TO: All Bidders FROM: Sally Alvarez de Schreiner

Chief, Procurement Services Section

DATE: 14 November 2024
REF.: RFP 2024-0169/HASAN
TEL. NO.: TEL. NO.: +43 1 26030 6350
EMAIL: EMAIL: [email protected]

SUBJECT: RFP 2024-0169/HASAN – SAP SuccessFactors Implementation Services.

Dear Bidders,

In reference to the request for proposal (RFP) No. 2024-0169/HASAN concerning “SAP SuccessFactors
Implementation Services”:

• Please find attached Clarifications No .1 to questions raised by interested bidders.

• The Terms of Reference and Format of Financial Proposal documents part of the RFP are hereby
replaced with the attached amended version (Rev. 12 Nov 2024) (revisions are in track changes and
highlighted in yellow for ease of reference).

• The deadline for the submission of proposal is hereby extended from Monday 18 November 2024
to Monday 25 November 2024, 17:00 hours, Vienna (Austria) local time.

Please take all the above into account in the preparation and submission of your proposal.

We are looking forward to receiving your proposal prior to the extended submission deadline of Monday 25
November 2024 17:00 hours, Vienna (Austria) local time.

Sincerely,

Sally Alvarez de Schreiner

Chief, Procurement Services Section

Attachments:

1. Questions and Answers – Clarifications No. 1

2. Annex B- Terms of Reference Rev. 12 Nov 2024
3. Attachment 3- Price Response Form Rev. 12 Nov 2024
 RFP 2024-0169 - SAP SuccessFactors Implementation Services
Clarification No. 1
SL Question Answer
Reading the RFP document, we have a question related to Payroll item. In several parts
of the RFP Payroll is mention, but in some cases looks like we need to integrate with
current payroll system, in other parts of the document looks like is part of the
implementation, and in other only mention (Education grant, Rental subsidy and
Travel).
• Page 4 point 2.1 Phase 1: “Assessment and Detailed Blueprint Design”
o Item “ Propose an innovative technical approach for developing a new
payroll system into the “To Be” business processes
• Page 5 point 2.1.1: Milestone 1
o System Integration and Interface Management plan: Payroll
• Page 6 Point 2.2: Phase 2: SAP SuccessFactors Implementation
Kindly find attached a revised Annex B “Terms of Reference”
o SuccessFactors Employee Central, Payroll, and Service Centre
1 and RFP Attachment 3-“Price Response Form” which are
including mobile App updated to reflect payroll build as an optional call-off
o The Contractor shall propose a better technical approach for upgrading requirement
and integrating the existing NPO payroll solution including
activation/development of an education grant solution for the
Commission where a new payroll system development is not
considered feasible.
• Page 12: Other HR requirements
o Payroll
Education grant
Rental subsidy
Travel

We recommend splitting the phases into at least two iterations, each consisting of a
Blueprint phase, Configuration phase, followed by Blueprint Detailing, and concluding Yes, this would be acceptable. Bidders shall include their
2
with the Configuration Completion. This agile approach is expected to take about 12 proposed approach in their proposal.
weeks. Are we authorized to proceed with this approach?
What are the: • Currently 370 employees
3
• Number of employees in scope? • One legal entity
1
 • Number of legal entities? • Maturity level to be determined during the business
• Maturity of their HR pr. ocesses. Are they already defined, or do they need to process assessment/workshops.
be defined from scratch?

Is Qualtrics part of the implementation. It is mentioned in:

Page7 : 2.3 Phase 3: Employee Lifecycle Management :
- The Contractor shall implement within the existing HR portal and or
4 employee work zone from phase one: Correct, Qualtrics is part of the implementation
- Employee Engagement processes
- Employee Lifecycle Management (Qualtrics EmployeeXM)

Can the Contractor rely on the fact that the documents, records, or other materials made Kindly refer to Annex A “General Conditions of Contract”, in
available to it do not infringe any copyrights or other rights of third parties? particular, Articles 12 (Confidentiality) and 16 (Intellectual
5
Property Rights)

Are we correct in assuming that the deliverable of the contractor is not intended to be
6 made available to third parties for an economic decision? Yes, that is correct

Are we correct in assuming that the Contractor, despite the granting of an exclusive right
Kindly refer to Clause 24 (Software License) of the Model
of use, continues to retain the intellectual property rights to the data, software, samples,
Contract and Article 16 (Intellectual Property Rights) of Annex
7 aids, tools, models, systems and other methods and expertise (including the
A “General Conditions of Contract”
improvements developed or the knowledge acquired in the course of the provision of
the Services)?
Does the client agree to not pursue conciliation and that the ordinary court procedure Kindly refer to Annex A “General Conditions of Contract”
8 will be applied? Articles 23 (Amicable Settlement), 24 (Arbitration) and 25
(Privileges and Immunities)
To our knowledge, no personal data is required for the present services. In view of the
requirement of data economy (Art. 5 DSGVO) and in the interest of both contracting
Please refer to Annex A “General Conditions of Contract”,
9 parties, the client should therefore ensure that the contractor does not receive any
Articles 12 (Confidentiality) and 43 (Data Protection)
personal data. Are we correct in assuming that in this case the signing of a commissioned
processing agreement is also obsolete?
Are we correct in assuming that the client will not refuse to agree to the exchange of
Kindly refer to Annex A “General Conditions of Contract”
employees if they meet stipulated requirements and an exchange is necessary for
10 Articles 6 (Contractor’s Responsibility for Employees) and 7
operational reasons?
(Assignment of Personnel)

