talent management suite and related services€¦ · the commission intends to establish a contract...

Terms of Reference Talent Management Suite and related Services

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ANNEX C

Terms of Reference

Talent Management Suite and Related

Services

(E-Recruitment including Roster, Onboarding, Performance Management, Career and Skill Development, Workforce Planning and Analytics)

Terms of Reference Talent Management Suite and related Services

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TABLE OF CONTENTS TABLE OF CONTENTS ........................................................................................................................................................ 2 TABLES ................................................................................................................................................................................. 2 1. INTRODUCTION ...................................................................................................................................................... 3 2. SCOPE OF WORK ................................................................................................................................................... 4

DESCRIPTION OF TMS SOUGHT BY THE CTBTO ..................................................................................................... 4 2.1 WORK TASK 1: DEFINE & INTEGRATE ARCHITECTURE INTO CTBTO’S ENVIRONMENT .................. 6 2.2 WORK TASK 2: PROVISION AND DELIVERY OF THE SOFTWARE (INSTALLATION) ........................... 7 2.3 WORK TASK 3: PROVISION OF INTEGRATION AND CUSTOM DEVELOPMENT .................................. 9

2.3.1 INTEGRATION ............................................................................................................................................ 9 2.3.2 CUSTOM DEVELOPMENT ....................................................................................................................... 10

2.4 WORK TASK 4: PROVISION OF TRAINING ................................................................................................ 12 2.5 WORK TASK 5: PROVISION OF MAINTENANCE SUPPORT ................................................................... 13 2.6 OPTIONAL EXTENSION ................................................................................................................................ 13

3. BUSINESS & PROCESS REQUIREMENTS ........................................................................................................ 14 3.1 CTBTO HR PROCESS STEPS ...................................................................................................................... 15

3.1.1 e-Recruitment ............................................................................................................................................. 16 3.1.2 Applicant Roster and Talent Groups ......................................................................................................... 17 3.1.3 Onboarding ................................................................................................................................................. 18 3.1.4 Performance Management ........................................................................................................................ 18 3.1.5 Career and Skill Development ................................................................................................................... 19 3.1.6 Workforce Planning and Analytics ............................................................................................................ 19

3.2 TECHNICAL REQUIREMENTS ..................................................................................................................... 20 3.2.1 Roles and Access rights ............................................................................................................................ 20 3.2.2 Security ....................................................................................................................................................... 20

4. REPORTING AND ACCEPTANCE OF WORK .................................................................................................... 23 4.1 PROJECT TEAM & GOVERNANCE ............................................................................................................. 23 4.2 TIMELINE ........................................................................................................................................................ 23 4.3 PROJECT PHASE DESCRIPTION WITH PHASE SCHEDULES ............................................................... 24

4.3.1 Inception Phase .......................................................................................................................................... 24 4.3.2 Elaboration.................................................................................................................................................. 24 4.3.3 Construction Phase .................................................................................................................................... 25 4.3.4 Transition Phase ........................................................................................................................................ 25 4.3.5 Production Phase (Post Go-Live stabilization) ......................................................................................... 26

4.4 DOCUMENTATION & REPORTING.............................................................................................................. 27 4.4.1 PROJECT MANAGEMENT PLAN ............................................................................................................ 28 4.4.2 QUALITY ASSURANCE PLAN ................................................................................................................. 30 4.4.3 MEETINGS AND REVIEWS ...................................................................................................................... 30 4.4.4 PROJECT IMPLEMENTATION PLAN ...................................................................................................... 33

5. ATTACHMENTS ..................................................................................................................................................... 34

TABLES Table 1: Workshop and Training Specifications ........................................................................................................... 12 Table 2. Employment Types ......................................................................................................................................... 17 Table 3. Roles & Access rights ..................................................................................................................................... 20 Table 5. Inception Phase Tasks and Deliverables ....................................................................................................... 24 Table 6. Elaboration Phase Tasks and Deliverables ................................................................................................... 24 Table 7. Construction Phase Tasks and Deliverables ................................................................................................. 25 Table 8. Transition Phase Tasks and Deliverables ..................................................................................................... 25 Table 9. Production Phase Tasks and Deliverables .................................................................................................... 26 Table 10: Document Lifecycle and Delivery ................................................................................................................... 27 Table 11: Applicable Documents .................................................................................................................................... 34

FIGURES Figure 1: Schematic representation of TMS and integration with current tools ................................................................. 9 Figure 2: Schedule of Project Phases and Major Milestones ........................................................................................... 23

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1. INTRODUCTION

All of the requirements in the Terms of Reference (ToR) are numbered and boxed. Requirements are either preceded by an M for mandatory or a D for desirable.

The Preparatory Commission for the Comprehensive Nuclear-Test-Ban Treaty Organization (CTBTO) is an international organization located in Vienna, Austria. Its main task is to establish a global verification regime to monitor compliance with the Comprehensive Nuclear-Test-Ban Treaty (CTBT), which bans all nuclear explosions. The verification regime includes a global network of over than 337 monitoring facilities, using four different technologies (seismic, hydro-acoustic, infrasound and radionuclide), a communications infrastructure, an international data center, and the capability to carry out on-site inspections. Additional information on the CTBTO may be found at https://www.ctbto.org/. The Commission intends to establish a Contract for “Provision of Talent Management Suite and Related Services” (hereinafter referred to as the “Work” and/or “Services”). The Contractor shall work with the Commission and shall provide Services in accordance with these Terms of Reference (ToR).

These ToR defines the technical framework of all related activities to be performed during the delivery of Services and contains all technical requirements for the activities which shall be carried out by the Contractor.

The Contractor shall carry out the Work in accordance with these ToR and in the most cost-effective manner possible. For all work tasks, the Contractor must inform the Commission of the appropriate and current points of contact, including contacts for: 1) technical matters, 2) logistics matters and 3) commercial matters. If these points of contact change during any phase of the Work Tasks, the Contractor must inform the Commission immediately in writing.

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2. SCOPE OF WORK

DESCRIPTION OF TMS SOUGHT BY THE CTBTO

The CTBTO provides exciting employment opportunities in a highly diverse and rich, multicultural work environment. The CTBTO looks for candidates with high caliber scientific and technical skills, as well as management and non-technical skills. The paramount consideration in the recruitment, employment and promotion of staff is securing the highest standards of professional expertise, experience, efficiency, competence and integrity Talent Management solution the CTBTO is seeking is generally described as follows:

Comprehensive Talent Management Suite solution as a fully integrated Commercial Off-The-

Shelf (COTS) software with functionality supporting e-Recruitment (Applicant Tracking), Onboarding, Performance Management (with Succession Planning) and Analytics

Talent Management Suite should deliver as a single, thin-client, portal-based, organization-wide implementation

Talent Management Suite should be delivered by a single contractor for an integrated Talent Management delivery solution. This contractor must not be the owner of the chosen COTS software

TMS should provide open, scalable and secure architecture TMS should provide possibility to append CTBTO’s propriety web applications (portlets) into the

contractor’s web solution (single sign on, same look and feel) Talent management suite approach to address current and anticipated needs:

- e-Recruitment including management including Roster Assessment Management with integration of other tools (e-Test, E-Quiz, SONRU) Vacancy management

- On-boarding - Performance management (with Succession Planning) - Career and Skill Development - Workforce planning - Analytics

Recruitment planning capabilities mapped to predefined skills and competencies Work force planning capabilities Capability to support common browsers (Chrome, Mozilla, MS Explorer) After full implementation at the CTBTO, dependencies on Contractor limited to support and

maintenance. CTBTO will evaluate the Talent Management Suite contractor/vendor based on its ability to meet the business requirements set forth in this TOR — and ultimately, the vendor’s ability to addresses the current “pain points” experienced by our HR personnel, detailed below. CTBTO will also be looking to evaluate the contractor’s/vendor’s offerings with regards to its professional services support, and how these services will assist the organization throughout the phases of implementation / deployment / production and into on-going operations. CTBTO reserves the right to award a contract in full or for selected parts of the offering suite, if deemed to be in the best interest of CTBTO. CTBTO is seeking “out-of-box” implementation of career development, succession planning and workforce planning modules.

