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Infosword Consulting Request for Proposal 05/01/2012

Oklahoma City University

Request for Proposal IT6633-30 Strategic Information

Infosword Consulting May 1, 2012


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Infosword Consulting Request for Proposal 05/01/2012

Letter of Transmittal... 4 Oklahoma City University Request for Proposal 5 Executive Summary.... 6 Section 1 Background and Instructions... 10 Attachment A Oklahoma City University Background Information.. 10 Overview of Oklahoma City University Industry and Business Profile 10 Oklahoma City University Mission Statement.. 10 Specializations Inside Oklahoma City University 11 Attachment B Oklahoma City University Technology 12 Current Technology Infrastructure.... 12 New Technology Vision 14 Attachment C - OCU HR 2012 Project Scope and Milestone... 15 Project Scope........................................................... 15 Scope of RFP. 15 Infosword Consulting Role................. 16 OCU HR 2012 Project Organization 17 Attachment D Directions for RFP Respondents. 21 Response Guidelines............. 21 Section 2 Requirements.23 Attachment E Vendor and Service Profile..........................23 Company Information................................................... 23 Project Experience. 23 Oklahoma City University Specific Requirements...... 25 Vendors Addendum... 25 Attachment F System Requirements 26 Attachment G Volumes.... 31 Current Application Transaction Volumes.... 31 Future Application Transaction Volumes.. 31 Attachment H - OCU HR 2012 Project Schedule...... 32 Section 3 Technical Discussions and Diagrams...33 Attachment I - Information Uses.................... 33 Repository........ 33 Attachment J New Information Vision..... 34 Attachment K OCU HR 2012 Process and Deliverable.......... 35
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Attachment L OCU HR 2012 Project Scope & Strategic Objective....................37 Attachment M OCU HR 2012 Project Progress..........39 Attachment N Phased Implementation Processess. .... 40 Attachment O Future Oklahoma City University Application Architecture....41 Attachment P Technical Architecture..42 Section 4 Request for Proposal Informational Material 44 Attachment Q List of Prospective Vendors...... 44 Attachment R - Infosword Consulting Background.... 45 Attachment S Oklahoma City University Literature.46

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Letter of Transmittal May 1, 2012

Dear Vendor: This is a Request for Proposal.


Oklahoma City University is seeking qualified respondents to provide application software for our OCU HR 2012 Project. We plan to reengineer our major application systems from a legacy environment to a new and more modern platform. We have established a technology strategy for the OCU HR 2012 Project, beginning with our project mission and objectives, which is included in the enclosed document, along with planned project milestones and activities. We are soliciting proposals from vendors who can provide the application software described in the enclosed Request for Proposal (RFP). This RFP provides details about our business, our technology strategy, and specific information about current systems and future requirements. It has attachments with sufficient detail to establish a consistent basis for evaluating the vendors who respond to this RFP and their services. This RFP explains our expectations and response information. All vendor responses will be evaluated by the Oklahoma City University team, which includes the members of our ITS Steering Committee and our Technology Advisor. Vendors who demonstrate that their application software qualifications can provide significant benefits to the OCU HR 2012 Project will be invited to visit (Oklahoma City University) to receive additional information regarding OCU HR 2012 Project prior to submitting a best and final offer. As you know, information contained within the attached RFP is confidential and it is not to be disclosed to any third party under any circumstances, we appreciate your consideration and assistance in this matter and look forward to receiving your response Very Truly Yours,

Joey Croslin Chief Human Resources Officer Oklahoma City University cc: Oklahoma City University Selection Team

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Oklahoma City University Request for Proposal

This RFP was submitted on: Tuesday, May 1, 2012 Main Facility Location: Oklahoma City University; Oklahoma City, Oklahoma Type of Facility: Education Phone: (405) 208-5000 Best Time to Call: Morning Additional Facility Locations: Ardmore, OK; Tinker AFB, OK; Vancouver, BC; Singapore, China Anticipated Test Date: July 9, 2012 Last Test By: August 6, 2012 Test Parameters: Reason for Testing: Implement a new Human Resources System Statement of Work: Provide manpower, materials and equipment for new Human Resources application that would provide efficiency and stability.

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Executive Summary
Our organization is focused upon one goal: to maximize the quality of service to our customers. It has become clear to us that, in order to provide world-class customer service, we must deploy information in ways that our current computer systems cannot manage. Therefore, we have initiated the OCU HR 2012 project to enhance our ability to provide customer service through the use of information technology. OCU HR 2012 Project has, in fact, already begun. This RFP represents the compilation of work from Milestone 3. The following diagram depicts both progress to date and future plans.

