Finance, Accounting, and Procurement Enterprise Resource Planning System Software

The Vendor is required to provide a Finance, Accounting, and Procurement Enterprise Resource Planning (ERP) System software for agency.
- Provide for a cloud-based commercial off-the-shelf (COTS) solution to replace agency existing Microsoft Great Plains ERP solution.
- Goals are:
• Operational Excellence. Taking proactive steps to meet current and future challenges
• Thriving Workforce. Investing in our staff and fostering a culture of belonging
• Strategic Partnerships. Promoting watershed-level thinking through collaboration and advocacy
• Environmental Sustainability. Being good stewards of our resources to minimize our impact on the environment
• Commitment to the Community. Strengthening connections with the public and providing affordable service
- Move to a cloud-based platform with mobile capability. The current ERP system requires access via remote desktop or VPN. Agency is seeking cloud-based platform to allow greater flexibility for users to securely access the ERP, including via mobile devices.
- Improve user interface. The current system has a dated user interface that is difficult to navigate and reduces overall user efficiency due to multiple steps to complete routine tasks, i.e. enter a requisition. Agency is seeking a modern, intuitive user interface that simplifies navigation, reduces the number of steps to complete common tasks, and improves user adoption and efficiency.
- Provide real-time visibility into financial and procurement data status. The current ERP system does not allow Departmental Users to track requisition and invoice statuses or query departmental data (actual and budgeted expenses, purchase orders, etc.). Agency is seeking a system that provides Departmental Users easier access to query and view department data, including through dashboards.
- Currently utilizes Microsoft Dynamics GP (“Great Plains”) 18.6.1695, hosted through an on-premise server (Microsoft SQL Server 2022) as its finance, accounting, and procurement ERP system with the following supporting applications:
• Mekorma Payment Hub Legacy
• EOne Popdock Extender
• WilloWare
• Fast Path Config AD
- Anticipated ERP System Functional Areas
• General Ledger and Financial Reporting
• Budgeting (Operating and Capital)
• Purchasing
• Contracts Management
• Accounts Payable
• Accounts Receivables
• Fixed Asset
• Inventory/Warehouse Management
• Workflow Approval (Requisitions, Purchase Orders, Invoices, New GL Account Code Request)
• Records Management
• Capital Project Management
- Technical requirements
• The ERP System must be a cloud-based commercial off-the-shelf (COTS) SaaS only. No onpremises or hybrid solutions will be considered. No custom-built solutions will be considered.
• The system must be accessible via modern web browsers without requiring local client installation.
• The system must support multi-tenant architecture with isolated data environments.
• Data must be encrypted in transit and at rest using industry-standard protocols (e.g., TLS 1.2+, AES-256).
• The system must support role-based access control (RBAC) and multi-factor authentication (MFA).
• The system must support RESTful APIs or standard integration protocols for interoperability with other enterprise systems (e.g., HRIS, procurement, reporting tools).
• The system must support single sign-on (SSO) via SAML or OAuth.
- Services include:
• Ability to send invoice to an ad-hoc approver (e.g. an approver not on the normal approver chain)
• Ability to uphold the rule that the same user cannot both approve a requisition and the invoice for that requisition.
• Ability to designate temporary alternate approvers (E.g. if approver will be out of office, alternate has their authority to approve for a specified period of time).
• Ability to drill-down from summary level reports to detail levels for vendor, encumbrance and invoice/payment information.
• Ability to view check register that includes voided checks, including voided amount.
• Ability for the system to generate a report that indicates the funding sources for the check run.
• Ability to create an aging report showing invoices that have been entered but not yet paid.
• Ability to automatically generate performance measures on the AP process (e.g., number of errors on invoice entry, time to process an invoice, etc.).
• Ability to cut checks from multiple banks.
• Ability to pay a single invoice from multiple banks.
• Ability for the system to generate a report that indicates the funding sources for the check run of payment batch.
• Ability for user-defined check and check stub formatting, including ability to modify without requiring assistance from the software vendor.
• Ability to allow selected items to be paid and items to be withheld or deleted from payment batch for a particular check run.
• Ability to notify the user when a check is to be printed that exceeds a user-defined maximum check amount.
• Ability to print checks on plain paper stock.
• Ability to produce, through secure printers, checks with MICR encoding and electronic signatures.
• Ability to generate positive pay file to transmit to the bank.
• Ability to import invoices from a vendor self-service portal for approval by AP staff.
• Ability to scan invoices and then the system uses OCR technology to fill in invoice details.
• Ability to access information, including attached documents, from the referenced purchase order line item(s) during invoice entry.
• Ability to default purchase order information on the invoice during invoice entry with source transaction information (such as vendor name, address, etc. to reduce manual entry).
• Ability to designate "separate check" on an invoice transaction, so this payment is not combined with other payments to the same vendor.
• Ability to distribute invoice payments by item or total into multiple general ledger accounts, department, activities, funds and cost categories, project codes, etc.
• Ability to send notifications and/or comments within the system on transactions when approving or denying them.
• Ability to enter credit amount against a PO.
• Ability to enter credit amount against a contract.
• Ability to enter unlimited line items on an invoice.
• Ability to identify capitalized items, based on account and dollar amount, as invoices are processed and prompt user to enter fixed assets related details.