mail (fax is not acceptable). Such notice of protest must be received by the City on or before 5 p.m. PT of the fifth (5th) working day following the City's issuance of the notice of non-responsiveness. The notice of protest must include a written statement specifying in detail each and every reason asserted for the protest. The protest must be signed by an individual authorized to represent the Proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the City to determine the validity of the protest. 6.2 Protest of Contract Award By 5:00 p.m. PT on the fifth (5th) working day of the City's issuance of a notice of intent to award a contract under this RFP, any Proposer that has submitted a responsive proposal and believes that the City has incorrectly selected another Proposer for award may submit a written notice of protest by mail or e-mail (fax is not acceptable). Such notice of protest must be received by the City on or before 5 p.m. PT of the fifth (5th) working day after the City's issuance of the notice of intent to award a contract. The notice of protest must include a written statement specifying in detail each and every reason asserted for the protest. The protest must be signed by an individual authorized to represent the Proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the City to determine the validity of the protest. 6.3 Delivery of Protests


All protests must be received by the due date and time. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by a means that will objectively establish the date the City received the protest. Protests or notice of protests made orally (e.g., by telephone) or by fax will not be considered. Protests must be delivered to:

E-mail: [email protected] Mail: Lily Conover, Contracts Manager Office of the Controller City Hall, Room 306 1 Dr. Carlton B. Goodlett Place San Francisco, CA 94102

6.4 Protest Review The Controller’s Office will confirm receipt of notice of protest by Proposer. If a Proposer submits a complete and timely protest, the Controller’s Office will review notice of protest soon after receipt of the protest. to determine validity of notice, including, but not limited to: (a) receipt by due date; (b) inclusion of a written statement specifying in detail each and every one of the grounds asserted for the protest; (c) signed by an individual authorized to represent the Proposer; (d) citation of the law, rule, local ordinance, procedure or RFP provision on which the protest is based; and (e) specification of facts and evidence sufficient for the City to determine the validity of the protest. The City, at its discretion, may make a determination regarding a protest without requesting further documents or information from the Proposer who submitted the protest. Accordingly, the initial protest must include all grounds of protest and all supporting documentation or evidence reasonably available to the prospective Proposer at the time the protest is submitted. If the Proposer later raises new grounds or evidence that were not included in the initial protest, but which could have been raised at that time, then the City may not consider such new grounds or new evidence. The review shall be an informal process conducted by the Controller’s Office or its designee and will be based upon the information submitted by the Respondent in its protest letter. The Controller’s Office will notify the Respondent in writing of its decision at the conclusion of the review. The decision of the Controller’s Office is final. The evaluation of proposals will not be delayed or postponed to allow for completion of a protest process. Protests not received within the time and manner specified will not be considered. A Proposer's failure to protest as specified above on or before the time specified above shall constitute a complete and irrevocable waiver of the ground(s) of protest and forfeit the Proposer's right to raise such ground(s) of protest later in the procurement process, in a Government Code Claim, or in other legal proceedings.


Appendix 1: HCM 9.1 & 9.2 Enhancements

Module Ver. Enhancements Scope for Upgrade

Absence Management

9.1 Integration with Oracle Workforce Scheduling Not Needed

9.1 Extended Leave Framework Include in Fit/Gap

9.1 Leave Donations Include in Fit/Gap

9.1 Time and Labor Timesheet integration with Approval Workflow Engine Include in Fit/Gap

9.2 Integration with Microsoft Outlook Calendar Include in Fit/Gap

Benefits 9.2 All Self-Service Features Include in Fit/Gap

9.2 Benefits Eligibility for US Same-Sex Spouse Include in Fit/Gap

ePerformance 9.1 Create and Publish Business Objectives Include in Fit/Gap

9.1 Display Objectives in an Organization Chart View Include in Fit/Gap

9.1 Link Individual Goals to Business Objectives Include in Fit/Gap

9.1 Simplified ePerformance Document Creation Processes Include in Fit/Gap

9.1 Additional Document Configuration Options Include in Fit/Gap

9.1 Support for File Attachments Include in Fit/Gap

9.1 Electronic Document Sign-off Include in Fit/Gap

9.1 Document Archival Template Include in Fit/Gap

9.1 Targeted Performance Notes Include in Fit/Gap

9.2 Integrated ePerformance Workcenter Include in Fit/Gap

9.2 Mid-Period Reviews Include in Fit/Gap

9.2 ePerformance integration with Outlook Include in Fit/Gap

9.2 Integration of ePerformance to Career and Succession Planning Not Needed

Human Resources

9.1 Company Directory Include in Fit/Gap

9.1 Military Rank Change Include in Fit/Gap

9.1 SmartHires (Template-Based Hires) Not Needed

9.1 Integration of Human Resources with Oracle Workforce Scheduling Not Needed

9.1 Integration of Human Resources with Clairvia Not Needed

9.1 HR for China Not Needed

9.1 HR for the UK Not Needed

June 2014 Appendix 1 - page 1 of 3


9.1 Approval Processing for U.S. Federal Self-Service Transactions Not Needed

9.2 Smart HR Include in Fit/Gap

9.2 Headcount Reporting for Managers and Administrators Include in Fit/Gap

9.2 Profile Management Enhancements Include in Fit/Gap

Payroll for North America

9.1 Additional contract pay options. Not Needed

9.1 Field and array size expansion. Include in Fit/Gap

9.1 Enhancements to the paysheet load process. Include in Fit/Gap

9.1 Increased flexibility for retro pay. Not Needed

9.1 Support for multiyear encumbrances. Not Needed

9.1 Real-time budget checking. Not Needed

9.1 More complete ChartField integration. Not Needed

9.2 Self-Service Paycheck Modeler Include in Fit/Gap

Profile Manager

9.1 The ability to manage profile types and profile group types as well as an automated process for maintaining profile group populations.

