Objectives

The primary objective is to design and implement a secure, automated solution that generates individualised total rewards statements for employees. The system must integrate seamlessly with existing HR and payroll infrastructure, ensure accurate and transparent representation of all compensation components, and support repeatable annual generation with minimal manual intervention. Statements must clearly distinguish between guaranteed remuneration, variable/conditional rewards, employer-funded benefits, and employee-funded deductions, while adhering to national data privacy legislation and maintaining organisational branding.

Scope

The engagement encompasses end-to-end solution design, development, integration, testing, deployment, training, and ongoing operational support. Key deliverables include:

• Configurable statement templates with custom branding, explanatory notes, and accessible output formats.
• Robust data mapping, validation, reconciliation, and exception-handling frameworks.
• Secure data transfer mechanisms supporting both automated and controlled manual processes.
• Comprehensive audit trails, version control, approval workflows, and reissue/correction capabilities.
• Business continuity, disaster recovery, incident management, and secure data retention/deletion protocols.
• Structured implementation planning, testing cycles, administrator training, and annual production support.
• Exit and portability arrangements, including data export and configuration handover.

Respondents must also provide indicative costing, estimated timelines, and evidence of comparable past implementations.

Technical Requirements

• Integration: Seamless connectivity with Sage 300 People via APIs, certified connectors, or middleware, enabling automated or controlled manual data extraction.
• Data Management: Configurable business rules for field mapping across employee, payroll, remuneration, and benefit datasets, supported by completeness, accuracy, duplicate detection, and balancing controls.
• Security & Compliance: Encryption at rest and in transit, identity and access management, multi-factor authentication, role-based permissions, detailed logging, vulnerability management, and full compliance with data protection legislation.
• Hosting & Distribution: Defined hosting model and geographic data location, secure employee access via authenticated portals, encrypted email, or password-protected documents.
• Testing & Assurance: End-to-end testing covering unit, integration, security, user acceptance, and production readiness, alongside independent security certifications or audit reports.
• Operational Resilience: Backup, recovery, service continuity commitments, and formal incident notification, investigation, and remediation procedures.

Skills Requirements

• Domain Expertise: Proven experience delivering Total Rewards or remuneration communication solutions, with specific technical proficiency in Sage 300 People integration.
• Technical Capabilities: Skilled personnel in API development, data engineering, payroll system configuration, enterprise security architecture, and cloud hosting environments.
• Project & Change Management: Certified project managers capable of phased delivery, governance, risk mitigation, stakeholder coordination, and user adoption strategies.
• Training & Support: Qualified trainers for administrative and end-user guidance, supported by a dedicated local team with clear escalation pathways, SLA-driven maintenance, and annual cycle management.
• Compliance Knowledge: Demonstrated understanding of regulatory frameworks governing data privacy, information security, and financial communications.

Key Terminology & Service Clarifications

Total Rewards Statement: A consolidated financial document that presents an employee’s complete compensation package. It explicitly separates guaranteed pay, performance-linked incentives, employer-provided benefits, and employee-paid deductions to prevent misrepresentation of net costs and ensure transparency.

Sage 300 People: A cloud-native human capital management and payroll platform. Integration requires specialised connector development or certified middleware to securely extract, transform, and synchronise workforce data without disrupting existing HR operations.

Individualised Statement Generation: An automated, rule-based process that converts raw payroll data into personalised, branded outputs. It maintains version control, auditability, and correction capabilities to support annual distribution cycles while minimising manual oversight.