Modern Finance and ERP System Solution

The Vendor is required to provide on modern, cloud-ready finance/ERP solutions suitable for a mid-sized state municipal government.
- Provide a comprehensive review and planning process to replace its current core financial system, Microsoft Dynamics Great Plains (GP), which has been in use since approximately 2002 and is approaching end-of-support with increasing technical and operational risks.
- Objectives:
•    Identify viable commercial off-the-shelf (COTS) or SaaS finance/ERP solutions that align with municipal needs.
•    Understand vendor capabilities, experience with similar state public sector clients, implementation approaches, and high-level pricing models.
•    Inform the development of a subsequent Proposal for solution selection and implementation services.
•    Gauge market interest and potential innovative approaches.
- A recent consultant-led review identified strategic objectives including:
•    Modern, supported, secure, cloud-ready platform configured for municipal/public sector compliance.
•    Reduced manual/paper-based workflows (e.g., invoice approvals, recurring payments, and reconciliations).
•    Improved integration with key line-of-business systems.
•    Enhanced departmental self-service, dashboards, drill-down reporting, and transparency.
•    Strengthened controls, audit trails, segregation of duties, and compliance (PSAB, municipal acts, etc.).
•    Future-proofing for potential shared services, amalgamation, or expanded partnerships.
- Requirements:
•    Core Financials — General Ledger, Accounts Payable (including procure-to-pay workflows), Accounts Receivable/Revenue/Deposits, Bank Reconciliation, Fixed/Tangible Capital Assets.
•    Budgeting, Forecasting & Position Control — Multi-year budgeting, salary/position budgeting, forecasting tools.
•    Projects, Grants & Program Envelopes — Capital project tracking, grant management, Community & Human Services program envelopes.
•    Reporting & Analytics — Modern, self-service BI tools, drill-down capabilities, PSAB-compliant financial statements, custom municipal reporting.
•    Integration & Interoperability — Robust APIs/web services for integration with systems including:
o    UKG (HR/Payroll and scheduling feeds)
o    Yardi (Housing/Facilities)
o    PointClickCare (Long-Term Care)
o    ICON / paytickets.ca (Provincial Offences)
o    CloudPermit (Planning)
o    Operative IQ / Fleetio (Paramedics/fleet)
o    Childcare Pro (Childcare)
o    Banking platforms (e.g., Positive Pay, EFT)
o    SAMS (Social Assistance Management System)
o    M365, including SharePoint and Outlook
•    Security, Controls & Compliance — Role-based access, segregation of duties, audit trails, data encryption, accessibility (AODA), municipal regulatory compliance.
•    Usability & Accessibility — Intuitive interface for non-finance users, mobile/responsive access, training/support resources.
•    Data Management & Migration — Experience migrating large historical datasets (20+ years) from legacy systems like Dynamics GP.
•    Implementation & Support — proven phased implementation methodology, change management solutions, municipal-specific experience, ongoing and post go live training support/pricing models.