Attachment 12 REVISED.docx

SAP

Attachment 12 – Summary of Questions and Responses Attachment 12 has been revised to add Questions 68 - 80

1. Question – RFP Section: Attachment C.1 Scope of Work, Page 6, paragraph 1, last sentence before chart Please clarify instruction: 'These will correspond to the appropriate Scenarios as outlined in Attachment C.1 – Information for Offerors to Submit, which describe Clemson’s unique business process for offerors to describe how their proposal ERP Software System will address each scenario.' The reference to 'Attachment C.1 - Information for Offerors' in this sentence seems to be in error as Information for Offerors is Attachment L.8.

Response: That is correct. This is a typo and this section should read “...as outlined in Attachment L.8.

2. Question - RFP Section: Human Resources or Procurement How much annual spend do you have for Contingent Labor including: Adjunct professors, IT and other contractors, part-time work/workers, any non-W2 work or worker spend?

Response: On true labor only, Clemson spends about $8-10M per year, but if you count our contracted services and that type labor (I.e. food service, janitorial services, etc...) we spend closer to $60M per year.

3. Question – RFP Section: External Systems Is Clemson looking to replace Jaggaer or Jaggaer eProcurement BuyWays or must the new proposed system integrate with Jaggaer?

Response: Clemson’s current solution is Jaggaer, and yes, we are open to consider utilizing a different procurement solution that includes or does not include Jaggaer. We would like the Offeror to submit what they feel is the best solution for Clemson to utilize for eProcurement.

4. Question – RFP Section: 1.1.1.3.7. Manage Accounts Payable Is Bank of America the only bank you are using?

Response: The University’s vendor account is held by Bank of America. Bank of America and Wells Fargo are the University’s primary banking partners.

5. Question - RFP Section: 1.1.1.1.1 Manage Positions Provide a two-way interface with SCEIS" QUESTION: What type of system is SCEIS and what information would you be looking to pull from this system to store in your system?

Response: SCEIS stands for South Carolina Enterprise Information System and is an SAP system. From the SCEIS system, we receive and store ID numbers for our employees as well as position numbers so we can send updated data back to SCEIS.

6. Question - RFP Section: 1.1.1.1.2 Plan Compensation What would be included in a "Total Comp statement for a Department and the University"

Response: Online and downloadable form that provides a unique statement communicating the overall value of an employee’s total compensation package. This feature should encompass all aspects of total rewards including but not limited to all forms of direct and indirect compensation and benefits (employer contributions) such as: base salary, supplemental compensation, variable compensation, overtime, unemployment, taxes, retirement, stipends, reimbursements, housing/car/phone allowances, relocation expenses, ETAP benefits, leave benefits, disability, medical, dental, vision, life insurance etc. It should be an example of what you have implemented at a similar R1 institution with the size and complexity of Clemson.

7. Question – RFP Section: 1.1.1.1.2 Plan Compensation Please explain what is the outcome of "optimize compensation for shared employees between the University and University extensions’" Response: The Offeror should describe how their proposed solution handles compensation plans for employees that have multiple employee location records; e.g., an employee whose code ties them to Clemson University’s main campus and a Clemson University extension location in another county. This also would include compensation management for employees at the University, but also at the University’s related organizations (e.g., IPTAY, CUF).

8. Question - RFP Section: 1.1.4.2.8 Manage Fixed Assets Please provide additional details on your leases, e.g. types of leases (lease-out, lease-in, for real estate or equipment...etc.)

Response: We have both lease-out (CU as lessor) and lease-in (CU as lessee) agreements. All of our lease-out agreements are for real estate. Our lease-in agreements are for both real estate (instructional and administrative uses) and various types of equipment.

9. Question – RFP Section: 1.1.4.3 Manage Supply Chain What is your annual spend for good & services? If you don't have an exact number please provide best estimate.