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The Work shall be divided into five (5) tasks as set out below and shall be performed in accordance with the requirements of these ToR. The Contractor shall submit to the Commission a description and timetable for each Work Task to assure that the Work be carried out in the most appropriate and cost-efficient manner. The Contractor shall perform the Work meeting all specifications and requirements of the Work Tasks as set out in these ToR. The below mentioned Work Tasks shall be delivered by the Contractor as follows:

(a) WORK TASK 1: “Define Architecture, Integrate Hardware into CTBTO’s Environment” as set

out in Section 2.1 of these ToR,;

(b) WORK TASK 2: “Provision and Delivery of the Software (Installation) “as set out in Section 2.2 of these ToR;

(c) WORK TASK3: “Provision of Integration and Custom Development” as set out in Section 2.3 of these ToR;

(d) WORK TASK 4: “Provision of Training” as set out in Section 2.4 of these ToR;

(e) WORK TASK 5: “Provision of Maintenance Support” as set out in Section 2.5 of these ToR;

(f) OPTIONAL EXTENSION: “Provision of additional analytics and custom developments” as set

out in Section 2.6 of these ToR;

The Contractor shall ensure the compliance of the Work with the business and technical requirements specified in the Attachment 1 “TMS Evaluation Template” and provide the required comments to each requirement accordingly.

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2.1 WORK TASK 1: DEFINE & INTEGRATE ARCHITECTURE INTO CTBTO’S ENVIRONMENT

The Contractor shall deliver a system design and operations specification for the TMS. The system design and operations specification shall include but not limited to the following:

Hardware requirements (e.g. desired CPU size, Nr. of cores, RAM, etc.) Software requirements (e.g., operating systems) IP configuration and control protocols Security considerations (see chapter 3.2.2) Infrastructure overview and diagrams including infrastructure nodes, interfaces, transmission

technologies, etc. Interface specifications, tunables, etc. Unique identification of all elements in the TMS Reliability and availability analysis including single point failure identification.

The Contractor shall include any assumptions and analysis (capacity and availability) used in all design and justification documentation (content-specific bandwidth calculations, etc.). All necessary hardware and its related software, e.g., the servers and associated operating systems required to run the TMS, will be provided by Commission based on the specifications submitted by the Contractor. CTBTO reserves the right to modify the Contractor’s hardware solution as needed. The Contractor’s TMS shall be capable of utilizing several web browsers MS Internet Explorer, Mozilla Firefox and Chrome without any significant degradation of usability when switching from one of these web browsers to the other.

Hosting Contractor shall present 3 options concerning hosting the TMS:

a) Solution hosted by the contractor (Cloud) b) Solution hosted in DMZ (private Cloud) c) Solution hosted on CTBTO’s premise (behind the CTBTO’s firewall)

Contractor shall provide details on multitenant architecture. The cloud infrastructure is provisioned for exclusive use by a single organization comprising multiple consumers (e.g., business units). It may be owned, managed, and operated by the organization, a third party, or some combination of them, and it may exist on or off premises. Please provide information and best practices of your solution with examples.The Commission will choose one of the above option. Response Time The Contractor shall provide reports and metrics to demonstrate response time performance. The response time to access a particular resource in the TMS from any field office should not exceed 3 seconds. Mobile Access CTBTO seeks support for the setup of mobile applications for some of the selected products in the TMS. The Contractor shall deliver a system architecture design specification for the TMS within 6 weeks after Effective Date of Contract (EDC). Depending on the proposed architecture (on premise vs. cloud) our hosting partner as set out in the above section paragraph (c) reserves the right to provide the hardware within 8 weeks after CTBTO’s approval of proposed system architecture.

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2.2 WORK TASK 2: PROVISION AND DELIVERY OF THE SOFTWARE (INSTALLATION)

The Contractor shall deliver a design specification and, after CTBTO’s approval, the installation of the TMS that are compliant with the minimal requirements listed below for the relevant TMS elements shown in Figure 1 -Schematic representation of TMS and integration with current tools. The TMS is minimally expected to perform the following functions:

1. Shorten the throughput of recruiting processes and reduce manual work 2. Improve workflows, automate processes and reduce recruitment time 3. Improve screening and visibility of candidates 4. Map, support and maintain standard CTBTO’s HR workflows and processes in CTBTO 5. Talent Management System represents

a. Comprehensive suite solution as a fully integrated product with functionality supporting e-Recruitment(Applicant Sourcing and Tracking) with Roster, Onboarding, Performance Management and Analytics (additional tools like Career and Skill development and/or Workforce planning will be considered as beneficial)

b. Single, thin-client, portal-based, organization-wide implementation c. Open, scalable and secure architecture supporting common browsers (Chrome, Mozilla,

MS Explorer) d. Possibility to append CTBTO’s propriety portlets into the Contractor’s portal (single sign

on, same look and feel) e. Talent management suite approach to address current and anticipated needs:

i. e-Recruitment including Roster 1. Outreach programme with integration of 3rd party vendors such as job

boards, LinkedIn, social media (facebook etc), CTBTO recruitment website)

2. A more Robust candidate’s Personal History Form search functionality 3. Assessment Management with integration of 3rd party tools (Moodle,

SONRU) 4. Vacancy management 5. Candidate management

ii. On-boarding iii. Performance management iv. Analytics v. Career and Skill Development (optional) vi. Workforce planning (optional)

6. After full implementation at the CTBTO, dependencies on Contractor limited to support and maintenance.

From each TMS tool separately the Contractor shall provide the system that is able to:

E-Recruiting and Roster:

1. Capture and maintain CTBTO’s standard reports and forms (Personal History Form, Interview Assessment Form, Interview assessment Report, PAP report etc.)

2. Support the concept of Roles (Administrator, Office Executive Secretary, Chief HR, Division Director, Section Chief, HR Officer, HR, Assistant, Staff Admin Officer, SA Assistant etc.)

