CTR061240_Contract_Documents_-_Amendment_1.pdf

Request for Proposal

Solicitation No. BPM003932

Human Resources Information System (HRIS) Replacement

Arizona Department of Administration

State Procurement Office

100 N 15th Avenue Phoenix, AZ 85007

Solicitation Offer Form Page 1 of 2

Offer and Acceptance Form SUBMISSION OF OFFER: Undersigned hereby offers and agrees to provide Human Resources Information System (HRIS) Replacement in compliance with the Solicitation indicated above and our Offer indicated by the latest dated version below:

Initial Offer:

12/8/2021

Date Signature

Revised Offers:

Date Signature Date Signature

Date Signature Date Signature

Best and Final Offer:

06/27/2022

Date Signature

CGI Technologies and Solutions Inc.

Offeror company name Signature of person authorized to sign Offer

309 W Elliot Road, Suite 105, Joanna Robinson, Sr. Vice President

Address Printed name and title

Tempe, AZ 85284 Kristine Johnson, Director

City | State | ZIP Contact name and title

54-0856778 Kristine.johnson@cgi.com 303 475 2190

Federal tax identifier (EIN or SSN) Contact Email Address Contact phone number

CERTIFICATION: By signature in the above, Offeror certifies that it:

1. will not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246, [Arizona] State Executive

Order 2009-

2. has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause will result in rejection of the Offer. Signing the Offer with a false statement will void the Offer, any resulting contract, and may be subject to legal penalties under law;

3. complies with A.R.S. § 41-3532 when offering electronics or information technology products, services, or maintenance; ad

4. is not debarred from, or otherwise prohibited from participating in any contract awarded by federal, state, or local government.

ACCEPTANCE OF OFFER: State hereby accepts the initial Offer, Revised Offer, or Best and Final Offer identified by the latest date and number at the top of this form (the Accepted Offer). Offeror is now bound (as Contractor) to carry out the Work under the attached Contract, of which the Accepted Offer forms a part. Contractor is cautioned not to commence any billable work or to provide any material or perform any service under the Contract until Contractor receives the applicable Order or written notice to proceed from the Procurement Officer.

Solicitation No. BPM003932

Human Resources Information System (HRIS) Replacement

Arizona Department of Administration State Procurement Office

100 N 15th Avenue Phoenix, AZ 85007

RFP No. BPM003345 Offer Forms Page 2 of 2

State’s Contract Number is: Contract Effective Date:

Procurement Officer Signature Award Date Procurement Officer Name Title

Notice Page

Arizona Department of Administration

State Procurement Office

100 N 15th Avenue

Phoenix, AZ 85007

Solicitation Number: BPM003932

Description: Human Resources Information System (HRIS)

Solicitation Due Date and Time: December 8, 2021 3:00 PM MST OR As indicated in APP

Pre-Offer Conference: November 3, 2021 / 10:00 AM (AZ Time) OR as indicated in APP

Attendance is non-mandatory but highly encouraged. *Virtual*

Proposals will only be accepted online in “The State’s e-Procurement System” at https://app.az.gov until the “Bid/Offer Due Date” indicated in “The State’s e-Procurement System” for the Solicitation No.

shown at the top of this page. Proposals must be in the State Procurement Office’s possession online no later than that deadline.

Submit technical inquiries about navigating and/or submitting proposals in the State’s e-Procurement System to the State’s e-Procurement System Help Desk by phone at (602) 542-7600, option 2; or by email to app@azdoa.gov

LATE PROPOSALS WILL NOT BE CONSIDERED. No extension or grace period will be given for delays or incomplete proposals caused by internet connectivity problems, file uploading difficulties, or misunderstanding of the requirements or procedures for online submission in “The State’s e-Procurement System”.

It is the responsibility of the supplier/offeror to routinely check the APP website for Solicitation Amendments.

Additional instructions for preparing an Offer are included in this solicitation.

Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Solicitation contact person. Requests shall be made as early as possible to allow time to arrange for the accommodation.

