Attachment 1 VCS IT Overview v2.pdf
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- Solicitation number
- 36C10B25Q0457
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This document is an IT infrastructure summary for the Veterans Canteen Service (VCS), detailing their current technology ecosystem spanning multiple systems and locations. The infrastructure includes Oracle Financial Suite for financial management, Oracle Retail System for merchandise and inventory data, and a complex network of interconnected applications across stores, central office, datacenter, and cloud environments. Key systems include Point of Sale (POS) systems at 200+ locations, inventory management tools like Store Inventory Management (SIM), and integration platforms like SPS Commerce Electronic Data Interchange (EDI) and Crane VendMAX for vending machine operations.
The document comprehensively maps out VCS's technological architecture, highlighting critical interfaces between systems such as iFAMS, Payroll Application Services, and various Oracle analytics and reporting tools. Notable features include employee payroll deduction capabilities, automated inventory tracking using Zebra handheld scanners, and manual processes for tasks like treasury offset tracking and monthly financial reconciliation. The infrastructure supports core business functions including financial reporting, merchandise management, sales transaction processing, and inventory control across the Veterans Canteen Service's extensive retail network.
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Other files
| File | Type | Posted |
|---|---|---|
| 36C10B25Q0457_2.docx | DOCX document | |
| 36C10B25Q0457_1.docx | DOCX document | |
| 36C10B25Q0457.docx | DOCX document | |
| Attachment 2 VCS Retail System Summary v2.pdf | ||
| Attachment 3 VCS Replacement RFI Questions for Industry.pdf | ||
| VCS Replacement Statement of Objectives.pdf |
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Veterans Canteen Service (VCS) Current IT Infrastructure Summary
Oracle Financial Suite: The Oracle Financial Suite is VCS’s primary system for financial management. It includes General Ledger, Secondary General Ledger, and Accounts Payable modules. VCS is required to report financial information to the US Treasury each month. The Oracle Financial Suite interfaces with 1) Integrated Financial Acquisition Management System (iFAMS), 2) Payroll Application Services 3) Oracle Retail, 4) Point-of-Sale (POS).
Oracle Retail System: Oracle Retail is the system of record for merchandise, product, and inventory data for all of VCS. Oracle Analytics Server is used to run store-level analytics and reporting based on data in the Oracle Retail Data Warehouse (RDW). Oracle Business Intelligence Enterprise Edition (OBIEE) is used for enterprise-level analytics and reporting based on data in the RDW. Oracle Retail Invoice Matching (ReIM) is used to verify invoices from SPS Commerce EDI (or manually entered). Oracle Retail Sales Audit
(RESA) processes and validates sales transactions from all channels as well as the Point-of-Sale (POS) system. The Oracle Retail Management System (RMS) is used for merchandise management including buying, pricing, inventory management, replenishment, and valuation. Oracle Retail Price Management (RPM) is used to manage pricing strategies for the RMS, Store Inventory Management (SIM), and the POS system. SIM allows stores to input and manage receipts, returns, transfers, stock counts, and inventory adjustments of retail, food, beverages, and vending. Zebra handheld scanners use the SIM Wavelink mobile application to manage store inventory. The handheld scanner also has a custom-built Offline Application that allows canteen staff to print purchase cards, pick lists, and print shelf labels and item labels via the Zebra portable label printer. The handheld scanner receives the latest pricing data from the backend Oracle Analytics Server/Zebra Enterprise Connector (ZEC) via the Ivanti Avalanche scanner management system which is also used to manage the scanner configuration. The Zebra Printer Profile Manager Enterprise (PPME) is used to manage the Zebra printers. The Oracle Retail Integration Suite includes the Retail Integration Bus (RIB) and the Retail Extract, Transform, and Load (RETL) capabilities.
Point of Sale (POS) System: The POS system used at every VCS store consists of cash register software running on Elo hardware. All POS sales transactions are transmitted from the POS system to the Oracle system. POS complies with PCI standards and processes credit cards (via WorldPay), EPD transactions, and Stored Value Solutions (SVS) gift cards. Canteen staff use the POS Back-Office application to perform end of day register/safe/banking reconciliation. VCS finance department uses the POS Back-Office application to verify deposits and reconcile discrepancies in registers, safes, and deposits.
Employee Payroll Deduction (EPD) Program: EPD provides VA employees a convenient way to pay for VCS store items over time, without interest. Employees receive a swipe card that can be used at the point of sale. The payment for these items is debited from the employees’ paycheck every pay period.
SPS Commerce Electronic Data Interchange (EDI): VCS creates purchase orders using Oracle RMS and Oracle SIM. The Oracle system transmits the orders to SPS Commerce. SPS Commerce sends invoices to Oracle ReIM for invoice matching. VCS enters shipment inventory into SIM, or in the case of Direct Store Delivery (DSD) transactions, SPS Commerce sends receipt acknowledgements that automatically fulfills the quantities in SIM. VCS EDI analysts use the VCSCO Tools EDI Pre-processor to manage and monitor EDI transactions and exceptions.
US Treasury Offset Program (TOP): A database is used to maintain and track debts due to VCS which are collected through the TOP. EPD data is manually imported into the database from the EPD NETePay server. Another manual process is used to pull debtor information from an Internal Revenue Service (IRS) system.
Web Application Server: End of month store inventory level data is manually input into the V15 web application server by VCS store managers. The VCS central office uses this information for monthly financial statement reconciliation.
Crane VendMAX: This application and cloud component is used for vending machine tracking, sales, and cash collection.
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