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Infosword Consulting (Infosword) was selected in Milestone 2 as our overall system integrator for the OCU HR 2012 Project. Infosword has assisted us by documenting our current systems and writing this RFP. We have contracted with Infosword to act as systems integrator for the remainder of this project. We also anticipate a long-term relationship with the winning respondent to this RFP. This kind of relationship is part of our plan to provide exemplary service to our customers because we believe that we will receive better support from companies who are our partners than from those who are simply our vendors.

Our strong employee emphasis may be described in a number of ways. From an application perspective, employee information is the core of our data infrastructure, operations, and decision support applications. We will pursue a phased approach in replacing out applications. We will replace our core application systems (i.e., Personal Administration first, and replace our other systems in an order to be decided upon in later phase of the OCU HR 2012. From a systems perspective, employee data, supported by standard human resources systems, form the core of our business. Other related systems play supporting roles that use the foundation of employee and human resources data.

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Benefits

Compensation

Human Resources

Employee Admin.

Employees

Recruiting

Training

These two perspectives have been included to reinforce the purpose of this RFP, which is to procure a financial system that is mature, robust, and tunable. The human resources system must be adaptable to support our employee data and be extensible to meet the system requirements defined in this RFP.

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Phase Implementation Processes Current Current Platform Future Platform

Employee Admin.

Benefits

Compensation

Recruiting

Training

Interim Current Platform Future Platform

Employee Admin.

Compensation

Benefits

Recruiting

Training

Completion Current Platform Future Platform

Employee Benefits Compensation Admin.

Recruiting

Training

Because this approach requires the movement of mission-critical systems to a new processing environment, we will place strong emphasis upon the testing, implementation and data conversion abilities of the respondents. We have included a wide variety of information in the attachments in this RFP. We hope that you will use this information to develop a clear response that is tailored to our needs. We hope to partner with you to provide effective human resources tools for our internal employees at Oklahoma City University.

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Addendum Section 1 -Background and Instructions Attachment A Oklahoma City University Background Information Overview of Oklahoma City University
Oklahoma City University, often referred to as OCU, is a coeducational, urban, private university historically affiliated with the United Methodist Church. Oklahoma City University began as Epworth University by local developer Anton Classen in the early 1900s. After the school ran into financial difficulties, Epworth closed in 1911. At the same time the church formed Oklahoma Methodist University in Guthrie, Oklahoma. After a few years the school's trustees developed a plan to close the school in Guthrie and relocate to Oklahoma City. The school opened in Oklahoma City as Oklahoma City College in 1922 from funding from the Methodist congregations. The university offers undergraduate, graduate and doctoral degrees, organized into eight colleges and schools and one Methodist seminary. Students can major in more than 70 undergraduate majors, 17 graduate degrees, including a JD, MBA and PhD in Nursing, and an Adult Studies Program for working adults to earn a Bachelor of Science or Bachelor of Arts degree. The university has approximately 4,000 students, including 1,600 graduate students.[3] OCU has a large student life network including athletics, honor societies, clubs and student organizations, and fraternities and sororities. OCU athletic teams are known as the Stars. The University competes as a member NAIA within the Sooner Athletic Conference. The official school and athletic colors are blue and white. Alumni and former students have gone on to prominent careers in government and law, business, education, sports, arts, and entertainment.

Our Mission Statement


Oklahoma City University embraces the United Methodist tradition of scholarship and service and welcomes all faiths in a culturally rich community dedicated to student success. Men and women pursue academic excellence through a rigorous curriculum focused on students intellectual, moral, and spiritual development to prepare them to become effective leaders in service to their communities.

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Oklahoma City University. Specializes In:


Academic Affairs Addiction Prevention Studies Admin Info Systems Admissions Alumni Art Department Arts and Sciences Athletics Audio Visual Baptist Collegiate Ministries Baseball Basketball - Men Basketball - Women Biology Book Store Business Intelligence Business School Campus Technology Help Desk Campus Technology Services Career Services Catholic Student Union Center for Excellence in Teaching/Learning Chapel Cheerleading Church Relations Costume Shop/Theatre Communications/Marketing Counseling Services Cross Country/Track Dance/Arts Management E-Mail Services ELS Education English Enrollment Services Facilities Financial Accounting Services Food Service General Counsel Innocence Clinic Inst Research Assessment Law School Law Technology Services Library Mail Center Math and Sciences Montessori Moving Image Arts Music School Network Services Nursing Police Department President, Office of Registrar Religion Risk Management SACE Saint Paul at OCU Soccer Sociology/Justice Studies Softball Special Events Student Accounts Student Affairs Student Financial Services Student Health Services Student Life TESOL Telecommunications Theatre Univ Advancement/Ext Rel Volleyball Wrestling

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Attachment B Oklahoma City University Technology Current Technology Infrastructure Definition


A technical Architecture defines how systems are structured to provide enterprise wide solutions, how various components and layers interact, and which tools, protocols and interfaces are used for communication between platforms, data and applications.