Response: Find Clemson Budget details here - https://www.clemson.edu/finance/budgets/forms.html and Find Clemson Financial Statement details here - https://www.clemson.edu/finance/controller/annualreports/

10. Question - RFP Section: 1.1.4.3 Manage Supply Chain How much of your Services spend includes services labor/contracts you put on an SOW? For example you hire non-W2 employees for contractor work, sub-contractor work, contruction, janitorial, maintenance, food services, sporting or special events - and put this work on an SOW. How much annual spend do you have on SOW's?

Response: Find Clemson Budget details here - https://www.clemson.edu/finance/budgets/forms.html.

Find Clemson Financial Statement details here - https://www.clemson.edu/finance/controller/annualreports/ The breakdown being asked for is not able to be provided at that level of detail.

11. Question – RFP Section: 1.1.4.3 Manage Supply Chain How many users will create sourcing events, how many users will create contracts, and how many users will create suppliers?

Response: Clemson currently has a central Procurement organization with 5 professional buyers who create sourcing events and finalize contracts. This number may change in the future. Suppliers can currently be requested by anyone at Clemson, but our current process requires approval to invite a supplier to register with the University that is managed by a single approval point in the Procurement/AP office.

12. Question - RFP Section: Cost Proposal How many finance employees?

Response: There are approximately 125 finance and operations staff in the core central finance functions across payroll, accounting services, budget, cash and treasury services, student financial services, and several other finance functions. Departments across campus also engage in finance activities.

13. Question – RFP Section: Cost Proposal How many Accounts Payable employees?

Response: Accounts Payable is currently a decentralized process at the University. Centrally, the office has 3 people, but departments across campus are involved in the AP process. A number of employees is not possible to provide.

14. Question - RFP Section: Cost Proposal How many Accounts Receivable employees?

Response: Primary non-student accounts receivable is managed by one individual. Billing is decentralized.

15. Question – RFP Section: Cost Proposal What is your annual purchasing spend?

Response: Approximately $400 million

16. Question - In order to release our SOC reports, an NDA may be required. Is Clemson University willing to enter into an NDA prior to the submission of the RFP response?

Response: Yes, please go ahead and send your NDA to the Procurement Officer if required. If NDA’s have not been agreed to and signed by the deadline for Offers, then Offerors can provide their SOC reports after the deadline.

17. Question - The RFP states that with the Dual Prime Operating Model, you are accepting two separate proposals. Yet, there does not seem to be any guidance on how to submit the pricing proposal with this Dual Prime Operating Model. Is it permissible to submit a pricing proposal from the System Provider and one from the Systems Integrator? The System Provider will complete Section A (Subscription Fees) and the Systems Integrator will complete all other sheets. Clemson University would be responsible for combining the two.

Response: Regardless of the model you are proposing, the submittal will be a single Cost Proposal. While the two offerors may choose to submit different parts of the technical proposal based on what they are offering, it is still considered a single offer that will be detailed and submitted as required in Attachment B.3. We expect a single, completed file of B.3. submitted with each offer, whether it is Dual Prime or a single offeror.

18. Question – In C.1, Scope of Work, section 1.1.4.2.7, Manage Budgets, it lists the requirements as it relates to Budgets, Planning, Forecasting, etc. However, in Attachment 8, External System Interfaces, it lists Adaptive Planning and a designation of “Keep.” Please clarify if Clemson University is looking to keep or replace Adaptive Planning. If keeping, should responders address 1.1.4.2.7 at all?

Response: The University is looking to keep Adaptive Planning. Not all budget functionality is expected to reside in Adaptive Planning. Therefore, answers to section 1.1.4.2.7 should still be provided.

19. Question – Will you allow vendors the opportunity to submit additional questions at a later day, perhaps by October 14th?

Response: Deadlines for future questions will be posted with this amendment, but additional questions will be limited to follow up to any Questions and Responses in this first round of questions.

20. Question - Does Clemson University intend to backfill for key personnel assigned to performing Clemson University’s roles and responsibilities during implementation?

Response: Yes.

