HomeMy WebLinkAboutSection2City of Miami, Florida RFP No, 03-04-151
SECTION 2
2.0 Scope of Services
Introduction
The City of Miami is seeking proposals for competitively -priced consulting services from Enterprise
Resource Planning Systems Integrators (ERP-SI) who have experience in the public sector providing
ERP software implementation assistance in the functional business areas listed on the following pages.
After an extensive evaluation process, the City of Miami has selected Oracle Corporation's, Oracle E-
Business Suite as the preferred software application. The software to be installed will be the latest
generally available version.
City of Miami Overview
The City of Miami was incorporated in 1896. It has an Executive Mayor form of government with five
Commission members and a Mayor, each serving four-year terms, limited to two consecutive terms.
Miami is a City of 380,000 people and covers 35 square miles. It is located in Miami -Dade County and
hosts ten million visitors per year. The City of Miami employs approximately 4,500 employees and has an
annual operating budget of approximately $416 million.
ERP Project Overview
Background and Objectives
In 2001, the City of Miami partnered with an outside firm for the provision of an Information Technology
Strategic Plan. This plan highlighted a number of strategic technology initiatives the City needs to
complete within the next few years. The second highest initiative is the acquisition and implementation of
a commercial off -the -shelf Enterprise Resource Planning software system to provide modern, reliable,
efficient and integrated support for the City's finance, employee relations (human resources), budget,
payroll and purchasing functions.
During the implementation of the ERP software, the City is planning a fundamental change in its business
processes and favors using these applications following the guiding principles of "Zero
Customization" to incorporate best business practices to meet required business needs. Miami will
benefit from a city government that is innovative, proactive and utilizes applications that facilitate
interoperability and the sharing of information across departmental boundaries.
The City has selected the Oracle E-Business Suite solution and anticipates changing current business
processes to utilize industry best practices, rather than modifying the software, to facilitate the
implementation as a first course of action.
The City has identified a series of business and technology objectives for the ERP project. At a high
level, the business and technology objectives focus on efficiency, decision -making, accountability, and
customer service as described below:
Efficiency: Reducing non -value-added and redundant activities and streamlining processes
and the supporting technologies; improving management of activities and programs
through improved visibility to data.
Decision -Making: Increasing access to timely and accurate data to improve forecasting,
planning and program evaluation and to address mandated reporting and compliance
issues.
Accountability: Increasing the accuracy, timeliness, and integration of data to provide the
means to hold managers accountable for the financial impact of their decisions.
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City of Miami, Florida RFP No, 03-04-151
Customer Service: Increasing levels of service to internal (e.g., employees, other
departments) and external Customers (e.g., citizens, vendors, businesses, visitors, other
governmental entities) through increased access to accurate and timely data (including
the use of e-commerce, e-government and web -based solutions) and other service
improvements resulting from visibility of data and streamlined processes.
ERP Project Phases
The ERP project consists of three phases as follows:
Phase 1 — Business Process Review
The first phase of the project has focused on Business Process Review (BPR) and the development of a
long-term business and technology vision. The City selected an outside firm to assist with BPR and on-
going business change management / transformation. The BPR concluded the last week in February
2004. The City recognizes that an integral part of this initiative is a willingness to alter current business
practices in order to maximize the benefits of an ERP product. As a result, the City may change its
business practices to conform to the ERP environment where practical. In order to guide the City of
Miami for the on -going ERP implementation project, Subject Matter Experts were also engaged.
The results of the BPR can be found at:
htto://ci.miami.fl.us/procurement/ERP/End to End Validation.zip
htto://ci.miami.fi.us/nrocurement/ERP/Current State.zio
http://ci,miami.fl.us/orocurement/ERP/Best Practices Vision.zip
http://ci.miami.fl.us/procurement/ERP/Business Reauirements.zio
The successful ERP-SI must posses an intimate understanding of these results.
Phase 2 -- RFP for ERP Software and RFP for ERP-SI.
This phase is currently in progress and consists of the activities necessary to solicit and select ERP
software and an ERP-SI, which includes the development of two RFPs: one for ERP software, and one
for an ERP-SI.
The City has completed the selection of the ERP software, and has issued this RFP for selection of the
ERP-SI which will assist the City in the implementation of the ERP Software in the following areas:
• Software Installation and Configuration
• Project Management
• Conversion and Archiving of Legacy Data
• Interfaces (in -bound and out -bound) to existing City of Miami systems
• Interfaces (in -bound and out -bound) to external systems
• Future Interfaces (in -bound and out -bound) to existing systems and external entities
• Software Customizations (if needed)
• System Testing, Operational Verification and Validation
• Deployment
• Training of City Project Team and End -User Trainers
• System operation and maintenance planning
• Security Planning and Configuration
• Data Archival Planning
• Infrastructure sizing, installation and tuning
• Risk Identification and Mitigation
• Change Management and Communication
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City of Miami, Florida RFP No. 03-04-151
Phase 3 — Software Implementation & Business Transformation
This phase will begin after the completion of Phase 2 and will include implementation of the ERP software
and the City's business transformation.
ERP Project Organization
Responsibility for overall project direction and accountability is vested in the Steering Committee. The
Steering Committee provides guidance and oversight for the project and ensures timely decisions.
The Steering Committee provides guidance and advice to the Project Sponsor (City Manager) in setting
direction, establishing policy and resolving major issues. The Steering Committee is comprised of the
CFO, CIO and Directors from the key Departments.
Day-to-day management responsibilities reside with the City's ERP Project Manager.