Include in Fit/Gap

9.1 Usability improvements in the area of profile maintenance, providing better navigation and a more intuitive page design for both administrators and self-service users.

Include in Fit/Gap

9.1 A redesign of the compare process as a pluggable module, integrated with Plan Successions, Plan Careers, and Interest Lists.

Include in Fit/Gap

9.1 Enhancements to Profile Type, including the ability to designate a default profile type to retrieve and update data for person and nonperson profiles, and the ability to give integrating products more flexibility in the profile content that is retrieved and updated.

Include in Fit/Gap

9.1 New integration that inactivates the person profile when you terminate the person’s employment. Include in Fit/Gap

Time & Labor 9.1 Approval Workflow Engine and Delegation Framework Include in Fit/Gap

9.1 Integration with Oracle Workforce Scheduling Not Needed

9.1 Integration with Clairvia Not Needed

9.1 Enhanced Project Costing ChartFields Not Needed

9.1 Import, Export, and Recompile Rules Include in Fit/Gap

9.1 Enhanced Mass Time Reporting Include in Fit/Gap

9.2 The redesigned Apply Rules functionality generates payable time and exceptions when the employee or manager submits time using the timesheet.

Include in Fit/Gap

9.2 You can lock down a timesheet and prevent editing, based on the company and pay group. Include in Fit/Gap

9.2 Enhancements to the Time Reporting Code (TRC) Program enable you to designate TRC restrictions and access for time entry on the timesheet.

Include in Fit/Gap



9.2 An enhanced timesheet with additional configurations provides users with a more intuitive page that enables better control for both administrators and self-service users.

Include in Fit/Gap

9.2 A configurable, optional, legal statement that the system displays when submitting a timesheet and a new control that prevents other users from modifying the employee’s Timesheet. These configurations assist in better change control and audit procedures.

Include in Fit/Gap

9.2 Integration with a new Notification Framework within the Time and Labor Workcenter, enabling administrators and managers to create and send on-the-fly or recurring announcements and/or emails to a list of recipients.

Not Needed

9.2 A new Time and Labor Alerts Framework that provides configurations to automate business policies monitoring and enabling administrators and managers to review and act upon alerts.

Include in Fit/Gap

9.2 A new Time and Labor Workcenter provides a single point of entry for administrators and managers to relevant work areas and proactively monitor critical status and transactions.

Include in Fit/Gap

9.2 A new Time and Labor analytics using PeopleTools pivot grids is to access, view, analyze, drill down, and take action on the data that is most important to the user.

Include in Fit/Gap

9.2 The Time and Labor Dashboard displays various pagelets showing a quick synopsis of information about a Managers direct report.

Include in Fit/Gap

9.2 The In-Memory processing solution leveraged with Oracle Policy Automation allows the user to provide capabilities to standardize and enforce consistent policy-based decisions throughout the organization with simple to understand rules definitions..

Not Needed

9.2 New XML/BI Publisher Reports for reported time audit, leave and compensatory time, and printing of the timesheet. Include in Fit/Gap

9.2 Adoption of Approval Workflow Engine for Overtime Requests. Include in Fit/Gap


Appendix 2: PeopleSoft HCM 9.0 Installation Status

HCM Patches Cumulative Report of HCM Bundles Tax Updates Tax Updates (continued) HCM 9 MP11 Delta HCM 9 MP10 Delta (part 2 of 2) HCM 9 MP10 Delta (Part1 of 2) HCM 9 MP9 Delta HCM 9 MP8 Delta HC 9 MP7 Delta HC 9 MP6 Delta HC 9 MP5 Cumulative (2 of 2) HC 9 MP5 Cumulative (1 of 2)

HRMS 9.0 Bundle #1 HRMS 9.0 Bundle #2 HRMS 9.0 Bundle #3 HRMS 9.0 Bundle #4 HRMS 9.0 Bundle #5 HRMS 9.0 Bundle #6 HRMS 9.0 Bundle #7 HRMS 9.0 Bundle #8 HRMS 9.0 Bundle #9 HRMS 9.0 Bundle #10 HRMS 9.0 Bundle #11 HRMS 9.0 Bundle #12 HRMS 9.0 Bundle #13 HRMS 9.0 Bundle #14 HRMS 9.0 Bundle #15 HRMS 9.0 Bundle #16 HRMS 9.0 Bundle #17

Tax Update 06-F for Release 9 Tax Update 07-A for Release 9 Tax Update 07-B for Release 9 Tax Update 07-C for Release 9 Tax Update 07-D for Release 9 Tax Update 07-E for Release 9 Tax Update 07-F for Release 9 Tax Update 08-A for Release 9 Tax Update 08-B for Release 9 Tax Update 08-C for Release 9 Tax Update 08-D for Release 9 Tax Update 08-E for Release 9 Tax Update 08-F for Release 9 Tax Update 09-A for Release 9 Tax Update 09-B for Release 9 Tax Update 09-B for Release 9 Tax Update 09-C for Release 9 Tax Update 09-C for Release 9 Tax Update 09-D for Release 9 Tax Update 09-E for Release 9 Tax Update 09-E for Release 9 Tax Update 09-F for Release 9 Tax Update 09-F for Release 9

