UNDP Responses to Vendors questions. Implementation of Hyperion Financial Management Tool UNDP RFP No - RFP/UNDP/OFRM/005/2014

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1 UNDP Responses to Vendors questions Implementation of Hyperion Financial Management Tool UNDP RFP No - RFP/UNDP/OFRM/005/ What is the process being followed to do segmental adjustment to remove the effect of internal UNDP Cost recovery? Is it done based on a standard algorithm/rule or based on some fixed allocation method etc? Need clarification on this. A: The cost recovery amounts are captured by General Ledger Account and Fund (actual entries posted to the GL). This is then eliminated as the cost recovery elimination entry. Is there an expectation to automate this segmental adjustment as part of the implementation of HFM Tool? A: Yes. 2. Statement V talks about comparison of Budget to Actuals. The document clarifies that The budget and the accounting basis are different. The cost classification and other related budgetary exercise seems to be different to the actual record of books for accounting? How is the comparison being done today if the transaction system record does not align with the budgeting process? A: Statement V obtains data from the Commitment Control Ledger and use of Trees and not the General Ledger. 3. Annex B clarifies on Cash and Investments portfolio being co-mingled and segment reporting is achieved by allocation of inter-fund balances based on IPSAS 18 guidelines. How is this asset allocation to appropriate segments being done today? Manual/Automated? A: Manual via a Reporting Ledger entry (as opposed to USD Ledger). Please see Annex B to the RFP for the calculation. 4. Can we get a copy of the current system architecture map technical --- covering Peoplesoft, OBIEE and other environments to get an understanding of the technical landscape at UNDP. The RFP talks about Atlas Infrastruture (Peoplesoft UNDP) which also needs more elaboration/clarity?

2 A: Such diagrams will only be shared with the successful bidder given their proprietary nature. Please refer to the RFP for application version numbers. 5. What is the current scope of work of their Peoplesoft EPM system? OIST datamarts that have been built for HR and financials are custom datamarts or pre-built datamarts from Oracle solution stack? A: UNDP has leveraged the delivered ETLs within EPM to populate data at the OWS layer. Consequently, specific marts and star schemas have been built at the MDW layer for the purposes of rendering within OBIEE. 6. As part of the IPSAS implementation done was there a significant change done to the Chart of Accounts in Peoplesoft? How was the IPSAS requirements mapped to the Chart of Accounts Was this done as part of the core change to the transaction system or was this done through a mapping table outside the core ERP system(s)? A: Changes were additions of General Ledger account to the Chart of Accounts and changes to the Account and Fund Tree to comply with IPSAS. 7. What is the user base? Is that centralized in their Head quarters? A: Please clarify. Anticipated user base for which product(s)? 8. Please confirm the various software components and its number of user licenses bought for this HFM implementation A: Number of user licenses will be shared with the successful bidder. Modules are listed as follows: Hyperion Financial Management Plus Hyperion Financial Data Quality Management Hyperion Financial Data Management Adapter Suite Hyperion Financial Data Quality Management Adapter for Financial Management Hyperion Financial Close Management Oracle Financial Management Analytics Hyperion Planning Plus Hyperion Public Sector Planning and Budgeting

3 9. Can you please share the editable version of section 4, 5 and 8. A: Sections 4 7 are uploaded on the UNDP procurement website. Section 8 however (Contract and Terms & Conditions) will not be provided in editable version. Any questions or edits to section 8 can be done separately or copied from existing RFP document. 10. It is our understanding based on RFP that Oracle has recommended HFM as a solution to streamline the current reporting process, have they recommended any interface so that data can be added to HFM application? For example: FDM allows data to flow from ERP application to target application. In this case: HFM. A: Yes they have. 11. We understand you are using Brio as a reporting tool, have Oracle recommended any other reporting tool to produce the financial statements? Example: Hyperion FR. Hyperion FR allows you to connect to Hyperion Financial Management application to generate financial statements directly from HFM application with reliability and consistency. A: Brio is not in scope and will not be used to access data from this project. 12. Based on the RFP, you are using PeopleSoft as a source system and Brio to generate the reports. Are there any other data source applications currently being used? For example: EBS, SAP etc. A: No, Brio is not being used. PeopleSoft is the sole data source in scope for the project. 13. Other than your current process being a manual process, are there any pain points. If so, can you elaborate? A: Primarily manual process. 14. It is also mentioned in RFP that some of the reports are generated using OBIEE and it is currently does not meet the end users needs and HFM is has been purchased to achieve this going forward. Does this mean, there will be no used of OBIEE in a future? A: For Financial Reporting purposes OBIEE will not be used. 15. It is our understanding that HFM has already been purchased, can you explain who will be responsible for HFM infrastructure/installation etc. A: UNDP and its hosting provider.

