Transformation der HR-System- und Prozesslandschaft: Einführung einer zukunftsfähigen HR-Systemlandschaft

The contract timeline includes a project start date shortly after the contract award, with Phase 2, the "Implementierung kritischer Kernprozesse" (Implementation of Critical Core Processes), beginning immediately thereafter in 2027. Key milestones within Phase 2 include the acceptance of critical processes by December 31, 2027, and ensuring operational capability by January 1, 2028. Phase 3, "Erweiterung und Optimierung" (Expansion and Optimization), is scheduled for 2028 and is expected to conclude in 2029.

The overall project phases are structured as follows:

• Phase 1: Ausschreibung und Vorbereitung (Tendering and Preparation) in 2026, which is an internal phase for Mobil Krankenkasse.
• Phase 2: Implementierung kritischer Kernprozesse (Implementation of Critical Core Processes) in 2027, starting directly after the contract award. This phase focuses on introducing critical processes, data migration, and ensuring operational readiness by January 1, 2028. Critical processes must be accepted by December 31, 2027.
• Phase 3: Erweiterung und Optimierung (Expansion and Optimization) in 2028, with an anticipated end in 2029. This phase aims at optimizing further core processes and introducing additional HR functionalities and automated processes.

While the project phases end around 2029, the total duration for cost calculation is based on 7 years, encompassing implementation from the contract award and operating costs from overall acceptance. The minimum contract duration (MVD) is stated as 60 months (5 years). The contract includes provisions for automatic 12-month extensions if not terminated with a three-month notice period. The earliest termination date for the client is December 31, 2031, and for the contractor, it is December 31, 2033.

The core scope of work and statement of work summary for this tender include the implementation and operation of a comprehensive HR system. The overall goal is to deliver an HR system that meets all specified functional requirements, has been thoroughly tested, and is approved for productive use.

Key responsibilities of the contractor encompass:

• Technical Services: Providing, operating, and administering the platform, including monitoring, logging, data backup and recovery, patch and release management, and technical security of the solution.
• Implementation Services: Developing a detailed concept, conducting configuration workshops, creating necessary customizations and extensions, documenting all adjustments, providing test scripts, and implementing modules and integrations. Critical processes must be accepted by December 31, 2027.
• Project Management: Ensuring structured, transparent, and timely project execution through an agreed methodology, detailed project plans, a qualified project team, resource planning, regular status reports, and active risk management.
• Consulting: Offering specialized advice for HR process optimization, ensuring organizational feasibility, identifying improvement potentials, proposing process harmonization, and supporting change management (including communication and training planning) and legal compliance.
• Data Migration & Cleansing: Performing complete, consistent, and plausible transfer of existing data from various legacy systems (e.g., SAP HCM/DATEV- & Loga-Altarchiv, DocuWare) into the new system, alongside data cleansing to enable the decommissioning of old systems.
• Module Implementation: Introducing and configuring modules such as Organizationsmanagement (OM), Payroll and Personaladministration, Digitale Personalakte, Zeitwirtschaft, ESS/MSS-Portal, Personalcontrolling and -reporting, Lernmanagement/Bildungscontrolling, Recruiting, Mitarbeitenden-Gespräche, Ausbildung, On-/Offboarding / PIM-Personal Informationsmeldung, and Personaleinsatzplanung.
• System Integration: Including data migration from old systems, connecting systems that cannot be replaced, establishing an authorization concept, connecting to the client's central Identity Provider, enabling automated provisioning and deprovisioning of user accounts, and providing organizational and employment data for a central IGA system.
• Digital Processes & Workflows: Development and implementation.
• Testing: Comprehensive testing phases.
• Go-Live Support: Providing assistance during the Go-Live phase.
• Operational Takeover: Developing an operational takeover plan detailing timelines, responsibilities, handover/acceptance criteria, service/support processes, incident/problem/change/escalation procedures, administration/support access, monitoring, logging, reporting, data backup/recovery, patch/update/release processes, emergency/restart procedures, Identity Provider connection, user provisioning/deprovisioning, and interfaces. This also includes providing all necessary access, roles, permissions, and documentation.
• Data Transmission / Data Delivery: Ensuring secure, complete, and verifiable transmission of all project and operational data and documents, including migration via defined interfaces and full documentation.
• Hypercare Support: Providing intensive support for a defined period immediately following Go-Live to ensure system stability and user satisfaction.
• Other general services: Service & Support (during and after the project), comprehensive documentation, training, IT security measures, and services required upon contract termination.

Travel costs and travel requests are explicitly out of scope, although the solution must ensure interface capability with the existing travel expense system (Amadeus Cytric) or any future target system.