3-Accounting Software migration to Business Central QA.pdf

Amendment #

Accounting Software Migration Q&A

Q. Does MTTA utilize any of the GP nonprofit functionality, such as fund management or encumbrances?

A. It does not currently.

Q. We would like to confirm that integration with systems for asset management and/or fleet management are not in scope for the RFP.

A. They are not in current scope.

Q. How many funds need to be tracked? How many grants? Federal/State/Corporate?

Any wish list items for fund and grant management?

A. We have around 10-15 active grants for primarily different capital accounts that are split between federal and local government. We are hoping to expand grants with growth. Easy reporting for grant management would be great.

Q. Are you currently using the industry-specific functionality for fund balancing, encumbrance, etc. provided in GP?

A. I do not know if what we received is out of the box, I do believe it is. It is very generic. I do not believe it is nonprofit specific though.

Q. You have listed Inventory and Warehousing, Job Costing or Project Accounting, Payroll Integration (via third-party connectors) - as additional modules. Do you need us to consider these in our pricing?

A. Yes

Q. We are required to submit an intent to Bid. Can you provide the email where you would want us to submit the Intent to Bid.

A. I have noted your Intent. Thank you.

Q. Is there any specific format for submitting Cost? Because Per Section 15 of the RFP - Pricing information is required in accordance with a Bid Tabulation Sheet provided in Bonfire. We are unable to see any Bid Tabulation Sheet.

A. We have not created a BidTabulation on this project. We would prefer each vendor to propose costing for the project.

Q. Is DBE mandatory? Is DBE proposals given preference and priority?

A. DBE is not mandatory. It is given 5 points in the score card if registered.

Q. 1. PaperSave is for AP automation and Payfabric is for AR automation - Do you want these products to be integrated with BC. Are you also open to other products which can serve the same purposes. 2. For financial reporting we can suggest a solution called ReportFYI from FYISoft. Also, you can mention custom reports that you want us to built in BC."

A. 1. I am open to other products but these products have been fine for us currently. Yes you can suggest any solution to meet the requirements of the RFP. Just be sure to include in pricing.

Q. Payfabric have default connector with BC. Need to confirm whether MTTA will do the co-ordination with payfabric or need any assistance from our team? Square supports API. Whether MTTA wants to continue export and import or can we do integrate via API.

Need more details on what to integrate/import and export.

A. We will co-coordinate. and we have the basic square currently, but we would like it integrate seamlessly into it our system for sales.

Q. what is your expectation on Job Costing in Business Central?

A. Preference is Project costing.

Q. Do you want to maintain the inventory by bin?

Q. can we consider Power BI for Phase 2?

Q. In course of business what is the purpose of the inventory? what is maintained in it?

Is it the inventory purchase and sale, and inventory bought maintained for internal consumption?

A. Majority of our currently inventory is ticket sales. The gal is to bring the warehouse and bus items into within a few years. Majority of it is internal consumption and a little for sales purchases.

Q. Is MTTA looking for a solution in BC or any ISV solutions? what is the expectation?

how many employees are involved?

A. We are looking for a partner to transfer from GP to BC and continue on from there.

Q. Papersave (pairsoft) have default connector with BC. Need to confirm whether MTTA will do the co-ordination with pairsoft or need any assistance from the vendor?

A. We will co-coordinate this part of the project.

Q. Please confirm when will the Bid Tabulation Sheet (Section 15) will get published in the portal.

A. Their just needs to a separate submission for all pricing. Please specify required verses optional so when we are selecting we are reviewing the required cost.

Q. General Information 1. Number of users currently using Great Plains (GP)? 2. Is the current GP deployment on-premises or hosted (cloud)? 3. Version of Great Plains currently in use? 4. Number and size of companies configured in GP? ⸻ Licensing &

Pricing 5. Target Business Central deployment model: Do you prefer cloud (SaaS) or on-premises? 6. Will you purchase the Business Central license directly or do you want us to provide the licenses? ⸻ Integration & Third-Party Solutions 7. Current solution integrations: • Payroll – Which provider/system is used? • CRM – Which platform (Dynamics CRM, Salesforce, others)? 8. Number of banks to integrate – Confirmed as HSBC and JPMC. Any additional banks? 9. Any other third-party ISVs or custom add-ons in use? ⸻ Database & Customization 10. Current database size of GP (noted: above 80 GB impacts pricing). 11. Are there heavy customizations or extended fields in GP compared to out-of-the-box functionality? 12. Any historical data migration requirements? (e.g., last 2 years, all data, or summary balances) ⸻ Implementation Planning 13. Number of kick-off sessions expected (estimated: 10–15 sessions)? 14.