2
 […] Are we correct in assuming that information of the customer can be entered into Please refer to the provisions in Annex A “General Conditions
these [contractor’s and their selected external providers] systems and that this does not of Contract, Articles 4 (Subcontracting), 12 (Confidentiality)
constitute a breach of the duty of confidentiality pursuant to the tender documents? and 25 (Privileges and Immunities) and 43 (Data Protection).
11
As per solicitation requirements, services must be provided
from CTBTO States Signatories, which list is found under
https://www.ctbto.org/our-mission/states-signatories
Does the client agree that the liability is limited (also for gross) negligence? We take the
liberty of suggesting a standard limitation of liability, which, for example, limits liability Kindly review Annex A “General Conditions of Contract”
12
in cases of gross and slight negligence which do not exceed the double total yearly Articles 17-22.
remuneration.
The Contractor is subject to statutory and regulatory retention and documentation Kindly refer to Annex A “General Conditions of Contract”
obligations. In order to fulfill these legal obligations, is the Supplier permitted to keep Articles 12 (“Confidentiality”) and 43 (“Data Protection”).
a copy of data/information provided to it for documentation purposes?
The contractor must return all documentation and information
13 to the Commission upon conclusion of the contract.
Operationally, protocols will need to be in place properly
controlling and providing an audit trail on information the
implementing partner will have access to protect Commission
data
Which integrations are required? Could you please provide a full list. Please see revised Annex B- Terms of Reference Point 2.4
14
(marked in red) for details
Does data migration extraction & transformation of the legacy system tasks need support
The contractor will be responsible for all data migration
15 from contractor site?
associated with the project
Did you also license the SAP Analytics Cloud?
16 Yes
17 Which middleware solution is going to be used? CPI
18 Any plans for S/4 Hana Migration in near future? Any ERP is possible
Can the services be implemented from India? (does not belong to CTBT! No.
Services must be provided from CTBTO States Signatories. List
19
of state signatories is available under
https://www.ctbto.org/our-mission/states-signatories
20 Will the existing SAP ECC remediation also be in scope? No, only as it pertains to the delivery of project
21 Is Travel part of the scope? (Concur?) Travel module is excluded from this RFP

3
 Were there any feasibility projects / workshops in the past to ensure that SuccessFactors UNJSPF interface is standard functionality from SAP
22
can cover all required features and functions? e.g. UNJSPF integration
RFP p. 48 / Section 2.2. "IX. Integration and configuration with SuccessFactors Machine
Out of the box Machine Learning and AI provision for SAP
Learning and AI algorithms" - could you please specify the scope and for which modules
23 SuccessFactors
you need this?

Who should conduct system testing? CTBTO or implementation partner? Will you Both the implementation partner and CTBTO will be jointly
24 provide staff or should we? responsible for testing. The implementation is solely
responsible for all technical testing – regression, unit, and UAT
In which extent / form do you expect training materials? (TTT slides, videos, step-by- Step-by-step guides with possible to accept videos as well.
25 step guides,…) Please go through the Terms of Reference for full details on
training
Is there already a plan with whom and when to implement the new ERP? Which solution
26 will it be? No ERP solution is defined yet

Are there any other organizational requirements/regulations we need to comply to Successful contractor will be briefed on this, if relevant. Please
during the implementation? (e.g. regulatory requirements, guidelines for review the Model Contract and Annex A “General Conditions
27
implementation, documentation, quality assurance, risk management etc.) of Contract” attached with the solicitation package

Could you please further specify the requirements for the requested BTP apps? None for now but it is required that the successful contractor
will be responsible for all development work associated with
28
the project

Is the ITIL certification required for all project staff or project manager only Only the Project Manager is required to hold a valid ITIL
29 certification. This certificate should be clearly specified in the
technical proposal
Does the work involve only professional services or do the licenses for the required SAP
30 Only implementation services as specified in the RFP
products also need to be quoted?
Can you confirm that SAP SuccessFactors, SAP Workzone and Qualtrics should be SAP SuccessFactors, SAP Workzone and Qualtrics are within
31
considered in the project scope? Are other SAP and non-SAP products to be considered? scope
On SAP ECC 6.0, is the SAP Time Management module currently implemented and
32 No
used?
On which systems is Travel Management (booking, request and expenses) currently
33 Travel Module is not under the scope of the RFP
managed?

4
 If so, within the scope of the project is it expected to replace the current SAP Time Flextime is the current time management system and yes
Management module on ECC 6.0 with the SuccessFactors Time and Attendance SuccessFactors Time and Attendance Management module is
Management module? under the scope of this RFP
In the to be design, will the Employee Central SuccessFactors module become the
Employee Central will become the master system for CTBTO
34 master system for CTBO master data or will the master system for master data remain
SAP ECC?
Does the client also intend to implement the SuccessFactors Workforce Analytics
35 Yes
module?
Does the customer already have SAP licenses to use the BTP-Business Technology
36 Platform services for any custom developments for integrations in case the standard is No
not sufficient?
Does the customer already have SAP Analytic Cloud licenses that could be used for
Yes CTBTO has SAP Analytic Cloud licenses and is within
37 advanced reporting and dashboards? L'utilizzo di SAP Analytic Cloud è nel perimetro
scope of this RFP.
di progetto o è considerato out of scope?
In paragraph 2.2 Phase 2: SAP SuccessFactors Implementation, does "interactive portal"
As applicable; this will be determined during the business
38 mean the solution to be developed entirely on SAP Workzone?
process assessment/workshops
For how many employees should the HR solution be implemented? For how many One country and currently around 370 employees.
countries in the world? For what types of employees? How many HR Process Owners Details on the employees/users/owners will be shared with the
39
and Key Users are there per process (or module)? successful contractor if relevant during the
assessment/blueprint phase
Is EC Payroll is part of implementation and is going to replace the existing payroll Please see response 1 above - Kindly find attached a revised
module? Annex B ToR which are updated to reflect the Payroll module
40
as an optional p call-off requirement. The changes are marked
in red in revised Annex B.
If SAP ECC is future master database system, what will be the scope of data migration SAP SuccessFactors will become the system of record for HR
41
from ECC to SAP Successfactors. data
Number of templates required to be implemented for following --
1. Performance form
42 2. Requisition form To be assessed during the assessment/blueprint phase
3. Offer Letter
4. Letters (appx)
43 Is there any requirement to for language other than English? No