ERP Functionality
The City is seeking to acquire the functionality that can be provided by an integrated suite of software.
The general functions that comprise the anticipated scope for the integrated ERP system are the
following:
Process
Sub -Process
Planning and Improvement
1.
Strategic Resource Management
1.1. Environmental Analysis
1.2. Strategic Resource Planning
1.3. Position Control
1.4. Leadership Development
2.
Organization Effectiveness
2.1. Organization Assessment
2.2. Organization Planning and Design
2.3. Organization Measurement and Accountability
2.4. Organization Alignment
3.
Learning and Development
3.1. Learning and Development Assessment
3.2. Design and Development of Curriculum
3.3. Individual Assessment
3.4. Training Administration, Delivery & Evaluation _
Hire to Retire
4.
Recruiting and Staffing
4,1. Requisition
4.2. Sourcing
4.3. Candidate Intake and Assessment
4.4. Hire Decision and Offer
4.5. New Hire
5.
Employee Data Management
5.1. Employee Data Maintenance
5.2. Employee Record Retention
5.3. Management Reporting
6.
Exit Management
6.1. Voluntary Termination
6.2. Involuntary Termination
Care and Feeding
7.
Time and Attendance
7.1. Employee Setup and Schedule Changes
7.2. Labor Distribution
7.3. Maintain Calculation Rules
7.4. Time Collection
8.
Benefits Administration
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City of Miami, Florida
RFP No. 03-04-151
Budgeting
Finance
8.1. Open Enrollment
8.2. Life Events
8.3. Career Events
8.4. Inquiries
8.5. Claim Benefits
8.6, Plan Year -End Processing
9. Compensation Administration
9.1. Compensation Administration
9.2. Job Analysis/Job Evaluation
9.3. Management Information & Reporting
10. Payroll
10.1. Payroll Processing
10.2. Garnishments
10.3. Deduction and Earnings Codes
10.4. Payroll Tax
10.5. W-2's
10.6. Check Reconciliation and Direct Deposits
11. Budget Formulation
11.1. Review Guidelines
11.2. Scan Environment
11.3. Develop Driver Model
11.4. Adjust Op Plans
11.5. Consolidate Budgets
11.6. Approve Budget
11.7. Communication of Fin & Op Targets / Budgets
11.8. Run Model on Multiple Scenarios
11.9. Business Case Review
12. Business Performance Reporting
12.1. Define Information Requirements
12.2. Create Change Request
12.3. Evaluate Components Requested
12.4. Evaluate Change Effort
12.5. Process Request
12.6. Publish Information
12.7. Add Commentary
13. Outlook/Interim Forecast
13.1. Review Forecast Guidelines
13.2. Scan Environment
13.3. Compare to Last Fin Plan
13.4. Refine Driver Model
13.5. Adjust Op Plans
13.6. Consolidate Forecast
13.7. Approve Forecast
13.8. Communicate Fin & Op Targets / Budgets
13.9. Generate Business Cases
13.10. Load Forecast into a Data Repository
14. General Accounting/Consolidations
14.1. Account Addition and Maintenance
14.2. Journal Voucher Processing
14.3. Period End Close
14.4. Account Analysis and Reconciliation
15. Cash Management
15.1. Account Maintenance / Management
15.2. Develop Cash Position
15.3. Funds Mobilization & Transfers
15.4. Bank Reconciliation
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City of Miami, Florida
RFP No. 03-04-151
15.5. Cash Forecasting
15.6. Account Analysis
15.7. Management Reporting
16. Treasury
16.1. Develop Cash Position
16.2. Funds Mobilization & Transfers
16.3. Cash Forecasting
16.4. Management Reporting
16.5. Development of Treasure Policies / Procedures
16.6. Management of Bank and Brokerage Relations
16.7. Analysis / Evaluation of Financing Alternatives
16.8. Negotiation of Financing and Loans
16.9. Management and Servicing of Debt
16.10. Execution of Bond Offerings
16.11. Issuance and Management of Debt Instruments
16.12. Forecasting/Planning for Debt/Cash Management
16,13. Evaluation of Alternative Investment Opportunities
16,14. Management of Financial Investments
Order to Cash
17. Customer Billing
17.1. Maintain Pricing
17.2. Process Billing
17.3. Reconciliation and Error Resolution
17.4. Period Close
17.5. Reporting
17.6. Record Retention
18. Accounts Receivable
18.1. Setup Electronic Payments
18.2. Process Direct Payments
18.3. Perform Auto Match
18.4. Review Non -Matched Payments
18.5. Adjustments
16.6. Perform Dispute Resolution
Source to Pay
19. Contracting
19.1. Solicitation Creation
19.2. Solicitation Communication
19.3. Solicitation Receipt
19.4. Solicitation Evaluation
19.5. Solicitation Award
19.6. Contract Creation
19.7. Contract Communication
19.8. Contract Management
20. Supplier Performance Measurement
20.1. Performance Measures and Target Development
20.2. Performance Monitoring and Evaluation
20.3. Supplier Performance Review and Action Plan Development
21. Requisition and PO Process
21.1. Requisition Creation 1 Processing
21.2. Standard PO Creation / Processing
21.3. PO — Change Order Creation / Processing
21.4. Procurement Card Processing
22. Accounts Payable
22.1. Supplier Maintenance
22.2. invoice Processing
22.3. Payment Processing
22.4. Period End/Reporting
22.5. Error Resolution
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City of Miami, Florida
RFP No, 03-04-151
22.6. Record Retention
23. Fixed Assets
23.1. Process Additions
23.2. Maintain Assets
23.3. Retire Assets
23.4. Accounting/Period Close
Plan to Complete
24. Grants
24.1. Pre -Award Process
24.2. Post -Award Process
24.3. Grants Spending/Monitoring
25. Project Accounting
25.1. Project Setup
25.2. Process Expenditures
25.3. Project Costing
25.4. Revenue Accrual
