ERP RFP Pre-Proposal Conference July 26, 2019 Welcoming Opening - - PowerPoint PPT Presentation

ERP RFP Pre-Proposal Conference

July 26, 2019

Lakota Local School District

Welcoming Opening Remarks

• Lakota Team Introductions
• Lakota Local School District
• Project Sponsor

– Jenni Logan – Treasurer/CFO

• Project Manager

–

Adam Zink – Assistant Treasurer

• GFOA
• Eva Olsaker, Senior Manager
• Attendees in person
• Attendee on the phone

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Lakota Local School District

Why is Lakota Local School District looking for a new ERP system?

• Ohio State Software System
• ERP or upgrade?
• Strategic decision to explore ERP marketplace
• Integration to 3rd party solutions (e.g. Applitrack, MealsPlus) very

important

• The District needs a solution that can communicate with third-party systems
• With our next system, we expect data integrity and reporting

capabilities that provide value to our staff when they need it

• Improve technology and business processes
• Part of a collaborative ERP community

Lakota Local School District

Project Goals

• Improve District-wide business processes
• EMIS Ohio State / Compliance reporting
• Utilize modern technology to increase efficiencies
• Rely more upon technology, workflow, and much less on paper
• Utilize system for grant and project tracking and management
• Reduce the number of stand-alone and duplicate systems
• Where possible the District would like to use the ERP solutions functionality
• Time and attendance to meet District needs (e.g. call out substitutes)
• Benefits
• Online purchasing portal
• Utilize system to budget District personnel
• Utilize system to track inventory
• Utilize system to allow for position control
• Improve time and attendance reporting and efficiencies (electronic timesheet and

approvals)

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Lakota Local School District

Project Scope (Section A.4 of RFP)

• Professional Services
• Design
• Process improvement
• Configuration
• Integration
• Data Conversion
• Project Management
• Change Management
• Training
• Software / Functional (Attachment 6 –

Functional Requirements)

• Financials
• Accounting
• Cashiering
• Procure to Pay
• Asset Management
• Inventory
• Budget Planning and Development
• Human Resources & Payroll
• Recruitment
• Employee Management & Self-Service
• Benefits
• Time Entry & Attendance
• Personnel Evaluations
• Risk Management
• Payroll

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Lakota Local School District

Evaluation Process

• Three primary phases
• Written Proposal Evaluation
• Software Demonstrations & Interview
• The District expects to elevate three proposers
• Discovery
• The District expects to elevate two proposers. Focus is on

implementation.

• The District will “elevate” vendors to the next phase.

Proposers are not eliminated until the contract is signed.

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Lakota Local School District

Key Dates

• Proposals Due
• August 20
• Onsite Demonstrations & Interview
• 10/8 – 10/10
• 10/15 – 10/17
• 10/22 – 10/24
• Onsite Discovery
• 11/20 & 11/21
• Complete Negotiation
• January 2020
• GFOA to assist

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Lakota Local School District

Submittal Requirements

• Send ONE hard copy, THREE electronic/flash drives
• Use Attachment 1, Checklist to verify submittal

information

• Excel files required for:
• Attachment 6 – Functional Requirements
• Attachment 7 – Data Conversion
• Attachment 8 – Staffing
• Attachment 9 – Cost
• Attachment 10 – Interfaces
• Provide signed Attachment 11 – Vendors Information

Security and Compliance

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The District Looks Forward to Your Proposal

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Questions?