Digital System Analysis Services

The vendor required to digital system analysis provide to conduct a comprehensive digital systems analysis.
- This analysis will be a critical first step in planning for the replacement of our existing enterprise resource planning (ERP) system, and our asset management system.
- Requirement:
1. Discovery and current state analysis
•    Review existing documentation related to current ERP systems, including system configurations, user manuals, and process flows. 
•    Conduct interviews and workshops with key city staff from various departments (e.g., finance, human resources, public works, it, planning, clerk's office) to understand current operations, data flows, and challenges. 
•    Map current "as-is" business processes for critical functions such as financial management (general ledger, accounts payable, accounts receivable, budgeting), payroll, human resources, procurement, inventory management, work order management, and asset lifecycle management. 
•    Analyze data integration points and data quality issues between existing systems and any ancillary applications. 
•    Identify compliance requirements (e.g., municipal, provincial, federal regulations) that impact system functionality and data management.
2. Requirements gathering and future state definition
•    Facilitate workshops and focus groups with stakeholders to elicit and prioritize functional and non-functional requirements for a new ERP and asset management system. 
•    Define "to-be" business processes, incorporating best practices and leveraging modern system capabilities to improve efficiency and effectiveness. 
•    Document detailed requirements, including user stories, use cases, and technical specifications, covering areas such as:
o    Financial management: general ledger, accounts payable, accounts receivable, budgeting, grant management, financial reporting. 
o    Human resources and country payroll: employee information management, time and attendance, benefits administration, payroll processing, performance management. 
o    Procurement: requisitioning, purchase orders, vendor management, contract management. 
o    Utility billing for municipal water: billing, accounts receivable. 
o    Taxation: municipal taxation, accounts receivable.
o    Asset management: asset inventory, maintenance management (preventive, predictive, corrective), work order management, capital planning, GIS integration, fleet management. 
o    Reporting and analytics: dashboards, business intelligence capabilities, ad-hoc reporting. 
o    Integration: APIs, data exchange with other municipal systems (e.g., permitting, property tax, utility billing). 
o    Security and access control: role-based access, data privacy. 
o    User experience: intuitive interfaces, mobile accessibility. 
o    Scalability and performance: ability to handle future growth and transaction volumes.
•    Prioritize requirements based on business value, urgency, and feasibility.
3. Market research and solution landscape
•    Research the current market for municipal ERP and asset management solutions, identifying leading vendors and their offerings. 
•    Provide an overview of different deployment models (on-premise, cloud-based, hybrid) and their implications for the city. 
•    Analyze potential integration strategies between ERP and asset management systems, considering both single-vendor integrated suites and best-of-breed approaches.
4. Recommendations and roadmap
•    Develop a comprehensive report summarizing all findings, including the Viro tows analysis, current and future state process maps, and detailed requirements. 
•    Provide strategic recommendations for the city's digital transformation journey, including potential system architectures and vendor categories. 
•    Outline a phased implementation roadmap for the ERP and asset management system replacement, including estimated timelines and resource requirements. 
•    Present a high-level cost estimate for the subsequent phases of system selection, procurement, implementation, and ongoing maintenance. 
•    Present findings and recommendations to city council and relevant stakeholders.