Custom System Development Statement of Work Template

ATTACHMENT A

STATEMENT OF WORK

1. Problem Statement and Background. The State Civil Service Commission (SCSC) and the Office of Administration (OA) are partnering to work on a strategic initiative to improve the delivery of Human Resources (HR) and merit system services by utilizing best practices, proven technologies and service delivery frameworks already available to the Commonwealth of Pennsylvania (Commonwealth).

HR service delivery model changes will be piloted by the Department of Human Services, (DHS) Department of Health (DOH) and Executive Offices which provides services to 25% of the Commonwealth’s resources, as well as other agencies that are mutually agreed upon by SCSC and OA. Workgroups focusing on Organizational Design, Business Process Design, HR Technology, and Change Management/Communications and Training will be formed. The organizational design team will define the new HR operating model and assess impacts to OA, DOH, DHS resources.

HR functions provided by these HR offices will be assessed and incorporated into the new model. The reporting relationship between the new HR Service Delivery model and the Deputy for Human Resource Management will be defined. The HR Technology team will work to implement Neogov to replace existing agency facing Civil Service job posting, applicant tracking systems and expand the services managed through Case Management and the Knowledge Base. The framework will be used as the model for further consolidation of HR functions enterprise wide after project success is confirmed.

2. Business Objectives. The Commonwealth of PA wishes to be the best public sector employer in the country by:  Establishing a comprehensive, cost-effective and efficient human resources organization and delivery framework that delivers exceptional services to the employees and agencies of the Commonwealth;  Delivering human resources programs, services, and technologies to build a talented, diverse, engaged and productive workforce in support of each agency’s mission, vision and goals;  Improving the Commonwealth’s ability to recruit, develop, and retain talented employees in an efficient, timely and cost-effective manner;  Transforming, restructuring, modernizing, and standardizing HR service delivery through effective realignment, the application of leading best practices and IT resources;  Establishing the means to promote the use and application of data to make and support business decisions, measure productivity and drive accountability;  Developing an educational and change management framework for HR professionals that emphasizes consultative service delivery functions to meet agency missions and goals, offering business solutions as opposed to transactional and compliance-related functions;  Developing a change management and workforce transition plan that underscores how HR functions are delivered to customers through a unified service delivery framework that

1 meets strategic, developmental and tactical needs of Commonwealth executives, managers and employees and their organizations. 3. Nature and Scope of the Project. A. Project Scope.

The Commonwealth is seeking a vendor for the following: 1. Lead all efforts in order to redesign the Recruit to Hire process 2. Review the Commonwealth authored future state business processes (#2-6) and provide guidance/ advisory services as requested. 3. Facilitate the efforts in the design and definition of the enterprise HR operating model, creating one HR organization reporting under one unified structure.

Note: All designs must reflect a model that stays within the current legal and regulatory framework and one that reflects potential Civil Service Act Changes. B. Affected Organizations. All agencies under the Governor’s jurisdiction will be impacted by changes to the delivery of HR services and changes to the HR Organizational design.

C. Affected Business Processes. The following six HR processes were identified as priorities for improving HR Service Delivery 1. Recruit to Hire 2. Time Absence and Attendance Administration/Advising 3. SPF/FMLA Administration and Processing 4. Worker’s Compensation Management 5. Safety Advising 6. Supplemental Employment

D. Affected Systems. The following available technology will be utilized in the HR Service delivery redesign (with possible configuration changes):  Integrated Enterprise System/SAP  NEOGOV (Applicant Tracking System)  JobNet  AS/400  Integrated Computerized Exam (ICE)  Candidate Application and Scheduling System (CAPS)  Candidate Manager Program  SCSC Online Services  Onbase  Veterans Database

E. Assumptions. In order for this project to be a success the following assumptions are made:

2  The Commonwealth utilizes the investment in proven technology (Neogov) as a foundation for this project;  A strong alliance, partnership and collaboration exists between DHS, DOH and OA;  The State Civil Service Commission provides strong support to address the challenges with the recruit to hire process;  The Commonwealth has sufficient resources to complete the work within the budget and time frame;  The Commonwealth fully utilizes best practices for requisition, job posting and applicant interaction based on Neogov’s out of the box functionality;  The organizational framework, service delivery approach and process improvements that are implemented are scalable to support the enterprise.

