The Health Service Executive Group

You will receive a copy of a Statement of Requirements produced as part of a tendering process (request for proposals) a few years ago by the HSE.  Your task for this assignment is to study this document and So, your ‘requirements elicitation’ will be don

 

Statement of Requirements

E-Rostering System(s)

 

 

 

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Table of Contents Introduction ……………………………………………………………………………………………………………………………… 3 1. Purpose, scope and requirements ………………………………………………………………………………………….. 4

1.1 Scope ……………………………………………………………………………………………………………………………… 4

1.2 Objectives ………………………………………………………………………………………………………………………… 4

1.3 Overview of requirements …………………………………………………………………………………………………… 5

1.4 Functional Requirements ……………………………………………………………………………………………………. 6

1.4.1 General……………………………………………………………………………………………………………………… 6 1.4.2 Rostering and Roster Generation …………………………………………………………………………………… 6 1.4.3 Time and attendance management ………………………………………………………………………………… 7 1.4.4 Administration and Security requirements ……………………………………………………………………….. 7 1.4.5 Integration and interface with other systems …………………………………………………………………….. 7

1.5 Rostering and Roster Generation functionality ………………………………………………………………………… 9

1.6 Reporting Requirements …………………………………………………………………………………………………… 12

2. Technical and Infrastructure ………………………………………………………………………………………………… 13

2.1 Operating Environment …………………………………………………………………………………………………….. 13

2.2 System Availability …………………………………………………………………………………………………………… 13

2.3 System Performance………………………………………………………………………………………………………… 13

2.4 System Backups ……………………………………………………………………………………………………………… 13

3. After-sales and Technical Assistance ……………………………………………………………………………………. 14

3.1 Incident Management……………………………………………………………………………………………………….. 14

3.2 Change release and system maintenance ……………………………………………………………………………. 14

4. Project Approach ………………………………………………………………………………………………………………… 15 Appendix 1 – Summary of existing HSE Group systems …………………………………………………………….. 16 Appendix 2 – Sample Forms and Documents ……………………………………………………………………………. 17 Appendix 3 – Interface of Data to / from E-Rostering System ………………………………………………………. 22 Appendix 4 – Technical Requirements Questionnaire …………………………………………………………………. 23

 

 

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Introduction

The Health Service Executive Group (HSE)

1 wishes to select suitable eRostering System(s) for the

appointment of a Framework Agreement. It also wishes to make an immediate award of Lot 1 for Letterkenny General Hospital. This procurement will lead to the provision of a system or systems that will support and assist the effective utilisation of rostered workforce resources nationally. The system(s) will be used as tactical day to day tools to record staff attendance, relate staff attendance to remuneration, report on compliance with labour law, create and manage staff rosters and strategically to align rosters with service demands. Under the contract, the system(s) will be supplied with the agreed number perpetual royalty free licences which can be operated in the absence of any support and maintenance agreement.

 

1 HSE Group means all bodies corporate, statutory corporations, hospitals, partnerships, unincorporated associations,

charities and other entities operating as part of the Irish health service and funded in any way directly or indirectly by the HSE or other public funding sources or any local, national or supra-national government or regulatory authority, as well as any employees or contractors of any of the foregoing and any other persons or hospitals assisting in the provision of the Irish health service

 

 

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1. Purpose, scope and requirements This Statement of Requirements (SoR) forms the basis of an invitation from the Health Service Executive (HSE) to suppliers to quote for provision of eRostering systems. The document has been compiled to: a) define the HSE’s functional and technical requirements; b) standardise a format for vendors to indicate ability to meet requirements; c) structure an evaluation model to evaluate tender responses received; d) inform the subsequent contract/Service Level Agreement between vendor and HSE. The intention is to establish a Framework Agreement of suitable suppliers, such that if appropriate, following the tender process, there will be a choice of systems available from the Framework Agreement to cater from simple to complex functionality according to service needs as they arise.

1.1 Scope The scope of the procurement includes the provision of software, configuration, installation, integration

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implementation, training and support services. The system should provide a mechanism to receive and send data to/from 3rd party systems without additional input from operating staff. There is no requirement for take on of historical data although it is likely that current details of existing employees will be required. The logical scope of the system will include the support of some or all of the following business processes (depending on setting, nature of service, disciplines and grades involved):  Record attendance via swipe cards or other unique personal ID system;  Record and maintain employee work schedules, including:

o Rostering, o Time recording (e.g. clock in/out), o Absence recording, o Attendance outside rostered hours, o Shift Planning, o Self Rostering, o Manage rolling rosters with minimum administrative input;

 Integration with a variety of third party systems as required through standard accepted format e.g. HR and Payroll Systems;

 Comprehensive reporting, including reporting on compliance with requirements of labour law;  Capacity to identify hours reckonable for pay from those reckonable as working time under the EWTD

and related labour law;  Audit. The organisational scope includes all the organisational units involved in the deployment, scheduling and management of staff rosters. This may include nursing, midwifery, medical practitioners and associated support staff.

