P4072 North Dakota - RFP For An ERP System

The Office of Management and Budget (OMB) and the Information Technology Department (ITD) are the two state agencies that will be principally involved in the implementation of the new ERP system from a state government perspective.

The mission of OMB is to provide a range of products and services resulting in a well run government that meets the needs of the North Dakota citizens. The mission of ITD is to provide leadership and knowledge to assist state government in achieving their mission through the innovative use of information technology.

The Bank of North Dakopta, located in Bismarck, is the only state-owned bank in the nation. Its mission, established by legislative action in 1919, is to encourage and promote agriculture, commerce and industry in North Dakota. In this role, the Bank acts as a funding resource in partnership with other financial institutions, economic development groups and guarantee agencies. At this point, the scope of this RFP is not addressing applications for the Bank.

The North Dakota Mill and Elevator Association is the only state-owned milling facility in the nation. The mission of the North Dakota Mill is to promote and provide support to North Dakota agriculture, commerce and industry. At this point, the scope of this RFP is not addressing application for the Mill.

2.1.02 North Dakota University System Profile

The North Dakota University System is composed of the entities listed below.

• 11 campuses
• 2 research universities (University of North Dakota (UND), North Dakota State University (NDSU) and and related entities
  • Medical School (UND), Energy and Environmental Research Center (UND), Cooperative Extension (NDSU), Agriculture Research Centers (NDSU), Northern Crops Institute (NCI), UGPT Institute
• 1 comprehensive institution (Minot State University)
• 3 baccalaureate institutions (Dickinson State University, Mayville State University, Valley City State University)
• 5 two-year campuses (Bismarck State College, ND State College of Science (Wahpeton), Minot State University - Bottineau Campus, Lake Region State College (Devils Lake), Williston State College)
• University System Office

Each campus has a distinct mission and must have the capability to function and organize independently of the other campuses. However, there are needs to provide combined or consolidated information, both for the system as a whole and for varying groups of campuses. The NDUS encourages collaboration among the campuses. Specifically, this includes sharing faculty and courses via interactive television and other more direct means. Because of the has growth of shared courses, the NDUS has specific administrative requirements.

There are also multiple-campus alignments where administrative responsibilities for at least two campuses reside with single offices. For example; two campuses share a president, some vice presidents, and several administrators. While the campuses, for the most part, operate autonomously, the respetive administrative offices need access to data from both campuses just as if they were administering a single campus.

The NDUS has approximately 5,450 full-time, 570 part-time, 2,500 temporary, and 4,100 student employees; approximate 35,000 students in degree programs; an additional 60,000 in continuing education programs; and annual operating budgets totaling approximately $530 million (2000-2001).

The Higher Education Computer Network (HECN) North Host Site, located at the University of North Dakota, has been designated as responsible for the operations and management of the systems that run the administrative applications for all eleven campuses in the NDUS.

2.1.03 Public Education Profile

The North Dakota Public Education system is made up of 231 school districts serving approximately 111,000 students. There are approximately 8,500 administrators, faculty and staff within the system.

The State's Department of Public Instruction provides overall leadership for the educational system.

2.2.01 Existing Software Applications

The core accounting application is the Statewide Accounting and Management Information System (SAMIS). SAMIS is the official state accounting system for use by all of the State's agencies operating from the State Treasury. The System provides a standardized financial management capability for transaction processing and financial reporting for individual agencies as well as the State as a whole. The system has been in production since 1987. Core functionality includes General Ledger, Cash Management and Grants Accounting. The SAMIS applications has numerous interfaces from other State applications.

The Payroll/Personnel system provides an employee database, benefits administration, payroll processing, and management reporting.

2.2.02 Hardware and Systems Software Environment

The State's Information Technology Department (ITD) serves as the host site for state agency mainframe processing. Currently ITD operates an IBM 9672/R36 (CMOS processor) with 4 gigabytes of memory running the OS/390 version 2.9 operating system. ITD has installed a Magstar Tape System to handle magnetic tapes. ITD also administers an IBM AS/400 Model 720 minicomputer with 1 gigabyte of memory 119 gigabytes of disk storage.