25.5. Period Close
25.6. Project Close
The City has acquired Oracle E-Business Suite to include (at minimum) the following
modules/components:
Product Description
License Type
Quantity
Grants
Application User Perpetual
25
Payroll
Person Perpetual
4372
Sourcing
Application User Perpetual
5
iRecruitment
Person Perpetual
4372
Balanced Scorecard
Employee Perpetual
4069
Change Management Pack
Named User Plus Perpetual
r 50
Change Managemetn Pack
Processor Perpetual
4
Diagnostics Pack
Named User Plus Perpetual
50
Diagnostics Pack
Processor Perpetual
4
Tuning Pack
Named user Plus Perpetual
50
Tuning Pack
Processor Perpetual
4
Discoverer Desktop Edition
Named User Plus Perpetual
10
E-Business Suite Employee User
Employee User
3662
E-Business Suite Professional
User
Professional User
407
Internet Application Server
Enterprise Edition
Named User Plus Perpetual
50
Internet Application Server
Enterprise Edition
Processor Perpetual
4
Internet Developer Suite
Named user Plus Perpetual
10
Open System Gateways
Computer Perpetual
1
Oracle Database Enterprise
Edition
Named User Plus Perpetual
50
Oracle Database Enterprise
Edition
Processor Perpetual
4
Self -Service Tutor for
Applications
Employee Perpetual
3662
Tutor for Applications
Application User Perpetual
407
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City of Miami, Florida
E-Business Suite includes the modules below
RFP No. 03-04-151
Category
Programs
Marketing
Marketing, Trade Management
Sales
TeleSales, Field Sales, Quoting, Incentive
Compensation
Order Management and Logistics
Order Management, Inventory Management,
Advanced Pricing, Configurator, Mobile Supply
Chain Applications, Warehouse Management
Procurement
Purchasing, E-Business intelligence, 'Supplier
Portal
Manufacturing
Discrete Manufacturing, Flow Manufacturing,
Process Manufacturing
Maintenance Management
Enterprise Asset Management
Service
iSupport, TeleService, Field Service, Advanced
Scheduler, Mobile Field Service, Depot Repair
Contracts
Service Contracts, Project Contracts
Projects
Project Costing, Project Billing, Project Resource
Management
Product Lifecycle Management
CADView 3D
Financial
Financials, Advanced Collections, Treasury,
Financials & Sales Analyzers, E-Business
Intelligence
HR Applications
Human Resources, Self -Service HR, Advanced
Benefits, HR Intelligence
Interaction Center
Advanced Inbound Telphony, Advanced Outbound
Telephony, Scripting, eMail Center
Other
Customer Model, Customer Data Librarian
Employee
iProcurement,'Support, Internet Time, Internet
Expenses, 'Receivables, Self -Service HR, Training
Administration, Customers Online
Electronic Orders
iStore, Order Management, Inventory
Management, Release Management, Advanced
Pricing, Configurator, Purchasing
The City does not anticipate implementing the entire E-Business Suite, only those modules required to
meet the City's stated requirements.
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City of Miami, Florida RFP No. 03-04-151
In addition to the Oracle E-Business Suite modules/components listed, the City of Miami may implement
additional third -party software components as part of the ERP solution.
The City is also considering implementation of Business Intelligence and Balanced Score Card
functionality within the Oracle E-Business Suite.
Technical Infrastructure
The technology needed to support the City's ERP Project will add substantially to the technical
infrastructure used by the City's existing business applications. The remainder of this introduction
describes the existing technological environment and outlines the technologies that might be in place
when the ERP software has been fully deployed. The new ERP software for the City will deliver new,
mission -critical technology to support enhanced business processes. The ERP application will become a
primary component of the City of Miami applications environment. Descriptions of both the current and
planned environments have been included to illustrate the anticipated environment in which the Vendor's
product will operate.
Current Environment
Currently, the City's legacy environment utilizes a Unisys Libra 520 mainframe computer, which supports
legacy applications, such as: Public Safety, Payroll, Finance, and Permits. The Libra 520 is located on
the 5th floor of the Miami Police Department Building, located at 400 NW 2nd Ave. The database
software used on the Libra 520 is Unisys DMS II, version 4,7 or higher. The operating system used on
the Libra 520 is MCP, version 8.1 or higher. Approximately 90% of the City's enterprise transactions are
conducted through this legacy environment. The Libra components include an EMC CX700 SAN and a
StorageTek StorageNet 6000 tape silo both configured to support MCP and open systems based
applications..,
The City also has a Windows Network using TCP/IP protocol, which supports approximately 2500
personal computers. These computers run Windows XP/ 2000 / NT 4.0, Microsoft Office 2000/2003/XP,
mainframe terminal emulation, fax clients (FacSys and Faxination), Norton Antivirus, B&L workstation
based backup client, Microsoft SQL/Access databases, and various other desktop applications.
Individual workstation storage is both local and server based. Internet access for the client workstations
is provided through four T1 lines currently centralized at two of the City's "Super Sites" and controlled by
Proxy servers.