5
 Regarding the requirement to conduct user training using the ‘Train-the-Trainer’
The successful contractor will be briefed on it, if relevant to be
44 approach, how many trainers will need to be trained, and what professional roles do they
assessed during the assessment/blueprint phase
hold within the organization?
Concerning the “ELIGIBILITY, QUALIFICATION AND EXPERIENCE” section of References must be obtained and provided as part of the
your ToRs, we may not be able to retrieve client signed references for a minimum of technical proposal. This can also be in the form of list of clients
45
three completed projects due to the fact that clients rarely provide an attestation at that the Commission may refer to verify these past successful
project completion. Would other suitable evidence be accepted (e.g. Purchase Orders) ? projects and related supplier’s performance
Reference of SuccessFactors (Recruitment and Performance) has been mentioned in
existing SAP ERP systems landscape.
Phase 2 SuccessFactors implementation scope has reference to renovation of existing
Successfactors recruitment & Performance and Goals system. Please provide response
to the below questions;
Renovation in the case means re-implementation of the existing
46
modules in line with the results the assessment workshop
Renovation essentially means enabling SAP standard productized integration between
SuccessFactors Employee Central and Employee profile (this involves
Decommissioning of existing integration of HR mini-master data from SAP ECC to
SuccessFactors Employee Profile). Please confirm if this understanding is correct

Reference of SuccessFactors (Recruitment and Performance) has been mentioned in

existing SAP ERP systems landscape.
Phase 2 SuccessFactors implementation scope has reference to renovation of existing
Successfactors recruitment & Performance and Goals system. Please provide response
to the below questions; Renovation in the case means re-implementation of the existing
47
modules in line with the results the assessment workshop
Are there any additional configurations / integrations to be considered in scope of
SuccessFactors Recruitment / Performance & Goals. Example - Configuration of New
Recruitment / Performance Templates, Configuration of new workflow templates,
integration to xx no. of third party recruiting agencies & job boards etc
Proposal for a better technical approach for upgrading and integrating the existing NPO See response 1 above – the Payroll solution will be considered
payroll solution has been asked for. Please provide more details on existing payroll as an option. System details to be collected and assessed during
solution. the assessment workshop.
48
A. Is the existing Payroll solution being run in SAP ECC (EHP6)? If not please specify
the payroll system details
B. What are the country specific payroll solutions in scope of existing payroll solution?

6
 C. Please provide details of any inbound / Outbound integrations to the existing Payroll
system
D. What's the Payroll frequency for which the pay process is run for different employee
groups (Example - Daily, Weekly, Fortnightly, Monthly)
Education Grant, Rental Subsidy and Travel (re-imbursement) are the three components
that has been mentioned under payroll scope. Please confirm if you are expecting only
Correct, complete replacement is a possibility and should be
49 these functionalities to be added on to the existing payroll system or replacing existing
considered as a call up option during the assessment phase
payroll solution with a new solution all together. Example - With Employee central
Payroll
HR data migration requirement from ECC to SuccessFactors Employee Central has been
50 called out. Please confirm the number of years of HR Data to be considered in the Data The relevant data is from inception in 2014
Migration scope
Requirement on Integration and configuration with SuccessFactors Machine Learning This information will be provided to the awarded bidder and
and AI algorithms has been mentioned. Please elaborate the requirement on automations will be addressed comprehensively during the planned
to be enabled / developed for this project. If you have already thought through HRIS assessment phase
51
focus areas where you've envisaged automation to be implemented, Please provide the
scenario level details & number of automations to estimate the complexity & effort
envisaged
Requirement on Backward integration and configuration to existing SAP ECC(EHP6),
Microsoft Teams, and NPO systems has been mentioned. Please clarify the below;
A. No new ERP solution is defined yet
A. Since SAP ECC is maintenance is going to be sun-set shortly, please let us know if
you have any plans for S/4 conversion in near future. if yes, when exactly do you plan B-C. This information will be provided to the awarded bidder
52
for S/4 conversion and will be addressed comprehensively during the planned
B. Do you have an existing / active integration of your HR systems with Microsoft assessment phase
teams? If yes, what’s the middleware being used?
C. Please confirm the number of NPO systems to be considered in integration scope
from & To Successfactors system in Future state
Do you have an high level expectation of Phase 1 /2 /3 & 4 milestone completion. If
53 yes, please share the envisaged start date and end end date of the SF implementation The expected start date is Q1, 2025
program
There is a reference on one of the Deliverables as Short “how to” training Videos Short “how to” training Videos (optional, to be quoted
(optional, to be quoted separately) deliverables but also an caveat indicated with (*) The separately). Bidders shall offer short training video materials,
54 Contractor shall offer short training video materials, each focused on specific functions. each focused on specific functions.

