Enterprise Resource Planning Solution and Implementation

The Vendor is required to provide Enterprise Resource Planning (ERP) vendors and ERP implementers, as the Participating Municipalities prepare to replace their existing ERP solutions.
- Enterprise Resource Planning (ERP) software is a system of integrated applications that facilitate the flow of information across the County.
- The system enables County and Township staff to have a more holistic view of the organization to better support informed and timely decision making as it relates to financial, asset, and human resource management.
- The implementation of these technologies will provide opportunities for efficiencies through built-in integration and automation and enable the partners to better service the community.
- The County is looking for a new ERP that automates financial and HR tasks to streamline workflows, increase efficiency, reduce operational costs, minimize data entry errors, improve integration, and accelerate decision-making.
- This system should also boost stakeholder satisfaction by providing accurate, timely information and seamless operations.
- General Ledger
• Flexible chart of accounts and fund structures
• Transaction processing, journal entries, and categorization
• Support for fund accounting and multi-entity reporting
- Accounts Payable
• Invoice processing and payment management
• Electronic funds transfers (EFT) and pre-authorized payments
• Vendor management and approval workflows
- Accounts Receivable
• Customer billing and receipting
• Delinquent account management
• Recurring invoices and collection processes
- Cash Management
• Secure payment processing across multiple channels
• Payment imports and reconciliation
• Donation receipt management (where applicable)
- Bank Reconciliation
• Automated bank data imports
• Advanced transaction matching and exception handling
- Budgeting, Planning, and Forecasting
• Annual and multi-year budgeting
• Scenario modeling and forecasting
• Commitment and encumbrance accounting
• Real-time budget-to-actual tracking
- Financial Reporting and Analytics
• Standard and ad-hoc reporting
• Support for internal and external audit requirements
• Granular financial analysis
• Dashboards
- Assets and Procurement
• Fixed asset management and reporting
• Procurement, requisitions, approvals, workflows, purchase orders, and contract management
- Expense Management
• Employee and business expense submission, approval, and reimbursement
- Manager Self-Service
• Real-time access to transactional-level budget and financial data
• Dashboards, trends, and analytical insights
- Payroll
• Payroll processing (salary calculations, deductions, benefits, entitlements)
• Statutory and tax reporting
• Collective agreement considerations
• Volunteer payroll management
• Multi-employer Employment Insurance (EI) reporting
• Fiscal year-end processing and accruals
• Time, attendance, leave, and time-bank management
• Scheduling and shift management, including unionized environments and seniority-based scheduling
- Human Resources Management
• Employee records and employment history
• Workforce management for multiple employment types (full-time, part-time, temporary contract, seasonal)
• Position and organizational structure management
• Job and classification management (job descriptions, salary scales/grades)
• Benefits, pensions, and deductions administration
• Recruitment lifecycle management:
o Applicant Tracking System (ATS)
o Recruiting, onboarding, and off-boarding
• Learning management (training, certifications, renewals)
• Performance, talent, and succession management
• Workplace Safety and Insurance Board (WSIB) disability management
• Health and safety incident/accident tracking
• Employee relations and grievance management
• Employee and manager self-service portals:
o Timesheet entry, submission, approvals, and delegation
o Pay statement and T4 access
o Leave requests and approvals
o Time-bank entitlements visibility
- Municipal Property Taxation (Townships Only)
• Property assessment and classification data management
• Levy and rate management
• Tax calculation and billing
• Tax bill creation and issuance
• Non-property tax invoicing
• Customer account management
• Exemptions, credits, penalties, and interest calculations
• Arrears management and collections
• Pre-authorized payment (PAP) management
• Online bill presentation and payment processing
• Resident self-service portal:
o View and pay tax bills and invoices
o Submit address changes
o Enroll in PAP
o Request tax certificates
• Reporting and analytics, including:
o Levy and assessment reports
o Local improvement reports
- Utility Management (Townships only, where applicable)
• Customer account management
• Integration with meter-reading systems
• Utility billing and invoicing
• Payment processing
• Arrears management
• Customer self-service portal
• Utility-specific reporting and analytics.