The vendor is required to provide to oracle’s enterprise resource planning (ERP) fusion cloud solution with in-application oracle guided learning.
- Functional requirement
• General ledger and financial report
o Provide end-to-end support for general ledger (GL) functions, including journal entries, financial close processes, balance sheet reconciliations, and reporting.
o Support for month-end and year-end close activities, ensuring accurate financial reporting and compliance with accounting standards. 
o Ensure seamless integration between GL and other modules, delivering timely, accurate financial statements and regulatory reports.
• Project and grant management
o Support project and grant lifecycle management, including budget creation, cost tracking, revenue recognition, and project billing.
o Ensure compliance with grant reporting requirements and proper allocation of costs and revenue in accordance with project and grant contracts.
o Oversee integration with financial modules to ensure accurate project-based financial reporting and management.
procurement and accounts payable
o Manage and optimize the procurement process, from supplier management and purchase orders to invoicing and payments, ensuring efficiency, accuracy, and compliance.
o Support for accounts payable functions, including invoice processing, payment disbursements, and reconciliation with purchase orders and receipts.
• Asset management and fixed assets
o Oversee asset lifecycle management from acquisition through depreciation, tracking, and retirement.
o Support fixed asset processes, ensuring accurate asset tracking, valuation, and reporting in compliance with accounting standards.
• Inventory and warehouse management
o Provide support for inventory tracking, warehouse operations, and stock management, ensuring accurate data flows into financial reporting for cost tracking and reconciliation.
o Ensure efficient inventory management and optimization of stock levels to meet business demands.
- Helpdesk support and incident management
• Helpdesk support
o Provide support during the department core business hours, Monday through Friday, from 7:00 a.m. to 5:00 p.m. pacific time, ensuring timely assistance for oracle fusion ERP end-users across all functional and technical areas via phone, email, and chat.
o Extend 24/7 support for critical incidents and system outages outside of core business hours, ensuring continuous assistance as needed.
o Utilize the department designated ticketing system for incident logging, tracking, and management, ensuring timely acknowledgment, resolution, and escalation in alignment with predefined SLAs
• incident management
o Integrate with or utilize department incident tracking system, such as track-it, to efficiently monitor, update, and document user issues. 
o It is essential to be proficient in department incident management system to minimize training requirements and avoid the complications of managing multiple incident tracking systems.
o Categorize, prioritize, and assign incoming requests for efficient resolution within SLA targets.
o Escalate complex issues to internal teams or oracle support as necessary.
o Maintain a knowledge base for recurring issues to expedite future resolutions and reduce resolution time.
o Provide documentation and resources to help users resolve common issues independently.
o Facilitate knowledge transfer on new features, enhancements, and best practices, including walkthroughs for major upgrades.
- Governance, compliance and risk management
• governance management
o Establish and manage governance structures (e.g., technical, functional, stakeholders).
o Facilitate regular governance committee meetings, ensuring alignment between teams and the business goals.
o Define roles, responsibilities, and communication protocols for ERP stakeholders.
• Compliance and risk management
o Ensure compliance with relevant internal and external regulations.
o Proactively identifies and mitigate risks related to system operations, data security, and compliance.
o The consultant must work closely with the department staff to support and respond to audit requests, both for it-related and business-related processes.
o The consultant must apply industry security best practices and ensure it is aligned to iso 27001 and 27002 security control standards.
o The consultant must comply and collaborate with the POLA’s security team during a security incident.
1. Performance and reporting
• Reporting requirements
o Provide written reports (weekly and/or monthly at the direction and discretion of the POLA division staff) detailing system performance, support tickets, resolution status, and governance activities.
o Highlight critical items, escalations, and next steps for management.
o Include quantitative and qualitative performance metrics will be used to assess progress and contract compliance.
o Participate in scheduled review meetings with the POLA division staff to discuss progress, challenges, and deliverables.
o If deficiencies are identified, and if requested by the POLA division staff, submit a corrective action plan. • service level agreements (SLAs)
o Define and monitor SLA for incident response, resolution and escalation.
o Track performance against SLA targets and ensure timely resolution of high priority issues. 
- Strategic advisory and continuous improvements
• Provide ongoing strategic guidance for system optimizations, enhancements, and process improvements.
• Develop long-term technology roadmaps and recommend best practices aligned with business goals.
- Consultant responsibilities and expectations
• Ensure that the consultant’s team possesses the required expertise for technical and functional support.
• Maintain transparent communication and accountability for system performance, issue resolution, and continuous improvement.
• Adhere to security, confidentiality, and compliance standards.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: June 12, 2025