Enterprise Resource Planning Solutions

The vendor is required to provide the enterprise resource planning (ERP) that enhance operational efficiency, data accuracy, and decision-making across agency.
- ERP systems that will provide information regarding the potential replacement and consolidation of multiple legacy modules, including human capital management (HCM), finance, and procurement.
- Key business units:
• Academic affairs: responsible for curriculum development, instructional support, and student assessment.
• Human resources (HR): manages employee recruitment, retention, benefits, and professional development.
• Finance: oversees budgeting, accounting, payroll, and financial reporting.
• Operations: handles facilities management, transportation, and food services.
• Information systems: provides technology infrastructure, support, and innovation to enhance educational delivery and administrative efficiency.
• Procurement: manages purchasing, contracts, and supplier relationships to ensure cost-effective and efficient procurement of goods and services.
- Objectives:
• Evaluate ERP solutions that align with agency strategic goals. 
• Ensure the ERP system can effectively replace the majority of legacy systems while integrating with select existing applications to maintain continuity and enhance functionality.
- Key areas of focus
• Payroll
• Electronic certificate of absence (COA), paid time off (PTO)
• HR
• Finance
• Procurement, warehousing, and logistics
• Timekeeping
• Benefits (leave of absence/compensation/ workers compensation)
• Grants
• Operations
• information systems (is), business intelligence
• organizational change management
• training
• professional development
- overview of current systems and tools:
• SAP Ariba contracts
• SAP Ariba sourcing
• SAP Ariba supplier life cycle performance (SLP)
• SAP ECC version 6 EHP 7.4
• SAP Success factors (SF)
• SAP sf employee central (SFEC)
• SAP sf career builder
• BMC helix (to be replaced by incident iq)
• File maker pro
• MS access
• Microsoft dynamics gp (internal funds)
• Microsoft office
• Granicus
• Maximo
• UKG Kronos
• Edison
• Newton
• Clever
• Canvas
• eBuilder
- Known limitations or inefficiencies:
• Poor integration
• Siloed
• Too many systems
• Manual processes
• lack of testing tools for upgrade and migration projects
- key functional areas to be improved:
• payroll, human capital management (benefits, timekeeping, performance), finance (budget, accounts payable, grants), operations (procurement, warehousing and logistics, food and nutrition services, business support center), information systems (is).
- Functional area requirements:
• Shared functional requirements (universal needs across all modules)
o Reporting and analytics
o Integration and interoperability
▪ With systems such as:
▪ IBM Maximo
▪ Focus sis
▪ Incident IQ
▪ Edison
▪ Newton
▪ Learning management system (LMS)
▪ Automated systems such as conveyors, AS/RS, and robotics
▪ Board agenda management software
▪ Timekeeping
▪ And others
▪ Aligning with agency information systems division “district bus” initiative (published standards the district will have in place)
o Workflow automation
o User access and self-service
o Paperless operations
o User experience and accessibility
o Security and compliance
o Training and support enablement
o Real-time data and system performance
o Reimbursements
▪ Automating the travel reimbursement process
• Finance
o General ledger
o AP/AR, budgeting, reporting
o Financial reporting
o Search functionality (querying)
o Paperless options
o Integrating internal funds into the ERP system
o Treasury - cash flow, investments, debt tracking, and bank reconciliations
o Asset management
• Human resources, timekeeping and payroll
o Benefits
o Recruiting
▪ Applicant tracking and position control
▪ Multi-state and international recruitment and hiring support
o Employee access, self-service, contracts
o Teacher and employee certification
o Performance management
o A platform used for teacher and staff evaluations
▪ Scoring for teachers, principals, and assistant principals
▪ Tool to monitor performance of non-instructional staff
o Multi-functional storage for evaluations, etc.
