2110 Enhancement List - REVISED.xlsx

Sheet1

12/18 - Patty to follow up with Kathy.

3/13 - Cancel per team meeting.

1. Refresher training for Core users (one day, onsite, including preparation and follow-up time)

2. End-user training for Dept/Div budget preparers (two half-day, onsite sessions, two trainers, including preparation and some/minimal follow-up time)

3. General budget preparation assistance Medium Mid 2019 $ 23,600 3/13 - Need further discussion on Budget implementation with Crowe.

4/23 - Using support hours as needed. Cancel per CTM.

1. Assist the County with the year-end close process within AX including periodic procedures to close out prior-year processing, to permit new-year processing, and to roll forward and close out all relevant areas (e.g., PO roll-forward, review and process items like prior-year PRs). Includes the month-end process for the last month of the year (sub-ledger reconciliation, etc.)

2. Assist the County with year-end reporting - e.g., producing reports for the first audit under the new AX system, as well as first-time production of the CAFR reports (note that this would occur several weeks/months after the year-end close process)

Note that DED #38 in the base contract (an optional bucket of support hours) was included in the contract specifically to accommodate items like this one. Medium December, 2018 – January, 2019

12/18 - Patty to follow up with Denise.

3/13 - Denise to follow up with Nancy.

Response from Nancy: There are 2 issues to resolve:

1. Related to the incorrect “remit to” address

2. The Customer name is not printing on a project invoice Get Quote 4/22 - Quote updated.

The current MFR format will change slightly in AX. Currently we have our vendor/provider information listed with annual contract amounts under our service categories in the MFR (This is for DWD, DCFS, OOD, and DADS). Health, Vets, ME, and Brookside does not use this format. Projects and Sub projects will take the place of service categories/line items from our current MFR to the AX MFR. However, we won’t be able to see the vendor/provider information under the service line items.

In order to accommodate this information in AX for 2019, fiscal staff will probably be entering all contracts as a PO in AX. This way we can track contract balances within AX. Each line item could be a specific service which can be reported with the financial dimension including project and sub project ID. A vendor and/or Project lookup will give directors/responsible staff a view of contract balance at any point in time. This could be incorporated into their dashboards. I have let fiscal staff know all contracts requiring a PO in AX will be manually entered in 2019. However, I would hope for 1/1/20, this could be a download from RHB’s CMS in a format that AX would accept to create PO’s. Some manual intervention might be needed by fiscal staff; however, the majority of the data would NOT have to be a manual entry. This would be a very efficient and time saving process for the fiscal staff. It also will give other staff an up to the minute contract balance lookup vs a 30 to 45 day wait for the current MFR to be produced. It might also be consistent to have all divisions who have any contracts in RHB’s CMS to utilize the PO entry going forward which would include Brookside and Health. Your decision going forward could also be a point of discussion when planning this project.

I would hope we could start conversations this first quarter of 2019 because before you know it—2020 will be here. Medium Q2, 2019 $ 1,575 12/18 - Needs to be complete before the end of 2019.

3/13 - Get quote.

4/22 - Quote updated. Range from $1,575 - $7,650.

4/23 - Cancel per CTM.

1. Modify Tyler Cashiering such that it will pass tender type data into AX by transaction; and

3/13 - Follow up with Kathy.

4/23 - Cancel per CTM.

15 ZZCancelled Configuration and Training Vendor Portal Change to the Vendor Portal Authentication Service In late August, 2018, Microsoft announced its migration strategy for deprecating its vendor portal authentication service (ACS). Microsoft announced its alternative solution and provided time frames for this change. This item would accommodate the effort to change from ACS to the new VP authentication provider (Auth-0), realizing that this will require re-configuration of Dynamics AX to support this, as well as additional testing/validation and activities to implement this change (e.g., production change control). High Near future $ 30,600 Discussion of Scope/Approach needed.

12/18 - Schedule meeting after holiday to talk through Vendor Portal and what needs to be done to get a timeline in place.

3/13 - Cancel per team meeting.

16 ZZCancelled Customization Projects and Grants Modifications to the Project Contracts Report Kenosha County desires changes to the Project Contracts Report (Reports > Base data > Project Contracts) funding source (grant) financial dimensions on a project contract, along with the amounts for each, where AX does not provide this functionality out-of-the-box.

Note: This report was customized to add grant Id and name information (providing a partial solution for the County), but the County wants to be able to see amounts and filter so they can more easily identify if they missed a setup step.

Also, modify the report so that it can be run for just one Division. Low Future TBD Combined item #33 into this based upon email from Laurie to Jim and Mike on Nov. 2nd.

12/18 - Need quote from Neal.

1/23 - Per Jim email - Denise and Terri said that this will not be needed. Leave on the list but drop to very low priority just in case someone else may need later. No need to estimate cost.

3/13 - Cancel per team meeting.

1. Prompt the user (either on the pending vendor invoice form or on the reporting printing dialog) with two checkboxes whereby they may specify the documents to be scanned are either HIPAA, Confidential, or neither, or both

2. Print the disposition of those indicators on the AX cover sheet for the invoice (which currently provides the bar code for scanning, among other things).

1. Crowe would add a new field to the table that AX monitors (i.e., the table that Laserfiche populates when it sends new document references into AX) to understand if the document is an “Add” or a “Delete”

2. Crowe will modify the AX-inbound service to accept this additional field. Note that since the inbound services for all document types will need to change, the Kenosha Laserfiche code will also likely need to change, and this would be the County’s responsibility.

3. Crowe will modify the functionality that processes requests from Laserfiche (i.e., the records in the monitored table) and if the attachment is being “deleted”, it will look up the combination of RecId and URL and will delete the attachment reference within AX for that combination.