3. Supports clear segregation of duties on users and on groups 4. Identification and comprehensive status display of every stage in recruitment process 5. Identification and categorization of users using flags, questionnaires or forms throughout the

entire solution 6. Support and integration of assessment tools as well as support of long/short lists 7. Capture and maintain all fields that our current Roster system is maintaining 8. Possibility on storing same candidate in several rosters (e.g. Department Roster, Professional

Roster, Emergency Roster)

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9. Possibility to save comments and search upon them 10. Possibility to combine search criteria

Onboarding 1. The system must be configurable to provide different type of information depending on category

of employment (VA, STA, TA), grade (Generall Staff, Profiessinal Staff) 2. The system must provide a vehicle to distribute the e-Learning content 3. Possibility of integration with 3rd party vendors or self-service portal for employees 4. Capture and maintain CTBTO’s standard reports, forms and attachments such as letter of offers,

copies of education certifications, passport, birth certificate, education claims, beneficiaries, provident funds registration etc)

5. To send automated notifications/reminders to communicate with both managers and staff

Performance Management

1. The system must accommodate three-phased performance exercise (i.e. Performance Planning, Mid-Year Review, and Year-end Appraisal)

2. The system must have ability to migrate old data

Career and Skill Development 1. Ability to create a comprehensive and integrated career plan that can link to competencies, skills,

positions etc. The career plan should relate to annual learning plans and/or individual learning initiatives.

2. Ability to provide access to guided learning and development opportunities—supported by the creation of curricula and indexing of learning opportunities against competencies

3. Ability for staff members to compare themselves (current job and/or current competencies) with defined standard job descriptions (for which skills and competencies are defined).

4. Ability to have competency & skill assessment information imported from the Performance Management module. It would be best if competencies are not assessed only against the staff member’s current position.

5. Exchange of information related to competency gaps (from Performance Appraisal module) 6. A unique Learning Plan tool used to capture personal learning objectives, career goals, learning

related performance gaps and compliance training.

Workforce Planning and Analytics

1. TMS must support analytics 2. TMS must support standard reporting on time basis 3. TMS must support ad-hoc / on-demand reporting 4. TMS should be integrated in to our SAP’s financial, budget and planning modules

Migration of old data Contractor shall conduct the migration of all relevant data from current e-Recruiting system as well as from Roster to the TMS. The Contractor shall deliver a preliminary system architecture design specification for the TMS that is closely compliant with the requirements defined above within 6 weeks after Effective Date of Contract (EDC). If a requirement listed above cannot be satisfied, the Contractor must state so and offer an alternative customization.

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2.3 WORK TASK 3: PROVISION OF INTEGRATION AND CUSTOM DEVELOPMENT

Please refer to the diagram below for CTBTO’s Human Resource Solution Architecture:

Figure 1: Schematic representation of TMS and integration with current tools

2.3.1 INTEGRATION

INTEGRATION WITH SAP-HR (Core HCMS) CTBTO uses SAP-HR module as the core Human Resource Management System for the administration and management of its human resources. It is a single instance system, located in Geneva with remote access to the system. Inbound Interface into TMS from SAP-HR The Contractor shall create an inbound interface will be required to import all CTBTO employee master data and other relevant HR master data like position & organizational information into the TMS. There will be 2 modes of running this interface:

Scheduled daily job that will send only the delta changes made in SAP-HR for the day On-demand job that will be sent ad hoc from SAP-HR for urgent data transfer

CTBTO will use SAP’s IDOC (Intermediate Document) Interface to create the XML input file to be fed into the inbound interface of TMS. Outbound interface from TMS into SAP-HR The Contractor shall create an outbound interface will be needed to extract the data from TMS into a SAP table structure. This is triggered by a recruiter action to transfer data into SAP. The XML or CSV output file will be read by SAP-HR to populate the SAP table.

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Remote Function Call to SAP Aside from the interface the Contractor shall create ability to read data from SAP using web services is needed. The on-boarding module is expected to populate and generate offer letters to candidates, which include salary and entitlement information based on UN-specific criteria. The salary, benefits and entitlements tables are stored in SAP. Contractor will build a web service to SAP-HR that extracts the relevant data specific to the candidate. This web service is expected to be consumed by the TMS. CTBTO requires both synchronous and asynchronous connection. INTEGRATION WITH OTHER SYSTEMS Integration with Moodle CTBTO conducts all e-Test & e-Quiz assessments through Moodle - Open-source learning platform (www.moodle.org). It is necessary to be able to gather the results of those tests and store/link them to candidates in e-Recruitment module. Integration with SONRU Analog to MOODLE CTBTO conducts video assessments through SONRU (https://www.sonru.com). It is necessary to be able to gather the SONRU videos and link them to candidates in e-Recruitment module. Integration with In-house developed systems CTBTO has some in-house web based developments (f.e. HCM Reporting for Net Vacancy Rate). CTBTO expects the integration of these portlets in the Contractor’s portal environment (single sign on). Integration with e-Learning System CTBTO is in the process of implementing a web based Learning Management System. It will be required to integrate this system in:

a) On-boarding module - to show the new staff members the basics (like f.e. Policies, Rules and Regulations, guidelines about working and living in Vienna, UNO City etc.)

b) Performance Management module - to access and complete courses agreed in CTBTO’s appraisal of the performance form and when completing one’s learning/development review. The learning catalogue is also needed when planning for one’s learning/development objectives.

The Contractor shall deliver the TMS solution with streamlined master data management across all modules as set out above. The TMS will have only one database for all the products, not separate multiple databases per module, which will require data interfaces within the suite.

2.3.2 CUSTOM DEVELOPMENT

The Commission will initiate the Work for “Custom Development” in the form of Work Orders (WO) as and when required. The effort under Work for “Custom Development” shall be limited to a maximum of 160 man-days. This is an upper limit only, and the Commission reserves the right, at its sole discretion, to call-off less person-days or no person-days at all The Commission will These Work Orders will be the basis for initiating Work, the exact scope of Work, the deliverables, acceptance, invoicing and payment of any Services performed by the Contractor.

Initiating Work

1. Before the issuance of a WO to the Contractor and upon receipt of a written request, containing elaborations and definitions as to the nature of the particular Work(s), the Contractor shall provide, at a minimum, within one (1) week of receiving the written request, the following information in the form of a work plan for each Work identified in the written request:

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o Work plan and key schedule to accomplish the Work;

o Number of person-days to be allocated to the Work;

o Estimated cost of travel and daily subsistence allowance (DSA), if applicable, based on the most cost-effective approach;

o Place of work (on-site/off-site);

o Commencement date and completion date of the Work.

2. After review of the work plan for the Work identified in the written request, and only after acceptance by the Commission, the WO will be issued to the Contractor.

3. Each WO shall be based on one (1) or more of the tasks described above and on the approved work plan for each of the Work to be completed. The Commission will forward WOs to the Contractor with adequate advanced notice and containing all necessary details, expected deliverables, and minimum requirements for satisfactory performance.

4. The Contractor shall perform work only after receipt of the WO.

5. Upon the entry into force of the Contract, the Contractor shall draft a WO work plan template for review and acceptance by the Commission.

Completion and Acceptance

At the end of a particular Work under the WO, the Contractor shall submit to the Commission the deliverables required in the relevant WO within the period of performance stated in the respective WO.

Invoicing and Payment

The deliverables, after being evaluated and accepted as satisfactory by the Commission, will form the basis for invoicing and payment of a particular Work performed under a WO.

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2.4 WORK TASK 4: PROVISION OF TRAINING

The Contractor shall:

Prepare and give training to the Commission for each tool inside the Talent Management Suite; Prepare a training plan for approval that describes all trainings and workshops; Provide highly qualified instructors, presentation and reference materials and any prototypes or

demonstration necessary to handle up to 10 persons for each workshop or seminar; Provide evaluation forms, certificates and trainer’s reports to the appropriate Commission

departments, and original certificates to attendees; Provide the following: a TMS configuration workshop, a TMS customization workshop, system

verification participant training and TMS training in compliance with Table 1; Ensure the timeline of up to 3 days for each workshop/seminar.

