The Vendor is required to provide for enterprise resource planning (ERP) system.
- ERP system that will modernize operations in the following ways:
• Provide a streamlined, automated workflow options
• Deliver robust, real-time and agile reporting
• Reduce redundant data entry and improved efficiency
• Eliminate hard-copy paperwork when appropriate
• Enhanced security features
• High quality training and support
• Improved integration capabilities
- Software Installation and Configuration:
• The installation and configuration of all necessary software, utilities, and components to ensure a fully operational system.
• This includes the core system, as well as any modules, portals, or mobile applications offered as part of the solution.
• The process must cover all aspects of setup to ensure smooth integration and functionality across the entire system.
- Provide a high-quality team that fosters a positive working relationship, is stable and consistent, yet adaptable and flexible when challenges arise.
- This will help the district gain a comprehensive understanding of how the solution works and how it can best be utilized; key areas of focus include the system's administrative functions, user access controls, field-level security, configuration limitations, and overall security features.
- The training plan must cover system usage, configuration, reporting, forms, dashboards, and other key functionalities; the plan should clearly address the training methodology, and the available training materials and modalities (live, virtual, recorded, and hybrid).
- Document management is a critical component of a project of this magnitude.
- The district requires a robust document management system to support the project, including a document library containing existing documents related to systems, security, training, and other key areas.
- Outline how documents will be managed throughout the various stages of the implementation, including configurations, development, testing, verification, data conversion, cutover documentation, and any other critical project documentation.
- A system with high availability and a regular maintenance schedule that avoids disruptions during business hours.
- Provide a comprehensive support/helpdesk system offering 24/7 availability, multi-channel support (phone, email, live chat, AI chatbot, etc.) and a dedicated team familiar with k12 educational and business environments.
- The support system should include escalation procedures for critical issues.
- Maintenance windows must be scheduled outside of normal business hours and coordinated with district staff in advance.
- The successful respondent must have organizational change management standards for all maintenance activities; the respondent must also have a documented disaster recovery plan (DRP) that outlines procedures for recovery and maintenance of system data and operations during hazard or emergency scenarios.
- Provide comprehensive data conversion services, including data extraction, data transfer, data scrubbing, and data validation.
- Financials
• Finance - budgeting and general ledger
• Accounts payable and accounts receivable
• Procurement, solicitations, vendor management
• Inventory, fixed assets, school facilities
• Treasury - cash flow, investments, debt tracking, and bank reconciliations
- Human resources
• Human resources (timekeeping) & payroll
• Applicant tracking and position control
• Employee access, self-service, contracts
• Teacher and employee certification
• Risk management
- Additional systems
• Inventory, fixed assets, school facilities
• State reporting (district and charter)
• State & federal reporting
• Robust data reporting and dashboards
• Grants management
• Benefits management
- Services to include:
• Project implementation
• Software installation and configuration
• Implementation consulting
• Business process review and design
• Training
• Document management
• Software maintenance and support
• Conversion services
- The approach used should allow for proper system adoption, preparations and testing; existing systems running in parallel with new implementations may be necessary for performance verification.
- Budget: $1.5 billion dollars
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: March 10, 2025