Department of Management Services

Human Resource Business Process Outsourcing (HR BPO) Business Case

The Department of Management Services People First has started its next chapter for its next-generation Human Resources Information System (Generation 3 Procurement)

We’re all familiar with the idea of outsourcing business processes. However, many people are a little fuzzy on exactly what Business Process Outsourcing (BPO) means and how it relates to People First Next Gen Procurement and ITN. Even more aren’t quite sure how BPO could add value to their program business or goals

BPO = Business Process Outsourcing [top]

BPO is an acronym that stands for business process outsourcing. Put simply, it is the practice of hiring another company to perform a process that your own business needs to operate. In other words, you’re using a third party to handle non-primary business activities for your agency or program.

Programs (agencies) choose to outsource when they decide that another, more specialized company can handle a business task better than they can in-house. In our case, People First is a small and mighty team of 15 people and in order to better serve our customers, we outsourced our BPO to help us while we still maintain our current platform.

In preparing for the next Invitation to Negotiate (ITN) for the Human Resources Information System (HRIS), known as People First, the Department of Management Services (Department) partnered with Gartner, Inc., in August 2022, to complete a full analysis of the current HRIS platform, structure, system, and service center capabilities. This analysis will assist in identifying the best and most appropriate world-class HR BPO to enable the best possible service to all stakeholders and the State of Florida. Using the information collected from the in-depth analysis, Gartner will assist the Department in developing a business case as part of the next-generation procurement.

Procure an enterprise-wide HRIS and service center solution that provide a self-service online tool that streamlines and standardizes HR processes across the state, allowing the State of Florida to make faster, smarter decisions and achieve stronger performance on the state’s mission-critical priorities, while positioning the state to adjust as business needs change.

The goal of the HR BPO is to determine the recommended long-term (5-10 years) approach for the People First suite of systems and services and to identify readily available solutions that can adjust to the ever-changing technology industry landscape.

Determine continued/discontinued use of the current technology platform.
Identify various HR BPO market conditions and trends and options available for continued operations.
Analyze current technology business requirements.
Evaluate available data analytics and dashboarding solutions.
Evaluate service center processes.

Through the existing State of Florida HR BPO contract, the Department leverages modern and evolving technology to provide an employee and manager self-service online tool that provides services more effectively and efficiently – ultimately streamlining, standardizing, and automating human resource transactional processes while reducing the cost of state government. In December 2020, the Department exercised the five-year contract renewal option which began on August 21, 2021, and will end on August 20, 2026. In preparation for this expiration, the Department is working on requirements development through December 2023, the issuance of a procurement (Invitation to Negotiate) in the Fiscal Year 2023-24, and a potential transition beginning in the Fiscal Year 2024-25 and completing no later than August. 20, 2026.

Human Resource Professionals
State Agency Employees
University Employees
Retirees
Benefits Enrollees
Job Candidates

Item
Activity
Date
Status

Request for Quotes (RFQ) for HR BPO

July 12, 2022

RFQ Vendor Selection

Aug. 31, 2022

Vendor Kickoff meeting

Sept. 16, 2022

Weekly Status meetings

On-going

DMS Workforce Leadership interview

Nov. 8, 2022

Agency Workforce Leaders Interview

Nov. 14, 2022

Agency Workforce Leaders Interview

Nov. 15, 2022

Agency Workforce Leaders Interview

Nov. 16, 2022