Enterprise Resource Planning Software

The Vendor is required to provide for the provision and implementation of an Enterprise Resource Planning (ERP) software system.
- Provide a comprehensive ERP solution, including all necessary software, licensing, implementation services, configuration, data migration, training, and ongoing technical support required to deliver a fully operational ERP system that meets the requirements of the District.
- Provide a complete solution including, but not limited to:
•    Software licensing or subscription (SaaS)
•    Implementation and project management services
•    Business process review and system configuration
•    Data migration and validation
•    Integration with retained third-party systems
•    System testing and go-live support
•    End-user and administrator training
•    Ongoing maintenance, updates, and technical support
- Objectives
•    Improve data accuracy and integrity across all departments
•    Eliminate redundant manual processes and shadow systems
•    Streamline workflows and approval routing
•    Provide real-time operational and financial visibility
•    Support strategic planning, forecasting, and reporting
•    Enhance internal controls and audit readiness
•    Provide secure, role-based self-service access
•    Integrate with retained third-party systems
•    Comply with applicable federal, state, and grant reporting requirements
- Current Environment and Integration Requirements
•    The District currently utilizes a cloud-based ERP system and multiple third-party applications supporting time and attendance, substitute management, procurement, benefits administration, and related functions.
•    Identify integration capabilities with retained systems
•    Describe integration methodologies (provide robust, standards-based API capabilities to support secure integration with existing and future third-party systems, web services, flat file, etc.)
•    Identify which third-party applications may be replaced
•    Provide detailed integration costs (implementation and ongoing)
•    Define responsibility for integration development, testing, and maintenance
- Financial Management
•    General Ledger (multi-fund, encumbrance accounting, flexible chart of accounts, grant/project accounting, multi-year budgeting, audit trail)
•    Accounts Payable (electronic invoicing, vendor management, ACH/check processing, 1099 reporting, PO matching)
•    Accounts Receivable (billing, invoicing, cash receipting)
•    Procurement (electronic requisitions, configurable workflows, contract tracking, vendor management)
•    Fixed Assets (asset tracking, depreciation, disposal tracking, inventory management)
- Human Resources
•    Position control
•    Employee master records
•    Electronic personnel files
•    Certification and licensure tracking
•    Leave management (including FMLA)
•    Benefits administration
•    Recruitment and applicant tracking (preferred)
•    Onboarding and offboarding workflows
•    Employee and manager self-service
- Payroll
•    Multiple pay groups and calendars
•    Contract and hourly payroll processing
•    Stipend and supplemental pay management
•    Time and attendance integration
•    Automated tax calculation and reporting
•    W-2 and 1095 generation
•    Direct deposit/ACH processing
•    Retroactive adjustments
•    Federal and state compliance
- Reporting and Analytics
•    Standard financial and HR reports
•    Ad hoc reporting tools
•    Custom report builder accessible to District staff
•    Dashboard visualization tools
•    Data export capabilities (Excel, CSV, PDF)
•    Grant and audit reporting
•    Routine reporting shall not require Vendor intervention.
- Data Conversion
•    Vendor shall provide a comprehensive data migration plan including:
•    Employee (active and inactive) records
•    Vendor and customer records
•    Fixed asset records
•    Data cleansing and validation procedures
•    Multiple test conversions
•    Formal District sign-off prior to production go-live
•    Vendor shall clearly define responsibilities between Vendor and District.