Additionally, the City hosts its own Internet and Intranet domains (multiple) in the Windows environment.
Approximately 100 Windows NT/2000/2003 servers are installed in the network supporting file storage
and retrieval, email, fax, antivirus, authentication, connectivity, Intranet, Internet, Remote Access, VPN,
SQL databases, ISA, Intrusion detection, MS Project, applications, etc. A Metro Ethernet link, capable of
1GB communication speeds, connects the Miami Riverside Center (MRC) site with the Police building.
Pix Firewalls are used for Internet and internal connection security. An enterprise SQL 2000 server
serves approximately 20 applications. A SQL 2000 staging and SQL 2000 test server complements the
SQL infrastructure. A medium size SQL server is used for Internet SQL based applications. Additionally,
the City has an EMC 4700 SAN and StorageTek L700 Tape Silo (-200 tapes) located at the MRC, which
are configured for open systems access. The City utilizes Veritas software (v5.1) to administer open
systems backups.
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City of Miami, Florida
RFP No. 03-04-151
The City envisions migrating its legacy applications to an open applications platform (WinTel) over the
next few years and anticipates the expansion/enhancement of the current and proposed network
infrastructure to meet these needs. Additionally, the City plans to expand the current portfolio of
information technology products and services offered to its external and internal clients. Web based
applications and services will be expanded to provide both static and dynamic content to the City's
citizens, businesses, and employees.
Physical Network
The physical network consists of approximately 60 sites utilizing a combination of Metro Ethernet, direct
connect T1s, frame relay circuits of bandwidths varying from 64KB to T1, DSL and dial -up. The main
concentration of clients is located in two major sites: MRC and Miami Police Department (MPD). These
two major sites are connected via a Metro Ethernet connection capable of Gig-E communication speeds,
with frame relay T1 lines utilized as backup.
Approximately 330 mobile clients utilize Edge wireless connectivity at 84 — 90 kbps speed. Four T1 lines
supply access for Internet clients to the City Web servers at both the MRC and MPD. Mainframe access
for all City clients is provided via communications links to the MPD building.
Server resources may be added, deleted or relocated periodically. While Police clients use roaming
profiles, the remainder of City clients utilize local profiles. Approximately 40% of City clients store
personal documents in shared points on file servers, while the remaining 60% store documents locally.
Centralized server storage (non mainframe) is backed up utilizi ®ntas back so re t e
MRC and MPD sites. All City sites utilize Cisco routers and Cisc� s f l c,eiCC,partme
infrastructure is supported by a Windows 2000/2003 and Microsoft Exchange 2000 network.k.4 PAL
The network is composed of a single forest containing O1cIT4Q e9rres: 0(
and a second for MPD clients. A limited number of 802.xx clients, }atiljzingg C �nd Enterasys access
points and bridges, are located on both domains. The City expect rZ802.xx offering in the
near future. As of January 2004, approximately 60% of the worksta Ae aidg tgle � 2Q00 and
40% Windows XP, with 80% of the servers running Windows 2000 0 off VV ffSS
Other Network Considerations EMC CX700 SAN
Beyond the current status of the City's network infrastructure, the Citairty�' rl ei= - U
High speed links (Metro Ethernet) currently connect the three "super sites (PM, City all an. �11 4to
allow: (-6000 Tape Capcity
• Installation of new servers in those buildings in order to serve the entire Ci IiGe@ 6cMging ^'1000
Mc
the
response me. �raet
• Movement of current servers between these building without`�ff�d g �t�rttsPtesp
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City of Miami, Florida RFP No. 03-04-151
• Installation of fault -tolerant servers, as replicas for disaster recovery plans (with MPD as primary
site, MRC as backup).
• A network communication design that allows for continued connectivity between the "super sites"
when one link is down,
▪ Capability to add services or features without major changes to the infrastructure. Examples of
these issues are: Transmission encryption, Voice over IP, Video stream, image enabled
applications.
• Transfer of servers from the MRC building to the MPD building without a degradation in response
time,
• Installation of new servers in the MPD building for redundancy purposes.
• Use of protocols and communication technologies that ensure maximum security, prevent loss of
data and minimize vulnerabilities against intruders.
• Centralization of local file storage in share points located on centralized file servers.
• Centralized management of the communication links and LAN WAN equipment
Software Licenses in the City of Miami
The City of Miami currently utilizes a Microsoft Enterprise Agreement to procure Microsoft Software for its
desktop and server hardware. The Enterprise Agreement provides the following software licenses for its
desktop environment: Windows Desktop 05, Office Professional, Windows Server CAL, Exchange CAL,
SMS CAL and SQL CAL. The City uses as its' best practice the installation of the latest version of MS
Office every time a new group of PCs or a single PC is deployed. The City's policy provides that 25% of
its desktop hardware and 20% of its server hardware are replaced on an annual basis. The
implementation of this policy generally allows the presence of the two latest Microsoft Desktop Operating
Systems and the two latest Microsoft Office versions to be present on the network at any one time. The
City utilizes the TCP/IP communication protocol and does not support other protocols, such as Netbeui
and Novell.
The City utilizes Symantec's Enterprise Ghost product to deploy the base image for new or redeployed
PCs. Microsoft SMS, Group Policies and other tools to deploy service packs and patches. Additionally,
Symantec's Enterprise Antivirus software is deployed on desktop and server hardware.
A typical PC used by the City contains the following software components: MS Office, Norton Antivirus,
Mainframe emulator, Acrobat Reader, Fax client, MS Internet Explorer, Outlook as the email client, SMS
client, MS VPN client, Proxy client, and other specific City of Miami applications.
