2110 Addendum 1.pdf

Kenosha County RFP 2110 - AX Migration to D365

Addenda #1 Published: 05/18/2021

Category Question Answer

Budget 31. Do you require budgeting in the system?

Currently the County uses limited budget functionality. WE are intersted to see any changes to this module from AX to 365

Budget

87. Please specify if budget planning & controlling are being used in the current implementation

Currently the County uses limited budget functionality. WE are intersted to see any changes to this module from AX to 365

Cashier

9. Have you selected a cashiering solution yet? If so can you please provide software to make sure we take into account whether its an add-on or an integration and if we have experience at KPMG with this software which would be a value add.

No, Kenosha County has not selected a final Cashiering solution.

Cashier

18. For our proposal effort, should we assume the cashiering solution will be ready for us to integrate during our implementation or would it be separate set of work and for our proposal or would we need to take into account maybe some workarounds for the first few months on how to get data for POS? Just wanting to make sure the timing aligns correctly with what we are proposing for the D365 implementation?

The Cashiering project is separate and assume complete for the purposes of this proposal.

Cashier

32. Across all of the entities, how many active Bank Accounts will need to be setup and linked to the respective banks?

1 Bank, 3 accounts

Cashier

39. How many bank and equity accounts will be included in the bank interface?

1 Bank, 3 accounts

Cashier

58. Tyler Cashiering - It is understood Tyler Cashiering solution is a required interface to the D365 implementation. Would this more a 'Phase 1' integration and then possibly a more suitable cashiering solution to Dynamics 365 would be interfaced latterly? Please provide the County’s approach on this.

This should be updated with future integration with new cashiering system from current RFP process. Tyler is expected to be retired by go-live for D365 (ND)

Cashier

75. Can you please provide some details on the new cashiering solution being implemented?

The County is currently interviewing Tyler replacement candidates.

Final selection by end June.

Cashier 76. What would be the integration points with the new cashiering system?

Depends on new Cashiering system selected; KC is currently in the selection process

Cashier 77. Cashiering Solution - Will the integration be synchronous or batch?

Depends on new Cashiering system selected; KC is currently in the selection process

Enhance

10. Given that AX was just installed a couple years ago do you have a list of requirements or fit gap analysis that was done that could be provided to make sure we incorporate as much detail as possible in our proposal?

A list titled “KC AX Enhancements” has been published on the

Vender.net portal.

Enhance

11. Similar to above do you have and [any] development documentation on the customization? I appreciate the list but if have more detail that would help us identify if the customizations can be handled in D365 or what the proposed future solution could/would be.

any implementation partner should be able to sit down with us, look at how we currently have something configured, and then be able to migrate that “process” to 365.

Enhance

24. Please provide a list of customizations within AX. Will you need the same customizations in F&O?

Many of the enhancements/customizations are from the Crowe

Accelorator. The Accelorator provides new fields and streamlined processes that make the overall Dynamics experience more friendly to public sector. During implemenation of AX 2012, the County intentially limited the number of customizations within the application knowing there would be a need to migration to D365 in the future. Detailed configurations would be reviewed as part of the implemenation scoping process.

Enhance

29. What are the functionalities not currently deployed in AX that you would like to implement or discuss as it relates to D365 FO?

The County's primary goal is migrating existing functionality to

D365. The County is open to discussions to better leverage new or untapped functionality in D365.

Enhance 37. What type of enhancements are you looking for? Refer to #24

Enhance

47. How do we know the level of customizations in the existing system? We will be able to do product mapping once we have the detailed business process. To identify customizations and those can be handled as standard in the new system or workaround. In case if we need to do customization(s) then we will give clarification of the same.

Refer to #24

Enhance

55. Is it possible to get additional functional / technical background on the items listed within Exhibit 1 Enhancements that would aid in building out effort estimate?

Refer to #24

Enhance

57. Project Goal or Upgrade implementation approach - Please clarify the upgrade approach option considered by County from below or another option.

Complete code and data upgrade from AX 2012 to 365. Evaluate existing customizations as mentioned in Ex 1 - Enhancements, and then only liftand shift the enhancements which are not available in 365. Then migrate master data from existing application along with financial opening balance as on cutover date.

The County is looking to the vendors experiences for the best way to migrate data and functionality from AX 2012 to D365. The

County's goal is to not lose any functionality available today. Data includes operational data from AX go-live in September, 2018, to current, and summary data from pre-go-live years.

