FRAMEWORK BRIEF

ESR Compatible Payroll Management Services

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FRAMEWORK OVERVIEW The HealthTrust Europe (HTE) framework agreement for ESR Compatible Payroll Management Services covers

comprehensive payroll solutions for users of the Electronic Staff Record (ESR) or other internal systems, delivering a

fully managed, blended or bureau services offering. It has been designed to deliver the most cost effective and simplest

route to market for your payroll requirements, whilst meeting your individual needs in terms of payroll and payslip

delivery, pension administration processing and usage of the ESR system. The framework includes a variable blend of

payroll functions to enable you to create a bespoke solution.

The appointed suppliers have true supply capability and the necessary experience in dealing with payroll services and

the functionality of the ESR system. All awarded suppliers possess the required technical knowledge, supplying legally

compliant payroll services which meet specific performance standards specified by the member. They will ensure an

easy transition and integration to this framework.

This framework agreement seeks to satisfy the requirements of Public Sector Contracting Authorities to procure ESR

compatible payroll management services via a preferred direct award process. It provides a facility to procure bespoke

payroll solutions through further competition procedures, where applicable, for single beneficiaries or for those

organisations looking to share services across several beneficiaries. It was procured in 2017 in compliance with the

Public Contract Regulations 2015, whereby each of the appointed suppliers has been rigorously vetted in terms of

their quality and value propositions through a robust and compliant evaluation process. The term of the framework is

until 2nd April 2021.

Free to access and easy to use with direct award

Expertise in using ESR system and functionality

Ability to develop bespoke solution and range of value-added services

Professional implementation and transition

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SERVICES INCLUDED

Contained within the framework agreement specification are three defined service type options that each member can choose from:

Fully Managed Service A fully outsourced model of payroll with experienced, professional providers who

will take ownership of any payroll functions required, including data entry, validation, reporting, statutory returns and end of year processing. A remote help desk facility will be provided for employees alongside e-expenses management if required It offers the ability to choose from a range of delivery options and adapt the division of services to suit your organisation.

Blended Service A hybrid model of payroll that can include any range of requirement between a fully managed service and a bureau service. A flexible service, enabling members to decide the extent to which they wish to outsource their payroll function

Bureau Service An entry level, administrative model of payroll that offers economies of scale for organisations wishing to lessen the burden on central teams. Payroll management and pension administration offered as a minimum.

Members can choose to implement the service type that they feel fits their current requirement most completely.

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FRAMEWORK SUPPLIERS

Fully

Man

aged

Ser

vice

Ble

nd

ed S

ervi

ces

Bu

reau

Ser

vice

Equiniti ICS Limited

Midlands and Lancashire CSU

NHS Shared Business Services

St Helens & Knowsley NHS Teaching Hospital Trust

University Hospital Birmingham NHS Foundation Trust

Framework Status Key: Provider available against this lot Provider not available against this lot

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KEY BENEFITS

Free to use and easy to access:

There is no access charge made for using the framework

agreement. With a simple sign-up process, customers can

enjoy the benefits of payroll services through HTE.

Professional guidance and support:

HTE and our suppliers know how sensitive outsourcing can be

for our members and offer all the necessary guidance and

support to make the process as smooth as possible.

Expertise in the NHS and ESR

systems:

Our suppliers all have many years of operational within the

NHS. They possess an in-depth understanding of NHS pay and

conditions, UK & EU employment law and the functionality of

the ESR system. This gives them the necessary knowledge and

skills to make the transition easier.

Ability to develop a bespoke

solution:

The framework agreement encapsulates a fully managed,

blended or bureau services offering. Members can adapt the

division of services to suit their individual needs, with the

ability to select a variable blend of payroll functions. We are

aware that future service requirements may not necessarily be

the same as the current provision, therefore suppliers will

provide guidance and evolve services where applicable to work

towards best practice.

Compliance:

The framework agreement was procured in accordance with

OJEU Public Contract Regulations. This offers a compliant

route to market whereby minimal resource is required to

identify the most economically advantageous provider.