The City utilizes a Microsoft Infrastructure for core services, such as SQL, Exchange, Proxy, ISA, SMS,
VPN, OWA, Share Points, MS Project, Terminal Services, Cluster, Certificate Authority, Active Directory,
Kerberos Authentication, etc... Each desktop has the appropriate rights to access these services.
Key Software Components
The City's key software components are composed of the following:
Databases
Microsoft SQL/Server 2000 Enterprise Edition
Unisys DMSII
Microsoft Access
Operating. Systems
Unisys MCP 8.1
Microsoft Windows 2000, XP and 2003
Development Tools
Modis Solutions XGEN
Microsoft Visual Studio.NET
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City of Miami, Florida RFP No. 03-04-151
DreamWeaver MX
Microsoft SQL Server
ASP
Microsoft Access
Crystal Reports v. 9
Cypress Enterprise Manager
Management)
(Output
Design
and
Red Dot
Languages
Cobol 74
Microsoft Visual Basic
Microsoft Visual Basic.NET
Microsoft Access
ASP
C++ and C#
Existing Applications
City staff currently use a number of mainframe, server and departmental applications to support their
business processes. Many of these applications will be fully or partially replaced by or interfaced with the
proposed Enterprise Resource Planning (ERP) software and are described here to provide a more
complete view of the existing application environment.
The City of Miami's applications operate in an environment of a Unisys Libra 520 Mainframe and
Windows NT Servers. Most of the applications were developed internally, while some of the applications
are third party developed. The mainframe applications were developed in COBOL and XGEN and utilize
DMSII databases. Server based applications were developed in Visual Basic, SQL and MS Access and
utilize SQL/Server databases.
Some "cottage industry" applications have been developed by user department staff in MS Access or MS
Excel and are not supported by ITD. These applications are used to capture information not maintained
in a mainframe or server application or to extract data from the mainframe for re -formatting and reporting.
Manual systems also include physical forms and manual record keeping systems.
Application Retirement List
Some applications utilized by the City of Miami will be retired with the implementation of the ERP suite of
applications. All applications on the following list have been developed in-house by the City of Miami or
are third -party applications customized by the City of Miami. An exception to this is the third -party
application GEMS Financial Management System which is maintained by SCI, Inc. All applications reside
on the Mainframe or on Windows Servers. The City is currently identifying the applications that may be
retired by implementation of the ERP Software. The table that follows is a partial list of the applications
that the City has thus far identified as candidates for replacement with the proposed ERP system.
Application Name
Description
GEMS Financial Management
System (FMS) v. 6.3
Consists of General Ledger, Grants Management, Accounts
Payable, Purchasing, Fixed Assets and Accounts Receivable/Cash
Receipts (Windows Server)
Accounts Receivable (AR)
This system creates/process bills for Certificate of Use,
Boilers/Elevators, Occupation Licenses, liens (lot clearing, public
works, etc.), etc. Additionally, the system will also process dunning
letters, collection agency transfers, aging of accounts, and license
forms for each of the bills. This is a legacy system customized from
an original Moore Governmental Systems Inc. system. (Mainframe)
Pending Liens (ARPS Module)
Module of Accounts Receivable Property System (Mainframe)
Bank Reconciliation
Reconciles all city bank accounts for Accounts Payable, Payroll,
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City of Miami, Florida
RFP No. 03-04-151
Application Name
Description
Workman's Compensation and Claims. This system does not have a
data base. It processes reconciliations based on flat files that are
Personnel
This system tracks applicant tracking, job requirements, employment
history, position control and history, etc. This is a legacy system
customized from an original Moore Governmental Systems Inc.
system. (Mainframe)
Payroll
This system collects time and attendance information, tracks
automatic earnings, deduction modifications, pay changes, tracks
leave accruals, processes pay checks/direct deposits, creates W2's
and annual benefit statements, EEO reporting, etc. This is a legacy
system customized from an original Moore Governmental Systems
Inc. system. (Mainframe)
Salary Projections
The Salary System is used during the annual budget process for
salary forecasting. (Mainframe)
Budget
This system is used to project and monitor the City's budget. The
projections are done on a five year basis. Monitoring is done on a
monthly basis. This system processes an interface file frorn Payroll
for position counts and salaries and a file from SCI. (Windows
Server)
Police Personnel
Police assignments tracking system. (Mainframe)
Police Applicant Tracking
Entry and retrieval of information pertaining to individuals applying
for Police Officer or Public Safety Aid position within the Miami
Police Department. (Mainframe)
Police COINS Reporting
EEO Reporting (Mainframe)
Police Driver Profile System
Tracking system for police personnel driving profiles. (Mainframe)
Police Substance Abuse
Police personnel random drug screening and employee violations
selection process. (Mainframe)
Police Training Management
Entry and retrieval of information pertaining to the training of
individuals employed by the Miami Police Department (Mainframe)
Police Time Accounting
This is a front-end to the payroll system for the police department.