Solicitation Requirements (rev 08/21) Page 1

Solicitation Requirements (rev 08/21) Page 2

Table of Contents Request for Proposal

Solicitation No. BPM003932 Human Resources Information System (HRIS) Replacement

Arizona Department of Administration

State Procurement Office

100 N 15th Avenue

Phoenix, AZ 85007

Notice Page

Table of Contents

Scope of Work 5

Introduction 5

Purpose and Background 5

Scope Summary 6

Schedule for Performance 7

Program Management 9

Deliverables 11

Project Management Deliverables 12

Implementation Planning 16

Business Process Review 17

Fit-Gap Process and Requirements Traceability Matrix 18

Solution Design 19

Interfaces 19

Reporting 20

Customizations/Enhancements/Extensions 20

Data Conversion 20

Deployment (Roll-out) Plan 21

Deployment Cut-Over (Go-Live) Plan 21

Contingency Plan 21

Disaster Recovery Plan 22

Testing 22

Testing Services 23

Acceptance Testing 24

Final Acceptance Testing 25

Transferring of Responsibility / Cutover 25

Change Management and Training 26

Communications Plan 26

Organizational Change Management Plan 27

Security 30

Implementation Performance 30

Solicitation Requirements (rev 08/21) Page 3

Table of Contents Request for Proposal

Solicitation No. BPM003932 Human Resources Information System (HRIS) Replacement

Arizona Department of Administration

State Procurement Office

100 N 15th Avenue

Phoenix, AZ 85007

Operations and Maintenance 31

Transition Services Upon Termination or Expiration 32

Staffing 32

Attachments 37

Attachment 1: 2021 HRIS Replacement RFP Requirements 37

Attachment 2: HRIS & Talent Process flows 37

Attachment 3: Project Timeline 20211013 37

Attachment 4: Current HRIS Interfaces w_views for APIs 37

Attachment 5: Arizona HRIS Transaction Volumes 37

Attachment 6: 2021 HRIS Replacement RFP Requirements - Technical 37

Attachment 7: AZ Mandatory Control Baseline & Written Information Security Policies – Level 1 37

Attachment 8: Arizona HRIS Pricing Attachment 37

Attachment 9: Appendix_RFP_Garnishment Edits 37

Attachment 10: Appendix_Time Entry Edits_ETE_HRIS 37

Attachment 11: AZRAMP Offeror Affirmative Statement 37

Attachment 12: Alternative Approach (Offeror Document) 37

Attachment 13: HRIS Talent Management Replacement Team 37

Attachment 14: Existing Architecture Design of HRIS 37

Attachment 15: ADFS Azure AD 37

Attachment 16: Retention Schedule 37

Attachment 17: DR Failover (Disaster Recovery) 37

Attachment 18: MHC Design Documentation 37

Attachment 19: State of Arizona Agencies, Boards, and Commissions 38

Special Terms and Conditions 39

Uniform Terms and Conditions 76

Special Terms and Conditions Appendix A: Arizona Risk and Authorization Management Program (AZRamp) 86

Special Terms and Conditions Appendix B: Pricing Document 90

Solicitation Requirements (rev 08/21) Page 4

Scope of Work Request for Proposal

Solicitation No. BPM003932 Human Resources Information System (HRIS) Replacement

Arizona Department of Administration

State Procurement Office

100 N 15th Avenue

Phoenix, AZ 85007

What the State is Soliciting?

The Arizona Department of Administration, State Procurement Office (the State), as authorized under Arizona Revised Statutes (A.R.S.) §§ 41-2501 et seq., is seeking to establish one “statewide” contract to provide a Human Resources Information System (HRIS).

The State anticipates awarding a contract with the intent to secure service coverage statewide. The State will be the Shared Service Provider that maintains the HRIS solution for all the agencies/boards and therefore needs one fully integrated, enterprise wide system. Whether or not it actually enters into any contracts, how many contracts it enters into, and how the work is awarded between those contracts are all decisions to be made at the State’s discretion. Furthermore, the State will use any awarded contracts on an as-needed basis, with no guarantee as to its actual spending under any awarded contracts.

The State reserves the right to accept any item or combination of items specified in the Solicitation, unless the Offeror expressly restricts an item or combination of items in its Offer, and conditions its Offer on receiving all items for which it provided a proposal. In the event of such restriction, the State will evaluate if an award on such a basis will result in the best value for, and in the best interest of, the State. The State may otherwise determine at its sole discretion that such restriction is non-responsive and deem the Offeror ineligible for further evaluation.

At this time, funds have not yet been allocated and appropriated to pay for work under this Contract. The State anticipates that these funds will be authorized by the time work under the Contract is scheduled to commence. However, pursuant to A.R.S. § 35-154, should the Arizona Legislature meet and determine that such funding is not available to the State, the State shall notify the Contractor immediately and terminate this Contract. There shall be no compensation of any kind available to the Contractor unless and until funds have been allocated and appropriated to pay for work under this Contract.

Solicitation Requirements (rev 08/21) Page 5

Solicitation No. BPM003932

Human Resources Information System (HRIS) Replacement

Arizona Department of Administration

State Procurement Office

100 N 15th Avenue

Phoenix, AZ 85007

1. Introduction

The Arizona Department of Administration (“ADOA”) Human Resources Department (“Department”) on behalf of the State of Arizona (hereinafter referred to as the “State”) is seeking proposals from qualified organizations to provide the subscription, implementation, and continued support of an enterprise Human Resources Information System (“HRIS”) through Software as a Service (“SaaS”) or cloud computing to replace the existing core HRIS and supporting systems. The State also seeks to acquire new systems to support the full employee lifecycle and simplify the State of Arizona’s ongoing operations and support with a one-stop single-platform (integrated) comprehensive modern human resources technology solution in a secure cloud environment (see AZRAMP requirements). As authorized under A.R.S. §§ 41-2501 et seq., the State intends to establish one contract in conformance with the requirements described herein, in addition to state and federal law.

