annex a statement of work (including mandatory and rated

RFP # 18190026 – Annex A of 21

ANNEX A – Statement of Work (including Mandatory and Rated Requirements) This section is intended to provide Proponents with the information necessary to develop a competitive proposal. The Statement of Work (“SOW”) is a description of the current environment, tasks to be done, results to be achieved, and/or the goods to be supplied, as well as information on how IDRC will be evaluating proposals received.

A.1 Background and Current Environment IDRC currently uses a combination of off-the-shelf systems, customizations, general office applications, and manual processes to support its financial operations. IDRC uses a third-party add-on solution for its purchase requisitions and payment requests, Microsoft Dynamics NAV 2015 for its financial activities with modules including general ledger, cash management, accounts payable, receiving, accounts receivable, and fixed assets. Microsoft Dynamics NAV 2015 also generates purchase orders (which contain IDRC contracts and call-ups against standing offers, standing offers (agreements)), and purchase order archives. Additionally, IDRC uses Microsoft Dynamics CRM 2015 for its Grant and Project Management System (CRM-GPM) that is integrated to accounts receivable and accounts payable. During the implementation of NAV2015, IDRC made several customizations to meet business requirements (see Annex C). Upgrade/Implementation Services: IDRC is seeking proposals from qualified Proponents for upgrade and migration services from NAV 2015 to Microsoft Dynamics 365 Business Central. IDRC currently is hosting Microsoft Dynamics NAV version 2015 on premise. The Microsoft Dynamics 365 Business Central licenses and hosted infrastructure have not been acquired by IDRC. Proponents must propose a comprehensive upgrade and implementation effort for a centralized software solution that encompasses core financial management, employee expense reporting, procurement card allocation, receiving, procurement, and contracting in a not-for-profit setting. The successful Proponent will be one who can offer a range of upgrade and implementation services to IDRC deploying best-in-class solutions and who could be used to implement a potential integrated Human Resources/Payroll solution in the future. IDRC intends to begin the upgrade to Business Central in 2019, in accordance with this RFP. Except as otherwise provided, the specific schedules, deliverables, and roles and responsibilities between IDRC and the successful Proponent are negotiable. Proponents are encouraged to provide a “best practice” solution for their upgrade and implementation methods, and all upgrade and implementation methods must, comply with the requirements of this RFP. Managed Services: IDRC intends to partner with the same vendor for at least 5 years, with such vendor providing managed services and a single-point of contact for all issue resolutions for the upgraded Microsoft Dynamics 365 Business Central application modules, add-ons, databases and deployment (DTAP) environments (Dev, Test, QA/UAT and Prod). The goal of the financial system implementation is to ensure it meets operational needs and is flexible to adapt to the evolving nature of IDRC’s business activities.

RFP # 18190026 – Annex A of 21

The scope of this RFP is summarized in the following table.

Financials and Procurement

FINANCIALS PROCUREMENT

General Ledger and Budgets Purchase Requisitions

Accounts Payable Purchase Orders (including Call-Ups Against A Standing Offer)

Accounts Receivable Standing Offers

Fixed Assets Receiving

Cash Management Contract Management

Employee Travel and expense claims Non-Inventory Environment

Procurement Card expense allocation Purchase Order Archives

Integration with existing Microsoft Dynamics CRM (Grant and Project Management)

Integration of payroll transactions and third-party solutions

Financial Reporting

*Note that, in the future, IDRC may implement a Human Resources module as part of the financial system.

A.1.1. Current Environment Descriptions and Future Process Improvements

The following is a brief description of IDRC’s current environments and our goals to improve upon these various processes (by alphabetical order), noting that this is not an exhaustive list of functions per area: Accounts Payable – certain accounts payable processes currently use the Configuration Package (Rapid Start) circumventing key system controls. In the future state, all invoices and payment requests will be processed using matched and unmatched invoices processes. Accounts Receivable – given the nature of IDRC’s business from a sales perspective there is relatively low volume of customer management. Most sales invoice document creation is done outside of NAV and entered manually in NAV for tracking and payment recording. Our on-premise solution of Dynamics CRM2015 (CRM-GPM) integrates Sales Invoices into NAV which are then manually approved and posted. In the future state, non-CRM sales invoice documents would all be created and sent to customers via NAV. Accrual Entries – IDRC uses journal entries for the accrual of goods and services. This creates reconciliation challenges between contractual commitment information generated from purchasing and balances recorded in the general ledger. IDRC desires to implement best practices for accrual of un-invoiced receipts. Authority Matrix – most expenditure Initiations and Certifications are currently exercised by a single (F) or dual approval (F1 F2). For a dual authority, two separate approvals are required from two separate individuals/position at IDRC to fully meet the requirements of the Financial Authority Matrix.