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ACCESS TO THE FRAMEWORK

HTE’s Framework for ESR Compatible Payroll Management Solutions may be utilised by all public sector bodies and

any similar private sector organisations in the UK. You do not have to currently use the ESR system to access the

framework:

• Central Government departments and their executive agencies

• Non-Departmental Public Bodies (NDPBs)

• National Health Service (NHS)

• Health boards, NHS Trusts, Community Health Councils and other constituent bodies of the NHS in Wales

• NHS Scotland and its constituent bodies

• Health and Social Care Trusts, Health agencies and other constituent bodies of the NHS in Northern Ireland

• Local Authorities and Councils

• Police Forces

• Fire, Ambulance Services and other emergency response organisations

• Educational Establishments through to Higher Education providers

• Her Majesty’s Prison Service

• The Ministry of Defense

Please contact us if you are unsure as to whether you can use this agreement.

This framework is free to access and easy to use, through either direct award or, if required, a fully managed further

competition process.

Direct award can be made on the basis that your organisation can identify the supplier who is the most capable of

meeting your requirements without conducting a further competition. The framework agreement award criteria is

used to determine the highest scoring capable provider but the criteria weightings are flexible and, therefore, can be

determined by your organisation to meet your needs.

Where further competition is required to identify the supplier most capable of meeting your specific needs, HTE will

work in close partnership with your organisation to explore the most relevant procurement route, allowing you to

obtain the outcome that best suits your circumstances. You may engage the market prior to going to competition to

help you gather knowledge and understanding from the industry experts, so that your procurement delivers the very

best solution regarding the technology and price available.

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FAQS

How can I be sure that this framework agreement can be used by my organisation and that we can remain

compliant? The framework agreement was publicly advertised in the Official Journal of the European Union (2016/S 246-

449521) on 21st December 2016 under the restricted procedure. A copy of the OJEU notice can be obtained from

the following link: http://ted.europa.eu/udl?uri=TED:NOTICE:449521-2016:TEXT:EN:HTML

How long is this framework valid for? The framework is valid for up to 4 years. Contracts may be formed for up to 5 years at any point during the framework’s duration. The existing framework agreement is valid until 2nd April 2021 at which time it will be replaced with a new agreement.

If I am using a supplier under another framework which is due to expire, or don’t have access to any

frameworks, can I access this framework without undertaking a selection process? Yes, this contract is free to use and providers can be awarded directly by following the award procedure. Contact

our Customer Care team on 0845 887 5000 or email customercare@htepg.com in order to arrange participation

on the framework. Our Category Buyer will help you establish the most relevant procurement process and even

guide you through the entire further competition process if required. For information on any of our other

framework agreements, including Free to Access, please go to www.healthtrusteurope.com to see how else we

can save you time and money.

Will suppliers be contacting members to promote the use of the framework agreement?

Providers are now able to contact members to promote the use of the framework agreement. Suppliers should,

however, inform any representative they speak with of the options they have. If suppliers are found to have misled

members they may be removed from the framework agreement. Members should inform the nominated HTE

Europe representative once they have entered into discussions with a supplier which may result in a contract, as

well as when they have entered into a contract, in order for benefits, performance and compliance to be effectively

monitored.

What if my existing supplier is not on the framework agreement, how do I switch?

The new framework agreement can be utilised immediately, providing the member does not already have a

commitment contract. If they are already in a contract, it is recommended that they give the agreed notice period

prior to switching suppliers. Suppliers must offer the framework rates, however members are recommended to

state when contacting a supplier that they wish to use this agreement. They should also contact the nominated

HTE representative to facilitate migration to the framework agreement.

What if my organisation does not use the ESR system. Can I still access the framework agreement?

Yes, there are providers on the framework who can supply payroll management services to organisations who use

non ESR systems and non ESR data.

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• What contract lengths can I select under the Framework for a Fully Managed Service?

There are four contract lengths available to customers under the HTE Framework Agreement for a fully

managed service:

2 Year Contract

3 Year Contract

4 Year Contract

5 Year Contract

Further Information For further information regarding this framework agreement, or for details on how to enjoy access to all our

agreements, please contact our Customer Care team on 0845 887 5000, email customercare@htepg.com.

Alternatively, visit www.healthtrusteurope.com.