IT Consultant Services

The Vendor is required to provide for information technology consultant services to perform business practices analysis and specification development for an integrated enterprise resource planning (ERP) and student management solution for schools.
- The ERP system(s) include but are not limited to:
•    PowerSchool BPlus
•    General Ledger Accounting
•    Grants/Capital Project Management
•    Accounts Receivable for Grants
•    Capital Assets and Depreciation
•    Cash Accounting
•    Purchase Order Management
•    Accounts Payable
•    Invoice processing
•    Check and ACH generation
•    P-Card importing (JP Morgan Chase is the P-Card Vendor)
•    Employee Travel
•    Payroll (time keeping with UKG)
•    Position Control
•    Employee Processing
•    Benefits Management
- Business Analysis Process Documentation:
o    Current State Analysis: Assess the current business analysis processes, methodologies, tools, and techniques currently in use. This includes reviewing any existing process documentation, workflows, and related resources.
o    Process Mapping: Create detailed documentation of the current state of business analysis processes through visual flowcharts or diagrams to illustrate workflows, dependencies, roles, and responsibilities.
o    Stakeholder Identification: Identify key stakeholders involved in the business analysis process, including internal teams, external Consultants, and regulatory bodies.
o    Data Collection: Conduct interviews, surveys, and workshops with stakeholders to gather relevant information regarding business analysis needs, challenges, and improvement areas.
- High Level Gap Analysis & Process Evaluation:
o    Process Evaluation: Evaluate the efficiency and effectiveness of existing processes against industry standards, best practices, and regulatory requirements.
o    Gap Identification: Identify gaps, redundancies, bottlenecks, or inefficiencies in the current business analysis workflows.
o    Pain Points: Highlight any recurring issues or challenges faced by the teams involved in business analysis.
- Reporting & Documentation:
o    Detailed Report: Provide a comprehensive report documenting all findings, including process maps, gap analysis, stakeholder feedback, and recommended improvements.
o    Executive Summary: Deliver an executive summary highlighting key insights, recommendations, and an actionable roadmap for improving business analysis processes.
- Objectives for ERP
•    Clearly define system requirements: Identify the key features, functionalities, and technical specifications required for the ERP system.
•    Ensure alignment with organizational goals: Ensure that the ERP solution aligns with the agency’s overall strategic goals, compliance requirements, and long-term vision.
•    Facilitate Consultant selection: Provide a structured and transparent process for the evaluation of potential ERP Consultants and their solutions.
•    Address scalability and future-proofing: Ensure the ERP system is able to scale-up to accommodate future needs, including additional functionalities, users, and regulatory requirements.
- Content Development:
o    System Requirements Document (SRD): Develop a detailed list of functional and non-functional requirements based on input from stakeholders and business process documentation.
o    Functional Requirements: Core modules (e.g., Financial Management, HR & Payroll, Procurement, Supply Chain, Reporting & Analytics).
o    Non-functional Requirements: Performance, security, scalability, usability, integration with existing systems, mobile access, etc.
o    Evaluation Criteria: Establish clear criteria for evaluating ERP Consultants based on technical capability, system flexibility, Consultant experience, implementation cost, and timeline.
o    Consultant Instructions: Provide instructions for ERP Consultants on how to respond to the solicitation, including submission formats, deadlines, and any specific questions that need to be answered.
o    Budget Guidelines: Set expectations for pricing models, licensing fees, maintenance costs, and any other cost-related information.
o    System Architecture and Integration Needs: Provide guidance on how the new ERP system will integrate with existing systems and databases.

- Contract Period/Term: 1 year
- Virtual Pre-Proposal Conference Date: October 28, 2025
- Questions/Inquires Deadline: November 03, 2025