ERP Implementation Partner Services

The vendor is required to provide to identify a replacement for its current enterprise resource planning system (ERP system”, or financial system), lacks key functionality that is now standard in most systems.
- Provide to implement a new ERP system, spark rock 365 (the “ERP vendor”), to increase efficiency, reduce risk of errors, allow for stronger internal controls, and to provide access to and the ability to analyze meaningful data.
- Financial system is used primarily by the finance team, however, other divisions also use the system to retrieve data reports relating to their operations, and to manage their purchase orders.
- An implementation partner with demonstrated expertise in implementing sparkrock 365 and/or Microsoft dynamics 365, ideally in a not-for-profit museum or cultural institution, or public entity.
- Services include:
1. Project leadership & coordination
• Serve as the primary liaison between museum internal teams, external service providers, and the ERP vendor.
• Coordinate and lead all phases of the project, ensuring alignment across all stakeholders.
2. Project planning & management
• Develop a detailed project plan that includes phases, milestones, timelines, resource allocations, deliverables, and dependencies. 
• Implement a governance model to ensure on schedule and on-budget delivery, supported by comprehensive risk management and issue resolution processes.
3. Business process analysis & reengineering
• Assess current business processes to identify inefficiencies and opportunities for improvement. 
• Document requirements and redesign workflows to align with sparkrock 365’s capabilities and best practices in the not-for-profit sector.
4. System design & configuration
• Lead the configuration of modules and workflows, including the general ledger, chart of accounts, user access controls, approval structures, and reporting requirements. 
• Ensure configurations support both current and anticipated future needs.
5. Data migration & validation
• Plan and execute all data migration activities, including cleansing, validation, and transformation of legacy data. 
• Work collaboratively with museum staff to ensure data integrity throughout the process.
6. Training & knowledge transfer
• Design and deliver a comprehensive training program, including tailored sessions by user group, business process, or function. 
• Develop user guides, reference materials, and conduct post-training evaluations.
7. Testing & quality assurance
• Oversee all phases of testing—functional, integration, and user acceptance testing.
• Implement issue tracking, escalation, and resolution protocols to ensure system readiness.
8. Deployment & go-live support
• Manage all deployment activities, including system readiness assessments, cutover planning, release management, and back-out strategies. 
• Obtain museum approvals at all key checkpoints.
9. Post-go-live support & optimization
• Provide immediate post-implementation support, issue resolution, and system monitoring.
• Establish a feedback process and framework for future updates, enhancements, and ongoing maintenance.
10. Change management & communication
• Develop a stakeholder engagement and change management strategy to support end-user adoption. 
• Create and manage all internal and external communication activities related to the project.
11. Documentation & reporting
• Maintain clear and thorough documentation of all implementation activities, decisions, and system configurations. 
• Provide regular progress reports and maintain project artifacts for hand-off to museum.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 24, 2025