1.2 Objectives The objectives are to:  ensure the right numbers of staff, with the right skills are in the right place to ensure that quality service

is provided;  have a fully automated eRostering system, that is user friendly, quick and easy to use with appropriate

training with support;  produce reports which can be produced quickly with minimal intervention from the manager;  accurately record staff attendance in the work location via automated systems;  achieve significant savings on staff Rostering, deployment and workforce planning;  contribute to the provision of a quality Service that is efficient, relevant and appropriate through effective

workforce management;

2 It is recognised that integration may not be required where a simple solution is appropriate to a particular setting

 

 

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 ensure the effective management of resources to meet service delivery/ and where relevant patient acuity and dependency levels, or other specific needs of particular services;

 satisfy corporate Information requirements which include the facilitation of management in timely, effective and accurate decision making and the production of key statistical information;

 improve the working lives of staff through the equitable and fair allocation of duty in line with legislation (EWTD) and health and safety regulations;

 ensure that staff Rostering / schedules meet all statutory and legal requirements;  reduce time spent on manual record keeping;  assist in budgetary control;  assist in Key Performance Indicator measurement and tracking;  assist in the enablement of Self – Rostering Practice with provision for access remotely from homes and

external locations to the HSE;  full integration where required with HR systems to pull in correct staff details, and payroll to generate

correct payments;  facilitate the movement and tracking of staff between Hospital, Community and Primary Care (thereby

facilitating integration). It is intended that the first location to implement eRostering systems will be  Letterkenny General Hospital (Lot 1), and if successful the HSE reserves the right to extend the use of

this system across the Acute hospitals within the West/North West hospital group. However the HSE makes no commitment in this regard.

Other locations may be identified to immediately select eRostering systems from the Framework Agreement in further Lots, including healthcare groupings and acute hospital settings. It is expected that this will be by means of conducting a mini-competition amongst the appointees on the Framework Agreement.

1.3 Overview of requirements Set out below are details of the number and whole time equivalent (WTE) value of employees in HSE and HSE-funded agencies. These details are indicative only.

Numbers employed by the HSE and HSE-funded agencies

Medical/Dental 9,000

Nursing 42,000

Health and Social Care Professionals 18,000

Management/Admin 18,000

General Support Staff 12,000

Other Patient & Client Care 20,000 Total 119,000

Whole time equivalents employed by health service provider

Health Service Provider WTE Head Count

Health Service Executive 68,000 77,000

Voluntary Hospitals 21,000 25,000

Voluntary Agencies P&C Services 14,000 17,000

Total 103,000 119,000

Please note some locations and services already have eRostering systems and they will not be replaced in the short term. For details see Appendix 1.

 

 

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1.4 Functional Requirements 1.4.1 General This section details the functional requirements. The tenderer is asked to provide a response to each listed function. While the selected system(s) are intended to cater for a range of simple to complex requirements across the range of services funded by the HSE, for illustrative purposes we include example processes and documentation representing nursing/midwifery services in the relevant section. Any references to nursing mean nursing/midwifery. It is recognised that in some settings within the HSE a simple solution may be more appropriate and cost effective to implement. (e.g. community hostel setting). The supplier should indicate in broad terms the product’s capability in terms of catering for simple and/or complex functionality, acute and/or community type settings. Some of the more advanced functions listed below will only be required in more complex settings, and are not mandatory. Therefore, suppliers who offer basic rostering solutions only, without additional functionality, will be considered for inclusion in the framework. The HSE anticipates that it will need to implement a limited range of functions in some settings and a wider range of functions in other settings. In that regard, the functions to be implemented for different groups of staff in acute, community and other settings will vary. The HSE may wish to implement a full range of functions in respect of one grade of staff or setting and only activate one function in respect of another grade / setting. For example, implementation of e-rostering for Nursing / Midwifery staff as opposed to implementation of only time and attendance management for a different grade of staff. A priority in hospital settings is to ensure application of time-recording and e-rostering to Non-Consultant Hospital Doctors (NCHDs) with particular regard to recording and managing compliance with European Working Time Directive (EWTD) and associated labour law requirements and integration of recorded attendance with payroll. Taking this into account, the supplier should indicate in broad terms:  the product’s capability in terms of what functions it provides; and  the extent to which different functions could be implemented: o in the same location for different grades of staff; o in different locations or settings. 1.4.2 Rostering and Roster Generation a) The core function in terms of rostering and roster generation is to facilitate the matching of staff

resources and profile with business need by the generation of rosters that reflect rules, attendance patterns and shift selected by the relevant manager – or in the case of self-selection, by staff.

b) Subsequent to roster generation, managers / staff users are able to change selections already in place within the parameters of defined limits of authority.

c) The system allows users to allocate staff on to predetermined shift rosters with the ability to differentiate normal duties from overtime and time owing in lieu (TOIL).

