Enterprise Resource Planning Software and Services

The Vendor is required to provide a comprehensive, fully integrated, public-sector financial and human resource software system.
- The organization’s goals include:
• Replace the current system with one that provides fully integrated solutions for all current processes along with new capabilities to increase productivity and stream-line efforts
• Increase customer, vendor, and employee service levels
• Implement best practices through process workflow review and re-design
• Implement features that allow for greater staff efficiency and return on effort
• Decentralize business processes where appropriate
• Select and implement a system that is intuitive and flexible to ensure high utilization
• Implement the selected solution without compromising ongoing operations
• Complete switchover of software before sunset date of existing software
• Deliver a system on time and within a firm-fixed price budget that will serve the organization well for 10+ years
- A high-level outline of the expected system solution:
1. Software
• General & Technical
• General Ledger/Chart of Accounts
• Budget Preparation and Budget Control
• Accounts Payable
• Accounts Receivable
• Purchasing
• Inventory
• Fixed/Capital Assets
• Bid Management
• Contract Management
• Project & Grant Accounting
• Cash Management
• Cashiering
• Bank Reconciliation
• Annual Comprehensive Financial Reporting (ACFR)
• Content Management
• Human Resources
• Payroll
• Position Control & Budgeting
• Employee Self Service
• Recruiting and Application Management
• Onboarding
• Time & Attendance
• Leave Management
• Advanced Scheduling    
• Benefits Administration
• Worker’s Compensation
• Property & Liability
• Employee Performance Management
2. Services
• Project Management
• Software installation
• Data conversion
• Integration & interface development
• Training
• Ongoing support & maintenance services.
- Supports reporting of workplace incidents and injuries with custom information fields
- Supports uploading documentation (i.e. photos, medical documents)
- Tracks open and closed claims
- Stores claim numbers, adjuster contact info, and claim status
- Records payments made, medical visits, restrictions, and case notes.
- Supports entry of recurring medical appointments, and treatment plans
- Tracks employee work restrictions and accommodations
- Supports entry of return to work dates, modified duty assignments, and partial return to work constraints
- Flags upcoming return dates for follow up
- Links multiple claims to a single incident if needed (i.e. weather events)
- Seamless integration into payroll for pay tracking and offsets
- Seamless integration into leave management to apply worker's comp leave accurately
- Supports concurrent leave types (i.e. worker's comp and paid leave running simultaneously)
- Records wage offset if employee returns to partial duty
- Send automatic notifications for new incidents reports, deadlines, and claim updates
- Includes a workflow for review and approval of incident reports and claim updates
- Role based access controls to ensure only authorized personnel can view or update sensitive data
- Medical and claim related records stored in compliance with HIPPA
- Audit history of all requests, approvals, changes, and overrides
- Managing employee benefit enrollments (i.e. health)
- Ability to manage multiple benefit plan types
- Supports tiered premiums and contributions structures (i.e. employee only, employee + family)
- Tracking eligibility
- Coordinating open enrollment with configurable start and end dates
- Communicating plan details with employees
- Supports mid-year changes due to qualifying life events (i.e. marriage, birth, loss of coverage)
- System generated notifications for upcoming deadlines or incomplete enrollments
- Real time update of deductions and benefit changes once approved
- Automatic calculation of and deduction of pre-tax and post-tax amounts from payroll.
- Initiate refund to employee of benefit overpayments to be processed in payroll
- Real time sync of changes to ensure payroll accuracy
- Seamless integration into employee self-service to allow employees to make benefit selections
- System validates eligibility and requires documentation upload
- Seamless integration into onboarding to allow benefit elections
- Ability to integrate third party vendor benefit and deduction information into system
- Option to flag employees as cobra or retiree status.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: May 30, 2025