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Meeting Date: March 21,2013

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REPORT

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Meeting Date: March 21,2013

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Regional Council

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DATE: March 7, 2013

REPORT TITLE: PROFESSIONAL TECHNICAL SERVICES TO UPDATE THE HUMAN RESOURCE

MANAGEMENT

DOCUMENT 2012-206P AND DOCUMENT 201 1-614P

FROM: R. Kent Gillespie, Commissioner of Employee and Business Services

RECOMMENDATION

That the contract (Document 2012-206P) for the supply of Professional Technical Services for the Implementation of Various Peoplesoft Modules including: Time and Labour with Absence Management, eBenefits, Talent Acquisition Manager and Applicant Gateway and Enterprise Learning Management as well as the up-date of the Peoplesoft HRMS system to version 9.2 be awarded to Spyre Solutions Inc. i n the estimated amount of $2,212,615 (excluding applicable taxes) in accordance with Purchasing By-law 63- 2008;

And further, that the Commissioner of Employee and Business Services be authorized to execute the required agreements with Spyre Solutions Inc. together with such further documents that may be required;

And further, that the contract (Document 2011-614P) for the design and implementation of the Peoplesoft Benefit Administration module awarded to Spyre Solutions Inc. be increased by $150,000 for a revised total commitment of $486,400 (excluding applicable taxes) for additional design services.

March 7, 2013

PROFESSIONAL TECHNICAL SER\/ICES TO UPDATE THE HUMAN RESOURCE MANAGEMENT SYSTEM (HRMS)

DOCUMENT 20112-206P AND DOCUMENT 2011 1-614'

Q Since 11996, the Region of Peel and Peel Regional Police have used certain

modules of the Peoplesoft Human Resources Management System (HRMS) to automate several of its human resources processes including payroll.

Internal Audit recommendations pointed to the need to bring greater automation to some of the Region's human resources processes for greater efficiency and to provide better controls and reduce risk in relation to these processes.

Staff have been implementing new modules and this work is continuing.

s In addition, the whole Peoplesoft HRMS system is nearing the end of its support

life under the current version and must be updated to the new version.

Professional Technical services are required to carry out these implementations and the update to the new version.

e _{An existing contract for the Benefits Administration module implementation will}

DISCUSSION

1. Background

Since 1996, the Region of Peel has been using a computer software system known as Peoplesoft to automate some of its human resources processes, including its payroll function. This Peoplesoft system is used today by both the Region of Peel and Peel Regional Police, and the Region uses it to provide payroll services for Credit Valley Conservation. Since that time, the Peoplesoft company has been purchased by a company called Oracle and so the Peoplesoft software is one of the Oracle software offerings.

The Peoplesoft system has many modules that automate and support common human resources processes and is sometimes known as a Human Resources Management System (HRMS). Although the Region of Peel has implemented some of the modules, it has not implemented several of the modules that automate some key processes that are available in HRMS.

In recent years a central theme of internal audit recommendations has been the need to make greater use of technology to automate human recourses processes. Regional Staff have been working on implementing HRMS modules to achieve greater efficiency and enhance controls that reduce risk. For example, the "Position Management" module has enhanced management's ability to have real time information on staffing levels, structures and employee status and an accurate and authoritative source of information for budget purposes. This has allowed the reduction of many hours of intensive work in the budget cycle and in day to day management as well as providing a higher level of control and mitigation of the risks.

Staff are continuing to implement further HRMS modules that will control risks and also achieve further efficiencies in human resources management.

At the same time that the implementation of further modules has been proceeding, the overall Peoplesoft HRMS is coming up to the end of the support life of the version currently

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March 7, 2013

PROFESSIONAL TECHNICAL SERVICES TO UPDATE THE HUMAN RESOURCE ~ANAGEMENT SYSTEM (HRMS)

DOCUMENT 2012-206P AND DOCUMENT 201 1 -614P

in use at the Region of Peel and Peel Regional Police. This is typical for major software systems in that a version can be modified and up-dated for only so long before a major system up-grade to a new version is required that incorporates the previous changes. When this happens, the software vendor will set a date for discontinuation of support for the older version. An example of a support function is the regular up-dating of the payroll system with modifications that allow it to be in compliance with the latest version of the income tax rules. PeoplesofVOracle will no longer offer these supports for the version Peel is using in 2014. This will require Peel to upgrade the system to the latest version, version

9.2 to be able to process the 2014 payroll.

This report relates to the competitive procurement of professional technical services for both the continuation of implementation of further modules in HRMS as well as the services required to upgrade HRMS to the latest version. In the case of the Benefits Administration module, implementation services have already been procured, however, recent decisions on benefits will require additional services and under that contract which will require an extension.

While the Region of Peel does have staff that can provide technical support and administration of HRMS, it does not have the staff in house with the required expertise and level of staff resources to carry out the implementation of new modules and a major upgrade of HRMS. Professional technical services must be retained through a Request for Proposal (RFP) procurement for these services.

