Lot 1 Gestion RH

The contract timeline includes an operational start date and several key milestones and phases. The provisional operational start is expected from mid-October 2026. The contract is set to continue until the dissolution of the OCOJ, which is anticipated approximately six months after the Games. This includes post-hypercare maintenance and application support. The licence forecast period covers requirements for approximately the next four years.

The project is structured around four main lots with the following preliminary milestones:

• Lot 1 (HR Management / Core HR): Project start in mid-October 2026, with system opening targeted for mid-January 2027.
• Lot 2 (Payroll): Start in mid-October 2026, a parallel run in February 2027, and production cutover in early March 2027.
• Lot 3 (Time and Absence Management): Start in mid-October 2026, with system opening scheduled for the end of January 2027.
• Lot 4 (Onboarding): Target opening in January 2027.

The assignment is structured around five main phases:

1. Phase 1 — Launch, scoping and design: Involves team mobilisation, kick-off meetings, context familiarisation, scope confirmation, priority approval, project organisation, detailed scheduling, and dependency identification. This phase also covers detailed requirements analysis and definition of design principles, configuration, interfaces, data migration, and change-management arrangements.

2. Phase 2 — Configuration: Focuses on configuring the selected solution(s), implementing or developing interfaces, preparing and executing data migration, and producing design and configuration deliverables.

3. Phase 3 — Testing and deployment preparation: Includes the preparation and execution of functional, technical, and integration tests, anomaly handling, validation of production-readiness conditions, cutover preparation, and finalisation of training and support arrangements.

4. Phase 4 — Go-live and production deployment: Entails the progressive opening of solutions, secure production transition, start-up support, and coordination with other suppliers.

5. Phase 5 — Hypercare and post-start-up stabilisation: Involves enhanced monitoring post-production deployment, resolution of residual anomalies, necessary adjustments, securing inter-lot interactions, and final transfer of skills.

Following these phases, there will be post-hypercare corrective maintenance services and application support until the organisation's dissolution.

The core scope of work for this tender involves the implementation of a coherent set of HRIS solutions, structured into four distinct lots: HR Management, Payroll, Time and Absence Management, and Onboarding. This aims to meet the needs of the Alpes 2030 OCOJ, covering the full employee journey, securing HR ramp-up during significant headcount growth, and ensuring the reliability, robustness, scalability, and interoperability of the selected solutions. The project requires end-to-end implementation for each lot, encompassing scoping, configuration, interfaces, data migration, acceptance testing, deployment, and start-up support, while maintaining overall consistency of the target HRIS. It also includes integrating selected solutions into the OCOJ’s existing application ecosystem and between different lots using secure, sustainable, and clearly documented interfaces. Coordination of suppliers across different lots to manage functional, technical, scheduling, and data dependencies is also a key aspect. Finally, the tender mandates enabling OCOJ teams to adopt the solutions sustainably through change management, training, and knowledge transfer arrangements.

The contract explicitly covers the provision of licenses, the implementation and commissioning of the proposed solution(s), services directly required for deployment and adoption by the OCOJ, and post-hypercare maintenance and application support until the dissolution of the OCOJ, approximately six months after the Games.

The project phases for implementation include Project Preparation, Project Management and Governance, Scoping/Design, Data Migration, Configuration, Training and Knowledge Transfer for Administrators, Testing & Acceptance, Deployment, Post Production Support (Hypercare), Change Management, and Corrective Maintenance.

Key deliverables for each relevant lot (HR Management, Payroll, Time and Absence Management, and Onboarding) include:

• Scoping/Design: Functional and technical specification materials (requirements gathering) with final design decisions, and a solution design document (design book).
• Data Migration: Documentation of data extraction and transformation files, data template in the target format, operating procedure for validating data in the target system, and migration-test validation and results.
• Configuration: Functional configuration workbooks (configuration book) and the integration architecture to be implemented, including flows and transmission types.
• Training – Knowledge Transfer to Administrators: Executed skills-transfer plan, user manuals or guides, training materials, and a skills-transfer report.
• Acceptance Testing: Functional and integration test scenarios with access-profile matrices, a test and anomaly-tracking tool with test-result documentation, and an acceptance report (go/no-go).
• Deployment: A detailed cutover plan.

Additionally, project management deliverables, produced once per bidder, include a Project Management Plan (or equivalent) detailing project organization, governance, communications, schedule management, reporting, risk/issue management, and quality management. An updated project schedule, including tasks, deliverables, and dependencies, must also be periodically uploaded into the Service Integrator's Programme Management Tool.