France – Time accounting or human resources software package – Solution intégrée de dématérialisation des processus RH

ARTE G.E.I.E. in Strasbourg employs 590 people with permanent contracts and regularly 300 people with temporary contracts, including freelance journalists and permanent freelance staff. The HR system for personnel management and payroll is SAP ECC6; a migration to SAP S/4HANA is planned. Currently, it is supplemented by a UKG solution for the functions of the digital safe, electronic signature, and electronic personnel file. The subject of the contract is the provision, implementation, hosting, maintenance, and support of an integrated solution for the digitalisation of personnel management processes with the following functions. The user interfaces, documentation, and support will be provided in at least French and German. • Digital safe for employees. This is a personal online storage space, owned by the employees, used for storing and retrieving the personnel documents handed over to them for a period of at least fifty years from the date of deposit or signature. By providing this safe, ARTE fulfils the obligation, provided for in Article D. 3243-8 of the French Labour Code, to provide the payslip in electronic form. This digital safe remains accessible to employees even after the termination of their employment contract and beyond the duration of the contract. • Electronic personnel file. An archival document serving as evidence, accessible to authorised personnel, forming the personnel file of employees during the term of 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, completeness, traceability of access and actions, lifecycle, and retention periods. • Electronic signature. Signature service, the evidential value of which can be adapted to the respective process, both for internal and external signatures, in single or bulk signature mode, including automated signature for documents created in series. It ensures the storage of the corresponding evidence and its return. • Portal for employees. A service that enables employees to view their documents and (in the personnel area) submit applications using standard forms and configurable approval workflows, with the processing status being traceable. • Delivery of individual personnel administration documents. Secure, personalised, and traceable delivery of documents created by ARTE to each employee, in particular employment and supplementary contracts, letters, administrative decisions, certificates, and documents relating to the end of the contract, regardless of the preceding creation process. This function includes, in particular, the delivery of payslips, which takes place in five instalments per month. The solution takes into account employees' objections to the electronic transmission of their payslips. The contract includes the transfer of documents and signature evidence created since 2019 into the electronic personnel file. It includes a commitment to maintain the service, transferability at the end of the contract, and provisions for any use of artificial intelligence, which exclude the collection, reuse, and training based on ARTE data. The hosting, processing, management, and storage of the data will take place exclusively within the territory of the European Union or the European Economic Area; this also applies to any subcontractor. The contract requires the processing of personal data. The selected candidates must demonstrate during the procedure that they are able to provide adequate data protection guarantees, which must be maintained throughout the duration of the contract. The modalities and the documents to be submitted will be explained in more detail in the tender documents.