Attachment B - Customizations.xlsx
XLSX spreadsheet 24 KB Posted
- Attached to
- ERP Production Support RFP
- Solicitation number
- 26-448DOIT-INFOT-B-53319
- Issued by
- Illinois
About this file
Summary
This is an Attachment B customization specifications document for an Enterprise Resource Planning (ERP) production support contract with the Illinois Department of Innovation and Technology. The document outlines comprehensive customizations and integrations across multiple SAP modules supporting various Illinois state agencies, including the State Comptroller's Office, State Health and Family Services Agency, State Human Services Agency, State Tollway Authority, and State Police Bureau. The customizations span Finance (AP, GL, CO/PS, AM), Procurement (SRM/MM/WM), Customer Billing (PSCD), and Human Capital Management (EC, RCM, ONB, COMP, PERF MGMT, TIME, PAYROLL, LEARNING) modules, encompassing over 100 standard and custom reports, numerous integrations with external systems including grant management and payroll processors, custom workflows, and specialized validations designed to meet state-specific requirements and regulatory compliance standards.
The document specifies that knowledge transfer is required on Finance and HCM customization workstreams and details technical infrastructure components including HANA database, HANA Studio, custom views, RPA bots, Redwood Advanced Job Scheduler, BI reporting tools (Tableau, BODS, BOBJ), and security components (GRC, Sailpoint). The existing environment includes a complex role structure, manual provisioning based on state-specific design, and an ETL interface layer with Process Orchestrator supporting the majority of integrations, with select integrations being migrated to Cloud Platform Integration (CPI). The customizations address non-standard state configurations, collective bargaining agreement requirements, and complex approval workflows necessary to support Illinois state operations across multiple agencies and fund types.
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Summary
| Knowledge transfer required on Finance & HCM Customizations | |||
| Workstreams | Module | Finance | HCM |
| Customizations | Customizations | ||
| Functional | AP | -Integrations for State Human Services Agency Debit Card payment program, with State Comptrollers Office and third party card company (card and payment issuance) |
-Integrations to State Comptrollers Office for invoices/payments (check issuance) -Custom form generation adhering to State Comptrollers Office requirements, including summary and detail forms for submission of invoices -Vendor sync integration with the State Comptrollers Office – nightly for new SAP vendors and weekend run for updates made in State Comptrollers System -Integrations for State Health and Family Services Agency and State Human Services Agency to mass load non-po invoices to SAP (blocked for payment).
-Nightly job to generate invoice shell from PSCD for payment request from one State agency to another.
-Nightly job to generate Prompt Pay Interest invoice shell based on customized rules.
-Integrations for State Tollway Authority for non-po invoices, and third party vendor mass invoice load (utilizing SAP for check issuance from local State funds) -Intergrations with State Management Agencys' Fleet Management system to mass load non-po invoices -Various other external system invoice, payment and vendor related integrations – such as States Grant Management System (Grantor request/payment) – are required to send/receive data in real time or daily.
-Various invoice and vendor cutomizations/checks to prevent payment rejections and adhere to requirements set forth by State Comptroller Office – ex. duplication invoice check, FM/GM validations, TIN checks, etc.
-Mass creation and update enhancements in place for vendor records along with parked invoice deletions, posted payment and invoices reversals.
-Mass vendor block and payment block integration to prevent invoice issuance (payment) for sanctioned or suspended vendors.
-Various AP workflow customizations/tables -Various AP custom reports -Various AP custom forms, some of which are then emailed out to the agency.
-Various Agencies utilize SAP for check issuance from local State funds -Custom invoice fields
| -Custom mass vendor upload template and transaction | N/A | |
| GL | -Journal Entry Upload tool |
-Custom T-codes for Reporting - HANA and ECC - reconciliation reports, financial statements, custom trial balance, C-17 Locally Held Fund report - integrations with State Comptrollers Office data warehouse -Custom Tables for GL Postings -Custom approval workflow setup -Custom general ledger crosswalk tables for State Health and Family Servies Agency
| -Various GL custom reports | N/A | |
| CO/PS | -Interfaces from various Payroll Processors - State Central Payroll System and other legacy State payroll systems |
-Custom payroll allocation tables for automate allocation of payroll journal entries via cost elements, WBS, internal order -Automatic clearing of specific payroll doc types AM -Integrations with ServiceNow for assets centrally owned by State Innovation and Technology Agency -Custom T-codes for Reporting -Various asset workflow customizations -Custom transaction for asset transfers between State Agencies, including integration with States Central Management Agencies surplus system -Custom physical inventory validation edits, upload tools, and reporting (with option to use inventor tag scanner) -Asset data mass upload functionality for non-financial information -Custom asset validations, including duplication checks, leases terms, warranty, ServiceNow validations, and asset loads
| N/A | |
| SRM/MM/WM | -Integrations with State Procurement System utilized for vendor contract bidding |
-Integrations with States Comptroller Office for Contracts (vendor contract fund reservations) -Integrations with States Grant Management System (Grantor request/payment) to create contract and send back earmarked fund details -Integrations for State Tollway Authority with third party vendor to create shopping carts and purchase orders -Various integrations with State legacy systems to create contracts -Custom T-codes in ECC -Custom form generation adhering to State Comptrollers Office requirements, including summary and detail forms for submission of contracts
| -Custom contract fields | N/A | |
| FM/GM | -Various derivation rules | |
| N/A | ||
| FM | -Integrations from States Comptroller System for mass load of budget data |
-Various integrations with State legacy systems to provide budget availability details -Integrations with States Grant Management System (Grantor request/payment) to provide budget availability details
| -Custom T-codes in ECC for reporting/budgeting | N/A | ||
| GM | -Custom T-codes in ECC for Reporting | N/A | |
| PSCD | -Significant number of custom forms across the enterprise, including Customer Account Statements, Installment plan letters, Catch-up Billings, Invoices, and Dunning Notices. These forms are generated for agencies to print and remit to customers. |
-Significant Customer Master Data integrations, billing integrations, and payment intergations across the enterprise -Custom billing process and integrations for a State Police Bureau. This includes the following:
- Customer interface that creates and maintains two types of business partners: one represents a service provider (Cost Center) that performs work and is billed by the Bureau, and the second is an end user of the service that completes services via the provider. Each of the these appears on a bill.