2. Purpose and Background

2.1. Purpose: The purpose of this solicitation is to establish the State’s Human Resources Information System (HRIS) managed by the Arizona Department of Administration as authorized under A.R.S. § 41-742. The purpose of this solicitation is to replace the State of Arizona’s current suite of HRIS and related services. The future solution will include applications for Core Human Resources, Payroll, Benefits, Time and Labor, Leave Administration, Scheduling, Talent Acquisition, Transition Management, Onboarding, Performance Management, Employee Relations, Skills Management, Goals and 1:1 coaching, Compensation Management, Succession Planning, Strategic Workforce Planning, Employee and Manager Self-Service, HR Service Management and Reporting and Analytics applications. The State seeks to partner with a vendor that has a robust product offering, with all or most applications residing on a single software platform, a complete product vision and strategy with demonstrated ability to execute on the product strategy and with experience supporting customers of similar size and scope, specifically in a federated environment. The State is seeking proposals that incorporate all of these functions; however, the State may choose to only implement partial functions due to the overall cost.

2.2. Background: The Arizona Department of Administration, on behalf of the State of Arizona, is responsible for administering the State of Arizona enterprise Human Resources technology systems for all personnel systems including the State Personnel System (“SPS”) agencies for payroll, benefits, and personnel administration, recruitment, compensation, statewide mandatory training, and performance management systems. The State has 100+ agencies, boards and commissions, with over 40,000 State Employees. The State of Arizona is the largest employer in Arizona and must hire for a wide range of roles to meet the needs of its citizens.

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Solicitation No. BPM003932

Human Resources Information System (HRIS) Replacement

Arizona Department of Administration

State Procurement Office

3. Scope Summary

The State of Arizona’s objective is to determine the most desirable and logical approach for moving forward in a manner that enables our agencies to enjoy a modern and robust Human Resources Information Systems and supporting infrastructure that supports optimization from mission, operational, technical and financial perspectives. See SOW and attachments for further details.

3.1. The State expects knowledge transfer to be a continuous activity during the project, and that the Contractor shall include and instruct the State project team on all aspects of system design, configuration, build, test, operation and maintenance. The Contractor shall deliver services to ensure that State employees are fully prepared to operate and maintain the system at go-live. The Contractor shall provide a knowledge transfer approach that will ensure the State has a “critical mass” of knowledgeable users (experts), system administrators, programmers and other technical support personnel (as needed) sufficient to operate and maintain the system independently. See SOW and Attachments for more details regarding the engagement scope.

3.2. The State of Arizona’s objective is to determine the most desirable and logical approach for moving forward in a manner that enables our agencies to utilize a modern and robust Human Resources Information Systems and supporting infrastructure that leads to optimization from mission, operational, technical and financial perspectives. As such, the overarching goals Contractor shall meet include, but are not limited to, the following:

3.2.1. Achieve a comprehensive HRIS suite with capabilities for HR/Payroll/Benefits functions, processes, and tasks (the overarching goal is to build the infrastructure to attract, hire, and retain top industry talent for state government);

3.2.2. Support State of Arizona’s Cloud First strategy, which leverages cloud scalability, resiliency, security, and flexibility while avoiding capital investment cycles;

3.2.3. Enable real-time or near real-time integration between modules across functional areas (i.e., position information entered into HR will be concurrently reflected on the payroll side) to provide enhanced timeliness and reduction in processes’ cycle time;

3.2.4. Provide HRIS professionals and specialists with the tools necessary to complete their tasks optimally with an easy to use and intuitive interface, minimal data inputs, robust workflows, and end-to-end integration among all functional areas;

3.2.5. Enable elimination of duplicate/redundant data entries in multiple systems resulting in data integrity and consistency across the enterprise;

3.2.6. Achieve better control over editing and data validation resulting in enhanced data quality and accuracy and reduction in errors;

3.2.7. Enable real time or near real time reporting and analytical capabilities with validated and accurate data with minimal latency;

3.2.8. Achieve standardized processes through automation of workflows and data flows across functional boundaries;

3.2.9. Provide improved system access to users;

3.2.10. Provide self-service capabilities for employees and managers capabilities like mobile device support and single sign-on (SSO);

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Solicitation No. BPM003932

Human Resources Information System (HRIS) Replacement

Arizona Department of Administration

State Procurement Office

100 N 15th Avenue

Phoenix, AZ 85007

3.2.11. Enhance the State’s security and privacy posture for data which include Personal Identifiable Information (PII); and

3.2.12. Optimize, standardize, and consolidate Department information management and technology infrastructure for supporting HRIS functions.

4. Schedule for Performance

4.1. Anticipated Schedule:

The anticipated phased schedule is as follows:

Figure 1: Phased Engagement Timeline (Phases 1-3)

4.1.1. Phase 1: HRIS Implementation

4.1.1.1. Anticipated dates of July 2022-July 2024 (24 months)

(Phase 1A Core HR, Payroll, Benefits, Workforce Management, Employee and Manager Self-Service, and HR Service Management, Reporting, and Analytics).

Expected to begin immediately upon contract award (contingent upon funding as described in Section 4.1 of the Special Terms and Conditions), and targeted to go live in no later than 24 months. The State reserves the right to provide clarification regarding the expected implementation duration and go-live target date. The system may need to be available for limited users prior to the go-live date.

4.1.1.2. Anticipated dates of July 2022-July 2025 (36 months) (Phase 1B Includes all other HRIS modules. See Figure 2 below for modules).