Example: Expenditure certification is exercised by receiving the goods and services or by approving the invoice. Goods and services paid by a project, two responsibilities associated with certifying a purchase are technical certification F1 (ensuring that the goods and services meet their intended purpose) and administrative certification F2 (confirming that the delivery of goods and services meets the requirements of the agreement such as price, terms and conditions).

IDRC wishes to simplify approval processes within the procure-to-pay cycles leveraging industry best practices and base functionality.

RFP # 18190026 – Annex A of 21

Budgeting – Budgets are uploaded into the financial system for reporting and variance analysis. Synchronization of budgets between On-premise CRM-GPM (Dynamics CRM2015) and NAV does not always work, hindering certain processes. It is critical that the synchronization between the two solutions work seamlessly and in a fully automated fashion. Dashboard Reporting/Business Intelligence – reporting capabilities are currently limited. IDRC wishes reporting tools that allow users to self-service information, placing information for decision making at their fingertips. Donor revenues – IDRC enters into agreement with donors who provide funding to research programs. Donor revenues are recognized on the basis of the expenses charged to the research programs (direct expenses) as well as the administrative cost recovered (indirect expenses). A process for capturing direct and indirect expenses uses a Jet Report for revenue recognition. The Donor agreement close process (to disable dimensions) is manual. Automation to close donor agreements is needed. Fixed Assets – IDRC has a limited number of capitalized assets which are captured in the financial system via manual processes. IDRC is currently re-engineering this process and may consider replacing the Fixed Assets module with a manual solution if it makes sense to do so. General ledger – IDRC has certain FX denominated provisions recorded. Since the GL is in functional currency only (CAD), revaluations are done manually. IDRC wishes to explore other options to record these provisions.

Grants and Project Management (on CRM) – is used for grants and project management and for managing donor funding to research programs. IDRC currently uses Scribe for the integration between Dynamics CRM2015 and NAV. Improvements to integration of grant payments to Accounts Payable is needed to ensure that data flows seamlessly between the systems avoiding manual processes. Payments – Payments are processed manually in bank systems and by using host-to-hosting processing via XML. IDRC has three XML files for payments originating from Canada (Canadian EFT, US ACH and international wires). IDRC processes all regional office payments manually. IDRC desires to streamline payment processing fully leveraging XML capabilities. Synchronization issues to retrigger payment information integration to Dynamics CRM2015 need to be resolved. Payroll – IDRC outsourced its payroll to Ceridian. The General Journal Template is used to upload payroll transactions to the general ledger. Exploring the merits of improving data integration is desired. IDRC does not have an integrated Human Resources system, accordingly reporting capabilities are limited. Procurement – IDRC must utilize at times a common external electronic competitive portal as well as manual competitive processes to handle the bid/quote (RFP/RFQ) process. RFP/RFQ’s are currently received electronically and then the evaluation and selection process is completed via a non-electronic process. A future state should allow for vendors to electronically submit bids and track status of bid/quote process, as well as provide tracking for vendor performance; and allow for tracking the purchase order payment status and funding releases based on invoice payment. The Role Tailored Client/User Personalization feature was used for all procurement users so that the majority of NAV tables have the same look and feel for all procurement users. This allows IDRC to track milestones, contract performance, amendment orders, version/revision control, contract term dates, and other key contract actions. The future state should allow IDRC to route both Purchase Requisitions and all Purchase Orders (including Call-Ups against a Standing Offer) and Contracts electronically through workflows for approval. Further details about Procurement are provided in Annex E. Receiving – NAV is used for the receiving process and includes certain manual steps. Responsibility rests with the Accounts Payable Administrator to perform certain receiving against the Purchase Order and document management

RFP # 18190026 – Annex A of 21

functions. Extensive approval processes are in place for the procure-to-pay cycle. IDRC wishes to have reliance upon system controls and ensure that processes are aligned with best-practices and optimized. SharePoint – Used as a workflow engine for document management. Third Party Add-on – Used for Purchase Requisitions and Payment Requests (payment where no invoice exists) entry and electronic approval. This add-on is also used to view budgets vs actuals with the ability to drill down to detailed transactions. Ideally these processes would be done using base functionality, with not customization or add-on software and in a way such that allow users can be self-sufficient with easy access to information. Travel and Expense Management – A legacy Oracle solution is being used for employee expense claims that must be manually integrated into NAV. IDRC’s business needs for pre-travel authorization and management are more rigorous due to traveler safety requirements associated with remote regions of travel. The requirements can be found in Annex D. A SharePoint solution is being used for pre-travel authorization which must be linked to General Ledger for reporting purposes. Procurement cards - A third-party SaaS solution is being used for monthly procurement card allocation by cardholders. The Configuration Package (Rapid Start) is used to upload both types of transactions as purchase invoices in accounts payable. In the future state, a single ISV solution is preferred to meet these business requirements.

