6 Evaluation Recommendation Report ERP Tool 2023 Redacted.pdf

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Enterprise Resource Planning Tool Evaluation Report and Recommendation
implemented the Workday ERP tool.
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The two providers were engaged prior to release of the RFP to:
● confirm that both providers could respond to a tender requesting an ERP tool and in line with our desired
timeframes;
● provide high-level pricing and lead times to inform our planning; and
● provide a heads-up of an upcoming tender opportunity and to provide time to prepare.
A request-for-proposals (RFP) was developed using Callaghan’s standard templates as base. The RFP contained:
● a project brief;
● instructions for submitting a response;
● our evaluation criteria including weightings for each criterion based on their importance to us;
● our request for a proposed contract;
● a description on how we would choose a successful respondent; and
● a description of what we considered to constitute public value.
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The RFP was published on the Government Electronic Tenders Service (GETS) on 17 January 2023. We requested
responses by 5pm 14 February 2023, providing four weeks to submit a response.
Process overview
As part of our evaluation process, we conducted the following steps:
1. Issue RFP to two tech providers (Workday and Section 9(2)(b)(ii)  )
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2. Virtual demonstrations of ERP technologies to the evaluation panel
3. Evaluation of tech providers’ written RFP responses
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4. Workshops with the tech vendors and the evaluation panel
5. Issue RFP to two delivery partners Section 9(2)(b)(ii) - Commercan

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6. Workshops with delivery partners and the evaluation panel
7. Completed evaluation of delivery partners
8. Issued clarifications and completed proposal refinements
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9. Conducted reference and other due diligence checks, including contract and security assessments
10. Completed 7-week discovery phase with Workday and Section 9(2)(b)(ii) - Comme

11. Completed negotiations with Workday and Section 9(2)(b)(ii) - Comm

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Sourcing Process #1 – technology vendor
Proposals Received
Both providers (Workday and Section 9(2)(b)(ii)  )
- Comm  su bmit ted Proposals via GETS. There were no late responses.
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Initial Assessment
Section 9(2)(b)(ii) - Commercial Information

Evaluation Process
Following receipt of all Respondent’s Proposals, the following process was carried out:
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Section 9(2)(b)(ii) - Commercial Information
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Section 9(2)(b)(ii) - Commercial Information

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Security Assessment
The Callaghan Innovation security team completed a security assessment of the Workday ERP technology.

Section 9(2)(b)(ii) - Commercial Information

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Section 9(2)(b)(ii) - Commercial Information

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Architectural Review
The digital team were engaged to understand the impacts of a Workday instance being deployed into the current
digital ecosystem, noting that some pre-requisites around our suitability to consume Workday needed to be
understood, along with the sequencing of any potential deployment and its ability to co-exist with other planned
technical changes in our environment (for example, the proposed pivot from Section 9(2)(b)(ii) - Commercial Information ) and the
absence of a current integration (middleware) platform. The assessment required clarification questions being
issued to Workday and Section 9(2)(b)(ii)
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come of this assessment was the confirmation that Workday would
operate and integrate effectively within our current and future environments. Below sets out a summary of the
assessment.
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