Expected to begin immediately upon completion of Phase 1A and targeted to go live no later than 36 months after contract award (contingent upon funding as described in Section 4.1 of the Special Terms and Conditions). The State reserves the right to provide clarification regarding the expected implementation duration and go-live target date. The system may need to be available for limited users prior to the go-live date for purposes including, but not limited to, testing, training, etc.

4.1.2. Phase 2: HyperCare

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Solicitation No. BPM003932

Human Resources Information System (HRIS) Replacement

Arizona Department of Administration

State Procurement Office

4.1.2.1. Immediately follows go-live of each implementation (or standalone module implementations if implemented outside of Phase 1A or Phase 1B) and continues for three months with an option to extend the support up to two times in three month increments for a total of up to nine months HyperCare, if needed. Phase 2A is the HyperCare period after Phase 1A implementation and Phase 2B is the HyperCare period after Phase 1B. HyperCare will involve ‘desk side’ support, transitioning knowledge to the State Support team and ‘superusers’ (Tier 0), providing guidance on how to leverage User Guides, online help, etc.

4.1.3. Phase 3: Hosting, Post-Implementation Support

4.1.3.1. Post go-live and patch/update/enhancement application support immediately follows each module go-live and continues for the duration of the stated contract term.

4.1.3.2. Ongoing hosting and maintenance support to be supplied by the vendor, to ensure a smooth transition.

Figure 2: Anticipated Module Structure

4.2. Place of Performance:

4.2.1. The primary place of performance shall be remote, depending on the status of the COVID-19 pandemic. Potential for in-person implementation activities as needed. It is anticipated that Contractor resources may be on site for key implementation activities, such as Requirements Validation/Business Process Re-engineering sessions, Conference Room Pilots, User Acceptance Testing, Support activities. Contractor should propose key activities during which the Contractor would find on-site collaboration to be preferred and propose travel estimates

Solicitation Requirements (rev 08/21) Page 9

Request for Proposal

Solicitation No. BPM003932 Human Resources Information System (HRIS) Replacement

Arizona Department of Administration

State Procurement Office

100 N 15th Avenue

Phoenix, AZ 85007

4.2.2.

associated with those key activities. See Attachment 12, Arizona HRIS Pricing Attachment, Travel tab for specifics. As pandemic restrictions ease, the Contractor and the State can work to determine which of those activities can occur on-site.

Contractor shall get written approval prior to any travel under the Contract in which reimbursement of expenses will be requested. Contractor will be reimbursed for actual expenses incurred in accordance with the current rates specified in the State's Travel Policy.

Contractor shall itemize all per diem and lodging charges. State Travel Policy, including State rates, may be located at https://gao.az.gov/travel. The Eligible Entity / Customer shall reject any claim for travel reimbursement without prior written approval.

5. Program Management

The Contractor shall provide comprehensive and effective program management services and shall employ a management approach that is proven to be successful and that is consistent with project management best practices. The Contractor may be asked to contribute to internal Department requirements and integration with the Department’s project management practices. The Contractor shall execute a detailed project management structure, resources, and support methodology, including support for methodologies, such as agile. The Contractor’s project management support services, tools, and processes shall include, but are not limited to, the activities listed below:

Overall implementation methodology – The Contractor shall follow a detailed, proven methodology that it will utilize to configure, build, implement, deploy, and support the Department.

This should contain detailed processes and procedures for all aspects of the project life cycle and should integrate the project management of the HRIS project with the technical, functional, and data activities throughout the implementation. This methodology should serve as the primary guide for the entire effort.

Schedule and cost management – The Contractor shall work in accordance with mutually-agreed integrated master project schedule (“IMS”). Once the project schedule is baselined, the Contractor shall lead activities to monitor the status of Contractor project activities to update project progress, monitor actual costs compared to budget, and manage changes to the project schedule and cost baselines to achieve defined objectives. In addition, the Contractor shall support the development of the estimates of monetary resources needed to complete project activities for all phases and aggregate cost estimates for all project activities to obtain budget approval and establish an authorized cost baseline.

Scope and requirements management – The Contractor shall take the lead on activities to assist the Department with developing, reviewing, analyzing, and understanding of project and phase scope and requirements, criteria, assumptions, constraints, and other influences related to the project, and how each will be managed and addressed within the project.

o In addition, the Contractor shall lead activities to assist the Department with the identification, documentation, and management of requirements to meet project objectives and provide end-to-end traceability of all requirements. This includes facilitating requirements sessions to refine/validate the requirements, developing and maintaining requirements documentation (e.g., Deliverable #10 Requirements Traceability Matrix

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Solicitation No. BPM003932

Human Resources Information System (HRIS) Replacement

Arizona Department of Administration

State Procurement Office

100 N 15th Avenue

Phoenix, AZ 85007

(RTM)), conducting Conference Room Pilots, and activities in accordance with the other deliverables.

o All Department requirements shall be documented in the RTM and shall be supported by the master schedule as appropriate.

Quality management – The Contractor shall employ mutually-agreed upon quality management approach and lead activities to ensure quality control and assurance using quality system standards.

The Contractor shall document a Quality Management Plan and demonstrate evidence of continuous improvement.

