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PAYROLL MODERNIZATION NEWSLETTER
MARCH 2024
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Intent to Award
Following a rigorous evaluation and negotiation period that began in early 2023, which involved state SMEs and evaluators, the State’s contracting team is pleased to announce the Intent to Award the payroll modernization contract to CGI.
The State contracting team and the Payroll Implementation Team are very appreciative of the time and effort from the several dozen stakeholders and SMEs that participated in the critical and lengthy procurement process. The feedback shared during the evaluation phase proved invaluable and helped guide the decision making process toward a solution that will meet the needs of state HR, finance and payroll professionals.
What happens next?
The announcement of an Intent to Award begins a 10-business-day protest period for non-selected vendors to challenge the contract award process.
Then what?
Following the protest period, the finalized contract will be routed to the vendor team and the State team for signatures. Once the documents are signed, the implementation timeline will begin.
What is the impact on stakeholders and agency partners?
With a finalized, executable contract in hand, the Payroll Implementation Team will share details about implementation including key stakeholder milestones and engagement opportunities.
Questions?
Visit the Payroll Modernization Website to learn more about the project and to view the schedule for the regular Office Hours, which take place every other Friday at 11 a.m.
Additional Information:
CGI currently holds the contract for the State’s financial system – CORE.
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The Payroll System Modernization Project is making significant strides, with data work being central to its forthcoming phases and receiving utmost priority. The collaborative efforts of the Payroll Implementation Team (PIT), encompassing members from both the Department of Personnel Administration (DPA) and the Office of Information Technology (OIT), are focused on meticulously identifying critical data elements within the existing payroll system, CPPS. Their work extends to pinpointing the precise storage locations of these elements within the legacy database, and skillfully extracting them to undergo thorough validation and quality assessments.
Working with our partners on the OIT system support team, the PIT crew has selected nearly 200 critical data elements and sorted them into six attribute categories: employee, position, paycheck, deduction, benefits, earnings. The PIT crew is continuing to work with vendor partner AdHoc on this effort. The AdHoc research team has assembled a diverse team of agency SMEs to create rules for each of these elements in preparation of quality checks for completeness, accuracy and validity. As the rules for each attribute category are completed, the AdHoc team is delivering the rule set to the PIT data source team for incorporation into Informatica (which is a data profiling software tool). Using these rules, Informatica scrubs through the CPPS data elements and catalogs those elements in violation of the rules.
The PIT crew has engaged vendor partner The Idea Garden (TIG) to assist in the resolution of these elements. TIG is creating a modeled process to ingest the cataloged data elements, transform them into useable documents, identify where and how these elements should be validated or corrected, and generate an easy-to-follow job aide for users to validate or correct the elements. TIG is currently piloting this process with a consulting agency partner, refining each step based on agency feedback and results achieved. At the completion of the pilot, the data quality resolution process will be delivered to all CPPS agency partners for validation and correction of each agency’s payroll data.
The PIT crew wishes to extend our thanks and gratitude to the rule-making agency SMEs as well as the agency partner who has volunteered to pilot the resolution process. We will provide updates on this effort during biweekly open Office Hours, in this newsletter and on the project website. We are committed to engaging our agency partners in only the most critical tasks, knowing that many of these partners are performing job functions that are bound by time and challenged by limitations of the current system.
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Meet the Team - Vendor Partners
Throughout the tenure of the Payroll System Modernization Project, the Payroll Implementation Team (PIT) has engaged several vendor partners to assist in various project efforts. These partners are selected for a variety of reasons like a proven performance on previous State projects and breadth of resources and expertise for a particular workstream.
DPA engaged Gartner Consulting at the project onset to assist with several key items during the system procurement process. Gartner has provided services to State procurement and project teams for many years and were a great partner to the PIT during this process. Gartner created foundational documents to guide the DPA and OIT procurement teams. They shared industry knowledge and experience throughout the Invitation to Negotiate (ITN) vendor response process, and guided DPA, OIT and agency SMEs during vendor response evaluations. Gartner assisted with DPA’s legislative budget request and provided support and guidance during vendor contract negotiations and in solidifying contract documents.
AdHoc joined the effort in January 2023 to assist the PIT crew on the Payroll Data as a Product workstream. AdHoc’s knowledge and experience has been invaluable in understanding the complexities of the current system and technical environment. AdHoc worked with agency SMEs throughout 2023, creating key artifacts and documents to guide us on our data journey. AdHoc is currently working on the data quality resolution process to help the PIT crew and agency partners prepare payroll data for migration to a new, modern system.
The Idea Garden (TIG) has recently been engaged to create and document a repeatable process to guide agency partners through data quality resolution. One of our agency partners has graciously agreed to participate in a pilot program with TIG to give feedback on the process prior to delivering a completed process to all our agency partners. Following the pilot, TIG will work with all the agencies on this data quality resolution effort.
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Riddle
The first five correct answers will receive a prize! Riddle me this:
What are the next three letters in this series: O T T F F S S?
Please email jeffrey.grossaint@state.co.us with your answers. The correct answer and winners list will be published in next month’s newsletter.
January Riddle
What belongs to me but other people use it more than I do?
Answer: my name
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Congratulations to Last Month's Riddle Winners
Sarah Bolt, Sarah Stoner, Debra Haglund, Suman Batra, Ginger Hella
Honorable Mention: Patrick Crumpton, Laura Koeneman, Dave Thomas, Amanda Oliver, Carolyn Bohrer, Kathy Duffin, Nancy Kelly
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