Enterprise Resource Planning System

The vendor required to provide enterprise resource planning (erp replacement project will upgrade and modernize the software, business processes, policies, and organizational roles and responsibilities for finance, procurement, budget, project management, maintenance management, human resources, timekeeping, and payroll functions.
- Accounting, projects and grants
1. Projects goals include
•    Real-time financial reporting and dashboards
•    Seamless integration between modules, including, but not limited to, accounting, projects, grants, procurement, accounts payable, and payroll modules
•    Implement a new chart of accounts that will track programs
•    Track detailed project data in the system
•    Track labor costs for projects
•    Identify funding sources for all capital projects in the system
•    Reduce the number of journal entries
•    Streamline the closing processes and generation of related financial reports.
2. Related processes
•    Hart of accounts
•    Journal entry
•    Financial reporting
•    Budget monitoring integrated or Sherpa integration
•    Monthly and annual close
•    Grant and project management
•    Project and grant setup
•    Project and grant budget
•    Project and grant tracking
•    Project and grant revenue
•    Project and grant billing
•    Project and grant closing
•    Project and grant reporting
•    Internal service charges
•    ACFR development
- Procurement and accounts payable
1. Project goals include
•    End-to-end procurement lifecycle management, including supplier management prs, approvals, pos, and receiving
•    Improve invoice processing to ensure accuracy, timely payments, compliance, and auditability
•    Initiate all non-purchase card procurement transactions with a requisition
•    Develop a county template for purchase orders
•    Reconcile all p card transactions within ten (10) days after transaction
•    System manages key dates for contract management and controls against exceeding contracts value
•    Implement and fully utilize electronic payments for suppliers
2. Related processes
•    Vendor self service
•    Vendor performance and vendor scorecard
•    Requisitions
•    Purchase order
•    Change order
•    Procurement cards
•    Competitive solicitation integration with bonfire
•    Contract and bid management
•    Receiving
•    Invoice approval
•    Payment processes
•    Vendor payment reporting
•    1099 processing
•    Travel reimbursement
•    End of year processing
- Treasury management
1. Project goals include
•    Implement a treasury system that provides accurate reporting
•    Develop interface to automate exchange of information from third party billing systems
•    Identify common customers across multiple systems
•    Reduce work effort required to manage deposits and perform bank reconciliation
2. Related processes
•    Cash receipts
•    Cash management
•    Online payments
•    Disbursements
•    Interest allocations
•    Bank reconciliation
- Accounts receivable
1. Projects goals include
•    County expects to be able to trace payments to open receivables,
•    System that can accommodate a central customer database to allow users to drill down from a customer record to the source receivable, even if the receivable is in an external application.
•    County wants to use the ERP project to establish standardized receivable and billing processes that reflect best practices and that can be applied to any receivable’s application operating in the county.
2. Related processes
•    Miscellaneous billing
•    Recurring billing
•    Receivable tracking
•    Aging
•    Refunds
•    Cash management
•    Bank reconciliations
•    Payment receipt
•    Deposits
•    Customer management
- Capital assets
1. Project goals include
•    Track all assets in one system
•    Provide a tool for departments to track both capitalized and non-capitalized assets
•    All potential assets are identified during procurement process
•    Capital improvement program includes asset replacement schedule for all assets
•    All assets include location and custodian information
•    Replace asset maintenance management functionality at departments and agencies utilizing the legacy ERP functionality
2. Related processes
•    Asset acquisition
•    Project capitalization
•    Depreciation
•    Physical asset inventory
•    Transfer, disposal and retirement
•    Work orders and asset enhancement
•    Non-capitalized asset tracking
•    Leased assets
•    Subscription-based information technology arrangement assets.

- Pre-Proposal Conference Date: February 25, 2026
- Questions/Inquires Deadline: March 9, 2026