HomeMy WebLinkAbout26 - Instructions - Enterprise Resource Planning Software & Implement (6)Bozeman, MT
Data Conversions
Please use the descriptions below to complete columns F - L on the subsequent tab.
If the Respondent recommends additional data conversions, please add them in the table at the bottom of the next tab and include them in the fixed fee price.
Column
A
B
C
D
E
F
G
H
I
J
K
L
Response Key - Column E (Included in Scope?)
Available Response
Yes
Yes (with conditions)
N
Respondent Suggested Conversion Items
If Respondent believes County should consider converting additional data items, the Respondent should propose those conversions in this table.
Indicates input cell for Respondent to supply information
Header
Function
Item
Records to Convert
Approximate Records
BZN Comments
Included in Scope?
Recommended Records to Convert
Conversion Complexity
Estimated Client Hours to Complete (Standard Offering)
Estimated Client Hours to Complete (Enhanced Offering, if applicable)
Conditions
Comments
Description
Respondent agrees to complete the data conversion and it is included in the fixed fee price.
Respondent agrees to complete the data conversion and it is included in the fixed fee price but there may be conditions / caveats.
Respondent DOES NOT AGREE to complete the data conversion and it is NOT included in the fixed fee price.
Description
General functional area of data item.
Specific data item to be converted into new system. Please note clarifying notes provided in some cells, indicated by the red triangle.
Indicates type of data to be converted.
Approximate number of records, if able to estimate.
Additional context provided by Bozeman on the data.
Respondent to indicate if conversion is included in scope and price proposal.
The volume and / or years history of records Respondent recommends to convert. If this differs from City's expectation, please explain why in the comments.
The level of complexity, primarily from the City's perspective, of the data conversion.
The anticipated amount of hours required by the City to complete the conversion using the Respondent's standard conversion method.
If the Respondent offers an "enhanced" data conversion, the anticipated amount of hours required by the City to complete the conversion. Price for enhanced offering must be included
in the Price Proposal.
If the Respondent responds Yes (with conditions), provide the conditions here.
Respondent to provide any clarifying information.
Attachment 4.3 - Data Conversions
Function
General Ledger
Budget
Accounts Receivable
Accounts Receivable
Accounts Receivable
Benefits
Capital Assets
Human Resources
Human Resources
Human Resources
Payroll
Payroll
Payroll
Projects
Purchasing
Treasury
Respondent Suggested Conversion Items
Function
Add additional rows as necessary.
Item
Accounts (Trial Balance)
Budget & Actuals
Customers
Open Invoices
Delinquent Accounts and Dunning status
Participants & Dependents
Asset Records
Employee Records (e.g., name/ID, status, position, department, FTE, pay, benefit elections, seniority date)
Accrual Balances
Class Specifications & Wages
Employee Master Data - YTD Employee data to include; name, ID, status, position title, department, fund, pay rate, FTE, tax elections, direct deposit information, deductions. Must be
configurable by date range.
Payroll History - YTD Gross wages, OT, shift diff and other add pays, pre- and post-tax deductions, employer contributions, tax withholdings, garnishments, leave balances. Must be configurable
by date range.
Time Entry
Projects, including transactions
Contracts, including release balances
Check History
Item
Records to Convert
Current year + 2 years
Current year + 2 years
Active in last 2 years
Active / open
Active / open
Active employees and retirees in current benefit year
Active
Active (including active employee full history) + terminated in last 2 years
Active
Active
Active Employees and YTD Separated (further out of fiscal year or calendar year)
Active Employees and YTD Separated (further out of fiscal year or calendar year)
Active Employees
Active
Active
Active / open + YTD cleared checks
Type
Approximate Records
N/A
N/A
50
50
~20
~500
~1,600
~600 active, ~400 terminated
~600 employees x3 accrual codes
210
~850
~850
650
~1,100
~250
~1,000
BZN Comments
Includes active or fully depreciated in the current FA module.
The City’s current ERP contains over 2,700 project records, but due to limited historical governance, many do not reflect true project activity. The City is reviewing and cleansing this
file to identify only active projects that meet the best‑practice definition of a project; the project count provided reflects this current estimate.
These are not stored in the current ERP so would need to be entered, likely manually.
This is an estimate of outstanding checks at any given time. The City pays vendors through check so the majority of this figure is from AP checks, with a few AR and payroll checks.
Included in Scope?
Included in Scope?
Recommended Records to Convert
Recommended Records to Convert
Conversion Complexity
Conversion Complexity
Estimated Client Hours to Complete (Standard Offering)
Estimated Client Hours to Complete (Standard Offering)
Estimated Client Hours to Complete (Enhanced Offering, if applicable)
Estimated Client Hours to Complete (Enhanced Offering, if applicable)
Conditions
Conditions
Comments
Comments