Tax Update 10-A for Release 9 Tax Update 10-B for Release 9 Tax Update 10-C for Release 9 Tax Update 10-D for Release 9 Tax Update 10-E for Release 9 Tax Update 10-F for Release 9 Tax Update 11-A for Release 9 Tax Update 11-B for Release 9 Tax Update 11-C for Release 9 Tax Update 11-D for Release 9 Tax Update 11-E for Release 9 Tax Update 11-F for Release 9 Tax Update 12-A for Release 9 Tax Update 12-B for Release 9 Tax Update 12-C for Release 9 Tax Update 12-D for Release 9 Tax Update 12-E for Release 9 Tax Update 12-F for Release 9 Tax Update 13-A for Release 9 Tax Update 13-B for Release 9 Tax Update 13-C for Release 9 Tax Update 13-D for Release 9 Tax Update 13-E for Release 9 Tax Update 13-F for Release 9 Tax Update 14-A for Release 9


Appendix 3: Customizations, Interfaces, Rules, Reports and Queries

Customizations Module DR # DR Title Short Description Development

Type Customization Type

Human Resources HR0018 Employee Review History Customization

Customization that allows for direct data entry by users

Customization Core Logic Change

Human Resources HR0067 Display Name to Include Middle Name

Customization to include Middle Name is the Display Name


Human Resources HR0068 Error for Duplicate SSN Customization to prevent saving a records with duplicate SSN's


Human Resources HR0070 Job Data Custom Job page added to Job component as a new tab

Customization Bolt On

Human Resources HR0071 Job Code Custom Job Code record to accommodate required custom fields


Human Resources HR0074 Disaster Service Worker Badge Tracking

Custom record/page for tracking Disaster Service Worker badge information


Human Resources HR0082 Salary Plan, Grade, Step Tables Mass Updates

Custom process for updating compensation info in mass


Human Resources HR0089 Department Seniority Customization to allow for the tracking of employee seniority


Human Resources HR0092 Action Reason Field Required Customization

Customization requiring the use of both an Action and a Reason in order to save the Job record


Human Resources HR0106 Online Termination Customization Custom Termination Checklist Customization Core Logic Change

Human Resources HR0112 Custom Page to Track Designees Data

Custom records/pages that allow for the tracking of sick leave and warrant receipient designees


Human Resources HR0130 Position Management - Custom ASO Maintenance Pages

Custom records/pages that allow users to attach positions to budget detail


Human Resources HR0133 Custom Position Pages Custom records/pages that allow for the tracking of custom position related data fields


Human Resources HR0138 Position vs Job Updates Custom process that updates Job data after certain changes are made to an existing position


Human Resources HR0146 Position Mgmt - Position Approval Workflow (Objects)

Custom position approval workflow Customization Bolt On

Human Resources HR0161 Position Mgmt - Automatic ASO Reconciliation

Custom process that allows for auto reconciliation of position to budget data when no changes have occurred year over year


Human Resources HR0162 Position Management - Mass Update of Position Data

Custom process that allows for updating position related in mass


Human Resources HR0166 Custom Job Functions Custom record that controls the use of Action Reason codes by assigned security role


Human Resources HR0168 Department Table and Associated Customization required to allow for the tracking of the Customization Core Logic


Module DR # DR Title Short Description Development Type

Customization Type

Crosswalk City's 16 character Dept ID's Change

Human Resources HR0170 Display additional information on the Manage Hires page

Customization to add required fields to Manage Hires Customization Core Logic Change

Human Resources HR0171 Populate Custom Fields on Template Hires to Personal and Job Data and Paycheck Distribution

Customization to add required fields to Template Based Hire


Human Resources HR0180 Primary Job Flag Update Process Custom process required to update the Primary Job flag due to changes in employment


Human Resources HR0181 Personal Data Access (Security) Custom PeopleCode that determines what fields are available for updating by different Security Roles


Human Resources HR0207 Job Appointment Summary Custom view that allows users to view Job Data across the City without having access to PS_JOB


Human Resources HR0208 Employment Restriction Information View

Custom view that allows users to view Employment Restriction data across the City without having access to PS_JOB


Human Resources HR0219 TEX 1040 Action Reason Custom process that inserts an Action/Reason on PS_JOB and deletes the Elig Config 1 value and updates the Ben Service Date


Human Resources HR0220 Compensation View Custom view that allows user to see compensation data without accessing the PS_JOB record


Human Resources HR0232 Zip Code to County Xwalk Custom record that holds Zip Code info by County Customization Core Logic Change

Human Resources HR0236 User ID Security Audit Custom process used to lock the user accounts of terminated employees



BA0006 Maintain Employee Medicare Data Customization to add add'l Medicare Status options and a Medicare Enrollment Processing Date field



BA0007 Medicare Status Update Program Custom process that updates Elig Config 2 field on PS_JOB



BA0008 Elig Config 1 Field Custom PeopleCode that populates Elig Config 1 on PS_JOB



BA0009 Management Cafeteria Plan Administration

Customizations that allow users to allocate available credits to plan participants



BA0010 Maintain Retiree Data Custom PeopleCode that sets Company = 'RET' for retirees and allows user to enter the correct paygroup



BA0012 Job and Elig Config Field Peoplecode Custom PeopleCode that populates Elig Config fields 2 - 9 and sets Benefit Record Number = Empl Record Number