d) The system provides for: o roster approval by an appropriate manager in each location as per predefined rules; o calculation of TOIL as per HSE Policy and store appropriately; o allocation, blocking or approval of overtime hours or TOIL per shift (and per sub cost centre where that

level of integration is in place); o recording of sick leave or other types of leave on a multi-annual basis and flagging where leave

entitlements are set to expire; o recording of acting up assignments for specific periods (so that the correct pay rate can be identified

once interfaced to payroll where integration is in place);

 

 

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o manager / users to vary / reconfigure shifts at short notice (In the event of an emergency, an unplanned absence or special event warranting irregular shift);

o a Self Rostering facility so that self rostering can be undertaken by all levels of staff with the appropriate level of training and with minimal support;

o selection of shifts by staff; o managers to view availability of off-duty staff for emergency cover, and allow (subject to issue of an alert

to the manager) rostering in excess of defined shift complement of staff. 1.4.3 Time and attendance management a) The core function in terms of time and attendance management is to record, maintain and report

variable contract and working hours in real time in relation to different groups of staff, whether permanent, or temporary, full or part time, employee or contractor. The vendor should be aware that there are a significant number of variations in working hours arrangements across HSE services. Different grades or groups of staff may work in different ways. A significant proportion of hours worked are worked on a part time basis.

b) Adherence or otherwise to EWTD and Organisation of Working Time Act requirements must be recorded and reported. The system should flag any anomalies relating to labour law. Clear rules and definitions should be in place and an alert to the user should be issued where same is authorised as an option by the relevant manager, giving advice on potential infringement and offering another option.

c) The System must have the ability to track an individual employee’s roster allowing a manager to track an employee, or allowing the employee to check back historical rosters and future planned rosters. Please state archive capacity to maintain all records of rosters produced.

1.4.4 Administration and Security requirements a) In the case of rostering, roster generation and time and attendance management, System

Administrators must have the ability to set up, amend and customise organisational rules, shift pattern details, roster/scheduling rules and all codes relating to work practices.

b) The extent of access is capable of being limited depending on grade, role and responsibility.

c) The system facilitates:

o management of staff of different grades and / or skills within a single roster; o management of permanent, temporary, bank or agency staff within a single roster; o staff who have a dual role to ensure there is no double reporting / payment.

d) The vendor should outline any limitations to the number of shift patterns that can be handled in a single

implementation. e) Remote access to the system will be required, ideally by both desktop computer and mobile device. The

mechanism must be in line with the HSE’s technical standards as outlined in Appendix 4. 1.4.5 Integration and interface with other systems a) The system must have the capacity and capability to integrate with payroll and other existing systems.

The extent to which this function is implemented in the first year of operation will vary depending on the requirements of the service.

b) Integration will require interface with the HSE’s Organisational Structure at cost centre / sub cost centre level as required by the HSE’s Payroll Accounting process and support for:

o hours worked being costed against the appropriate cost centre (or appropriate code to allow cost

centre to be identified in the payroll system); o recording of transfer / reassignment of staff from and to any other sub cost centre; o maintaining a history of locations, o sharing of post/hours across cost centres (including hospital, community and primary care).

 

 

 

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c) The system should have the ability to record acting up assignments for specific periods, so that the correct pay rate can be identified once interfaced to payroll.

d) For the avoidance of doubt, in some settings/services the requirement is:

o for a rostering solution that can be implemented separate to any requirement around HR admin and payroll

o for any rostering solution to readily facilitate interface, as part of later separate project(s), with HR admin and payroll (generation of gross and then “gross to net”)

o Within rostering to have support for:  creation of work plans and rosters for all disciplines of staff within a service  for generating costs of planned rosters suitable for management information purposes  for tracking actual hours against planned hours  for generating costs of actual hours suitable for management information purposes  good quality data management and analytics  reporting at each relevant level from local team to national

o Modular rostering solutions that integrate with other available modules such as  Patient Acuity / Dependency  HR Admin  Payroll – generation of Gross Pay  Payroll – Gross to net

Would be considered be of interest, with the possibility that these modules may be activated in the medium to longer term.

 

Please respond in relation to each requirement as specified in the Invitation to Tender document Supplier response:

 

 

 

 

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1.5 Rostering and Roster Generation functionality

1.5.1 Examples of current and proposed rostering processes Set out below are examples of the current and proposed rostering processes in relation to nursing:

 

Current Workflow – Roster Creation to Payment

Nurse Rostering

A . D

ir , N

u rs

in g

 

(A D

N )

N u

rs e

M a

n a

g e

r

( C

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½ )

C le

ri c a

l/ n

u rs

in g

 

S u

p p

o rt

 

