MLGCA Requirements for the Microsoft Dynamics SL Upgrade. Summary: Vendor Minimum Qualifications: Scope of Work: General:

Transcription

1 Summary: The Maryland Lttery and Gaming Cntrl Agency (MLGCA) will prcure a vendr t upgrade the Agency s current Micrsft Dynamics SL (Slmn) applicatin t the mst recent versin (SL 2015), as well as implement the Agency s use f new functinality within the applicatin. Due t the ptential cst f the upgrade and implementatin f additinal features, the MLGCA is requesting a qute t perfrm the base upgrade and migratin, as well as tw additinal qutes fr the ptin t implement the Accunts Payable and Requisitin mdules within the applicatin. The base upgrade includes all wrk described within the scpe, with the exceptin f the tasks assciated with Accunts Payable (Optin 1) and Requisitins (Optin 2). The MLGCA prefers t implement the entire scpe f wrk but may nt have the apprpriate funding available t d s at this time. Vendr Minimum Qualificatins: The vendr must be a Micrsft Gld Certified Partner fr Enterprise Resurce Planning (ERP) and have at least 15 years experience supprting Micrsft Dynamics SL r Slmn applicatins. In additin, the vendr must specialize in the installatin, cnfiguratin, and supprt f MS Dynamics SL, and perfrm the wrk withut utilizing a sub-cntractr. Scpe f Wrk: General: Prvide prject manager t versee and ensure the success f the prject. Perfrm required wrk n-site at the Lttery Headquarters in Baltimre, MD. Start prject within tw weeks f cntract award. Cnduct a business requirements review t better understand the scpe f wrk, and create a business requirements dcument. Execute a phased implementatin Test, Prductin, and G-Live. Install and cnfigure MS Dynamics SL 2015 (mst current versin f sftware including service packs) n a virtualized test server and cnfigure several wrkstatins fr user acceptance testing. Participate and supprt MLGCA user acceptance testing. Install and cnfigure MS Dynamics SL 2015 n a virtualized prductin system, and migrate user accepted system cnfiguratins frm the MS Dynamics SL 2015 test server t the prductin server. Facilitate and supprt the g-live activities required t place the upgraded MS Dynamics SL system int prductin. Database Cnvert/upgrade existing SL database Migrate data frm existing SL DB t new DBs (test and prductin) Verify integrity and cntinuity f cnverted data Set up autmated DB maintenance Cnfigure DB snapshts and backups Lg maintenance Autmate maintenance tasks Deliver a test and prductin DB Cnfigure, custmize, and test the fllwing mdules t meet MLGCA business requirements. General Ledger Accunts Payable; may just require training (Optin 1) Requisitins (Optin 2) 1

2 Cnfigure, migrate, and test a data imprt prcess t autmatically imprt jurnal entries via a text file int the general ledger. This may invlve using the existing prcess currently in place, r by develping a new autmated prcess fr imprts. Reprting. Cnvert and test existing reprts - General Ledger Mdule Create and test up t 5 new reprts - General Ledger Mdule Create and test 2 new reprts Accunts Payable Mdule (Optin 1) Create and test a custm reprt fr psitive pay Accunts Payable Mdule (Optin 1) Create and test 3 reprts Requisitin Mdule (Optin 2) Create and test custm reprts fr cnslidated reprting acrss multi-cmpanies Cnfigure and test functinality. Cnfigure and test the web client t supprt user access. Implement and test system and user security. Assist the MLGCA in setting up user grups and system security; windws authenticatin. Assist Lttery in setting up 20 user wrkstatins fr prductin access. Supprt MLGCA users during user acceptance testing and reslve any issues identified. Supprt MLGCA users pst prductin migratin t ensure the prductin envirnment cnfrms t test envirnment that was validated during the user acceptance prcess. Verify all peratinal aspects f the test and prductin systems t ensure the applicatin is functining prperly and meets MLGCA business requirements prir t g-live. Trublesht and reslve any errrs related t the expected functin f the database, server, etc Prvide n-site assistance fr tw days pst g-live. Prvide 16 hurs f end user training. General Ledger Accunts Payable (Optin 1) Requisitin Mdule (Optin 2) Reprting Prvide a fixed hurly rate fr supprt t be used pst g-live, as needed, fr a term f 3 years. Supplemental Details t General Scpe f Wrk: General Ledger General ledger cnfiguratin must meet r exceed the current functinality Migrate all screen custmizatins Jurnal Transactin screen Invice Screen Custmize 5 ther screens (TBD) Custmize Menu Set up 3 wrk flw menus Reprting Ensure the fllwing reprts are migrated and available in the new system in their current frmat r therwise accepted by the MLGCA GL Batch Cntrl Reprt GL Trial Balance Cmbined Ttal GL Batch Register Summary Errr Reprt (This reprt is nt a standard Slmn/Dynamics reprt that was custmized. This reprt wrks in cnjunctin with the jurnal entry imprt prgram) Custmer Trial Balance Open & Current Balance AR Transactins GL Detail General Ledger Reprt ARSCHED - Schedule f AR BSSTD - Special Purpse Stmnt. f Assets, Liab. & Net Assets CRA - Cmparative Revenue Analysis 2

