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Contract Signed, Implementation Begins
Following 10 months of rigorous vendor negotiations that included representatives from OIT, DPA and ITN-identified top-tier vendor teams, DPA issued an Intent to Award the payroll system modernization contract to CGI in early March 2024. The executable contract was obtained in early April 2024 and project kickoff meetings are scheduled. The implementation will be separated into three phases which each include their own timelines and vendor deliverables.
Project Schedule
The implementation is planned in three phases:
Align - (includes planning and strategies)
Deliver - (includes program increments, sprints and agile ceremonies)
Achieve - (includes parallel testing, UAT, go-live and OIT gating)
The state will also receive post-implementation support from CGI following go-live.
The Project will be conducted using Agile Methodologies which will allow the frequent and consistent ability to report out progress as well as pivot the configuration and product build as needed throughout. In an iterative build, there will be many opportunities for agency SME and other stakeholder involvement.
Project Scope
Pairing learnings from previous modernization efforts with available State human and financial resources, the scope of this project will remain tightly limited to only replacing functionality of the current system, including:
end-to-end payroll processing
labor allocation into CORE
position management
time and leave information ingestion from current systems and processes
Procurement Timeline
The State issued an Invitation to Negotiate (ITN) to procure the new statewide payroll system in January 2023. This procurement process is similar to a Request for Proposal (RFP), but it allows for more negotiation and dialogue with offerors throughout the process. The ITN includes payroll scenarios developed with agency partners and Gartner Consulting in October 2022. The ITN evaluation process includes:
Vendor demos
Testing of software by agency HR, payroll and finance professionals for functionality and accessibility
Usability assessment by Colorado Digital Service
Product demos were held in May 2023 and a Vendor Bake Off facilitated by Colorado Digital Service was held in August 2023. Agency payroll, HR and finance professionals as well as DPA, OIT and CDS evaluators participated in the Bake Off.
Teams engaged in the contracting and vendor negotiation process in fall of 2023, working toward a executable contract in early 2024.
ITN and Supporting Documents
Payroll Personnel Invitation to Negotiate (ITN) ITN AAAA 2023*0008 - this main ITN document describes the process, who we are, and some of our vision and objectives for payroll modernization.
Exhibit A – Exhibit A - Offeror Qualifications & References - this asks Offerors about their qualifications and contact information for other government organizations using the product(s) and services.
Exhibit B – Functional Specifications - these are the payroll scenarios agency subject matter experts helped develop in the Autumn of 2022. (See Workshops page.) Offerors are asked to explain how they will meet our business needs.
Exhibit C - Technical Specifications - Offerors are asked how they meet OIT technical standards and cyber security policies,; how the solution addresses other features (e.g. workflow, electronic signatures, etc.); and, which of our current data fields are included "out-of-the-box".
Exhibit D – Statement of Work & Service Levels - this asks Offerors about their approach to service delivery including project management, organizational change management, data conversion, testing, training, Go Live/Cutover and support.
Exhibit E - State of Colorado Contract - this asks Offerors to provide any redlines to our standard contract terms.
Exhibit F - Pricing Workbook - this asks for the price for software and services and will help us understand the cost of ownership over ten years.
Appendix A - Current and Target State Interfaces - this is an informational diagram to help Offerors understand our technology ecosystem.
Appendix B - CPPS Interface Inventory - this is an informational summary to help Offerors understand our current interface environment.
Appendix C - State of Colorado Branches of Government - this is an informational summary to help Offerors understand the CPPS agency customers.
Appendix D - Samples of Current Reports - this is an informational summary to help Offerors understand current reporting capability.
Inquiries and Answers - midway through the procurement posting DPA addressed questions from vendors.
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