Current
Contact was made with Lynette Martin, Assistant Director of Student Success, who works directly under Benjamin Chang, Director of Administrative Information Systems. Through conversation, currently Oklahoma City University is satisfied with their BANNER system, though they are considering upgrades within their current setup. Due to the large and complex network, they have issues relating to upgrades as most companies do. The cost involved and overall system-wide integration would take a lot of effort and man hours. In completing the conversation with Ms. Martin, the assumptions made were Oklahoma City University may have issues with system wide implementation versus cost. Unfortunately, due to security reasons, she was unable to divulge the full details of their projects. Benjamin Chang was unavailable for direct comments.

Foundation Applications
The leading process is a BANNER system fully integrated into the network and has been implemented company wide. Core applications have all been developed in-house and also outsourced over the years. The IT structure is run on per section bases, and as we have seen in other companies, they are looking for network wide compliance. There is a necessary requirement in our IT industry that will create thousands of jobs over the next decade. The Human Resource application is comprised of Compensation, Benefits, Employee administration, Recruiting, and Training. These are the key requirements of this Request for Proposal. There are numerous other applications that are required to support the human resources business model. The selected software must be vastly superior in quality to operate the employee base.

Objectives
The objectives of a technical Architecture are to ensure interoperability between disparate systems and applications, as well as data integrity and platform connectivity among and between new and legacy systems.

Use
The Technical architecture is used by the enterprise to guide Information Technology asset standardization, Compensation, Benefits, Employee administration, Recruiting, and Training.

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Desktop Hardware and Software


Desktop Workstation Intel Corei3 Processor Scalable at the processor and circuit board levels in an equipment family 64 bit or higher Microsoft Windows7 Operating System Microsoft Office Suite 1st tier client/server 3rd and 4th Generation Languages and Internet enabled deployment tools

Desktop Software

Optional Software

Server Hardware and Software


Server Hardware Open Systems provide full functionality in a Heterogeneous environment Scalable at the processor and circuit board levels in an equipment family Open Systems with a preference for Microsoft Server 1st and UNIX 2nd 2nd and/ or 3rd tier client/server Ethernet and ATM for video as needed LAN Topology Cable and Frame Relay WAN transport TCP/IP LAN and WAN protocol Internet and Intranet enabled

Server Software

Networks
Network Services

Repository
Relational Database Oracle Data access will be centralized Remote users may require/use distributed (replicated) subsets

Legacy Components
Centralized Processing IBM ES 9000 hardware and software Operating system software and utilities OLTP and batch process applications COBOL, 4th generation application languages and report writers Oracle database and conventional file structures

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Standards
Oklahoma City University is a Microsoft shop, having standardized on Microsoft Office for the desktop tools and a combination of Windows 7 workstation, and Windows XP for client systems. We are positioning for a future client/server environment by upgrading to higher end processors during the last year. The database architecture is Oracle.

New Technology Vision


The new environment will be based upon commercial off the shelf application software utilizing the following technology standards and components from proven independent software vendors: 1. Client/Server Application Architecture 2. Oracle Relational Database Management Systems 3. Internet Operability 4. Integrated Enterprise wide Applications

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Attachment C: OCU HR 2012 Project Scope and Milestones Project Scope


OCU HR 2012 will reengineer the majority of our systems. Planning for this project began earlier in 2012, with project completion scheduled for August 13, 2012. This RFP provides a road map of the OCU HR 2012 journey. The scope of this project includes all functions, processes, and information needs required to satisfy our Mission and Strategic Objectives.

OCU HR 2012 Mission


Reengineer our Oklahoma City University computer application systems to provide the technology resources needed to support Oklahoma City Universitys employee operations for the foreseeable future.

Strategic Objectives:
1. Provide timely and comprehensive information to Oklahoma City University staff, business partners and customers. 2. Empower Oklahoma City University staff with modern information tools. 3. Position Oklahoma City University to take advantage of current and future software to improve customer service and productivity. 4. Enable ITS to more quickly respond to changing business requirements and opportunities. 5. Support Oklahoma City University long-range technology initiatives. The above figure was used in Milestone 1 and was a part of the Request for Information that was sent to systems integrators. It has been included in this RFP to provide historical context only and should not be considered when formulating your response.

