Finance Implementation Services

The vendor is required to provide replacement of legacy system, configuration, customization, integration, testing, training, and go-live support of microsoft dynamics 365 finance to meet AAS' financial management needs for the PG and PA.
- System requirements and assessment
• Assess current financial and accounting system for PG and pa programs.
• Identify customization needs and set up environment.
• Determine licensing needs. please list out all licensing types.
• Provide a data migration plan to transfer historical financial data into dynamics 365 finance.
• Set up users, roles and groups.
• Configure security:
1. How vendor ensure against data leakage.
2. Ensure APIs, if used, include testing against vulnerabilities and exploits and follows industry best practices.
3. Provide patching processes including security fixes and updates.
4. Provide network defenses including audit capabilities, vulnerability scanning, and penetration testing.
• The solution must be able to integrate with other applications and systems and with other vendors and microsoft tools such as power apps etc.
• The solution must be web (and mobile) enabled.
1. Demonstrate that the web portal is tested to OWASP standards to ensure integrity.
2. Provide encryption methods, both in-transit and at-rest.
• Okta integration and MFA is required.
• SAML for integration with SMC systems is required.
1. Provide evidence of practicing least privilege permissions and restrictions related to job
2. Roles and without over-reaching permissions.
3. Provide role-based access controls for administrators.
4. Provide auditing of system including logging events, changes to permissions.
• Vendor must demonstrate that employees have undergone a security background check.
1. Employees for the project must be located in the country.
2. Must provide evidence that employees have been trained to handle confidential data (HIPAA) including a yearly security awareness training.
• Vendor must have an incident response plan including notification of any breaches and data loss events within 24 hours
1. Vendor may be required to provide the county with audit logs including connection logs in the event of a breach or suspected activities.
• If remote access tool is required to access devices/system within the county’s network, please state remote access tool. please note: remote access tool must be approved and meet county standard.
- Financial management configuration
• Configure the key financial modules, such as general ledger, accounts payable, accounts receivable, fixed assets, and cash and bank management for fiduciary accounting.
• Overall setup: chart of accounts, main accounts configuration, ledger accounts setup, financial calendar setup, ledger calendar assignment, financial dimensions configuration, financial dimensions set setup, account structure configuration, rule structure setup, currency configuration, journals configuration and journal posting setup.
• Accounts payable setup: vendor setup, vendor groups, purchase order creation, receipt of goods and services, purchase agreements, invoice registration, invoice approval, invoice payment, payment methods, payment schedules, payment discounts, payment calendar, three-way matching and policy setup.
• Accounts receivables: customer setup, customer groups, sales order creation, sales order processing, sales agreement set up, free text invoice creation, batching processing, AR journal entries, terms of payment and methods of payment, payment schedules, discounts for early payments, payment calendar, customer charges, delivery charges.
• Court accounting: court accounting supports PG and pa clients with the financial management of their estate.
• The estate's inventories are part of the court accounting. these are included in the report that is filed with the court.
• Periodic court accounting reports must be submitted to the court at required intervals. inventories need to be reconciled for court accounting purposes.
• Court accounting set up includes case creation, case categories, task assignment, task tracking, workflow setup, process automation, client records, client communication, power bi integration, custom reports, role-based security, and audit trails.
• Inventory: item creation, item attributes, appraised value, gross proceeds and estimated value, auction value, costs of sale, gain/loss, net proceeds, appraisal, disposition, special handling, and storage.
• Tax set up: set up tax codes and groups, tax authorities, client records, custom fields, tax transactions, batch processing, tax reports, audit trails, workflow configuration, and notifications.
- Financial case management configuration
• Ability to integrate with dynamics 365 finance to monitor and track individual cases and the financial data.
• Ability to view court accounting history including downloading completed court accounting.
• Ability to design and develop approval workflows for task management related to cases (getting signatures for different flows and processes such as accounts payable).
• Ability to track clients' income, including but not limited to pension, social security, SSI and benefits through notifications, alerts and reports.
• Ability to track management and liquidation of client assets through notifications, alerts and reports, including but not limited to real property, personal property, investments and financial accounts and business interests.
• Ability to provide a robust inventory management system of items located in storage locations.                                                                                                       
• Ability to track and manage clients' taxes
- Financial reporting set up
• Administrative reporting, fiduciary finance reporting, accounts payables reporting, accounts receivable reporting, inventory reporting, tax reporting, and power bi integration.
- Integration
• Integrate dynamics 365 finance with other microsoft applications, such as microsoft data verse, power apps, power bi and other third-party applications.
• Ensure data synchronization between finance and other modules.
• Set up payment gateway integration for accounts payable and receivable
• Interface between a financial institution and the new dynamics 365 finance environment to be able to process payments in batches or single transactions.
• A check file is to be generated in a format that is acceptable for the county controller to print checks in its check printing system.
• In addition, a positive pay file will need to be generated from dynamics 365 finance for the financial institution.
• An ability to import receipts or deposit through the bank files will need to be accomplished to allow AAS to reconcile bank balances.
• Timeline for completion of this deliverable:  within 6 months after all dynamics 365 finance GCC and data verse environments area created.
- Data migration
• Plan and execute data migration from legacy systems to dynamics 365.
• Cleanse and validate historical data for accurate migration.
• Migrate data for accounts, customer/vendor records, open transactions, fixed assets, etc.
• Customization and development
• Develop custom reports and dashboards based on user requirements.
• Create custom workflows or approval processes where needed.
• Implement custom functionality for financial management (if required).
• Create custom forms, notifications, and user interfaces as per business needs.
- Training and documentation
• Train finance and accounting teams and other AAS staff on how to use dynamics 365 finance.
• Provide training for end-users on system navigation, financial reporting, and operational tasks.
• Create user manuals, guides, and documentation for ongoing system usage and maintenance.
- Go-live support
• Provide support during the transition to live operations.
• Address any issues that arise during go-live.
• Ensure smooth operation of the system post-implementation.
• Provide a hyper care phase to monitor system performance and fix any emerging issues.
- Pre-Proposal Meeting (Non-Mandatory) Date: April 09, 2025
- Questions/Inquires Deadline: April 18, 2025