RFP Microsoft Dynamics 365 Implementation Services and Managed Services Questions and Answers

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Verity Copeland
6 years ago
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1 RFP Microsoft Dynamics 365 Implementation Services and Managed Services Questions and Answers 1. In the scope of the work there was no mention of security. Do you have advanced security requirements? Our Security requirements are common to most utility businesses. We have customers, employees, salary data, vendors, purchase cards, energy data, investment/bond debt banking information, etc. We expect the Azure environment and Dynamics environment to meet our system security requirements. GRDA must undergo a financial audit each year, as well as a North American Electric Reliability Corporation (NERC) Critical Infrastructure Protection (CIP) and 693 (Transmission assets) audit every 3 years. In Section E.7 - GRDA Security Policies. Bidder, and all of bidders personnel (including subcontractors, if any have been approved by GRDA), will be required to successfully complete a Personnel Risk Assessment (PRA) prior to obtaining authorized cyber access or authorized unescorted physical access to certain restricted GRDA assets. PRA forms are available from GRDA upon request. Bidder must also comply at all times with all of GRDA s policies regarding physical and cyber access to restricted assets. 2. For payroll, is the only state in scope Oklahoma or are there employees working in other states? If so, do those state have reciprocity? Oklahoma only. 3. How many legal entities are included in the roll-out? Need more information on what is considered a "legal entity". 4. Did you discovery of D365 for payroll indicate D365 was a good fit for your listed requirements? Yes, our Payroll processing is quite complex due to an in-house written system. However, we are eager to streamline and utilize more standard configurations, where feasible. We are seeking a partnership with a vendor to help us evolve our processes to better align with out of the box functionality with industry standard practices. 5. You mention a 3rd party add-on for debt/investment management. Are there any other 3rd party requirements per your discovery with Microsoft? When D365 was demonstrated, we understood that the debt/investment management was not a built-in feature. Therefore, we are seeking a vendor who is experienced with add-on products that work well with integration with D365 environment for this functionality. 6. Did your discovery of D365 result in a fit for customer contract management requirements? Yes, our customer contract management is not overly complex. 1

2 7. In reference to B.4.4.4, how should we handle the possibility of needing 3rd party addons but won't know for certain until discovery is performed? Respond as best you can by noting that 3rd party products may be a better fit than out of the box D Are you expecting a multi-phase roll-out or a big-bang approach to the roll-out? We believe that a multi-phased rollout would be most feasible for our environment, where an implemented module can build upon the previous module. However, this is a first-ever enterprise wide implementation of this magnitude, and we are seeking guidance from an experienced implementation team to guide us to success. 9. What is the application & platform version GRDA has purchased? The Microsoft Dynamics 365 for Operations software licenses and Microsoft Azure Commercial hosted infrastructure have already been acquired by GRDA. 10. How many hosted infrastructure GRDA has provisioned? I believe we plan for 3 provisions - Test, Dev, and Production. However, we have yet to initialize the licenses and we are seeking guidance from an experienced implementation team to guide us to success. 11. There are 30 interfaces listed on page 14, can you please provide more info includes (a) Volume of the data (b) Frequency. See answer in table on page One of the data migration task is to migrate data from "Pay Maintenance (in-house)", what kind of database does "Pay Maintenance (in-house)" use? MS SQL Server 2000 running on Windows Server 2003 R RFP-42017_Final_1 states most of the data migration will include 3 historical data. May we know the approx. data volume? See answer in table on page What are some of the major paint points of current systems, including Dynamics SL and other legacy systems? Chart of Accounts, Project Accounting, Budget Management, Customer Contract Management, Payroll, HR, Time & Attendance, Purchasing, Inventory. 15. What version of Microsoft Dynamics SL GRDA has now? Dynamics SL 2011 FP1 - Professional. Version ( ). 16. Did you buy licenses for VSTS (visual studio team server)? Not that we are aware of. We can if necessary. 17. Can we have a copy of GRDA organization structure? If necessary and requested, we will provide this to the successful bidder. 2