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Infosword Consulting Role


To date we have been pleased with the results produced by Infosword Consulting and have retained services for Milestones 4 and 5 of our Oklahoma City University project. Oklahoma City University Infosword Consulting will work as members of the team in the evaluation of the RFP responses. Some tasks which Infosword Consulting will perform include: Milestone 4: RFP Responses o Evaluate the Request for Proposal o Perform Volume Metrics o Develop Bridging Techniques o Scope Year 2012 Impact o Address Conversion Needs and Issues o Identify Reporting Requirements o Identify Testing Requirements o Identify Information Technology Operational Requirements Milestone 5: Vendor Selection o Manage Vendor Interaction o Evaluate Vendor Presentations o Select Vendor and Software o Develop Preliminary Training Plan o Develop Preliminary Implementation Plan o Develop Preliminary Implementation Budget o Define Preliminary Testing Requirements

A large part of Infosword Consulting role will be to bring the winning respondent up to speed in the project. Infosword Consulting will be the primary point of contact for questions.

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OCU HR 2012 Project Organization System Integrator Organization Chart

Executive Sponsor (Mary Jenkins)

Project Director (Joey Croslin)

Technical Advisor (Raj)

Project Manager (Deepak)

System Integrator

Selected Vendor

Database Administrator

Software

Software Bridging

Software Customization

Legacy Bridging

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OCU HR 2012 Oklahoma City University Project Progress


Oklahoma City University legacy information systems will be evolved into new client/server environment over time. There are several complementary efforts which are under way will leverage the data repository. New Information Technology Architecture will be purchased and will enable and support new applications. The new architecture can be extended and expanded for future growth and changing information. Client/server applications will be purchased and are expected to preserve data integrity and to allow greater flexibility in accessing the data repository. Business Applications can be improved under new architecture and new client/server applications.

Oklahoma City University legacy information systems will be evolved into a new client/server environment over time. There are several complementary efforts under way which will leverage the data repository. New Information Technology Architecture will be purchased and will enable and support new applications. The new architecture can be extended and expanded for future growth and changing information. Client/server applications will be purchased and are expected to preserve data integrity and to allow greater flexibility in accessing the data repository. Business Applications can be improved under new architecture and new client/server applications.

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Future Oklahoma City University Application Architecture End User Environment


(Client) User Interface LAN Environment

Reporting Tools Purchased Application

Office Application HCIS Application

LAN-based Application

Network TCP/IP Operating System (Windows 7)

Network TCP/IP Operating System (Windows Server)

Purchased Applications

Reporting Tools

Oracle

Network TCP/IP Operating System (UNIX server)

Application Execution Environment (Server)

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Future Oklahoma City University Application Architecture Application Layer


Oracle will be the core of future application in the future. Oracle has been selected as the Relational Database Management System for the new system. The various components of the application architecture are expected to interface through the data and not necessarily with each other. Besides the database, multiple vendors and tools will be employed to provide complete solution. Each of the segments below is expected to have both client and server components.

Purchased Applications
There are a number of applications that Oklahoma City University could purchase instead of developing in house. The applications under consideration follow: Employee Administration Compensation Benefits Recruiting Training

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Attachment D Directions for RFP Respondents


This attachment describes general vendor requirements. It also makes reference to specific system, function, and operational requirements, which the successful RFP respondents must satisfy. Further, it contains detailed information we require from vendors regarding their ability to become the ISV for Oklahoma City University

Response Guidelines Submission Procedures

Topic

Instructions
Prospective vendors are asked to submit all materials to: Joey Croslin Chief Human Resource Officer Oklahoma City University 2501 North Blackwelder Oklahoma City, OK 73106-1493 Telephone: (405) 208-5075 Personal Fax: (405) 208-6041

Response to the Request for Proposal

Communications

Questions will be accepted from May 1 through May 14, 2012. To facilitate an efficient process, all communication between the vendor and Oklahoma City University must be conducted through a designated executive level vendor representative to the Oklahoma City University OCU HR 2012 Project Manager, Deepak at (405) 226-3965.

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Summary of Vendor Instructions

Topic Requested Vendor Material

Instructions
Vendors who elect to participate in this process must send One original and four (4) copies of all requested material to Joey Croslin at address designated above. The response must be received no later than 05:00 PM on May 14, 2012. Please refer to Attachment E Vendor and Service Profile of this RFP for the instructions regarding the proposal content. Mail RFP to all participating software vendors

Release RFP May 1, 2012

Vendors Conference May 7, 2012

All vendors are encouraged to attend a vendors conference at Oklahoma City University, Oklahoma City, Oklahoma.

