Enterprise Resource Planning Solution and Implementation Services

The vendor is required to provide a comprehensive, fully integrated enterprise resource planning (ERP) system (from a single vendor or a combination of fully integrated modules from multiple vendors) specifically designed for the public sector and meets statutory/accounting guidelines.
- Provide to base its ERP application on the use of packaged software developed for the public sector industry and previously implemented within public sector.
- Finance:
• Encumbrance accounting: the application supports recording of preexpenditures and supports setting up proactive mechanisms for budgetary controls or manual encumbering expenses.
• Encumbrance accounting affects multi-year budgets and appropriations spread across financial periods.
• Demonstrate best practices generally followed in public sector accounting by other state agencies.
• Capitalizing assets: describe different ways of capitalizing expenses involved in acquiring / building and operating fixed assets.
• Differentiate the different capitalization processes for assets - acquired via procurement, project-driven (CIP – construction-in-process / AUC - asset-under-construction), received free-of-cost.
• Describe out-of-the-box capabilities to support capitalization of interest costs incurred during long-term capital projects.
• Treasury management: highlight solution capabilities for automated bank reconciliation and handling exceptions i.e. parking unmatched transaction in suspense accounts or account determination using al tools, cash flow projections based on encumbered expenses.
• Grants & project accounting: highlight solution functionalities to set up grants awarded, defining, adding and managing projects for each of them, creating a portfolio of projects funded by the same grant.
• Describe the processes to initiate transactions, capture expenses, recognize revenue, obtain reimbursements and analyze financial performance for projects based on a range of dimensions – milestones, financial periods, cost centers, WBS elements etc.
• Requisitioning and purchasing: demonstrate different types of purchase orders - capital / operational / blanket PO, with reference to requisition / contract and related approval workflows based on authority levels.
• Tracking of purchase orders and generating notifications to concerned process stakeholders or on specific events such as change order, material receipt, invoice booking, payment etc., determination of default GL accounts at the time requisition based on item categories and commodity codes etc. also, explain / demonstrate integration to vendor catalogs for PO creation.
• Provide insights into vendor invoice management and automation capabilities.
- Human resources and payroll
• Self-service capabilities: define how the system enables both, an employee and a manager, to use self-service functionality using various approved devices (desktops, laptops, mobile phones, tablets, kiosks etc.).
• Demonstrate self-service processes including but not limited to viewing and updating personal information with approvals, viewing paychecks and w2 forms, completing self-assessments during recruiting process, completing forms and accepting them during onboarding process, submitting and getting approval for leave etc.,
• Time and absence management: process for tracking and approving employee time and accruals (both mobile and desktop) with workflow.
• This includes entering and tracking time, calculating absence accruals, tracking of accruals and utilization of accrued time, enabling data validation during time entry to prevent errors, generating notifications for time entry and approvals to ensure timeliness, setting up annual working hours (standard 2080 hours and other options), ability to integrate with biometric (facial recognition) and other time clocks, time and absence exceptions and override functionality (e.g., partial absence/ sick leave).
• Payroll processing: process for calculating pay for multiple employee types and pay types using business rules, calculating overtime, garnishments, taxes and retroactive payments.
• Ability to handle more than 26 pay periods, if required for withholding purposes.
• Ability to handle off cycle payroll.
• Special allowance, reimbursement, etc. and calculating salaries for leap years.
- Contract Period/Term: 4 years
- Pre-proposal Bidders Conference Date: April 8, 2025
- Questions/Inquires Deadline: April 11, 2025