ERP Solution

The vendor is required to provide and implement a modern enterprise resource planning (ERP) solution. 
- ERP system, Microsoft dynamics GP, is approaching the end of its life.
- Replacement system that will:
•    Fully support municipal-specific functions, including property tax billing, utility billing, cash receipting, accounts receivable, and accounts payable.
•    Streamline and modernize the budge ng process.
•    Provide citizen self-service capabilities to improve transparency and access.
•    Enhance internal efficiency by reducing manual processes, improving reporting, and supporting integration across departments.
•    Include payroll and HR.
•     We want to make sure to include a timesheet portal product that allows employees to enter time and view payroll data.
•    Optionally, fixed assets – including asset retirement obligation.
- ERP system
1. Phase 1 go-live:
•    General ledger
•    Property taxation
•    Utilities
•    Accounts payable (purchasing)
•    Accounts receivable (sales)
•    Cash receipting
•    Bank reconciliation
•    Financial reports
•    Purchase order system
•    Payroll
o    Time and attendance
2. Phase 2 can be implemented after going live:
•    Budgeting
o    Payroll
o    Operating
o    Capital
•    Citizen and ratepayer portal
3. Users and reporting:
•    Estimated user counts (15+ full concurrent).
- Current systems
1. Current core financial system: Microsoft dynamics GP
•    General ledger
•    Property taxation
•    Utilities
•    Accounts payable (purchasing)
•    Accounts receivable (sales)
•    Cash receipting
•    Bank reconciliation
•    Purchase order system
•    Payroll
2. Other systems:
•    Time and attendance – HRSMYWAY
•    Financial reports - management reporter dynamics 365
•    Budgeting – excel
•    Citizen portal – Microsoft dynamics GP
•    GIS - ArcGIS enterprise
•    Cemetery management - stone orchard
•    Asset management - PSD citywide
•    Records management - laser fiche
•    Campgrounds - lets camp
•    Planning and development permitting - PSD citywide
•    Inventory – PSD citywide
•    Utility and transportation work orders - PSD citywide
- Current challenges and limitations:
•    Software support wait times
•    Limited real-time visibility prior to batch posting:
o    In-house customized ERP reports
o    Data stored across multiple modules or tables without clear relationships
- Business drivers for change
•    End of life of the current ERP 
•    Predictable total cost of ownership - transparent, and fully disclosed costs for licensing, implementation, and ongoing support services, without unanticipated fees, ad-hoc charges, or support costs that fall outside of contracted agreements.