Table 1: Workshop and Training Specifications

Workshop/Training Description

Configuration Workshop Identify features and functionality within the TMS to configure and describe how to implement the configurations.

Customization Workshop Identify any customizations for the TMS based on unavailable functionality that is either required or desired as defined in the system design and operations specifications.

Reports Workshop Examine the catalogue of report templates that are offered by the TMS and identify any additional report templates that need to be customized.

System Verification Training Train participants on how to verify the system in preparation for the system verification in the production environment.

TMS Training Train learners and operations and support staff including instructors, managers, administrators (advanced level training) and content developers on the TMS.

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2.5 WORK TASK 5: PROVISION OF MAINTENANCE SUPPORT

The Contractor shall implement support and maintenance processes for the TMS as defined in the approved operations specification to ensure correct service delivery and development. The specification shall include but is not limited to the following:

Support

o Acceptance test operation of help desk during system verification o Help desk

Respond to events Respond in a timely manner to the Commission’s requests Open trouble tickets Finalize corrective action Identify and log incidents

o Incident management o Problem management o Configuration management

Maintenance

o New Releases o Upgrades o Patches o Associated documentation for installations/de-installations of new releases upgrades and

patches.

Any assumptions and analysis used, and all design and justification documentation shall be included. Security patches and upgrades Contractor must implement standard security updates and upgrades. Implement, if needed, custom security updates and upgrades for custom developments on the portal. Technical support Contractor must offer an effective second level technical support system (at least 5 days a week from 9am-5pm UTC+1), with effective response mechanisms. The technical support will be made available to administrators. Service Level - This application is considered business-important and CTBTO requests service level that meets/exceeds 99.86% accessibility on a monthly basis (1 hour in a month of downtime). The Contractor shall implement support and maintenance processes for the TMS on 5-years basis.

2.6 OPTIONAL EXTENSION

At the end of the Contract Period, the Commission shall have the option to extend the Services under this Contract for additional period of 6 months under the same terms and conditions as set out in this Contract. This optional extension is reserved for additional analytics, custom developments and all at this point of time not known issues that might come along the project. The effort under this extension shall be limited to a maximum of 150 man-days. This is an upper limit only, and the Commission reserves the right, at its sole discretion, to call-off less person-days or no person-days at all. The Commission will initiate the Work in the form of WO as and when required. These WOs will be the basis for initiating Work, the exact scope of Work, the deliverables, acceptance, invoicing and payment of any Services performed by the Contractor.

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Initiating Work

Before the issuance of a WO to the Contractor and upon receipt of a written request, containing elaborations and definitions as to the nature of the particular Work(s), the Contractor shall provide, at a minimum, within one (1) week of receiving the written request, the following information in the form of a work plan for each Work identified in the written request:

o Work plan and key schedule to accomplish the Work;

o Number of person-days to be allocated to the Work;

o Estimated cost of travel and daily subsistence allowance (DSA), if applicable, based on the most cost-effective approach;

o Place of work (on-site/off-site);

o Commencement date and completion date of the Work.

After review of the work plan for the Work identified in the written request, and only after acceptance by the Commission, the WO will be issued to the Contractor.

Each WO shall be based on one (1) or more of the tasks described above and on the approved work plan for each of the Work to be completed. The Commission will forward WOs to the Contractor with adequate advanced notice and containing all necessary details, expected deliverables, and minimum requirements for satisfactory performance.

The Contractor shall perform work only after receipt of the WO.

Upon the entry into force of the Contract, the Contractor shall draft a WO work plan template for review and acceptance by the Commission.

Completion and Acceptance

At the end of a particular Work under the WO, the Contractor shall submit to the Commission the deliverables required in the relevant WO within the period of performance stated in the respective WO.

Invoicing and Payment

The deliverables, after being evaluated and accepted as satisfactory by the Commission, will form the basis for invoicing and payment of a particular Work performed under a WO.

3. BUSINESS & PROCESS REQUIREMENTS CTBTO ecruitment process follows very strict process specified in Staff Rules and Admin Directives (Documents provided). Furthermore, the organization’s processes are subject to policy structures unique to the UN system. To identify the optimal solution to address and streamline these processes throughout HR, CTBTO is detailing in the following sections proposed business processes and requirements for the various modules of the Talent Management Suite. The project team will be available to provide additional clarification prior to integration if needed. CTBTO Recruitment process follows the path as shown in Figure 1.

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Recruitment process in general

3.1 CTBTO HR PROCESS STEPS Recruitment

1. Request for new position 2. Classification of the position 3. Drafting of Vacancy announcement and publishing 4. PHF and SoA gathering 5. Pre-screening for proposed long list to Hiring division (HD) 6. Receiving proposed short list from HD for e-Test / e-Quiz / SONRU / Interview 7. Approval OES 8. Pre-Assessment (e-Test / e-Quiz / SONRU) 9. Approval OES 10. Interview report + Interview summary 11. Hiring Directors recommendation + HR Report 12. Personal Advisory Panel + Report 13. Final Decision OES 14. Offer issued 15. References & medical check

Onboarding

1. Provide the candidate with general information and forms 2. Provide candidate with information on manuals (f.e. payroll and travel) 3. The system will provide analytics & reporting capabilities, to alert managers due tasks, to monitor

KPIs and user feedback. Performance management

1. Setting objectives 2. Objectives alignment with superior officer 3. Performance management meeting & verification

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A table of mandatory requirements for each module can be found at the beginning of each sub section of Annex 1 (TMS Evaluation Template), leading into the overview of business processes.

3.1.1 e-Recruitment Thus far, CTBTO recruitment activities have been limited through the old e-Recruitment system In general, the old e-Recruitment system:

Has undergone minor improvement since initial implementation Underlays Alfresco XML design which substantively influence the performance Is poorly integrated, proprietary software without integration into the SAP environment that lacks

the key functionalities needed to conduct and manage recruitment process Is not well suited to support the dynamic nature of CTBTO operations

In the meantime CTBTO has implemented SAP ERP solution containing, among other, Human Capital Management (HCM) module - which represents CTBTO’s Human Capital Management master system. The primary objectives of human capital management are as follows:

Shorten the throughput of recruiting processes Reduce administrative burden and manual work Improve workflows, automate processes and reduce recruitment time Improve quality of candidate screening High sophisticated roster for retaining the knowledge from prior screenings Set up solid basis for performance management Integrate all Talent management suite with SAP Gaining efficiency and effectiveness, where CTBTO is seeking to reduce the current costs of

processing transactions and maintaining records through better process and integrated systems Managing risk by improving the current paper based processes to protect against loss as a result

of disaster, human error, etc. Transforming HR from a transaction processing organization to a strategic partner focused on

CTBTO talent. CTBTO seeks an electronic system to support the attraction, identification, selection, deployment and management of candidates. Broadly, a successful e-Recruitment / applicant tracking system will satisfy the following criteria:

The recruitment system will serve to recruit candidates external to CTBTO but will also in interconnection with SAP HCM, be used to manage the mobility of current staff members. It will thus need to have robust candidate selection functionality as well as be a tool to manage talents, with linkages between the two.