A.1.2 Current Functional Statistics

BUDGET

Operating Budget $ 216 M

Capital Budget $ 749 K

Number of Full Time Equivalent (FTE) positions 368 Head Office 276 Ottawa hired for Regional Offices (OHS) 37 Local Engaged Staff (LES) 55

GENERAL LEDGER

Local Currency CAD

Maintained Foreign Currencies USD, KES, JOD, INR, UYU, AUD, EUR, GBP, NOK and SEK

Number of Payroll providers 5

Number of GL Accounts 250

Number of Dimensions 6

Number of Dimension Values 2,317

Number of Dimension Combinations 15,000

Number of GL Entry Lines (Financial Year) 99,730

PROCUREMENT AND ACCOUNTS PAYABLE

Number of Vendors 3,900

Number of Bank Accounts 9 CAD, USD*4, KES, JOD, INR, UYU

Number of Posted Purchase Invoices (Financial Year) 6,450 Employees 1,706 5 M Granting 1,439 134 M Suppliers 3,305 34 M

Number of Payments (Financial Year) 5,787 Electronic file based (XML) 4,696 161 M Manual 1,091 11 M

Procurement Number of Competitive Processes 124

RFP # 18190026 – Annex A of 21

Services 99 Goods (non-inventory) 25 Number of Purchase Orders (and Call-Ups) 706 Number of PO lines 1,376 Active Standing Offers 50 Number of Posted Purchase Receipts 2,100

Procurement Cards 75-85 Spend (Financial Year) 4 M Allocated expense lines (Financial Year) 4,630

Number of issued Tax Slips (2017) 258 T1204 222 6 M T4A 25 460 K T4A-NR 11 40 K

ACCOUNTS RECEIVABLE

Number of Customers 193

Number of Sales Invoices (Financial Year) 233 Donor & Parliament 52 201 M Conference Management 151 348 K Other 30 749 K

Number of Payments (Financial Year) 261 205 M

FIXED ASSETS

Number of Property and Equipment Assets 250 Cost 15 M NBV 5.5 M

Number of Intangible Assets 78 Cost 12.5 M NBV 2.4 M

RFP # 18190026 – Annex A of 21

A.1.3 Current Financial System Architecture and Integrations

The following diagram identifies the various components of the financial system. Please refer to the legend.

Further details on the technical architecture can be found in Annex F. A.2 Vision IDRC’s future vision for its Enterprise Resource Planning (ERP) system is to simplify business processes by aligning them with base functionality as well as streamlining integrations between components of the ERP via a Common Data Model. This will provide users with an enhanced experience that leverages technology to facilitate access to information for decision making while allowing users to work from multiple locations as well as from various devices (mobile and desktop). Users will be empowered to self-serve information through dashboards and other reporting tools. The system will be designed with a strong internal control framework ensuring appropriate stewardship of public and donor funds while enhancing efficiencies, transparency, and accountability. The objectives for IDRC’s future vision are: Aligning, where possible, IDRC business processes to base functionality – designing processes that are aligned to industry standards and best practices leveraging base system functionality and minimizing customizations; Optimizing financial controls – ensuring system and other controls are designed to provide reasonable assurances with regards to the accuracy and integrity of the financial information. Well-designed financial controls strengthen and support financial accountability, transparency, and user engagement.

RFP # 18190026 – Annex A of 21

Integration with corporate systems – Within the ERP system, all components will benefit from seamless integrations with other corporate systems leveraging cloud capabilities where appropriate. This includes the MS Dynamics CRM-based Grants and Project Management system, XML payment files, payroll and any other solutions that may be implemented (employee travel and expense reports, procurement card allocation, contract management, etc.) with the upgrade. Improving the User Experience – empowering users to have greater control of point-of-entry and self-service access to information through simplified reporting. Leveraging technology to enable users to access the ERP system from multiple devices; Reporting and Analytics – improving decision making by simplifying reporting through dashboards that include key performance indicators and other current business performance metrics with drill down capabilities. Users will be able to focus their efforts on value-added analytics rather than maintaining systems current. As part of its ERP vision, IDRC wishes to establish a relationship with a qualified service partner that will support and provide guidance to IDRC in the implementation of this vision and the achievement of its objectives. A.2.1 User Types

IDRC envisions the following user types for Business Central and third-party solutions:

User Type Description Estimated # of Users

Cost Centre Enter and approve purchase requisitions, receiving, and invoice approvals

30

Finance and Procurement Power Users

Enter, approve and/or update transactions in the financial system

30

Employee Expense Claims Enter and approve employee travel and other expense reimbursements

250

Procurement Card Allocation Enter and approve procurement card transactions 40

Click Learn Develop training materials 3

Report Developers Generate adhoc reports 2

System Administrators System configuration 3 Other user types will be needed for Travel and Expense Management, Contract Management, and any other third-party solutions that will form part of the future state solution.