RFP Responses May 14, 2012

Vendor responses to the RFP are due no later than 05:00 p.m. Central Time. See Attachment E Vendor and Service Profile.

Determine Finalists July 16, 2012


Each of the finalists will spend a day at Oklahoma City University

Vendor Briefing July 18 July 20, 2012

Vendor Presentations July 23, 2012 Choose Vendor August 6, 2012 Sign Contract August 23, 2012

Each of the finalists will make a presentation of their software to Oklahoma City University staff.

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Section 2 - Requirements Attachment E Vendor and Service Profile Company Information Company Background
The organization and size of the company, and whether their corporate headquarters is local, regional, national or international. The location of the office that will be responsible for the completion of the work. Provide an associated level of skill by staff member and average years of experience of the Information Systems / Technology organization. A brief history of your company. The number of employees and their distribution by function.

Sales Literature
Sales brochures and other printed materials that will assist us in understanding how your organization is structured and does business.

Published Articles, Competitive Comparisons and Testimonials


A list of published articles along with authors and dates. Include any articles that will be germane to this project. Examples of situations where your organization has a competitive advantage over other ISVs. Testimonials of applicable services rendered for other clients.

Standard Contracts
A standard contract for this engagement. We reserve the right to negotiate this agreement.

Financial Statements
Annual reports and/or financial statements for the past three years. Timing of fiscal year. All business activities that the company either represents and/or in which the company has any financial interests.

Project Experience Detailed Descriptions of Similar Projects


A summary of at least three projects completed within the last two years. Include projects
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that are comparable to the OCU HR 2012 project. Each reference should detail the scope of the assignment, the client type, size, and the deliverables.

Reference 9 Accounts
Describe your customer base. Provide a minimum of nine (9) customer references that are comparable to Oklahoma City University, Human Resource Department in size, scope and type of services requested. Three (3) of these accounts shall be implementations in the last six (6) months, three (3) of these accounts shall have been installed in excess of two years and the remaining three (3) may be of your choice. Do not include any conversion from manual systems in the reference list. Include: 1. 2. 3. 4. 5. 6. 7. Customer Name Address Contact name, title, and current telephone number Type of Industry Number of employees Years established as a customer Operating environments

Resumes
Resumes for the individuals who will be assigned to the OCU HR 2012 project. If there may be a choice of people, please include all resumes. Prior to entering into an engagement, Oklahoma City University, Human Resource Department would like to interview the associates who will be assigned to the account.

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Oklahoma City University, Human Resource Department Specific Requirements

Cost
A complete outline of all costs that will be incurred with the OCU HR 2012 project. Include the cost of the engagement, daily contractor fees, estimated travel and lodging expenses, materials costs and outside costs for Oklahoma City University, Human Resource Department associates.

Project Plan
A detailed project plan for Milestone 6 of the OCU HR 2012 project. Include estimates of vendor and Oklahoma City University, Human Resource Department hours, a proposed time line, vendors view of the scope of the project and a general project plan Milestone 6.

Vendor Addendum
Describe those elements that differentiate your organization from other vendors. Describe any current legal issues or constraints. Discuss your current research and development activities. Editorialize in this area on why Oklahoma City University, Human Resource Department should engage your company as our ISV Partner.

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Attachment F System Requirements System Software Requirements Mandatory Features and Functions

Functionality 1. 2. 3. 4. Web secure Architecture Relational Database Consistent look and feel across applications Operability features (e.g., menu navigation, report requests, etc.) 5. On-line help with detail provided at the field level 6. Access to other system functions from any screen or window 7. Pull-down menu navigation ( or similar menu navigation style) 8. Meaningful error messages, including indication of severity level 9. 32-bit Microsoft Graphical User Interface (GUI) 10. Real-time field validation Customization/Setup 1. 2. 3. 4. Multiple currencies (including user-defined currencies) On-line currency maintenance Multiple level security with on-line real-time maintenance User-definable fields

Reporting 1. On-line report viewing without having to print the report

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System Software Requirements (Continued)

Desirable Features 1. Both graphical and character user interface 2. Multiple Document Interface (MDI) 3. Windows cut, copy and paste Customization / Setup 1. User-customizable help text 2. Password-secured, user-defined security setup at the following a. Operator b. System c. Screen / window d. Organization Reporting 1. Full-featured ad-hoc reporting