Base Benefits / Benefits

BA0013 Dependent Medicare Data Customization to add add'l Medicare Status options and a Medicare Enrollment Processing Date field




Customization Type

Administration


BA0014 Deduction Reconciliation Custom process that reconciles non-payroll benefit deductions



BA0015 Deduction Calculation Pickups/Refunds Customization - Payroll One-Time Deduction Entry

Custom process that allows users to make adjustments to non-payroll health benefit deductions



BA0016 Non Payroll Deduction Calculation Custom benefit deduction calculation process for non-payroll employees/retirees



BA0017 Complex Rate Structure Table Custom benefit rate tables required to track the City's benefit rate structure



BA0019 Delinquency Status Update Customization that allows for tracking and updating non-payroll employee/retiree benefit deduction records when required benefit premiums are not paid



BA0020 Overage Balance Identification Custom page that allows users to view employee records with benefit deduction overages



BA0021 Delinquency Letter Generation Custom process that generates a notice of delinquent healthcare premiums to delinquent employees/retirees



BA0022 Overage Balance Transfer Program Custom process that allows users to transfer monies from one Plan Type/Benefit Plan to another



BA0024 Benefits Summary Custom version of the Benefits Summary that includes a number of custom fields



BA0025 Over the Counter and Non Sufficient Funds Payments

Customizations that allow users to enter and maintain benefit premium payment data into the system when payments are received via non-system means



BA0026 Index Codes Sub Objects Dept Xwalk Table

Custom table required to track benefit-related financial data



BA0027 Resend Non-Payroll Deduction Requests

Custom process that allows users to resend a benefit deduction request to an non-city employer



BA0048 Store Changes Only Data for Various Interfaces

Custom process that is used to compare period over period benefit deducition and enrollment information for non-payroll employees/retirees



BA0107 Recording Employee/Dependent Benefit Comments

Customization that includes EFFSEQ Customization Core Logic Change

Base Benefits / BA0111 FSA Deduction Calculation Custom FSA deduction calculator which allows users Customization Core Logic



Customization Type

Benefits Administration

to determine the correct per pay period deduction Change


BA0116 Maintain POI Data Custom PeopleCode used when creating POI records on PS_JOB



BA0124 Management Cafeteria Plan Benefit Summary Page

Custom Benefit Summary page for reviewing Management Cafeteria Plan enrollments



BA0127 BAS Event Deletion Process Custom process that deletes non-benefit related events from BAS_ACTIVITY



BA0129 POI MRG Job Page Custom Job record/page that will allow users to enter retirement date information on new retiree/POI records



BA0130 Automated Event Processing Run Control Edits

Customization that prevents certain Security Roles from running the delivered COBOL process


Absence Management

AM0019 Absence Management JOB data automation

Auto enroll/terminate employee absence system flag and GP eligibility code based on employment conditions using online PeopleCode


Absence Management

AM0020 Payroll Views Custom Payroll views used in Absence Management arrays to identify sick/vacation paid hours and calculate eligible accrual hours for sick/vacation leave.


Absence Management

AM0029 Custom process to insert runcontrol value in GP_RUNCTL table.

Custom process to populate Calendar Group Id in Calculate Absence and Payroll (GP) run control page. This process sets required data to auto run daily absence calc process.


Absence Management

AM0030 Online validation of leave balances on paysheet pages.

Online leave/comptime balance validation on pay other earnings page to prevent user not to enter leave pay hours in excess of available balance


Absence Management

AM0048 Turn on PS Audit on GP_ABS_EVENT & MRG_GP_ABS_EVNT tables.

Audit GP_ABS_EVENT & MRG_GP_ABS_EVNT table


Time and Labor TL0027 Hide "Submit all Sessions" check box & limit sessions listing on Submit All Rapid Time Page.

Hide "Submit all Sessions" check box & limit sessions listing on Submit All Rapid Time Page.

Customization Cosmetic

Time and Labor TL0028 Time Sheet Customization Multiple customizations- includes, custom absence timesheet secondary page, chage/remove certain prompt edits etc.


Time and Labor TL0029 Label and Search Default Changes Label and default value changes for certain fields on timesheet page.


Time and Labor TL0032 Reset ECD Process Custom process that allows user to reset Earliest Change Date & TA Status. Run for list of




Customization Type

employees/groups.

Time and Labor TL0033 Validate PPE on TA Run Control Page

Prepopulate open pay end date on Time Admin Run Control Page and not allow user to change to date.


Time and Labor TL0035 FAMIS Data Custom Views Custom prompt view used in Timesheet page. Customization Cosmetic

Time and Labor TL0036 Addl Pay Earning Code Validation Prompt ERNCD from UNION_ERNCD_TBL to list valid values based on employee union and restrict only to add/update addl pay type 'Incentive' transactions for Dept timekeepers.


Time and Labor TL0046B Override Shift Eligibility by Union and Earncode

Custom page to enter Erncd shift eligibility override by union agaist Erncd shift eligibility setup.


Time and Labor TL0047 Comptime Maintenance Process Custom process to adjust (with certain exceptions) comptime balances upto union defined limits in each pay period and fiscal year end.


Time and Labor TL0049A Addl Workgroup Conditions & Assignment Codes

Custom page to enter Job group and Dept eligibility criteria to receive certain premium pays.


Time and Labor TL0050 Validate From & To Dates Against Pay Calendar on Mass Time Page

Prepopulate pay begin date & end dates on Mass Time Page. Also multiple changes to MASS TIME AE program based on business rules.