7
 Please specific clearly if the expectation is to provide a separate Quote to deliver how-
to Training videos on Successfactors transaction execution
The reference given in this section "For a period of three (3) years after the signature of
The Commission shall have the right but not the obligation to
the contract, the Commission shall have the right but not the obligation to call off a
55 call off a maximum of 100 Person-Days as may be quired for
maximum of 100 Person-Days of consulting services for activities related to the scope
additional related activities
of this ToR" is not clear. Please clarify
Please clarify if the below reference means only 2 trips per consultant would be paid as
per actual cost. Up to 2 mission trips by the contractor.
The Commission will not be responsible for any other
56
"Any other on-site work may be approved as per the Contractor’s Proposal for travel to additional travel or travel costs – kindly see Annex B- Terms of
the Headquarters of the Commission in Vienna, Austria, as applicable. There may be up Reference Clause 5 “Location of Performance”
to two (2) trips planned"
Based on the below reference given in the section, Please confirm if the respondent can
consider delivering the project from offshore locations (Development centers based out Please see response 11 and 19
of India) without any restrictions in accessing the Commissions Employee Data
57 Except for the workshop referred to in Section 2.1 above, for all tasks, the Contractor's The services to be rendered under the proposal shall have their
personnel will be expected to work origin in the States Signatories of the Comprehensive Nuclear-
off-site. The Commission will provide the Contractor remote access to the relevant Test-Ban Treaty
required infrastructure.
Reference of Envisaged Hypercare support period of 6 months is mentioned. Please
confirm if its mandatory to factor in 6 months period of Hypercare support. Since 1-2
58 Hypercare Go-LIVE support (6 months duration) is required.
month period is ideally Hypercare support period, can we consider an optimized /
reduced timeframe of Hypercare support

8
 TERMS OF REFERENCE -Rev 12 Nov 2024

SAP SuccessFactors Implementation Service

1
1. TABLE OF CONTENTS

1. INTRODUCTION ..................................................................................................................................................... 3
1.1 Key Project Objectives............................................................................................................................................... 3
1.2 Functional Specification ............................................................................................................................................... 3
2. SCOPE OF WORK......................................................................................................................................................... 4
2.1 Phase 1: Assessment and Detailed Blueprint Design ................................................................................................. 4
2.1.1 Milestone 1................................................................................................................................................................ 5
2.2 Phase 2: SAP SuccessFactors Implementation .......................................................................................................... 6
2.2.1 Milestone 2................................................................................................................................................................ 6
2.3 Phase 3: Employee Lifecycle Management ............................................................................................................... 7
2.3.2. Milestone 3 ............................................................................................................................................................... 7
2.4 Phase 4: H2R Platform Integration to new ERP ........................................................................................................ 7
2.4.1 Milestone 4................................................................................................................................................................ 8
3. CONSULTANCY AND SUPPORT SERVICES (optional) .......................................................................................... 9
4. INFORMATION CONFIDENTIALITY AND RIGHTS ............................................................................................... 9
5. ACCEPTANCE AND INVOICING............................................................................................................................... 9
6. ACCEPTENCE…………………………………………………………………………………………………………9
7. CONTRACTOR’S QUALIFICATION AND EXPERIENCE ....................................................................................... 9
8. REQUIREMENTS OF KEY PERSONNEL ................................................................................................................ 10
9. RESOURCES PROVIDED BY THE COMMISSION................................................................................................. 10
10. QUALITY ASSURANCE AND BUSINESS CINTINUITY..................................................................................... 10
11. RISK MANAGEMENT ............................................................................................................................................. 10
12. ATTACHMENT ......................................................................................................................................................... 11

2
1. INTRODUCTION

The Preparatory Commission for the Comprehensive Nuclear-Test-Ban Treaty Organization (CTBTO) is an
international organization located in Vienna, Austria. Its main task is to establish a global verification regime to
monitor compliance with the Comprehensive Nuclear-Test-Ban Treaty (CTBT), which bans all nuclear
explosions. The verification regime includes a global network of over than 337 monitoring facilities, using four
different technologies (seismic, hydro-acoustic, infrasound and radionuclide), a communications infrastructure,
an international data centre, and the capability to carry out on-site inspections.
Additional information on the CTBTO may be found at https://www.ctbto.org/.

The Commission intends to establish a Contract for “SAP SuccessFactors Implementation Project” (hereinafter
referred to as the “Work” and/or “Service”). The Contractor shall work with the Commission and shall provide
Services in accordance with these Terms of Reference (ToR).

This ToR defines the technical framework of all related activities to be performed during the delivery of
Services and contains all technical requirements for the activities which shall be carried out by the Contractor.

The Contractor shall carry out the Work in accordance with this ToR and in the most cost-effective manner
possible. For all work tasks, the Contractor must inform the Commission of the appropriate and current points
of contact, including contacts for 1) technical matters, 2) logistics matters, and 3) commercial matters. If these
points of contact change during any phase of the Work Tasks, the Contractor must inform the Commission
immediately in writing.

1.1 Key Project Objectives

On project completion, the following key project objectives are expected to have been achieved for the
enumerated stakeholders:

Stakeholder Objectives
1 Employees Accessible and relevant HR data for decision making
Automated administrative tasks and robust Hire-to-Retire processes
One unified Employee Self Service portal access for all employees
2 HR Users Enhanced user experience and fast access to HR business process
Less time spent and knowledge – needed for Human Resource processes
Easier, automated, and online H2R process leading to stronger HR
contribution
Better real-time analytics for informed decision making
3 Candidates One unified Candidate Self Service access portal for all interactions with
CTBTO
Candidates owned data enhance more data integrity
Automated HR business process-related tasks

1.2 Functional Specification

CTBTO is embarking on a new initiative to transform its hire-to-retire (H2R) process using SAP
SuccessFactors. The H2R process encompasses various steps and activities throughout the employee lifecycle,
from recruitment to retirement.

• Recruitment: The process begins with recruitment, where the need for new employees is identified,
and candidates are sourced, screened, and selected for open positions.
• Onboarding: Once candidates are selected, the focus shifts to onboarding, ensuring that new employees
are introduced to the company, its culture, and its policies and procedures.
• Training and Development: After onboarding, emphasis is placed on providing training and
development opportunities to equip employees with the skills and knowledge necessary for their roles.