H R

a n

d /o

r

P a

y ro

ll N

u rs

e 2.1 Requests

leave/shift

change/other or

no change

2.4 works

assigned roster

or approved

alterations

2.8 Receives

payment

Clinical needs Staffing

requirements

Proposed roster

s/sheet

2.2 Creates

Roster

2.3 Approves

Roster

2.6 Converts

Roster

(actual) into

input form

Payroll and/or

time&attendance/

and/or staff

records

1. Updates

details – salary

level/quals/ etc

HR and/or

Payroll System Staff details

availability

Quals etc provided on request

Request bookManual or email for inclusion

Approved roster

s/sheet

Input form 2.7 Keys form

details

Actual worked

roster

2.5 Records

Actual worked

Roster

 

Nurse Rostering

Proposed workflow – Roster Generation to Payment

A . D

ir , N

u rs

in g

 

(A D

N )

N u

rs e

M a

n a

g e

r

( C

N M

½ )

N u

rs e

P

a y ro

ll a

n d /o

r

H R

Datafeed:

Quals etc

Proposed

eRoster

Approved eRoster

Payroll and/or

Time&Attendance

and/or Staff

Records

2.3 Approves

eRoster

2.4 works

assigned

eRoster or

approved

alterations

2.6 Receives

payment

2.1 Requests

leave/shift

change/other or

no change

1. Updates

details – salary

level/quals/ etc

Payroll and or

HR System

Rostering

System

2.2 Updates

clinical need

details etc,

approves nurse

changes

requests, triggers

eRoster

DataFeed worked

eRoster

2.5 Updates

eroster with

actual roster

worked

 

 

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A sample roster, ward rostering plan, shift time reference data, payroll input form and payroll illustration (month behind) are included in Appendix 2. 1.5.2 Issues arising regarding roster generation The following issues arise regarding roster generation. a) In locations providing 24/7 services, the HSE has to roster staff on a 24/7 basis for the full year. Each

service – and within services – ward or other location / department may have different requirements determined by service delivery, speciality and dependency of patients. The system should have a shift design system to allocate the predefined number of staff with the appropriate skills and qualifications to cover each roster for each individual location including:

 numbers of staff per shift,  the skill mix of the staff required per shift,  the possible qualifications required per shift,  the grade of the staff required per shift;

b) the number of hours that should be covered per shift-this may relate and be relative to services provided

specific to that shift/day/week;

c) the number of available hours of each staff member for that sub cost centre;

d) the number of down hours per week required for annual leave, education, administration/other;

e) Locations may experience high workload such as Theatre/Surgery days, Admission days, OPD Days, on call days etc; the shift time may also dictate different requirements for staff where early morning is very intensive work, while 2pm to 3.30pm is less intense. This makes the types of shifts allocated important to ensure numbers of staff peak at the right times and are off at lower periods of activity;

f) Location may have a core set of staff and then have a number of temporary staff assigned in for specific periods to cover gaps or service needs;

g) Locations have built in requirements to ensure annual leave is taken throughout the year and should factor this in all year round;

h) Locations have mandatory training for staff to attend and or educational needs which should be factored in within the year;

i) Each staff member has certain qualifications and experience which will dictate the role they play in delivery of care and the wider multi-disciplinary team. This can vary from experience to take charge of the whole shift to a staff member with minimal supervision needs or a trainee needing direct supervision;

j) Staff may have a particular skill set which is also taken into account;

k) Dependency of patients and its prediction will determine the staff requirements for each day and needs to be considered when rostering;

l) The system should be capable of storing all data items required to generate rosters according to the rules of the HSE Service where the software is being implemented. See Appendix 3 for examples of data currently used to generate roster in the Nursing and Midwifery service. Any limitations to this requirement should be outlined;

m) The eRostering system(s) will be required to interface with a Dependency/Acuity tool at a later phase of implementation. This tool categorises patients by the amount of care required and recommends the number and type of staff per location depending on the dependency/acuity levels listed.

 

 

 

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Please respond in relation to each requirement as specified in the Invitation to Tender document

Supplier response:

 

 

 

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1.6 Reporting Requirements The following outlines key reporting requirements: a) the System should have a suite of standard pre defined reports which will be available to users based on

access/security levels. These reports will be pre defined and agreed between the HSE and the Company. Suppliers are asked to list their standard reports;

b) the System should provide a flexible and user friendly reporting tool to cater for ad hoc reporting and be able to generate, store and print, adhoc report formats for subsequent re use;

c) reports should be created, viewable and printable in a standardised format and should be downloadable into common applications such as MS Excel, MS Word, Crystal Reports, SQL Server Reporting Services. The data should be formatted to provide page breaks and headings for each page of data printed, viewed on screen, stored or exported to external repository;

d) suppliers are asked to provide a response to each point above and describe how they handle interfaces in general, with reference to the details provided in Appendix 3. Please note again that the above example of for a complex acute setting and that systems for other less complex settings will be considered for inclusion on the framework.

Please respond in relation to each requirement as specified in the Invitation to Tender document

Supplier response:

 

 

 

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2. Technical and Infrastructure

2.1 Operating Environment

See HSE IT technical questionnaire in Appendix 4. Suppliers are asked to complete this.