21. Question – What is Clemson University’s preference for onsite versus remote work for the implementation?

Response: There are certain ERP implementation activities about which Clemson may feel indifferent between having those activities performed onsite versus remote. Change management, communications, and training activities are expected to be more in-person as those serve as essential vehicles for maximizing system adoption and skill development.

22. Question – Are there restrictions on using offshore resources for parts of the implementation as appropriate?

Response: Clemson’s preference is that key members of the implementation are non-offshore resources, but we would be open to offshore resources for roles and work that is not critical. See response to question number 35.

23. Question – There is opportunity to replace and decommission Applications labeled as “TBD” in the Attachment 8: Applications Inventory tab; however, the Attachment B.3: Cost Proposal Workbook is not formatted for Clemson University to evaluate optional offerings. Where should optional offerings and costs be presented?

Response: Please refer to Table A2 in Attachment B.3 Cost Proposal Workbook. Refer to bottom of table with Options offerings.

24. Question - In Attachment 8: Data Migration Volumes tab, are the numbers in column E Migration Requirement indicating the number of years of history requested by Clemson University? For example, the Clemson University migration requirement for #17 Core HR Employees Inactive (terminated) is indicating 7 years?

Response: Yes

25. Question – In Attachment 8: Data Migration Volumes tab, it appears the Current active, # of Records / year, Estimate to Migrate, and Context Narrative columns are missing when comparing to the Overview tab. Can Clemson University provide an updated Attachment 8 with this information included?

Response: Clemson will be updating the Data Migration Volume tab with more details in the next amendment to the RFP after developing a more complete Data Migration strategy.

26. Question – Please elaborate on 1.1.4.2.1 “Allocate Indirect Costs”. It references a scenario found in Attachment C.1, but there seems to be some missing information. Some clarification would be helpful.

Response: Refer to Scenario 1.1.1.2.1 found in attachment L8 Information for Offerors to Submit

27. Question – RFP Section: General, Description: Project Approach Is there a preferred Go Live Date?

Response: No.

28. Question - RFP Section: General, Description: Project Approach Is there a desired overall timeline for the project?

Response: No. Clemson desires the overall timeline for the implementation to maximize success while balancing the needs for change and resource management. Clemson is informally anticipating the implementation will take approximately two to three years.

29. Question – RFP Section: General, Description: Project Approach Can the State provide the expected Project and Governance Structure – (i.e. – Hierarchical Structure, Key Roles and Participation Levels, Projected Core Team structure)?

Response: No. However, the governance structure consists of executive sponsors, a project management organization, two workstreams (one for Finance and one for HR), and an alignment committee that will work to align and unify the interest of the HR and Finance workstreams. The governance structure includes a (1) advisory committee comprised of leaders from our academic enterprise; (2) and advisory committee comprised of business officers; and (3) an advisory group for our related organizations (e.g., IPTAY, CUF, etc.) Clemson expects most members of the HR and Finance workstreams to engage in the ERP from 75% up to 100% of their roles during peak project activities.

30. Question - RFP Section: General, Description: Project Approach Does the State desire a more “Tier-1” Support role and have the SI/Software Bidder provide on-going Managed Services and Sustaining Support(Tier-2 and Tier-3) for the State as part of the min 11-Year Contract?

Response: Refer to Section 1.2.3.4, Table 8 in Attachment C.1 Scope of Work.

31. Question - RFP Section: Attachment L8 No. 1.1.4.3.6, Description: Manage Requisitions, Purchasing, and Receivables What main processes does Jaggaer currently support?

Response: Jaggaer currently provides requisitioning/PO issuance, catalog management, AP, supplier management and reporting. Sourcing is provided by IonWave Technology through an interface with Jaggaer.

32. Question - RFP Section: Attachment L8 No. 1.1.4.3.6, Description: Manage Requisitions, Purchasing, and Receivables How many punchout catalogs are currently configured in the Jaggaer system?

Response: Clemson currently has 40-50 enablements with Jaggaer – a mix of punchouts or various forms of hosted catalogs.

