Request for Proposal (RFP) for Legacy System Archive

Request for Proposal (RFP) for HR/Payroll Legacy System Archive

Template provided by: Harmony Healthcare IT . HealthDataArchiver.com 53702 Generations Drive . South Bend, IN 46635 (800) 781-1044 . [email protected]

Thank you for downloading the Harmony Healthcare IT RFP template. This RFP template is intended to help healthcare organizations seeking an HR and/or Payroll legacy system archive. Instructions for using this template: 1. Carefully review the template adding, changing and deleting information as needed. Update items that are noted with the appropriate information and remove the prompt. 2. Delete notes that are intended as instructions only. 3. Identify two or more vendors for RFP distribution:

Vendor 1: Harmony Healthcare IT 53702 Generations Drive South Bend, IN 46635 www.healthdataarchvier.com [email protected] (800) 781-1044

Vendor 2: ______

______

4. Complete the Cover Page and General Conditions prior to sending to vendors.

Request for Proposal:

Human Resources and Payroll Legacy System Archive

3 RFP for Legacy HR/Payroll System Archive Request for Proposal

About : To meet the deadline for the initial approval, all responses to this RFP must be received electronically by 5:00 PM (EDT) on . All vendors intending to submit a response are requested to submit a letter of intent along with any questions they may have by . All questions from all vendors will be consolidated and answered in writing by 5:00 PM (EDT) on . Vendors will review the information posted and communicate any requested changes or updates in writing. Questions and completed responses should be sent to:

4 RFP for Legacy HR/Payroll System Archive RFP Scope:

is seeking a partner who can provide a vendor-neutral archiving solution so that the following system types may be decommissioned:

 Human Resources  Payroll  Time and Attendance

DB DB # Beds or # of Vendor Product Version Platform Size Providers Employees

5 RFP for Legacy HR/Payroll System Archive RFP Timeline: Item Deadline

Release of RFP

Intent to Respond and Written Questions Due

Responses to Questions Posted

Proposals Due

On-site Demonstrations

Vendor of Choice Selected

Begin Implementation Activities

Letter of Intent to Respond to RFP asks that all vendors email a letter of intent declaring their intention to respond to this RFP by the given deadline. The e-mail should be sent to and received no later than . Please include the words "RFP: Intent to Respond" in the subject line. We encourage inquiries regarding this RFP and welcome the opportunity to answer questions from potential applicants. Please include any questions with your intent to respond.

Deadline for Response for RFP Interested vendors must submit an electronic copy of their proposed solution to by . Submissions will be confirmed by reply email. Late proposals will not be evaluated.

6 RFP for Legacy HR/Payroll System Archive Submission Process and Requirements for RFP Responses shall be submitted in and sent using electronic mail. Send your response to: by the date and time specified above. Receipt will be acknowledged via email. Please include the words "RFP: Vendor Response" in the subject line. Vendors should organize their proposals as defined below to ensure consistency and to facilitate the evaluation of all responses. All the sections listed below must be included in the proposal, in the order presented, with the Section Name listed.

General Conditions for RFP is not obligated to any course of action as the result of this RFP. Issuance of this RFP does not constitute a commitment by to award any contract. is not responsible for any costs incurred by any vendor or their partners in the RFP response preparation or presentation. Information submitted in response to this RFP will be kept private from other vendors. reserves the right to modify this RFP at any time and reserves the right to reject any and all responses to this RFP, in whole or in part, at any time.

7 RFP for Legacy HR/Payroll System Archive Vendor and Product Profile Using the template below, please provide the requested information on your organization. Your response to a specific item may be attached to this section as an additional page if necessary.

Company Contact Information

Company Name

Street Address (Headquarters)

City, State and Zip Code

Main Telephone Number

Website

Primary Contact Information

Job Title

Street Address

City, State and Zip

Telephone Number

Fax Number

Email Address

8 RFP for Legacy HR/Payroll System Archive Company Profile

How long has the company been in business?

Has your company acquired, been acquired, merged, or had any "change in control" events within the last five (5) years? (If yes, please provide details.)

Is your company planning to acquire, be acquired, merge, or have any "change in control" events within the next five (5) years? (If yes, please provide details.)

How long has the company provided HR and Payroll archiving?

How many customers do you currently serve?

What is your retention rate for each archiving client of the past three (3) years?

Total FTEs Last Year

Total FTEs This Year

What is the average tenure of personnel?

How much is spent on R&D?

Do you employ or utilize off-shore resources?

Please provide information on any outstanding lawsuits or judgments within the last five (5) years. Please indicate any cases that you cannot respond to as they were settled with a non-disclosure clause.

Product Information

Product name and version number

When is your next version release?

9 RFP for Legacy HR/Payroll System Archive Product Information

Describe product enhancements currently under development for release within the next 2 years.

Is the solution vendor neutral?

Does the solution store discrete data in addition to documents and images?

List the types of data that can be archived

 Human Resources  Payroll  Time and Attendance  Other (Please explain)

Does the system support the archival of multiple data sources within the same system?

Is it a Client Server, ASP or Hosted model?

Can the system be virtualized?

How is the product licensed?