4 16. Is May 1st is project commencement date and July 31st is the completion date? Does this mean that all users will be running financial reports at this point from a production environment? Is there any flexibility with dates? A: The requirements gathering, build and test phase, including run in production (for Dec 2013 Year-end, and March 2014 Quarter 1 data) should end 31 July 2014 which minor flexibility on dates. The final run in production would then occur for year-end 31 Dec 2014 which is audited. 17. Can you clarify following information? a) Number of Dimension in HFM A: Successful bidder to suggest the number of dimensions needed to meet UNDP reporting requirements b) Length of Chart of Accounts, Entities, or any other required system of custom dimensions if Intercompany transactions are involved A: COA to mimic COA in PeopleSoft with some possible custom elements. c) Complexity of the rules due to IPSAS A: This is a very general question; more specific questions required to answer. Generally, IPSAS is very similar to IFRS (International Financial Reporting Standards) and thus requirements are similar to IFRS; complexity is considered moderate. d) If Roll forward Accounts involved A: If the question is referring to roll-forward of balance sheet accounts, PeopleSoft has a process to roll these forward into opening balances of future periods; this will continue and it would be good to ensure HFM can handle these rolled forward balances. e) Local / USD currencies A: UNDP transacts in local currencies but ledger is in USD. f) CTA A: Question is unclear g) Any additional reports other than 160 Statutory and 100 Function Reports required A: IPSAS changes would require changes to the built reports which is why this contract would have an ongoing element for future year support. However, for 2014 year-end, it would be similar to the 2012 financial statements in the Annex of the RFP.

5 h) Any reporting books required A: Currently we use the RPT Ledger as the reporting layer, however, we would like to replace this with the HFM reporting layer i) Number of Hierarchies including Statutory, Functional etc. A: Implementer is to suggest the above 18. Are there any other target applications in scope? For example: Essbase / Planning A: Planning is out of scope for this project. The implementer is to suggest if Essbase is needed to meet UNDP requirements. 19. Could you please share the scope of services for Infrastructure support required monthly for three years? A: Application level patching, testing, and roll out is expected from the successful bidder. 20. Section Maintenance and Support is looking for 24 x 7 support framework. Could you please confirm, if pricing for 24 x 7 needs to be provided? If so, there is no place holder for 24 * 7 in Financial Proposal template. Please let us know where to provide the pricing. A: Yes, please provide pricing for Maintenance and Support; Please see below example of modified financial proposal template: Table B: Application Managed Services Description of Activity Quantity Monthly Price in USD I. Infrastructure Support Monthly for 3 years II. Application Support 40 hours -application of patches per month -fixes as required for 3 years -bundles as required -additional support (beyond Oracle support desk) Total Price for 3 years in USD III. Maintenance and Support 24 x 7

6 21. Project Schedule: Is UNDP open for Onshore and offshore resourcing model for Implementation? A: Yes only if vendor assures an acceptable level of connectivity. UNDP will not fund items such as enhanced bandwidth or allow direct connection to its hosting provider. 22. Project Schedule: Does UNDP expect in office or on call support for 24X7 support? A: Both models are acceptable. 23. Resource Requirements: As we understand, this is Fixed Price contract; do we still need to provide the CVs of the resources who would be working on the assignment? A: Yes; to understand the experience background of the proposed personnel. The CVs will be scored as per technical evaluation table in the RFP. 24. Resource Requirements: We assume that UNDP will provide VPN access to all the resources providing support (including offshore), Please confirm. A: Yes. 25. Project Description: Page 32, point 6, Maintenance and Support: We understand that support would be provided from offshore (Vendor premises) however UNDP is looking for 3-4 weeks of onsite & offshore support for initial support, please confirm. A: Understanding is incorrect. 26. Statement V Comparison of Budget to Actual: What is the system in which Budgeting and forecasting would be done? A: Initially a homegrown system but intention is to move to Hyperion Public Sector Planning and Budgeting. For Statement V, we would like this to be done in HFM pulling data from the Commitment Control module so that the financial statements are 1 set. 27. Statement V Comparison of Budget to Actual: Is the budgeting/forecasting done in PeopleSoft? A: Budgets are loaded into PeopleSoft but the preparation is done on a home grown system. 28. Statement V Comparison of Budget to Actual: In which system would this comparison be done? A: In HFM

7 29. Is implementation of Hyperion Planning in Scope for budgeting/forecasting? A: Not in scope 30. GL, source of Data and Metadata: What is the System from which data would flow into HFM? A: PeopleSoft 31. GL, source of Data and Metadata: Is there only One GL system or are there multiple GL Systems? A: One 32. GL, source of Data and Metadata: What are the requirements for metadata? A: Will be clarified during implementation phase 33. GL, source of Data and Metadata: What is the requirement for bi-directional data integration? A: In scope between Hyperion and PeopleSoft 34. GL, source of Data and Metadata: What are sub-modules? A: PeopleSoft sub-modules. 35. GL, source of Data and Metadata: What are entry permits requirements? A: Question is unclear. 36. GL, source of Data and Metadata: Do you have a standard Chart of Accounts for consolidation reporting? A: Yes. 37. GL, source of Data and Metadata: What is the current process for mapping disparate Chart of Accounts to the standard Chart of Accounts? A: Only 1 master COA exists. 38. GL, source of Data and Metadata: Describe the different methods that the reporting locations need to be aggregated (i.e. Legal, Tax, Segment).

