‫دائـ ـ ـ ـ ــرة املشرتي ـ ـ ـ ــا ت‬
Procurement and
Contracts
Administration
‫و العقود‬
Request for Information
RFI SR-13-01 for Human Resource Management &
Payroll System (HRMS)
Human Resource Management and Payroll System
Table of Contents
1
INTRODUCTION
3
2
PROJECT OVERVIEW
4
2.1
2.2
2.3
2.4
2.5
2.6
2.7
OBJECTIVES
PURPOSE
CURRENT STATUS AUTOMATION
4
4
5
5
5
5
6
CURRENT STATISTICS
PROJECT OBJECTIVE
PROJECT SCOPE
AUB HIGH LEVEL REQUIREMENTS
3
REQUIRED INFORMATION
11
4
RFI REQUIREMENTS PROCESS
12
4.1
4.2
4.3
4.4
4.5
5
PARTICIPATION TO RFI
RFI SCHEDULE
SUBMISSION DATE AND TIME
SUBMISSION ADDRESS
CONFIDENTIALITY
12
12
12
12
13
ROJECT REFERENCES
Request for Information
14
2
Human Resource Management and Payroll System
1
INTRODUCTION
This RFI is issued solely for information and planning purposes – it does not
constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future.
This request for information does not commit the American University of Beirut
(AUB) to contract for any supply or service whatsoever. Responders are advised
that the AUB will not pay for any information or administrative costs incurred in
response to this RFI; all costs associated with responding to this RFI will be solely
at the interested party’s expense.
Request for Information
3
Human Resource Management and Payroll System
2
2.1
PROJECT OVERVIEW
OBJECTIVES
The American University of Beirut (AUB) and the American University of Beirut
Medical Center (AUBMC) strive to provide excellent and efficient service to their
various employees. The Human Resources department delivers increased value to
AUB and AUBMC by ensuring that the HR resources, knowledge, support and
infrastructure are at the level necessary for the faculty and staff to achieve their
institutional objectives.
The HR department is currently at a disadvantage in meeting these business
objectives due to the outdated and inflexible human resource (HR) & Payroll
systems used to manage HR business processes. In response to these challenges with
its current HR systems, the HR department and the Office of Information
Technology have initiated a project to plan for the modernization of the human
resource & payroll systems.
It is anticipated that the proposed Human Resource Management & Payroll System
(HRMS) will be a major improvement for AUB and AUBMC by providing a
Human Capital Management (HCM) system that will include an integrated Human
Resource Management, Payroll and other HR Modules that are scalable,
maintainable, and upgradeable in order to serve the state for years to come.
2.2
PURPOSE
AUB currently runs various legacy systems interfaced to Oracle EBS Financial
system. AUB is soliciting information about HCM vendors and standard HCM
solutions available in the market with a proven reference from Lebanon and
overseas.
AUB will prepare a shortlist of vendors with suitable solutions to eventually procure
one integrated solution to replace the legacy system(s) and satisfy most of the AUB
and AUBMC Business HCM requirements.
AUB/AUBMC currently employs around 6000 employees and abides by all
applicable Lebanese and US laws.
The purpose of this RFI is to qualify vendors based on their company profiles and
proposed solutions and to prepare a shortlist of potential bidders. This document
provides the necessary background information of the current HR system(s) and
payroll utilized at AUB and AUBMC as well as the high level business
requirements to be used for the purpose of the Request for Information (RFI).
Request for Information
4
Human Resource Management and Payroll System
2.3
CURRENT STATUS AUTOMATION
AUB and AUBMC currently use some in-house developed applications and some
off-the-shelf software packages related to some HR functionalities. The current IT
systems are used for the purpose of running HR and Payroll today and interface to
various legacy systems and to Oracle EBS. AUB HR utilizes an in house built Fox
Pro system where all HR data is maintained whereas AUBMC utilizes a separate in
house built system to maintain its employees’ HR data. All master data is
consolidated each month into the AUB HR system to hold all necessary information
prior to processing the monthly payroll at AUB. Some faculties might manage some
additional data necessary for their staff.
2.4
CURRENT STATISTICS
AUB and AUBMC currently employ around 6000 active employees distributed
among various employment categories and around 900 retirees defined on the
system but not eligible for payroll.
2.5
PROJECT OBJECTIVE
The main objective behind this project is the replacement of the existing legacy HR
& Payroll systems by an Enterprise system.
2.6
PROJECT SCOPE
The scope of the project is to implement the HR related modules necessary to
support the following core business processes and the high level requirements as
indicated below:




Human Resources: The proposed solution should provide the core
functionality to ease the integration and the data exchange among all related
HR modules. It will serve as a hub for all people-related activities and a tool
to manage core HR data and processes.
Payroll: A rule-based payroll management system used to process workforce
costs according to AUB set compensation rules.
Labor Cost Distribution: A labor costing solution to allow for flexible
distribution of payroll expenses among General Ledger, Projects, and Grants
Accounting available in Oracle E business suite.