ITD also uses Sun Solaris an Windows NT for many web related and web application serving applications.

The primary software development languages currently in use by ITD are: COBOL MVS, CICS and NATURAL for mainframe development. Powerbuilder, Composer, C++, SNAP, and Crystal Reports for Client/Server development, and HTML, C++, Net.Data, Perl, Kornshell, and JAVA for World Wide Web development. The databases of choice for ITD and most commonly implemented databases are: DB2, ADABAS, and ORACLE databases.

2.2.03 Communication and Systems Software Environment

ITD maintains a state network that provides and supports voice, data, and video telecommunications services to the executive branch state agencies, legislative branch, and judicial branch.

Most large and medium sized agencies are served by PBX's, the vast majority of which are Nortel Meridian 1's. Small offices are served either with key-systems or Centrex in nine cities. The main purpose of the Centrex is to consolidate traffic for connection to our long distance service.

When discussing the Communications and System Software Environment, it is important to note that The 56^th Legislative Assembly of the State of North Dakota passed Senate Bill (SB) 2043 on April 20,1999. Part of the content of SB 2043 is as follows:

2.3.01 Existing Software Applications

The Higher Education Computer Network (HECN) North Host Site currently runs locally developed administrative applications, written in Natural and COBOL.

2.3.02 Hardware and Systems Software Environment

The HECN North Host Site processor is an IBM Multiprise 2000 model 225 running OS/390 v2.6 and CICS v3 as the transaction monitor. There are 3480 and 3590 tape cartridge drives available, with the 3590 drives located in an automated tape library system. There is one IBM RAMAC virtual array for disk space. Software AG's ADABAS is the system. TSO is the full screen editor. Network access is through a CISCO CIP with TCP/IP being the primary access method, but SNA/SDLC also being available. High speed central printing is available through both impact and laser printers. Five of the campuses have voice response units to enable touch-tone registration and student information access via telephone.

The HECN also hosts several SUN computers with the Oracle database for a couple of applications including a data warehouse.

2.3.03 Communication and Systems Software Environment

The HECN maintains a combination of frame-relay and point-to-point circuits connecting all eleven North Dakota University System campuses transporting data between institutions and to the Internet. Each campus has a computing facility providing support for central campus printing and other campus uses of the host systems.

The 56^th Legislative Assembly of the State of North Dakota SB 2043 provides that each higher education institution within the NDUS access to a new statewide high-bandwidth wide-area-network allowing high-speed voice, video and data transmission.

2.4.01 Existing Software Applications

Currently, there are no standards for administrative applications for the State's Public Education institutions. As such, individual school districts are running any number of applications to support their institutions.

2.4.02 Hardware and Systems Software Environment

Currently, there are no standards for hardware and systems software for the State's Public Education institutions. As such, individual school districts are running any number of infrastructure to support their institutions.

2.4.03 Communication and Systems Software Environment

Currently, Public School's participate in a number of cooperatives in procuring communications services to provide access to the Internet and Distant Learning applications. Public School's are also a consideration in Senate Bill 2043 (see Section 2.2.03).

5.1.01 Implementation Services

The Application Contractor must provide a wide range of services to support the successful implementation of the software proposed to meet the State's business needs. Specific implementation services to be provided include:

• Project management
• Business Process Analysis
• Installation and Integration
• Implementation Support
• Reports Analysis and Development
• Customization
• Interface Development
• Data Conversion
• Testing
• Post-Implementation support

The proposals must address the above services and describe the project management methodology that would be used by the Application Contractor in delivering implementation services to the State.

5.1.02 Training Requirements

The Application Contractor wi11 be responsible for ensuring that all State users have the knowledge and skills necessaiy to effectively utilize the ERP applications and technology. The Application Contractor wi11 also be responsible for providing Change Management leadership for this initiative.