2. Document 201 1 -614P

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The Benefits Administration module is used in conjunction with the Base Benefits module and automates the employee enrolment process into the appropriate benefit plan for union and non-union staff. The Benefits Administration implementation work was awarded to Spyre Solutions Inc. under RFP Document 201 1-614P. The current approved value of this contract is $336,400.

In December 2012, Regional Council approved a change benefit providers for the Paramedic Ontario Public Service Employee Union (OPSEU) employees effective April I , 2013. It is estimated that the change in benefit providers will save the Region of Peel $320,000 annually. However, this will require the OPSEU benefit plan and associated rules to be set-up in HRMS and this work was not included in the scope of work under the contract approved in 201 1. To date, Spyre Solutions Inc. has performed well in completing the awarded work and is able to commit the existing project personnel for the time required to complete the necessary work associated with the change in benefit provider for this group of employees. The additional scope of work is estimated to cost $150,000 to complete and would be billed at the same rates as originally quoted.

3. Procurement Process

The Region issued a Request for Proposal (RFP) to engage a vendor for the supply of Professional Technical Services for the lmplementation of Various Peoplesoft Modules and the up-date of the HRMS to the new version.

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March 7, 201 3

PROFESSIONAL TECHNICAL SERVICES TO UPDATE THE HUMAN RESOURCE MANAGEMENT SYSTEIM (HRMS)

DOCUMENT 2012-206P AND DOCUMENT 201 1 -6'14P

The Region issued RFP Document 2012-20613 on October 4, 2012 and it was publicly advertised on Merx, an internet purchasing service, as well as the Region of Peel's and Ontario Public Buyers Association's Internet sites. This document was issued to 42 vendors with four compliant submissions received on the closing date of November 16, 2012, from; BTRG Canada Inc., Emtec Services Canada Corporation, Katalogic Inc., and Spyre Solutions Inc.

The proposals were evaluated in two parts: the first being the technical component and the second the financial component. The Evaluation Team reviewed the submissions in accordance with set criteria. The evaluation criteria included vendor profile, proposed team experience, implementation methodology, project team governance structure, high level project plans and a vendor interview. BTRG and Spyre Solutions Inc. were shortlisted to participate in a vendor interview.

Upon completion of the vendor interview, both vendor submissions were deemed to meet the needs of the Region and entered into the second phase of the evaluation where the purchasing representative opened their financial proposals and completed the financial analysis. The scores were then combined and the overall ranking determined.

The evaluation summary is as follows:

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Mississauga, ON Toronto, ON BTRG Canada Inc.

* Note: The price comparison reflects a base price plus the application of hourly rates for a fixed amount of optional work.

(80 per cent) 1

The proposal submitted by Spyre Solutions Inc. received the highest score when assessing the combination of technical proficiency and price. The vendor demonstrated a thorough understanding of the assignment and proposed a comprehensive solution.

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The staff evaluation committee has concluded that Spyre Solutions Inc. has a solid track record of providing similar services to the Region and other large public and private sector organizations and the proposal submitted by Spyre Solutions Inc. provides the best overall value to the Region of Peel.

(20 per cent) 1

4. Proposed Direction

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Staff recommends that Spyre Solutions Inc. be awarded the contract (Document 2012- 206P) to upgrade HRMS and implement new functionality in the estimated amount of $2,212,615 (exclusive of applicable taxes).

Submitted* $2,212,615

Staff also recommends that the current contract (Document 201 1-614P) to Spyre Solutions Inc. for the Benefit Administration Module implementation be increased by $1 50,000 (exclusive of applicable taxes) to facilitate the change in benefit provider for the Paramedic Ranking

1 $3,082,155 2

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PROFESSIONAL TECHNICAL SERVICES TO UPDATE THE HUMAN RESOURCE MANAGEMENT SYSTEM (HRMS)

DOCUMENT 2012-2061' AND DOCUMENT 20M-6'14P

OPSEU employees prior to May 2013. The additional costs should be funded from the savings generated from changing benefit.providers.

FINANCIAL IMPLICATIONS

Sufficient funding is available in HRMS capital budget under capital project number 13-7056 to accommodate the contract to upgrade and implement new functionality as recommended.

Since 1996, the Region of Peel and Peel Regional Police have used certain modules of the Peoplesoft Human Resources Management System (HRMS) to automate several of its human ,resources processes including payroll. Internal Audit recommendations pointed to the need to bring greater automation to the Region's human resources processes for greater efficiency and to provide better controls and reduce risk in relation to these processes. Staff have begun implementations of new modules and this work is continuing. In addition, the whole Peoplesoft HRMS system is nearing the end of its support life under the current version and must be updated to the new version. Professional Technical services are required to carry out these implementations and the update to the new version, An existing contract for the Benefits Administration module implementation will require an extension to accommodate a change of benefit carriers for the Paramedic OPSEU benefits. The remaining module implementations and

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R. Kent Gillespie .

Commissioner of E

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Approved for Submission:

D. Szwarc, Chief Administrative Officer

For further information regarding this report, please contact Jeff MacCrae at extension 3543 or via email at jefLmaccrae@peelregion.ca

c. Legislative Services

J. Macintyre, Director of Purchasing and Project Management 3Manager, Financial Support Unit (FSU)