RFP # 18190026 – Annex A of 21

A.3 Scope of the Financial System Upgrade The successful Proponent is required to provide the following Services where requirements have been broken down into the following sections: A.3.1 Proponent Qualifications (weight 50) A.3.2 Technical Proposal (weight 30)

A.3.1 PROPONENT QUALIFICATIONS Rating Weight 50

A.3.1.1 Eligibility Requirements

Proponents must have a Microsoft Silver or Gold ERP Competency. Proponents must have completed recent implementations/upgrades of the Business Central and/or Dynamics NAV 2018 for at least two (2) organizations within Canada or the US within the last (1) year. The Proponent must provide two customer references for a Microsoft Dynamics Business Central and/or Dynamics NAV 2018 implementation/upgrade.

Mandatory N/A

A.3.1.2 References

Provide four (4) client references for whom similar services have been completed or are in process. This must include:

Company name;

Type of business;

The name, title, and contact information for the Proponent project lead;

The name, title, and contact information for the client project lead;

The duration of the project from analysis through deployment;

Client reference contact name;

Contact title;

Contact telephone number;

Email address;

Name of other firms involved in the project (if applicable); and

A brief description of services provided. State whether the reference is for each of the following:

Implementation/Upgrade Services;

Managed Services; and/or

XML

Mandatory N/A

RFP # 18190026 – Annex A of 21

A.3.1.3 Company Profile The Proponent should include a Company Profile highlighting the following:

Company Description outlining: o The Proponent’s business and specializations. o The location of its head office and other offices (specify city,

province/state, and country only). o The total number of years the Proponent has been in business o The number of full-time employees. o Details of any sub-contracting arrangements to be proposed.

Company Qualifications: o Provide a brief statement about its qualifications to meet the needs of

IDRC. o Specify what sets it apart from its competitors (i.e. value add) in the

marketplace and how this differentiation will benefit IDRC throughout the term of an agreement. Brand is not a desired differentiator.

Company Experience: o Demonstrate having a minimum of five (5) years of experience,

providing services similar to the services requested in this RFP.

Rated 5

A.3.1.4 Not-for-profit Experience The Proponent should have implemented/upgraded a similar solution for one or more not-for-profit organizations. The Proponent should explain their experience with implementations/upgrades in the not-for-profit sector as well as experience with international, multi-currency organizations.

Rated 5

A.3.1.5 Key Resources

The Proponent should describe the tenure and qualifications of the primary project personnel, including subcontractors that are being proposed to handle the upgrade and managed services. The Proponent should detail in a brief biography their experience dealing with business similar to that of IDRC.

Rated 10

A.3.1.6 Coding and XML File Experience

The Proponent should have experience in XML payment file development and integration including files that contain international payments in exotic currencies.

The Proponent should explain their experience in the coding and development of XML files.

Rated 5

RFP # 18190026 – Annex A of 21

A.3.1.7 Integration Tool Experience

IDRC currently uses Scribe to integrate our On-Premise MS Dynamics CRM2015 with NAV. IDRC also uses another integration tool, KingswaySoft, to integrate CRM to other systems. IDRC is looking to use only KingswaySoft as our eventual integration tool.

The Proponent should explain the approach to integration between Business Central and MS Dynamics CRM2015. The Proponent should recommend a solution for managing the integration when MS Dynamics CRM2015 moves to the Cloud.

Rated 5

A.3.1.8 Service Levels

Provide service levels for this project.

The Proponent should at a minimum provide service levels for:

High priority technical support issues

Medium priority technical support issues

Low priority technical support issues

Rated 5

A.3.1.8 Relationship Management

Describe how you manage the relationship with your clients for:

Implementation and upgrade services; and

Managed Services

The Proponent should at a minimum describe:

Frequency of client meetings

The Account Manager’s approach to relationship management

How the Proponent conducts technical support issues

How clients are updated on current or future changes in technology

Rated 15

RFP # 18190026 – Annex A of 21

A3.2 TECHNICAL PROPOSAL Rating Weight 30

A.3.2.1 Executive Summary The Proponent must include an Executive Summary section including the following information:

The Proponent’s background and specializations

Office location(s) where work will be performed

The total number of Microsoft Dynamics 365 Business Central implementations/upgrades completed or in process

The number of full-time employees associated with implementations/upgrades (e.g. Customer support, analysis and design, implementation/upgrades, training, sales and marketing); and

A brief statement of the proponents understanding of the work to be done and commitment to perform the work as scheduled. A brief summary of what differentiates the Proponent’s company from its competitors.