Training requirements include:

• Development of a comprefo
• Establishing "Train the Trainer" programs

• Training documentation
• Training needs assessments
• Training evaluation processes
• Training certification processes

5.1.03 User Support Requirements

The Application Contractor will be responsible for ensuring that end users receive effective support for ERP applications. This includes:

• Developing and implementing a comprehensive help desk plan
• Identifying Help Desk software system requirements and options
• Establishing and effective transfer of help desk operations to the State

5.2.01 Self Service Applications

The State desires to provide its constituencies with convenient options for access and updating information affecting them via the Internet, telephones, kiosks, etc. Information should be available 7 days per week, 24 hours per day to those authorized to use it, without requiring them to contact administrative staff. Our goal is to allow users to obtain information through self-service applications that require little or no specific training.

5.2.02 Integrated Systems

The State's new systems will be process-driven, with data located in one integrated system shared across state agencies, higher education institutions, and K-12 school districts. The software must support integrated, enterprise-wide business processes with a goal of eliminating multiple handling of data and increasing accuracy.

5.2.03

Best Business Practices

The application suite should support current trends regarding best business practices with future capabilities to implement new practices as they are identified.

5.2.04 Customization

The application suite should allow for easy customization or modification to meet those requirements which are not aailable in the base product. Customizations must not be lost when upgrading to new software release levels.

5.2.05 Interfaces

The application suite should provide the ability to interface with legacy applications that will not be replaced as part of this initiative.

5.2.06 System Navigation

The application suite should provide an intuitive, user-friendly, and easy-to-use interface that minimizes the need for training. Online help should be available for all applications.

5.2.07 Reporting

The application suite should provide comprehensive reporting tools and easy-to-use interfaces to commonly used office automation products (i.e. Microsoft Office).

5.3.01 Financial Management

The State must have a financial system that maintains its official accounting records following Generally Accepted Accounting Principles (GAAP). The system must accurately process and account for State renues and expenses, assets and liabilities, and cash flows on cash, accrual and modified accidental bases. The system must apply budgetary and funds availability edits consistent with North Dakota statutes. The system must support the preparation of the State's Comprehensive Annual Financial Report (CAFR), including the ability to conform with publish pronouncements that define GAAP for state governments. In addition, the system must support GASB34 and GASB35 reporting requirements.

In addition to meeting the statewide processing and financial reporting requirements, the new system must meet the routine needs of the State's agencies, including the support of activity-based costing, agency management reporting, grant accounting, project accounting, cost allocation, labor distribution, fixed asset recording, investment and bond tracking, and billing.

Key Financial Management requirements include:

• Support for multiple fiscal years (Fiscal years vary for some state agencies)

NDI 007071

5.3.02 Customer (Constituency) Management

The system must provide a central file for storing all customer-related information (name, address, etc). The customer management sub-system must be integrated with all other aspects of the enterprise solution.

• Additional customer management requirements include:
• Ability to provide agency-defined and dynamically maintained structures for classifying customers
• Ability to capture and report agency specific data related to customers
• Ability for constituent registration, contact history, accounting, and tracking

5.3.03 Purchasing

Note: A separate RFP has been released on September 12, 2000 by the state for a Procurement system. This RFP is called "State Procurement Office RFP for E-Procurement System." While this is current an independent effort, the State's intention is to integrate procurement operations with the solution describe in this RFP.

The State requires a comprehensive purchasing system that will automate the entire proving procurement process, thereby improving the efficiency and effectiveness of state procurement. The term "procurement" represents the entire process of obtaining goods and services. This process includes processing the requisition, preparing specifications, identifying potential suppliers, establishing evaluation criteria, drafting and issuing a bid solicitation, receiving bids, evaluating responses, awarding a contract or issuing a purchase order, administering the contract, checking status, receiving the goods or services, processing payment, managing inventory and capitalized assets, and ensuring quality control at every stage in this process. The system must address the procurement management needs of various levels of government and vendors desiring to do business with the state.