This system keeps track of time for police employees at all levels. It
also keeps track of and interfaces to Payroll, the Salary Incentive
dollars that are paid to employees. It also tracks days off for shift
personnel and provides more detailed cost center analyses than the
payroll system. (Mainframe)
Fire Personnel DB
Tracks fire personnel assignments, seniority, light duty and other job
related activities. (Windows Server)
Fire Substance Abuse Screening
& Violation Tracking
Tracks suspected personnel drug abuse cases. Determines on a
daily basis the random screening of sworn employees for substance
abuse testing. Tracks violations. (Windows Server)
Fire Training
Tracks Fire department training (Windows Server)
Fire Hazmat Training Tracking
Tracks the training on Hazard Materials (Windows Server)
Fire Overtime
Tracks Fire department overtime (Windows Server)
Interfaces
Interfaces will be needed from the ERP system to third party applications and internally -developed City of
Miami applications. The City is currently identifying additional interfaces that may need to be developed
with the ERP system Appendix C includes a possible future state interface diagram.
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City of Miami, Florida
RFP No. 03-04-151
ERP Interfaces to Third Party Applications
The following is a list of anticipated interfaces to third party applications to be developed for
the ERP solution:
Type
ERP Interfaces to Third PartY Applications
ITD Trouble Tickets
ERP HR to NAI MAGIC — ITD Help Desk Trouble Tickets
Time and Attendance
ERP HR interface to and from Kronos Timekeeper Central v4.3 time
and attendance
Employee Demographics
ERP HR to Peopleware Training Tracking system v 2.72 for
employee/job demographics
Worker's Compensation
Gallagher Bassett worker's compensation system (Risc-fax) to ERP
GL for both workers compensation claims tapes and for employees
Personnel Tracking
ERP HR to Image Track File Folder System/Color Bar for name,
department, bargaining unit, employee status and position
(Smeadlink v. 5.0 and Colorbar Gold v. 3.5)
Pension
ERP HR and Payroll to Pension Gold v. 2.7 for pension information
(Levi, Ray & Stroup, Inc.)
Police internal Affairs
ERP HR to IAPro - Internal Affairs Police Application
Dade County Folio
ERP to Tax / Customer information
MP2
Asset Management
GIS — ESRI
(Environment Systems Research Inc) ArcView — Billing / Fixed
Assets
CRM
rMotorolla CSR (Customer Service Requests)
Marina Management System
Manages marina operations and financials
Lindsey
Community Development
CityView
Land management system developed by Municipal Software
ERP Interfaces to Internally -Developed Systems
The following internally developed City of Miami systems may interface to the ERP:
TYpe
ERP Interfaces to internally Developed Systems
Personnel Tracking
Fire Notice Web -based bulletin board of official Fire Department
notices (Portal)
Personnel Tracking
Police Court Liaison Tracking system for subpoenas issued to
police personnel. It also tracks court attendance
Accounts Receivable
Burglar Alarms to ERP AR for billing/invoice information
ERP Interfaces to External Systems
Type
ERP Interfaces to External Systems
ACH Transactions
Automatic Clearing House interfaces to multiple banks and financial
institutions for AP Checks using Positive Pay
Federal Reserve Bank
Bonds
Unemployment information
Department of Revenue
Lock Box
BilLpayment to ERP AR
Other Application Plans
In addition to the existing applications that either will be replaced directly by or interfaced with ERP, the
City is planning to implement Land Management, Datastream 7i, CRM1311 (Motorola's Customer Service
Request (CSR)), Police Dispatch Reporting (Motorola Printrak), and Fire Records and Fire Dispatch
Reporting (Tiburon) systems that will replace many other existing applications over the next two years.
Other mainframe and server applications exist that meet specific business requirements which are not
included within the scope of this project.
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City of Miami, Florida RFP No. 03-04-151
The City is currently evaluating the possibility of procuring and integrating with this ERP a third party
budgeting package.
The City of Miami is currently assessing its entire application portfolio to determine if any additional
applications not previously mentioned may be eligible for retirement, redevelopment or renewal. The
application assessment is anticipated to be completed prior to the arrival of the ERP-Sl. The assessment
may result in the inclusion of additional interfaces andlor data conversions not specified within this RFP.
The ERP SI should assume additional interfaces and/or conversions may be required and make an
estimated allowance. The estimated allowance should include the number of additional
interfaces/conversions, the complexity of the additional interfaces/conversions, the hours allowed, and the
effective rate.
Planned Environment
The City expects to run Oracle E-Business Suite on Windows servers. The database management
system will be Oracle Database Enterprise Edition with a restricted use license. The proposed ERP
infrastructure is thin -client with a minimum of a 3-tier architecture.
As defined by the City, 3-tier applications are composed of:
• Workstation or presentation interface layer
• Business logic or application layer
• Database layer and data management tools
In the 3-tier architecture envisioned by the City, the user's computing device (PC, Personal Digital
Assistant [PDA]) provides the interface and any application -specific entry forms. Business logic, in the
second tier, is located on an application server attached to the client (user's computing device) through a
LAN or WAN. The business logic determines what data is needed, where it is located, and what must be
done with it. The third tier includes the database management system.
The middle tier of application servers will feature redundancy and fail -over capabilities to meet the City's
need to deliver and support citizen services 24 hours a day, seven days a week. Similarly, the database
tier will mirror on-line data to maintain a current, protected copy of all business information. Both the
application and data layers of the architecture will be backed up at a remote cold site. Redundant
hardware, mirrored data, and fail -over capabilities will ensure near 100% availability of all business
applications.
A 3-tier hardware architecture parallels the application architecture and includes a database server, one
or more application servers, and client computing devices. The City expects that all user computing
devices will be a web -based thin -client (i.e., will not require client -side software beyond the computing
device's operating system, and the City's standard client -side software). The goal is to eliminate the need
to deploy and support application software on client computing devices. The City has a strong desire to
implement single sign -on facilities and is prepared to implement the necessary infrastructure to support
this.