Crowe will modify the ACH "report" that is emailed to vendor when ACH Payments are made to include the ACH reference number (note: the item that gets emailed to vendors is technically an SSRS report).

12/18 - Neal to re-quote based on new requirement.

1/23 - Per Jim email - Mark Felsing said he would like to have default to fund 100 and not make this a required field.

35 ZZCancelled Customization Accounts Payable Verification of vendor mailing address (on checks) Possible enhancement needed for selecting and verifying vendor mailing address for checks.

1. Refresher training for Pilot participants/ users (one day, onsite, including preparation and follow-up time)

2. General assistance with preparation for and execution of the Pilot Cancelled December, 2018 $ 7,200 Per comms, County likely will execute pilot without Crowe assistnace.

12/18 - Withdrawn per meeting notes. Can be incorporated into support hours.

39 ZFuture Other, post go-live support and assistance Training “Optimization” Training Kenosha County desires assistance with additional training across all functional areas where the training would be targeted towards existing users and the optimization of their skills and knowledge in using the system. Examples would be areas like maximizing their efficiency and productivity in the system and reinforcing areas like “short cuts”, personalizations, and best practices. This training would not be geared towards training users new to a module. Time and costs will include time to prepare for session and time to follow up from sessions.

Functional Area Duration (days)

GL/MR.......................0.50

Budget.......................0.25

FA..............................0.25

Pur, Vndr Prtl/Pncht..0.50

AP..............................1.00

CBM.......................... 1.00

AR..............................0.25

Grants/ Projects........0.75

1/23 - Per Jim email - Mark Felsing says to take off list. This will not be needed.

4/22 - Quote updated.

1/29 - Per Neal, this cannot be complete until #44 is in PROD. This is due to the vendor information from PCARDS not being pulled into the GL.

1/23 - Jeff needs this in place before first 2019 payroll process on 2/13/19.

50 ZZCancelled Customization Cash and Bank, General Ledger Cash receipts detail (from Cashiering) appearing in General Ledger Cash receipts detail from Tyler Cashiering does not appear within the AX General Ledger (e.g., individual checks received don’t show up in the ledger). There is some question within the County whether this is desirable, or whether the detail is desired. Cancelled Future TBD 12/18 - Need quote by Neal.

1/23 - Per Jim email - Take off list. This enhancement is not needed.

Is there an enhancement that could be made to default the procurement category, quantity, and unit of measure on an invoice line to “Goods 2 way”, 1, and “EA”, respectively, for invoice line entry?

Note that Crowe would need to spec this, as this logic would not work for many lines (e.g., when invoicing against a PO and/or product receipt) (This was previously the duplicate 50.) Complete Future $ 4,875 3/13 - Need to research more details on how this would be used in KC.

4/22 - Quote updated.

Journal voucher > Inquiries > balance control; and

Cash and bank management > Inquiries > Balance control These forms show an inquiry prior to posting – what the results of a transaction will be before and after posting. Kenosha County wants the effect of a sub-ledger (bank account) to update the assigned main account. This will give users more accurate information for their cashbook projections to know when and how much money needs to be transferred to/from a state pool. Enhancements would also include effective date tracking.

Note that both forms are similar, but have subtle differences that would require each to be enhanced in a relatively similar manner. A conceptual spec for this enhancement was provided to the County (Nanette, Amanda, Patty, Kathy, Marla) for review 11/19/2018. This cannot be quoted until the scope and approach for this are confirmed. Complete In Progress $ 11,850 12/18 - Crowe waiting for follow-up from Nanette for quote. Neal to provide details to Patty for follow-up.

1/24 - Per message from Kathy:

Before we send this for an estimate, we would like Joe H. to talk to Nanette about her questions. Could he call her? The responses below didn’t explain what she was asking completely. Maybe the questions need some explaining. If this misses the next enhancement schedule that will not be an issue. We will put It on the following one because we want to make sure that the Treasurer has a good understanding of how this will help to replace the Excel cashbook down the road.

Until we get the September 2018 and subsequent months balanced to the bank, this enhancement will not be helpful so we can make it less of a priority because of that. Reconciling to the bank is a priority and we still don’t have that worked out as to the beginning balance and the information we need for the month end. We are working on it.

3/15 - Quote provided 2/22/19. Removed from CR 14 for future.

12/18 - Johnson Bank requirements.

3/15 - Signed 3/5 for imp.

60 Change Order 14 Training All AX Developer Training AX Developer Training, with emphasis on SSRS Report Development Complete 5/1/19 $ 6,150 2/5 - Crowe to provide quote for two-day training session 3/15 - Signed 3/15 for imp.

61 Change Order 14 Training Reporting AX Cubes & BI Reporting Session Half-day, onsite functional training to include:

- An overview of what the cubes are and how they work

- How to connect Excel to the cubes for reporting and discussion of other ways of reporting against the cubes (PowerBI, etc.)

12/14 - Complete (County rolling out to users) IM2 Complete Implementation Task Budget Planning Ceridian HR Budget Positions Interface Implementation of the Ceridian HR Budget Positions Interface (for budget planning) High October / November $ - 0 Part of base project.

3/13 - Complete per team meeting.

3/13 - In progress.

12/14 - Complete IM5 Complete Implementation Task Accounts Payable Data conversion of vendor 1099 balances Loading of vendor 1099 balances (data conversion provided by County/Mark) High October / November $ - 0 Part of base project.

3/13 - Complete per team meeting.

IM6 Complete Implementation Task Licensing and User Security Analyze Users, Roles, and License Levels Analyze Users, Roles, and License Levels to determine if/where users or roles should be changed High Complete $ - 0 Part of base project.

3/13 - In progress.