Documentation efforts (estimated: 10–15 hours)? 15. Any specific reporting tools or BI requirements? ⸻ Project Timeline 16. Expected go-live timeline?

A. Verson:18.5.1596- Virtual Terminal/Cloud Last update: MAy 2025 Modules GL, AP, AR, Fixed Assets We have active 5, we would want 7 for entering information access. 1 Company in GP Transactions size is around 1000 a month for all modules. around 10 G database size. We want SaaS. Partner to purchase the licenses. Payroll-ADP CRM-We lack a true CRM. We use Square and Heartland. but that is more for sales. 2 Possibly Banks. We use PaperSave for invoice processing and Payfabric for invoicing To my knowledge I do not see anything customizations. We would want a few to meet our needs for reporting purposes. I would like to migrate up to 3 years. We would like least amount of number of sessions necessary to do it properly. We want robust reporting.

Our current complaint is reporting is dating and hard to extract actual information. We want to be Live by March 2026.

Q. I see there is a new date for the pre-bid meeting. Can you please provide a direct link instead of manual access codes? Thank you.

A. https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWIxYmQxN2YtODBlNC00YTZjLWI1YzItZmM1MTc2MmE2ODg3%4 0thread.v2/0?context=%7b%22Tid%22%3a%22e3d499cb-25ff-47fb-8dc5- 0ea8aa9773f0%22%2c%22Oid%22%3a%22ba8b5ff2-0762-4956-9d74- 73cee42087df%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWIxYmQxN2YtODBlNC00YTZjLWI1YzItZmM1MTc2MmE2ODg3%40thread.v2/0?context=%7b%22Tid%22%3a%22e3d499cb-25ff-47fb-8dc5-0ea8aa9773f0%22%2c%22Oid%22%3a%22ba8b5ff2-0762-4956-9d74-73cee42087df%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWIxYmQxN2YtODBlNC00YTZjLWI1YzItZmM1MTc2MmE2ODg3%40thread.v2/0?context=%7b%22Tid%22%3a%22e3d499cb-25ff-47fb-8dc5-0ea8aa9773f0%22%2c%22Oid%22%3a%22ba8b5ff2-0762-4956-9d74-73cee42087df%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWIxYmQxN2YtODBlNC00YTZjLWI1YzItZmM1MTc2MmE2ODg3%40thread.v2/0?context=%7b%22Tid%22%3a%22e3d499cb-25ff-47fb-8dc5-0ea8aa9773f0%22%2c%22Oid%22%3a%22ba8b5ff2-0762-4956-9d74-73cee42087df%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWIxYmQxN2YtODBlNC00YTZjLWI1YzItZmM1MTc2MmE2ODg3%40thread.v2/0?context=%7b%22Tid%22%3a%22e3d499cb-25ff-47fb-8dc5-0ea8aa9773f0%22%2c%22Oid%22%3a%22ba8b5ff2-0762-4956-9d74-73cee42087df%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWIxYmQxN2YtODBlNC00YTZjLWI1YzItZmM1MTc2MmE2ODg3%40thread.v2/0?context=%7b%22Tid%22%3a%22e3d499cb-25ff-47fb-8dc5-0ea8aa9773f0%22%2c%22Oid%22%3a%22ba8b5ff2-0762-4956-9d74-73cee42087df%22%7d

Q. I am currently logged into the pre-proposal conference, which per the RFP was supposed to take place July 16th, 2025 at 11:30, but i am still waiting in the lobby. Has this pre-proposal conference been changed or cancelled?

