AGENDA REQUEST DEADLINE: All agenda requests and supporting materials must
be submitted as a
pdf to
agenda@co.travis.tx.us
by Tuesdays at 5:00 p.m.
for the next week's meeting.
Meeting Date:
January 29, 2013
Prepared By/Phone Number:
Lori Clyde / 854-4205
Elected/Appointed Official/Dept. Head:
Cyd Grimes
Commissioners Court Sponsor:
Judge Biscoe
Agenda Language: Approve Modification No. 11 to Contract No.
4400000762 (H.T.E. Contract No. PS090255LC), Labyrinth Solutions,
Inc. (LSI), for BEFIT Implementation Services.
Purchasing Recommendation and Comments:
Purchasing concurs with
department and recommends approval of requested action. This
procurement action meets the compliance requirements as outlined by the
statutes.
The purpose of this modification is to remove implementation services
related to online recruitment, risk management and fiscal year-end
production support from the contract while adding a new set of post go-live
services where the cost for the added services equal the cost for the
removed services. The credit for the removed services at $296,400 has
been mutually agreed to by the vendor Labyrinth Solutions Inc., the Travis
County Project Management team, and the Travis County HRMD Director.
As Travis County completed the design/blueprinting phase for SAP Human
Resources and Payroll, the two proposed products for online recruitment
and risk management presented challenges to meet the needs of the
County. These challenges were:
Online Recruiting:
Less integration than originally anticipated, so minimal benefit with
making a change from the County’s current online recruitment
system, NeoGov , to SAP e-Recruiting.
High acceptance of NeoGov County-wide with desire to keep in
place.
SAP e-Recruiting functionality lacking compared to NeoGov in many
key areas. One example is the ability to take action on and track
Travis County Commissioners Court Agenda Request
Created on 01-24-2013
Item 9
AGENDA REQUEST DEADLINE: All agenda requests and supporting materials must be submitted as a
pdf to
agenda@co.travis.tx.us
by Tuesdays at 5:00 p.m.
for the next week's meeting.
progress on a group of job applicants instead of working with
applicants one by one. This is especially important for jobs with
numerous applicants. Another example is the ability to vary the
application reviewers depending on the job posting.
Uncertainty about direction of product SAP e-Recruiting after SAP
acquisition of the company SuccessFactors in early 2012. SAP put
out a press release stating that “Success Factors Recruiting will be
the go-forward solution.
Talent management components from SAP
ERP HCM will be continued with selected innovations for the next
decade.” SAP e-Recruiting is part of what is called SAP ERP
(Enterprise Resource Planning) HCM (Human Capital Management)
talent management components in the SAP statement.
Risk Management:
The proposed software and accompanying complex technical
environment is intended for organizations with a larger volume of
claims cases and not a good fit for County’s volume of risk
management cases.
Complex solution to maintain and support.
Limited information in RFP about risk and claims management and
resulting proposal is not a good fit.
The blueprint/design phase was completed for both of these functions but
with different results as described below.
The resulting blueprint for online recruiting is of limited value unless Travis
County decides at a later date to implement
e-Recruiting, which at this time
seems unlikely. Until we understand the future of SAP’s online recruiting
offerings, our intent is not to implement SAP e-Recruiting but to build an
interface between the current NeoGov solution and the SAP HR system
with the purpose of sharing information that is common to both systems
such as new hire information and open positions.
For risk management, it was recognized very early in the design phase that
the proposed software for our claims volume and requirements was a bad
fit, so the risk management blueprint is a detailed specification for
developing a risk management solution that integrates with the HR
information in our new HR system. This blueprint can be implemented
using Travis County SAP developers.
Created on 01-24-2013
AGENDA REQUEST DEADLINE: All agenda requests and supporting materials must be submitted as a
pdf to
agenda@co.travis.tx.us
by Tuesdays at 5:00 p.m.
for the next week's meeting.
The third and last set of services removed from the contract with this
modification is fiscal year-end support for Phase 2 (HR and Payroll). The
BEFIT team has learned that fiscal year-end
in SAP for HR and Payroll
does not require any extra or different activities that warrant onsite support
from the vendor.
The removal of these three sets of services has the value
per a negotiated
agreement between LSI and Travis County of $296,400 but instead of
reducing the total value of the contract by $296,400, the BEFIT project
management team believes that it is in the best interest of Travis County to
leave the total contract value intact in order to receive extended Phase 2
post go-live support as we transition from project mode to production mode
with Travis County taking full ownership of the system and its support. The
current contract includes one month (January) of post go-live support by
LSI. With this contract modification, Travis County will have both functional
and technical support beyond January from LSI. The main reasons for
needing this extended support are:
Need for new computer programming related to maintenance of work
schedules. SAP requires correct work schedules, which was not the
case on HTE. The work schedules are currently maintained mostly in
various excel formats by each department but we need
a common
process and format.
Necessary changes related to reports, personnel actions and other
HR/Payroll functions will not be recognized by users until after go-live
and actual usage requiring computer programming work.
Vacancies in payroll.
Aggressive schedule, especially after Phase 1 delay, not allowing for
enough Phase 2 knowledge transfer for key technical skills. Hard to
fill technical positions only recently filled or still open also adds to the
need for extending the LSI time onsite.
Travis County requested go-live delay from November to February of
the vendor invoice management system OpenText resulting in the
need to extend support resources for first half of February.
Extended leave by one of the key team members.
At this time, the BEFIT project management team recommends approval of
this modification. This contract modification replaces a set of services
valued at $296,400 with a different set of services at equal value
resulting
in no change to the project BEFIT implementation services cost. They
believe that the change in implementation services represents good value
Created on 01-24-2013