The Vendor is required to provide to implement financial software that automates document workflows and utilizes analytics to streamline operations across.
- No centralized Enterprise Resource Planning (ERP) that serves as a single source of truth for financial records
- Disparate ERP’S driving numerous ledgers and chart of accounts (COA) mappings for consolidated reporting; lack of secondary ledger setup to address statutory reporting
- Lack of capability in current systems to meet federal financial requirements, including multi-entity capabilities to accommodate department international operations
- Vendor invoice entry is highly manual without optical character recognition (OCR) processing or portal submission capabilities in place
- Limited automation of approval workflows for contract renewals, project billing, and time and expense (T&E), which are essential to reduce manual effort, streamline processes, and improve data accuracy
- Reporting capabilities in current systems are limited without the ability to dynamically leverage financial dimensions to produce cross-cutting insights within foundational reports.
- Reduction manual processing
- Improvement of accuracy and compliance
- Enhancement of data driven decision making through real time insights and reporting.
- The system must automate the generation and maintenance of Purchase Order (PO) logs, including real-time updates and audit trails.
- The system must automate construction-related processes, including purchase requisition coding/signature routing, contract signature routing, invoice payments, and change orders.
- The system must enable electronic purchase requisition and position vacancy coding/signature routing.
- The system must include automated purchase requisition forms with workflow routing and approval processes integrated into the procurement system.
- The system must replace the use of multiple manually updated spreadsheets with automated processes.
1. Voucher registers for tracking vendor payments
2. Purchase Order logs
3. Advanced Lines of Accounting
4. 270 rosters and manual crosswalks
5. Construction project tracking
6. Advanced drawdown workbooks
- The system must include Optical Character Recognition capabilities to detect and flag discrepancies between source documents and entered data.
- The system must include built-in error handling and logging functionality for all interface transactions, including automated retry logic, failure alerts, and exception reporting.
- The system must adhere to agency data standards and validation rules to ensure seamless interoperability and eliminate the need for manual formatting or data cleansing.
- The system must provide update reconciliation and synchronization alerts to inform users of any mismatches or failed transactions between systems in a timely manner.
- The system must maintain a complete audit trail and chain of custody for all transactions, recording user actions, timestamps, and system events.
- The system must automatically alert designated users and their supervisors when transactions remain unprocessed beyond a defined time threshold.
- This functionality must work in conjunction with the system's automated retry logic to ensure timely resolution of issues.
- The system must provide a user-friendly interface with automated workflows for common functions.
- The system must stress consistency across all the different modules so that the business process is easy to learn and understand.
- The system must be browser and operating system neutral for all user types.
- The system must function accurately on common modern browsers such as Microsoft Edge, Mozilla Firefox, Google Chrome, and Safari.
- The system must not require additional browser plug-ins, add-ons, or helper applications.
- The system must allow users with multiple roles/accounts to switch between roles/accounts to view/update/create data under the same login ID.
- The system must require a unique username and password to access the system.
- The system must allow users to reset passwords by email.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: June 2, 2025