Procurement of personnel management software as Software as a Service (SaaS)

A comprehensive HR software solution is to be offered that can map all personnel management processes of the public sector, in particular the collective agreement of the federal states (TV-L), preferably of a scientific institution on a modern and user-friendly web interface and generate evaluations according to a wide variety of criteria and whose data is sufficiently secured.

The solution is intended to support internal communication and project work, to map administrative processes with integrated application and approval procedures within the framework of stored workflows simply and intuitively, and to map processes and procedures for vacation requests and time management.

In accordance with the GDPR, employees should intuitively have access to their personal data, documents, statements, certificates, etc. at any time, and supervisors should also have the option of inspecting, granting approval, etc. in accordance with the organizational structure in the staffing plan.

In the first, priority step, the client concentrates on the procurement of personnel management software - hereinafter referred to as "the software offered" and the payroll service.

The software offered is to be implemented as a "Software as a Service" (SaaS) model. The provision of the payroll service should be technically connected to the software offered and automated.

The basic principle of the client's personnel work is the separation of duties between the classic personnel processing/administration by the ZALF personnel department and the externally provided payroll accounting service. As part of the use of the future personnel management software, the HR department provides the necessary information and data via an interface for the salary calculation of the commissioned service provider. It is not intended to carry out payroll in-house.

The implementation of the following priorities must be carried out by the contractor as of 01.01.2024:

- Payroll - Payroll including employee portal tool (dashboards) for downloading personal documents

- Reporting / evaluations including BEM - Operational integration management

- Personalkostenplanung / Controlling

The function Staff Chart / Organizational Management is also the subject of this service description.

Upon successful completion of this project section, further focal points may be implemented with the personnel management software at a later date:

- Electronic / digital personnel file

- Dokumentenmanagementsystem

-Staff development

- Time tracking / management

- Bewerbermanagementsystem

- Travel expense accounting / management

- Pre- and onboarding for new employees

The implementation of these priorities is not part of this specification. Since the personnel management software forms the basis for further digitization activities, it must be ensured that the system offered is already able to implement these focal points today.

In addition to master data management:

- Recording of general personal master data, if necessary with parsing option

- Information on categories of persons (e.g. scientific staff, technical staff, doctoral students, student assistants, etc.)

- Structural areas (syn. f. departments),

- WG (working groups),

-Cost

- Record payers

- Type of financing (institutional funds, third-party funds, others),

- fixed-term contracts,

- FTE / VZÄ

- Service function or function in the company as well as

- the possibility to create your own reports and individual statistics (partly according to specifications) with evaluation of the entire database in the most common output formats (e.g. . xls, .xlsx, .doc .csv, txt, xml ,html, pdf)

- Mapping of simultaneous employment relationships of an employee with several payers, structural areas and AG"s

- Unique person identifiers that are persistent and not reused

The following functions are required as of 01.01.2024:

- Payroll - payroll according to the requirements of the public service

- Mitarbeitendenportal (Dashboards)

- BEM - Operational Integration Management

- Personalkostenplanung / Controlling

- Analysis, evaluations, reporting, statistics

Other features to set up:

- Staffing Plan / Organizational Management

- Interfaces

The requirements for the software can be found in the attached documents "Service description" and the two "Criteria catalogs".

A minimum contract period of 48 months is announced.

Services of the contractor:

The contractor is responsible for the provision of the software including implementation as part of an overall project that includes workshops, consulting, customizing and training. The modules can be introduced in consultation with the client within the framework of successive sub-projects.

The modules for master data entry/implementation of all billing-relevant data, for billing/payroll and for the employee portal have priority. They must be completed and go live by 01.01.2024 at the latest.

The contractor prepares a project ramp-up plan for the offer, which contains the necessary sub-steps along with the timeline and responsibilities and guarantees the date for the start of the contract on 01.01.2024.

The contractor shall provide the client with complete documentation or manuals for all applications or enable systemic access to them.

During the term of the contract, the contractor guarantees a comprehensive service, regular maintenance and updating of the technical and legal basis, including the import of the current regulations of the collective agreement of the federal states (TV-L) and its annexes.

Technical Requirements - Private HR Cloud:

The contractor shall provide the necessary technical requirements for the use of the applications web-based and - where possible as an app for mobile use - available.

It is imperative that the contractor implement, operate and secure all of the client's data within the framework of a private HR cloud with a physically separate, dedicated server, certified according to BSI 27001, ISAE 3402 Type II, preparation for C.5 certification.

The contractor takes over the organization, implementation and technical support of the legacy data migration from the previous solution in consultation with the client.