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Contract for Accenture HR andTalent Management SystemImplementation Services –Approval of Workday HR andTalent Management Software asa Service (SaaS) SubscriptionAdministration CommitteeMay 25, 2021Rosa Medina-Cristobal, MPAVice President, Human ResourcesBrad J. CummingsVice President, ProcurementJulius Smith, Ph.D.Vice President, Chief Information Officer1
Digital DARTThe Big PictureApplications/DatabasesEnd 2
RecommendationApproval of a resolution authorizing the Interim President and Chief ExecutiveOfficer or his designee to award:C-2061898-01A 10-year contract to Precision Task Group Inc. for the provisionof Workday HR and Talent management software as a service[Contract No. C-2061898-01]; for a total combined authorizedamount not to exceed 5,679,923C-2061928-01A 4-year contract to Accenture LLP for implementation servicesrelating to the Workday HR and Talent management software[Contract No. C-2061928-01]; for a total combined authorizedamount not to exceed 3,403,8773
Background
What Lawson DoesGeneral ementOrder EntryActivityManagementPurchaseOrderEmployee &Mgr. SelfServiceRequisitionsSupplier nefitsContractManagementLAWSONBilling &RevenueMgmt.5
Background The Agency implemented Lawson Enterprise Resource Planning in thenineteen eighties. Infor is not adding any new features to the Lawson ERP and planning todiscontinue it in its current form Replacement of this critical system started in 2019 by defining thestrategy presented to DART Board in March of that year It is estimated to complete the replacement of all modules between2025 and 20266
Background The new system will:– Replace INFOR Lawson HR and Talent Management System,InfoStation HR & Talent Management Workflows, home-grownapplications and reports– Deliver an integrated platform capable of efficiently meeting DARTneeds, improving processes, facilitating data-driven decisionmaking and empowering employees to perform daily activities– Will provide a unified hub for HR services and informationultimately improving employee’s satisfaction– Enhance DART-wide communications, decision making, reporting,and regulatory compliance7
BackgroundMarch 2019 BoardBriefing:Lawson ERPReplacementStrategy &RoadmapFY 2020President/ExecutiveDirector’s Goals andPerformanceMeasures:Meet Lawson ERPsystemreplacementmilestones by09/30/20201 - Develop systemrequirements; and2 - Initiateprocurementprocess8
Background: ERP ReplacementCore HR & Talent Management System04 HypercarePost Go-Live SupportPhase 1 Discovery, Requirements & Acquisition001 HR Strategy & Priority03 Core HRM & TalentReplace Lawson HR & Talent021.Staffing Augmentation Contract2. HR and Talent System SaaS3. HR SaaS Implementation ServiceBoard Goal: 1 Develop system requirements & 2 Initiate procurement processQ12020Q2Q3Q4Q12021Q2Q3Q4Q1Q2Q3Q420229
Workday HR & TalentManagement
Workday Customers You MayKnowYour IndustryYour Daily Life7Your State/Best in State
Case Study: Denver RegionalTransportation DistrictREALIZING VALUECUSTOMER99% reduction in time to create RTD is a public agency dedicatedto serving the public and providingtransportation needs to 3.08 millionpeopleaccess and security profiles fornew hires 2,800 employeesWORKDAY IN ACTIONCHALLENGE Numerous manual and error proneHCM processes Getting the data into the hands of theusers that need it Inability to clearly understandfundamental metrics about theiremployees Improving understanding of all themetrics that make up the employeepopulation Account provisioning for new hireswas a manual and lengthy process Streamlining communications with allemployees“Having all the data in workday has been super helpful for analyzing compensation, whereemployees sit in different supervisory orgs, how many folks we have in everydepartment.furloughs, leave balances, etc.”Rahul Sood, CTO, Denver RTD93% increase in employeeself service usage20X - 30Xfaster rollout ofIT related projectsDetailed analysis ofheadcount analytics providesinformation in a matter of days vs amatter of months12
Core HR & Talent Management SystemImplementation Program ScopeCore HRStrategic HR Benefits Administration Compensation Administration Core HR Records Organizational Structure Position Management Compensation Planning Retiree Management Succession Planning Workforce PlanningTalent ManagementWorkforce Management Engagement Off-Boarding On-Boarding Performance Management Rewards & Recognition Talent Acquisition Disability Management Employee Relations Health & Safety Health & Wellness13
AccentureImplementationServices
Accenture’s Workday Practiceat a glance45and countingWorkday Government Clients300Workday Certified Consultantsfocused on Government andEducation119Workday Product Leads at Accenture20#1and countingRemote Go-Lives for Governmentsince April 202075 Workday Go-Lives forGovernment13YearsOf Workday Partnership – since2008In Execution and Innovation for theWorkday HCM Services Market inHFS’s Top 10 for Workday HumanCapital Management (HCM)Services 2021 report2021WinnerOf two Workday PartnerInnovation Awards: Government Media and Technology
Accenture Public SectorWorkday SuccessKnowledge and Experience Accenture’s Workday Practice has over 68 customers in the Government andEducation Sector- includes Cities, Counties, State entities and Special Districts Over 40 of those are live on Workday HR Accenture has experience migrating from Lawson at a Water District in LasVegas as well as organizations in Texas Accenture has utility live on Workday HR in Texas, a City live in Texas and a Cityin Texas that is in process
