ERP, Historical Archive, and Decommissioning Services

Project Management and Governance
• Lead project coordination and maintain an integrated schedule aligned with Workday deployment, stabilization, legacy support, financial close, payroll processing, and audit calendars.
• Create and maintain the project plan, resource plan, RACI, budget tracker, RAID log, issue log, decision log, dependency log, deliverable register, quality plan, test plan, cutover plan, decommission plan, and stabilization plan.
• Provide weekly status reporting covering accomplishments, planned work, scope, schedule, budget, risks, issues, decisions, dependencies, and leadership escalations.
• Use formal phase gates and acceptance criteria for discovery, design, pilot, extraction, validation, production archive, read-only transition, shutdown rehearsal, final decommissioning, and project closure.
• Coordinate all respondent, MetroHealth, Infor, Workday, hosting, database, security, network, reporting, document-management, and third-party responsibilities.
• Apply formal scope, quality, change-control, escalation, and deliverable-acceptance processes.
- Discovery, Inventory, and Disposition Planning
• Inventory all Infor/Lawson applications, modules, environments, databases, schemas, tables, files, attachments, reports, queries, batch jobs, workflows, interfaces, service accounts, security roles, users, licenses, vendors, and infrastructure.
• Identify data owners, custodians, stewards, business users, technical owners, auditors, and approvers by subject area.
• Document business processes and obligations that require historical access, including routine inquiries, audits, legal requests, payroll research, tax requests, grant reviews, supplier inquiries, and financial reconciliation.
• Identify upstream and downstream dependencies, including second- and third-hop data flows, enterprise data warehouse loads, report extracts, SFTP exchanges, middleware, APIs, shared folders, and manual processes.
• Assess current backup, disaster recovery, high availability, patching, monitoring, encryption, logging, and privileged-access practices.
• Classify each component as retain temporarily, migrate, archive, replace, retire, consolidate, or exclude, with rationale, dependencies, owner, target date, and evidence required.
- Records Retention, Legal Hold, and Data Governance
The archive platform shall support retention periods ranging from temporary operational retention through permanent retention, as determined by MetroHealth Records Management, Legal, Compliance, Human Resources, Payroll, Finance, Internal Audit, and Information Security policies.
• The proposed solution must support MetroHealth's records retention policies and procedures and enable compliance with all applicable federal, state, regulatory, accreditation, legal, tax, employment, public records, and healthcare record-retention requirements.
• Facilitate development of a retention matrix approved by MetroHealth Legal, Compliance, Privacy, Records Management, Internal Audit, Finance, Human Resources, Payroll, Supply Chain, Grants, and Information Security as applicable.
• Support configurable retention schedules by record category, business function, and data classification.
• Preserve legal holds and prevent alteration or disposition of held records until authorized release.
• Support defensible disposition processes including approval workflows, disposition reporting, destruction certification, and retention of supporting evidence.
•Document authoritative source, data ownership, stewardship, classification, sensitivity, lineage, quality rules, access model, and disposition authority.
• Identify duplicate records and copies across Workday, the archive, enterprise data warehouse, reports, file shares, backups, and document systems and recommend the governing retention approach.
- Hosting, Deployment, and Data Residency
• MetroHealth seeks responses for multiple deployment options, including:
o Vendor-hosted Software-as-a-Service (SaaS)
o Vendor-hosted private cloud
o MetroHealth-hosted on-premises deployment
o MetroHealth-hosted cloud deployment
o Hybrid deployment models
o Other deployment architectures proposed by the respondent
• Respondents shall identify which deployment models are supported and provide separate pricing, implementation requirements, infrastructure requirements, support models, service levels, security controls, and ongoing operational responsibilities for each option.
• The archive solution shall maintain equivalent functionality, security, retention, legal hold, reporting, self-service access, and audit capabilities regardless of deployment model.
• The solution shall clearly identify all infrastructure, storage, database, backup, disaster recovery, networking, monitoring, and administrative responsibilities assigned to MetroHealth and to the respondent for each deployment option.
• Respondents shall describe data residency, geographic hosting locations, data sovereignty considerations, and available options for MetroHealth control of archived data.
• The solution shall support migration between deployment models without requiring re-implementation, re-ingestion of historical data, or significant business disruption.
• The solution shall provide documented procedures and pricing associated with data extraction, migration, platform transition, and contract termination.