Microsoft Dynamics D365 Finance and Operations System

The Vendor is required to provide multiple systems to capture and transfer information between departments and geographic locations.
- These programs include Microsoft Great Plains financial system, StarGarden HRIS, and PairSoft WorkPlace.
- This has created labor-intensive processes that require significant investment in staff time.
- Objectives
•    Accounts Payable
•    Supply Chain and Procurement Management
•    Fuel Management
•    Journal Entry for Payroll
•    Utility Billing and Collection
•    Asset Management
•    General Finance
•    Budgeting and Reporting
•    Intelligence and Analytics
- Solutions to manual workflow issues with maximum flexibility in integrating external components and services, reporting out, on-going maintenance and technical support, retention of historical information that needs to be archived or migrated to the new solution, and succession planning for on boarding a new service
- The system must allow vendors to self-register and submit accreditation documents via a portal, subject to internal approval workflows.
- The system must store vendor certifications and insurance documents, track expiry dates, and trigger alerts for renewals.
- The system must categorize vendors by goods/services offered and restrict procurement transactions to accredited vendors only.
- The system must provide dashboards for vendor performance and risk scoring, updated periodically.
- The system must enforce segregation of duties in vendor onboarding workflows to ensure compliance and audit readiness
- The system must support governed internal and external integrations, ensuring that all financial, customer, and operational data remains synchronized, auditable, and traceable end to end, with D365 Finance serving as the system of record.
- The system must enforce public utility, government, and subsidy regulatory requirements through configurable rules, controls, workflows, and audit trails.
- The system must record and maintain a centralized Customer Information Management (CIM) master with automatic, criteria based customer ID creation, containing legal entity information, service address, billing address, payer and occupier roles, contact details, contact preferences, and customer notes. The system must support updates while tracking historical changes, and allow users to search, filter, and retrieve customer records based on roles, attributes, and note content for inquiry, reporting, and audit purpose
- The system must support a full lifecycle service agreement through work orders, including start, suspension, transfer, and termination, while enforcing that only one customer or customer group may be active at the service location at any time.
- The system must classify customers by region, category, type, subsidy eligibility, applicable utility rates, and other configurable billing or regulatory attributes, with the ability to search, filter, sort, and report on customer data to support billing determination and regulatory compliance.
- The system must support effective-dated customer, account, and service changes to ensure accurate historical and point-in-time reporting.
- The system must support bulk customer and service agreement onboarding, including mass move-ins and mass service transfers, with the ability to download standardized templates to facilitate accurate and efficient data uploads.
- The system must maintain a complete and centralized meter inventory, including active, replaced, retired, and out-of-inventory meters, and must support effective-dated associations between meters, service locations (premises), and utility accounts, including installation, removal, and replacement history, to ensure accurate consumption calculation and auditability. 
- The system must support Advanced Metering Infrastructure (AMI) scenarios, including smart meters, manual meters, and hybrid metering deployments. 
- The system must support multiple meter read capture methods, including manual and digital entry, Optical Character Recognition (OCR) from meter images, and automated smart meter (AMI) data capture.
- The system must support integration with meter reading mobile applications and field data capture tools, enabling direct submission of meter reads for validation and billing. 
- The system must support offline meter read capture, with the ability to synchronize meter reads at a later time to accommodate remote or disconnected communities. 
- The system must support mass upload and automated ingestion of meter reads from smart meters or bulk meter data files, including validation, error handling, and audit tracking. 
- The system must support meter rollover handling and meter multipliers to ensure accurate consumption calculation.
- The system must automatically detect and flag missing meter reads, zero/negative consumption events, and abnormal consumption patterns, including meter reads that deviate beyond a configurable consumption threshold from the six-month rolling average. 
- Meter read exceptions must follow a controlled workflow, including review, approval, audit tracking, and the ability to generate reports for operational, audit, and regulatory purposes. 
- The system must allow users to record notes and comments against meter reads and exceptions, with audit tracking. 
- The system must allow authorized users to override meter reads while retaining original values and maintaining a complete audit history of changes. 
- The system must store billing-ready consumption data and support monthly billing processes. 
- The system must support the ability to lock or freeze approved meter reads and consumption data once billing has been completed for a period.