CTBTO seeks a system that can easily be integrated in our current and future HR technological landscape

CTBTO seeks a system with built-in flexibility and customization to be able to support different recruitment processes and staffing mechanisms through innovative activities, correspondences, templates and questionnaires with a view to increase efficiency. This includes CTBTO-specific corporate review of appointments and management approval process.

The system therefore needs to be able to support the various roles in the selection process, each with their own level of access and activities

CTBTO needs to gather information from external candidates that are specific to the UN system (for example, nationality, gender and age). Furthermore, the system needs to be able to contain a number of attributes of internal staff which have a bearing on their mobility (location, level, entry

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into post, etc.). This will also require an interface, integration and periodic transfer of data between e-Recruitment module CTBTO’s SAP R/3’s HR modules.

Generally there are 3 different employment types by CTBTO:

Table 2. Employment Types

Type Subtype

Fixed Term Appointment (FTA) Professional Staff

General Staff

Short Term Appointment (STA) Professional Staff

General Staff

Temporary Appointment (TA)

Temporary Appointment

Consultancy

Internship

Cost free expert In terms of recruitment of staff in CTBTO: The recruitment of staff is done by the Division of Human Resources, based in CTBTO’s Vienna Headquarters. On yearly basis CTBTO recruits:

Approximately 50 FTA staff Approximately 40 STA staff Approximately 200-300 temporary appointments

CTBTO uses questionnaires in the context of candidate selection and for other talent relationship activities. Questionnaires like e-Test, e-Quiz (MOODLE) and SONRU are used as screening tools to help in the shortlisting and assessment of candidates. Such screening questionnaires can be comprised of simple yes/no answers, with scales and expected replies or more complex technical questionnaires designed to evaluate the expertise of a candidate (multiple choice questions, scenarios, answer-dependent questions). CTBTO will require content management capability for use in creating such questionnaires. This should enable CTBTO to easily modify fields, text, headers and other content. Experience has shown that editing content and visual of a questionnaire is too often limiting

3.1.2 Applicant Roster and Talent Groups Talent groups are considered and composed of eligible candidates who have undergone a competitive selection and assessment process and have been deemed to be generally qualified and available for appointment to a position. All candidates who are classified as “well qualified” and “qualified” and have successfully passed the interview will be included into the Roster in one or more Talent Groups. Talent groups are organized by functional areas and levels. CTBTO currently does not have a Roster policy for applicants. Therefore it is necessary to implement a very generic roster capable to host candidates and offers many opportunities for storing different attributes as well as searching mechanisms. Current Roster hosts approximately 50 Talent Groups and

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around 300 candidates including non-staff contractors and consultants. These candidates will be periodically removed from roster after a certain period of time.

3.1.3 Onboarding The new electronic on-boarding system should provide a single global system for electronic on-boarding of all staff categories (FTA, STA, TA), replacing the current paper-based system. It should be flexible, customizable and forward-looking to anticipate and accommodate CTBTO’s evolving needs In brief:

It should be able to provide the candidate with general information (videos or write-ups) on CTBTO, and specific information on the duty station living (such as current living conditions information, CTBTO Regulations and Rules, etc.). It should have the capacity to introduce the Human Resources (HR) Assistant/Officer who is handling the new hire’s onboarding to the team/programme the candidate will be joining

The system will allow new hires to complete, generate, and print required online forms, with many

fields pre-filled from existing CTBTO systems data, and to include electronic signatures. New hires will also be able to upload PDF documents to complete their profile.

The system will accommodate varied users at different steps of the process, including staff from

human resources, payroll and travel.

The system will have flexible workflow & exceptions management to accommodate highly variable onboarding conditions

The Onboarding system will fully integrate necessary data from the CTBTO HR information

technology infrastructure, which includes electronic recruiting, position funding and records; and will trigger action items from varied departments involved in the process, including human resources staff, travel services and local managers.

The system will provide analytics & reporting capabilities, to alert managers due tasks, to monitor

KPIs and user feedback.

3.1.4 Performance Management The current paper based system is outdated and needs to be automated with a suitable and efficient electronic performance management system. Requirements for such system will be detailed and expanded in subsequent documents, below is an outline of the most relevant and critical updated business requirements:

Comprehensive, internet-based performance management system aligned with the current paper based form that should require no additional training and should be easy-to-learn and easy-to-use by line managers and staff

A competency-based tool with a phased approach to performance management where current

and new staff have the system available throughout the year to complete performance phases Excellent data and graphical reporting so that users have access to real-time data and

management teams can easily and quickly report not only on performance compliance individually and based on their team(s), but also on performance trends by grade level,

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competency, office/ Division/team, etc. A 180 and 360 degree feedback function available to all staff with inputs on competencies and

work outputs by both internal and external providers A system with the capability to integrate with SAP-HCM module (that is the master HR data

system in CTBTO), and possibility of integrating with e-Recruitment and On-boarding modules Ability to integrate multiple user categories (i.e. end user, administrator/s, super-users) to access

relevant information in a secure way Availability of end-user materials and tips (i.e. Objectives Appraisal tutorials) for easy navigation

and suitable Objectives Appraisal evaluation completion Minimal manual data entry to enhance data quality and timeliness of reporting on trends relating

to performance management A system with the ability to import and retain data from the existing CTBTO performance

management system to maintain all performance management-related data in a single system and for reporting purposes

3.1.5 Career and Skill Development CTBTO’s career & skills development currently consists mostly of a set of tools to guide learning and development of staff members. CTBTO aims to get a fully integrated tool to support career & skills development. Some core features we are considering:

Ability to create a comprehensive and integrated career plan that can link to competencies, skills, positions etc. The career plan should relate to annual learning plans and/or individual learning initiatives.

Ability to provide access to guided learning and development opportunities—supported by the creation of curricula and indexing of learning opportunities against competencies

Ability for staff members to compare themselves (current job and/or current competencies) with defined standard job descriptions (for which skills and competencies are defined).

Ability to have competency & skill assessment information imported from the Performance Management module. It would be best if competencies are not assessed only against the staff member’s current position.

Exchange of information related to competency gaps (from Performance Appraisal module) A unique Learning Plan tool used to capture personal learning objectives, career goals, learning

related performance gaps and compliance training.

3.1.6 Workforce Planning and Analytics Workforce planning and analytics processes in CTBTO are currently manual and semi-automated through Excel and Access tables. This module should have the ability to analytically anticipate and predict the possible shortage in certain skills or skill areas in order to plan and mitigate the risks for CTBTO. Moving forward, the organization is interested in tools and functionalities that are able to leverage the data collected throughout the suite. Data should be easily and effectively visualized through reports (standard & custom,) and dashboards—and easily exported to a variety of formats (i.e. Web-based, ASCII, PDF and Excel). In short, Contractors should demonstrate the full range of planning and analytical tools that enhance the value proposition of the modules and total offering. CTBTO will take into consideration how the platform is able to incorporate data from both internal (e.g. HR suite database,

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intranet, internal developed systems, SAP R/3,) and external sources to help identify trends, run descriptive / predictive analytics, track risks and manage talent pools. Explore what types of decisions these tools can support, and also what key business questions and performance indicators the organization can address with functionalities. Crucially, CTBTO will need to understand the manner in which there reports and analytical tools can be administered, configured and executed.