3
 • Performance Management: Continuous performance management follows, involving goal setting,
feedback provision, and regular performance evaluations to support employee growth and
productivity.
• Compensation and Benefits: Managing compensation and benefits forms an integral part of the H2R
process, encompassing salary, education grant, pension contributions, and other rewards/benefits.
• Career Development: Alongside training, career development opportunities are essential, fostering
advancement and professional growth for all employees.
• Employee Engagement: Creating a positive work environment and fostering employee engagement
are vital aspects of the H2R process, encouraging contribution to the company's success.
• Retention: Finally, retention strategies are implemented to identify and address factors contributing to
employee turnover and retain valuable talent within the organization.

By leveraging SAP SuccessFactors, CTBTO aims to streamline and optimize each stage of the H2R process,
ultimately enhancing employee experiences, driving productivity, and supporting organizational success. The
Commission is currently exploring several options for a new ERP solution to replace the existing system as
well.

2. SCOPE OF WORK

The Commission seeks to digitize its Hire to Retire(H2R) and workforce analytics processes using a phased
implementation methodology. CTBTO wants to embark on a transformation exercise through the
implementation of SAP SuccessFactors applications in addition to its exiting SAP ERP systems landscape,
which, as of today, consist of an ECC(EHP6), SuccessFactors (Recruitment and Performance), and SRM
systems as well as a Portal for Travel and Shopping Cart access. The core functionalities of the systems cover
Finance (e.g., Accounting, Treasury, Funds and Grant Management, Project Systems), Supply Chain (e.g.,
Shopping Carts, Requisitions, Purchase Orders, Goods Receipt and Goods Movement), Human Resources
(e.g., Organizational Management, Staff Administration, Recruitment, Payroll), and Travel functionalities. The
following sections describe the scope of work and other related information necessary for the submission of
proposals.

The contractor will be fully responsible (implementation and configuration) for the following key tasks in each
phase including all affected satellite systems:

2.1 Phase 1: Assessment and Detailed Blueprint Design

a. Assess existing key HR metrics, documents, certificates, and reports, and the current state of the
Commission’s complete HR business processes to help identify gaps, inefficiencies, and areas of
possible improvement (As-Is Review).
b. Research and identify industry best practises in the development of an integrated H2R process,
employee portal (work zone), recruitment, onboarding and offboarding, performance, learning and
development, workforce planning, payroll and education grant, workforce and succession planning,
employee engagement, and workforce analytics processes compatible to the Commission’s existing
procedures, governance, risk, control, and policies.
c. Develop and propose a new comprehensive set of HR business processes (“To-Be” processes)
covering the areas mentioned in points (a and b) above (see Appendix I for more details): including
standard SAP Human Experience Management system best practices, and other related knowledge.
d. Propose an innovative technical approach for developing a new payroll system into the “To Be”
business processes (optional).
e. Define implementation and architectural roadmap, landscape, configurations, development, security
and authorization protocols, system parameterization, business workflows, integrations, interfaces,
training plans, test procedures, quality and risk assessment metrics, etc. to deliver the “To-be”
business processes within SAP SuccessFactors modules.
f. Deliver a comprehensive implementation plan and key performance indicators that satisfies the
4
 overall objectives of this ToR.
g. Present the proposed implementation plan and “To-be” reviews formally to the Commission for
approval.
h. Propose a routine improvement, maintenance, and support plan to ensure the continued effectiveness
and sustainability of the new solution.

As part of the preliminary evaluation and assessment work, a workshop shall be held to discuss the technical
concept and plan, as well as to allow the Commission’s technical staff to review the submitted documents and
plans. The Contractor shall update the documentation with any changes discussed and agreed upon during the
workshop before starting the implementation. The initial submission for the Commission’s review and any
other plans shall be presented at least two weeks before the workshop scheduled date.
The project kick-off, submission of a detailed work plan, and assignment of qualified Hire-to-Retire (H2R)
resources to the project must be completed not later than four weeks from contract signature.
This Assessment and Detailed Blueprint Design (phase 1) is estimated to be completed no later than two
months or as may be otherwise approved by the Commission after the project kick-off and acceptance of a
detailed work plan.

2.1.1 Milestone 1
Deliver an agreed “To-Be” business process supported by an approved implementation plan. The
Implementation plan document, in addition to the requirements enumerated above must also cover the under-
listed crucial deployment topics:
- Solution objectives
- Gap Analysis
- Solution Definition and Architectural Landscape
- Access, Security, and Authorization plan
o Single Sign on
o Mobility
o Workflows
o Authorization concepts
o RACI Matrix
o Security and Penetration Test Plan
- Data Migration Strategy
o ECC to SuccessFactors Employee Central
- System Integration and Interface Management plan
o DocuSign
o E-Filing with OpenText Employee File Management
o UNJSPF
o Payroll (optional)
o Other systems
- User Interface and User Experience plan
o HR Portal
 Education grant system
 E-filing with OpenText Employee File Management
 Self-service – employee/manager
 Pay-stub
 Absence & attendance management
 Other employee forms
o Mobility
o Static and Dynamic Reporting
o AI and Machine Learning
- Quality and Risk Management plan
- Testing Strategy
- End User Training plan.
- Phased Closure and Sign-off.
5
2.2 Phase 2: SAP SuccessFactors Implementation

The Contractor shall implement, configure, develop, deploy, and deliver all aspects the following
SuccessFactors foremost release modules and associated other ERP systems within an interactive HR Portal
(see Appendix I for more details) ) including all relevant technical integrations and data migration’s
responsibility, including migration or import of leaves history and balances from flextime to SF:

I. SAP SuccessFactors Work Zone

II. SuccessFactors Employee Central, HR Payroll data, and Service Centre including mobile App
III. SuccessFactors Time and Attendance Management
IV. SuccessFactors Onboarding, Education Grant, etc.
V. SuccessFactors Learning and Development
VI. SuccessFactors Succession Planning
VII. Renovate the existing SuccessFactors recruitment, performance and goals system within the new
H2R deployment.
VIII. HR data migration from ECC to SuccessFactors Employee Central
IX. Integration and configuration with SuccessFactors Machine Learning and AI algorithms
X. Backward integration and configuration to existing SAP ECC(EHP6), Microsoft Teams, and NPO
systems.

