Construction and Operation/Maintenance of Integrated HR System

Construction and Operation/Maintenance of Integrated HR System
1(Appendix) Specifications for the Construction and Operation/Maintenance of Integrated HR SystemNational Institute of Advanced Industrial Science and Technology21. Overview of Procurement Item.. 32. Matters Concerning the Implementation of Work.. 73. Matters Concerning the Implementation System and Method.. 134. Matters to be Complied with During Work Implementation.. 155. Matters Concerning Deliverables.. 186. Matters Concerning Bidding Participation.. 217. Other Special Notes.. 2231. Overview of Procurement ItemProcurement Title: Construction and Operation/Maintenance of Integrated HR SystemBackground and Purpose of ProcurementThe National Institute of Advanced Industrial Science and Technology (hereinafter referred to as "the Institute") has been carrying out major HR department tasks using the integrated HR system currently in operation as of fiscal year 2026 (hereinafter referred to as "the old integrated HR system") since fiscal year 2022.
While the old integrated HR system has realized work style reforms such as streamlining various applications for general users and supporting flextime systems, problems arising from low usability and low compatibility with the Institute's system operations have become apparent.
The purpose of this work is to newly construct a next-generation system (hereinafter referred to as "the integrated HR system") that resolves the issues identified in the old integrated HR system and integrally provides functions such as HR, payroll, and attendance compatible with the Institute's system operations, and to ensure operation and maintenance with a view to stable operation and continuous improvement of the integrated HR system.
Furthermore, with the aim of enabling rapid response to various legal systems, employment environments, and HR system revisions, and preventing delays in security measures, the integrated HR system aims to introduce cloud services, and in particular, the introduction of SaaS (Software as a Service) is being considered.
Overview of Work and Information Systems(1) Overview of the Institute's HR OperationsThe Institute's HR operations consist of tasks such as personnel, evaluation, payroll, labor affairs, and welfare.
The Institute will carry out these HR operations using the integrated HR system to be constructed through this work and related systems such as the talent management system and accounting system.
The target operations to be performed by the integrated HR system are shown in Table 1 "List of Target Operations".
In addition, since some operations such as talent management will be performed by related systems, the To Be business flow of the target operations, including integration with the integrated HR system, will be redesigned.
Table 1 List of Target OperationsItem No. Major Category Sub Category Description1 Personnel (Appointment)Human Resource ManagementTasks such as recruitment of personnel, management of personnel orders and transfers, retirement of personnel, settlement of severance pay upon retirement, calculation of retirement allowances, etc.2 OtherTasks such as basic information of personnel, creation of current staff list, issuance of various certificates requested by personnel, etc.3 EvaluationEvaluationTasks such as personnel evaluations of employees *The personnel evaluation process uses the "Talent Management System"4 TrainingEducation/TrainingTasks such as holding training sessions for employees and managing attendance records, registering and approving qualifications, etc.4Item No. Major Category Sub Category Description5 PayrollAllowance ManagementTasks related to application and processing of allowances (dependent allowance, special city allowance, overtime allowance, commuting allowance, housing allowance, single-occupancy allowance, etc.)6 Monthly PayrollCalculation and payment of monthly salaries for employees, payment of contributions for employees seconded to private companies, retroactive adjustments due to changes in employee salaries, etc.7 BonusesCalculation and payment of bonuses for employees, retroactive adjustments due to changes in employee bonus amounts, calculation of bonus reserves due to closing of accounts, etc.8 Social InsuranceAcquisition and loss of social insurance qualifications, calculation of social insurance premiums, regular and irregular determination of standard monthly remuneration, management of health insurance dependents, personal pensions, etc.9 Labor InsuranceAcquisition and loss of labor insurance qualifications (employment insurance, workers' accident insurance), calculation and annual renewal of labor insurance premiums (employment insurance, workers' accident insurance), etc.10 Year-end AdjustmentTasks related to year-end adjustment (confirmation of dependent deduction forms, calculation of annual tax amount, refund processing)11 