Consulting services

Agency:	University of Kansas Medical Center
State:	Kansas
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Posted:	Feb 21, 2024
Due:	Mar 1, 2024
Solicitation No:	RQ-00077 Bid Specs (PDF) RQ-00077 Addendum (PDF) KUMC RFQ Guidelines (PDF)
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSAL

Submit Bid To

UNIVERSITY OF KANSAS MEDICAL CENTER

DEPARTMENT OF PURCHASING

Mail Stop 2034

3901 Rainbow Blvd., Kansas City, KS 66160

If additional information is desired, contact Hayley Unke-Moore, 913-588-1117, or hunkemoore@kumc.edu

Quotation No. RQ-00077

Date Posted 02/05/24

Closing 2:00 pm Central 02/26/24

Items and Specifications

KUMC seeks to procure Consulting Services to fulfill the requirements as outlined in the included

specifications. KUMC reserves the right to negotiate with selected finalists should it be deemed necessary.

Attachments:

• KUMC RFQ Guidelines.pdf

Term

The University of Kansas Medical Center is requesting consulting services for the implementation of the

Workday Projects and Project Billing modules. The term of the contract will cover the time required to

complete the phases as defined in section V. Scope.

Scope of Work

The University of Kansas Medical Center is seeking bids for consulting services associated with the implementation

of Workday Projects and Project Billing.

I. Introduction

The University of Kansas Medical Center’s (KUMC) is seeking to implement Workday Projects and

Project Billing and seeks consulting services to support the implementation.

II. Background

KUMC implemented Workday in July of 2020. At the time of implementation, the Projects SKU was not

purchased, but there was basic Project functionality included in the Workday Finance subscription at the

time, specifically the Projects Tracking domain was enabled. After several years of utilizing this baseline

functionality, an evaluation of the full Projects SKU was conducted, and it was determined that purchasing

the module would provide benefits in Project creation, budgeting, and reporting that could not be obtained

with what was currently in place. The Projects module was purchased in January 2024, along with Projects

Billing to improve the Projects process from beginning to end, including project creation, planning,

budgeting, and reporting.

KUMC has a Workday Service Center that will provide configuration support and will provide a cross

functional team of users to ensure project success.

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III. Goals and Objectives

The overall goal of this engagement is to successfully implement Workday Projects and Projects Billing

to support the execution and reporting of project work throughout the institution. This includes the

below objectives:

• Objective 1: Implement Workday Projects, including associated Reports and Dashboards, to

support Capital projects along with smaller billable and non-billable initiatives.

• Objective 2: Implement Workday Project Billing. KUMC does not currently bill for project

services using the Projects Billing module but has several use cases where this could be

beneficial.

• Objective 3: Assist KUMC in documenting procedures related to the Projects process.

• Objective 4: Explore and implement integrations between Workday and Adaptive where

applicable. If this is not yet available, identify areas where this integration could be helpful and

identify any workarounds. Assist in understanding of requirements in Adaptive to capture project

information and whether new sheets/cubes/models would be required.

IV. Estimated RFP Schedule

The anticipated time frames for completion of the RFP process are as follows:

February 5, 2024

RFP Released

February 14, 2024 RFP Questions Due

February 26, 2024 RFP closing and all proposals due by 2:00PM Central time

April 2, 2024

Approximate Commencement of engagement.

V. Scope

a. Objective 1

Provide consulting support to implement the Workday Projects module. While KUMC has leveraged

portions of Projects, this implementation should be conducted as if the functionality has never been

in use. All best practices should be applied to ensure the institution is able to leverage the full

capabilities of the module including project templates, budget, reporting, dashboards, capitalization,

etc.

Specific areas of interest include (but not limited to):

- Capitalization

- Budget and Forecast for multiple funding sources and expense types

- Reporting/Dashboards (actuals to budget, %complete vs %spent, etc.)

- Resource tracking

- Labor Rates

- Adaptive Planning Integration

- Potential for integrations to other systems. Currently pulling information from eMaint related to

supply costs for projects, interested in whether there are other options.

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b. Objective 2

Implement Projects Billing. This is not functionality KUMC has explored previously. Use Cases

include the ability to multi-fund (where multiple sources will be paying). KUMC Billing is often to

internal departments using Internal Service Delivery Events currently. It is a largely manual process.

We expect that the use of Projects and Project Billing will grow and the need to bill externally may

become more prevalent over time.

c. Objective 3

Document all processes related to best practice use of the Projects module to ensure processes are

repeatable.

Proposal Requirements:

A. Bidder’s Organization, History and Experience

Provide a brief summary of the bidder’s background and experience in consulting related to Workday

Projects including experience in new implementation consulting. Please include a description of the

consulting engagement and name and/or type of entity it was performed for.

B. Project Description, Outcomes and Evaluation

Provide a description of the bidder’s proposed processes including timelines and personnel to fulfill the

requests and scope of work described in this RFP. Include a description of how KUMC and the bidder

will determine outcomes have been met and evaluation of progress of the engagement.

C. Budget

Provide a detailed budget for this project. The budget should include an estimate of hours and hourly

rate for the work required in the project description, outcomes, and evaluation.

D. Personnel and References

Provide resumes and relevant experience of personnel who will be actively working on this engagement and

the estimated percent of their time they will be dedicated to this project. Additionally, please provide at least

four references of similar projects your company has been completed with contact information.

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