The system must provide a statewide database to collect, track, and report information on all state purchasing transactions. The system must incorporate the NIGP commodity code concept throughout and across all components and functionality.

The system must automate the vendor participation process such as vendor registration, notification of bids, receiving bid documents, submission of bids, and receipt of purchase orders. North Dakota state law requires vendors on the state bidders list to also be registered with the North Dakota Secretary of State, and the system should facilitate both registration processes.

The system must make sourcing more efficient for state agencies by recognizing products available from state contracts, state inventories, surplus property, prison industry products, and online catalogs. It must also recognize transactions with commodities or estimated dollar amounts that require bid solicitation, approval by regulatory agencies, or process by the State Purchasing Office.

The system should be fully integrated with the State's accounting functionality to edit for account coding block and availa ble funding, and automatically generate financial transactions associated with the purchasing document being processed (i.e. pre-encumbrance for requisition, encumbrance when purchase order is issued, and voucher payable upon successful match).

The State desires a central vendor database to support purchasing and accounts payable activities. This information will be the foundation for the State's 1099 reporting. The State also desires a central statewide commodity database to support procurement activities, access to online catalogues, and electronic commerce supporting the purchase activity.

The State desires inventory processing to support central warehouse commodity management and inter- and intra-warehouse commodity transfers and commodity distributions. Warehouse functionality should be integrated with purchasing functionality to support automating stock replenishments and notify users of expiring contracts. The inventory functionality must also support the State's marketing and redistribution program.

Finally, the State desires a fixed asset system with an integrated asset management system that not only maintains pertinent information about the State's fixed assets, but automatically collects data and begins to generate a fixed asset record as the asset is purchased and/or constructed.

5.3.04 Budget Development and Control

Currently, the State uses the Statewide Integrated Budget and Reporting (SIBR) system for budget development. All state agencies and higher education are required to use SIBR. With the implementation of the new ERP system, the state intends to continue to use SIBR.

As part of the implementation effort, the State will require integration between SIBR and the new ERP system and is interested in reviewing the respondents proposed solutions. However, the State envisions an interface between SIBR and the ERP Budgetary Control modules.

Enhanced functional requirements include:

• Track user-defined budgetary controls by organization, object, appropriation, appropriation line, fund, strategic program, grant, project and allotment.
• Budgetary control options that prevent transaction processing, provide warnings or alerts, or allow transactions to process without warnings.

• Management and reporting of appropriation budget, encumbrances, expenditures, revenue, and available budget.
• Provide the ability to process transactions for a fund that are not subject to budget edits.

5.3.05 Human Resource and Payroll

The State desires human resources functionality to maintain employee-related information. The system should allow the State to maintain position control, automate notifications of pay increases/decreases, maintain tax-withholding declarations (W4-W5) and produce W-2 information, maintain group insurance enrollments, premium payments and deductions, and employment history. Additionally, the system must maintain leave awards, usage, and approvals.

Payroll functionality should record employee's time and attendance, and generate the appropriate gross pay for the time worked. Through links to the personnel functionality and the accounting functionality, payroll processing should also make the appropriate deductions from gross pay. The system should be able to support multiple pay cycles and multiple pay and multiple pay bases. In addition, management and decision support reporting must be available.

The system must allow proper reporting to governmental and other entities, in prescribed formats (e.g. the system must be capable of reporting to the IRS via tape and to the State via tape or electronic transfer of file).

The Human Resources system must maintain information supporting all human resources activities, including applicant intake and processing for both internal and external applicants; position definition and maintenance; maintenance of employee information including skills inventory and performance; and fringe benefit administration.

The Human Resources system must allow the maintenance of job band and family information, position descriptions, and pay grade information and tables.

The Human Resources system should allow the development of position requisitions using job family information as a basis for a job description with specific job requirements added by the requestor. Appropriate approvals of the requisition should be handled through workflow.