Time and Labor TL0117 Auto Enroll Time Reporters & Comptime Plans

Custom process to auto enroll time reporters & comptime plans based on defined criteria. Also inactive status when employee leaves the organization.


Time and Labor TL0118B Timesheet Absence Event Customization

Multiple changes to delivered timesheet page. Customization Core Logic Change

Time and Labor TL0119 Update Inactive Employee Leave Balances to Zero

update leave balances to zero for inactive employees based on certain business rules.


Time and Labor TL0120 Prompt for Job Roster Code & Operator Validation

Prompt TL_GROUP_ID (Roster Code) on JOB.GL_PAY_TYPE field.


Time and Labor TL0164 Submit Time Customization Custom process to validate and submit time entered in Rapid Time.


Time and Labor TL0167 Prepopulate Pay Begin End Dts on MSS Approval Page

Online PeopleCode to populate pay begin & end dates in From & To dates fields on Mass Time Approval page.



PY0019 Health Care Deductions for New Hire Based on Eligibility

Auto enroll new hires in Health Care Deduction based on eligibility.



PY0070A Pay Statements customized for Pay-Check and Pay-Advise

Multiple changes to delivered PAY003 & DDP003 SQRs and PYUSCHKP.rtf & PYUSADVP.rtf XML templates



PY0105 Pay Calendar Close Custom process to set PAY_CALENDAR.OFF_CYCLE_CLS = 'Y' after Payroll is confirmed and labor distribution is run.



PY0114A Multiple Jobs Payroll Customization Custom process calculate certain general deductions (like union dues, retirement deductions etc.) based on job earnings.




Customization Type


PY0116C Inbound Upload to Paylines - Earns, Deds, Taxes

Load one time payroll data from TXT files into PSHUP_TXN table.



PY0118 Auto Inactivate Garn and Savings Bond Deductions at Termination

Inactivate Garnishment and Saving Bonds deductions after employee terminate or in LOA for period of 90 days.



PY0124 Online Payroll Access Lock and UnLock Process

Custom process to switch certain permission list to readonly access during payroll processing and switch back to normal access after payroll is confirmed.



PY0172 CalPERS Customizations on MRG_JOB and BADGE_TBL

Added custom fieds (CalPers eligible & member category) to MRG_JOB table and peoplecode validation to update certain badge type on BADGE_TBL based on role.



PY0192 Changes in CASDU file produced by PAY040

Populate hardcoded FEIN No. in the file instead of value setup in Company table.



PY0199 Payroll List of Values Custom online pages to setup list of valid values used in various payroll processes & reports.



PY0206 Restricted Access to update MailDrop by Dept Payroll Manager

Online PeopleCode validation to restrict to update only MailDrop field on Payroll Options Page based on role.



PY0207 Genl Ded Page DEDCD restriction for Retirement Dept

Online PeopleCode validation to restrict to update only retirement & deffered comp deductions on General Deduction & MRG General Deduction Pages based on role.



PY0211 Run Stats on HR, TL, AM and PY tables

Process to Run Update Stats on Predefined list of Tables



PY0218 Print MailDrop on W2 Print MailDrop on W2 Customization Core Logic Change


PY0219 Turn off OK_TO_PAY and Deduction Override in Paysheets

Uncheck PAY_EARNINGS.OK_TO_PAY for paylines with only unpaid earnings exists. Also, override default Deduction Taken & subset ID on certain conditions.



PY0220 Automate On-Cycle Adjustment Pshup Processes

Custom process to auto load Payroll onetime adjustment files (FLSA & Stipend) received from Depts into PSHUP_TXN table.



PY0226 Custom Labor Distribution Process Custom Labor Distribution Process to distribute wages & frindges based on financial system rules.


Interfaces Module DR # DR Title Development Type

Human Resources HR0069 Inbound/Outbound DSW Employee Data Lookup to ID Works Interface

Human Resources HR0076 Inbound Personal Preparedness Data from Red Cross Interface


Module DR # DR Title Development Type

Human Resources HR0077 Outbound Healthy Workers Interface

Human Resources HR0078 Outbound for Valley Oak Claim System Interface

Human Resources HR0087 Outbound Employee Data for DT Phone Bill Interface

Human Resources HR0088 Inbound Employment Changes from CCD Interface

Human Resources HR0088 Inbound Employment Changes from USD Interface

Human Resources HR0094 Outbound Job Class List to Retirement Interface

Human Resources HR0100 Outbound Employee Data to CORES Interface

Human Resources HR0104 Outbound DSW Foundation Data to CORES Interface

Human Resources HR0164 Outbound Employee Data to Departments Interface

Human Resources HR0169 Inbound Department Codes from FAMIS Interface

Human Resources HR0178 Outbound DT Active Directory Interface

Human Resources HR0179 Outbound Personnel Data to Controller Interface

Human Resources HR0229 Outbound Personal Data to Workplace Answers Interface

Human Resources HR0230 Inbound Harassment Prevention Data from Workplace Answers Interface

Human Resources RC0001 Outbound Active Job and Salary info to JobAps Interface

Human Resources RC0002 Outbound Approved Open Job Vacancies to JobAps Interface

Human Resources RC0003 Inbound Candidate Ready to Hire from JobAps Interface

Human Resources RC0005 Inbound Active Elig Lists from JobAps Interface

Human Resources RC0006 Outbound Create Recruit Request to JobAps Interface


BA0051 Outbound Vendor Payment Interface (3 Custom Interfaces) Interface


BA0052 Outbound FSA Enrollment Data Interface


BA0053 Outbound Management Cafeteria Plan Deductions Interface


BA0055 Outbound HIPAA EDI Interface to Health Vendors Weekly (7 Custom Interfaces) Interface