33. Question – RFP Section: Attachment L8 No. 1.1.4.3.6, Description: Manage Requisitions, Purchasing, and Receivables How many purchasing agents does the University have?

Response: 5.

34. Question – RFP Section: Attachment 11, Description: SaaS environment for ERP What are the current compliance requirements such as NIST or ISO or FedRamp? Does this compliance apply to the data involved in this solution? Is it a mandatory or optional requirement?

Response: Provider must submit a SOC2 type 2 report in the proposal. This report will be used to cross-check against our minimum security standards for Confidential and Restricted data (https://ccit.clemson.edu/cybersecurity/policy/minimum-security-standards/). Here is a link to the criteria for SOC 2. It’s detailed and in-depth (https://us.aicpa.org/content/dam/aicpa/interestareas/frc/assuranceadvisoryservices/downloadabledocuments/trust-services-criteria.pdf).

35. Question – RFP Section: Contract terms, Description: Off-shore development It is mentioned that no part of the resulting contract may be performed outside of the US without written permission. Can we assume that such permission would be granted for the development of any custom code?

Response: Subject to relevant laws and regulations (for example: those regarding protection of sensitive data) Clemson does not object to the appropriate use of offshore resources as part of the project team, but this does not remove requirement for needing specific permission on a case by case basis.

36. Question - RFP Section: Contract terms, Description: Export Control (ITAR) Is system access limited to just US citizens or Green card holders?

Response: No.

37. Question - RFP Section: Submission, Description: Due Date Would it be possible to extend the due date by one or two weeks past 11/29/22 as the submission due date falls immediately after the Thanksgiving holidays.

Response: No, we are sticking to this timeline for submittals in order to meet overall project scheduling. Please be advised that the SCEIS system will be unavailable November 23, 2022 – November 27, 2022 due to a support pack installation.

38. Question – In Attachment L.8 (Information for Offerors to Submit), section 1.1.2 (Approach to Service Requirements), should the sum of each subsequent "child" page limit total the aggregate "parent" limit? For example, in 1.1.2.1 (Pre-Implementation Services), the RFP specifies that the response is limited to 10 pages. In this case, the subsequent page number requirements reconcile, (i.e., the page limits in sections 1.1.2.1.1 through 1.1.2.1.6 ("child") total the 10 page limit of 1.1.2.1 ("parent")).

However, section 1.1.2.2 (Implementation Services), specifies a 10-page page limit. This does not reconcile with the total "child" page limits within sections 1.1.2.2.1 through 1.1.2.2.10. Please provide clarification.

Response: If there is a conflict on this point, please go with the limit presented at the “child” level of the section for page limits.

39. Question - Have you conducted a Data Quality Health Assessment to gauge the quality of core data objects and the level of effort required to clean?

Response: No, we have not.

40. Question - Tab 0 in Attachment 8 (External System Interfaces) provides a summary of the fields within each tab across the Excel workbook. However, the fields "Current active", "# of Records / year", "Estimate to Migrate", and "Context Narrative" are not in Tab 3 - Data Migration Volumes. Could you provide these missing data?

Response: See response to question number 25.

41. Question - We expected additional metadata in Tab 3- Data Migration Volumes, specifically:

Total Number of active capital projects - 503 Total active Fixed Asset records - unknown Total number of Customers –assuming this is Suppliers, we have ~16,000 total suppliers, 12,000 of which are active in our current system. We do not have a record on number of “customers.”

Total number of Sponsors - 459 Total number of active Sponsored Awards – 1,812 Total number of Gifts, both spendable and endowment – 2,216 endowments, and 980 gifts Total number of locations - 323 Total number of supervisory organizations - 1 company, 26 divisions, 393 departments Total number of applicants – 16,363 (applied to jobs 7/1/2021 – 6/30/2022) Total number of employees – 14,852 (currently active) Total number of dependents – 11,752 (dependents/beneficiaries of active employees) Total number of retirees – 1,676 (past 5 years)

Response: See above, but also see response to question number 25.