2.2 System Availability The system needs to be available in line with typical web based applications i.e. 24×7, with downtime for maintenance planned and agreed in advance, ideally outside standard business hours. In the event of system failure, sites will have the capacity to operate from spreadsheets/supporting documents for a short period until as the system is up and running. While there is no specific Disaster Recovery requirement, resilience should however be built in to the design with a view to minimizing or eliminating the possibility of any system failure.

2.3 System Performance The system will be subject to peaks and troughs in usage, as opposed to constant, predictable volumes. Peaks are likely to coincide with preparations for rosters. It is essential that response times are reliable and consistent, in line with standard web applications. The system should be designed to be scalable, as its use may be extended.

2.4 System Backups It should be possible to backup/archive the system in an automated fashion (e.g. overnight). Backup provision should be in line with HSE ICT standards, as described in Appendix 4.

 

Please respond in relation to each requirement as specified in the Invitation to Tender document

Supplier response:

 

 

 

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3. After-sales and Technical Assistance

3.1 Incident Management The System needs to be supported during standard business hours which are 9 to 5pm Monday to Friday with an optional out of hours contact facility to provide support within a defined time period. First line support is to be provided via the HSE ICT services Service Desk, with calls normally logged via a designated HSE System Administrator. The HSE Service Desk complies with an ITIL aligned Incident Management procedure. It will allocate calls to second line support following predefined routes, be it HSE ICT staff or 3

rd party companies, including the software supplier. Specifically, the supplier should ideally be

able to record the HSE Assigned Incident Number within their own Service Desk facility. The supplier should be willing to work with the HSE to automate call logging and updates in due course. The supplier is expected to provide remote support for the software as on site support visits will be limited.

3.2 Change release and system maintenance This should follow ITIL guidelines. In the event of system upgrades, it would clearly be necessary to liaise closely with the system administrator to facilitate planned system downtime. Any changes of this nature should comply with the HSE ITIL aligned Change Management process. (This can be provided to successful tenderer). Under no circumstances should changes be introduced to a live environment without prior approval by the HSE. The supplier should be willing to work with the HSE to manage changes to the live environment.

Please respond in relation to each requirement as specified in the Invitation to Tender document

Supplier response:

 

 

 

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4. Project Approach 4.1 Project Manager and Project Team The HSE will designate a Project Manager and Project Team to engage directly with the successful tenderer during the course of each contract. Responsibility for the management of the contract will lie specifically with the HSE designated Project Manager and Project Team. Any engagement required outside of the designated Project Team will be managed by the HSE Project Manager. 4.2 First project / lot The first project / lot is intended to include:  configuring eRostering for use in relation to Non-Consultant Hospital Doctors (NCHDs) and Nursing in

Letterkenny General;  development of interface specification;  development of interfaces;  system testing (by the HSE Project Team) & revision;  user Acceptance Testing (to be managed by the Project Team) and revision;  support for 1 year post sign-off for go live;  adherence to the scope of the project as defined in the requirements will be closely managed via the

designated HSE Project Team. Changes to agreed scope are intended to be limited.

4.3 Information required from those tendering Companies tendering should supply:  an indication of which erostering functions they can cover in the range– simple to complex, acute to

community i.e. where their product is targeted exactly;  a sample project plan for Letterkenny General if bidding for Lot1 and/or other setting for which the

particular solution is appropriate;  staff numbers and level to be provided by tenderer;  staff numbers and level expected from HSE;  a clear indication of which tasks are to be undertaken and by whom;  costs and basis (e.g. per end user/per rostered staff member etc). Note HSE intends to purchase in Lots

with Lot 1 confirmed as Letterkenny General Hospital. Subsequent Lots will be tendered by means of mini-competition amongst the appointees to the Framework Agreement;

 any dependencies;  any assumptions being made.

Please respond in relation to each requirement as specified in the Invitation to Tender document

Supplier response:

 

 

 

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Appendix 1 – Summary of existing HSE Group systems

 

Rostering Systems

System Location

Core Roster

Adelaide & Meath Hospital incl. National Children’s Hospital (Tallaght), Dublin Linked to Payroll National Ambulance Service Not Linked to Payroll

Lawson Mater Misericordiae Hospital, Dublin

SMI Staffcare Royal Hospital Donnybrook, Dublin Mercy University Hospital, Cork

Care Ware Cork University Hospital

MAPS RTC (Rostering Time Capture)

Galway University Hospital Mayo General Hospital

South East Software (Lohan)

East Galway Mental Health Service Mayo Mental Health Service Sacred Heart Hospital Roscommon Sacred Heart Hospital Castlebar Dublin SouthWest Mental Health Service

 

Payroll Systems

Payroll System

Locations Approximate Percentage of Staff

SAP North West, North East, Mid West Regions and St. James Hospital, Dublin

30%

Northgate Eastern, North East, Western and Southern regions

55%

CorePay South East

13%

Perfast Portiuncula Hospital Adelaide & Meath Hospital incl. National Children’s Hospital (Tallaght)

2%

 

Time and Attendance / Staff Records It should be noted that there are also Time & Attendance and Staff Records systems in operation in some locations.

