Financial Support Services

The Vendor is required to provide financial support services for ERP software implementation, financial system modernization, data conversion, training, and pre- and post-implementation stabilization services for local governmental entities in state.
- ERP software assessment, recommendation, and implementation:
• Assessing current financial system environment, staffing model, operational needs, internal control considerations, reporting requirements, and readiness for ERP implementation;
• Recommending an ERP or enterprise financial management software solution, which can be either the contractor’s own proprietary software or a third-party solution, whichever is most appropriate for each participating municipality;
• Developing ERP implementation plans, project schedules, milestones, responsibilities, risk management processes, issue logs, and communication plans;
• Configuring the selected ERP or enterprise financial management software platform to support chart of accounts design, fund structure, user roles and permissions, workflows, approval routing, reporting, and other required system settings; and
• Coordinating with the authority, participating municipalities, software vendors, and other relevant stakeholders throughout implementation;
- General ledger preparation and data conversion:
• Reviewing and preparing existing chart of accounts, fund structure, general ledger records, opening balances, and historical financial information as appropriate;
• Reviewing chart of account compliance with state requirements and identifying recommended changes needed before ERP conversion; cleansing, validating, reconciling, and mapping legacy financial data to the selected ERP or enterprise financial management software platform;
• Supporting data migration, conversion testing, validation, and reconciliation activities; and
• Developing conversion documentation, assumptions, audit trails, and related implementation records;
- Training, testing, and change management:
• Developing training materials, user documentation, and implementation support resources for participating municipality personnel;
• Conducting administrative, financial, and end-user training appropriate to the selected ERP or enterprise financial management software platform;
• Supporting user acceptance testing, transaction validation, report validation, and troubleshooting;
• Facilitating knowledge transfer and change management activities to encourage successful system adoption; and
• Providing go-live support and assistance during initial stabilization after deployment;
- Post-implementation stabilization and program handoff:
• Providing post-implementation ERP stabilization and financial system support for the first year after implementation, as requested by the authority or participating municipalities;
• Assisting with system troubleshooting, reporting assistance, configuration support, month-end or year-end system support, and other ERP-related stabilization needs;
• Assisting participating municipalities in establishing operational procedures, governance, and system administration practices;
• Transferring system knowledge and documentation to designated municipality administrators; and
• Delivering a formal transition and handoff plan to support long-term sustainability.