Mandatory N/A

A.3.2.2 System Requirements The Proponent must be able to meet the following system requirements:

Business Central - Cloud version

Integration with existing Dynamics CRM system

Ability to integrate with Office 365 apps

Supports the following browsers: IE 11, Edge, Google Chrome, Mozilla Firefox; and

Runs on Windows 10

Mandatory N/A

A.3.2.3 Project Schedule

The Proponent must provide a project schedule.

The project schedule may start on date of contract award or the date as agreed by parties, whichever is later.

The project schedule and work breakdown structure diagram should show tasks being performed by both IDRC and the Proponent.

The Proponent should identify tasks that normally are completed by IDRC to allow for an assessment of the internal resources that will be needed to successfully deliver the project on time.

Mandatory N/A

RFP # 18190026 – Annex A of 21

The project timeline should include important milestones and logical breakpoints during which IDRC and the Proponent shall assess the progress to date and prepare for the next phase.

The timeline should provide as much detail as possible and highlight all major milestones for each component of the project.

The first milestone of Proponent’s time should be contract award. All other events should be referenced in number of days from contract award.

A.3.2.4 Communication Plan Describe a communication plan for the project. The Proponent should conduct, at a minimum, weekly meetings with IDRC to facilitate project status, priorities, and establish near-term milestones. The Proponent should conduct monthly Steering Committee Meetings with IDRC to address project metrics and a brief status of each major phase, as well as updates on key issues, risks and change requests. The Proponent should distribute meeting documents in advance of meetings, to permit IDRC an opportunity to review the documents and attend the meeting with a reasonable level of understanding of inquiries.

Rated 1.5

A.3.2.5 Project Management

Describe a project management plan for the project.

The Proponent should identify and mobilize the appropriate resources with the necessary skillsets to meet the requirements. The Proponent should appoint a Project Manager as the point of contact who will be responsible for understanding the requirements, acquiring the appropriate resources with the necessary qualifications, monitoring the status and quality of the deliverables, and administering the project.

IDRC shall provide the successful Proponent access to the Microsoft Dynamics 365 Business Central licenses and the hosting infrastructure that will be used for this project for all deployment (DTAP) environments. The infrastructure, application, and database for all deployment (DTAP) environments must be tested by the successful Proponent, with validation from IDRC and be fully functional prior to the commencement of services.

IDRC shall provide the successful Proponent a Project Manager, System Owner, and a dedicated project team that shall consist of subject matter experts with the authority to resolve any issues throughout this project.

Rated 2.5

RFP # 18190026 – Annex A of 21

The successful Proponent’s Project Manager should develop project work plans and project schedule at the beginning of the project. The plan must be reviewed with IDRC and any changes must be agreed upon by IDRC before they are incorporated into the plan. The plan should be maintained by the successful Proponent’s Project Manager throughout the duration of the project and a final copy provided to IDRC.

The successful Proponent shall coordinate all technical and functional work efforts, including training sessions with IDRC Project Manager.

The successful Proponent must schedule and attend all meetings during core business hours, which are Monday to Friday, 9:00 AM to 3:00 PM EST.

A.3.2.6 Change Control Process

Describe the change control process for the project. The Proponent should establish a standard project scope change process and necessary documents (i.e. change request form). Any changes to the project scope will be managed by the successful Proponent’s Project Manager and must require IDRC’s review and approval prior to being implemented.

All parties must sign the approval portion of the change request form to authorize any change that affects the project’s scope, schedule or price. Furthermore, any such changes that affect the scope of this SOW, schedule or price will require that an amendment to the SOW be executed between the parties.

The Proponent must respond in writing to a change request within [10] business days of receipt of the request to include a quote for the work required to complete the change, stating the estimated number of hours of effort, an estimated delivery date, and details of the technical approach for the proposed change and the period of validity of the quote ("Change Quote").

IDRC must respond within 10 business days from receipt of a Change Quote, unless additional approval time is required due to IDRC’s statutory requirements. This may be either approval (for the analysis or development to proceed), cancellation or notification that further time shall be required by IDRC to consider the quote.

Any change orders must be approved through IDRC’s Steering Committee. On receipt of a duly signed change order, the successful Proponent shall supply the services that are the subject of the request, and such services shall be deemed services in accordance with this schedule.