The system will maintain positions to which employees are assigned. Positions represent a set of duties to be performed as opposed to a person doing those duties. Positions may be defined as full-time or some percentage of full-time. Positions may be permanent, temporary or seasonal. Budgets will be established for positions and the system should be able to control payroll expenditures based on those budgets and identify re-allocation of unspent budget amounts. The position budget amounts should carry over to the financial system for overall budget control purposes.

The system should allow applicants to provide application and vitae information through self-service or administrative office processes. The system should assist in matching qualifications to requirements of the position. Potential internal applicants should be identified by the system based on skills inventory and vitae information already maintained within the system.

The Human Resources system should maintain information on all benefits programs. The system should determine eligibility for various programs based on employee information within the system. Employees should have the ability to self-enroll in benefits programs,

when eligible, through self-service. The system must allow Flexible Spending Account (Section 125) administration including withholding of salary reduction amounts and payment of reimbursements. The system will allow employees to do "what if" comparisons based on various benefit enrollments.

The system must support the ability to define multiple pay cycles. Currently, most institutions pay all employees monthly, some institutions pay all employees semi-monthly, and at least one institution pays its "time slip" employees semi-monthly while paying its regular employees monthly. In addition, the monthly pay date for the University System (last working day of current month) is different than the monthly pay date for the State (1st working day of next month).

Additional Human Resources functionality includes:

• Management Reporting including workforce analysis and historical analysis
• Employee paycheck garnishments (i.e. Child Support)
• Employee performance evaluation
• EEO and Affirmative Action reporting
• Position Vacancy Information
• Staff Turnover Statistics and Reporting
• Flexible Compensation Administration
• Flexible benefits administration (can vary by agency)
• Self-service applications
• Online applications
• Track job applicants from application through interview and hire
• Track training including the need to maintain certification or licensure
• Accommodate various full-time equivalent definitions

5.3.06 Department of Transportation

The State's Department of Transportation

• Track and maintain rental rates of the state fleet (approximately 1,500 licensed and 1,000 unlicensed vehicles)
• Track the Motor Pool including dispatching system for vehicles with interagency billing capability
• Replace or interface to an Equipment Management System that controls disposable inventory, maintains warranty records and processes electronic fuel billings

  Financial application interfaces from custom Drivers License and Motor Vehicle License applications

5.3.07 Electronic Document Management

The State has a number of Electronic Document Management (EDM) initiatives in progress. The State requests that each Respondent outline its EDM strategy and capabilities to support EDM.

5.3.08 Data Warehouse and Decision Support

The State desires data warehousing and decision support tools that are fully integrated with the ERP system and facilitate strategic planning, tactical operations, and system-wide analysis.

The data warehouse must include a comprehensive ad hoc reporting and inquiry tool that allows users to easily create custom reports from data maintained within the data warehouse. The tool should operate in a web-centric environment and allow data warehouse data to be directly imported into documents created in third party products (i.e. Microsoft Office). The tools must be user-friendly with features (i.e. wizards) to assist end users in creating reports.

The State desires the data warehouse to provide analytical applications in the areas of financial management, performance management, purchasing management, and workforce management. The applications should be easy to learn and use, completely web-enabled, be tightly integrated with the data warehouse, and have a look and feel similar to other system applications.

5.3.09 Optional Functionality

Respondents are requested to describe additional functionality (not specifically requested in the requirements attached to RFP) but offered as part of the ERP software suite. Such functionality should be described in sufficient detail that the State can determine its usefulness. Optional software should be separately priced in the cost proposal, but will not be a factor in evaluating bid responses. The State reserves the right to purchase additional software licenses associated with optional software if specific statewide or user agency functional needs are met.

5.4.01 Financial Management

The University System requires a financial management system with the same broad requirements as identified in Section 5.3.01 - State Government Functional Requirements - Financial Management. Respondents should note that the University System currently follows GAAP as defined by the AICPA Audit Guide for Colleges and Universities and will follow GAAP as defined by GASB 35 beginning with fiscal year 2002. As such, the University System has its own Comprehensive Annual Financial Report (CAFR), which becomes part of the State's CAFR. GAAP for colleges and universities includes full accrual accounting in addition to cash- and modified-accrual bases of accounting.