OPTIONAL: Implementation of a new payroll system in SAP SuccessFactors Employee Central, ensuring it
meets all compliance and organizational requirements- if called-off by the Commission following the results
of phase 1, at the sole discretion of the Commission. This option may be exercised by the Commission through
the issuance of a separate purchase order under the same terms and conditions of the Contract.

Phase two implementation is expected to commence after the Contractor receives commencement notice from
the Commission and subsists for nine (9) months from that date. In addition to the above requirements, the
Contractor will be fully responsible for the following additional under-listed technical and functional activities
to enable complete and functional project delivery to the expected user community:
- Integration to DocuSign, UNJSPF, EarthMed, other systems to be defined by the Commission’s HR
department during project implementation.
- Develop and apply a consistent CTBTO look and feel theme across the new landscape and devices.
- Integration with the Commission external Identity Provider (MS Azure AD) for Single Sign On
(SSO)
- User training using the “Train-the-Trainer” Approach
- Approved system testing comprising of the following:
o Unit Testing
o Functional/Regression Testing
o Integration Testing
o Performance Testing
o Security and Penetration Testing
o Acceptance Testing
- Hypercare Go-LIVE support (6 months duration)

2.2.1 Milestone 2

Deliver a completed H2R SuccessFactors and associated other ERP systems Implementation as enumerated
in section 2.2, with a phase one handover note comprising of the following completed activities/deliverables:
1. Production cutover
2. System Go-Live
3. Cutover plan
4. End-User Training
5. Data Migration for HR data from legacy system
6. Functional and Technical Documentation
7. Quality and Risk Management plan
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 8. Approved Test Results
9. Training Manuals
10. Short “how to” training Videos (Optional)*
11. Phased Closure and Sign-off Deliverables.

2.3 Phase 3: Employee Lifecycle Management

The Contractor shall implement within the existing HR portal and or employee work zone from phase one:
• Employee Engagement processes
• Employee Lifecycle Management (Qualtrics EmployeeXM)
• HR Analytics and Workforce Planning
• People and Workforce Analytics - Static Reporting (Report Automation) and Performance
Dashboards based on accurate workforce intelligence and HR define key metrics.

Phase three implementation is expected to commence after the Contractor receives commencement notice
from the Commission and subsists for two (2) months from that date. In addition to the above
responsibilities, the Contractor will be responsible for the following additional technical and functional
activities to enable system implementation delivery to the user community:
- Integration to H2R Implementation from phase one
- User training using the “Train-the-Trainer” Approach
- Approved system testing comprising of the following:
o Unit Testing
o Functional/Regression Testing
o Integration Testing
o Performance Testing
o Acceptance Testing
- Hypercare Go-LIVE support (6 months duration)
- Detailed documentation regarding system implementation

2.3.2. Milestone 3

Deliver an updated SuccessFactors Implementation with full technical and functional integration with new
ERP as enumerated in section 2.3 above, with a phase two handover note comprising of the following
updated activities/deliverables:
1. Production cutover
2. System Go-live.
3. Cutover plan
4. Data migration for HR data from legacy system
5. Functional and Technical Documentation
6. Monthly highlight Report
7. Risk Assessment Report
8. Post Migration Validation Report
9. Quality and Risk Management plan
10. Approved Test results
11. Training Manuals
12. Short “how to” training Videos (optional, to be quoted separately)
13. Phased Closure and Sign-off Deliverables.
* The Contractor shall offer short training video materials, each focused on specific functions.

2.4 Phase 4: H2R Platform Integration to new ERP

The Contractor shall implement or provide support as follows:
a. Collaborate with the Commission and or its current system implementation partner, during its
planned new ERP implementation and migration.
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 b. Integrate phase one and two deliverables from SAP ECC to new ERP.
c. Validate the new systems and their associated connections and integrations.
d. Update relevant documentation and testing regimes.

Phase two implementation is expected to commence after the Contractor receives commencement notice
from the Commission and subsists for three (3) months from that date.

The following is a summary of expected integration points within this contract. This list may not be
exhaustive and shall be confirmed during the blueprint development.
- SAP Cloud Platform Integration Suite (SAP CPI): Enables seamless data exchange between
SuccessFactors and other SAP or non-SAP applications.
- SAP SuccessFactors and SAP Analytics Cloud: Provides detailed workforce analytics capabilities.
- Employee Master Data Sync: Synchronizes data between Employee Central and SAP HCM Payroll
for streamlined payroll processing.
- Recruiting Integration: Automatically transfers data from SAP SuccessFactors Recruiting to
Employee Central upon hiring, creating employee records.
- Learning Management Integration: Supports integration with SAP SuccessFactors Learning to
transfer completed course data back to Employee Central.
- Performance & Goals with Compensation Integration: Integrates performance reviews, goals, and
ratings from SAP SuccessFactors Performance & Goals with Compensation for precise
compensation planning.
- Onboarding to Employee Central Integration: Ensures a smooth transition of candidate data from
onboarding to employee status.
- Microsoft Teams Integration: Provides seamless integration with Microsoft Teams for enhanced
collaboration.
- Microsoft Exchange Integration: Facilitates integration with Microsoft Exchange to streamline
approval workflows.
- UNJSPF HR Interface: Interfaces with the UN Joint Staff Pension Fund (UNJSPF) HR system for
synchronized benefits and pension data exchange.
- Qualtrics Integration: Connects with Qualtrics for employee engagement and experience surveys.
- Payroll & Education Grant Integration: Integrates payroll and education grant data to support
accurate financial disbursements.
- OpenText Employee File Management: Integrates with OpenText for centralized employee
document management.
- Hire-to-Retire Process Integrations: Supports any other necessary integrations to deliver the full
Hire-to-Retire business process as specified in the RFP.
Active Directory Integration: Seamlessly integrates with Active Directory for HR-driven user provisioning.