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Human Resources Mandatory Features and Functions Y N M W I

Employee Administration 1. Manage the employee maintenance process 2. Keep track of part time employees 3. Keep track of employee training 4. Keep track of employee performance appraisals 5. Manage position descriptions 6. Provide succession tracking 7. Keep track of actions such as promotions 8. Keep track of terminations 9. Keep salary history on employees 10. Keep track of relocations 11. Keep track of vacation time 12. Keep track of sick time 13. Provide automatic triggers to process employee changes if a change of employee status occurs 14. Allow access and update of all employees records through a corporate intranet 15. Keep track of faculty development 16. Keep track of interviews 17. Track and process education and accreditation requirements 18. Keep track of organization charts and achievements 19. Keep track of jury duties 20. Keep track of veterans Benefit Administration 1. 2. 3. 4. 5. 6. 7. Track hospital plan Administer COBRA Administer retiree plans Provide automated 24/7 healthcare changes for employees Track vacation time Provide comprehensive reporting on costs of plans Track any exceptions

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Supply Chain (continued) Mandatory Features and Functions (continued) Compensation 1. Provide for direct deposit 2. Provide for labor distribution 3. Apply partial payments for part time employee 4. Prepayments and advance 5. Provide weekly, monthly, quarterly and annual reporting 6. Generate W2s 7. Provide all deductions 8. Proved department budget information 9. Provide for bracket pay brackets 10. Red carpet track 11. Provide on-line viewing of check information by an employee 12. Limit payment runs to certain types or dates 13. Automatic bank reconciliation 14. On-line manual reconciliation 15. Automatic checks, manual checks, and direct deposits for university 16. One or multiple automatic or manual check voiding 17. Apply default expense distributions to paychecks 18. On-line data entry validation 19. Automatic payment distribution to different accounts 20. Store and use multiple statement formats 21. On-line error corrections or reversals 22. On-line approval of hold approvals 23. User-defined holds and releases 24. User-defined payment terms for paychecks 25. Multiple banks and bank accounts 26. On-line inquiries regardless of the effective pay period 27. Detailed check registers by bank account 28. Cash requirement projection reporting 29. Comprehensive employee listing reports 30. Robust on-line inquiry capabilities 31. Import/export interface employee information from an external source 32. Support payment holds 33. Employee expense report processing 34. Future dated paychecks 35. Automatic check printing 36. Produce the following reports 37. Payroll register
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I 38. Check register 39. Voided check listing 40. Produce the following reports a. Payroll register b. Check register c. Voided check listing d. Manual check listing e. Cleared check listing Recruiting 1. 2. 3. 4. 5. 6. 7. 8. 9. Provide application tracking Provide candidate identification Project job profile information Interface with web career interface Provide for skill gap analysis Provide list of open position Provide ad-hoc query Track potential employees ready for promotion Track certification programs

Training 1. 2. 3. 4. 5. 6. 7. 8. Provide Guidance Establish Goals Determine Roles and Responsibilities Set Objectives with timelines Discuss Weaknesses Discuss Strong Attributes Areas to Improve Quantitative Measure of Performance

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Attachment G Volumes Current Application Transaction Volumes 1. Database File Maintenance: - 4,000 records/year are added or changed 2. Employee Entry: - 400 employees/year 3. Directory type Setting: - 3,000 graphic files/year are created 4. Employee Service Complaint and Adjustment: - the system is currently in place and averages approximately 30 cases a month 5. Electronic Funds Transfer (EFT): - 5,000 per month 6. Check Reconciliation: -2,000 checks per year 7. Payroll: Checks for 400 salary employees and 250 hourly employees are printed each pay period.

Future Application Transaction Volumes It is anticipated that the volumes stated above will grow 1.5 times in the next three to five years.

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Attachment H Oklahoma City University Human Resources 2012 Project Schedule


The Human Resources 2012 Project has 6 milestones. Additionally, we have identified the deliverables and processes related to achieving those deliverables. These deliverables and processes will evolve as the project takes on a more explicit structure.

