The release of the new HR/Payroll system RFP is now days away! Although we have experienced some unexpected delays, I am excited to let everyone know that we expect the RFP to be issued the week of August 25th. The buzz and excitement out there seem to be growing.
Requirements definition process completed
We thank the over 475 TAMUS employees who participated as subject-area group members or participated in the on-line requirement review process. It was a fruitful, collaborative effort; the rankings will be used during the evaluation process and the comments were incorporated into the RFP requirements. In the end we ended up with just over 3000 well vetted requirements.
Each vendor participating in the RFP will use the Decision Director tool to respond to requirements in detail, and Decision Director will provide us with structured response reports.
Steering Committee/CFO Meeting
In July an update was provided to the CFO’s at their summer meeting. The CFO’s approved funding for project start-up expenses for FY 2015, including funds to continue consulting services with ISG, as well as funds to begin to assemble and train a project team. We expect to use ISG to assist in the evaluation process and assist with the RFP and selection of an integration and implementation partner.
Over the next few weeks we will be forming an evaluation committee to work through the details of the vendor proposals and prepare information for the advisory group and steering committee. The members will be selected based on feedback from the steering committee, and the team will have representation from Payroll, HR, Finance and IT. The committee will have representation from several College Station system members as well as at least 2 regional campuses.
Vendor demonstrations will begin in October. The demonstrations will consist of scripted business process scenarios and a few general discussions. Each vendor will be given several days in College Station as well and a couple of days in south Texas and in North Texas.
We expect broad participation in the vendor demonstrations and hope that all members of the advisory committees will attend. Feedback from everyone who attends the demonstrations will be used by the evaluation committee.
As we have stated since early in the spring, the steering committee will make the final software selection. We expect steering committee members to consider the recommendation of the evaluation committee as well as solicit input from their advisory group members who have attended the vendor demos and participated in the process.
Work on the project web site in in progress and we expect to make in public in the next 3-4 weeks.
The general timeline now looks like this
- RFP issued – week of August 25th.
- Responses will be due back by the end of September.
- October: Meetings with the advisory group and the evaluation committee to determine a vendor short list.
- November: Vendor Demonstration.
- December/January – Possible site visits.
- Late January / February – final decision.
As always, if you have questions or comments please contact Carol Manthei or myself.