This 3-tier architecture (both application and hardware) will combine with the City's web -based, server -
based and mainframe applications to provide a complete software solution for supporting all of the City's
business processes. The City also desires employee/manager self-service and citizen e-government
functionality that will allow its citizens and constituents self-service functionality in all functional areas.
Mandatory Requirements (Proof of compliance with these mandatory conditions must be provided
in the proposal.)
1. Prime ERP-SI must have been the Prime ERP-SI on a successful Oracle E-Business Suite
implementation within the last two (2) years.
2. Prime ERP-SI must have experience on a successful ERP implementation within the Public
Sector within the last five (5) years.
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City of Miami, Florida RFP No. 03-04-151
3. Prime ERP-SI and its sub -contractors will perform a majority of the services contracted on site at
the City of Miami, Miami Riverside Center and/or Miami Police Department facilities.
4. Prime ERP-SI must be a member of the "Oracle PartnerNetwork".
Highly Desirable Requirements
The City desires an implementation partner (team) with extensive successful experience implementing
ERP systems (namely integrated financial and human resources functionality), especially Oracle's E-
Business Suite, within a local government environment within the last two years.
implementation Requirements
The ERP-Si will implement the Oracle E-Business Suite according to the requirements of the City. During
the implementation of the ERP software the City anticipates a fundamental change in its business
processes and favors using these applications with as little customization as possible to meet required
business needs. The goal of the City is "Zero Customization".
The City requires that the ERP-SI take responsibility for providing project management and
implementation services for all systems and applications in the scope of this RFP.
The ERP-SI is expected to guarantee the successful and timely completion of those aspects of the
Project over which it has responsibility.
The ERP-SI shall provide Oracle E-Business Suite system knowledge transfer throughout the
implementation to City functional and technical staff. The knowledge transfer should encompass, but not
be limited to, configuration, trouble shooting, systems administration, configuration management, data
management, security administration and the development and maintenance of system interfaces. An
established methodology for achieving knowledge transfer during implementations should be documented
and will be factored in the selection process.
The ERP-SI selected through this RFP shall:
1. Implement Oracle E-Business Suite to support the business processes identified in Section 1 of
this RFP.
2. Implement Oracle E-Business Suite to provide the functional requirements identified in Appendix
A of this RFP.
3. Define and develop any City specific help screens and wizards.
4. Provide the technical specifications for the computer hardware required for implementing Oracle
E-Business Suite and any required third -party applications. The City will procure computer
hardware that meets or exceeds these specifications, or as agreed to between the ERP-SI and
the City. Specific hardware model and software costing is mandatory to determine overall project
cost.
5. Provide, in coordination with the City's ERP Project Manager, project management from Award of
Contract until 60 days after system acceptance, and during tasks 22, 23 and 24 below.
6. Install, configure and tune Oracle E-Business Suite and any required third -party applications on
any required City computer hardware.
7. Define, develop and test any and all modifications required to Oracle E-Business Suite and any
third -party applications in order to meet the City's requirements.
8. Install, configure and tune the computer hardware required for implementing Oracle E-Business
Suite and any required third -party applications, as described in item 4 above.
9. Extract, transform and load all required data from the City's legacy systems to the Oracle E-
Business Suite and any required third -party applications. The City will extract all data from the
legacy systems with the assistance and direction of the ERP-SI.
10. The City anticipates the need for archiving (taking offline) data from the ERP system in order to
increase performance and capacity, on a regular basis. The ERP-SI shall provide a data
archiving strategy for archive and retrieval of historical data not migrated to Oracle E-Business
Suite, and an on -going archival strategy for Oracle E-Business Suite data.
11. Define and develop user security profiles.
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City of Miami, Florida RFP No. 03-04-151
12. Define and develop Oracle workflows.
13. Define, develop and test all permanent and temporary system interfaces for internal and external
applications and database, required to implement the City's business processes as described in
Section 1, the functional requirements in Appendix A.
14. Provide the City with a system migration strategy. The strategy must include a recommended
phasing of processes and modules, and the timing for implementation. The City expects a
significant go -live event before fiscal year-end 2005 (September 30, 2005), and expects full
implementation before the end of the first quarter 2006 (March 31, 2006).
15. Guide and help the City address and resolve any potential key staff concerns. This includes
clarifying the rationale for recommendations, anticipating potential key staff concerns and, as
much as possible, finding means to avert potential issues before they are seen as problems.
16. Provide the City with a Change Management approach and the resources required to assist the
City with Change Management.
17. Define and execute a testing strategy and detailed testing plan to include unit tests, conference
room pilots, system tests, regression tests, user acceptance tests, and any other tests deemed
appropriate and necessary.
18. Develop and execute a training plan to train City staff on Oracle E-Business Suite support and
administration functions.
19. Develop and execute a training plan to train City staff on the various Oracle E-Business Suite
functions.
20. Define and execute a knowledge transfer strategy to ensure that all responsible City staff can
support Oracle E-Business Suite once in full production.
21. Provide onsite support during rollout of all phases recommended in item 14.
22. Provide onsite support during the City's first month -end process after full production.
23. Provide onsite support during the City's first quarter -end process after full production.
24. Provide onsite support during the City's first year-end process after full production.
25. Provide a staffing recommendation, including roles and responsibilities, required to support
Oracle E-Business Suite (technical and functional).