Milestones
1. 04/17/2012

Activity
RFI(M1)

Deliverables
Preliminary Requirements Company Vision OCU HR 2012 Vision RFI Completed Questionnaire Integrator Background Resumes Contract Cost Estimate Other Engagements Approach
Detailed Requirements Data Structures/ Models Application Architecture Data Ownership List of Software Vendors High-Level Project Plan High-Level Project Cost Estimate Decomposition of Current System RFP Software Descriptions Bridging Technologies Conversion Needs / Issues Hardware Requirements Performance Issues Cost of Implementation Implementation Plan Training Requirements Vendor Qualifications Detailed Plan for Phased Approach Plan for Year 2011 Plan for Test Requirements Out of Scope Pieces Management Report Implementation Plan Budget/Contract/Vendor Selected Phased Approach Test Plan Definition Staffing Plan Training Plan Phased Test Plan Implement Software Package / Other Modules

Processes
User Surveys Document Environment Build Future Look Project Management Vendor Meetings Reference Checks Evaluation Spreadsheet Internal Meetings Management Consensus Vendor / User Meetings Project Management
User Interviews Integrator / MIT Meetings Document Paper Flows Data Definition Requirements Review Document Current System RFP Definition Project Management Project Management Site Visitations Package Demonstrations Reference Checks Evaluation Spreadsheet Management Briefing Vendor Meetings

2.

04/23/2012

Select Integrator(M2)

3.

05/01/2012

Detailed Definition(M3)

4.

05/14//2012

RFP Response

5.

07/02/2012

Software Selection

6.

08/13/2012

Phased Implementation

Project Management Budget Preparation Board Presentation Contract Negotiation Testing of the Software Project Management Budget Management Bridged Operations Test / Accept / Implement / Turn on Accepting/Declining of contract

M1 M2

Milestone 1 of the OCU HR 2012 Project has been completed by the Oklahoma City University Milestone 2 Materials have been provided by the Systems Integrator M3 Milestone 3 Has been completed by Oklahoma City University and Infosword Consulting Page 32

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Section 3 Technical Discussion and Diagrams Attachment I Information Uses


Infosword Consulting was selected in Milestone 2 as our overall system integrator for the OCU HR 2012 Project. Infosword Consulting assisted with the documentation of the current systems and writing this RFP. We have contracted with AmeriData to act as systems integrator for the remainder of this project. We also anticipate a long-term relationship with the winning respondent to this RFP. This kind of relationship is part of our plan to provide exemplary service to our customers because we believe that we will receive better support from companies who are our partners than from those who are simply our vendors.

Our strong employee emphasis may be described in a number of ways. From an application perspective, employee information is the core of our data infrastructure, operations, and decision support applications.

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Attachment J Oklahoma City University New Information Vision


From a systems perspective, customer data, supported by standard financial systems, form the core of our business. Other related systems play supporting roles that use the foundation of customer and financial data.

Benefits

Compensation

Human Resources

Employee Admin.

Employees

Recruiting

Training

The human resource systems must be adaptable to support employee data and be extensible to meet the system requirements defined in this RFP.

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Attachment K OCU HR 2012 Process and Deliverable

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The OCU HR 2012 Deliverables diagram depicts the progress and future direction of the project. Milestone 1 concluded with the generation of a Request for Information (RFI) to select a system integrator. Milestone 2 concluded with the selection of Infosword Consulting as the OCU HR 2012 systems integrator. In Milestone 3, several detailed analysis efforts yielded a current data model, an enterprise wide process model, and a decomposition of the current systems. These deliverables were created to support the generation of the list of detailed requirements contained in this RFP. We believe that Milestone 4 will conclude with the selection of multiple vendors as finalists. In Milestone 5, final selections for software vendors will be made, implementation plans for Milestone 6 will be developed, and contracts will be negotiated.

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Attachment L OCU HR 2012 Project Scope and Strategic Objectives Project Scope
OCU HR 2012 will reengineer the majority of our systems. Planning for this project began in 2012, with project completion scheduled for 2012. This RFP provides a road map of the OCU HR 2012 journey. The scope of this project includes all functions, processes, and information needs required to satisfy our Mission and Strategic Objectives.

OCU HR 2012 Mission


Reengineer our Oklahoma City University computer application systems to provide the technology resources needed to support Oklahoma City University business operations for the foreseeable future.

Current Legacy

OCU HR 2012

X
Single Database Architecture

X X X

Data Dictionary SQL Interface

X X X X

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Strategic Objectives:
1. Provide timely and comprehensive information to Oklahoma City University staff, business partners and customers. 2. Empower Oklahoma City University staff with modern information tools. 3. Position Oklahoma City University to take advantage of current and future software to improve customer service and productivity. 4. Enable ITS to more quickly respond to changing business requirements and opportunities. 5. Support Oklahoma City University long-range technology initiatives. The above figure was used in Milestone 1 and was a part of the Request for Information that was sent to systems integrators. It has been included in this RFP to provide historical context only and should not be considered when formulating your response.