Self-Service Human Resources: To allow the workforce to view and update
employee-specific information, online via a browser, that is personalized to an
individual's role, experience, work content, language, and information needs.
Self-Service should allow employees to submit requests of different types
such as leaves, certificate requests and others.
Request for Information
5
Human Resource Management and Payroll System

Recruitment: To provide managers, recruiters, and candidates with the ability
to manage all phases of finding, recruiting, hiring and tracking new
employees.
Performance Management: To provide the complete set of performance
management functions encompassing objective setting and management,
appraisals and questionnaires.
Training/Learning Management: To provide a tool to manage, deliver and
track training participation in online or classroom based environments.
Succession Planning: To manage succession plans for key jobs, positions and
people.
Reporting associated with all of the above mentioned functionality.




2.7
AUB HIGH LEVEL REQUIREMENTS
The proposed vendor solution(s) must fully support, to an international standard level,
the following:




English and Arabic bilingual data support
Multi-currency, including US Dollar and Lebanese Pounds.
Multi-site implementation and rollout
Large number of simultaneous transactions, especially related to selfservice processes.
The table below includes additional high level functional requirements of AUB and
AUBMC and cross-mapping them to existing IT systems. The requirements below
have to be also supported by the vendor proposed solution(s):
Functional Requirement
Description
Organization Structure
&Position Management
Includes definition of organizations,
organization hierarchy, positions, jobs,
locations, grades…etc., extraction of
organization charts. Tracks headcount
and FTEs, position assignments for
employees.
Includes salary increases, grade
changes, overtime payments, …
administer salary increase and service
award programs
Salary Administration
Request for Information
Corresponding Legacy
Systems*
AUB
AUBMC
HR System
HRMS
HR System/
Win
time/Payroll
HRMS
6
Human Resource Management and Payroll System
Employee/Employment
Data
Competencies
Personnel Services/
Human Resource
Actions
National Social Security
Fund (Family
Allowances and Medical
Schemes)
Employee Relations
Employee Self Service
Leaves
History
Reporting
Analytics
Request for Information
All personal and basic employment
information providing bilingual data- in
English / Arabic (name, nationality,
birth date, marital status, address,
images, skills, benefits and others..) in
addition to information related to
dependents, contract types and details,
residence/work permits…and others
Track categories and levels of
competencies, match with specific
jobs/positions and base development
needs on.
Employee appointments, promotions,
transfers, leaves, contract renewals,
loans, terminations, secondments,
appointment travel allowances…
HR System/
Family
Information
HRMS
-
BDI
HR System
HRMS/ HR
System
Requirements covering Family
allowances, medical schemes
pertaining to employees and their
dependents as per the rules and
regulations of NSSF and all related
Arabic reporting
Tracks disciplinary actions and
grievance records.
Employees can view and manage
his/her personal information and apply
for leaves of any type.
Leaves of all types (annual, sick,
maternity, compassionate...and others)
can be maintained and tracked.
Calculation of leave eligibility.
History of different HR transactions
ranging from updates on personal or
assignment information to payroll
entries.
Reporting on all HR entered
information benefiting from existing
standard reports and customized
reports where standard reports do not
cover the exact requirements.
Analytics and reporting on preset key
performance indicators. Analytics also
NSSF
System
-
HRMS
My HR
HRMS
HR System/
Leaves
HRS
portal/
HRMS
Log files
exist
HRMS
-
HRMS
7
Human Resource Management and Payroll System
Succession Planning
Budget Management &
Staff Plans
Recruitment &
Applicant Management
Performance
Management
Career Development
and Employee Training
Request for Information
includes decision support functions,
sensitivity analysis, what if…etc.
Allow definition of key posts including
job title, job code, grade, location, etc.,
identify individuals in line with the
business objectives, and automatically
generate new updated succession
charts. Assist vertical/horizontal
placements or any specific criteria set in
the system such as talents, experience,
education…etc.
Staffing plans where department heads
request new lines to be budgeted for.
Supports the full recruitment process
from the vacancy description to
vacancy announcements, candidate
applications, interviews, offers,
negotiations and final terms. Job
Vacancy postings, online applications
for applicants, tracking interviews… etc.
and all related reporting. Recruitment
should easily link with common social
media such as twitter, Facebook, Linked
in…etc.
A configurable performance
management process which includes
goal setting, feedback, review,
recommendations, training needs and
performance summary. Tracks
performance reviews and allows for
proper analysis.
An online training system to be a
central contact point for all related
functions including the full training life
cycle from course design to scheduling
and enrollment to training delivery and
outcome analysis. This includes in
house and outsourced training, on the
job training, CDs, seminars,
conferences...etc. Tracking core
competencies associated with possible
future jobs. Tracks training courses
achieved.
BDI
HRMS
Online
Recruitment
HRMS
Excel / HR
BDI
Training
BDI
8
Human Resource Management and Payroll System
Retirement Plans
Life Insurance Programs
Drugs and Medications
System
Educational Allowances
and Scholarships
Health Insurance Plan
System
Payroll Generation and
reporting
Request for Information
Maintain calculations, limits and
deductions for both retirement plans,
track waivers and support catch up
contributions and include pre-tax and
post-tax benefits/ deductions…etc.