3 18. Does GRDA already have the ERP program structure? If so, can we have a copy of this as well? Need more information on what is considered an "ERP Program Structure". We have an ERP Steering Committee and Project Team members, currently under development. However, we are seeking guidance from an experienced implementation team to guide us to success. 19. Are there resources residency requirements (H1b, Green Card & Citizen?) Are there any restrictions on offshore resources? GRDA prefers only US citizens for this project, specifically a vendor who can meet the eligibility requirements in A.3. Successful bidder must also comply with Section E, specifically E.5 regarding E-Verify program. 20. Should the RFP include the cost of the 5-year term Managed Services? Yes, preferably a separate and distinct line item. 21. Why are some of the deliverables on page 8 listed as draft? The word (draft) was meant to state that this would be the deliverables first pass or creation effort. Once the project progresses, these deliverables would be finalized. 22. Can you elaborate on the reporting scope? Standard Reports as well as Customized reports will be assessed and determined during the Planning Phase. 23. On page 9, what is meant by prototypes? Do you mean proof of concept demonstrations? Yes. This would be especially helpful during the Education Workshop within the Planning Phase. 24. Can QA testing be performed off site? Need more information of what is considered "off-site"? Our ERP environment will be on Microsoft's Azure environment, which is off-site. 25. What is your expectation on remote work? Remote work can be considered for certain instances. However, this is a first-ever enterprise wide implementation of this magnitude, and we are seeking guidance from an experienced implementation team to guide us to success. Onsite work is going to be mostly preferred with remote work accomplishing weekly meetings, checking status, reviewing module functionality, and other minor tasks. 26. OCM is normally integrated into an ERP project before the Testing Phase. Do you want us to adhere to your request or quote per best practice? Best Practice. 27. In a RACI scenario, who is responsible and accountable for end user training? GRDA expects the Implementation Vendor to guide us through the testing phase, jointly developing test scripts that are feasible to test our environment for user acceptance, however GRDA shall coordinate the test users, timing, and other logistics. 3

4 28. What is the timeline for vendor selection and projected start of engagement? Please see the Schedule of Events. GRDA is targeting to begin this project fall Are you willing to share budget expectations or a budget range for this project? GRDA prefers all vendors carefully review the RFP language, all Sections, Terms and Conditions and to complete the Price Sheet to best prepare their bid for this project effort. 30. How many competitors do you expect for this RFP? Unknown. Source System Data Element Years Retained Volume of Data MS Dynamics Financial balances and budgeted values (rollover balances plus 3 summary level balances and transaction ) GRDA would prefer 9 years of historical mapped monthly trial balance amounts AND 3. Pay Maintenance (in-house) MS Dynamics Payroll, HR, and Absence Purchase Orders Vendor File, Payment History, and Invoice History Fixed Assets Accounts Receivable All Active vendors and 3 year for those vendors No available in either system; only Excel spreadsheets About 30,000 transactions with 160,000 total lines in the past 3 years. Roughly 392,000 account/subaccount combinations. About 660 active employees, 1,855 employees total that have been tracked in HR/Payroll system since its inception Roughly 34,000 POs in the last 3 years and 1,800 active POs, 5,000 RFQs in the last 3 years, 700 active RFQs, 8,400 PRs in the last 3 years and 170 active PRs, Approximately 5,200 total vendors in Dynamics SL, 12,200 companies in, 28,101 invoices in the last 3 years and 370 active Invoices Roughly 5,600 batches in the past 3 years 4

5 MS Dynamics SQL database Accounts Payable Purchase Orders and receiving Vendor Registrations Listing Roughly 3,300 batches in the past 3 years Roughly 34,000 POs in the last 3 years and 1800 active POs Active vendors (about 3000); GRDA to refine 5

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