3 CRADRILL - Cmparative Revenue Analysis SPECCHANGE - Special Purpse Statement f Changes SPECREV - Special Purpse Statement f Changes SPECREVYTD - Special Purpse Statement f Changes YTD WEEKBYDAY- Weekly Revenue/Expense by Day Reprt WEEKLY Weekly Revenue & Expenses REVCHGYTD - Special Purpse Statement f Changes SPECCHANGE - Special Purpse Statement f Changes BSSTNEW SALES Data Imprt Prcess (current prcess) A text file cntaining general ledger transactin (jurnal entries) is placed within a flder n the MS Dynamics system An applicatin mnitrs the cntents f the flder fr files, reads the text in the files, and imprts the jurnal entries int a hlding area within the applicatin The transactins are reviewed within the applicatin fr accuracy, and then accepted by the user. Once accepted by the user the jurnal entry is saved. Key Prject Deliverables (base upgrade): On-site supprt fr the prject Business requirements dcument Install and cnfigure, a fully peratinal and user accepted 2015 MS Dynamics SL Test system Install and cnfigure, a fully peratinal MS Dynamics SL Prductin system that is mirrr f the user accepted Test system Facilitate and supprt the g-live activities required t place the upgraded MS Dynamics SL system int prductin. Create databases and cnvert/migrate existing data Verify the integrity f the cnverted data Cnfigure database maintenance n bth test and prductin systems Custmized mdules as nted in the scpe f wrk Custmized menus and 3 wrk flw menus as nted in the scpe f wrk Fully functinal data imprt prcess fr jurnal entries Cnvert and test existing reprts. All reprts must meet business requirements 5 new custm reprts functinality, i.e. reprts mailed directly frm the applicatin Cnfigure and test the web client t supprt user access. Assist Lttery in setting up 20 user wrkstatins fr prductin access. Prvide supprt during user acceptance testing Trublesht and reslve any errrs related t the expected functin f the database, server, etc Implement and test system and user security. Assist the MLGCA in setting up user grups and system security; windws authenticatin. Prvide supprt during testing after the migratin frm the test t prductin envirnment Prvide n-site assistance fr 2 days pst g-live Prvide 16 hurs fr frmal end user training Fixed hurly rate fr supprt t be used pst g-live, as needed, fr a term f 3 years. All ther items per the scpe f wrk; and ptins 1 and 2, if implemented. 3

4 Additinal Optins t be Quted Separately: Accunts Payable (Optin 1) New implementatin Cnduct a business requirements review t better understand the scpe f wrk, and create a business requirements dcument. Requirements Ability t set up vendrs fr payments Track payments Print Checks Create reprt fr psitive pay prcess Create tw ther reprts (TBD) Cnfigure a data imprt prcess fr Accunt Payable infrmatin frm external systems Prvide 4 hurs f user training Primarily invlves initial set up and user training Requisitins (Optin 2) New implementatin Cnduct a business requirements review t better understand the scpe f wrk, and create a business requirements dcument. Custmizatin required Requirements Ability fr Agency users t submit requisitins Custmize fields t include data n current prcurement frm Cnfigure multiple (4) levels f apprval befre the prcurement divisin prcesses the request Reprting (up t tw reprts) Develp wrk flw Cnfigure autmatic ntificatins fr apprvals, etc Cnfigure business prtal fr user interactin Prvide dcumentatin n wrkflw Prvide 4 hurs f user training Prcurement frm prvided fr evaluatin f custm fields (See appendix A) MLGCA Respnsibilities: Prvide virtual envirnments cnfigured fr high availability fr bth the test and prductin systems. The servers will meet the MS Dynamics SL system requirements and have the latest versins f Windws Server 2012, SQL, and VMware installed. Prvide cmfrtable wrkspace Prvide IT resurce t assist with wrk Prvide an Accunting resurce t prvide an verview f current prcesses and fr the understanding f business requirements Prvide a resurce frm the prcurement divisin t define requisitin wrk flw and field custmizatin (Optin 2) 4

5 Appendix A (MLGCA Prcurement Frm) 5