 

 

 

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Appendix 2 – Sample Forms and Documents

Please note sample rosters supplied here are clearly viewable on screen in magnified form:

 

 

 

 

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Time Sheet, Time Management Roster, Payroll Inpu

 

 

WEEKLY TIME & ROSTER FORM Time Administrator (SAP): JBORT ESID: Ward A

Period start date: 29/08/2005 to Period end date: 04/09/2005

PersNo. Description Information Type

ID Start End ID Start End ID Start End ID Start End ID Start End ID Start End ID Start End

00000027 First/Last Name REgistrar Jo Sharer PT EAR4 09:00 17:00 EAR4 09:00 17:00 EAR4 09:00 17:00 EAR4 09:00 17:00 EAR3 09:00 16:00 REST REST

2A Grade Registrar – Senior AT

Position 99999999

Cost Cent. WSR 1001 NCHD 4WK 39

Working Week Employees: 5 over 5

Weekly Work. H. 39.00

Completed By: Certified By:

Signature: __________________Name(Print): _________________Grade: _________________ Date: _____________Signature: ___________________Name(Print): ___________________ Date: _____________

KEY PT: Planned Time, ie, Daily Work Schedule AB: Absence, e.g. annual leave, sick leave, etc. AV: Availability, e.g. Session, On-Call, etc.

TYPE AT: Actual Time, ie, worked schedule if diff. to the Planned Time DWS OT: Overtime OI: Other Information, eg. Assign to another Cost Centre

Friday Saturday SundayMonday Tuesday Wednesday Thursday

Pay Group

Planned

Time

DWS Code and

scheduled Hrs

ESID Name

 

WEEKLY TIME & ROSTER FORM Time Administrator (SAP): JBORT ESID: Anaesthetics MRHM

Period start date: 13/06/2005 to Period end date: 19/06/2005

PersNo. Description Information Type Mon Tues Wed Thur Fri Sat Sun

ID Start End ID Start End ID Start End ID Start End ID Start End ID Start End ID Start End

63200299 First/Last Name BK p contract test kealy PT E052 09:00 16:30 E052 09:00 16:30 E052 09:00 16:30 E052 09:00 16:30 E07B 09:00 16:15 REST REST

63200149 First/Last Name Test CO Kealy PT E052 09:00 16:30 E052 09:00 16:30 E052 09:00 16:30 E052 09:00 16:30 E07B 09:00 16:15 REST REST

63200153 First/Last Name Physio Kealy Test PT E124 09:00 17:00 E124 09:00 17:00 E124 09:00 17:00 E124 09:00 17:00 EAN9 09:00 16:45 REST REST

Completed By: Certified By:

Signature: __________________ Name(Print): _________________Grade: _________________Date: _____________ Signature: ___________________ Name(Print): ___________________ Date: _____________

 

 

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Appendix 3 – Interface of Data to / from E-Rostering System

Where required the system should be capable of interfacing with 3

rd party systems such as HR, Payroll and

possibly others e.g. Time & Attendance/ Staff Records. The exact systems and nature of the interfaces will be defined on a site by site basis according to the needs and type of service. The supplier is expected to develop an interface specification while working with each site. It should then implement those interfaces at an appropriate time in the project. 1. Processes to be reviewed The following processes would need to be reviewed for the group of staff that form the basis of the initial site:- a) new entrant process; b) leaver process; c) update of employee details process; d) organisation reassignment; e) data entry; f) time collection / administration. 2. Information It is assumed that the following information will be passed on a weekly (maybe daily ) basis for each employee number, but it would have to be verified that such data is available:- a) personnel Number; b) date of planned working time as per roster; c) start time of planned working time as per roster; d) end time of planned working time as per roster; e) number of hours worked as per roster ; f) date of absence / attendance / availability (expected to be on a daily basis); g) start time for absence / attendance / availability; h) end time for absence / attendance / availability; i) time ID ( type of absence , attendance or availability) for absence / attendance / availability; j) number of Hours for absence / attendance / availability; k) cost centre if not home cost centre. 3. Challenges to be addressed with Interface a) changes to employees working time mid week; b) is a weekly interface sufficient or should it be daily? c) should there be a daily outbound interface from HR system highlighting changes to employees master

data i.e. hours etc? d) timetable would have to be agreed as to when files would be exchanged between systems on the

assumption that it has to dove tail into existing payroll processing timetables.

