ERP Project Manager

Response Deadline: June 17, by 5 pm EST.

Term: The term of the purchase order (PO) resulting from this RFQ shall have an anticipated start date of July 1, 2024, through June 30, 2025.

Work Hours: Work hours shall be from 8 a.m. - 5 p.m., Monday through Friday, 40 hours a week.

Location: The Contractor's employee is expected to work onsite at 4050 Esplanade Way, Tallahassee, Florida.

NOTE: We need to provide three (3) References for the proposed candidate.Each reference must include the following information:

• Organization name;

• Contact name, number, and email address;

• Project name and description;

• Project dates; and

• Brief description of the Project.

Also, Resume self certification form (Exhibit E) needs to be submitted for the proposed candidate.

Objective: The State of Florida, Department of Management Services (DMS) is seeking staff augmentation resources to assist with implementation services to incorporate data from each of the twenty-eight (28) state colleges into the current human resources information system (HRIS), People First, for benefits enrollment and administration.

Description of Duties: The Project Manager oversees the entire implementation and operation process, sets project goals and timelines, and ensures coordination among team members. The Project Manager is responsible for managing resources, budget, and communication with stakeholders.

Project Overview:

The Department is to establish and maintain a human resource information system (HRIS), known as People First. The People First System is a self-service, secure, web based HRIS comprised of modular technologies that supports a scope of services, that includes, but is not limited to, the following:

• Appointments and status

• Time and attendance

• Insurance benefits administration

• Classification and organizational management

• Payroll preparation

• Talent management (Performance management, Recruitment, Learning Management, and Onboarding),

• Reporting, with an external data warehouse component and separate report building tool (SAP Business Objects).

The primary application supporting the People First System is built using SAP HR software version ECC 6.0 HR on Net Weaver 7.5. This system utilizes a three-tiered architecture (web, application, and database) that operates on a SuSE Linux Enterprise Server 12 operating system. System data of approximately 6 terabytes is maintained in an Oracle database and extracted each night to a custom data warehouse, running on an Oracle database. The People First data maintained in the data warehouse is approximately 4 terabytes including data from the legacy HRIS.

Scope of Work: Services will include project management and coordination of activities between each of the twenty-eight (28) colleges, the DMS team and the People First/DMS contracted partner (NGA/Alight) with all activities related to incorporating each college in the People First System for benefits enrollment and administration. Each college will maintain their own HRIS but will use the People First System for benefit elections that are available through the SGIP offerings.

The services will focus on coordination of activities between all parties in general, and specifically, in relation to establishing FTP connection with each college and the provider, adoption of the four (4) interface files by each of the twenty-eight (28) colleges used to coordinate benefits administration between each college and the People First System, successfully completing user acceptance testing with each of the colleges, and processing production files prior to the 2024 open enrollment cycle (open enrollment begins October 7, 2024) for a January 1, 2025 effective date. The entire Florida College System (FCS) population for all twenty-eight (28) colleges is approximately 20,000 benefit eligible employees.

The Department is seeking Contract Staff who have experience in information technology systems and the creation of educational, general communication, and training materials specific to the SGIP.

The Project Team will have a singular focus on collaborating with the DMS and the twenty-eight (28) colleges, ensuring successful development and implementation as described herein, including documenting the necessary requirements

Project Management Plan:

The Project Management Plan shall include, but not be limited to, the following:

a. A detailed description of how the Project Manager plans to execute the services described in this RFQ. The description must include methodologies, strategies, standards, and approaches for executing each activity within the Scope of Work.

b. Activities assigned to each position.

c. A description of the deliverables the Vendor will produce as a result of the activities.

Project Schedule: The Project Schedule shall include, but not be limited to, the following:

a. A schedule of project activities for the Project, including associated due dates.

b. The Project Schedule shall be maintained and modified as mutually agreed upon throughout the term of the resultant PO.The Project Management Plan and Project schedule shall be final within fifteen (15) Business Days of PO issuance.

The Project Team shall, at a minimum:

• Provide oversight of all aspects of the FCS project and keep the work on schedule;
• Coordinate and attend project meetings, including scheduling, creating agendas, documenting meeting minutes, action items and decisions;
• Maintain all project documents created or received by the Contractor on a Department SharePoint site;
• Document, monitor, and advise the Department on mitigating project issues and risks;
• Provide input to the Department Contract Manager and staff for Project planning to accomplish Project goals within constraints such as time, cost, and agreed quality standards; and furnish timely feedback to the Department Contract Manger within the timeframe identified by the Department;
• Serve as an extension of the DMS staff and may serve as a single point of contact for the Project; and
• Appear before Department-identified external and internal Project stakeholders to answer questions about the Project and serve as a liaison between the Department's Team and Project stakeholders.
• Assist in preparing communications, training materials, and other resources.
• Assist with conducting and participating in training, benefit fairs, and other similar activities.
• Assist with any other project-related activities as determined by the Department.

The Project Team shall provide Project direction to include, at a minimum:

• Providing project subject matter expertise to DMS regarding the project;
• Participating with DMS in all design and interface activities; and
• Performing data analysis, as required by the project.