Enterprise Resource Planning System

The Vendor is required to provide by enterprise resources planning system (ERP).
- Accounting records must link between systems (AR/Purchasing/AP/Payroll/HR etc.)  
- Online access/storage – supporting documents needs to be stored in system for easy paperless retrieval
- We need to ensure the system remains operational even during peak times and can handle large amounts of data and users
- Paperless/online self-service system enabling access to real-time financial data and reports that can be accessed anywhere, anytime (employees work at different locations) to enable efficient processes and fast decision making
- Ability to create custom reports, forms, and analytics dashboards tailored to specific business needs.
- Transaction and task routing workflow that can be customized to meet internal approval requirements
- Mobile user friendly expense submissions and approvals
- AI/automated benefits to minimize manual data entry and support data analysis
- Automated bank reconciliation process – interface transactions into system to streamline reconciliation of bank transactions and internal accounts
- Ability to handle different currencies, including conversion rates and currency adjustments
- Audit Trail: Secure, trackable log of all transactions for compliance and auditing purpose showing who initiated, approved, and posted each transaction
- Training resources for finance users
- Employee Setup
• Role-based access control: define permissions for users based on their roles within the organization  
- Integration & data exchange
• ERP integration: ability to integrate seamlessly with other existing systems (currently power school, KEV, school cash etc.) for data synchronization
• API support: robust API for integrating with third-party applications
• Import/export data: support for importing and exporting data in various formats (excel, csv, etc.) to facilitate data migration or external reporting
• Bank integration: ability to integrate with banks (currently RBC) for automated transaction imports and reconciliation
- Budgeting  
• Budget management module to allow users to create, track, and revise budgets for each school/department  
• Forecasting tools that integrate historical data with predictive algorithms to help forecast future budget numbers
• Variance analysis capability to compare actual vs. budgeted performance and generate reports on variances for each school and department
• Sandbox or scenario planning ability for schools & departments to create multiple financial scenarios (best case, worst case, etc.) and analyze impacts of each potential budget
- GL account structure/setup
• Needs ability to track budget, commitments, actual costs, and sub ledger (project) costs
• Chart of accounts - ability to incorporate and extend current GL structure “1-600-300-0000-000”
• Needs ability to add additional flags on GL accounts to enable fund and alias reporting
• Sub ledger or job/project costing to track expenses and revenues associated with specific projects, jobs, grants or contracts
- Accounts payable (expense/outgoing payments), vendor & contract management
• Ability for vendors to data input their own vendor information including banking information into system with supporting attachments that is verified by system (e.g. GST / sin verification) and approved by agency instead of agency doing the data entry
• Vendor file controls to prevent unauthorized bank updates (e.g. auto send email to vendor when banking is updated etc.)
• Ability to more efficiently enter new data into system such as interfacing and scanning into system for new vendor, bank info, invoice etc., instead of data entry
• Ability to input invoices into system in advance of payment due date and to manually suspend an invoice payment if information is outstanding
• Process accounts payable, eft and e-transfers
• Ability to efficiently pay vendors in bulk and individually  
• Create eft file in format required by bank (currently RBC)/can be automatically transferred to bank from the ERP system
• Automatically send eft notifications by email to payees
• Ability for applicable users to create, approve and post forms/transactions in system online/at different locations according to required approval process (online expense claims, invoices, journal entries, purchasing card transactions etc.)
• Ability to modify GST amounts (since agency receives 68% GST rebate)
• Customizable approval workflows for invoice approval before payments, etc.
• Automatic import of bank transactions for reconciliation and payments.
- Financial Reporting
• Ability to transfer and subsequently view historical attachments for past 7 years
• Built-in standard financial statements (pdf & excel) like trial balance, general ledger, balance sheets, income statements, and cash flow statements as well as custom reporting capabilities
• Ability to generate vendor reports, trial balance reports, financial summaries & reports for month end and yearend, and ad hoc purposes
• Ability to transfer historical data from old system into the new system by year
• Features that help close monthly, quarterly, and yearly periods and consolidate financial data across multiple departments & schools
• Built-in financial metric tracking for important financial metrics like cash flow and other predetermined ratios
• Trend Analysis: Ability to track financial trends over time for better decision-making.
- Payroll Department:
• Interface capability to Finance and HR
• Electronic ROE, electronic T4 including merging several payrolls to different business numbers, storage bank functionality
• Increment process
• Benefit costing, cross payroll maximums
• Grid creation and updates
• Pay statement distribution (electronic)
• Benefit invoicing
• Taxable benefit
• Absence costing
• Replacement costing
• Electronic payroll files (e-docs)
• Salary projection capability
• Absence approval
• Payroll calendar
• Ability to pay 2 different rates for different positions
• Different pay cycles.
- Supply Management Department
• Full cycle buying functionality including requisitions, POs, receiving, invoicing
• The ability to revise purchase orders and requisitions
• Select attachments that are to be sent to vendor with PO
• Inventory management, integration with inventory and procurement systems for managing stock, stock transfers and inventory valuation
• The ability to run reports for year-end inventory counts and adjustments
• Vendor management capabilities: Track vendor performance, contracts, and purchase orders
• Contract management capabilities
• Records storage, agreements, insurance, WCB, etc.
• Receiving deliveries module for warehouse and schools
- Human Resources Department
• All basic HR functions including:
• Employment application process
• Interview database
• Onboarding, employee life cycle management
• Performance evaluation system
• Job evaluation tool
• Disability management
• Employee personnel files storage
• Attendance management
• Referencing system
• The System is to have a user friendly query-based reporting system that ties into cross module/department data.
• Proponents are to indicate if they have a mobile application that connects to the system and what features are available through the app. (e.g. substitute call outs).
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: 7 April, 2025