42. Question - Section B.1 in the Solicitation document states "Clemson's desire is to implement modules in the following order: Finance, Human Resources, and all other services needed." Can Clemson provide more information on its expectations for the timing and duration of each implementation phase?

Could Clemson also provide more details on how it is defining the scope for "all other services" phase?

If we believe there is a potential for a more resource-efficient implementation approach, how would Clemson like us to provide our perspective on deployment strategy and pricing?

Response: Clemson would like to implement the solution in the most efficient way possible, which includes balancing speed with both internal Clemson resources and external 3rd party resources (i.e., cost). The approach of staggering implementation we believe achieves this, and would like you to propose as such, but we would be open to optional, alternative approaches where Offeror explains why they believe the alternate is a better approach. As for “all other services” this may include eProcurement and/or other best in class integrations that would complete the overall solution.

43. Question – Part 1 - In the Solicitation document, L.2.9 (c) states that "Each part should be bound in a single volume". However, L.2.27 states that "Paper offers are discouraged". Could Clemson clarify if a single hard copy submission is required?

Part 2 - Are the requested detailed pricing assumptions and SLAs within each functional section for the vendor's subscription service, or for the supplier’s price and SLAs during the contracting/bidding process?

Response: Part 1 - All offers are to be submitted electronically. No actual “bound” paper copies are required. As far as the pricing, details should be provided for all the pricing required in Attachment B.3, which is for the complete solution 11 year TCO, but you may also propose alternate approaches if proposing alternatives follow the details specific to the approach, timeline, price, and assumptions.

Part 2 - The request detailed is to document the pricing assumptions and SLAs that the vendor is basing their narrative responses on.

44. Question - Regarding M.5.3 in the Solicitation document, if submitting a dual prime offer, will there be two, separate, 1.5-day, on-site, live presentations (i.e., one for the Services Provider and one for the Services Integrator?) Or, will the Services Provider and the Services Integrator present within the same 1.5 day live presentation window?

Response: A dual prime Offer will be considered as a single Offer, with two vendors. The one Offer will be considered for a single, 1.5-day presentation. There will not be two separate presentations.

45. Question - Section M.6 states "…competing the pricing tables in Attachment 9 - Cost Proposal Workbook." Should this be Attachment B.3. Cost Proposal Workbook?

Response: Yes, this is a typo. This should read Attachment B.3.

46. Question - When would Clemson like to go live on the new ERP solution?

Response: Please refer to Question 27.

47. Question - Please provide a breakdown of full time, part time and associate employees at Clemson. This is needed for pricing calculations. Definitions of those employee types are:

• “Full-Time Employee” is an employee of Clemson regularly scheduled for more than twenty hours per week regardless of the method of payment or actual hours worked, whether or not such employee is eligible to receive employee benefits in accordance with Customer’s internal standard practices. A Full-Time Employee will be considered non-temporary if they are hired to work for a period of more than 3 months in a given year.

• Part-Time Employee” is an employee of Clemson regularly scheduled for twenty hours per week or less regardless of the method of payment or actual hours worked, whether or not such employee is eligible to receive employee benefits in accordance with Customer’s internal standard practices. A Part-Time Employee will be considered non-temporary if they are hired to work for a period of more than 3 months in a given year.

• “Associate” is an individual not counted as a Full-Time or Part-Time Employee but in one of the following categories: temporary employees, independent contractors and affiliated non-employees including, but not limited to, volunteers and vendors

Response: This information will be provided in a future amendment when Clemson updates Attachment 8, where the 3rd tab on Data Migration will include the numbers requested. See response to question number 25.

48. Question - Section L1 of the solicitation states:

•If serving as the Systems Integrator, have successfully implemented an ERP System via a SaaS solution for a R1 higher education institution comparable in size to Clemson as described in Attachment 1 of the solicitation”.

• If serving as the System Provider, have successfully provided post-deployment support services for the proposed solutions for institutions comparable in size to Clemson as described in Attachment 1.