If licensed on a ‘user’ basis, please define a ‘user’ (FTE, MD, all clinical staff, etc…)

If licensed on a ‘workstation’ basis, please define a ‘workstation’ (computer, tablet, phone, etc…)

Are licenses concurrent or per user/workstation?

If licensed on an ‘employee’ basis, please define an ‘employee’ (Active, Terminated, Deceased, etc…)

Was the product (or any of its significant functionality) acquired from another company? If yes, please answer the following:

10 RFP for Legacy HR/Payroll System Archive Product Information  What was the original company’s name that developed the product or functionality?  What was the original product’s name?  What version did you purchase?

List any hardware required to run the application.

Is the database license included in the solution price?

List any additional third party software required to utilize the application and clarify whether they are included in the price of the solution.

Does the solution require any type of client (Citrix, Clientware, Cisco VPN, etc.)

List any security enhancements which must be accommodated on workstation s (e.g. active x controls enabled, dot net versions supported, registry modifications, etc.)

What applications are required or need to be installed on the client workstations?

 Java  Flash  Adobe Reader  Microsoft Office  Antivirus  Other (Please explain)

Does the application include a reporting module?

Can we link the system to our existing enterprise reporting tool?

Describe the employee print and export process. Clarify the types of files that the

11 RFP for Legacy HR/Payroll System Archive Product Information system can produce.

Will there ever be a charge to copy, move, or retrieve employee data from the product in the future?

12 RFP for Legacy HR/Payroll System Archive Implementation Process Using the template below, please provide the requested information on your implementation process. Your response to a specific item may be attached to this section as an additional page if necessary. Data Extraction and Migration

Do you provide data extraction services from the legacy systems?

If so, please outline any requirements.

If not, please outline how the data shall be extracted from the legacy system and who should be responsible for these activities.

Do you have data specifications or formatting requirements that must be met prior to importing data into the archive?

If so, please provide a copy of the specification and describe how the exported legacy data will be converted into these formats.

Please outline any additional costs or concerns related to the extraction and migration of data from the legacy systems listed within this RFP.

Implementation and Training

What is the average implementation timeline for the types of systems included within this RFP?

Outline the vendor roles and responsibilities for a typical archive project.

Outline the customer roles and responsibilities for a typical archive project.

Describe your implementation process.

13 RFP for Legacy HR/Payroll System Archive Implementation and Training

Describe your testing and validation process.

What types of training are normally required/provided? Please describe each.

 On-site  Remote  Video based  Web based  Documentation

Will a post go-live assessment be completed after a specified amount of time?

Future Archive Projects

Can additional data sources be added to the archive in the future? If so, please describe the process and outline any downtime that will be required.

Will all archived data sources be stored within the same application and database?

14 RFP for Legacy HR/Payroll System Archive System Support and Maintenance: Using the template below, please provide the requested information on your system support and maintenance. Your response to a specific item may be attached to this section as an additional page if necessary. System Support and Maintenance

How are support requests submitted?

 Phone  Email  Customer Portal  Etc.

What are your hours of support (both staffed and after-hours/on-call)?

Do you provide any online support (self-help videos, knowledge center, etc.)

List any support severity levels with descriptions.

List response/resolution times for each severity level.

Describe your issue resolution tracking system

Do you utilize any off-shore resources for support?

Are future upgrades included?

15 RFP for Legacy HR/Payroll System Archive System and Data Security: Using the template below, please provide the requested information on your system and data security. Your response to a specific item may be attached to this section as an additional page if necessary. Application / Data Security

Does the product comply with all applicable HIPAA, HI-TECH and other security and privacy requirements? If not, please explain.

Does the product provide different levels of security based on User Role, Site, and/or other settings? Please describe.

Describe how the product secures data at both the application and database level.

Describe the system auditing and reporting tools as well as how activity logs are maintained.

Can the system integrate with Active Directory? If so, please describe how.

If data will be transported, please describe the transport process and security measures.

16 RFP for Legacy HR/Payroll System Archive Data Center Security

Data Center Physical Address

What tier level certification is the data center?

Describe the data center physical security

Describe the data center power supply and any redundancy

Describe the data center climate control

Describe the data center fire suppression system

Describe the data center connectivity and redundancy.

17 RFP for Legacy HR/Payroll System Archive Cost Estimate Template For each proposed product, please provide cost estimates based upon the information provided within this RFP and any additional details provided. Please use the following template, if possible—or attach a cost estimate proposal that includes answers to each question below.

One time implementation fees Product license fees: Click here to enter text. Implementation fees: Click here to enter text. Other fees (Please Explain): Click here to enter text. Total One-Time Fees: Click here to enter text.

Annual fees Support and Maintenance: Click here to enter text. Hosting: Click here to enter text. Other fees (Please Explain): Click here to enter text. Total Annual Fees: Click here to enter text.

Ten (10) year total cost of ownership Year 1 total Click here to enter text. Year 2 total Click here to enter text. Year 3 total Click here to enter text. Year 4 total Click here to enter text. Year 5 total Click here to enter text. Year 6 total Click here to enter text. Year 7 total Click here to enter text. Year 8 total Click here to enter text. Year 9 total Click here to enter text. Year 10 total Click here to enter text. Total Ten Year Cost Click here to enter text.

18 RFP for Legacy HR/Payroll System Archive