3.2 TECHNICAL REQUIREMENTS

3.2.1 Roles and Access rights The target audience for e-Recruitment offered by the CTBTO includes the end users in the States Signatories and CTBTO staff as shown in Table 3.

Table 3. Roles & Access rights

Job Role Access approx. count

Administrator Full Access 3

Office Executive Secretary Full Access 10

Director HR Full Access 1

Division Director / ES Read/Write Access only to group curricula inside his/her division

6

Section Chief Only to their group curricula inside his/her section 20

HR Officer Full Access to their group curricula, no admin rights

3

Staff Admin Officer Full Access to their group curricula, no admin rights

3

HR Assistant Only to their group curricula 5

Staff Admin Assistant Only to their group curricula 5

CTBTO Staff Basic Access 250

3.2.2 Security The Contractor shall deliver a security plan for the TMS and shall deliver a design specification for that TMS that is compliant with the security requirements listed below.

3.2.2.1 Access One user per account. Passwords expires after 90 days if not used. Passwords must be at least 8 characters long contain at least a capital letter, contain at least a

numeric number. After 3 consecutive failed attempts, the account must either be disabled for 15 minutes or locked. After 5 consecutive failed attempts, the account must lock. Passwords shall not be re-used.

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3.2.2.2 Encryption All username and password transmission over the network shall be encrypted using one of the CTBTO approved cipher algorithms.

3.2.2.3 Information Confidentiality All data communication designated as “sensitive” shall be communicated through a TLS/SSL encrypted session using one of the CTBTO approved cipher algorithms.

3.2.2.4 Privacy Confidentiality The Contractors’ proposed solution shall include the necessary security controls to protect the private information stored in the e-Recruitment, On-boarding and Performance management system: personal information, results of e-Test/e-Quiz/SONRU scores, internal assessments of Panel members, PAP assessments etc. are only for designated audience. The solution shall ensure that only the legitimate persons/roles have access to private information, and that the system protects the information from non-authorized access.

3.2.2.5 Authentication and Authorization Privilege management – support of roles: Administrators, OES, Chief HR, Division Director,

Section Chief, HR Officer, Staff Admin Officer, HR Assistant, Staff Admin Assistant, Candidate, etc.;

Support of different groups of roles; Domain level security to allow different business units to build their own profile curricula, etc. Hierarchical administration over groups Customizable access control of reports and services based on roles, groups, vacancies, etc.

3.2.2.6 Integrity Requirements The Contractor solution shall ensure the integrity of the system and its data, describe in detail the integrity security controls in its proposal. As a minimum, the following security control shall be included:

1. The Contractors’ solution shall provide the capability to record/log the following activities: o Failed login attempts (operating system and application) o Successful login (operating system and application) o Privileged account transactions o Changes to entitlement and privileges transactions o Critical system events (operating system, web server) o Application critical events o Managers and administrators accesses to personal private data areas.

2. The Contractor’s proposed solution shall be compatible with the virus scanning product in use

within the CTBTO. Solution shall ensure that all emails and file transfers between clients and the core system are scanned before being executed/opened and be made available to the rest of the e-Recruitment and Performance Management

3.2.2.7 Availability Requirements The Contractors’ proposed solution shall have the ability to notify an operator of critical system conditions:

Low disk space Hardware/software component failure CPU usage

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Network interruption etc. It shall have a backup and restore strategy. Contractor shall describe its strategy in its response. In order to define the CTBTO firewall and edge router policies associated with the TMS project, the Contractor shall provide the list of all network protocols required by their proposed solution – both from the host site and the client site.

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4. REPORTING AND ACCEPTANCE OF WORK

4.1 PROJECT TEAM & GOVERNANCE

The Talent Management suite project is coordinated through a partnership between the ADM Division – Section of Human Resources (ADM/HR) and the International Monitoring System Division, Network and System Support Section (IMS/NSS). HR is the primary business owner. The HR team will include Project Management and Coordination, Subject Matter Experts and other resources as required. Responsibility for technical, infrastructure, integration, user roles and authorization would be provided by IMS/NSS. The Contractor shall use Prince2 project management methodology and the software development methodology shall be SCRUM. The Contractor shall support updating the project status in the CTBTO Organizational Management Programme Achievement Status System (COMPASS).

4.2 TIMELINE

The Contractor shall complete the Work preferably within a period of 9 (nine) months after the signature of the Contract. However, if required and agreed by the Commission and the Contractor, the Services can be extended for additional 3 (three) months. Thus, Services shall be completed by the Contractor no later than 12 (twelve) months after the signature of the Contract. The project plan and implementation timeline including hardware delivery, software installation, software customization, integration and data migration of TMS systems, testing and Go Live would be determined with the successful vendor. CTBTO would then commence the project with a kick-off meeting. Effective Date of Contract is anticipated for end of December 2016.

Figure 2: Schedule of Project Phases and Major Milestones

Proposed project timeline plan in Figure 2 is subject to finalization in accordance with the agreement between the Commission and the Contractor, however the Contractor shall ensure that the Work is completed no later than 12 (twelve) months after the signature of the Contract.

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4.3 PROJECT PHASE DESCRIPTION WITH PHASE SCHEDULES

Event Description for all tables below:

o CP - Control points (points in time that may be reviewed, approved or feedback introduced); o D – Deliverable o M - Milestone (may have financial, strategic or other significance)

4.3.1 Inception Phase The Contractor shall meet the project Inception phase schedule indicated in Table 5.

Table 5. Inception Phase Tasks and Deliverables Tasks and Deliverables Not Later Than

[working weeks] Event *

Action/Venue

Effective Date of Contract/Commence EDC M Contract Signature Kick Off Meeting (KOM) EDC+6 (due to 2

week Christmas brake)

M One week meeting at Commission in Vienna.

Kick Off Meeting Report EDC+9 D+CP Approval by Commission.

Preliminary Design Review (PDR) EDC+10 M One week meeting at Commission in Vienna.

PDR Report EDC+14 D + CP Approval by Commission.

End of Inception Phase EDC+14 M Project Management Continuous D Configuration Management Continuous D Risk Management Continuous D

* Event Description: CP – Control points (points in time that may be reviewed, approved or feedback introduced); D – Deliverable; M – Milestone (may have financial, strategic or other significance)

4.3.2 Elaboration The Elaboration phase focuses on detailed analysis of the problem domain, defining an architectural foundation and delivery of the hardware for the project.

Table 6. Elaboration Phase Tasks and Deliverables Tasks and Deliverables Not Later Than

[weeks] Event *

Action/Venue

Commence Elaboration Phase/FDR EDC+14 M One week meeting at Commission in Vienna.

FDR Report EDC+17 D + CP Approval by Commission. TMS Technical Workshops

EDC+18 CP At Commission in Vienna.

Deploy Development Environment for TMS

EDC+20 D At Commission in Vienna.

End of Elaboration Phase EDC+22 M Approval by Commission. Project Management Continuous D Configuration Management Continuous D Risk Management Continuous D


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4.3.3 Construction Phase

The Construction phase focuses on configuring the TMS in the development environment, installing any customizations and examining legacy data. Legacy data is contained in SAP HCM and in old e-Recruitment Systems. The Contractor shall meet the project Construction phase schedule indicated in Table 7.