Resource management – The Contractor shall support the processes that organize, manage, and coordinate activities of the project team. The Contractor shall document the Staffing Management Plan and execute the plan. The State seeks consistency in staffing the project throughout the implementation phases.

Risk, issue, and task management – The Contractor shall support risk, issue, and task management planning, including identification, analysis, response planning, risk control, and status reporting activities. The Contractor shall document both Risk Management and Issue Management Plans, and maintain risks, issues, action items, and decisions in a log accessible by all on the project.

Communications management – The Contractor shall support communications management planning and general communications including development of communication materials, input into messaging where appropriate, input into status reporting and status briefing with Department leadership, and participation in meetings, workshops, and seminars throughout the project.

Project information/documentation management – The Contractor shall lead the project information and document management activities. The Contractor shall use mutually-agreed upon templates for each Contract deliverable that define the deliverable’s structure and outline of content.

Contractor shall follow a collaboration mechanism to facilitate team members from the State and Contractor working together.

Project integration management – The Contractor shall identify, define, combine, unify, and coordinate various process and project management activities from initiation through transition to operations and project closure across all defined project phases. The Contractor shall define and manage interdependencies with both internal and external entities that impact the project, including, but not limited to vendor Development and Product Management teams, audit and review entities, and integration partners.

Integrated project change control – The Contractor shall define and lead an integrated project change control process that includes the review, approval facilitation, management, disposition, and communication of changes on any and all aspects of the project. This includes the development and execution of a Governance Strategy as well, including integration with existing governance structures, where feasible.

Configuration and change management – The Contractor shall provide guidelines for uniform configuration management practices for all Department project team resources. The guidelines shall describe change management processes for ensuring completeness and correctness of the configured elements. They shall describe how any changes to the HRIS will be handled.

Status Reporting – The Contractor shall submit to State regular status reports/dashboards to report project progress, monitor actual costs compared to budget, and manage changes to schedule baselines to achieve defined objectives. Status reports may be required more frequently than other

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Solicitation No. BPM003932

Human Resources Information System (HRIS) Replacement

Arizona Department of Administration

State Procurement Office

100 N 15th Avenue

Phoenix, AZ 85007 times depending on the phase or status of the project. The State, at its discretion, may determine if more frequent reports are needed.

Project Analysis and Presentation Development – The Contractor shall conduct analyses and develop and be ready to deliver presentations in support of achieving the Department objectives.

The State anticipates needing up to ten (10) presentations in the first Contract year and up to four(4) presentations per year thereafter.

Continuous Improvement – The Contractor shall demonstrate continuous improvements in managing the HRIS implementation effort.

The Contractor shall develop and maintain a strong, working partnership with the Department’s project management staff, stakeholders, and leadership and shall work collaboratively throughout the duration of the HRIS effort. This includes collaboration on all project management activities listed above as well as development and approval of all deliverables included in this performance work statement. The Department intends to be an involved partner, working cooperatively with the Contractor to ensure success in all stages of the project lifecycle. See Attachment #13, HRIS Talent Management Replacement Team, which provides the breakdown of State employees assigned to the HRIS Implementation effort, their roles, and the percent allocated to the project.

5.1. Deliverables

The Contractor is required to conduct its own internal quality control process prior to submitting the Deliverable to the State for review.

The Contractor shall develop a template for each deliverable and obtain approval from the State on the template format.

The Contractor shall develop comprehensive content for all sections of the template deliverable and submit for review, according to the schedule in the collaboratively developed and State approved Integrated Master Schedule.

The Contractor shall provide a Deliverable Feedback Form with each deliverable (the State is open to automating this process via a collaboration site or another mechanism suggested by the Contractor).

Following the submission of deliverable, the State shall review the deliverable to determine readiness for use and compliance with the scope of work. Unless otherwise agreed, the State has five business days to review the deliverable and provide consolidated comments back to the Contractor.

If the State finds material deficiencies in a deliverable, the State will formally communicate feedback in writing to the Contractor, describing in reasonable detail deficiencies that must be corrected prior to acceptance of the deliverable.

For each deliverable, the State’s Project Manager or their designee will be responsible for coordinating comments and inputs from various project team members and stakeholders on the Deliverable Feedback Form (or alternative, as suggested by the Contractor). It will be the responsibility of the State’s Project Manager or designee to provide clear, consolidated guidance and direction to the Contractor team in the event of divergent feedback from various team members.

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Solicitation No. BPM003932

Human Resources Information System (HRIS) Replacement

Arizona Department of Administration

State Procurement Office

100 N 15th Avenue

Phoenix, AZ 85007

The Contractor shall correct deficiencies and resubmit the corrected deliverable for review within five business days, unless otherwise agreed upon. It is the State’s intent that subsequent reviews will be used to validate that the previously identified deficiencies have been corrected and will not be used to raise additional deficiencies without the approval of the State Project Manager, who will review the impacts to project schedule and costs with the Contractor Project Manager. The State will not unreasonably withhold or delay its approval of a deliverable.

The State anticipates no more than two rounds of reviews for each deliverable, unless the State Project Manager and Contractor Project Manager agree otherwise.

A standard deliverable review cycle will be elaborated and agreed upon between the State and the Contractor in the Project Charter.