Provide a description of the plan with
the coverage amount limits, allows for
upgrade options, provides online forms
and waiver, provides for statistical
data…etc.
Allow issuance of prescriptions on line
by UHS doctors or Private Clinics’
doctors, Prescriptions seen at all
agreed pharmacies or a specific
pharmacy for dispensing, issuance of
monthly bills by pharmacies…etc.
Maintains the records on educational
status of staff dependents and
Validates eligibility for educational
benefits according to policy for each
category of employees. Facilitates
electronic transmission of payments
through the payroll.
HR/Payroll
-
HR / Family
Information
(partial)
-
Referral
System
-
Education
System
Maintain historical records of all
HIP System
members enrolled in the HIP including
dependents. Enrolled in HIP also are
students and IC and ACS staff. Validate
the HIP/NSSF referral process by
granting access to outpatient services
(doctor’s visit, lab tests etc...) and
Inpatient services (hospital admission)
in accordance with the Plan’s rules and
regulations.
Payroll needs to handle multicurrency,
Payroll
payroll calculation, pay terms and
System
conditions, multi-tax calculations (US
tax laws and Lebanese tax laws) in
addition to US social security, Lebanese
NSSF regulations (Family, medical and
End of Service contribution) and all
other related Lebanese and US laws
and regulations and related reporting in
addition to collecting information on
-
9
Human Resource Management and Payroll System
Cost Distribution
voluntary deductions, overtime, tax
filing, tax withholding and additional
required information and interfaces to
external systems (e.g cash
management, budgeting, Oracle GL,
…etc.)
Distribution of payroll cost between
different cost centers and/or Grants.
Payroll &
Payroll
Interfaces
Detailed HR requirements list is attached in Appendix 1.
Request for Information
10
Human Resource Management and Payroll System
3
REQUIRED INFORMATION
Below is a list of the expected information to be provided by the vendors responding
to the RFI and will be considered for shortlisting:
 Present an HCM solution and available features that satisfy the scope and the High
level business requirements and integrates with the current Financial System
(Oracle EBS) to replace the current legacy systems.
 Prepare a live demonstration to AUB in Lebanon for the major features and
functionalities of the proposed solution.
 Provide detailed information about the proposed HCM solution, system architecture
and functionalities.
 Provide information about the Implementation methodology, effort, approach and
typical timeline for the solution implementation of AUB/AUBMC to be broken
down by module.
 Provide a high-level description of the vendor experience in implementing the
proposed solution including the client base utilizing the solution presented
especially those that are within the Higher Education and Health Care
environment.
 Provide a description of the company profile including line of business and services,
staffing, size of engagements and yearly turnover.
 Provide information about the licensing fee structure
 Provide information about the supported platforms (devices, applications,
databases, operating systems, hardware servers, virtual environments…)
 Vendor should have a local representative and can provide local support to the
proposed solution.
Request for Information
11
Human Resource Management and Payroll System
4
4.1
RFI REQUIREMENTS PROCESS
PARTICIPATION TO RFI
Suppliers willing to submit their information should confirm by sending an Intent to
Respond through an email to Mr. Salim Ramadan (Email sr33@aub.edu.lb) within 3 days
of receiving the RFI. A failure to confirm will signify that a Supplier is not participating in
the RFI.
4.2
RFI SCHEDULE
10 January 2014
17 January 2014
30 January 2014
By 13 February 2014
4.3
Deadline for addressing questions
Deadline for answering questions
Deadline for receiving RFI (all material)
All selected suppliers will be invited to do a
presentation of their solution(s) on a mutually
agreed date in February 2014.
SUBMISSION DATE AND TIME
Requested Information must be submitted on or before: Thursday
30 January 2014
01:00 PM
4.4
SUBMISSION ADDRESS
Requested Information must be submitted to the following address:
Bid Administrator
American University of Beirut
Office of Financial Planning and Budget
College Hall, 2nd floor, Room 218
Bliss Street - Beirut – Lebanon
Information submitted by hand or via post mail shall be enclosed in a sealed
envelope clearly marked: RFI for Human Resource Management & Payroll
System (HRMS)
In the event that AUB offices are officially closed on the date the proposals are due,
the deadline for submission shall be automatically extended until the next business
day.
This RFI does not entail any commitment on the part of AUB, either financial or
otherwise. AUB reserves the right to accept or reject any or all RFI without
incurring any obligation to inform the affected applicant/s of the grounds.
Request for Information
12
Human Resource Management and Payroll System
4.5
CONFIDENTIALITY
All information included in this RFI are confidential and only for the recipient
knowledge. No information included in this document or in discussions connected to
it may be disclosed to any other party.
Request for Information
13
Human Resource Management and Payroll System
5
ROJECT REFERENCES
The basic partner should at least list have five previous projects achieved providing
project scope, date, owner, status, pricing…etc
Request for Information
14