Helsingin kaupungin henkilöstökassan tietojärjestelmäratkaisu ja siihen liittyvät palvelut

The contract timeline is as follows:

The contract comes into effect once both parties have signed it. The service must be ready for commissioning by January 1, 2028, at the latest. The contract is valid for a fixed term of two (2) years from the commissioning moment. After this fixed term, it will continue indefinitely.

The project includes the following phases:

• Phase 0: Definition
• Phase 1: Implementation
• Phase 2: Testing
• Phase 3: Commissioning
• Phase 4: Transfer to continuous services

The core scope of work for this tender involves the delivery of an information system solution and related services for the Helsinki City Staff Fund, provided as a complete service.

The Statement of Work summary and core deliverables encompass several key areas:

Project Phases and Management:

• Project Planning and Leadership: Includes planning and leading the deployment project, creating project plans and schedules, defining cooperation and monitoring models, clear role and responsibility definition, resource management, checkpoint and dependency management, risk management, quality assurance, and regular reporting and documentation to the steering group and other stakeholders. The supplier is also responsible for cost monitoring and invoice management, and acts as the steering group secretary and preparer.
• Project Stages: The project includes a definition phase, an implementation phase, a testing phase (detailing client roles and responsibilities), a deployment phase (with an initial deployment plan, roles, responsibilities, and enhanced support model), and a transition to continuous services.

Technical Implementation and Development:

• Integrations and Architecture: Involves architectural planning, implementation of integrations, documentation and maintenance of integration documentation, and monitoring, error handling, and maintenance of the supplier's integration interface. The overall integration architecture guidelines and steering are also part of this, with the client holding the Accountable and Responsible roles.
• System Environment: Establishing, configuring, and documenting all necessary system environments, including development, testing, and production.
• User Management and Access Rights: Defining, implementing, testing, and documenting role-based user management and access rights in collaboration with the client.
• User Interface: Designing and implementing the user interface and related elements while adhering to accessibility requirements. The supplier is also responsible for ensuring the application meets accessibility requirements and for creating an accessibility statement.
• Application Implementation: Includes the functional definition process (with client approval), solution implementation, and updating of work instructions.
• Data Management: Encompasses data transformation and loading data into the new solution, along with the planning, implementation, testing, and quality assurance of integrations and migration.
• Security: Performing a security assessment.

Testing and Quality Assurance:

• Testing: Solution testing and documentation of performed tests, excluding acceptance testing, for which the client is Accountable and Responsible. The planning, implementation, testing, and quality assurance of integrations and migration are also part of the project plan.

Training and Documentation:

• Documentation: Preparation of a solution description, service description, and service levels, with ongoing updates for new versions.
• Training: Preparation of training materials and technical support materials for key users, officials, and online service users, as well as providing training for key users.

Continuous Services and Maintenance:

• Continuous Services: The supplier is to provide services in accordance with agreed service levels and practices, including automatic monthly reporting and other requested standard or customized reports. This also involves optimization measures for databases, data models, calculations, and cleaning of temporary data.
• Maintenance: The supplier is responsible for the application's maintenance in the production environment to ensure the originality, integrity, reliability, and usability of data throughout its lifecycle.
• Service Organization: This includes the supplier's service manager role, participation in monitoring and steering group activities, reporting, annual planning, and various operational, tactical, and strategic monitoring meetings where service level achievements, upcoming tasks, changes, resourcing, and significant observations are reviewed.