Table 7. Construction Phase Tasks and Deliverables Tasks and Deliverables Not Later Than

[weeks] Event *

Action/Venue

Commence Construction Phase EDC+22 M Configure TMS in development environment

EDC+22 D+CP Approval by Commission.

Develop Customizations EDC+27 D+CP Approval by Commission.

Develop System Verification Scripts EDC+27 D+CP Approval by Commission.

Develop Load Test Scripts EDC+27 D+CP Approval by Commission.

Install Customizations EDC+28 D+M Development environment.

Populate TMS with test data EDC+29 D Development environment.

System Verification Participant Training EDC+29 D Development environment.

Conduct Pre-System Verification EDC+29 D Development environment.

System Verification Participant Training Report


Conduct System Verification EDC+30 D+CP Approval by Commission.

Conduct Load Testing EDC+30 D+CP Approval by Commission.

Verification and Load Test Reports EDC+31 D+CP Approval by Commission.

End of Construction Phase EDC+32 M

Project Management Continuous D

Configuration Management Continuous D

Risk Management Continuous D


4.3.4 Transition Phase

The Transition phase focuses on delivery of the TMS to the user community, making the Deployment workflow a key focus of this phase. The Contractor shall meet the project Transition phase schedule indicated in Table 8.

Table 8. Transition Phase Tasks and Deliverables Tasks and Deliverables Not Later Than

[weeks] Event *

Action/Venue

Commence Transition Phase EDC+32 M

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Tasks and Deliverables Not Later Than [weeks]

Event *

Action/Venue

Install and Configure Production Environment

EDC+32 D At Commission in Vienna.

TMS Training EDC+33 D At Commission in Vienna.

TMS Training Report EDC+35 D+CP Approval by Commission.

Support Commission to Populate TMS with Legacy Data

EDC+35 D Production environment.

Conduct Pre-System Verification EDC+35 D Production environment.

Pre-System Verification Report EDC+36 D+CP Approval by Commission.

Support Commission to Conduct System Verification


Conduct Load Testing EDC+36 D+CP Approval by Commission.

Verification and Load Test Reports EDC+37 D+CP Approval by Commission.

End of Transition Phase – Deploy and Turn over TMS to Commission

EDC+39 D+M

Project Management Continuous D


Risk Management Continuous D

4.3.5 Production Phase (Post Go-Live stabilization) The Production phase is comprised of application support tasks and deliverables to be determined: o Content integration assistance o Additional customizations o Additional training o Customization documentation and training reports o Support user community kick-off meeting o Switchover to support and maintenance mode. The Contractor shall meet the project Production phase schedule indicated in Table 9.

Table 9. Production Phase Tasks and Deliverables Tasks and Deliverables Not Later Than

[weeks] Event *

Action/Venue

Commence Production Phase/ Start Application Support

EDC+39 M

End of Production Phase/End of Application Support/Begin Support and Maintenance Mode

EDC+63 M


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4.4 DOCUMENTATION & REPORTING

Reports, plans and any other documentation shall be submitted as described in this section. All reports and communications shall be in English and reports shall be submitted in hard copy and electronic version. The Commission has to review and accept these reports in written form in order to consider Work Tasks completed. In the event that the Commission is not satisfied with the submitted report, it can instruct the Contractor to carry out remedial action pursuant to the latter’s commitment under this Contract. The Contractor shall remedy the defects and re-submit the revised Report within the timelines set out in the sections below. In addition to the Contractor’s in-house documentation the Contractor shall produce all documentation including design, reports, schedule and meeting preparation materials in a format approved by and for presentation to the Commission. The Contractor shall always provide status reports at the end of each work week by email in accordance with Table 10.

Table 10: Document Lifecycle and Delivery Document Maturity Required

Project Management Plan Quality Assurance Plan

Initial Bid proposal Preliminary for review KOM input Preliminary for approval KOM output Final for review FDR input Final for approval FDR output Future changes Periodic Project Review

Project Implementation Plan System Design and Operations Specifications TMS Implementation Plan System Verification Plan Load Test Plan Security Plan Application Support Plan

Initial Bid proposal

Initial for review KOM input Initial for approval KOM output

Preliminary for review PDR input Preliminary for approval PDR output

Final for review FDR input Final for approval FDR output

Future changes Configuration management

Training Material Training Plan

Initial Bid proposal Final for review KOM input Final for approval KOM output Future changes FDR input

Kick-off Meeting Report

Final KOM output Final for approval After review (see Table 1) Future changes Frozen

Preliminary Design Report

Final PDR output Final for approval After review (see Table 1) Future changes Frozen

Final Design Report

Final FDR output Final for approval After review (see Table 2) Future changes Configuration management

Configuration Workshop Report Customization Workshop Report Other Technical Workshop Reports

Final Associated workshop output Final for approval After review (see Table 5)

Future changes Frozen

System Verification Report Load Test Report

Final Associated test output

Final for approval After review (see Tables 3 and 4)

Future changes Frozen

System Verification Training Report Final Associated training output

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Document Maturity Required

TMS Training Report Other Training Reports

Final for approval After review (see Tables 3 and 4)

Future changes Frozen SLA

Draft Bid proposal Final Contract Future changes Contract amendment

TMS Operations: Backup procedures Batch job and printing

requirements Data extractions/sharing

requirements Installation/De-installation

procedures Resource (including hardware)

requirements Configuration definition Release notes

Initial Bid Proposal

Final for review KOM input

Final for approval KOM output

Changes Configuration management

TMS Support: Contact points within help desk Escalation procedures Support call recording process User documentation (deployed

version) List of new features


Final for review KOM input

Final for approval KOM output


TMS Users: Reference manual Support user's guide Tutorial manual User manual List of new features


Final for review KOM input Final for approval KOM output


The Contractor shall provide reports and other inputs to reviews and meetings. The Contractor shall preserve all reports and full statistical data used in generating reports in

electronic format. The Contractor shall produce a final report, suitable for general publication within the Commission,

describing the principal activities of the Contractor in relation to the provision of the required services. The Contractor shall provide brief status reports by email at the end of each working week starting

with the week the contract is signed and continuing through the end of the project Transition phase.

4.4.1 PROJECT MANAGEMENT PLAN

The Contractor shall provide, implement and maintain throughout the duration of the contract a comprehensive project management plan showing details of all deliverables and milestones required. The plan shall include a comprehensive description as follows: Project Management Team: The Contractor shall assemble a project team and provide the Commission with details of:

System design/implementation team members and their capabilities Project support and assurance resources Number of CTBTO resources with required skills

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Deliverables: The project management plan shall include phase plans for each deliverable which shall include timing, resources proposed, appropriate level of detail of documents, day to day activity summaries and any exception planning required. Schedule and Milestones: The Contractor shall provide a project management plan showing all timings, milestones, critical path analysis and other control points required to satisfy the Commission’s reporting requirements and include all phase plan summaries and resources assigned. Risks: The Contractor shall provide identification of any exposure to risk, risk analysis and management or contingency planning which shall be included in an itemized risk log accessible by the Commission electronically at all times. Action Register: The Contractor shall provide an action register to track assigned actions and make this register available to the Commission. Reviews and Meetings (Control Points) : In addition to the Contractor’s in-house processes the Contractor shall participate in reviews and periodic meetings and shall provide end of phase assessments, identification of control points, risk logs, change reviews, issues and reports to the Commission. Any changes to the project management plan as an outcome of a review meeting shall be subject to Commission approval and to the (Contractor’s) change control process that shall be defined elsewhere in the project management plan. Configuration Management: The Contractor shall propose a configuration management system to track and control configurations, customizations, developments, amendments, improvements, upgrades and other changes to all Documents and/or Software. Each entity under configuration control shall be subject to Identification, Status accounting, Audit and Change control. The change control process shall account for any changes to scope, risk, creation of new risk, cost, timings and quality in addition to any documentation and reporting to inform others of the change. This process shall require the Commission’s approval. Configuration management covers project phases and support and maintenance and shall also be included in the Operations Specification. All configuration data shall be available to the Commission.