Your response should clearly detail how the services that you are proposing can best satisfy the City's
requirements. The City requires a comprehensive solution with an ERP-SI with legal, project management
and financial responsibility for all software integration and implementation services. The Prime ERP-SI
shall be the sole point of contact for the City with regard to contractual matters and will be responsible
and accountable for the performance of itself and its sub -contractors.
Project Schedule
ERP-SI shall maintain a detailed project schedule in Microsoft Project Professional 2002. The schedule
shall include all integrator, subcontractor, and City personnel with responsibilities on the project —
including cost
Project Quality
ERP-SI shall be responsible for ensuring the quality of the project and its deliverables. The System
Integrator will be responsible for ensuring successful delivery of the project in terms of scope, budget and
time.
Configuration Management
ERP-SI shall develop a configuration management planning document(s) for the Project.
ERP-SI shall perform configuration management throughout the term of the Agreement and according to
the configuration management planning document(s) approved by the City Project Manager.
Issue Management
ERP-SI shall track all project issues using an automated issue tracking process. The issue tracking
process shall facilitate documentation of the following:
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City of Miami, Florida RFP No. 03-04-151
1. Issue description
2. Issue priority
3. Issue status (e.g. open, pending, under investigation, resolved)
4. Plan for resolution
5. Individual responsible for resolution
6. Targeted and actual resolution dates
7. Resolution action
Issue tracking shall include escalation procedures and a mechanism for reporting high priority problems
immediately to the City Project Manager for resolution and closure.
Issues can be identified and presented by any member of the project team or by individuals at several
levels of the organization during the weekly status meetings. ERP-SI shall track issue status and report
issues to the City Project Manager on a weekly basis.
Issue reports generated by the issue tracking system shall become part of the ERP-SI's weekly and
monthly status reports on a consistent basis.
ERP-SI shall provide, at a minimum, read-only access to the issue tracking system to key City staff as
designated by the City Project Manager.
Work Standards
ERP-SI shall use the standard project management, word processing, relational database management,
presentation and spreadsheet products used by the City (Microsoft Office 2002 or 2003), at the version
levels specified by the City, in the preparation of all project correspondence and deliverables.
Documents must be presented to the City in the format specified by the City. ERP-S1 shall propose a
format for project documents and gain City approval prior to preparation of the first project deliverable. All
project documents shall remain consistent with the approved format.
ERP-SI shall meet with the City Project Manager to review an outline of each project deliverable in
advance of its preparation. ERP-SI shall provide a draft table of contents as part of the outline.
Each deliverable shall include an executive summary.
Deliverables shall be provided to the City by the scheduled dates for their completion. ERP-St must
make available all deliverables on the City of Miami shared server and supply at least one electronic copy
on CD-ROM and 1 hard copy of each deliverable.
Deliverables shall contain the following certification: "I certify that this deliverable has been prepared in
accordance with the relevant terms and conditions of the Agreement." ERP-SI's Project Manager shall
sign deliverables as complete prior to submission to the City for approval.
ERP-SI shall maintain project workbooks to store work papers not related to specific deliverables. Project
workbooks will be maintained in the project team area throughout the implementation. A copy of all
project workbooks shall be provided to the City. Project workbooks developed in connection with the
Project are the property of the City of Miami.
ERP-SI shall maintain City -specific documentation on-line (e.g., business process maps, business rules).
Standards for City Acceptance of Deliverables
City personnel and the City's ERP Project Manager will be responsible for reviewing and approving each
deliverable. Each deliverable will require a negotiated City turn -around time to be included in the project
work plan.
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City of Miami, Florida RFP No. 03-04-151
ERP-SI will provide upon Award of Contract, sample deliverables to the City's ERP Project Manager for
review and acceptance of format and function.
All project documents are to be electronically available to the City's Implementation Team at all times.
Project deliverables shall be subject to City review and approval prior to acceptance.
Unless agreed upon otherwise, the City's review period shall not be less than 10 business days. If
revisions to the document are required by the City, ERP-Si will receive written notification of said changes
and reflect them in the document within two business days of receiving the changes. The City may, at its
discretion, allow a period longer than two business days in consideration of the scope of the change.
ERP-SI shall not change a deliverable that has been accepted by the City without the approval of the
City.
Each deliverable shall address all components required by the RFP, the ERP-Si's response thereto and
any areas identified subsequently through meetings and planning sessions.
Each deliverable shall address and be consistent with all components included in the table of contents
and the draft outline as presented to the City Project Manager in preparation for development of the
document.
Each deliverable shall be comprehensive in level of detail and quality consistent with the sample pages
presented to the City ERP Project Manager.
Each deliverable shall be organized and professional and consistent in style and quality. This means that
if the document is the composite work of many people within the ERP-SI's organization, the document
must be edited for style and consistency. ERP-SI shall certify in the cover letter that the internal
deliverable review process was completed.
The deliverable shall be presented in accordance with the standards defined by the City, including format,
font, etc.
In the event the City agrees to accept, on an interim basis, a deliverable with one or more sections left
incomplete, the deliverable shall include the date for completion, note the basis for the incomplete
portions and the impact of any incomplete sections on project milestones.
ERP Software Systems Integrator's Understanding of Scope of Work
ERP-SI is expected to thoroughly understand the requirements and to have correlated those documents
with workable plans to accomplish the services required. The City has made a good faith effort to
communicate its needs to Proposer, but the City is relying an the expertise of Proposer for guidance in
formulating the problem and in obtaining results that are meaningful and useful. It is understood that
ERP-SI has had sufficient time and opportunity to review and study all of the data made available by the
City pertinent to the project and to review all physical parameters and site conditions.
Section 2 23