 

 

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Appendix 4 – Technical Requirements Questionnaire

1. Technical Merit When evaluating any HSE ICT related Request to participate / tender submission there is a requirement to request specific information from Tenderers so as to assess the strengths of their proposed solution from a technical design / architectural perspective, vis-à-vis the HSE Technical Architecture Standards. It is not the intention to automatically rule out any potentially good solutions which deliver a high percentage of the business functional requirements but which are not entirely compliant with existing HSE Technical Standards. Careful consideration should be given to the balance between technical elegance and a good solution from a business functionality perspective. The technical questionnaire outlined below will be used to determine how compliant any proposed solution is to the relevant parts of the standard and will also be used to gather other relevant technical information to be used in the overall evaluation process. In answering questions, suppliers are also asked to refer to ICT policies as referenced in the Invitation to Tender document. Please note the HSE reserves the right to procure required hardware separately. 2. Technical Questionnaire The following section details a number of technical questions, which are addressed to the supplier of any proposed solution. With respect to each question specified, the supplier is requested to provide one of the following answers in the column provided: Y To indicate the function is provided for as part of any proposed solution N To indicate that the function is not provided as part of any proposed solution

M To indicate that the function is not provided for as a part of any proposed base solution but will be provided for by way of programme modification, customisation or workaround

Details/comments Suppliers can clarify answers here. Alternatively when a Y/N/M answer is not appropriate, details should be provided here.

 

This technical questionnaire will then be used to assess the strengths of the proposed solution from a technical / architectural perspective. The technical questionnaire covers the following key areas:  Product/Application;  Server / Infrastructure;  Database Technology;  Client Environment;  Interfaces;  Networks;  Security;  General.

 

 

 

 

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Ref Product/Application Response

Y/N/M Detail/Comments

TQ1. List the Products and Components to be used to implement the application

TQ2. For how long do you continue to provide support on previous major versions of software?

 

TQ3. Are patches (or fixes) issued between version releases?

TQ4. Are there existing implementations of a similar profile deployed on the same proposed technical architecture? If so specify what & how many?

 

TQ5. Outline the main documentation sets provided as part of the proposed solution and the media they are provided on.

 

TQ6. Can Vendor commit, at no cost to the HSE to keeping their application qualified against the Operating System’s vendor’s current service pack and emergency patch levels?

 

TQ7. The supplier should indicate how and to what extent they are prepared to guarantee the performance of the proposed solution.

 

TQ8. Will the supplier provide the Intellectual Property rights & source code of configured elements to the HSE?

 

TQ9. Will the application work with a trust based Active Directory structure? Will it support single sign on.

 

TQ10.

Ref Server/Infrastructure Response Y/N/M

Detail/Comments

TQ11.

Any proposed ICT solution should ideally operate from the central HSE data centre. Is the supplier able to facilitate this? Alternatively does the supplier offer software as a service/ a managed service? If so please describe, with particular reference to security.

 

TQ12.

Server operating systems should integrate with the HSE’s ICT current infrastructure, which is predominantly based on the more recent versions of the Microsoft Windows operating system. Currently Windows 2003/2008 R2 server are the preferred server operating systems. Specify any supported operating system and the recommended operating system for any proposed solution.

 

TQ13. Can the proposed solution operate on a server with other unrelated applications?

 

TQ14. Suppliers are reminded of the possible requirement for resilience of the overall solution and are asked to describe, in the light of these requirements, their approach to recovering from a major incident

 

 

 

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TQ15. Server Operating Systems should be currently supported by the Operating system vendor. Is this the case?

 

TQ16. On Windows Servers, all application services should run as a Windows services and should not require continuous logon to the console to operate. Is this the case?

 

TQ17. Does the proposed solution support routine upgrading of the Operating System, such as OS Patches, with minimal interruption of the system?

 

TQ18.

The HSE reserves the right to install remote monitoring clients such as Landesk Altiris or Nagios on any machine on its own network for analysis by a central monitoring service. Does the proposed supplier have any issues with this? If so specify the exact issues.

 

TQ19. Is the proposed solution certified to operate in a virtualised environment?

TQ20. Can the proposed solution support 32 bit architecture at a minimum?

TQ21. List the client operating systems under which the proposed solution is supported.

 

TQ22. Can a training/ test and live environment be provided for in the proposed solution? If so please describe how software is moved through the environments.

 

TQ23. Describe how scalability is provided for within any proposed solution?

TQ24. Define the backup procedure.

TQ25. Describe brand neutral hardware requirements in terms of RAM, disk Space, processor, other. Virtual servers should be specified in a similar manner.

 

TQ26. Recommended servers should avail of and integrate with SAN based storage and backup mechanisms. They should also be capable of integration with high speed SAN switches. Is the case?

 

Ref Database Technology Response Y/N/M

Detail/Comments

TQ27.

The Supplier should state the database technology and types of database, which the proposed solution can support. The HSE will give preference to Database Management Systems that are ANSI standard SQL (MS SQL 2005 or later, or equivalent) or Oracle 10g or later. Other DBMS systems require explicit sign off by relevant Technical Management within HSE.

 

TQ28. The database backup should ideally not involve system down time. Specify if database backups require any system downtime or interruption to service?

 

TQ29. Data recovery should be available at various levels – e.g.  To a certain point in time  Up to a certain transaction.

 

 

 

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Describe the options available.