Personnel Cost ManagementTasks related to allocation of personnel costs to accounting budgets for each employee12 OtherTasks related to promotion of women's active participation, support for next-generation development, special collection of resident tax amounts and payment of resident tax, employee salary/social insurance information, My Number, etc.13 LaborAffairsAttendance ManagementInput and inquiry of employee attendance records, application and approval of various attendance notifications, management of employee attendance records, analysis of work status, reporting of work status to the employee's seconding organization, etc.14 Restricted Persons ManagementManagement of restricted persons and employees on leave, etc.15 Long Working Hours ManagementExtraction and handling of employees with long working hours, etc.16 Individual Settings ManagementIndividual settings for attendance registration, various attendance notifications, etc. (leave requests, absence notifications, etc.)17 WelfareMutual Aid Association ManagementProcedures for acquisition and loss of mutual aid association membership for employees, loans to mutual aid association members, collection of mutual aid association fees, preparation of mutual aid association financial statements, etc.18 Health ManagementImplementation and management of regular health check-ups for employees, industrial physician consultations, creation of mental health rules and seminars, AED training, setting of health check-up reservation master, etc.19 Housing ManagementManagement of rental and move-out of housing owned or leased by the Institute20 CommonCommonInput and inquiry of various information related to human resource management, aggregation of various personnel data related to human resource management, notifications to all employees, correction of various registered data, etc.21System ManagementUser ManagementUser registration and authority settings for the system22 Master ManagementSettings for various masters and parameters related to the system23 OtherSettings for contact information of seconding organizations, etc.(2) Overview of the Integrated HR SystemBased on the scope of operations covered by the integrated HR system, the system will be used by each user type as follows (Figure 1 "System Usage Image").
The current user classification and estimated number of users within the Institute are as follows.
 Employees (HR): 50 people Employees (General): 2,000 people Operation and Maintenance ProviderFigure 1 System Usage ImageContract PeriodFrom the date of contract conclusion to September 30, 2031Work ScheduleIn carrying out this work, considering the contract period of the old integrated HR system, the first system release is targeted for October 2027, and each phase will be planned and implemented according to the following schedule (Figure 2 "Work Schedule").
This schedule is tentative at the time of procurement. Proposals for additional development or setting changes after the integrated HR system becomes operational are also permitted. In such cases, the scope and the operational start date of the relevant functions will be determined in consultation with the contracting authority.
6Figure 2 Work ScheduleDefinition of TermsTerms used in these specifications are shown in Table 2 Definition of Terms.
Table 2 Definition of TermsItem No. Term Meaning1 MDM A Master Data Management System that aims to optimize master data by collecting and integrating master data distributed and duplicated within the organization, establishing golden master (unique master data that is correct) through name matching, data cleansing, consistency checks, etc., and integrally managing master data across systems. It is planned to be constructed in the future. (Currently estimated to be operational around December 2027)2 Expense System A system for managing the Institute's expenses, which is planned to be constructed in the future. (Operational date etc. undecided)3 Integrated Business PF A system for centrally managing information such as project management, committees, and honoraria, which is planned to be constructed in the future. (Operational date etc. undecided)72. Matters Concerning the Implementation of WorkIn recent years, various forms of systems such as SaaS and cloud services, and low-code tools exist. Not only traditional system construction methods, but also a wide variety of system construction methods and project management methods suitable for each system construction exist. It is assumed that the system development method where the contractor unilaterally develops and the contracting authority approves may not be suitable.
Therefore, regarding "2. Matters Concerning the Implementation of Work," if there is a need for changes, etc., the contractor shall make proposals regarding changes, etc., and if the contracting authority approves the proposed content, the implementation content may be changed after concluding a change contract.
