Parkland County is seeking proposals for the provision of cloud hosted Canadian payroll solutions and related implementation services.
The payroll solution must:
• Consist of a software as a service offering or is fully deployable within Parkland County’s cloud-based Microsoft D365.
• Integrate with Microsoft Dynamics 365 Finance and Operations with the ability to process labour hours from D365 Project Timesheets; and
• Allow Parkland County to cease using its existing payroll solution (Bellamy ERP).
Parkland County aims to simplify several payroll processes through this software implementation, including but not limited to:
• Reduction in number of payrolls;
• One pay frequency (bi-weekly or semi-monthly); and,
• Standardization of business rules and time capture where possible, across business groups.
Background
Dynamics 365 Finance and Operations (F&O) modules currently in use at Parkland County include:
• Budgeting
• Accounts Payable (AP)
• Accounts Receivable (AR) (contracts only)
• General Ledger (GL)
• Fixed Assets
• Cash and Bank Management
• Human Resources (HR)
• Procurement and Sourcing
• Management Reporter
• Inventory
• Project Management and Accounting
• Parkland County intends to use Dynamics 365 Project Timesheet for time capture
• Enterprise Asset Management (eAM) add on (Eclipse for fleet work orders)
• Travel and Expense
• Dynamics 365 Talent Management (to be implemented in 2020 prior to the payroll solution)
The following functionality currently resides in Bellamy:
• Payroll (the subject of this RFP)
• Accounts Receivable (AR)
• Tax and Utilities
• Cash Receipting
Payroll Project Objectives
The Payroll project objectives shall include:
(a) Technical
i. Streamline and configure payroll functionality; and
ii. Automatically synchronize HR data in D365 with the selected payroll solution;
(b) Ease of Access
iii. Make functionality available via the cloud;
iv. Provide mobile access to employees; and
v. Provide employee self-service options.
(c) Ease of Use
i. Provide employees with a time entry system that is user-friendly, intuitive and easy to learn via Dynamics 365 Project Time Entry; and
ii. Provide streamlined time capture options to emergency responders.
(d) Improve Efficiency
i. Allow for remote time entry;
ii. Streamline timecard approval process; and
iii. Reduce manual audits and follow up required of payroll staff.
(e) Information Management and Decision Making
i. Provide real-time / near real-time allocation of labour to projects; and
ii. Improve access to project costing information.
(f) Accuracy and Compliance
i. Ensure accuracy and compliance of pay runs; and
ii. Automatically stay compliant with employment laws and regulations.
Scope of Work
The Scope of Work shall include:
(a) Analysis/Discovery phase
i. Review the Payroll “As Is” payroll rules; and
ii. Implement Payroll “To Be” payroll rules.
(b) System Setup and Configuration
i. Configure rules including union, holiday pay, shift differentials, payroll, tax filings, security setup to Canadian payroll standards and policies of Parkland County; and
ii. Refine configuration
(c) Data Migration
i. Load and setup of all reference data in new solution;
ii. Load, setup and reconciliation of initial and brought forward balances in the new solution from the legacy payroll system; and
iii. Reconciliation and review of all migrated data.
(d) Dynamics D365 Integrations
i. D365 Interface Specification; and
ii. Development.
(e) Testing
i. Create Test Plan;
ii. Create Test Scripts;
iii. Assist with Testing (including parallel runs, as appropriate); and
iv. Publish Test Results Summary Report
(f) Payroll System Training
i. Training Plan;
ii. Training Materials: Managers;
iii. Training Materials: Employees;
iv. Training Materials: Payroll Staff;
v. Training Delivery: Managers;
vi. Training Delivery: Employees; and
vii. Training Delivery: Payroll Staff
(g) Implementation
i. Cutover Plan
ii. Implementation
(h) Transition to support