TQ30.

The number of users requiring high levels of access to the database should be kept to a very minimum. Ongoing system administration access by non-HSE database administrators should not be a requirement. Outline in detail the database access levels required to operate and support the proposed solution.

 

 

TQ31. Can access to the database be granted via the set-up and central management of agreed database roles?

 

TQ32. Can a database schematic be supplied?

TQ33. Will the proposed solution support failover and automatic recovery?

 

 

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Ref Client Environment Response

Y/N/M Detail/Comments

TQ34. Can the full proposed solution be provided via web interface? If not please describe how it is provided and what client side settings/software are required. Will the solution operate with Citrix xen app 4.0 enterprise and above?

 

TQ35.

a) The preferred web server technology is IIS 6.0 or higher. It should also operate with Netscape v7, Firefox v2 or higher. The supplier should state the web server technology proposed.

b) Please state proposed platform other than webserver: e.g. ASP; .Net; PHP; JSP/Tomcat

 

TQ36.

The application should: a) Operate properly with standard configurations of Microsoft IE6, Firefox V2

or later versions, Opera, Safari, and Chrone. b) Conform to NDA W3C DFA Standards.

 

TQ37. If the application is web enabled, it should not: a) Use version-specific Java applets and b) Require special device drivers or configurations.

 

TQ38.

What is the minimum workstation hardware (operating system, Ram, disk space, processor)? What is the quantity and level of Java or Active-x downloaded at session initiation or thereafter? (Please note windows XP is prominent in the HSE)

 

TQ39. The client application should not require drive mappings to function. Please specify if this is not the case and outline the exact requirements.

 

TQ40. The solution should not require the user to have local or domain admin rights on the PC, or require significant alteration to registry key permissions. Is this the case?

 

TQ41. Where printing is required can the proposed solution print via network printers using standard TCP/IP networking attachments and protocols? If the supplier has any issues with the above, please specify.

 

TQ42. Are standard printer drivers supported? If not please detail.

TQ43. Are monochrome laser printers supported? If not please detail.

TQ44. Is the client interface certified to operate on a virtualised server environment?

TQ45. Will the proposed solution operate within a DHCP served environment?

TQ46. Will client software support a pull/push patching environment?

Ref Interfaces Response Y/N/M

Detail/Comments

 

 

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TQ47.

The proposed solution should be compliant with the Web Services Interoperability Group (WS-I) Basic Profile, version 1.1, that establishes core Web services specifications (SOAP, WSDL, UDDI, XML Schema, and HTTPS) that should be used together to develop interoperable Web services.

 

TQ48. List all other message standards and exact versions, which the proposed solution supports.

 

 

 

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Ref Networks

TQ49.

The solution will be expected to operate over the National Health Network or the Government Network. Will the supplier work with HSE if required to create baseline bandwidth usage measurements, prior to deployment? (Pls note sub 5Mb connections are prevalent).

 

Ref Security Response Y/N/M

Detail/Comments

TQ50. Specify if the encryption of data to internationally recognized standards is supported and if the minimum encryption key length is 128 bits or better.

 

TQ51. Can secure access be facilitated over the web via HTTPs and SSL?

TQ52. Does the proposed solution facilitate remote access via KVM technology? N the case of virtual servers this may be Vmware or Microsoft machine management tools provided by the HSE, is this acceptable?

 

TQ53.

Can the proposed solution operate in an environment where the HSE runs virus protection software (McAfee, Symantec or Trend Micro) across all network connected devices both at a server and workstation level, and where other stakeholders will have varied virus protection policies at workstation level?

 

TQ54. There should be an automatic record of all logons including failed logon attempts and a mechanism to report against this information. Specify how this is achieved.

 

TQ55. The proposed solution should contain controls, which ensure that individuals can be held responsible for their actions. Outline how this can be achieved.

 

TQ56. Does the proposed solution provide for role management where one user can take control of the functions of another without having to know the others password?

 

TQ57. The supplier should outline their approach to encryption, user authentication & password management. Please refer to HSE policies for guidance.

 

TQ58. Any proposed solution which requires a secure end user logon and subsequent exchange of sensitive information should support at a minimum 2 factor authentication mechanisms.

 

TQ59. Where data is transmitted via the internet is this encrypted or transmitted through an encrypted tunnel?

 

TQ60. Suppliers should sign the remote access policy and service provider confidentiality agreement. Is this agreed?

 

Ref General Response Y/N/M

Detail/Comments

TQ61. Does the supplier follow the ITIL framework or similar methodology (design/transition/operate etc)?

 

 

 

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TQ62. Does the supplier follow the Prince or other similar project management methodology?

 

TQ63. Does the supplier have any accreditation status from any ICT industry standard accreditation body? If applicable specify the accreditation standards reached.

 

TQ64. All licence requirements and pricing model should be identified – application, database, client, middleware etc. the HSE reserves the right to purchase 3

rd

party software elsewhere.

 

 

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