F. Risks. The Budget impasse could have an impact on the project timeline.

4. Requirements.

A. Project Requirements Contractor(s) shall describe their approach/methodology to performing the tasks listed below while meeting the requirements as described in this RFQ.

 Knowledge Requirements 1. The offeror must have experience working with Commonwealth OA-HR and State Civil Service Commission systems which include SAP/ ESS, ePAR, NeoGov, Infor and the HRSC call center. 2. The offeror must have experience and expertise with HR service delivery and business process redesign based on leading best practices. 3. The offeror must have experience with the current Commonwealth Recruit to Hire process, as well l as OA HR policies and the State Civil Service Commission new hire process. 4. The offeror must provide examples of similar projects with large scale and diverse organizations (20,000 + employees).

 Period of Performance All tasks and deliverables must be completed and accepted within a 4-8 week time frame upon contract effective date.

 Place of Performance All workshops and meetings will take place in the Keystone Building, 400 North Street, Harrisburg, PA 17120, or other locations within the Commonwealth.

 Requirements, Tasks and Deliverables: All deliverables must be accepted by the Commonwealth in writing.

Requirement 1: Design the future state Recruit to Hire business process

3 Tasks:  Utilizing the As-Is models, conduct process design workshops for the creation of the Recruit to Hire To-Be model which encompasses the following:  Sub-processes:  Post Vacancy  Reclassify/Reallocate Filled or Vacant Position  Registration, applicant job application and Exam  Internal Candidate Selection (certification process)  Certification Audit  Current Available Technology:  Integrated Enterprise System/SAP  NEOGOV (Applicant Tracking System)  JobNet  AS/400  Integrated Computerized Exam (ICE)  Candidate Application and Scheduling System (CAPS)  Candidate Manager Program  SCSC Online Services  Onbase  Veterans Database  Facilitate discussions for the acceptance of the Recruit to Hire To-Be model  Document new processes and service delivery procedural reference materials  Review and validate process and service delivery documentation  Document the future state Recruit to Hire Business Process Deliverable: The vendor will deliver the future state business model for the Recruit to Hire process as well as procedural reference materials.

The future state business model must be presented in two versions, one that reflects the current legal and regulatory framework and one that reflects potential Civil Service Act Changes.  The To-Be model must be presented in an editable Visio 2013 format  All reference materials must be presented in an editable version of Microsoft Word or Excel 2010 format

Requirement 2: Review the Commonwealth authored future state business processes and provide guidance/ advisory services as requested. Tasks:  The Commonwealth will design the future state business processes for : o Time Absence and Attendance Administration/Advising o SPF/FMLA Administration and Processing o Worker’s Compensation Management o Safety Advising o Supplemental Employment  The vendor will provide advisory services and assist with review and validation of process and service delivery documentation to ensure that is supports the future state HR Organizational model.

4 Deliverable: The vendor will assist with the review and validation of the Commonwealth authored documentation for the future state Business Processes referenced above, and utilize them as input when designing the future state HR Organization.

Requirement 3: Design HR Organization –Facilitate the design and definition of the enterprise HR operating model, creating one HR organization reporting under one unified structure. Tasks:  Conduct process design workshops and facilitate discussions for the creation and acceptance of the HR organizational model  Develop detailed HR organization structure design and sizing parameters  Construct design for COEs, Business HR, and HR Operations  Scale and design HR governance framework and model  Validate HR Service Center operational support  Advise on workforce transition strategy and plan  Advise on the conduct HR employee capability/skills assessment  Advise on the alignment of leaders to future state HR Organization Structure  Document and deliver the HR Organizational model Deliverable: The vendor will deliver the finalized and accepted future state HR Organizational Model.