2.4.1 Milestone 4

Deliver an updated SuccessFactors Implementation with full technical and functional integration with
Employee Lifecycle management as stated in section 2.3, with a phase three handover note comprising of the
following updated deliverables:
1. Production cutover
2. System Go-Live
3. Cutover plan
4. Data migration
5. Functional and Technical Documentation
6. Post Migration Validation Report
7. Quality and Risk Management plan
8. Approved Test results
9. Training Manuals & Documentation
10. Short “how to” training Videos (optional, to be quoted separately)
11. Phased Closure. Lessons learnt and Sign-off Deliverables.
* The Contractor shall offer short training video materials, each focused on specific functions.

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3. CONSULTANCY AND SUPPORT SERVICES (optional)

For a period of three (3) years after the signature of the contract, the Commission shall have the right but not
the obligation to call off a maximum of 100 Person-Days of consulting services for activities related to the
scope of this ToR. The Consultancy and Support Services shall be requested by the Commission in accordance
with the terms and conditions of this Contract.

4. INFORMATION CONFIDENTIALITY AND RIGHTS

All data communication designated as “sensitive” shall be communicated through a TLS/SSL encrypted
session using one of the CTBTO approved cipher algorithms.

Critical modifications, naming conventions and other associated technical matters are to be performed in line
with the Commissions guidelines and policies.

The Contractor shall be responsible for keeping information, processes, and data of the Commission, as a
result of this service confidential and private at all times.

5. LOCATION OF PERFORMANCE

Except for the workshop referred to in Section 2.1 above, for all tasks, the Contractor's personnel will be
expected to work off-site. The Commission will provide the Contractor remote access to the relevant required
infrastructure.
Any other on-site work may be approved as per the Contractor’s Proposal for travel to the Headquarters of the
Commission in Vienna, Austria, as applicable. There may be up to two (2) trips planned.

6. ACCEPTANCE

The Contractor shall use certified project management methodology and the software development
methodology for the work. The Contractor shall support updating the project status in the CTBTO
Organizational Management Programme Achievement Status System (COMPASS). The contractor will also
prepare a risk assessment and mitigation plan for the entire duration of the project.

7. CONTRACTOR’S ELIGIBILITY, QUALIFICATION AND EXPERIENCE

The qualified contractor shall possess expertise in the following key areas:
1. The services to be rendered under the Contract shall have their origin in the States Signatories of the
Comprehensive Nuclear-Test-Ban Treaty
2. A minimum of five (5) years of experience in SuccessFactors with integration to ECC and or any other
ERP systems.
3. Minimum five (5) years In-depth knowledge of SAP Systems (ECC, S/4HANA, and SuccessFactors)
and industry best practices in Human Experience Management and SuccessFactors (detailed
description and protfolio of work to be provided)
4. At least three completed projects - Previous successful implementation experience of SAP
SuccessFactors modules with special emphasis on Onboarding, Compensation, Learning, Employee
Lifecycle, Succession and Development (include detailed description, complexities, achievements,
and client signed references).
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8. REQUIREMENTS OF KEY PERSONNEL

Each of the Contractor’s staff performing the Work shall at least have the following qualifications.
- University degree in information systems, business administration, computer science or related fields.
- At least 5 years of relevant professional experience in SAP, particularly implementing SAP
SuccessFactors services (preferably with official SAP Certification).
- ITIL Service Management certification, especially for Change Management.
- Project Management and Agile Implementation experience.
- Excellent and proven quality assurance skills.
- Excellent stakeholder management skills.
- Excellent written and oral communication skills in English.
The Contractor shall be responsible for all items relating to personnel matters not expressly mentioned in
this document including accommodation and travel expenses of all Contractor’s personnel.

9. RESOURCES PROVIDED BY THE COMMISSION

To fulfil the requirements of these Terms of Reference, the Commission will provide for on-site work where
required:
- Relevant SAP SuccessFactors, Integration, DocuSign, licenses.
- Physical access to selected areas of the Vienna International Centre where required.
- Infrastructure, including office space and standard office supplies, hardware.
- Access to relevant IT infrastructure (e.g., SAP ECC, Jira Ticket System, internet).
- Access to relevant documentation.
- The Commission will make qualified staff available to provide assistance and cooperate in responding
to information requests from the Contractor in order to allow the Contractor to carry out the Work.
- VPN access to relevant CTBTO IT infrastructure (e.g., SAP ECC(EHP6), Jira Ticket System).
- Access to relevant documentation.
- The Commission will make qualified staff available to provide assistance and cooperate in responding
to information requests from the Contractor in order to allow the Contractor to carry out the Work.

The Contractor, be it for onsite or offsite work, shall use CTBTO’s Jira system for support ticket processing.
All other resources, be it for onsite or offsite work, are to be provided by the Contractor.

10. QUALITY ASSURANCE AND BUSINESS CONTINUITY

The Contractor shall have a quality assurance and business continuity plan that addresses the content of the
ToR in a comprehensive and detailed way.

