Object of these services:

The HR Department of AZ delta has several important assignments for achieving the organizational objectives. A number of yards were defined for this purpose. A first site is the optimization of HR applications and selection of a payroll partner (social secretariat) who supports AZ Delta in data-driven decision-making to optimize trends, ensure compliance and support strategic decisions.

AZ Delta therefore selects a partner to manage its payroll (recognized social secretariat), "core HR" and resource management.

General explanation:

AZ Delta vzw has several branches: in Rumbeke, Roeselare, Brugsesteenweg, Roeselare, Menen and Torhout. It is one of the largest non-university hospitals in Flanders. AZ Delta is a hospital that wants to be a leader in quality care and strives to ... (see order documents)

The contracting authority is looking for a "next level" accredited social secretariat that is constantly developing and innovating to keep up with the changing needs of the organization on the one hand and the health sector on the other so that the procurer can meet the legal requirements regarding payroll and employee administration.

The expected service includes at least:

• supplying the wage engine, with exchange of data in real time

• 1 central software application*, to be implemented within the organization of the procurer and also integrate with the core HR and other relevant applications, see appendix. The list in the Annex is not exhaustive;

• For both statutory and contractual employees, the salary calculations and necessary declarations are preferably processed within 1 integrated system;

• performing the services of a recognized social secretariat;

• providing legal advice with regard to social, labour and tax law and closely following legislative changes that may affect employment

• digital archiving

• GDPR-compliant

• HR analytics (HR metrics and data analysis) – clear reporting

• budget management:

o simulating wage costs, it must be possible to obtain an overview of the real labour cost on the basis of data from the past, present or scenarios for the future.

o Comparing the budget with the current, real wage costs (= difference analysis)

* see annex: IT system and applicatievereisten_1

Knowledge of the Belgian – and where required also the European – regulations on social and tax law obligations within the healthcare sector is a requirement. Knowledge of the legal status regime of statutory employees is required when one integrated system is offered.

With a view to improving HR management, the procurer wishes to implement a new core HR system that streamlines HR processes, improves data accuracy, automates HR routine administrative matters and strengthens effective communication and engagement with employees. This includes self-service portals, mobile apps and integrated systems that enable a seamless and personalized experience for employees.

The assignment includes both the implementation and further maintenance of the core HR.

The contracting authority is looking for a contractor for lot 2 who either:

→ is an implementer of such software, always supported by the software supplier.

→ The contractor awarded from lot 1 who, as a social secretariat, can expand his software in phases or not with a core HR as described in lot 2 and can also link it (or have it linked) with the software of lot 3. The awarded contractor from lot 1 can engage one or more subcontractors for lot 2 to achieve the desired result.

The contractor of lot 2 can under no circumstances:

→ Be a different social secretariat than the contractor of lot 1

For the core HR, a focus will be placed on 3 HR domains at the start of 2025:

1. Core HR & Positiemanagement

2. Integration with social secretariat

A 3rd domain, i.e. Identity Access Management & resource management, is considered a separate plot (lot 3) in this assignment.

Given the phased start, the core HR should preferably be linked to the current other applications such as start-up in 2025. Recruitment & Selection and Learning & development. Other links are discussed further in the technical provisions. An overview of the most important applications within the organization is displayed in attachment. This list is not exhaustive.

Due to the phased start-up, HR applications that relate to Compensation & Benefits, Resource staffing & planning, Performance management & Career planning, Health & Safety, Personal well-being, Employee engagement, HR Policies, Governance & Compliance, Recruitment & Selection and Learning & development, are not in current assignment. However, it is advisable to briefly explain any experience with these applications, whether proprietary or not, and/or integrated solutions.

The Identity Access Management (IAM) concerns the management of digital accesses for 'employees' to the various applications within the organization of the procurer, eg. the internal ERP package (SAP), the electronic patient record (HIX), access management, .... . In addition, there is also the determination of rights: who can do what?

The identity management also ensures the possibility of personalized communication (e.g. email groups) and the appropriate security measures such as entrances to physical spaces, pharmacy cabinets,... (not exhaustive).

Resource management manages all forms of work resources that an employee must have available. Examples are: laptops, safety shoes, wardrobes, mobile phones... (not exhaustive).

All these aspects of IAM & resource management should be able to be incorporated into one or more general workflows within the organizations. Examples of workflows are an onboarding, a job change, a retirement,... (not exhaustive).

The contracting authority is looking for a contractor for lot 3 who either:

→ is an implementer of such software, always supported by the software supplier.

→ The contractor awarded from lot 1 who, as a social secretariat, can expand his software with a package for IAM and resource management as described in lot 3 and can link above that with the software of lot 2. The awarded contractor from lot 1 can engage one or more subcontractors for lot 3 to achieve the desired result.

The contractor for lot 3 can under no circumstances:

→ Another social secretariat, with or without a subcontractor, are then the contractor of lot 1