8 A: To be determined during implementation phase. 39. Usage of FDM: Would there be a need for manual Adjustments to be done to the Financial Data? A: There is a need to do entries to fix items at a reporting level ; we currently use the RPT Ledger to do these entries which impact the financial statements but not our core USD Ledger. 40. Usage of FDM: Would FDM be used for this system? A: Unclear as to what is meant by this. 41. What are the requirements for Historical reporting? A: Hyperion should be able to reproduce past year/quarter/month financial statements in a future year/period. 42. Calculation: How many allocation methods? (Simple, medium, Complex). A: Medium. The Annex B to the RFP gives an example of the allocation method needed. 43. Calculation: Have you identified an approximate number of core calculations: (consolidation, KPIs, Base Intercompany Elimination, Typical Translation) A: 5-6 Annex B to the RFP gives an example of the most complex one. 44. Is IPSAS the only reporting standards being required of the HFM system? As per the RFP reporting as per IPSAS is the main requirement, Apart from IPSAS, How many Reporting Strategies are in scope (i.e Multi GAAP, IFRS, Management, etc.)? A: IPSAS primarily. There is some internal reporting beyond IPSAS that is included in the financial statements as per Annex A to the RFP but it s not complex and rather simple. 45. How many Input Currencies would need to be handled (Local Currencies specific to Entities)? A: Ledger is in USD and sub-module contain virtually every major global currency. 46. What are audit trail requirements? A: HFM has to be setup to ensure audit trail i.e. all entries are traceable as per minimum standards in PeopleSoft.

9 47. Security Requirements: Number of Users for the system? A: To be determined during implementation phase. 48. Security Requirements: Number of Groups (Common Set of Privileges) for the system? A: To be determined during implementation phase. 49. Security Requirements: What are operational security model requirements? A: HFM has a limited number of licensed users it would be ideal if security can be set by individual user within this group i.e. for some core users in the Corporate Reporting Team, access will be greater and control over master data/files is ensured. 50. Entity and Account Dimensions: Number of Entities/Cost Centers? Number of Rollups? Number of Accounts? Is implementation of EPMA in scope? A: 1 entity for now i.e. UNDP, Rollup primarily by GL Account (and Fund in some reports e.g. segment reports) (and by donor in other reports) (and by implementing partner in some reports), Approx GL accounts 51. DownStream Systems: Does this feed to other systems (Yes/No)? A: Unclear on what is meant by this. 52. Infrastructure Requirements: Is Infra Setup in scope? A: Successful bidder is not responsible for infrastructure /hardware purchase. 53. Infrastructure Requirements: If Yes -How many environments are in scope? Is an Infrastructure Architecting, Sizing and Planning Needed? A: N/A 54. Infrastructure Requirements: What are the Hyperion Tools shortlisted for this project? A: N/A

10 55. Infrastructure Requirements: Number of Installations in scope? A: Unclear as to what the definition of installations is. 56. Infrastructure Requirements: Based on your current understanding of application what level of customization is required? A: That is for the implementer to evaluate 57. Infrastructure Requirements: What are the ETL tools being considered?(fdm, ODI, EIS, erpi...) A: FDM 58. Engagement Model: Would an Onsite-Offshore model of delivery be fine? A: As long as it meets UNDP requirements. 59. Proposal Requirement: Would the proposal require provide an estimation of the Support needs as well? A: Yes. 60. Proposal Requirement: Would the estimation need to be provided for Infrastructure as well as Application and Functional support? A: No. 61. Proposal Requirement: Are there past initiatives or implementations that may be similar to what may be considered for this project? A: Questions is unclear. 62. OBIEE: Would the reporting layer for HFM be OBIEE? A: No. 63. OBIEE: What is the other reporting tools being considered? A: Unclear. Considered for what? 64. OBIEE: Is there a requirement for Multi-Language interface/reports?

11 A: Not at this time. 65. OBIEE: What is the current level of performance management by functional area balanced scorecarding, reports, management dashboards, etc? A: Question is unclear. 66. OBIEE: What differentiation exists between reports, analytics and metrics? A: Metrics: specific KPI or measures to value performance. Analytics, a collection of metrics or data points allowing organization to monitor progress/objectives. Reports, a collection of data points in support of a business process.

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