ERP Software System Environment and Implementation Services

The Vendor is required to provide the needs for software and consulting services to implement a new software systems environment to address agency needs related to enterprise resource planning (ERP).
- The ERP Feasibility Project, several key objectives were identified:
•    Stabilize and standardize core enterprise systems while reducing customizations to lower operational risks, simplify support, and decrease operational costs.
•    Increase system integration and automation to eliminate manual processes, reduce data duplication, and improve end-to-end process efficiency.
•    Clearly define system, data, and decision ownership to strengthen accountability, improve data quality, and establish organizational governance.
•    Mature reporting and analytics capabilities to enable timely, trusted insights that support operational, financial, and strategic decision-making
•    Leverage self-service functionality to empower employees and managers, reduce administrative workload, and improve user experience.
•    Simplify and align business processes across departments to reduce variability and improve consistency.
•    Strengthen change management and user adoption to maximize value from future ERP investments.
•    Establish a scalable ERP foundation that can adapt to future organizational growth, regulatory changes, and technology evolution.
- System Requirements:
•    The system shall support bi-directional integration with third-party systems (e.g., scheduling, dispatch, timekeeping, payroll, banking) using REST APIs, web services, or event-based triggers.
•    The system shall support secure, standards-based APIs (REST/JSON, SOAP/XML) for both inbound and outbound data exchange.
•    The system shall support configurable batch file integrations (e.g., CSV, XML) for legacy and/or third-party systems.
•    The system shall provide tools to monitor, log, and reconcile integration failures, including automated alerts and reprocessing capabilities.
•    The system shall provide documented API endpoints, data schemas, authentication methods, and integration architecture diagrams.
•    The system shall support event-driven processing (e.g., webhooks) that trigger workflows or downstream updates based on defined business events.
•    The system shall provide separate Production, Test, and Development environments.
•    The system shall support controlled migration of configuration changes between environments with version tracking and rollback capability.
•    The system shall clearly display the active environment (e.g., prod, test, dev) within the user interface.
•    The system shall provide real-time performance monitoring tools with alerting for degradation or service interruption.
•    The system shall support scalable architecture capable of handling high-volume payroll, timekeeping, and scheduling transactions typical of a transit authority.
•    The system shall integrate with the agency’s identity provider (e.g., Azure AD) using SAML 2.0 or OpenID Connect for Single Sign-On.
•    The system shall support automated user provisioning and deprovisioning using SCIM or equivalent identity lifecycle management protocols.
•    The system shall support configurable role-based access control (RBAC) at the organizational unit, bargaining unit, and job classification levels.
•    The system shall support multi-factor authentication (MFA) integration.
•    The system shall encrypt all data in transit using TLS 1.2 or higher.
•    The system shall encrypt sensitive data at rest using FIPS-compliant encryption standards.
•    The system shall support field-level masking of sensitive employee and financial data.
•    The system shall maintain a comprehensive audit trail of transactional and configuration changes, including user ID, timestamp, prior value, and updated value.
•    The system shall log administrative and security configuration changes.
•    The system shall support configurable audit log retention in accordance with agency policy.
•    The system shall support export of audit logs for compliance review.
•    The system shall provide configurable exception reporting to identify anomalies (e.g., overtime overrides, manual payroll adjustments, contract amendments).
•    The system shall provide a centralized data dictionary describing table structures, field definitions, and data relationships.
•    The system shall provide configurable workflow functionality across functional areas. 
•    The system shall support multi-level approvals with configurable routing, delegation, and escalation rules.
•    The system shall provide role-based dashboards with real-time metrics and analytics.
•    The system shall provide role-based dashboards and real-time visualizations of data to support operational and executive decision-making.
•    The system shall allow authorized users to create, modify, and run ad hoc queries and reports using a user-friendly interface without reliance on technical staff.
•    The system shall comply with ADA and WCAG 2.1 Level AA accessibility standards and provide a responsive, mobile-friendly interface.
•    The system shall have or integrate with a enterprise content management system for documents for all available modules.
•    The enterprise content management system shall allow for retainage schedules for the document repository (e.g. employee Masterfile documents must be retained for perpetuity and accounts payable invoices should be retained for 7 years)
- General Ledger and Financial Reporting
•    The system shall have the ability to support maintaining a flexible, multi-segment chart of accounts structure that allows the agency to define, add, modify, and reorganize segments (e.g., fund, department/budget center, project, account, and user-defined fields) without vendor or technical intervention.
•    The system shall have the ability to support mapping the chart of accounts to multiple regulatory or external reporting structures (e.g., BARS and NTD) without requiring duplicate accounts, shadow ledgers, or manual workarounds.
•    The system shall support applying effective dating to chart of accounts and organizational changes while preserving historical balances and prior period reporting accuracy.
•    The system shall have the ability to support configurable workflows, approvals, and audit trails for chart of accounts additions, updates, and inactivations to help ensure appropriate review and internal controls.
•    The system shall have the ability to support activating, inactivating, or restricting accounts from posting without deletion while retaining complete historical transactions.
•    The system shall have the ability to support real-time transaction posting and immediate visibility into current balances and budget impacts.
•    The system shall have the ability to support the ability for users to create and process manual, template-based, and bulk-upload journal entries with attachments, validations, and configurable review and approval workflows.
•    The system shall have the ability to support generating recurring, allocation-based, and system-generated journal entries to reduce manual effort and improve consistency.
•    The system shall have the ability to support configurable budget checks and provide warnings or hard stops during transaction entry and journal posting.
•    The system shall support the ability for users to associate documentation and attachments directly with journals and transactions to support audit and review processes.
•    The system shall have the ability to support configurable fiscal calendars, accounting periods, and controlled open and close processes, including hard closes and role-based access.
•    The system shall provide notifications and dashboards identifying outstanding or unposted journal entries, reconciliations, or exceptions prior to period close.
•    The system shall support configurable reconciliation and variance analysis tools that allow users to research balances and prepare for audits without reliance on external spreadsheets.
•    The system shall maintain comprehensive audit logs that capture who created, modified, approved, or posted transactions and configuration changes.
•    The system shall have the ability to support multiple books or accounting bases (e.g., budgetary and GAAP) concurrently within the general ledger, allowing transactions to be recorded once and automatically reflected in each applicable book through configurable or rule-based postings, and support independent reporting, reconciliation, and period management for each book without requiring duplicate entry, manual adjustments, or external spreadsheets.
•    The system shall have the ability for users to report and reconcile across accounting bases without manual adjustments or offline spreadsheets.
•    The system shall support the ability to produce financial statements and schedules required for regulatory and management reporting directly from the system. This could include a separate option for basis of accounting (e.g. Cash or accrual)
•    The system shall provide configurable, system-generated financial statements (e.g., trial balance, balance sheet, income statement, budget-to-actual, and management reports) without requiring external manipulation.
•    The system shall provide configurable month-end and year-end close task lists, assignments, and status tracking to help ensure timely and coordinated completion of close activities.
•    The system shall support the ability for users to drill down from summarized balances and financial statements to underlying journal entries, transaction details, and supporting documentation to help ensure transparency, auditability, and efficient research of financial activity.