Question: Can you please confirm if all REFERENCES for System Integrator and System Provider in Attachment L8 should be only for clients that are live and in production using the proposed system?

Response: Yes, that is correct.

49. Question – It is understood that Clemson is using (or planning to use) OnBase for workflow and/or document management (i.e., performance review and planning, employee evaluations, contract management). Is Clemson willing to consider moving this functionality to the new ERP?

Response: The decision to use OnBase for workflow and/or document management for the ERP has not yet been decided. Offerors may propose an alternate workflow document system.

50. Question – Regarding the existing LMS •Is training content developed internally, sourced from a third party, or both?

•If sourced from a third party, can you share the source(s)?

•Will Clemson consider moving this training functionality to the new ERP?

Response: Training content is developed both internally and sourced through third-parties. Some examples of external training sources include: Percipio, Academic Impressions, Everfi. Yes, we will consider moving our LMS for employee training to the new ERP system.

51. Question - Will Clemson require the use of physical time clocks for any part of its population?

Response: We currently have 49 locations using a time clock type device. The proposed solution must have the ability to interface with those devices, or the Offeror should propose an approach to time collection for the employee population that does not have direct access to a computer or other collection devices, other than the existing collection device (but they will ask what the collection devices are).

52. Question - What types of functionality is required for scheduling? For example, will Clemson require the ability for shift bidding, shift swapping, etc.? If so, is this only needed for certain populations, such as facilities, police and fire?

Response: At this time, the university has minimal use of scheduled shifts, mostly used by facilities. We need the ability to pay from schedule. There may be a desire to allow shift bidding or shift swapping in areas such as police and fire, as well as in areas with a large student employment population.

53. Question - Which states does Clemson require income tax withholding from employees? The RFP notes Massachusetts, New Jersey, Oregon, and Pennsylvania. Are there others?

Response: We are currently active in 37 states and are inactive in 9 states plus DC. There are only 4 states where we have not had a presence before. We are currently working on an Out of State remote work policy and procedures. Until such a policy is in place, we could potentially enter into an income tax withholding situation with any state, i.e., reopen one of the 9 inactive states, DC or start employment in one of the remaining 4.

54. Question - How is Clemson completing tax filing and related deposits today? Is this done in house or via a third party?

Response: In house.

55. Question - When paying employees, what is the mix of direct deposits and checks issued?

Response: For the 9/30/2022 payday, we have 10,539 direct deposits and 146 checks.

56. Question – How do you currently determine the status of non-resident aliens? Do you use a third party to determine aspects such as substantial presence testing?

Response: Tax Residency is determined by IRS rules. Tax residency is determined by meeting the criteria of either the Green Card Test or the Substantial Presence Test. Managed in house and leverage the Tax Navigator Software to do the tax analysis.

57. Question – Please clarify benefit enrollment requirements/scope in the new ERP system and how it interacts with the state system.

Response: The scope of the benefit enrollment is to provide a front-end portal that consolidates all of benefits offered to the institution’s employees and interface the elected selections to all third-party providers (state included). Also, Clemson must have the capability to export required fields of data from the ERP system according to the PEBA specified file format.

58. Question - Describe how Offeror’s proposed Software System will enable Clemson’s Strategic Sourcing processes and workflows for materials and services via user self-service portals and detailed reporting capabilities, including, but not limited to: developing and maintaining vendor lists within a supplier database, managing the solicitation process from collaboration and development of various procurement packages, publishing and administration, through the evaluation, selection, and award process, and integration with the State of South Carolina’s current/future procurement system.

Question: What specific data needs to be visible to the State of SC via the integration?

Response: No data HAS to be visible by the State. There is more a need for Clemson to have visibility to what the State has. For example, Clemson is required to utilize state contracts. If the State lists these contracts in their TBD eProcurement system as a file/link or if they create a catalog or punchout, it would be ideal for Clemson users to be able to view and utilize those contracts. Clemson DOES occasionally send requisitions to the State for processing, so any integration of Clemson passing data to the State would be a requisition only.