BA0085 Outbound Changes Only Deductions to CCD and USD Interface


BA0086 Outbound Changes Only Deductions to SFRS Monthly Interface


BA0088 Outbound Changes Only Deductions to STRS Monthly Interface


BA0090 Outbound Deduction Requests to PERS Interface

Base Benefits / Benefits BA0092 Misc Employer Contrib Collection JE Process Interface



Administration


BA0093 Outbound Ded Actual and Load USD and CCD Interface


BA0094 BA0094 Inbound Load Ded Actuals from PERS Monthly Interface


BA0095 Inbound Load Ded Actuals from SFRS Monthly Interface


BA0096 Inbound Load Ded Actuals from STRS Monthly Interface


BA0098 Outbound Enrollment File to USD & CCD Biweekly/Semi-M/Monthly Interface


BA0099 Outbound Retiree Enrollments to USD & CCD Monthly Interface


BA0102 Outbound Cobra Eligibility Interface


BA0120 Outbound LTD Enrollment File Interface


BA0125 Inbound Deductions File Response from CalPERS Interface


BA0126 Inbound FIS Merchant Activity File INT Interface

Absence Management AM0008 Catastrophic Illness Processing Interface

Time and Labor TL0018B Inbound Time Data from Time Interface Departments Interface

Time and Labor TL0022 Inbound Index & Project Accounting Codes from FAMIS Interface

Time and Labor TL0156 TimeLink TL Direct Interface Configuration Interface

Payroll for North America PY0001B Outbound Payrun LaborDetail/PT/LDS file to LDS Interface Interface

Payroll for North America PY0007A Outbound Pay Labor File to Departments Interface Interface

Payroll for North America PY0022 Inbound Deductions from Colonial Life Ins Interface Interface

Payroll for North America PY0023 Outbound file to Colonial Life Insurance Interface Interface

Payroll for North America PY0025A TALX Unemployment Claims Interface Interface Interface

Payroll for North America PY0025C Outbound Pay Data to TALX INT - ePAY Interface

Payroll for North America PY0031A Outbound Employee Deductions File to Labor Unions Interface

Payroll for North America PY0036A Outbound Employee Pay Data to Labor Unions Interface Interface

Payroll for North America PY0046 Outbound Eligibility file to WageWorks INT Interface

Payroll for North America PY0047 Outbound Commuter Check & FSA Eligibility to WageWorks Interface Interface

Payroll for North America PY0048 Inbound Commuter Deductions from WageWorks INT Interface

Payroll for North America PY0052 Outbound Contributions and Adjustments to CALPERS Interface Interface



Payroll for North America PY0058 Outbound Positive Pay Files to FAMIS Interface Interface

Payroll for North America PY0061A Outbound Pay Data by EE EarnCode amd Account Code to Payroll.mdb Interface Interface

Payroll for North America PY0065 Outbound Check & Advise Recon to FAMIS Interface Interface

Payroll for North America PY0069 Outbound ACH file to Bank of America Interface Interface

Payroll for North America PY0101 Outbound AP Interface to FAMIS INT Interface

Payroll for North America PY0102 Outbound CASDU Garnishment EFT to Bank of America Interface Interface

Payroll for North America PY0109A Outbound Personnel and Pay Data to RET Interface Interface

Payroll for North America PY0111B Outbound Rec&Park Timesheet to LDS from Task Profiles Interface

Payroll for North America PY0224 Outbound Eligibility file to Prudential Interface

Payroll for North America PY0225 Inbound Deferred Comp Changes from Prudential Interface

Rules

Module DR # DR Title Development Type Absence Management AM0002 Vacation Processing Rule Rules Absence Management AM0003 Sick Leave Processing Rule Rules Absence Management AM0005 Administrative Leave Processing Rule Rules Absence Management AM0006 Attorney Leave Processing Rule Rules Absence Management AM0007 Bereavement Leave Processing Rule Rules Absence Management AM0009 Educational Leave Processing Rule Rules Absence Management AM0010 Executive Leave Processing Rule Rules Absence Management AM0011 Float Holiday Processing Rule Rules Absence Management AM0014 Jury Duty Processing Rule Rules Absence Management AM0015 Longevitiy Leave Processing Rule Rules Absence Management AM0016 Parent Teacher Leave Processing Rule Rules Absence Management AM0021 Unpaid Furlough Days Rules Absence Management AM0022 Furlough Float Days (Paid) Rule Rules Absence Management AM0023 Police Fitness Rule Rules Absence Management AM0025 TOE (Time Off Equalant) Advance Leave Rules Absence Management AM0028 Holiday Comp Leave Rules Absence Management AM008A Catastrophic Illness Processing Rule Rules Time and Labor TL0037 MRGVL001-Same assignment code Validation. Rules Time and Labor TL0038 MRGVL002-Validate if assignment code is not mapped to TRC. Rules Time and Labor TL0039 MRGAM001-Transfer absence hours into T&L Rules Time and Labor TL0040 MRGSP001-Create special pay hours 1 Rules Time and Labor TL0041 MRGSP002-Create special pay hours 2 Rules Time and Labor TL0042 MRGSP003-Create special pay hours 3 Rules Time and Labor TL0043 MRGSP004-Create special pay hours 4 Rules Time and Labor TL0044 MRGSH001-Create shift hours Rules


