The vendor is required to provide an accounts payable solution (AP automation solution) to automate accounts payable processes performed.
- AP automation solution to planning, discovery, design, development, implementation, testing, training, deployment, stabilization, and post-implementation warranty support.
- Provided as a software-as-a-service (SaaS) to support accounts payable processes, including:
• Invoice management
• Workflow and managing exceptions
• Receiving
• Document management
• Dashboards
• Notifications
• Reporting
• Integrate with people soft financial system version 9.2 (people soft)
• Integrate with city oracle web center content
• Single, integrated user interface experience
- Invoice management
• There is currently no way to manage the overall multi-channel (physical mail, email, vendor input direct to people soft, e-invoice downloaded from vendor site) intake and lifecycle of invoices for utilities; each invoice in people soft must be looked up individually, which is a manual process.
• Department utilizes Microsoft office tools (e.g., excel, word, notepad, etc.) to aid in tracking.
• Department manages 40k-50k invoices a year; transactional volume is consistent throughout the year, except for year-end closing volumes as the city is on a calendar fiscal year.
• The best-case scenario to process one invoice from end-to-end is 45 minutes; the average processing time for intake of an invoice is 10 minutes.
• City policies require existing 2-way matching, 3-way matching, a/p invoicing (vouchering) and a/p check run processes to remain intact.
- Document management
• PeopleSoft is not a document management system but nonetheless deals with storing documents.
• There are legal requirements for invoice and related document retention that the city and department must meet regardless of people soft capabilities.
• There needs to be ecopy retention of an invoice record that will provide users with easy hardcopy paper print out of the corresponding stored/retained e-copied invoice record.
- Electronic workflow
• The AP automation solution will provide an automated document workflow or process flow for each document type, including actors, milestones, thresholds, and notification requirements.
• The workflow should be configurable for each document type as the processing needs would differ for each document type; for example, some documents may need to be approved by management or engineers, while other documents may not.
- Document creation
• The AP automation solution will create, store, and manage two document format types, structured and unstructured; to differentiate the two, structured documents contain individually defined data fields populated by the user and are designed to pass data to a database system.
• Both types of documents contain metadata, which is descriptive information about the document provided to facilitate searching, categorization, cataloging, retention, and disposition of documents.
• It is anticipated that some document metadata may be pre-populated with data imported from the people soft procure-to-pay module.
- People soft version 9.2 integration
• The AP automation solution shall leverage any of the following platform supported integrations technologies: oracle service bus & SOA suite, oracle technologies, or city integration platform utilizing java and open-source technologies.
• These products will provide the integration platform used to transfer information between the AP automation solution and the city’s financial system, people soft version 9.2.
- Oracle web center content integration
• The AP automation solution shall adhere to the city’s enterprise content management (ECM) standard by integrating with the on premise document repository, oracle WCC version 12.2.1.3.
• The AP automation solution shall leverage any of the following oracle web center ECM platform supported integrations technologies: soap, WebDAV, remote intra doc client, angular, react, oracle visual builder, bootstrap and responsive design, node JS, and web center content services, or spring framework services.
- Purchase a commercial off-the-shelf (cots) solution that provides the stability, availability, and reliability necessary while conforming to department software and security requirements; the proposed solution shall be provided as software-as-a-service (SaaS).
- Contract Period/Term: 1 year
- Pre-Proposal Conference (Non-Mandatory) Date: February 19, 2025
- Questions/Inquires Deadline: March 21, 2025