Human Resources Information System (HRIS)

The ICT Common Capability Cloud HRIS Agreement was signed on 23 March 2016. The agreement is for the supply of a cloud-based Human Resources Information System (HRIS) offering a suite of tools to manage and analyse employee records and automate HR processes.

Optional
Status Operational

Agency Contact

Contract lead: Department of Internal Affairs Llewellyn Sieling Senior Vendor and Contracts Manager +64 27 577 8670 subscriptions@dia.govt.nz

Service Description

HRIS is a cloud-based human resource management offering using SAP Success Factors cloud services. HRIS offers a full suite of HR management components necessary to effectively run your enterprise human resource practice, with modular functionality you can select as your needs demand.

Services include core HR service, talent management, recruitment and on boarding, performance and goal management, analytics, social collaboration, and workforce planning.

The main modules available in the HRIS service are listed below.

Employee Central

Employee Central is designed as the core system record providing a single repository for all key employee, organisational and talent data. The module enables both manager and employee self-service or intelligent services.

Recruiting

Helps recruiters source, engage, and hire the best talent. This module enables agencies to promote job openings and attract potential candidates, maintain external candidate pools and automate the recruitment and hiring process.

Onboarding

Enables new hires to be consistently and efficiently integrated into their new workplace including:

  • guiding the HR department, hiring manager, and the new hire though onboarding steps
  • connect new hires with the right people and information before they start their new role.

Performance & Goals

Provide the employee with direction, feedback, and recognition to perform their roles. Set and maintain goals agency wide to help ensure employees are focused on the right objectives.

  • Continuous performance management – enable ongoing manager/employee interactions to focus performance management on coaching rather than annually based compliance processes.
  • Performance assessments – accurately measure the value and impact of your employees against preset goals
  • Automate and streamline the performance appraisal process, and enable meaningful feedback.

Compensation

Manage remuneration effectively to support your agency’s goals. Remove manual processes in budget allocation and track how funds are allocated.

  • Eliminate manager bias – performance-based calibration across the agency improves fairness and retention.
  • Increase insight with metrics – dashboards and reports can be combined with other business data for total employee compensation analysis.
  • Improve budget and regulatory compliance – automated monitoring and built-in reports keep payments in line with budgets and regulations.
  • Assure data integrity - automatically stored data saves time, reduces risk, and improves audit compliance.

Succession & Development

Identify and develop the talent needed to support current operations, while providing visibility and planning capabilities to support future growth.

  • Identify and address current and potential talent gaps to reduce the risk of poor delivery.
  • Develop and maintain a continuous supply of internal talent to fill critical roles.
  • Analyse your agency’s talent supply and demand to make more informed decisions.
  • Create custom reports and dashboards to measure the effectiveness of succession plans and their impact on business outcomes.
  • Help employees to reach their full potential, advance their careers, and accelerate their learning with targeted development plans.

Workforce Analytics & Planning

All SuccessFactors modules include reporting capabilities. Workforce Analytics & Planning provides enhanced capabilities to understand what is happening to your workforce. An analytics library contains more than 2000 standard metrics, industry benchmarks, and HR best practices to help measure HR activities.

SAP Jam

This module offers secure social collaboration inside business applications, on your mobile device, or in SAP Jam itself. This tool helps to remove communication barriers between teams to reduce silos and encourage collaboration.

Delivery

SAP are contracted to provide the HRIS service via their public cloud platform hosted in Sydney Australia.

Benefits

Providing HRIS services via cloud-based solutions aligns with the Government ICT Strategy for ‘cloud first’ technology adoption [CAB Min (12) 29/8A]. There are a number of short and medium term benefits associated with adoption of this service.

Short term

  • Agency subscription landscape is documented, transparent and maintained.
  • Agency software requirements and investment are understood.
  • Government has strategic supplier relationships with the suppliers.
  • Estimated cross government savings of $5 million over a five-year period based on the pipeline of agency enrolments forecast in the original procurement. Cost savings are predominantly costs avoided by purchasing HRIS services at the rates negotiated with SAP, compared to current market rates.
  • Opportunities to simplify processes and reduce duplication of effort to procure, negotiate, administer and ensure contract compliance.
  • The HRIS software category is effectively managed to reduce procurement, compliance and administration costs.
  • Resource capability can be developed and leveraged pan government.

Medium term

  • Estimated cross government savings of $5 million over a five-year period based on the pipeline of agency enrolments forecast in the syndicated procurement. Cost savings are predominantly costs avoided by purchasing HRIS services at the rates negotiated with SAP, compared to current market rates.
  • Opportunities to simplify processes and reduce duplication of effort to procure, negotiate, administer and ensure contract compliance.
  • The HRIS software category is effectively managed to reduce procurement, compliance and administration costs.
  • Resource capability can be developed and leveraged pan government.

Lead Agency

Contract lead: Department of Internal Affairs. Functional lead: State Services C

Adopting the service

DIA, as lead agency, has entered into a Common Capability ICT (Cloud) Agreement with SAP for the provision of cloud-based HRIS services. The initial contract term is for three years with two two-year optional renewals.

Agencies wanting to adopt the HRIS service do not need to undertake a procurement process. DIA as lead agency has procured the product on behalf of all agencies and has signed a Lead Agency Agreement with the vendor.

Agencies can take advantage of the work done by the lead agency by contacting them and following the below process.

  1. Sign a standard non-disclosure agreement (NDA) so the vendor's contractual information can be released.
  2. The agency will then assess the suitability of SAP and the services offered under the agreement.
  3. Sign a memorandum of understanding with DIA as lead agency that sets out each party's rights and obligations.
  4. Sign an affiliate sign up form with the supplier.

The Affiliate Sign-up form together with the HRIS terms and conditions constitutes the contract to deliver HRIS services to agencies, as agreed in the Common Capability ICT (Cloud) Agreement with DIA.

The State Services Commission as Functional lead for Human Resources across government provides best practice advice for the use of HRIS solutions.  

For assistance agencies can contact: TalentExchangeSupport@ssc.govt.nz

Privacy and security compliance/assessment process

As part of this effort, the Government Chief Information Officer (GCIO) has published New Zealand Government Cloud Computing: Security and Privacy Considerations, which comprises 105 questions focused on security and privacy aspects of cloud services that are fundamentally related to data sovereignty.

Agencies within the GCIO’s mandate for providing ministers with government ICT system assurance must apply this framework when it is considering a cloud service. Other New Zealand state sector agencies are encouraged to use this framework as good practice guidance.

SAP has responded to the 105 questions for the HRIS service and the response is available for agency review, on request.

 

Lead Agency Agreement summary

  • Closed Supplier Panel
  • ICT Common Capabilities

Supplier Information

SAP SuccessFactors 
Account Executive Stuart Preston