Enterprise Resource Planning Solution

The vendor required to provide enterprise resource planning (ERP) solution system integration (SI) partners to support the implementation of a modern cloud-based software as a service (SaaS) ERP solution spanning financial administration, institutional budgeting, procurement and supply chain management, institutional operations, human resources and payroll (HCM) administration, student information system (SIS) administration.
- Core deliverables:
1. Project and program initiation and governance deliverables
•    Project charter defining scope, objectives, guiding principles, governance structures, and roles
•    Governance plan, articulated structure for decision-making, escalation paths, steering committee cadence, and working groups
•    Integrated master schedule (IMS), end-to-end project schedule including milestones, dependencies, test cycles, data migration iterations, integration build cycles, and critical path
2. Process requirement and deliverables
•    Functional process impact analysis to include what processes need to change in the various functional areas to meet the out of the box SaaS system
•    Requirement’s traceability matrix (RTM), traceability across requirements to design, configuration, testing, and deployment
•    Fit-gap analysis, documenting standard-fit areas, required configurations, and exceptions requiring institutional decisions, and future-state process maps, SaaS aligned workflows, decision points, and process owners
3. Configuration and security deliverables
•    Configuration workbook(s), detailed configuration values, business rules, workflow definitions, accounting structures, and parameters
•    Security role matrix and access model, role-based and attribute-based access design, segregation of duties (sod) controls, and approval routing
4. Data governance and data migration deliverables
•    Data governance and quality strategy, identification of authoritative systems of record, ownership model, and data quality rules
•    Data migration strategy and plan, approach, environment sequencing, data scope and timeline
•    Data mapping specifications, source to target mappings for all data objects including transformations
•    Data cleansing plan and validation rules, requirements for de-duplication, normalization, remediation, and quality thresholds
•    Mock migration reports, outcomes of each mock cycle, success rates, rejected records, gap analysis
•    Reconciliation results, evidence demonstrating data accuracy and completeness aligned to acceptance criteria
•    Master data and system of record management framework, post-go-live rules, processes and integrations for ongoing data stewardship
•    Unstructured document and records management strategy and plan, approach for migrating, archiving, or integrating documents stored outside ERP (e.g., imaging systems)
5. Integration and technical architecture deliverables
•    Integration strategy and architecture, API-first design, middleware approach, patterns, data flows, data change capture, and technical standards
•    Interface catalog, inventory of all inbound and outbound interfaces, protocols, frequency, and data ownership
•    Technical specifications, detailed design documents for each interface, extension, or automation component and mappings of data view and API data to underlying data objects
•    Integration test evidence and results, test cases, execution logs, error handling, and validation results
6. Testing deliverables
•    Testing strategy, scope, environments, tools, entry and exit criteria, and acceptance thresholds
•    Test plans (system, integration, regression, security, performance)
•    User acceptance testing (UAT) scripts, end-to-end business scenarios for functional validation
•    Test results and traceability evidence, linked to RTM and configuration
•    Defect management logs, categorized, prioritized, with resolution evidence
7. Change management, communications, training and adoption deliverables
•    Change management strategy and roadmap, adoption objectives, change impacts, readiness sequencing, including a specific focus on the areas most impacted by the functional process changes
•    Stakeholder awareness and engagement plan, engagement activities, stakeholder groups, communication mode and cadence
•    Communications deliverables, templates, messaging, FAQs, newsletters, presentation decks, websites, in-person and virtual townhalls
•    Training curriculum and materials, role-based training modules, hands-on labs, quick reference guides, and recordings
•    Knowledge transfer plan and execution logs, documentation of handoff activities, competency validation
8. Deployment and cutover deliverables
•    Cutover runbook, detailed sequencing, task owners, timing, rollback contingencies
•    Readiness checklist, verification of cutover prerequisites (data, integrations, environment, security, training)