- Billing interface has custom logic to determine the amount to be billed for each transaction based on a series of codes provided by the Bureau. This includes a custom crosswalk table that deciphers the combinations of code that results in a certain amount due.
- Custom account statement that pulls together the Cost Center information, provider information, and the transactions for each.
-Automated collection integration with State Comptrollers Office Debt Recovery Offset system and 3rd party collection vendor.
-Automatic clearing rules for both STIL and ILTA company codes -Automatic interest calculation and posting.
-Custom split payment functionality for State Police Unit billing processes. Custom logic automatically splits applicable payments into 2 payment documents based on a backend, custom allocation table. This table includes a distribution of the split based on percentage.
-Custom Recipt Deposit Transmittal form for states cash receipts transmitted to the States Comptroller Office via integration.
-Customer Master Customizations - State Health and Family Services Agency and agencies that administer billing to other State agencies utilize custom customer information that assist in the distribution of bills in the system. This agency-specific information is leveraged by custom program logic in the treatment of transactions and billing processes.
-Custom dunning procedures, most agencies utilize the configurable settings; however, State Human Services Agency has custom dunning.
-Installment plan deactivation customization -Receipt Transfer Request & Expenditure Adjustment Transmittal processes, including custom t-codes, forms, and postings -Custom approval workflow setup for adjustments, reversals, and write-offs -Custom T-codes -Custom Customer and AR status indicators functionality, including related reporting -Nightly job to generate invoice shell from PSCD for payment request from one State agency to another -Business area segregations - Customer accounts, transactions, and PSCD to GL financial customizations -Various custom reports - HANA and ECC - Customer Master, Dunning, Collections, AR Aging, Payments, Transactional, etc.
| N/A | ||
| EC | N/A | - Ongoing mass data updates - partial profiles, template uploads, Q1 mgmt, targeted analyses - |
-highly customized position object due to agency non-standardization
- Secondardary Assignment portlet
- Complex business rules required to keep agencies distinct -Labor Relations functionality -Special Salary Adjustments Portlet -Overall state design includes many non standard configurations to support operations.
-100+ Standard and Custom Reports
RCM N/A Complex RBP structure Complex accessibility standards Complex static (manual) group membership Complex template management and permission structure Highly customized recruiting marketing website Complex custom integration for Job Profile Custom job distribution integrations ONB N/A Onboarding workflow corrections Complex accessibility standards Complex program management (Over 75 individual programs) Complex localized forms for individual programs Complex RBP structure Complex static (manual) group membership Custom report integrations COMP N/A Standard hierarchal review/approval model does not work for State of IL Non-traditional compensation planning driven by Collective Bargaining Agreements (CBAs) Highly customized Compensation Hierarchy design Complex accessibility standards Complex business rules for eligibility Complex RBP structure
PERF MGMT.
TIME
PAYROLL
| LEARNING | Mostly N/A except for KT of HCM design work connecting Payroll to Finance | KT of existing rules for time configured in the Dev environment - State specific HR processes - Hire, separate, transfer, promote | ||
| Technical / Infrastructure | Basis | |||
| HANA DB | HANA Studio and HANA custom views support information consolidation and access for analytics and management | HANA Studio and HANA custom views support information consolidation and access for analytics and management | ||
| RPA Bots | Connectivity, support, monitoring and maintenance | |||
| Redwood Adv. Job Scheduler | Supports developed scripts and monitoring solution for job scheduler | Supports developed scripts and monitoring solution for job scheduler | ||
| BI Reporting | HANA | -Reconciliation reports that incorporate data from ECC/SRM & external sources i.e. State Comptrollers Office Warehouse |
-Views built from external sources, i.e. State Comptrollers Office Warehouse -Barcode Reporting Capabilities -Monthly/Quarterly/Annual Reports
- 100+ Enterprise Reports - SQL application for legacy personnel histories
| Tableau | Supports custom dashboard reporting | ||
| BODS | Supports custom data access solutions | Supports custom data access solutions | |
| BOBJ | Supports custom reporting | Supports custom reporting | |
| Security GRC | -Non standaard role structure |
-Using Process Controls module -Workflow Roles for Management of Contracts/Transactions in SRM/ECC - Manual provisioning based on State specific design
- Sailpoint go-live
- Unique SAP ID troubleshooting (ongoing data updates)
| ETL interface layer | Process Orchestrator | Majority of integrations are developed and supported here | Support select few integrations |
| CPI | Integrations are starting to be moved to CPI | Majority of integrations are developed and supported here |
File details come from the government source that posted it. Updated .