A. These was confusion on time zone and I thought nobody was attending. I am rescheduling this for Monday July 21st at 11:00 am Central. For notification will be going out shortly. Microsoft Teams Need help? Join the meeting now Meeting ID: 230 009 379 956 8 Passcode: n9PN3XJ6 Dial in by phone +1 323-676-6713,,112330103# United States, Los Angeles Find a local number Phone conference ID: 112 330 103# For organizers: Meeting options | Reset dial-in PIN

Q. Microsoft offers different types of users for Business Central: Full Users - Complete system access (within user permissions/rights) to Business Central. These are the employees accessing the system daily and processing transactions. Team Members - Read-only system access (within user permissions/rights) to Business Central. These are the users that may login frequently but only for reporting/dashboard purposes or very limited data processing (for example approving a PO). For quoting purposes can you provide a rough estimate of each type of user MTTA expects to need? It doesn't need to be an exact count. We simply need a general estimate since there is a different cost for each license.

A. Full users-6 Team Members-maybe 15.

Q. Does MTTA foresee the need to track the costing for capital improvement projects in the ERP?

Q. Section 15 of the RFP mentions a Bid Tabulation Sheet that is available in Bonfire.

We're only seeing the RFP file available for download. Will the Bid Tablulation Sheet be provided at a later date?

A. We will post the Bid Tabulation sheet after the meeting today.

Q. In the RFP, there are mentions of integrations to a CRM system. Please clarify the system and how CRM is utilized at MTTA.

A. We need to be able to track the ability of types of customers who are purchasing tickets for government reporting. We use heartland currently but it does not integrate with Great Plains.

Q. Given the nature of the MTTA's business, is there any need for grant or fund accounting are part of the solution?

A. That would be ideal.

Q. You indicate that you are GL, AR, AP, and Fixed Assets only, but you also indicate other modules if applicable and you included items in your data migration requirements. can you confirm that the only modules in scope are GL, AR, AP, and Fixed Assets

A. The only current modules we use are GL,AR, AP, and Fixed assets. We would like to broaden the use of the system.

Q. You mentioned needing integration with payroll, CRM, inventory. You also listed project/job costing and warehousing as additional modules. Are you looking to replace 3rd party solutions there? Or replace with new functionality?

A. Payroll would be functionality. CRM and Inventory would be preference as replacement as we currently have a 3rd party system that is dated.

Q. How many years of transactional data to be migrated?

A. We would like 7 years of data as reference, but this can be negotiated.

Q. What is the current payroll system being used and what kind of data needs to be brought back to BC? We can also do API based integration instead of using connectors.

A. ADP is our current payroll system and not doing a GL upload would be preference.

We would like that data to easily flow into the system.

Q. Which CRM system is being used and what kind of integration with BC is needed?

A. We have both Square and Payfabric currently. Payfabric is direct integration, Square is we take the data and move it into GP manually.

Q. Please elaborate on the usage of Project Accounting. What activities to be done as part of Jobs module?

A. We have some projects we would like to keep track of. For example a marketing campaign. Currently using GP we just lump it all to marketing. But in reality, we have supplies, shirts, time, etc that need to be job costed to the activity as well.

Q. Do you use bins in warehouse?

Q. Can you share the details on the Power BI reports, if those are needed as part of Phase I of the implementation?

A. Power BI is a wish list item that be high on our list. But not required on day 1.

Q. Do you maintain inventory in your organization and have a dedicated warehouses to store them? Are you using advanced warehouse features like Directed Put Away and Pick?

A. We are currently using two separate software to maintain our day to day inventory.

We are wanting to make it one system.

Q. What kind of financial reports are required to be generated from BC. Provide their names/details?

A. General Ledgers, Subledgers, inventories. Income Statement, Cash Flow statement, Balance Sheet.

Q. What features are needed as part of expense tracking system?

A. Employees to be able to submit receipts and managers approve. This is more for Company Card purchases.

Q. What do you mean by invoice processing? Are you looking for solutions related to Document Capture for processing invoice images/files and generating them automatically?

A. We currently use Papersave, we would like to see what else is available to replace or enhance it.

Q. What workflows require approvals in BC?

A. GL Posting is the only current workflow. However, we would want PO approvals as well.

Q. Which version of SQL Server is being used?

A. SQL Server 2019, specifically version number 15.0.4410.1

Q. Which version of Great Plains is being used?

A. 18.5.1596

Q. Please confirm if this is a SaaS implementation or On-Prem Business Central.

A. Saas

Q. How many Legal entities to be configured/implemented in Business Central?

A. 1 legal entities

Q. Who are the primary users of executive dashboards and analytics? Do you have existing Power BI licenses or experience with the platform? What are your requirements for mobile access to dashboards and reports? Do you need real-time or near real-time data visualization?