5.1.1. Project Management Deliverables

The following table identifies the deliverables for the Project Management activities. The identified Deliverables in this section are requirements. The Contractor may suggest edits for consideration.

Table 2: Program Management Deliverables

No. Title Date Due (business days)

1 Project Charter 10 days after project commencement

2 Integrated Master Schedule (IMS) 45 days after project commencement

3 Project Management Plan (PMP) 55 days after project commencement

4 Schedule Management Plan (SMP) Mutually agreed date

5 Communications Management Plan (CMP) Mutually agreed date

6 Project Status Reports Weekly (1st business day of following week), Monthly (10th business day following the end of the month), Ad Hoc Executive and Governance Briefings

7 Cost Management Plan Mutually agreed date

8 Scope Definition and Management Plan Mutually agreed date

9 Requirements Management Plan Mutually agreed date

10 Requirements Traceability Matrix Mutually agreed date

11 Quality Management Plan Mutually agreed date

12 Staffing Management Plan Mutually agreed date

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Solicitation No. BPM003932

Human Resources Information System (HRIS) Replacement

Arizona Department of Administration

State Procurement Office

13 Project Information Management Plan Mutually agreed date

14 Integrated Change Control Plan Mutually agreed date

15 Issue Management Plan Mutually agreed date

16 Quality Management Plan Mutually agreed date

17 Risk Management Plan Mutually agreed date

18 Configuration Management Plan Mutually agreed date

19 RAID Log Mutually agreed date

20 Project Governance Structure Mutually agreed date

21 Security Management Plan Mutually agreed date

The Contractor shall provide and use for the entire project a best practices Project Management approach as part of its Implementation Methodology. The approach shall have a foundation in established methodologies and standards found in Project Management Institute's (PMI) Project Management Body of Knowledge (PMBOK®) and IT Infrastructure Library (ITIL). At a minimum, the following shall be provided:

5.1.1. Project Charter: At a minimum, include Objectives, Goals, Scope, Exclusions, Roles and Responsibilities Matrix, Assumptions, and Constraints;

5.1.2. Integrated Master Schedule (IMS): A detailed integrated master schedule with Work Breakdown Structures (WBS) shall be submitted within forty-five (45) business days of project commencement. The deliverable shall include any dependencies, assumptions and constraints. Additional detail pertaining to assumptions and/or constraints may also be submitted in a separate document. No changes to the baseline master schedule can occur without the consent of the State;

5.1.2.1. Coverage of the entire project,

5.1.2.2. Project management activities in addition to all other activities and deliverable items,

5.1.2.3. WBS, Tasks, schedules, dependencies, critical paths, and responsible parties (both

Contractor and State) assigned to each task,

5.1.2.4. All deliverables specified in the Scope of Work and services as well as any additional items identified by the Contractor required for a successful implementation,

5.1.2.5. Estimated work effort, duration, start date, and end dates for each task as stated in the Offeror response,

5.1.2.6. Resource loading of Contractor and State staff, and

5.1.2.7. Specific milestones to determine the project’s progress and to evaluate Contractor’s performance in meeting the requirements of this contract.

5.1.3. Project Management Plan (PMP): The Contractor shall provide project controls, standards, and procedures for all project tasks. These items are required to be submitted for review and approval by the State’s project leadership before the implementation. These requirements include, but are not limited to:

Solicitation Requirements (rev 08/21) Page 14

Solicitation No. BPM003932

Human Resources Information System (HRIS) Replacement

Arizona Department of Administration

State Procurement Office

100 N 15th Avenue

Phoenix, AZ 85007

5.1.3.1. Project Integrations – Manage interdependencies with internal and external stakeholders and manage transitions;

5.1.3.2. Project Documentation – Includes templates used (e.g., business process flow diagrams and process profiles, configuration setting and procedures, functional and technical design specifications, test case scenarios, change request procedures, etc.), organization of project directories, naming conventions, and version control procedures;

5.1.3.3. Meeting Procedures – Includes techniques and technology solutions to ensure that meetings are efficient, productive and discussions, decisions, and action items are adequately documented;

5.1.3.4. Business Process Review Standards – Includes standards and templates used for business process analysis, opportunity identification, process flow diagramming, and profile development;

5.1.3.5. Development Standards – Includes standards and procedures for design specifications, review and approval processes, unit testing, and other controls to ensure the quality and consistency of customizations;

5.1.3.6. Deliverable Outlines – Includes Deliverable Expectation Document (DED) that identifies the content (i.e. outline), the acceptance criteria for the deliverable as required by the State, the review complexity, and the State approvers for each deliverable; and

5.1.3.7. Continuous Improvements – Detail plan for continuously improving project processes and the implementation progresses;

5.1.4. Deliverable Reviews: Includes the process and time periods whereby the State determines the readiness of a deliverable for formal submission, provides feedback on deficiencies, and conducts subsequent reviews;

5.1.5. Communications Management Plan (CMP): Includes project communication plan and the types, frequency, sensitivity classification, and target audience for each communication;

5.1.6. Schedule Management Plan (SMP): Plan for managing the project schedule, maintaining the baseline and any changes, as well as related documents (i.e., Scope Management Plan, Staffing Management Plan);

