--- title: "Payroll e-forms" ocid: "ocds-h6vhtk-02e375" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-02e375" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-02e375.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-02e375.json" source: "Find A Tender Service" current_stage: "Planning" buyer: "NHS WALES SHARED SERVICES PARTNERSHIP-PROCUREMENT SERVICES (HOSTED BY VELINDRE UNIVERSITY NHS TRUST)" published: "2021-09-22" --- # Payroll e-forms Buyer: NHS WALES SHARED SERVICES PARTNERSHIP-PROCUREMENT SERVICES (HOSTED BY VELINDRE UNIVERSITY NHS TRUST) Current stage: Planning OCID: ocds-h6vhtk-02e375 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-02e375) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-02e375.json) ## Summary The NHS Wales Shared Services Partnership, hosted by Velindre University NHS Trust, is initiating a planned procurement process for a project titled "Payroll e-forms," which falls under the goods category within the software package and information systems industry. This project seeks to enhance the payroll management system for the National Health Service (NHS) in Wales, currently serving 125,000 employees. Interested suppliers are encouraged to participate in a supplier demonstration day scheduled for 15th October via Microsoft Teams, with a future notice expected on 16th December 2021. The procurement process is structured as a tender, focusing on innovative software solutions to improve payroll management efficiency and compliance. This tender presents a significant opportunity for technology and software firms that specialise in payroll systems and related services. Businesses that provide cloud-based solutions, API integrations, and tools compatible with Microsoft 365 would be particularly well-suited to compete. As the NHS seeks to modernise its approach to payroll through technological advancements, this creates pathways for growth for suppliers capable of delivering secure, compliant, and efficient electronic forms and management systems tailored to healthcare needs. ## Notice Payroll sits within the Employment Services Division of NWSSP and is responsible for managing Payroll on behalf of all Health Boards & Trusts within NHS Wales for 125,000 employees. Therefore, Payroll is a critical service for the NHS, ensuring that Health Professionals are paid on time within a demanding Health Care Sector. The service uses the ESR Payroll system but currently manages changes to the payroll via macro enabled spreadsheets that have been in place for several years. Since the introduction of Microsoft 365 into the organisation, this system has not been as effective as before. Consequently, the Project Team would like to explore alternative options in the marketplace to develop the service over the next five years by taking advantage of new software & technological advancements. ### Lot Information Lot 1 Payroll sits within the Employment Services Division of NWSSP and is responsible for managing Payroll on behalf of all Health Boards & Trusts within NHS Wales for 125,000 employees. Therefore, Payroll is a critical service for the NHS, ensuring that Health Professionals are paid on time within a demanding Health Care Sector. The service uses the ESR Payroll system but currently manages changes to the payroll via macro enabled spreadsheets that have been in place for several years. Since the introduction of Microsoft 365 into the organisation, this system has not been as effective as before. Consequently, the Project Team would like to explore alternative options in the marketplace to develop the service over the next five years by taking advantage of new software & technological advancements. Payroll changes are managed using the following forms:- - New starter / Terminations form - Timesheeting - Staff movement advice - Overtime / additional hours worked The Project Team would like to see the following features for the e-forms described above demonstrated on the Supplier Demonstration Day. 1. Cloud based solution. 2. Solution that is compatible with Microsoft 365. 3. Solution with functionality to integrate via API with Oracle, ESR & Trac. 4. Built in Security and restrictions to a group of staff. 5. Functionality to export to Excel, Word, PDF. 6. Portal base functionality. 7. High levels of security standards (extremely personal data held on forms). (Mention GDPR?) 8. Daily data extraction to the files. 9. Built in hierarchy system. 10. Automated access password system. 11. Tracking functionality with a tram line service to see where change is in the system. 12. Allocate change to a member of the team. 13. Mandatory fields. 14. Compliance with Banking regulations for Bank Account. 15. Ability to split the form on submission to different departments. 16. Be standalone when required for external partners. 17. Built in workflows. 18. Functionality to send automated emails to other departments on Terminations. The e-forms should include the following key features for timesheeting:- 1. Ability to produce timesheet for the manager. 2. Ability to select staff from hierarchy in ESR. 3. Built in workflows. 4. Incorporate built in rules. 5. Workflow notifications. 6. Functionality to: a. Recall timesheets. b. Resubmit timesheets. c. Input figures & dates. d. Enable Managers to retrieve submitted timesheets. 7. Tracking functionality for both Payroll & the NHS Manager. 8. Reminders & nudges to Managers. 9. Incorporate mandatory fields. 10. Ability to input figures & dates. 11. The ability to have a blank version for external partners. . 12. Direct interface via API into ESR. 13. Ability to extract data via generic interface. The e-forms are required to hold the following data:- 1. Title 2. First Name 3. Last Name 4. NINO number 5. DOB 6. Address 7. Contract details 8. Telephone Numbers 9. Manager Name 10. Salary Bandings 11. Bank Account Details 12. Termination Date 13. Reason for Change/Termination 14. Destination on Leaving 15. Annual Leave Entitlement to be paid recovered Additional information: The supplier demonstration day is expected to take place via Microsoft Teams on Friday 15th October. Suppliers should contact Michael.Veasey@wales.nhs.uk to arrange a suitable time. ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/023554-2021 | | Notice type | Planning Notice | | Procurement type | Standard | | Procurement category | Goods | | Procurement method | Not Specified | | Procurement method details | Not specified | | Tender suitability | Not specified | | Awardee scale | Not specified | | All stages | Planning | ## Dates | Field | Value | | --- | --- | | Publication date | 22 Sep 2021 | | Submission deadline | Not specified | | Future notice date | 16 Dec 2021 | | Award date | Not specified | | Contract period | Not specified | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | Not specified | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Planned | | Lots status | Planned | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | NHS WALES SHARED SERVICES PARTNERSHIP-PROCUREMENT SERVICES (HOSTED BY VELINDRE UNIVERSITY NHS TRUST) | | Locality | CARDIFF | | Post town | Cardiff | | Postcode | CF15 7QZ | | Country | Wales | | ITL 1 | TLL Wales | | ITL 2 | TLL5 South East Wales | | ITL 3 | TLL51 Central Valleys and Bridgend | | Local authority | Rhondda Cynon Taf | | Electoral ward | Taff's Well | | Westminster constituency | Cardiff North | | Delivery location | TLL Wales | ## CPV Codes ### Divisions - 48 - Software package and information systems ### Codes - 48000000 - Software package and information systems ## Release History - 22 Sep 2021 at 11:35 - Planning - Planning Notice - https://www.find-tender.service.gov.uk/Notice/023554-2021 ## Notice URLs - http://nwssp.nhs.wales/ourservices/procurement-services/ - https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=114235 - https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0221 ## Provenance This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-02e375. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-02e375.json.