Addenda #1 Published: 05/18/2021

Category Question Answer

Enhance

64. To help us understand the level of customization and modifications in the

Kenosha AX2012 environment, please provide details of AX2012 USR layer, VAR layer,CUS layer, BUS (ISV) layer?

Refer to #24

Enhance 68. Could you please list the customizations done in each module? Refer to #24

Fixed Assets

85. Do you use the fixed assets module currently as is “Out of box” for fixed asset registration requirement?

Out of the Box. There is one new report developed specifically for the County.

Format

7. Attachment 1 – RFP Submittal Checklist list completed Attachment 8 –

Functional Requirements document to be submitted with the submittal;

however, that document was not included with the RFP. Therefore, could you please confirm if there is a functional requirements attachment required?

See response to question #8 below.

Format

8. There appears to be several inconsistencies with Attachment 1 – RFP

Submittal Checklist and/or additional attachments missing, as it list an

Attachment 4 – SaaS Description and Attachment 8 – Functional

Requirements, which were not provided with the RFP. Also, the attachment numbers used in Attachment 1 do not match the attachment numbers used in the RFP and the other attachments provided. Could you please confirm if there are any additional attachments missing or required, such as SaaS Description or Functional Requirements?

There is no Functional Requirements document as part of this RFP.

Disregard that item. A new Checklist will be published with that item removed, and the Cost attachment number updated.

Format

12. Screenshot on page 11 of RFP is cloudy. Are you able to resend with clearer image?

A higher resolution image is published on vendor.net titled

“RFP2110-AX Interface Diagram_Enhanced.pdf”

Format

13. Attachment 6 for Effort below has 6 columns but in RFP page 9-10 have a few differences. Instead of configuration its called Build and then there is additional two in RFP; Conversion and Interfaces. Should we align to RFP for

% effort or stick with the 6 from Attachment?

Attachment 6 only contains example tasks. Please fill in the tasks and milestones according to your methodology.

Format

51. For RFP Documents.pdf, page 11 Graphic, please provide a clearer version of this diagram.

Please see revised reference form

Format

52. A few of the RFP components seem out of sync, e.g., Attachment Titles vs.

file names mismatch, and it appears there is no section 7 in the response.

Confirm if all attachments have been downloaded us / transmitted by Kenosha

County.

Please see revised checklist

Format

53. Attachment 5 References - Project scope does not seem aligned to this

RFP Scope.

Please see revised reference form

Format

62. The attachment with the filename "Attachment 5" displays "Attachment

6" in the heading of the document. Will the County please re-issue this document?

Although the project is fixed fee, the County is interested in the consulting rates

Format

63. In Section 3: Detailed Submittal Requirements, there is no Section 7.0, and no instructions for that section to be included in the response. Please clarify whether we are to skip Section 7 or renumber the remaining sections.

The skipping of section numbers is in error. Please ignore reference to Section 7.0

Format

66. Attachment 6, Level of Effort - Service Detail Tab includes a column

"Hourly Rate / Unit Cost." Please define what Kenosha requests for this column (e.g., may show either Hourly Rate or Unit Cost). If either/or, may Unit

Cost be "qty 1 EA" since RFP section 1.5.3 requires that pricing be submitted on a fixed fee basis?

Although the project is fixed fee, the County is interested in the consulting rates

General 4. Who was the original AX implementor for the County? Crowe LLC

General 6. Does the county allow for the use of offshore implementation resources?

All employees and sub-contractors must be vetted and background checked per standard practice. The proposing vendor is responsible for all project resources, regardless of location.

General

15. Just validating, the Statement of Work (SOW) is not required until vendor selection correct? Obviously a lot of what will go into SOW will be in proposal but you are not asking for a legal contract with all of our T&Cs? If so that’s fine just wanted to validate.

Any Statement of Work and/or Contract terms is not required until the solution is selected. Any proposal shall be based solely on the

RFP terms, conditions, and requirements.

General

19. How many entities you want to implement? If more than one, do you want them to fall under the same Microsoft Tenant, or does each entity need its own separate Microsoft Tenant? Do you require consolidation and its reporting?