5.1.7. Project Status Reporting: The Contractor shall provide timely and factual project status reporting. The Contractor shall provide weekly status reports to reflect the major activities for the reporting period. The weekly status report shall serve as the agenda for weekly status meetings. Topics to be covered shall include, but not be limited to, the following:

5.1.7.1. A listing of significant departures from the Integrated Master Schedule with explanations of causes and effects on other areas, and remedies to achieve realignment;

5.1.7.2. Changes to project objectives, scope, schedule, or budget;

5.1.7.3. A listing of tasks completed since the last report;

5.1.7.4. Tasks that were delayed and any reasons for delay, with revised completion dates and remediation steps, impact to project;

5.1.7.5. Updates for previously delayed tasks;

5.1.7.6. Planned activities for the next scheduled period;

5.1.7.7. High priority action items;

Solicitation Requirements (rev 08/21) Page 15

Solicitation No. BPM003932

Human Resources Information System (HRIS) Replacement

Arizona Department of Administration

State Procurement Office

100 N 15th Avenue

Phoenix, AZ 85007

5.1.7.8. Decisions made;

5.1.7.9. Identification and discussion of any project risks, with proposed mitigation;

5.1.7.10. Summary of major concerns and issues encountered;

5.1.7.11. Identification and discussion of any security issues; and

5.1.7.12. Any other topics that require attention from the State.

5.1.8. Hours Approvals: Any hours worked onsite must be approved by the State in advance, as approval for travel to come onsite must be pre-approved in writing prior to the occurrence.

5.1.9. Cost Management Plan: The Contractor shall create a document that helps map and control the budget. This will enable the State and Contractor team to estimate costs, allocate resources, and control spending.

5.1.10. Scope Definition and Management Plan: Includes scope control processes to ensure that work is not performed on out-of-scope features, functions, or tasks unless the State grants advanced written authorization. This includes processes to provide a competent assessment of the impact of potential scope changes to assist with the State’s decision-making processes.

5.1.11. Requirements Management Plan: Details how the Contractor will define and validate requirements and keep them up to date throughout the lifecycle of the implementation.

5.1.12. Requirements Traceability Matrix: A matrix of all requirements, fit-gap, and test cases, at a minimum.

5.1.13. Quality Management Plan: A determination of a quality policy, creating and implementing quality planning and assurance, and quality control and quality improvement.

5.1.14. Staffing Management Plan: A plan to specify how a project will meet the requirements for staffing the project and how the resources will be managed.

5.1.15. Project Information Management Plan: Provide templates for each deliverable listed in Contract that defines the deliverable’s proposed structure and outline of content. Contractor shall provide a collaboration mechanism to facilitate team members from the State and Contractor working together.

5.1.16. Integrated Change Control Plan: Includes the procedures and/or automated tools that shall be employed to manage software changes and ensure the integrity of programs and configuration settings developed to support the system

5.1.17. Issue Management: The Contractor shall provide and use a proven methodology and software tool for issue identification, tracking, and resolution that shall be accessible to State Project Team members. The issues tracking process shall integrate into configuration management, software change control, testing processes, and the overall project management methodology. Topics that shall be included are:

5.1.17.1. Issue identification;

5.1.17.2. Issue tracking, reporting, and trending;

5.1.17.3. Issue review, prioritization, and assignment;

5.1.17.4. Issue analysis;

5.1.17.5. Issue resolution;

5.1.17.6. Issue escalation;

5.1.17.7. Issue follow-up (for resolutions with lead time); and

5.1.17.8. Impact to the overall project schedule and budget.

Solicitation Requirements (rev 08/21) Page 16

Solicitation No. BPM003932

Human Resources Information System (HRIS) Replacement

Arizona Department of Administration

State Procurement Office

100 N 15th Avenue

Phoenix, AZ 85007

The Contractor shall provide a protocol within the Issues Management Plan deliverable for collaboratively resolving implementation issues for approval by the State Project Manager.

The Issues Management Plan shall also incorporate the incident management procedures as it relates to the problems and issues with the hosted solution and the process for State Project Team members to use to report, track, and monitor incidents to the Help Desk services provided by the Contractor during the duration of the Contract. This protocol is expected to address the topics above, responsible parties, and specific steps to be taken on issues or disputes arising during the implementation process.

5.1.18. Risk Management Plan: Document that a project manager prepares to foresee risks, estimate impacts, and define responses to risks. It also contains a risk assessment matrix.

5.1.19. Configuration Management Plan: Developed to define, document, control, implement, account for, and audit changes to the various components of this project.

5.1.20. RAID Log: Log for tracking Risks, Action Items, Issues, and Decisions.

5.1.21. Governance Structure: Refers to roles and processes in an enterprise that serve as a guideline for fulfilling, sustaining and extending IT planning. A governance plan crosses all organizational layers, including stakeholders, administration, maintenance, strategy, policy and support.

5.1.22. Security Management Plan: Includes plan for application, infrastructure, and physical security.

6. Implementation Planning

The Contractor shall provide a complete and comprehensive set of services for the implementation of the system. If required for successful implementation, the Contractor shall provide any additional services and deliverables necessary to complete the implementation and achieve the stated project objectives.