A. Directors are the primary for executive dashboard. CFO is really the only one (currently) reviewing analytics. We do not have current BI licenses or experience. For mobile access it is more of a preference to be able to approve workflows and run reports from anywhere than to view the dashboard. Near real-time data visualization is good.

Q. What is your preference for training delivery (on-site, virtual)?

A. Preference is on-site for switchover, but majority of training is capable of virtual.

Q. What is your budget range for this implementation project? What is your preference for support and maintenance arrangements?

A. This is a best value project and budget will not be given. Yearly support and maintenance agreements need to be in place.

Q. What is your approach to user authentication (single sign-on, multi-factor authentication)? Are there any data residency or sovereignty requirements?

A. -MTTA utilizes Cisco Duo to secure all internal application, and requires the use of MFA to access all internal systems. Any external apps that are capable of supporting SSO through Duo have been secured if the vendor allows integration. Any external applications that do not support Duo, the members are encouraged to setup 2FA/MFA if the application allows. -Yes. All data is to be stored on US based servers and bound by US FTA regulations.

Q. What is your current server and network infrastructure? Are you currently using on-premises infrastructure? What is your current Microsoft licensing environment (Office 365, Azure, etc.)? Do you have dedicated IT staff or rely on external IT support?

A. -Mix of on-prem Physical and Virtual servers, and Cisco Network hardware. -Yes - Office 365 GCC -MTTA has dedicated IT team on-site M-F, we do use external support team for our telephony system.

Q. What are your current reporting requirements and pain points? Who are the primary consumers of financial and operational reports? What types of dashboards and KPIs are most important to your organization? Do you have specific regulatory reporting requirements?

A. GP is does not have a great reporting system, it lacks ability to see enough detail with backup necessary. Accounting and Board of Directors are the primary consumers, however, we are training management to be able to understand more financial data. We have a subset of KPI's that are based on not just financials but also on ridership. We currently have to track in Smartsheet.

Q. What are your key business processes that must be supported? Do you require multi-currency or multi-company functionality? What are your inventory management requirements? Do you need project accounting or job costing capabilities?

A. GL,AP, AR, Fixed Assets, Purchase orders, Inventory are all necessary to be supported. We are not a multi-currency or multi-company. Inventory would need to be able to quick and easy for field maintenance employees to use. I would prefer job costing accounting.

Q. What is the estimated volume of historical data to be migrated? How many years of historical data do you need to migrate? What is your current data backup and disaster recovery approach? Are there any known data quality issues or cleanup requirements?

What are your data retention policies and compliance requirements?

A. Unsure of the actual volume of historical data- we are wanting the last 7 years if possible. Our current contractor has back up data on our system. We are unaware of quality issues, but we would like clean up of GL codes. We are required to keep all data for up to 5 years.

Q. What third-party applications currently integrate with GP? What manual workarounds or external tools are you using to supplement GP? Do you have any custom modifications or customizations in GP? What reporting tools are currently being used (Crystal Reports, SQL Reporting Services, etc.)? Are you using any Microsoft Office 365 or Power Platform tools currently?

A. 3rd Party- PaperSave & Payfabric Excel is a frequent external tool, Square for payment processing at stations, and Report Viewer and Report Designer, SmartlIst, smartView. I am unaware of custom modifications in GP We Have SQL reporting, but unsure how to truly use it. most reporting is done in Report Designer/Viewer We use Microsoft Office 365.

Q. Which version of Microsoft Great Plains/Dynamics GP are you currently using? When was your GP system last upgraded or significantly modified? What modules are currently implemented in GP (GL, AP, AR, Payroll, Fixed Assets, etc.)? How many concurrent users access the GP system? What is the current database size and transaction volume?

A. Verson:18.5.1596 Last update: May 2025 Modules GL, AP, AR, Fixed Assets We have active 5, we would want 7 for entering information access. Transactions size is around 1000 a month for all modules. around 10 G database size.

Q. How many employees does your organization currently have? Do you operate from a single location or multiple sites? If multiple, please provide details of each location.

A. We have 250 employees. Users of the software operates from a single location, however, we are a public transportation agency so we are spread out. We will need access virtually as well as we work from home time to time.