Integrated solution for the dematerialization of HR processes

ARTE G.E.I.E. in Strasbourg employs 590 people on permanent contracts and 300 people on temporary contracts: fixed-term contracts, freelancers, and intermittent workers. The HRIS system for administrative management and payroll is SAP ECC6, with a migration to SAP S/4HANA planned. It is currently supplemented by a UKG solution to cover the functionalities of an electronic safe, electronic signature, and electronic personnel file. The contract concerns the supply, implementation, hosting, maintenance, and support of an integrated solution for the dematerialization of human resources management processes around the following functions. Interfaces, documentation, and support are provided at least in French and German. • Employee digital safe. A personal space owned by the employee, intended for the storage and availability of HR documents provided to them for at least fifty years from their deposit or signature. It allows ARTE to meet the obligation to make payslips available electronically as provided for in Article D. 3243-8 of the Labor Code. This space remains accessible to the employee after the termination of their employment contract and beyond the term of the contract. • Electronic personnel file. Evidentiary documentary archive, accessible to authorized personnel, constituting the employee's individual file during their employment contract, as well as during the preceding recruitment phase and the subsequent legal retention period. The solution ensures classification by document type, search, integrity guarantee, and traceability of access and actions, life cycle, and retention periods. • Electronic signature. Signature service with a customizable level of proof depending on the process, for internal and external signatures, in single or batch mode, including automated signature for documents issued in series. It guarantees the conservation of associated evidence and its restitution. • Employee portal. Service allowing the employee to consult their documents and initiate human resources management requests using standard forms and configurable validation workflows, with progress tracking. • Distribution of individual human resources management documents. Secure, individualized, and traceable distribution of documents produced by ARTE to each employee, including employment contracts and amendments, letters, management decisions, certificates, and end-of-contract documents, regardless of the upstream production process. This function particularly covers the distribution of payslips, carried out in five campaigns per month. The solution supports the employee's objection to the electronic delivery of their payslip. The contract includes the transfer of documents and signature evidence created since 2019 into the electronic personnel file. It includes a service continuity commitment, reversibility at the end of the contract, as well as the management of any use of artificial intelligence excluding the collection, reuse, or training from ARTE's data. Hosting, processing, administration, and backup of data are carried out exclusively within the territory of the European Union or the European Economic Area, including for any subcontractor. The contract involves the processing of personal data. Selected candidates will be required to demonstrate, during the procedure, their ability to provide appropriate data protection guarantees, which must be maintained throughout the execution of the contract. The procedures and documents to be submitted will be specified in the consultation.