174951 Expense Management

Description:

With this Expense Management project TenneT wants to establish new harmonized processes for handling employee expenses for TenneT TSO GmbH (TTG in Germany) and for TenneT TSO BV (TTB in the Netherlands). TenneT is looking for a SaaS solution for Expense management including  application maintenance support. In scope of this Tender are:

• The Expense processes in the Germany and The Netherlands
• The justification of central invoiced travel related expenses.
• Compliance with legal/ fiscal regulations and TenneT expense policies

The current expense claim processes are supported by system functionality in SAP HCM/ECC for TenneT TSO GmbH and in IFS for TenneT TSO BV. These legacy systems (SAP ECC and IFS) are planned to be decommissioned in parallel with the implementation of the new SAP 4 HANA ERP system (OneERP) in 2022. 

The number of employee expense claims for baseline year 2019 was GE~75.000 and NL~15.000 (37.000 lines). The number of expensing exployees was GE~2000  and NL~1600.

Tennet is an expanding organization. The number of employee grows with an expected 10% per year.

The intended results of the Expense Management project are a clear organizational set up, a perspective on harmonized labour conditions, a functional (= 1 organization serving both countries) support/operational organisation, renewed harmonized procedures and a state of the art expense system which facilitates all expense related process. The new, to be selected,  Expense system will replace the current expense management modules in SAP for TenneT TSO GmbH and in IFS for TenneT TSO BV.

The implementation project for the Expense Management system consists of transferring the current expense processes into the new environment:

1. Preparation;  Detailed design of the system functionality, policy engine and interfaces.
2. Execution - infrastructure;  Setup of the new system (configuration) and completing the interfaces
3. Execution - Prototype/ testing; Thorough testing of system functionality and adaption to actual experience
4. Execution - Live system;  From prototype to live. Including setting up master data necessary to run the system properly
5. Acceptance;  Test and bug fixing
6. Training and change management;  Heavy users, the people that work day to day with the backend of the Expense system must be trained to properly use and manage the system. End users (the 4500 employees) must be instructed in the new way of working, e.g. via an instruction video or a short reference card on the TenneT Intranet.
7. Hand over;  Final.
8. Application maintenance support: Application support services are aimed at supporting the Customer to maximise benefit from the application. The Service Provider will provide the Customer with application support services as part of his contractual obligations. 
9. Termination; In case the Contract is terminated, for what reason so ever, an Exit transition will be required. The Service Provider is expected (mandatory) to participate in such an Exit transition.

The goal of this tender is to contract one market party for all products and/or services in scope for TTB and TTG. This market party can assign sub contractors e.g. for the software implementation.

The initial contract length will be 4 years (including implementation period) with the option to extend the contract 2 periods of 24 months. 
 

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Type:

Sealed with Preselection

Selection phase:

30 Apr 2021 12:00 — 31 May 2021 14:00