The Contractor shall develop the Integrated Master Schedule (post-award) within 45 days of project commencement. The scope of the plan shall include Phase 1 and Phase 2 activities. The Contractor shall confirm that the State is prepared for go-live, including performing training and preparing support, among other things at least 30 days in advance of the go-live date.

The Contractor shall provide various types of implementation support, including, but not limited to:

Transition planning support;

Legacy system decommissioning support;

System deployment, cutover, and release management;

Data archiving;

Go-live support; and Implementation end-user support.

Contractor shall incorporate other documents by reference into the implementation planning to provide additional insight into the implementation approach including, but not limited to the following:

Solicitation Requirements (rev 08/21) Page 17

Request for Proposal

Solicitation No. BPM003932 Human Resources Information System (HRIS) Replacement

Arizona Department of Administration

State Procurement Office

100 N 15th Avenue

Phoenix, AZ 85007

No. Title Date Due

1 Detailed Implementation Approach As mutually agreed in the IMS

2 Implementation Plan As mutually agreed in the IMS

3 Legacy Decommissioning Plan As mutually agreed in the IMS

4 Data Archiving Strategy and Plan As mutually agreed in the IMS

5 Customer Support Plan As mutually agreed in the IMS

7. Business Process Review

The Contractor shall provide a Business Process Review to analyze the State’s requirements and develop fit/gap assessment of the requirements to the capabilities of the vendor’s solution. The following items shall be considered when creating new business processes for the State:

7.1.1. Identification and understanding of critical as-is business processes and their intended functions;

7.1.2. Mapping of critical business processes;

7.1.3. Identification of areas where the State can streamline processes;

7.1.4. Management of stakeholder adoption across State’s 100+ agencies boards, and commissions; and

7.1.5. Batch processing or similar capability allowing task scheduling across functional areas.

The Contractor shall lead workgroup sessions and Conference Room Pilots, and provide tools and other services as required to complete the Business Process Review sessions with the goal of implementing Lean processes taking advantage of native system capabilities, emphasizing ease of use for users, and minimizing development efforts (configuration, not customization). The Contractor shall address and provide the following services:

7.1.6. Workshops by functional area, including system functionality and business intelligence/data analytic capabilities;

7.1.7. Use of the selected software in the Conference Room Pilots;

7.1.8. Identification of improvement opportunities associated with each process area;

7.1.9. Identification of criteria for measuring success after go-live and outcomes for modules and processes;

7.1.10. Identification of change impacts;

7.1.11. Identification of any additional information or changes to lists of systems for replacement, interface, or conversion;

7.1.12. Inclusion of agency participants beyond the State Project Team members; and

7.1.13. Production of To-Be business process design documents that capture a profile of the business process, process flow diagrams, inputs, outputs, and linkages to other processes and modules.

Solicitation Requirements (rev 08/21) Page 18

Solicitation No. BPM003932

Human Resources Information System (HRIS) Replacement

Arizona Department of Administration

State Procurement Office

Contractor shall provide the following Business Process Review Deliverables:

No. Title Date Due

1 To-Be Business Process Design Documents, Profiles, and Process Flow Diagrams

As mutually agreed in the IMS

2 Impact Assessment from To-Be Process As mutually agreed in the IMS

3 Impact Analysis Tracking Log As mutually agreed in the IMS

7.2. Fit-Gap Process and Requirements Traceability Matrix

The Contractor shall provide services to conduct the necessary analysis and complete the Fit-Gap Process and Requirements Traceability Matrix to identify the disposition of all functional and technical requirements incorporated into this Scope of Work and included in Attachment #1: 2021 HRIS Replacement RFP Requirements.

During the Fit-Gap Process and Requirements Traceability Matrix session(s), the requirements disposition shall be the determination of the following:

7.2.1. Identification as met with standard, out-of-the-box functionality to include specific examples of screenshots, database relationships, processes, or other means to indicate that the requirements can be satisfied;

7.2.2. Identification to be resolved through a business process workaround if applicable; and

7.2.3. Identification to be resolved through an enhancement item if applicable.

For every requirement not met with standard, out-of-the-box functionality, the Contractor shall provide a recommended business process redesign option for consideration by the State. The Requirements Traceability Matrix deliverable must use the format of the functional and technical requirements as the structure of the matrix. The delivery of the Fit-Gap process and Requirements Traceability services may leverage the business process redesign sessions. However, the Contractor shall conduct the more intensive review and disposition determination of requirements with the State project team members.

Table 3: Fit-Gap and Requirements Deliverables

1 Fit-Gap Analysis/Assessment for Functional and Technical Requirements

As mutually agreed in the IMS

2 Requirements Traceability Matrix (RTM) As mutually agreed in the IMS

Solicitation Requirements (rev 08/21) Page 19

Solicitation No. BPM003932

Human Resources Information System (HRIS) Replacement

Arizona Department of Administration

State Procurement Office

8. Solution Design

8.1. Based on the results of the Business Process Reviews, the Contractor shall conduct Design sessions to document and validate requirements, solution designs, and configuration.