Chain ERP Solution

The Vendor is required to provide and successfully implement a modern, cloud-based enterprise resource planning (ERP) material management solution to support agency day-to-day supply chain operations.
- ERP supply chain platform that enables automation, improves operational efficiency, reduces manual processes, and provides a scalable foundation to optimize core supply chain functions in support of evolving clinical and operational needs.
 - Functional requirements
1. Inventory management
•    Establishes and maintains par levels for clinical units and supply distribution and warehouse locations 
•    Supports automated replenishment through interface-generated requisitions from the parex weight-based scale system to the all scripts requisitioning module
•    Facilitates stock issuance to departments and clinic supply locations through system generated pick tickets 
•    Produces delivery documentation to confirm receipt of supplies by receiving units 
•    Provides real-time, enterprise-wide inventory visibility across all locations, including lot, serial, and expiration date tracking, and inventory status management (available, quarantined, expired, recalled) 
•    Supports demand forecasting, safety stock calculations, automated reorder point optimization, and identification of slow-moving or obsolete inventory 
•    Enables system-supported receiving, put-away, and inter-location transfers with full transaction tracking, exception handling, and barcode-enabled process 
•    Enforces internal controls through audit trails, role-based access, separation of duties, and approval workflows for inventory adjustments and overrides 
•    Integrates inventory with financial and analytics modules to support inventory valuation, general ledger posting, cycle counting, and standard and ad hoc performance reporting 
•    Supports implant and device tracking integration with 3rd party implant track systems 
•    Supports clinical supply chain workflows including case cart supply management and procedural supply preference card integration, including interfacing supply picking locations from multiple inventory locations into epic preference cards 
•    Provides recall management workflows with automated identification of affected inventory locations using lot and serial number traceability
2. Requisitioning, purchasing and receiving
•    Supports end-to-end requisitioning with configurable approval workflows, budget checking, and role-based access controls 
•    Enables purchasing with automated electronic data interchange (Edi) capabilities for order transmission, acknowledgements, backorders, substitutions, and exception management 
•    Provides system-controlled receiving against purchase orders, including partial receipts, over- and under-shipments, and vendor advance ship notifications (ASNS) 
•    Supports configurable approval workflows, budget and funding validation, role-based access controls, and audit trails for all requisitioning and purchasing activities
•    Supports purchase order change management, cancellations, and exception workflows with full transaction traceability 
•    Integrates order management with inventory, accounts payable, and general ledger modules to support real-time updates, financial posting, and reporting 
•    Supports integration with group purchasing organization contract pricing and automated validation of contract compliance at point of order 
•    Supports vendor catalog integrations and punch-out capabilities through Jagger or equivalent procurement platforms
3. Invoice matching and accruals
•    Supports automated invoice processing through Edi 810 or AP automation transactions from vendors, enabling three-way matching by validating invoice quantity, price, and vendor catalog details against purchase orders and receiving records 
•    The ERP system must prevent debit and credit entries in the same transaction. 
•    Transactions must be separated into individual debit-only or credit-only records before interfacing with the banner system, which does not accept mixed transactions 
•    Credit memos must be processed successfully in the ERP system without errors. If credit transactions fail in the new ERP system, the ERP vendor must collaborate with the appropriate internal and external teams, including credit memo issuing vendors, to identify and resolve the root cause and ensure the successful processing of credit memos 
•    The capability to manually enter invoices and credit memos within the invoice processing function.
•    The system should also allow users to add comments and upload attachments directly associated with each invoice or credit memo to support processing and documentation requirements 
•    Supports configurable tolerance rules, exception handling, and audit trails for invoice matching and approvals 
•    The proposed system should provide accrual-based reporting functionality that allows users to generate accrual reports using custom purchase order (PO) start and end dates. 
•    The system shall include transactions for items received but not yet paid and shall support reporting using the system C-FOAPAL (chart, fund, organization, account, program, activity, and location) accounting string structure 
•    The report’s output shall include, at a minimum, the following data elements: invoice number, vendor name, purchase order number, amount, invoice date, (chart, fund, organization, and program) c-fop, and account number. 
•    The system shall allow reports to be exported into standard file formats such as excel and pdf
4. Item master management
•    Maintains the ERP item master as the system of record for all requisition able items, controlling item availability and transmitting item data to epic, including HCPCS (healthcare common procedure coding system) codes required for patient supply charging 
•    Supports item templates for frequently ordered items and enforces governance controls, including role-based access, approvals, and audit trails for item master maintenance
•    Provides item master governance controls including approval workflows, audit logging, duplicate detection, and integration with external item data management services such as GHX (global healthcare exchange) 
•    Supports synchronization of item master data with epic to support accurate patient supply charge capture
5. General ledger (GL) maintenance
•    Supports the creation and maintenance of cost centers using CFOAPS structures and integrates with financial systems to validate, post, and report charges accurately to the general ledger
6. Recall management
•    Utilizes purchase order history to identify items associated with food and drug administration (FDA) recall notices and leverages inventory issue detail, including lot numbers when applicable, to identify affected inventory locations and remove recalled items from inventory 
•    Supports recall notification, action tracking, and documentation to confirm completion and support regulatory and audit requirements
7. Mobile application
•    Provides mobile application capabilities (if applicable) 
•    Supports mobile application for supply chain operations, specifically for par counting, receiving, and barcode scanning via handheld devices or tablets 
•    Enables clinical staff to efficiently submit requisitions and check item availability at the point of care via mobile application
8. Artificial intelligence
•    Supports artificial intelligence, machine learning, predictive analytics, automation, or other advanced technology features (if applicable) 
•    Audit trail and activity logging features for tracking user activity, approvals, changes, and system transactions.