Procurement Process
Procurement Process Texas Department of Information Resources (DIR)– Available to Texas state agencies, local governments, cities, publicschool districts, counties, municipalities– Contracts awarded through open competition– Completes responsibility verifications– Diversity goal of 26%18
Procurement Process Proposal Evaluation Process:– In November 2020, the Authority requested scripteddemonstrations from Infor, Oracle, and Workday– The scripts were identical requiring suppliers to demonstrate keyfunction and technical system process in a set amount of time– Suppliers were requested to provide the same systemfunctionalities in the same timeframe to ensure equal comparison Demonstration otalRank90.994.2185.1187.783.3171290.473.9164.3319
Procurement Process Texas Department of Information Resources (DIR)– Precision Task Group (PTG) is the only approved re-seller of theWorkday ERP solution– Scope and price were negotiated with PTG/Workday– A comparison to the Independent Cost Estimate (ICE) and arecently awarded contract to the City of Dallas for similar Workdaymodules determined price fair and reasonable20
Expenditure JustificationBoard-Approved Expenditure JustificationNew Enterprise Resource Planning System Replacement ContractPURPOSE OFCONTRACT/AGREEMENTA.B.DOLLARAMOUNTContract C-2061898-01The purpose of this contractis to purchase Software as aService (SaaS) subscription toreplace the Lawson HR andTalent Management System,InfoStation HR & TalentWorkflows, home-grownapplications and reportsNot to exceed 5,679,923Contract C-2061928-01The purpose of this contractis to purchaseImplementation andIntegration ProfessionalServices to replace theLawson HR and TalentManagement System,InfoStation HR & TalentWorkflows, home-grownapplications and reports.Not to exceed 3,403,877CONTRACTTERMTen-year baseTYPE OFPROCUREMENTTexas DIR1.2.3.4.Is it necessary?Does it need to happen now?Can it be phased?Can we reduce the amount?1. Yes, Infor is not adding new features toLawson ERP is planning to discontinueit in its current form2. Yes, Infor is not adding new features toLawson ERP and planning todiscontinue it in its current form3. Yes, the overall project has beenFour-year baseTexas DIRstructured with a phasedimplementation. The Financial systemreplacement was removed from theproject. This phase addresses only theHR & Talent management systems.Further phasing is not possible.4. No, the overall project budget hasbeen reduced by adopting a phasedapproach.21
C-2061898-01 Contract ScopeTo provide Workday Software as a Service (SaaS) Subscription to replace Lawson EnterpriseResource Planning system (ERP) Core HR & Talent Management System, InfoStation HR &Talent Management Workflows, home-grown applications and reports. Includes followingmodules: Core HCM, Cloud Connect for Benefits, Recruiting, Cloud Connect for Third PartyPayroll and Prism Analytics Delivery Assurance, Training Credits , Training subscription and Adoption KitContract total cost: NTE 5,479,923Proposed Supplier: Precision Task Group, Inc.Cost & Price considerations: Indefinite Delivery/Indefinite Quantity contract Price is determined fair and reasonableIncluded in the Technology Capital budget for FY2021 and 20-year financial plan22
C-2061928-01 Contract ScopeContract term to provide Implementation and Integration Professional Services to replacethe Lawson HR and Talent Management System, InfoStation HR & Talent Workflows, homegrown applications and reports:Contract total cost NTE 3,403,877Proposed Supplier: Accenture LLPCost & Price considerations: Price is fair and reasonable based on a comparison to the Independent CostEstimate (ICE) and to the recent purchase of a Workday solution by the City ofDallas Included in the Technology Capital budget for FY2021 and 20-year financial plan23
Precision Task Group, Inc.LocationLocated in Houston, TexasExperienceClientsDiversityOver 30 years of experienceClients include Texas Departmentof Information Resources, GSAAdvantage, State of California26% M/WBE24
Accenture LLP.LocationTexas office in Austin, TXExperienceEmployeesClientsDiversityOver 30 years of experience50,000 employees45 Public sector clients including City of Dallas,City of Georgetown TX, Las Vegas Valley WaterDistrict, Iowa Dept. of Transportation26% M/WBE25
RecommendedContracts Award for BoardApprovalApproval of a resolution to:Contract C-2061898-01 Board approval of a resolution authorizing the InterimPresident & CEO or his designee to award a 10-yearcontract to Precision Task Group Inc. for a combinedaward amount not to exceed 5,679,923Contract C-2061928-01 Board approval of a resolution authorizing the InterimPresident & CEO or his designee to award a 4-yearcontract to Accenture LLP. for a combined awardamount not to exceed 3,403,877Approval of these contracts will support the achievementof DART Board Strategic Priority 4: Pursue excellencethrough employee engagement, diversity, developmentand well-being, and Priority 5: Enhance DART’s role as arecognized local, regional and national transportationleader26
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25.05.2021 · Contract for Accenture HR and Talent Management System Implementation Services – Approval of Workday HR and Talent Management Software as a Service (SaaS) Subscription Administration Committee. May 25, 2021. Rosa MedinaCristobal, MPA-Vice President, Human Resources. Brad J. Cummings. Vice President, Procurement. Julius Smith, Ph.D.