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Attachment M OCU HR 2012 Project Progress


Oklahoma City University legacy information systems will be evolved into new client/server environment over time. There are several complementary efforts under way, which will leverage the data repository. New Information Technology Architecture will be purchased and will enable and support new applications. The new architecture can be extended and expanded for future growth and changing information. Client/server applications will be purchased and are expected to preserve data integrity and to allow greater flexibility in accessing the data repository. Business Applications can be improved under new architecture and new client/server applications.

Oklahoma City University legacy information systems will be evolved into new client/server environment over time. There are several complementary efforts which are under way will leverage the data repository. New Information Technology Architecture will be purchased and will enable and support new applications. The new architecture can be extended and expanded for future growth and changing information. Client/server applications will be purchased and are expected to preserve data integrity and to allow greater flexibility in accessing the data repository. Business Applications can be improved under new architecture and new client/server/applications.

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Attachment N Phased Implementation Processes Phase Implementation Processes Current Current Platform Future Platform

Employee Admin.

Benefits

Compensation

Recruiting

Training

Interim Current Platform Future Platform

Employee Admin.

Compensation

Benefits

Recruiting

Training

Completion Current Platform Future Platform

Employee Benefits Compensation Admin.

Recruiting

Training

Because this approach requires the movement of mission-critical systems to a new processing environment, we will place strong emphasis upon the testing, implementation and data conversion abilities of the respondents. We have included a wide variety of information in the attachments in this RFP. We hope that you will use this information to develop a clear response that is tailored to our needs. We hope to partner with you to provide effective financial tools for our internal customers at Oklahoma City University.

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Attachment O Architecture

Future

Oklahoma

City

University

Application

Future Oklahoma City University Application Architecture End User Environment


(Client) User Interface LAN Environment

Reporting Tools Purchased Application

Office Application HCIS Application LAN-based Application

Network TCP/IP Operating System (Windows 7)

Network TCP/IP

Operating System (Windows Server)

Purchased Applications

Reporting Tools

Oracle

Network

Operating System(UNIX server)

Application Execution Environment (Server)

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Attachment P - Technical Architecture Definition


A technical Architecture defines how systems are structured to provide enterprise wide solutions, how various components and layers interact, and which tools, protocols and interfaces are used for communication between platforms, data and applications.

Objectives
The objectives of a technical Architecture are to ensure interoperability between disparate systems and applications, as well as data integrity and platform connectivity among and between new and legacy systems.

Use
The Technical architecture is used by the enterprise to guide Information Technology asset standardization, acquisition, development, deployment, management, retirement control health administration, billing control, account payable, and medical record.

Components
The Technical architecture establishes standards for hardware, software, network and database components used to satisfy business functions, operations, and medical health cost control

Desktop Hardware and Software


Desktop Workstation Intel Processor Scalable at the processor and circuit board levels in an equipment family 64 bit or higher Microsoft Windows 7 Operating System Microsoft Office Suite 1st tier client/server 3rd and 4th Generation Languages and Internet enabled deployment tools

Desktop Software

Optional Software

Server Hardware and Software


Server Hardware Open Systems provide full functionality in a Heterogeneous environment Scalable at the processor and circuit board levels in an equipment family Open Systems with a preference for Oracle 1st and UNIX 2nd 2nd and/ or 3rd tier client/server

Server Software

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Networks
Network Services Ethernet and ATM for video as needed LAN topology Cable and Frame Relay WAN transport TCP/IP LAN and WAN protocol Internet and Intranet enabled

Repository
Relational Database Oracle Data access will be centralized Remote users may require/use distributed (replicated) subsets

Legacy Components
Centralized Processing IBM ES 9000 hardware and software HP/UX operating system software and utilities OLTP and batch process applications COBOL, 4th generation application languages and report writers Oracle database and conventional file structures

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Section 4 Request for Proposal Informational Material Attachment Q List of Prospective Vendors Vendor Name: Lawson Software Oracle Financials PowerCerv SAP

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Attachment R Infosword Consulting Background


Infosword Consulting is a professional services firm that delivers business and information system solutions. Founded in 2000, Infosword Consulting has grown from a start-up company to a rapidly expanding national firm. Our growth to over 700 consulting professionals is a direct result of our ability to satisfy our unique demands of our customers. Infosword Consulting is devoted to the success of our clients as reflected in our own values and corporate quality philosophy. The success of our philosophy is demonstrated by our exemplary efforts and end results. Infosword Consulting associates offers a portfolio of high quality services to assist organizations in improving their operations.

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Attachment S Oklahoma City University Literature


Enclosed with this RFP are informational materials about Oklahoma City University

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