In general, the University System requires an integrated suite of financial management products for Accounts Payable, Accounts Receivable (including cashiering and student accounts), General Ledger, Purchasing, Grant and Contract Accounting, Budgeting, Human Resources and Payroll, Fixed Assets, Inventory, Fee Billing, and Job Billing.

The following identifies the exceptions and/or additions to those requirements that are University System specific.

NDI 007081

5.4.02 Customer (Constituency) Management

Same basic requirements as identified for the State in 5.3.02 with additional requirements outlined below. This system must be fully integrated with the Financial Information System, Student Information System and Human Resources Information System.

The NDUS will maintain a common name and address data file for all students, customers, employees, and vendors. An entity will exist once within the system. One file will be maintained and accessed by the various systems as needed.

This file will contain data elements unique to the respective individual or organization. Examples are: date of birth, sex, race, etc. The file will also contain multiple addresses per entity (person or organization) to identify different uses such as home, local, parent, billing, remittance, or order address.

All other systems will use this file to process transactions.

All systems will interface with this file to set a series of "activity indicators" to indicate status (student, employee, customer, vendor) and "location indicator" to indicate the institution where the activity is present or active. A historical record of activity and location will be maintained.

5.4.03 Student Information Systems

5.4.04 Budget Development and Control

Same requirements as identified for the State in 5.3.04 with the following additions.

The University System requires the ability to prepare formal annual budgets in addition to the biennial budgets required by the State using SIBR. With the exception of grants and contracts, budget control with in the University System is based on these annual budgets rather than the biennial budget. The biennial budget provides a "hard stop" for specifically appropriated funds. However, there are additional funds that are not specifically appropriated that would be includable in annual budgets.

In addition to the "organizational level" budget controls identified under Section 5.3.04 for the State, the University System requires the ability to control budgets by object and/or groups of objects. For example, in a particular fund, the budget may be controlled by detailed object (e.g. lodging or meals), by a summary object (e.g. travel), or by a roll-up level or budget line (operating expenditures). Budgets may also be controlled by total budget, total direct costs, or cash.

The University System also requires the ability to prepare budgets for grants and contracts that adhere strictly to the requirements of those grants or contracts. For example, a specific grant may restrict buying office supplies; the budget controls set for that grant must be able to prevent encumbering or expending funds for office supplies, even though it may allow expenditures for similar objects.

5.4.05 Human Resource and Payroll

Same basic requirements as identified for the State in 5.3.05 with the following additions:

The human resources and payro11 system and the financial aid system must be capable of producing information on student employment. For example, the financial aid system would record work-study award limits, while the payroll system would record pay earned toward those limits. The integrated system must be capable of producing notifications to students and others (such as supervisors and financial aid administrators) that students are approaching the earnings limits of their awards.

The human resources system must accommodate 1042S and tax treaty reporting or support interfaces to Windstar Technologies' International Tax Navigator software for 1042S and tax treaty reporting.

The system must support the ability to manage faculty tenure status and tenure eligibility. In addition, the system must support the ability to administer developmental and sabbatical leave.

The system must support the ability to identify term of contract and options for payment of contract over a different time period (i.e. 9 month contract paid over 12 months) and properly record the related accounting transactions.

5.4.06 Purchasing

Same basic requirements as identified for the State in 5.3.03.

The University System requires the ability for purchasing offices at any campus to perform the purchasing functions for any unit of the system regardless of location. For example, in buying a certain commodity, onn campus purchasing office may take the lead in negotiating a contract for all System entities. When that order is placed, and when subsequent payment is made, the purchasing office should be able to encumber and authorize the expenditure of funds, regardless of campus location.

Some University System institutions have central store facilities for selected goods and services. These facilities may potentially serve any unit of the system regardless of location. These facilities require an inventory management system that will allow departments or cost centers to acquire and store inentory and provide those goods to other departments or external entities at a cost, whicjh may or may not include a markup.