Rated 2.5

RFP # 18190026 – Annex A of 21

Upgrade/implementation Services:

The upgrade and implementation services should include, but are not limited to, the following phases:

(1) planning and requirements (2) design

(3) develop and build (5) testing (6) training

(7) deployment

IDRC must acquire the software licenses and hosting infrastructure. The successful Proponent shall plan for and implement the solution with the required deployment (DTAP) environments.

A.3.2.7 Planning and Requirements Phase Describe a plan for the planning and requirements phase. The Proponent should assess IDRC’s business processes, gather necessary requirements, document the requirements, define the business processes which the Microsoft Dynamics 365 Business Central will support without any modification (“FITs”), and define the business processes which would require modification to the base functionality (“GAPs”). The successful Proponent must collaborate with IDRC for each of these tasks and must identify solutions that satisfy IDRC’s objectives.

The Proponent should conduct Microsoft Dynamics 365 Business Central educational workshop training sessions for the Core Team (to be determined by IDRC), at IDRC’s head office located in Ottawa, Ontario Canada for up to 10 IDRC employees per functional area (e.g., Accounting, Procurement, Receiving, Fixed Assets, System Administration, etc.) to enable such employees to contribute to the requirements workshops with a common understanding of out-of-the-box capabilities of Microsoft Dynamics 365 Business Central.

The Proponent should provide best practices referencing industry standards and out-of-the-box capabilities within the Microsoft Dynamics 365 Business Central environment and shall assist in the event of any resistance to changes, to ease the transition, and to identify opportunities for improvement. The Proponent should, at a minimum, conduct the following activities and produce the associated project deliverables as part of the Planning Phase:

1. Environment Planning 2. Project Roles and Responsibilities 3. Communication Plan 4. Project Kick-off

5. Project Schedule 6. Core Dynamics 365 Business Central Training (onsite) for up to 10 users

per session (functional area) 7. Project Issue, Risk, Change, Decisions Log 8. Requirements Documents 9. Business Process Flows/Models 10. Gap/Fit Assessment; and

11. “As built” Solution Design Document

Rated 2.5

RFP # 18190026 – Annex A of 21

The Proponent should, at a minimum, deliver the following:

Core Financials – General Ledger, Budgets, Fixed Assets, Accounts Payable, Employee Travel and Expense Allocation, Cash Management, and Accounts Receivable

Customizations – A list of our current customizations and the

rationale for them is enclosed in Annex C to this RFP. The Proponent should explain how they would meet IDRC’s requirement to reduce the number of customizations and leverage “out of the box” functionality, change processes, etc. If it is not possible to use “out of the box” functionality, the Proponent is to provide alternative method(s) to meet this need with Business Central. In the event that customizations are utilized, these customizations will become property of IDRC.

Employee Expense Reporting - Review and discuss requirements for

the expense tracking system, (see Annex D) and recommend a tool that meets IDRC’s requirements and implement the solution.

Procurement – Review and discuss requirements for Purchase

Requisitions, Purchase Orders (including Call-Ups against a Standing Offer), Standing Offers, Contract Management, and Receiving with the IDRC team. Recommend a tool that meets IDRC’s requirements and implement the Procurement system. See Annex E for further details.

A.3.2.8 Design Phase Describe a plan for the design phase. The Proponent should configure IDRC’s system through a combination of specific workshops and parameter setups. The successful Proponent, with assistance from IDRC as reasonably necessary, will conduct data management workshops and build the environments using Microsoft’s Dynamics 365 Business Central licenses. The successful Proponent must collaborate with IDRC regarding each of these tasks and must identify solutions that satisfy IDRC objectives. The Proponent should, at a minimum, conduct the following activities and produce the associated project deliverables as part of the Design Phase: Data Migration Plan Functional Design Documents (FDDs) for any customizations identified Technical Design Documents (TDDs), as needed Reporting Mock-ups Prototypes (as needed) Development & Configuration Backlog Business Process flows/models Implementation Planning Environment Build Finalize Solution Design Document; and Finalize Project Schedule.

Rated 2.5

RFP # 18190026 – Annex A of 21

A.3.2.9 Develop and Build Phase Describe a plan for the development and build phase. The Proponent should continue the data migration activities to develop approved customizations per the Fit Variance Assessment and per the approved FDDs and/or TDDs. The Proponent should allow for a phased delivery approach to verify that the configuration satisfies IDRC’s requirements.