There is only one entity

General 21. Is the AX hosted on your servers or by a 3rd party? On Premis

General

22. Is Your AX system currently supported by Microsoft? Who is the vendor currently supporting it?

Crowe LLC & Microsoft Premium support

General

23. Please provide a list of modules used in AX along with the functions used within each module.

Same as #27

General

25. Are there any Independent software Vendor (ISV) add-on solutions currently used as part of Dynamics AX environment?

Crowe Public Sector Accelerator

Addenda #1 Published: 05/18/2021

Category Question Answer

General

27. Please provide a detailed list of modules that you want configured in your new Dynamics F&O Application.

At a minimum: Accounts Payable, Accounts Receivable, Budgeting, Cash and Bank Management, Fixed Assets, General Ledger, Project

Management, Public Sector, Procurement and Sourcing

General

30. Will all legal entities have the same Chart of Accounts and similar processes?

There is only one legal entity. One C of A that will be the same in

365 as it is in AX.

General

33. In Section 2.4.3 we see workflow required. How many different workflows are expected to be utilized?

Workflow counts: AP - 6, AR - 4, GL -3, Budgeting - 3, Procurement -

1, Projects & Grants -2

General

34. What is acceptable down time during the cut-over production migration process

Business hours are Mon-Fri, 8am-5pm. As minimal impact as possible is desired.

General

35. Are there any intercompany transaction between entities? If yes, then let us know the list of entities that will require intercompany transactions.

There are some inter-fund cash transfer transactions but there is only one entity.

General

36. Will the chart of account structure in Dynamics AX change when moving to Dynamics 365 FO?

No

General

42. Are there any blackout dates/times that we need to plan around or keep in mind?

Only Typical Holidays

General

43. Will there be any auditors involved in this project? There was a line in one of the documents that referred to requirement traceability.

No

General

44. What documentation of their current processes will they be able to provide us (test scripts)?

There is extensive documentation to be used for test scripts

General

54. Attachment 5 References – Is the intention to provide references for future contact, will the County of Kenosha be contacting the references directly and if so at what stage?

Yes; references generally are contacted during the final solution selection phase, unless there is a need to contact earlier.

General 61a. When reviewing the Submittal Checklist attached, there is a #4

Attachment document entitled ‘SaaS description’. We cannot find that on

WI_Vendor net portal

See question #8.

General 61b. are we assuming correctly that the #8 Functional Requirements in the checklist is referring to Attachment 7 – Interfaces?

See question #8.

General 67. How many legal entities are configured? One

General 71. Please specify the processes implemented in enterprise portal The Enterprise Portal is not currently in use

General 72. Please list the workflows configured in each of the modules implemented. See answer to # 33

General

74. Please list the public sector functionality that is being catered by the proprietary tool?

The Accelorator adds some additional fields, layouts and workflows related to government specific functions

General

84. Foster parent payments- Is there workflow or business process associated with these type of payments. Please specify No; the workflow is not defined in AX.

General

86. Are project grants and funding restrictions maintained in the current AX implementation?

Yes

Historical

Data

20. In Section 2.4.5 Conversion, the scope describes the migration of historical data. Is it the expectation that after the completion of all phases, AX will no longer be running for any purpose including the historical lookup of information?

This is basically a lift-and -shift project and the County assumes historical data will transfer (approx 3 yrs of historical detail data and several more years of summary data)

Historical

Data

28. For historical data, do you require all transactional data or month end balances or year end balances?

see #20

Historical

Data

38. Will historical accounts payable data need to be migrated? Will purchase invoice and payment history need to be migrated?

see #20

Historical

Data

40. What additional master data other than chart of accounts and bank and equity accounts would need to be migrated?

see #20

Historical

Data

46. How much legacy data will they want to carry over? see #20

Historical

Data

88. How many years of data are you looking to migrate? see #20

Interface

3. Page 11 table for Interfaces states Ceridian is used for Payroll. Page 1, Section 1.1 States the county uses UKG HCM and Payroll . Can you please clarify.

Ceridian Dayforce is Kenosha County's Human Capital Management system, which includes payroll. UKG Workforce Central is Kenosha

County's time and attendance system.

Interface

14. RFP page 11 states all the interfaces below and then page 4 states only interfacing with UKG and cashiering system. So are below imports also in scope or just for reference?

Yes

Interface

16. Asked during the call but can you please share a clearer picture of the interface diagram?

Clearer diagram provided; included as an addenda on vendor.net.

Interface

48. There are many integrations with the other applications, we must understand function points for integrations if those are already a part of the existing application.

all integrations are shown in Attach #7 Interfaces (and pg 11 of the

RFP) and in the interface diagram on pg 4 of the RFP.

Interface

50. Are there any preferred protocols or preference for Interface type like

API's, CSV integrations etc. or can assumptions be made based on the technologies?