The University System is also interested in partnering with State purchasing and creating additional buying leverage for both the State and the University system.

5.4.07 Data Warehouse and Decision Support

Same basic requirements as identified for the State in 5.3.08 with the following addition:

The University System requires a strategy to populate its current data warehouse with student, employee, and financial information from the new ERP system.

5.4.08 Outside Agency Reporting

The University requires a system with the capabilities to produce inter- and intra-governmental reporting including NCAA, IPEDS, NAIA, Minnesota reciprocity, Federal Right-To-Know, National Student Loan Clearinghouse, etc. The system must be able to produce this reporting on paper or electronically.

Also, the North Dakota University System requires third week reporting to combine campus enrollment and campus sessions.

5.4.09 Electronic Document Management

Same basic requirements as identified for the State in 5.3.07.

5.4.10 Optional

Respondents are requested to describe additional functionality (not specifically requested in the requirements attached to this RFP) but offered as part of the ERP software suite. Such functionality should be described in sufficient detail that the University System can determine its usefulness. Optional software should be separately priced in the cost proposal, but will not be a factor in evaluating bid responses. The University System reserves the right to purchase additional software licenses associated with optional software if specific statewide or University functional needs are met.

5.5.01 Financial Management

The Public Schools must have a financial system that maintains their official accounting records following Generally Accepted Accounting Principles (GAAP). The system must be designed for fund accounting and accurately process and account for revenues and expenses, assets and liabilities, and cash flows on cash, accrual and modified accrual bases. The system must apply budgetary and funds availability edits consistent with school district policy.

The new system must meet the routine needs of the Public Schools, including grant accounting, labor distribution, fixed asset recording, and billing.

Key Financial Management requirements include:

5.5.02 Human Resource and Payroll

The Public Schools require an integrated Human Resources and Payroll system. Key Payroll functionality includes:

• Earnings Administration including pay type control and retroactive pay
• Irregular Pay Schedules
• Time and Attendance Tracking
• Multiple Jobs per Employee
• Accruals Tracking
• Electronic Banking
• Management Reporting

Key Human Resources functionality includes:

• Benefits administration including cafeteria benefits and benefits continuance
• Accrual tracking

• Applicant processing
• Certification and Professional Development tracking
• Education profile
• Employment history
• FTE control
• Seniority tracking
• Leave administration
• Staff evaluation

5.5.03 Student Information Systems

The Public Schools require an integrated Student Information System that provides the capability for definition, management, and reporting of administrative and demographic data related to teachers, classes, students, courses, campuses, class schedules, qualifications, and other related data. Key functional requirements include:

• Student and Enrollment Information
• Attendance Tracking
• Grade Book and Transcript Reporting
• Curriculum Development and Class Scheduling
• Health Information
• Special Education Tracking
• Food Services
• Transportation

The Public Schools desire a system that provides easy access to a variety of student achievement/performance information including: grades on all completed activities, attendance information, current assignments, etc. The system should enable parent/and student access to this information and facilitate communication between parents and teachers.

The system should provide easy access to a variety of campus and school district information including: school calendar, lunch menu, district/campus events, etc.

The system should facilitate visibility of key performance indicators, providing performance of analysis and reporting of teacher, student, and curricula activity aggregated and disaggregated by state, district, campus, content area, course, teacher, and objective.

Data security and record confidentiality is a critical concern. Respondents are requested to describe information security solutions related to this data.

5.5.04 Data Warehouse and Decision Support

Same basic requirements as identified for the State in 5.3.08.

5.5.05 Optional

Respondents are requested to describe additional functionality (not specifically requested in the requirements attached to this RFP) but offered as part of the ERP software suite. Such functionality should be described in sufficient detail that the State and Public School Systems can determine its usefulness. Optional software should be separately priced in the cost in proposal, but will not be a factor in evaluating bid responses. The State and Public School Systems reserve the right to purchase additional software licenses associated with optional software if specific statewide or user agency functional needs are met.