Payroll HR Expenses System G-Cloud Procurement

Survey is in the attachment.

The purpose of this Prior Information Notice is to initiate market engagement and it is not being used as a call for competition. This PIN is intended to:

1. Inform the market of an imminent procurement for Managed Payroll, HR, and Expenses services, being commissioned by the Institute for Apprenticeships and Technical Education (and therefore enable the market / suppliers to begin to plan for this). Within the context of the services required there are likely to be 3 linked components:
i. Software accessed over the internet and hosted in the Cloud
ii. Work with the Institute to implement and set-up the service
iii. Provide the Institute with a managed service and support mechanism.


2. Provide a survey for you to express your interest, and support the Institute to develop its requirements.

Survey is in the attachment.

This procurement will be conducted via G-Cloud.

The Institute is likely to engage with the shortlisted bidder around 29 May and the award of contract will be before 1 August 2019.


Then purpose of this proposed procurement will be to select and appoint a supplier to be responsible for the provision of a Payroll, HR and expenses system as follows:

1. HR functionality to include as a minimum: core HR; MI & Reporting; and Absence Management; Future nice to have’s may include Self Service, Recruitment and On-boarding, Performance & Talent Management and Learning & Development;
2. A payroll system including: Set-up and configuration management; basic payroll functions; allowances/deductions and other payments; on-boarding, leavers, absence & transfers Benefits; payroll self-service; payroll reporting and payroll process journals and outputs;
3. Expenses system including: Core requirements; Self Service; Rules/Approvals; Communications; Reporting/Audit and Configuration

The Institute plan to adopt and implement a new payroll system for its staff and contractors. The supplier shall provide a solution be capable of supporting at least 200 employees for HR and Payroll. The Expenses is to cover for about 200 employees and 500 non-employees.

The supplier must ensure the core Payroll, HR and Expenses solutions are sufficiently available to the end user by 1st Nov 2019.

This requirement will be sourced via G-Cloud framework. The initial contract is for 2 years with the option to extend for a further 1 + 1 year pending approval.