NEXTGEN ERP Solution

The Vendor is required to provide implementation services for a next-generation Enterprise Resource Planning (ERP) solution based on the Workday platform.
- End to end implementation services, supporting core functions of finance, human capital management, payroll and procurement in a complex municipal environment.
- Power Users will also troubleshoot common issues they and other Users may encounter and will have access to more functionality, including the ability to modify settings for themselves and other Users.
- Assessment of point solutions and internally developed applications created to supplement Legacy System functionality and recommend native Workday System Configuration, reporting or integration solutions.
- General Ledger Redesign Services:
• Provide comprehensive general ledger (GL) redesign services as part of the ERP solution implementation. The intent is to leverage the work tag-based multi-dimensional hierarchy capabilities of the workday system. This includes:
• Developing a strategic and optimized chart of accounts (COA) that aligns with the city's financial reporting and operational requirements;
• Establishing robust data governance practices, ensuring seamless integration with other workday system modules;
• Implementing controls for compliance with financial regulations;
• Providing training and change management support; and
• Offering post-implementation support.
- Execute and document test cycles (e.g. unit, integration, performance, security, reporting, and user acceptance) including parallel payroll testing with supporting test strategy, test cases and defect tracking demonstrating compliance to all City requirements.
- This will include preparation and execution of an approved cutover plan, final data conversion activities (including TCA data approach), validation of integrations, confirmation of security roles/access and support for initial payroll processing where applicable.
- May provide on-site resources to resolve issues in real time.
- Go-live readiness criteria and acceptance will be approved by the City prior to production deployment.
- This will include enhanced support coverage, training supports, timely issue resolution, minor Configuration adjustments and representative dashboard configuration to support key organizational roles.
- Project close-out will be performed upon achievement of the agreed exit criteria, including successful consecutive payroll cycles, resolution or disposition of outstanding issues, completion of knowledge transfer and documentation handover, capture of lessons learned and confirmation of operational readiness.
- Prepare integration and data conversion data template/workbook inventories.
- Update resourcing estimates (including City’s project team by role and by month) in a Resource Management Plan.
- Prepare the Detailed Implementation Plan. The plan will describe any recommended on-site participation and related travel assumptions for key implementation activities. The Detailed Implementation Plan will require review and approval by the City.
- Human Resources
• Enables Recruiter to confirm the conditions have been met through a checklist.
• Configure a Masked Candidate Profile to eliminate screening bias
• Supports identifying positions that are considered vacant.
• Allows departments to request for a new position.
• Allows HR to update position requirements as needed.
• Enables workflow associated with onboarding steps.
• Flags internal applicants when they apply for a job posting.
• Reports on aggregate onboarding to identify bottlenecks, gaps, and manual interventions.
• Provides predictive analytical capabilities inform upcoming resourcing needs/planning.
• Records and stores employee personally identifiable information (name, address, contact information, SIN, DOB).
• Provides employees self-service capability to update own personal information.
• Provides employees self-service capability on mobile phone.
• Allows for upload of employee pictures.
• Supports multiple collective agreements.
• Supports assigning employee expense to department-specific cost center.
• Tracks employee hierarchy information including reporting employees, supervisor, and delegates.
• Tracks configurable status codes for employees (active, leave, suspended, etc.).
• Supports set up of the base pay grid based on collective agreements.
• Supports updating the base pay grid based on the outcomes of the negotiations.
• Stores and easily recover all employee historic job details (job change, salary changes, etc.).
• Support mass-update/configuration changes.
• Provides an audit trail for all updates and changes.
• Enables creating unlimited custom fields for storing additional data.
• Supports post-dating all tracked dates in the system.
- Payroll
• Ability to configure accruals based on accrual type.
• Supports the calculation of benefit entitlements based on multiple inputs (hours/day, days per weeks, fixed, bi-weekly, etc.).
• Supports correction of historical errors.
• Provides ability to total accruals by year, month or user-defined period.
• Supports creating multiple employee work schedules.
• Supports multiple direct employee time input types (swipe cards, biometrics, online timesheets).
• Allows employees and managers to view timecard information via self-service interface.
• Maintains indefinite audit trail of all timecard updates.
• Supports sending automatic alerts for exceptions (rules violations, overtime allowances, etc.).
• Allows assigning timekeeping responsibilities for an individual in one division to a timekeeper in another division.
• Allows users to fill timesheets for employees (e.g. Department heads can fill a timesheet for employees).
• Allows copying timesheets for regular schedules employees.
• System should create templates for different types of timesheets. E.g.: part time, full time, etc.
• Supports custom defining accruals rules by job, position, and employee.
• Notifies employees that they do not have accrued hours for taking time off.
• Supports exporting/printing schedules in standard templates.
• Supports not accruing sick leave and vacation leave during certain types of absences in certain provinces.
• Supports accruing sick leave and vacation leave based on hours or pay periods.
• Supports calculation of benefit entitlements based on multiple inputs (hours/day, days per weeks, fixed, bi-weekly, etc.)
• Enables correcting historical errors.
• Supports tracking and reporting on employee attendance.
• Supports configuration of multiple time and attendance rulesets to accommodate collective bargaining agreements or employee types.
• Supports scheduling absences in advance without limitations.
• Enables viewing who approved timesheets of specific employees.
• Supports sending email alerts to managers for upcoming employee absences.
- Procurement
• Supports the creation and modification of contracts.
• Support the ability to track contract changes.
• Supports the entire contract lifecycle, including creation, approval, execution, renewal, and expiration tracking
• Allows for setting predefined approval limits based on set criteria such as contract value
• Allows for direct invoice processing against contracts that do not utilize purchase orders
• Enables invoice detail validation against contract terms in non-PO scenarios
• Allows for the creation of contract templates
• Captures contract performance data and provides insight into whether a contract should be renewed, negotiated, or terminated.
• Supports associating a purchase order to a contract.
• Supports defining contract spend thresholds, including fixed maximums or open/unlimited spend scenarios.
• Supports scanning all items that have a manufacturer's bar code into the system.
• Provides fields to capture inspection observations and notes.
• Ability to flag goods which have been stored incorrectly or are damaged.
• Supports replacement part number tracking and prompts users of replacement if an obsolete part number is entered.
• Supports real-time update of inventory transactions.
• Supports attaching images of inventory items.
• Supports recording different inventory units of measure like crates, liters, kilograms etc.
• Supports user defined Unit of Measures (UOM).
• Supports marking product obsolete by a specific date.
• Allows item master to track item's shelf life.
• Allows item master to track Material Safety Data Sheet (MSDS) Requirements.
• Tracks component level lead time for the ability to promise and scheduling usage.