o Due process
o Risk management
o Maintains confidentiality for relevant users (user management)
o Automated screening of applications
o Organizational management (org charts) supplemental positions
• Payroll
o Automated payroll processing (including approval workflow)
o Multi-state and international payroll support
o Tax compliance and reporting
o Direct deposit and garnishment support
o Supplemental pay
o Overtime and comp time
▪ Approval and tracking
▪ Alignment with unions and meet and confer groups
o Electronic certificate of absence (COA)
▪ Workflow for online absence request and approval
▪ Active directory and org chart approval structure
▪ Integration with HR and payroll systems
▪ Document upload and archival
▪ Absence type configuration and tracking based on employee’s schedule (calendars)
o One payroll cycle (currently 2)
o Employee access, self service
▪ Remuneration statement, w2, w4,1099, 1095
• Procurement
o Purchase requisition and order management
o Vendor management
o Contract management
o Identifying finalized contracts and tracking contract statuses
o Spend analysis
o Warehousing
▪ Strong warehouse management system (WMS) and transportation and routing and delivery modules
▪ Reduction in manual processes involved in logistics
▪ Small parcel and postage control systems
▪ Integration with other systems
▪ Inventory tracking
▪ Automation, barcode and QR code readers
o A summary of the requisition process from creation to approval and payment
o The vendor onboarding process and potential technical integration with remaining existing systems
o Efficient and accurate
o Reducing delays with better/immediate notifications (automated) regarding missing documents
o Enhance the purchase order (po) process by automating tasks, improving accuracy, and streamlining communication:
▪ Automate the creation, submission, and management of pos to reduce manual intervention, minimize errors, and speed up procurement cycles
▪ Automate supplier po receipt acknowledgement
▪ Provide real-time visibility into po status and supplier performance to support timely and informed decision-making
▪ Automate the matching of invoices with pos and goods receipts, flagging discrepancies for review
▪ Seamlessly integrate with financial modules for streamlined payment processing and accurate accounting
▪ Provide robust reporting and analytics tools to monitor procurement KPIs
• Timekeeping
o Standardized timekeeping systems
o Employee time tracking
o Overtime calculation
o Leave management integration
o Timesheet approvals
o Minimizing manual data entry errors (automate/electronic)
o Scheduling (e.g., selection of a modified work schedule)
• Benefits and compensation/workers compensation
o Open enrollment management
o Eligibility tracking
o Vendor integrations (e.g., insurance, retirement plans)
o Benefits reporting
o Compensation
▪ Need for structured job families and roles
▪ Creating and storing job descriptions
▪ Process for salary recommendations (link to obtain industry salary recommendations per person)
o Workers compensation
▪ Need for a single screen to view all employees on extended leave or with specific absence codes
▪ Streamline the tracking process
▪ Tracking that occurs in the main system to reduce manual efforts and improve accuracy
▪ A system that can handle the complexity of tracking multiple claims for employees with different dates of accidents and the need for a system to manage eligibility and caps on ild days
▪ Need for a system to manage eligibility and caps on ild days
▪ Need for a system to flag permanent restrictions and manage rehire eligibility, including separating action codes for workers' compensation rehire and non-rehire
▪ Need for automation of trigger notifications for employees on extended leave, such as alerts for payroll changes or other significant events
▪ Need for a temporary holding position for employees pending settlement, which would allow for proper tracking and management of their status
o Leave of absence (LOA)
▪ System to accommodate district holidays and calendars
▪ Ability to modify existing leave (e.g., leave extension)
▪ System to identify whether leave is intermittent or continuous
▪ System to capture frequency duration
▪ Identify whether leave is approved or denied
▪ Ability for employees to select the type of leave they are requesting
▪ Ability to upload multiple documents
▪ Ability to generate letters (individually or in bulk), send to multiple contacts, and systematically store them via a document management process
▪ option to input start and end date of the leave
▪ Option to edit start and end date of the leave
▪ Option to input the school year
▪ Option to delegate and manage workload
▪ Need reporting capabilities (pending/closed/assigned)
▪ Track all changes and viewable. - Contract Period/Term: 2 years
- Questions/Inquires Deadline: July 11, 2025