Majority of the interfaces leverage a flat file that is processed in batch. Two intefaces leverage web services.

Addenda #1 Published: 05/18/2021

Category Question Answer

Interface 65. Does Kenosha have a desired integration tool set/strategy going forward? KC is open is to best practice approach(es) supported by Microsoft

Interface

78. The interfaces diagram on page 11 is blurred. Could you please provide us with a clear picture of the same?

same as #16.

Interface

79. We understand that integration with GCS will be limited to importing an excel file to D365. The JE will then be verified and posted by the accountant.

The actual computation & payment receipt will be done in the external portal.

Please confirm

Yes (via text file per defined file spec)

Interface

80. We understand that integration with TrakIt will be limited to importing an excel file to D365. The JE will then be verified and posted by the accountant.

The actual computation & payment receipt will be done in the external portal.

Please confirm

Yes (via text file per defined file spec)

Interface

81. Please confirm if integration with p-card (US Bank) is for importing statement for reconciliation? Please confirm

Please demonstrate how your solution processes p-card data from a bank

Interface

82. We understand Juror fees, witness fees, will be imported into D365 as an excel file. The actual computation and payment receipt will be done in an external portal. Please confirm

Yes (via text file per defined file spec)

Interface

83. Could you please let us know about integration with TriMin? We understand that it will be a journal upload. Please specify the kind of transactions that will be uploaded via the TriMin integration

Summary payment data

IT

1. Section 2.1: Table states there is a software license for Crowe Public

Sector Accelerator. What is this? Is it the series of code and customizations that the city hopes to replace with standard product as part of the upgrade?

The Crowe Accelerator is a standardized set of customizations and code to add specific public sector-specific functionality to AX

2012/D365. If the features and functionality provided are available by default in D365 F&O's Public Sector module, we are open to review.

IT

2. Section 1.2: The RFP states: “The County’s current Microsoft AX configuration relies on a proprietary tool to enable it to work in the public sector.” What is the proprietary tool and what does it do?

The Crowe Accelerator is a standardized set of customizations and code to add specific public sector-specific functionality to AX

2012/D365. If the features and functionality provided are available by default in D365 F&O's Public Sector module, we are open to review.

IT

5. Does the county currently anticipate installing D365 in the Microsoft GCC environment?

Yes.

IT 17. Do you expect to keep the Crowe Accelerator? Functionality currently in AX needs to be migrated to D365.

IT 17a. Do you know if they have an updated D365 Version? Yes

IT

17b. Of the accelerator, do you know which features you are using? Are any of the modifications you listed part of that accelerator?

Functionality currently in AX needs to be migrated to D365.

IT

41. What is the average number of general ledger transactions per month for each company that needs to be migrated?

Exact volume unknown. 2,000 - 4,000 / mo

IT

45. What version of AX are they upgrading from? I saw in one of the documents it stated AX 2012 but is it R3?

AX2012 R3 CU12

IT

49. Since it is an AX2012 R3 to F&O migration, there will be re-engineering, not just a plain Lift and Shift. What is the flexibility on re-engineering?

Kenosha County will work with the vendor for a successful migration.

IT

56. During the call it was shared that County of Kenosha already owns the

Dynamics 365 licenses. Could those license details be shared?

Dynamics 365 for Unified Operations (User) 118, Dynamics 365

Operations (Activity) 74

IT

59. AX 2012 Database size - What is the current database size of AX 2012 application and what is the annual database size growth %.

Approximate current size of database is 29 GB for data (including logs) and 7.5 GB for model data

IT

60. Record Count - What is the current active Vendor, Customer, Fixed

Assets and Projects count.

Approx. 19k vendors (includes juror records), 300 customers, 3k

Fixed assets, 1,500 projects

IT 89. Please list any ISVs being used as part of the current landscape. Crowe Accelerator

Report

26. Please provide a list of all Financial and other reporting being done in AX today. What solution is currently used to generate Financial Reports for individual and/or consolidated entities?

We use insightsoftware Atlas for ad hoc financial reporting. (ND)

Report

61. Management Reporter - How many total number of active reports are configured in Management Reporter.

Approx 100 reports; all reports are expected to be migrated as part of the migration process.

Report 69. Could you please list the reports that are customized? Approx 20 reports not included in Management Reporter reports

Report

70. How many management reports are deployed? Could you please list the customized ones?

See #61 & #69

Report 73. Are there any statutory reports that are customized? If so, please specify No statutory reports were customized