The future state organizational model must be presented in two versions, one that reflects the current legal and regulatory framework and one that reflects potential Civil Service Act Changes.  The HR Organizational Model must be presented in an editable Visio2013 format  All other reference materials must be presented in an editable version of Microsoft Word or Excel 2010 format

Requirement 4: Reporting Tasks:  Weekly Reporting  Status Report. The vendor will be required to submit weekly progress reports covering activities, existing issues and recommendations to resolve existing issues.  Problem Identification Report. The vendor will be required to submit a report identifying problem areas. The report should describe the problem and its impact on the overall project and on each affected task. It should list possible courses of action with advantages and disadvantages of each, and include Offeror recommendations with supporting rationale. Deliverable: The vendor will provide weekly status reports – in MS Word 2010 format and Weekly Problem Identification reports – in MS Word or Excel 2010 format.

B. Emergency Preparedness. To support continuity of operations during an emergency, including a pandemic, the Commonwealth needs a strategy for maintaining operations for an extended period of time. One part of this strategy is to ensure that essential contracts that provide critical business services to the Commonwealth have planned for such an emergency and put contingencies in place to provide needed goods and services. 5 1. Describe how you anticipate such a crisis will impact your operations. 2. Describe your emergency response continuity of operations plan. Please attach a copy of your plan, or at a minimum, summarize how your plan addresses the following aspects of pandemic preparedness:  employee training (describe your organization’s training plan, and how frequently your plan will be shared with employees)  identified essential business functions and key employees (within your organization) necessary to carry them out  contingency plans for: o How your organization will handle staffing issues when a portion of key employees are incapacitated due to illness. o How employees in your organization will carry out the essential functions if contagion control measures prevent them from coming to the primary workplace.  How your organization will communicate with staff and suppliers when primary communications systems are overloaded or otherwise fail, including key contacts, chain of communications (including suppliers), etc.  How and when your emergency plan will be tested, and if the plan will be tested by a third-party.

5. Contract Requirements—Disadvantaged Business Participation and Enterprise Zone Small Business Participation. All contracts containing Disadvantaged Business participation and/or Enterprise Zone Small Business participation must also include a provision requiring the selected contractor to meet and maintain those commitments made to Disadvantaged Businesses and/or Enterprise Zone Small Businesses at the time of proposal submittal or contract negotiation, unless a change in the commitment is approved by the BMWBO. All contracts containing Disadvantaged Business participation and/or Enterprise Zone Small Business participation must include a provision requiring Small Disadvantaged Business subcontractors, Enterprise Zone Small Business subcontractors and Small Disadvantaged Businesses or Enterprise Zone Small Businesses in a joint venture to perform at least 50% of the subcontract or Small Disadvantaged Business/Enterprise Zone Small Business participation portion of the joint venture.

The selected contractor’s commitments to Disadvantaged Businesses and/or Enterprise Zone Small Businesses made at the time of proposal submittal or contract negotiation shall be maintained throughout the term of the contract and through any renewal or extension of the contract. Any proposed change must be submitted to BMWBO, which will make a recommendation to the Contracting Officer regarding a course of action.

If a contract is assigned to another contractor, the new contractor must maintain the Disadvantaged Business participation and/or Enterprise Zone Small Business participation of the original contract.

The selected contractor shall complete the Prime Contractor’s Quarterly Utilization Report (or similar type document containing the same information) and submit it to the contracting officer of the Issuing Office and BMWBO within 10 workdays at the end of each quarter the contract is in force. This information will be used to determine the actual dollar amount paid to Small

6 Disadvantaged Business and/or Enterprise Zone Small Business subcontractors and suppliers, and Small Disadvantaged Business and/or Enterprise Zone Small Business participants involved in joint ventures. Also, this information will serve as a record of fulfillment of the commitment the selected contractor made and for which it received Disadvantaged Business and Enterprise Zone Small Business points. If there was no activity during the quarter then the form must be completed by stating “No activity in this quarter.”

NOTE: EQUAL EMPLOYMENT OPPORTUNITY AND CONTRACT COMPLIANCE STATEMENTS REFERRING TO COMPANY EQUAL EMPLOYMENT OPPORTUNITY POLICIES OR PAST CONTRACT COMPLIANCE PRACTICES DO NOT CONSTITUTE PROOF OF DISADVANTAGED BUSINESSES STATUS OR ENTITLE AN OFFEROR TO RECEIVE CREDIT FOR DISADVANTAGED BUSINESSES UTILIZATION.