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4.4.2 QUALITY ASSURANCE PLAN

The Contractor shall provide the Commission with a quality assurance plan defining quality goals and metrics for each deliverable and ensuring conformance to contractual requirements. The quality assurance plan shall address in its purpose and scope all phases of the project and support and maintenance including subcontractors, with particular emphasis in the following areas: organization; design control; procurement document control; control of purchased services; test control; control of measurement; corrective actions; quality assurance records and audits. The QA plan shall describe how the project design, implementation and operation will meet the quality metrics. The QA plan shall detail how any deliverable shall be assessed against its quality criteria, when it shall be assessed and by whom. The QA plan may be included in the overall project management plan. The QA plan shall set out the specific quality practices including:

Contractors quality standards Relevant external standards Quality test criteria Internal and external audit Application to the project Documentation Mechanism to address non-conformance QA reviews.

4.4.3 MEETINGS AND REVIEWS

4.4.3.1 Kick off Meeting (KOM)

The Contractor shall organize and document the Kick Off Meeting not later than 4 weeks after the Effective Date of Contract (EDC) The KOM shall include: Inputs:

Team introduction Preliminary project management plan review Preliminary QA plan review Initial project implementation plan review Initial system design and operations specifications review Initial system verification plan review Initial security plan review Final training material and training plan review Initial documentation for EDS operations, support and users review Discuss and agree on any modifications

Outputs: Approvals to plans and designs Ensure design documents are complete and correct A KOM report consisting of:

Minutes of the meeting Approved preliminary project management plan

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Approved preliminary QA plan Approved initial project implementation plan Approved initial system verification plan Approved initial system design and operations specifications Approved initial security plan Approved training material and training plan Approved initial documentation for EDS operations, support and users Approval of immediate action items

Assign actions to individuals and dates to be completed.

4.4.3.2 Preliminary Design Review (PDR)

The Contractor shall organize a PDR and provide full documentation in the form of a preliminary design report of the meeting. Review inputs:

Preliminary project implementation plan Preliminary system design and operations specifications consisting of at least:

o Data flows o High level overview of components and protocols o Interoperabilities and interconnections o Support and maintenance structure and resources o Support and maintenance procedures o Security configuration and procedures

Preliminary system and operations verification plan Preliminary security plan

Any training material and training plan changes. Review outputs:

Ensure design documents are complete and correct Approvals of plans and designs A preliminary design report consisting of:

o Minutes of the meeting o Preliminary approved project implementation plan o Preliminary approved system design and operation specifications o Preliminary approved system and operations verification plan o Preliminary approved security plan

Assign actions to individuals and dates to be completed. The approved preliminary design report shall not be updated.

4.4.3.3 Final Design Review

The Contractor shall organize a FDR for the TMS and provide full documentation in the form of a final design report of the meeting. Review inputs:

All amendments and developments proposed in the preliminary review o Final project implementation plan o Final system design and operations specifications showing:

All components, interoperabilities and interconnects Precise configuration and interoperability detail Full details of all elements (software, additional hardware) to be procured All support and maintenance resources, procedures and processes

Final systems and operations verification plan

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Final project management plan Final quality assurance plan Final Security Plan Approval of any changes to training material and training plan.

Review outputs:

Ensure design documents are complete and correct Final amendments to plans and specification Approvals to amendments A final design report consisting of:

o Minutes of the meeting o Final approved project implementation plan o Final approved system design and operation specifications o Final approved system and operations verification plan o Final approved project management plan o Final approved QA plan o Final security plan

Assign actions to individuals and dates to be completed.

4.4.3.4 Additional Project Review

The Contractor shall organize and document additional project review meetings if requested by the Commission. These review meetings shall be conducted as a teleconference but preferably by either a video teleconference or a web meeting. Review meeting requirements shall include:

Agenda preparation Presentation of any changes to the plan Milestones achieved or failed Updated risk analysis Potential critical paths Payment milestone review Review of schedule and Gantt/PERT chart Meeting minutes, decisions and actions.

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4.4.4 PROJECT IMPLEMENTATION PLAN 4.4.4.1 TMS Implementation Plan

The Contractor shall provide a project implementation plan including at least all of the component plans below.

The Contractor shall ensure all manuals and other documentation are provided to the Commission at the time of delivery of software.

The Contractor shall deliver a plan to implement the TMS in both development and production environments for approval.

The Contractor shall implement the data migration in accordance with the approved EDS implementation plan.

The Contractor shall follow procedures listed in the TMS implementation plan to allow acceptance of the TMS and allow operational handover to the Commission’s service management team.

4.4.4.2 System Verification Plan The Contractor shall deliver a system verification plan for both development and production

environments for approval that demonstrates that all designs are compliant with the specifications and all functional and technical requirements have been satisfied. The system verification plan may be part of the TMS implementation plan.

The System Verification plan shall include but is not limited to the following: System verification test methods including but not limited to:

o A set of acceptance procedures for the TMS that trigger its operational handover to the Commission

o Testing the functionality and usability of the TMS using remote access o Running the production system in parallel with the development system o Live help desk demonstration to resolve an incident

Infrastructure components Interconnections within the Commission Capabilities at final launch and full availability

System verification shall be conducted by both the Contractor and Commission with Contractor support. TMS shall be verified in the following order and manner: in the development environment by the Contractor including a pre-verification test and in the production environment by the Commission with the support of the Contractor

The Contractor shall provide the Commission with system verification test results for approval System verification results shall at least be judged on the level of compliance with the Commission’s

requirements for the TMS The Contractor shall complete system verification prior to the TMS rollout to the user communities to

guarantee that the implementation of the TMS satisfies all the requirements as specified. The Contractor shall verify infrastructure at each phase of TMS implementation. Contractor is expected to fully implement any defect repairs that are identified during the system

verifications or any other problems identified with its products before the end of the project unless otherwise agreed with the Commission.

4.4.4.3 Load Test Plan

The Contractor shall deliver a load test plan for the TMS in the production environment for approval that at least demonstrates the ability of the TMS to efficiently handle up to 20 concurrent users

4.4.4.4 Application Support Plan

The Contractor shall deliver an application support plan for approval prior to the project Production phase

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5. ATTACHMENTS

Table 11: Applicable Documents

Item Reference Relevance Description Type

1 Attachment 1 requirement TMS Evaluation Template Excel

2 Attachment 2 information Screenshots of current e-Recruitment system Excel

3 Attachment 3 information CTBTO Forms pdf

4 Attachment 4 information Staff Recruitment Process pdf