59. Question - It is our understanding from the integrations list that Clemson utilizes InfoEd. How is Clemson currently utilizing InfoEd? Is InfoEd integrated with PeopleSoft currently?

Response: InfoEd supports the research proposal submission and pre-award processes. There is no direct integration between PeopleSoft and InfoEd. Information from InfoEd is manually entered into PeopleSoft. InfoEd is used as a pass through for PI Certifications and is not integrated with PeopleSoft. Clemson is open to exploring integration efficiencies between Info Ed and the new cloud ERP.

60. Question - In attachment L.8 Section 1.1.1.2.3 Manage Grant Funding, Clemson refers to scenarios as a Grantor. Can you please expand requirements for being a Grantor?

Response: Steps that may need to take place include a Sponsored Award/Account Setup, Terms, Conditions, Restrictions & Controls on Awards, Post-Award Financial Management, Accounts Receivable (Sponsored Awards), Subawards (record of data elements, purchase orders and encumbrances), Costing (F&A, Fringe, Accruals, Burdening and Assessments), LOC Drawdowns, Compliance (Financial system controls embedded in system to ensure budgetary and T&C control management), and Cost Transfers, Sponsored Payroll reporting confirmation, Single Audit Tracking Information. (CFDA, Direct/Flow-through Funding and R&D/Non R&D award types), Moveable Equipment Inventory, Internal Services and Billings, Real-time financial sponsored project statement reporting & KPI’s.

61. Question - In Attachment L.8, each functional area includes a request to provide detailed pricing assumptions and SLAs. Please clarify whether software provider and/or software integrator should both respond. Please provide an example of an SLA that Clemson would expect to see in each functional area.

Response: See Attachment E.2.

62. Question - Will merit process be implemented in the new ERP system? Does it include faculty?

Response: Yes, the new ERP system will need a robust compensation module that allows for across the board and merit increase processed for all employment types. Employment types should be able to be both included and excluded from a variety of compensation cycles. The module should also facilitate increase processing for employees who have multiple positions (dual employment) and a variety of funding sources.

63. Question – What is in scope for student employment? What systems are used for student recruitment (campus jobs) and federal work study?

Response: Student workers are included in position data in PeopleSoft. However, the recruitment piece is managed through Student Affairs and the system used is Symplicity.

64. Question – Is faculty recruitment included in scope for the ERP system?

Response: Yes.

65. Question – Supervisory org structures – what is the current state of supervisory structure? Do they have reporting structure defined?

Response: We currently use partial position management which means some of our supervisory structure is defined by position reporting, while others are defined by the supervisor they report to.

66. Question – Does Clemson have an automated governance, risks and compliance (internal control) tool currently in use?

Response: Yes; Galvanize.

67. Question – Does Clemson currently have any entity level identity and access management solutions/tools?

Response: Identity information exists in a homegrown application (CUVault), but a dedicated IAM solution is not used.

Responses to Written Questions Received in Accordance with Amendment #1:

68. Question – The answer to Question 17 in Attachment 12 states “While the two offerors may choose to submit different parts of the technical proposal based on what they are offering….” Can you please clarify where responses to Attachment 7 Clemson Unique Attachment 1 should be placed within the technical proposal? There is no such guidance provided in Amendment 1.

Response: The details required in Attachment 7 should be included as an attachment to your technical proposal. If offering as a dual prime response, appropriate details should be included in the technical proposal for either the solution provider of the system integrator.

69. Question - The answer to Question 25 in Attachment 12 states “Clemson will be updating the Data Migration Volume tab with more details in the next amendment to the RFP after developing a more complete Data Migration strategy.” When should we expect the publication of the next amendment to the RFP that includes comprehensive data migration volumes?

Response: Revision 1 to Attachment 8 is being issued as part of Amendment #2 to the solicitation.

70. Question – The answer to Question 43 in Attachment 12 states “Part 2 – The request detailed is to document the pricing assumptions and SLAs that the vendor is basing their narrative responses on.” What is Clemson’s expectation for a response on SLAs for each individual section within ERP System Functional Capabilities, e.g., 1.1.1.1.1 Manage Positions – could you provide an example of an acceptable response related to an SLA?