Module DR # DR Title Development Type Time and Labor TL0045 MRGOR001-Populate rate from Job or Override rate reported Rules Time and Labor TL0046 MRGSH002-Shift Premium Calculation Rules Time and Labor TL0046A Override Shift Eligibility by Union/Earncode Rule Rules Time and Labor TL0046A Validate Override Rate Rule Rules Time and Labor TL0046C Override Shift Eligibility by Union/Earncode Rule Rules Time and Labor TL0048 Round Payable Time Hours to four Decimals Rules Time and Labor TL0110 Create new shift rule for Safety Empl Rules Time and Labor TL0122 Validate Special Pay Based on Additional Workgroup Conditions Rules Time and Labor TL0123 Create Unpaid Hours if Comptime Request > Balance Rules Time and Labor TL0125 Daily Overtime/Comptime Rule Rules Time and Labor TL0126 Weekly Overtime/Comptime Rule Rules Time and Labor TL0127 Biweekly Overtime/Comptime Rule Rules Time and Labor TL0131 Populate Override Rate Based on Jobcode & Step Override Rules Time and Labor TL0133 Validate Punch Order Rules Time and Labor TL0135 Create Exception if Override Rate > 5% Job Comprate Rules Time and Labor TL0147 Bilingual Pay Rules Rules Time and Labor TL0155 Create Halftime Hours for Comptime Hours Rules Time and Labor TL0161 Convert Overtime Into Compensatory Time Rules Time and Labor TL0162 Validate Incentive Pay Against Timesheet Premium Pay Rules Time and Labor TL0163 Validate OT Pay for Z-Class Employees Rules Time and Labor TL0165 Delete Scheduled Hours on Absence Date Rule Rules Time and Labor TL0166 Validate Holiday Hours Rule Rules Time and Labor TL0168 Calculate Elapsed Time and Apply CCSF Rounding Rules for Punch Time Rules

Reports Module DR # DR Title Development

Type Human Resources HR0090 Civil Service Provisional Appointments Report

Human Resources HR0096 Exception to the Order of Layoff Report

Human Resources HR0107 Terminations and Resignations Report

Human Resources HR0188 Positions Not Reconciled Report

Human Resources HR0189 Position Available FTE Report

Human Resources HR0190 Reconciled Positions and Available FTE Report

Human Resources HR0198 EEO4 State and Local Government Report

Human Resources HR0200 Employee Mass Salary Updates Report

Human Resources HR0203 Disaster Service Workers Report



Human Resources HR0209 Active Positions Report

Human Resources HR0215 Active Employees Personal Data Report

Human Resources HR0216 ASO Exempt In Cap Report

Human Resources HR0217 Active Paid Employees - Controller Report

Human Resources HR0218 Temporary Exempt Employee's 1040 Hours Report

Human Resources HR0221 POI's With Active Appointments Report

Human Resources HR0222 Fiscal Year Temporary Exempt Category 16 Hours Worked Report

Human Resources HR0224 Employee Snapshot Report

Human Resources HR0225 Temporary Exempt Benefits Eligible Employees Working Less than 200 Hours Report

Human Resources HR0226 Temporary Exempt No Hours Worked Report

Human Resources HR0227 Vacant Positions Report

Human Resources HR0228 Paid Administrative Leave Report

Human Resources HR0234 SEIU Longevity Premiums Report

Human Resources HR0235 Category 18 Exempt Appointments Report

Human Resources HR0237 Temporary Exempt Category 16 Notifications Report

Human Resources HR0238 DPH Nurses Longevity Report

Human Resources HR0239 Temporary Exempt Category 16 Terminations Report


BA0023 Deduction Calculation for Employees with 0 Hrs Report


BA0031 Medicare Eligibility Report


BA0032 Dual Coverage Audit Report


BA0035 OE Enrollment Notifications Report


BA0036 Overage Transfer Report


BA0038 Delinquency Reconciliation Audit Report


BA0039 Misc and Retiree Employer Contributions Report


BA0040 No Deduction Pick Up Report


BA0043 Life Insurance Enrollment Report

Base Benefits / Benefits BA0045 Muni 9163 Enrollment Statistics Report



Administration


BA0046 Enrollment Statistics Report


BA0049 Retiree Subsidy Actual Contributions Report


BA0108 Management Cafeteria Plan Audit Report


BA0110 Imputed Income for 1099 Retirees and Non-Payroll Actives Report


BA0115 Over Age Dependents Report


BA0121 LTD Payment Data Report


BA0123 Temporary Exempt/As Needed Hours Worked – Enrolled in Benefits Report

Absence Management AM0027 Create Leave Balance Compare Report Report

Absence Management AM0035 Combined Leave Balance Report Report

Absence Management AM0050 Employee Leave Balance Report Report

Time and Labor TL0136 CCSF Time Entry Report Report

Time and Labor TL0137 CCSF Timesheet Report

Time and Labor TL0138 CCSF Payable Time Report Report

Time and Labor TL0143 Dept Transfer Employee Detail Report Report

Time and Labor TL0157 Employee Time & Labor Details Report Report


PY0146 EDD LABOR STATISTICS-EMPLOYEE COUNTS AND QTD GROSS WAGES (GEAC 976) Report


PY0149 Voluntary Deduction Report (GEAC C101, C114, C115, C103) Report


PY0149A Voluntary Deductions Report - Summary Report


PY0155 Health Retirement Trust Deductions Error Report Report


PY0156 Health RET Trust Deductions Summary Report Report


PY0157 SHERIFF GARNISHMENT REPORT (GEAC C462) Report


PY0158 Represented Employees By EOC Report (GEAC C850) Report


PY0160 FISCAL YEAR OVERTIME TRACKING REPORT (GEAC C925) Report

Payroll for North PY0165 WARRANT TRANSMITTAL REGULAR PAY CHECKS ISSUED/ADVICE TRANSMITTAL REGULAR Report



