Enterprise Resource Planning System

The Vendor is required to provide enterprise resource planning (ERP) software solutions and related implementation services.
- Current systems support the following functions:
• General Ledger
• Budgeting
• Accounts Payable and Receivable
• Cash Receipts
• Purchasing
• Fixed Assets
• Inventory
• Utility Billing
- Objectives:
o Replacing or enhancing existing systems
o Improving operational efficiency
o Providing real-time reporting and analytics
o Ensuring regulatory compliance
o Supporting future organizational growth
- Core Financials (Required)
o Fund accounting (GASB compliant) with multi-fund and multi-year tracking
o Encumbrance accounting (pre-encumbrance through expenditure)
o General ledger with configurable chart of accounts and audit trails
o Budgeting (multi-year, amendments, departmental input, scenario modeling)
o Accounts payable (invoice routing, approvals, 1099 tracking)
o Accounts receivable (billing, collections, aging)
o Cash management and bank reconciliation
o Electronic Vendor Payment Processing
o Workflow for budget transfers, journal entries with document attachment interface supporting the attachment of PDFs, images, spreadsheets, emails
- Procurement & Contract Management
o Requisition to purchase order to invoice workflows with functionality to allow document attachments (PDFs, images, spreadsheets, emails)
o Configurable approval thresholds
o Vendor management and compliance tracking
o Contract lifecycle management (tracking, alerts, amendments)
o Workflow for request for purchase with document attachment interface supporting the attachment of PDFs, images, spreadsheets, emails
- Utility billing (if applicable)
o Meter integration (manual and AMI/AMR)
o Rate structures (tiered, seasonal, penalties)
o Custom Reporting – including but not limited to:
o Financial Reports
o Account Reports
o Service Reports
o Deposit Reports
o Billing Reports
o Consumption Reports
o Bad Debt Reports
o Meter Reports
o Service Order Reports
o Ranking Report
o Accounts receivable (billing, collections, aging)
o Statement Billing
o Bad Debt processing
o Customer account management and service orders
o Online payments and customer usage portal
o Online utility application
o Ability to interface with third party bill printing
- Payroll & Human Resources
o Payroll with multi-fund allocation
o Timekeeping integration
o Benefits administration
o Position control and employee self-service
- Asset, Work, and Fleet Management
o Asset lifecycle tracking and depreciation
o Work order management with mobile capability
o Fleet maintenance and fuel tracking
- Project & Grant Management
o Capital Improvement Plan (CIP) tracking
o Project budgeting and cost tracking
o Grant compliance and reporting
- Reporting & Analytics
o Real-time dashboards
o User-configurable reporting tools
o Budget vs. actual reporting
o Data export and integration with analytics tools
- User Experience
o Intuitive interface and ease of use
o Mobile accessibility
o Training requirements and onboarding approach