The vendor is required to provide full-service sap support, system administration, enhancement development, and disaster recovery services.
• Daily functional and technical support across all modules
• Sap basis system administration
• Enhancement, development and integration support
• Sap system and database monitoring, maintenance, and optimization
• Business continuity via cloud-hosted disaster recovery infrastructure
• Monthly and on-demand consulting sessions to support ongoing business improvement.
- Additional sap modules support warehouse inventory, barcode scanning, benefits receivables, and internal/external workflow applications.
- Sap human capital management (HCM)
• Organizational management
• Personnel administration
• Time management
• Benefits administration
• Master data maintenance
• Hiring/promotions/transfers
• Annual increments and pay scale configurations
• Credential tracking and NCLB compliance
• Substitute/guest teacher management (integration with smart find express)
• Drug testing, fingerprinting, physical exam records
• Manager self-service: time approval via web/mobile interface
• Integration with aeries, smart find express, informed-k12, frontline absence management
- Finance / retiree benefits
• Customer master data setup for retirees
• Invoice generation and mailing
• Payment posting and clearing
- Warehouse management
• Integration with financials 2000 (PR/PO import)
• Barcode scanning (iOS and android) with receiver signatures
• Inventory tracking and storage location management
- Internal web applications (hosted by district, maintained by vendor)
• IT purchase requisition workflow
• Maintenance & operations purchase requisition workflow
- External web applications (hosted and maintained by vendor)
• HR leave request system with workflow
• Leave balance lookup
• Timesheet approval portal (web + mobile)
- Interfaces / integrations:
• Epics system for payroll - exporting employee master data
• Smart find (eSchool solutions) – data export for substitute staff assignment
• Frontline absence management - data export for substitute staff assignment
• Informed k12 – export employee and fiscal budget data for HR requisition system
• Aeries student information system– employee’s data export
• Financials 2000 – purchase requisitions and purchase orders data import for warehouse tracking
• Class link one sync – data export for user account management.
- Sap support services (functional, technical, and help desk)
• Onsite sap HCM coordinator (Mon–Fri, 8 am–5 pm)
• 24x7x365 remote support for critical system issues
• First and second-level support via email, phone, and remote access
• Ticket resolution tracking with weekly review meetings
• User assistance for:
1. HR master data entry and corrections
2. Time evaluation, absence quotas, and error correction
3. PR/PO data import issues
4. Invoice/payment problems
- Enhancement development
• Develop and test enhancements (ABAP, BAPIS, user exits)
• Maintenance of custom programs (900 in current landscape)
• Unit and integration testing support for newly developed solutions
• Coordination with end users for requirement gathering and validation
- Sap basis/system administration
• Operating system monitoring and patching
• Database health checks and tuning
• Sap kernel upgrades, patching, and transports
• System/client refreshes (3–4 times annually)
• Sap printer configuration and output device support
• Backup & recovery strategy (weekly, monthly, and daily incremental)
• Performance tuning and system optimization
• System vulnerability scans and remediation
- Security and authorizations
• Role design and profile management
• Periodic review of user authorizations
• Security audit log monitoring
- Disaster recovery & cloud hosting
• Hosting and maintenance of a fully functional DR system
• Capability for DR system to become primary if production fails
• Quarterly DR drills to test failover capability
• Remote access for all users via sap GUI/web GUI
• Hosting of external web interfaces listed above
- Continuous improvement & consultation
• Monthly meetings with district stakeholders (HR, payroll, finance, it)
• Identification of improvements and best practices
• Delivery of enhancements based on mutually agreed priorities
• Documentation and training as needed.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: May 19, 2025