•    Go-live approval artifacts, formal sign-off package consolidating risk assessments, issue logs, and readiness confirmations
- Functional and technical domains
1. Financial administration
•    Core finance administration
•    Financial period close, monthly and annually, task orchestration, recons, audit readiness
•    Multi-ledger, multi-entity and chart of accounts
•    Accounts payable
•    Billing and accounts receivable
•    Asset management
•    Capital projects (CIP)
•    Grants and sponsored research accounting (post-award), sponsor rules, effort reporting, facilities and admin rates
•    Cash management and treasury
•    Bursar and cashiering, tuition, fees, billing and refunds
•    Compliance reporting
2. Institutional budgeting
•    Manage entire institutional budgeting cycle
•    Budget development and allocation
•    Budget validation, approval, and publishing
•    Budget adjustments and capital improvements
•    Budget monitoring
•    Budget planning and forecasting
•    Compliance reporting
3. Procurement and supply chain management
•    Manage the entire source to pay cycle
•    Core procurement and supply chain administration
•    Requisitioning
•    eProcurement
•    Supplier registration, on-boarding
•    Purchase orders, invoicing and receiving
•    Payment automation
•    Strategic sourcing
•    Inventory, stores and warehouse
•    Contract life-cycle management
•    Travel and expense management
•    Procurement card management
4. Institutional operations
•    Space and facilities management
•    Work order management
•    Research administration (pre-award)
•    Auxiliary services management
•    Sales and marketing
5. Human capital management (HCM) and payroll administration
•    Manage the entire employee life cycle
•    Core HR and payroll administration
•    Payroll processing and tax handling
•    Time, attendance and leave management
•    Position management
•    Compensation management
•    Employee recruitment and onboarding
•    Benefits administration
•    Talent, performance and learning management
•    Faculty lifecycle and workload
•    Compliance reporting
6. Student information system (SIS) administration
•    Manage the entire student life cycle (recruitment to graduation)
•    Core student information system (SIS) administration
•    Admissions and recruitment
•    Enrollment, registration, scheduling and course management
•    Degree audit and academic progress
•    Student records management
•    Financial aid administration
•    Student accounts and bursar
•    Student advising, retention, and success
•    Compliance reporting
7. Reporting, analytics and artificial intelligence (AI) (across all functional domains)
•    Embedded real-time analytics, dashboards and reporting
•    Embedded bi and predictive analytics
•    Role-based dashboards.
•    Operational, managerial and regulatory reporting
•    Catalog of standard and templated reports; custom report development capabilities; data extract governance.
•    AI driven insights, unified access across domains within a secure, compliant clouded solution and platform
•    Integration and compatibility with various business intelligence/analytics tools (e.g., power bi, tableau, etc.).
•    Integration connections
•    Archival and retention policies; immutable audit logs
8. Artificial intelligence (across all functional domains)
•    Natively embedded, continuously updated, and higher education–specific AI and machine learning capabilities across core administrative and academic modules
•    Built in tools that enable configuration or extension of AI models using institutional data
•    Robust governance, transparency, and administrative controls to manage AI behavior, data usage, and outputs
•    Si must clearly distinguish between AI capabilities that will be delivered and operational at go live and those proposed for post stabilization or future roadmap phases. 
•    Proposals must include a phased AI maturity roadmap with concrete year 1 deliverables, governance controls, success metrics, and identified risks. Aspirational or non-committal AI statements without implementation accountability will be evaluated unfavorably.
9. Security and audit (across all functional domains)
•    Identity and access management (role-based access and control (RBAC), attribute-based access and control (ABAC), segregation of duties)
•    Governance and cross module access coordination
9. Workflow and automation (across all functional domains)
•    Dynamic, robust and flexible workflow configuration and automation (e.g., LINEAR, parallel, attributes, thresholds, events, conditions, branching, ad hoc/on-the-fly etc.)
•    Explicit and implicit approvals and notifications (take action/FYI)
•    Delegation and proxy capabilities, temporary assignment
•    Multi-step spanning multiple domains.