Response: The University’s SLA requirements as noted in Attachment E.2., summarize the enterprise SLAs and expected service levels. While the functional narratives provide context on business process expectations and technical configuration considerations, the SLAs are not intended to be isolated to specific sub functional business processes.

71. Question – The answer to Question 42 in Attachment 12 states “The approach of staggering implementation we believe achieves this, and would like you to propose as such, but we would be open to optional, alternative approaches where Offeror explains why they believe the alternate is a better approach.” We understand your preferred approach is staggering the implementation and we will provide the costing reflecting such in the Attachment B.3 Cost Proposal Workbook. However, if we want to propose optional offerings that have cost savings compared to the staggered approach, please advise where we should include these costs savings from optional offerings within Attachment B.3 Cost Proposal Workbook.

Response: Offerors should submit another copy of the cost proposal that includes the pricing for the alternative approach. The alternative approach must include a written narrative of the alternate approach/options, and why the alternate approach/options is/are better than the staggered approach.

72. Question - In reference to Question 23: Where should optional offerings and costs for implementation services be presented? There is not an equivalent to Table A.2 in sections B-F.

Response: Table A.2 in Section A may be utilized to include optional offerings and costs for implementation services, as long as the vendor makes clear the Other Solutions Costs pertain to implementation services.

73. Question - In reference to Question 25: Based on how the question is phrased for 1.1.2.1.3, can Clemson confirm if, as part of Clemson’s data migration strategy, an existing plan is already defined and if a new system to store unstructured electronic records is already identified?

Response: Revision 1 to Attachment 8 is being issued as part of Amendment #2 to the solicitation. Beyond what is provided in that Attachment, there is no further plan to share or system in place.

74. Question – In reference to Question 25: Are there any paper-based records currently being converted to or planned to be converted to as part of Clemson’s data migration plan to move to a new system?

Response: Revision 1 to Attachment 8 is being issued as part of Amendment #2 to the solicitation. No current requirement to convert paper-based records at this time.

75. Question – In reference to Question 44: Do you have approximate dates for live demonstrations should we be offered the opportunity to take part?

Response: No.

76. Question - In reference to Question 47: Which assignment details are tracked within “Faculty workload” outside of position, location, and manager information e.g. Credit hours, actual hours worked, compensation by course, etc.?

Response: Clemson cannot provide specific details here because workload distribution will be variable and is an academic decision unique to individual faculty.

77. Question – In reference to Question 47: Do you have an approximate timeframe when we can expect the future amendment of Attachment 8?

Response: Revision 1 to Attachment 8 is being issued as part of Amendment #2 to the solicitation.

78. Question – Follow up question regarding Question #25 - For data/open items not migrated, will data archiving be the responsibility of the University and separate from the project or a requirement for the System Integrator? If the responsibility of the System Integrator, then please summarize the data archiving requirement(s).

Response: Not a responsibility of the System Integrator.

79. Question – Follow up question regarding Question #50 –

(a) Can we please have an indication what the preferred Authoring Software for Training Material development is? Does Clemson have licenses to these tools?

(b) Does Clemson have a Learning management System. If yes, please indicate which one?

Response: (a) Camtasia is currently the main, preferred solution Clemson licenses;

(b) We currently use Bridge as a separate LMS outside our current ERP system, but we are open to considering moving that LMS activity into the new ERP system if functionality and user experience are satisfactory.

80. Question - Follow up question regarding Question #60 – Please provide an overview of process and activities regarding the University’s role as “Grantor”?

Response: Clemson does very little activity as a Grantor. Some of it may be with grants from the State of SC where we distribute funds as part of our Public Service mission. As it currently stands, the process we use is not well defined and is handled kind of ad hoc on a case-by-case basis. The requirement in for this section of the RFP is to simply explain how your solution could help address this need when it arises.

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