America ADVICES ISSUED (GEAC C170)


PY0168A SF Police Overtime Audit Report Report


PY0174 PAYRUN REPORT COMPARE STD AMT TO PAYROLL SUMMAR (GEAC CPD710RL) Report


PY0182 Key Personnel Wage Discrepancy Report (GEAC Report 745 & 746) Report


PY0193 LABOR DISTRIBUTION EXTRACT SUMMARY (GEAC LDS C113) Report


PY0194 Labor Distribution Extract Error (GEAC LDS C110 only in C711) Report


PY0195 DEFERRED COMPENSATION TRANSMITTAL (GEAC C102) Report


PY0196A LDS INTERFACE AUDIT TRAIL REPORT BY DEPT DIVISION & DOE (GEAC LDS C119, C111, C112) Report


PY0198 Negative Amounts for the CASDU Upload File DATED (GEAC C466) Report


PY0202 PAYROLL LISTING FOR PUBLIC EMPLOYEES RETIREMENT SYSTEM (PERS) Report


PY0145A Department Payroll Register and Summary Report (RPT10, C010, and C070) Report

Queries The City does not feel a detailed query list is needed. Please refer to the query counts by module in Section 2 Scope of Work.


Appendix 4: CCSF Estimated Resource Allocation

Projected CCSF/eMerge Resource Allocation Planning Analysis & Fit/Gap

Configuration & Design

Development & Unit Testing System Testing User Acceptance

Testing Parallel Testing Training Deployment

Project ManagementDirector 80% 50% 50% 50% 50% 50% 50% 50% 50%Project Manager 100% 100% 100% 100% 100% 100% 100% 100% 100%

HR Functional Team (HR, Ben Admin, ELM)HR Lead 80% 80% 80% 20% 80% 80% 80% 20% 80%HR Functional Analyst 1 20% 80% 80% 20% 80% 80% 80% 20% 80%HR Functional Analyst 2 20% 80% 80% 20% 80% 80% 80% 20% 80%HR Functional Analyst 3 20% 80% 80% 20% 80% 80% 80% 20% 80%Benefits Functional Analyst 1 20% 80% 80% 20% 80% 80% 80% 20% 80%ELM Functional Analyst 1 20% 80% 80% 20% 80% 80% 80% 20% 80%

Payroll Functional Team (Payroll, T&L, Abs Mgmt)Payroll Lead 80% 80% 80% 20% 80% 80% 80% 20% 80%Payroll Functional Analyst 1 20% 80% 80% 20% 80% 80% 80% 20% 80%Payroll Functional Analyst 2 20% 80% 80% 20% 80% 80% 80% 20% 80%Payroll Functional Analyst 3 20% 80% 80% 20% 80% 80% 80% 20% 80%Payroll Functional Analyst 4 20% 80% 80% 20% 80% 80% 80% 20% 80%Time & Labor Functional Analyst 1 20% 80% 80% 20% 80% 80% 80% 20% 80%Time & Labor Functional Analyst 2 20% 80% 80% 20% 80% 80% 80% 20% 80%Absence Management Functional Analyst 20% 80% 80% 20% 80% 80% 80% 20% 80%

Technical TeamTechnical Lead 80% 80% 80% 80% 80% 20% 80% 20% 80%Developer 1 20% 20% 20% 80% 80% 20% 80% 0% 20%Developer 2 20% 20% 20% 80% 80% 20% 80% 0% 20%Developer 3 20% 20% 20% 80% 80% 20% 80% 0% 20%Developer 4 20% 20% 20% 80% 80% 20% 80% 0% 20%Developer 5 20% 20% 20% 80% 80% 20% 80% 0% 20%Developer 6 20% 20% 20% 80% 80% 20% 80% 0% 20%Developer & Integration Architect 1 20% 20% 20% 80% 80% 20% 80% 0% 20%Developer & Integration Architect 2 20% 20% 20% 80% 80% 20% 80% 0% 20%Developer & Integration Architect 3 20% 20% 20% 80% 80% 20% 80% 0% 20%Infrastructure Analyst 1 50% 50% 50% 50% 50% 50% 50% 50% 50%Infrastructure Analyst 2 50% 50% 50% 50% 50% 50% 50% 50% 50%PeopleSoft Administrator 1 50% 50% 50% 50% 50% 50% 50% 50% 50%PeopleSoft Administrator 2 50% 50% 50% 50% 50% 50% 50% 50% 50%PeopleSoft Administrator 3 50% 50% 50% 50% 50% 50% 50% 50% 50%PeopleSoft Administrator 4 50% 50% 50% 50% 50% 50% 50% 50% 50%

Change ManagementChange Management Lead 80% 80% 40% 0% 40% 80% 20% 80% 80%Trainer 1 20% 20% 20% 0% 0% 80% 0% 80% 80%Trainer 2 20% 20% 20% 0% 0% 80% 0% 80% 80%Trainer 3 20% 20% 20% 0% 0% 80% 0% 80% 80%Trainer 4 20% 20% 20% 0% 0% 80% 0% 80% 80%


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