The Proponent should, at a minimum, conduct the following activities and produce the associated project deliverables as part of the Development Phase:

1. Multiple incremental phases 2. User Acceptance Testing (UAT) Sessions/Pilot Sessions 3. Master Data Loads 4. Functional Testing with test scripts to be written by vendor and defined by

IDRC 5. Completed configurations in the Scoped Software per the approved

Functional Requirements Documents 6. Customizations as specified in the approved Fit Variance Assessment and

corresponding approved FDDs and TDDs 7. UAT/Functional Test Results

8. UAT Plan 9. Data templates provided for all legacy data conversion per Data Migration

Plan; and 10. Complete Microsoft Dynamics 365 Business Central environment with

master data available to IDRC for UAT.

Rated 2.5

A.3.2.10 Testing Phase Describe a plan for the testing phase. The Proponent should develop a test plan, subject to the review and approval of IDRC, which should include assessment criteria, quality assurance, and user acceptance. The test plan should provide for the effective and efficient testing of the configuration to assure the successful implementation of the Microsoft Dynamics 365 Business Central, including unit, integration, and user acceptance testing. Such activities include testing of all scenarios end-to-end planned for go-live, logging defects and issues, and resolving those issues prior to User Acceptance Testing (UAT). In addition, the Proponent should complete project documentation and support IDRC regarding that documentation. The Proponent should be cognizant of responsive support; in the event of any defects or issues found, they must be resolved in a timely manner to ensure high user adoption rate of this system. The Proponent should create the Cutover (go-live) plan for the Roll out (Deployment/Transition) phase, subject to the review and approval of IDRC.

IDRC will provide reasonable staff to adequately perform testing. The successful Proponent will provide guidance during the testing phases.

The Proponent should, at a minimum, conduct the following activities and produce the associated project deliverables as part of the Testing and Training Phase:

Testing: 1. Roles and Responsibilities Matrix for Testing Phase

Rated 2.5

RFP # 18190026 – Annex A of 21

2. Feature Testing 3. Integration Testing 4. Data Migration Testing 5. User Acceptance Testing Plan for all configurations, development and

reporting 6. User Acceptance Test scripts in module-based approach with core team

(can be jointly developed with IDRC) 7. Organizational Change Management (OCM) Plan 8. Detailed Implementation Plan (for Go-Live); and 9. Post-Go-Live Support Plan.

A.3.2.11 Training Phase

Describe a plan for the training phase.

During the Planning Phase, System Orientation training of core Microsoft Dynamics 365 Business Central capabilities will be given to functional team and other key stakeholders to establish a common foundation of Dynamics 365 Business Central capabilities out-of-the-box. This is a precursor to actual training in that it will orient key users to the system to equip them to make informed decisions about where extensions or customizations might be needed. Minimal IDRC data will be used for this training session.

The Proponent should perform user training on the configured solution using IDRC data during the Testing Phase. IDRC is interested in the Corporate Edition of Click Learn software solution for end-user documentation. The Proponent should offer any licensing options for Click Learn in their pricing proposal. The Proponent shall utilize a “train-the-trainer” approach to equip key IDRC Subject Matter Experts and targeted IDRC General Users with a deep understanding of how to use the system. All Training sessions must be scheduled by the Proponent at IDRC facilities, during core business hours (9AM to 3PM) Monday through Friday.

The Proponent should, at a minimum, conduct the following activities and produce the associated project deliverables as part of the Training Phase:

Training: 1. Onsite Education Workshop for all in scope modules (core team, targeted

power users and general users)

2. Training Material based on IDRC’s environment, in online learning format

3. Organizational Change Assessment; and

4. Onsite End User training for larger group of targeted power and general

users.

Rated 2.5

A.3.2.12 Transition (Rollout) Phase

Describe a plan for the transition (rollout) phase.

The Proponent should conduct the final data load (entry and migration) into the system. Finally, based on the rollout plan, the Proponent should conduct go live

Rated 2.5

RFP # 18190026 – Annex A of 21

and transition to post go-live support, and transition to remote support (long-term managed services) after conducting post go live activities.

The Proponent should, at a minimum, conduct the following activities and produce the associated project deliverables as part of the Transition Phase:

1. Successfully execute Implementation Plan, including onsite support for

minimum of 2 weeks

2. Successfully execute Organizational Change Management Plan with support

from IDRC

3. Transition to Managed Support after post go-live support term

4. Issue Management and resolution of issues

5. Begin Warranty Period

6. Evaluate future needs or subsequent phases

7. Project Closeout

8. Project Survey.

A.3.2.13 Potential Interfaces

Describe a plan for potential interfaces.

The Proponent should evaluate the following list of interfaces. Proponent should include best estimates for the development of these integrations in their price sheet or describe how this integration already exists using Microsoft Dynamics 365 Business Central. Gathering requirements will directly influence the integration strategy. The integration strategy should include determining such things as how much of the integration requires automation versus manual implementation, and what products, tools and technology will be used to implement interfaces and middleware integration.

