Enterprise Resource Planning Implementation

The Vendor is required to provide enterprise resource planning (ERP) implementation for include:
- Planning & needs assessment
• Comprehensive master project plan: a full-scale project charter detailing defined scope, cross-departmental targets, work breakdown structures (WBS), and resource allocation matrices.
• Risk log & mitigation framework: a dynamic matrix identifying potential implementation risks, security considerations, and structured contingency plans.
• Communication & data-sharing protocols: a formal communication plan detailing standard routing, data alignment schedules, and technical expectations between the district and the software vendors.
• Comprehensive needs assessment: an assessment report of functional requirements for a replacement ERP application.
• This will include developing a comprehensive understanding of current district enterprise resource planning applications and technologies.
• Master implementation schedule & tracking framework: a comprehensive, milestone-driven chronological timeline detailing critical paths, phase dependencies, and a dynamic progress-monitoring mechanism to track schedule variance and project velocity.
- Development of request for proposal (RFP), vendor selection and readiness assessment
• Request for proposal document: assist with 1) development of a request for proposal document based upon an agreed procurement strategy with the district’s procurement department, 2) participate in the competitive procurement process for selection of the qualified vendor and ERP solution, and 3) develop a readiness project plan.
• Contract development: assist with contract negotiations with the selected vendor, and assist with the preparation of documents for contract approval.
- Project management for implementation and installation of the erp system
• Overall project management oversight: provide overall project management during the complete implementation phase, alongside the district subject matter experts (SME’s).
• Main expectations of project manager during implementation phase:
• Oversee data conversion/migration monitoring
• Identify project risk and issues
• Provide recommendations to mitigate risk
• User acceptance testing
• End-user training
• Change management
• Project closeout and post-implementation support for the new system
• Project manager responsibilities:
• Managing, leading, and coaching the project team
• Manage the interoperability of the components between erp software and other systems currently utilized
• Provide technical expertise and support during the selection process for the elements of the erp software
• Assist in contract negotiations with erp software vendors
• Develop the project implementation strategy, project budget, and project standards, along with the vendor’s project plan and schedule
• Generate, manage, and track all project documentation (including sharing with the erp steering committee)
• Manage resources to ensure the project is on schedule, on budget, contains the full project scope, and has met the quality expectations laid out for the project deliverables
• Obtain user understanding and commitment to established goals and work plan; providing executive management with a validation to that commitment
• Verify and approve project deliverables
• Identify risk and issues and provide recommendations to mitigate risk
• Define and adhere to “checkpoints” and “milestones” during the course of the project
• Manage project level issues to resolution
• Manage and filter issues for elevation to the project team
• Advise steering committee immediately of any significant setbacks in the project plan
• Proposing and implementing remedial actions to ensure the project “stays on course” to established completion dates
• Work with appropriate department heads to assign inter-departmental resources as needed
• Communicate project status to the project team and other stakeholders
• Acquire, assign, and maintain oversight of project resources and facilities
• Oversee the development of training materials
• Oversee change management activities
• Cultivate the development of a single harmonious project group involving all of the members of the software firm’s project manager, implementation consultant, and the district
• Daily liaison with vendor staff and district project team
• Sequence and schedule tasks for each module
• Provide weekly status reports to the project team.