11. RISK MANAGEMENT

The Contractor shall provide a thorough risk assessment plan at the project's commencement to identify
potential risks that could impact the successful execution of the outlined implementation activities in this
Terms of Reference (ToR). Risks may include but are not limited to technical challenges, changes in project
requirements/scope, resource constraints, schedule delays, integration difficulties, and third-party software

10
dependencies. The risk assessment plan should be continuously updated, aligning with the delivery of project
milestones and significant accomplishments.

Upon the project's satisfactory completion, the Contractor is obligated to conduct a final review of the initially
identified risks. Risks that have been effectively mitigated or did not materialize should be officially closed,
accompanied by appropriate documentation. The insights gained from the risk management process should be
methodically documented and shared with the CTBTO, thereby contributing to the knowledge repository for
forthcoming software development endeavours.

12. ATTACHMENT
A: Appendix I

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 Appendix I
CTBTO Employee (HR) Portal Requirement(s)
1. Employee/manager Self Service
a. Single Sign On (SSO) via CTBTO external Identity Provider (MS Azure AD)
b. Mobility – secure mobile access (via web/tablet/phone etc.) with a custom CTBTO theme
(look and feel) across the entire SuccessFactors platform.
c. Integration of Travel, Ariba, Shopping Cart, DocuSign, EarthMed, Custom developed forms,
etc.
d. Update personal data

- Personal information (Home address/Current address) – currently home address is

maintained by HRS for up-to-date data for UNICC UNJSPF interface. The current
address is maintained by HRS to ensure a Business Partner is created for Finance
for implementation of payments.
- Marital status and family information (dependents living with SM, children in
education, e.tc)
e. Flexible Work Arrangements (FWA)
f. Recruitment enhancements to the current module and integration to LinkedIn and other
social media platforms for outreach and employer branding purposes
g. Manage entitlements (Forms development using BTP or Fiori)

- Request for dependency allowance and submission of Annual Declaration Form

- Education Grants form
- Rental Subsidy form
- Enrollment form
- Equipment request form
- Separation form

h. Administration of benefits and processing of tasks

- Onboarding information transmitted into SAP (Place of recruitment, home leave

etc.)
- Request form for computer access, email account
- Enrolment form into medical insurance, TDIP, Life Insurance
- Heavy duty travel form
- Leave Administration
1. Management of time and leave
2. Compensatory Time Off (CTO)
3. Absences
4. Sick leave
5. Home leave

2. Employee Central Document Management

a. Automation of documents/certificates generation
- Terms of employment
- Employment verification (confirmation of offers, employment certificates
- Probation certificates
- Other certificates (tax exemptions certificates, dependency allowance, etc.)
3. Automation and Alerting (below are some examples)
a. Home leave

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 b. Children turning 18, 21, and 25
c. Rental subsidy extension
d. Education grant settlement
e. Separation workflow
4. Reporting and Analytics
a. Static and dynamic reporting(dashboards)
b. AI and machine learning analytics
c. Contract review reports
d. Monthly sick leave reports
e. Quarterly sick leave reports
f. UNJSPF HR interface reports
5. Performance and Goals
a. Annual performance review
b. Semi-annual performance review
c. 360 Reviews
d. Probationary review

Other HR requirements

• HR Payroll data
Education grant
Rental subsidy
Travel

• Employee Central Service Center

Experience seamless SAP HR integration via SuccessFactors Packages, minimizing
implementation risks and maximizing functionality rewards.
Provides employees with immediate access to HR experts through a ticketing system, phone,
or email, enabling quick and efficient resolution of queries.
Uses automated ticket routing rules to ensure that employees are directed to the right
internal HR expert based on the nature of their query, enhancing the speed and accuracy of
query resolution.
Highly customizable and flexible, enabling organizations to tailor the system to their unique
needs and requirements.
• Onboarding
Terms of Employment
Reference Check
Onboarding email/Moving to Vienna email
Notification emails on acceptance of positions
Letters of Appointment
Requests for payment of relocation grant shipment

• Employee retention
Preparation of appointment history
PAP Report (Regular extension) and PAP Reports (Exceptional extension)
Letters of extension
Calculation of maternity leave period

• Performance and Goals

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 Create, track and cascade goals throughout the organization using a library of over 500
SMART goals.
Facilitate structured conversations between managers and employees with continuous
feedback and coaching.
Measure performance against goals and conduct quality reviews using tools such as 360-
degree reviews and calibration or any other to be determined by HR.
Access real-time analytics and insights to optimize performance management decisions.
• Offboarding
Notification emails on separation from service
Separation from Service email to Staff Members
Calculation of attendance record on separation
Requests for payment of relocation grant shipment

• Others
Certificates
Memos for on-call duty
Memos on heavy duty travel
Request for Outside Activities
Requests for payment for daily paid Staff

OPTION: Implementation of a new payroll system in SAP SuccessFactors Employee Central, ensuring it meets
all compliance and organizational requirements (optional call-off item as per Section 2.2 of the Terms of
Reference.

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 RFP 2024-0169 - Attachment 3 - Price Schedule Format
Rev 12 Nov 2024

Price in EUR or USD

TOR Ref Desciption Unit QTY
____ kindly specify

2.1 Phase 1: Assessment and Detailed Blueprint Design LOT 1

Phase 2: SAP SuccessFactors Implementation

2.2 (lump sum - breadown to be included on separate LOT 1
page)

Phase 3: Employee Lifecycle Management (lump

2.3 LOT 1
sum - breadown to be included on separate page)

Phase 4: H2R Platform Integration to new ERP (lump

2.4 LOT 1
sum - breadown to be included on separate page)

Subototal
Implementation of a new payroll system in SAP
3 SuccessFactors Employee Central (optional call-off LOT 1
item)- must be quoted as an option.
Consultancy Services - Optional
4 Day 1
3 years ( max 100 days)
Overall Total

Bidders shall provide a detailed breakdown cost for the each phase.