Plan Formulation(1) Creation of Project Plan Document  The contractor shall create a draft project plan document for the service construction of the integrated HR system within 2 weeks after the contract is concluded.  The draft project plan document shall include proposals for the project organization and work content, schedule, project management, and a system for maintaining information security during the project.  Please note that the project plan document approved by the contracting authority shall be used by the contractor as a benchmark for project management such as progress management and issue management. If there are any changes to the plan during the project progress, the project plan document shall be revised immediately and approved by the contracting authority. (2) Project Management Implementation and Reporting  Project Management  The contractor shall implement necessary project management in consultation with the contracting authority.  The project management considered necessary includes progress management, issue management, risk management, quality management, information security measures, etc., and the scope of implementation will be determined based on the project plan document.  Work Progress Reporting, etc.  The contractor shall create necessary documents for work progress reporting, such as confirmation and revision of work promotion methods and policies, and progress status confirmation, and report to the contracting authority approximately once a week.  If the contracting authority requests reporting separately, add necessary documents as instructed by the contracting authority. Details will be determined in consultation with the contracting authority when creating the design and development implementation guidelines.  The project overall manager shall attend the reporting. In addition, if requested by the contracting authority, members participating in the system shall be included as necessary. System Construction(1) Requirements Definition (including Fit & Gap)  The contractor shall confirm any doubts regarding the "Requirements Definition Document (Draft)" prepared at the time of public announcement and perform Fit & Gap for design. For any gaps identified as a result of Fit & Gap, the response policy and requirements shall be determined in consultation with the contracting authority.  In addition, regarding the requirements for integration with other systems, after confirming the content and differences from the requirements, the response policy shall be considered in consultation with the contracting authority as necessary. Information regarding integration with other systems will be provided by the contracting authority to the contractor.  If a package system is introduced, it is possible that additional requirements definition may be necessary before starting the design for some functions. In such cases, conduct necessary studies and consultations for design.8  If proposing additional development or setting changes after the integrated HR system becomes operational, the scope and the operational start date of the relevant functions will be determined in consultation with the contracting authority. (2) Design  The contractor shall design the system based on the requirements organized from the requirements definition content of the previous phase and (1) Requirements Definition (including Fit & Gap).  If any modifications to some requirements are necessary during the design phase, the response policy shall be considered in consultation with the contracting authority. Note that measures shall be taken with due consideration for the impact on other functions due to modifications of some requirements and design content.  In addition, please note that consultation with relevant parties inside and outside the Institute may be necessary. (3) Development, Configuration, and Testing  The contractor shall perform development and configuration based on the content considered in (2) Design, according to the characteristics of the system to be introduced.  The contractor shall perform unit testing for each function, integration testing to confirm the linkage between multiple functions, system testing assuming business operations, and acceptance testing by the contracting authority assuming business operations. Migration(1) Migration Plan and Verification Data Confirmation  The contractor shall create a migration plan in consultation with the contracting authority regarding the schedule, migration frequency, migration method, environment, migration tools, migration steps, etc. Also, a contingency plan considering rollback, etc., shall be considered in consultation.  The contractor shall consider the data conversion and data processing necessary to adapt the data from the old integrated HR system to the specifications and requirements of the integrated HR system, and create verification data. (2) Migration Rehearsal, Parallel Operation, and Production Migration  The contractor shall perform migration work based on the migration plan established in (1), evaluate the migration work procedures, work period, and time estimates, and explain them to the contracting authority.  In addition, parallel operation with the old integrated HR system shall be performed until the production operation begins.  If the migration plan stipulates differential migration instead of full migration, the policy for differential migration shall be organized and implemented. Training(1) Training Plan  The contractor shall support the creation of a training plan document for the introduction of the integrated HR system. The training plan document shall include a list and content of training materials to be created, training target audience, training content, and schedule. (2) Material Creation  The contractor shall provide training materials for the use of the integrated HR system. The training materials shall include instructions on how to use the business applications provided by the integrated HR system and operation manuals, based on the created training plan document. (3) Training Implementation  The contractor shall support the implementation of training for Institute employees on the use of the integrated HR system. Operation and Maintenance(1) Operation and Maintenance Design  The contractor shall formulate an operation and maintenance plan document before the start of operation and maintenance. (2) Operation Preparation  The contractor shall establish and maintain an operation and maintenance system based on the operation and maintenance plan document. Also, clarify operation goals, system, and role allocation, and maintain the quality of the operation and maintenance system through necessary training and drills. (3) Operation and Maintenance Implementation  Operation services shall be provided between 9:30 and 18:30 from Monday to Friday, excluding public holidays. Also, if there are designated holidays for the contractor, they shall be coordinated with the contracting authority.  The contractor shall perform the following operational tasks, and if planned downtime is required, the schedule, etc., shall be determined in consultation with the contracting authority in advance.  Routine Tasks • Responding to various inquiries • Responding to system failures • Liveness monitoring • Operational status monitoring • Resource monitoring • Performance monitoring • Intrusion detection monitoring • Log management  System Maintenance Tasks • Business operation support • Backup management • System configuration management • Access management • Infrastructure configuration changes • Periodic performance...