Function Purpose/Use System/Platform Nature of

Interface

General Ledger

Project and Donor budgets

uploaded; also updates the

Donor Project Breakdown Table

which is used to split the

expense by funder at source

MS Dynamics

CRM2015 via Scribe One-way

General Ledger

Revenue recognition entries

calculation and journal creation.

JetReport via NAV

Journal Template One-way

General Ledger

Payroll entries received in Excel

from 5 different payroll service

providers.

NAV Journal

Template import One-way

Accounts

Receivable

Create unposted sales invoice in

local and foreign currency for

donor funding. Improvement

MS Dynamics

CRM2015 via Scribe Two-way

Rated 5

RFP # 18190026 – Annex A of 21

needed: Allow for emailing of

Sales invoice via Outlook.

Accounts

Receivable

Record receipt of funds from

Donor and reference number;

ensuring no gain or loss

calculation.

MS Dynamics


Accounts

Payable

Create unposted purchase

invoice for project milestone

payments. Improvement

needed: automatic posting of

purchase invoices.

MS Dynamics

CRM2015 via Scribe Two-way

Accounts

Payable

Vendor Number and Order

Address Code updates the

Institution Account in CRM to

allow to purchase invoice

Vendor selection with proper

banking.

MS Dynamics


Accounts

Payable

Creates 3 XML files for

International and North

American electronic payments.

Country specific validation rules

included in NAV which assists

with banking rule challenges.

Bank Platform via

sFTP One-way

Accounts

Payable

XML return files from banking

platform to update remittance

foreign currency amount in

Cheque Ledger Entry.

Bank Platform via

sFTP One-way

Accounts

Payable

Updates remittance foreign

currency amounts and wire

reference number for milestone

payments

MS Dynamics


Accounts

Payable

Creates Purchase Invoices for

Employee reimbursement.

Oracle iExpense via

NAV Configuration

Package

One-way

Accounts

Payable

Creates Purchase Invoices for A-

Card allocation which clears the

automatic payment taken from

bank account by the Purchase

Card provider.

Fraedom via NAV

Configuration

Package

One-way

Income

Taxes

Creates 3 Excel outputs to allow

for income tax slip creation and

send electronically to CRA.

NAV via Excel for

AvanTax Software One-way

RFP # 18190026 – Annex A of 21

A.3.2.14 Data Migration

Describe a plan for data migration. For purposes of determining level of effort for data migration, the Proponent should assume migration of at least the following data, and provide best estimates for this data migration within their cost proposal:

Source System Data Element Years Retained

MS Dynamics NAV 2015 General Ledger

Financial balances and budgeted values (rollover balances plus 3 years of summary level balances and transaction history)

All open and all NAV 2015 data transactional history

MS Dynamics NAV 2015 Accounts Payable

Vendor cards, purchase invoice (including the SharePoint links to supporting documents) and payment history


MS Dynamics NAV 2015 Accounts Receivable

Customer cards, sale invoice, and payment history


MS Dynamics 2015 NAV Fixed Assets


MS Dynamics NAV 2015 Procurement

All Purchase Order, Standing Offers (including Call-Up) data, including Approval information, associated Receipts, matched Invoices, Notes, and Links; and all Purchase Order Archive data; and all Standing Offer data


MS Dynamics NAV 2015 Receiving

All Receiving data including Links

All open and 3 years of transactional history

Third Party Add-On

All Purchase Requisition and Payment Request

All open and 3 years of transactional history

Rated 3.5

RFP # 18190026 – Annex A of 21

data including approval information and attached documentation and Links.

The data migration or upgrade requirements documentation should provide high-level data source information as a starting point for field-level data mapping. In addition, master data entities and related taxonomy should be defined to a level of detail that is equal to the data field level of the MS Dynamics 365 Business Central. The Proponent’s migration strategy should also evaluate the quality and general state of data and determine Data Cleansing Requirements due to customizations. The data mapping documentation should cover all identified fields in Microsoft Dynamics 365 Business Central. Data Validation The Proponent should assist IDRC in creating validation reports to ensure overall integrity of the migrated data. The Proponent shall ensure the accuracy of the data. Data Migration Iterations The Proponent should, at a minimum, conduct the following activities and produce the associated project deliverables as part of the data migration effort: 4 iterations (including Go-Live) are defined. The iterations include:

1. Migration to Development (DEV); 2. Migration to Test (TEST) 3. Migration to User Acceptance Testing (QA); 4. Migration to Production Environment (PROD);