Attachment L.8 Information for Offerors to Submit.docx

Attachment L.8 – Information for Offerors to Submit State of South Carolina Clemson University

Competitive Negotiations Attachment L.8 Information for Offerors to Submit

RFP Solicitation No. 5400023659

TABLE OF CONTENTS

Table of Contents The Proposal should include a Table of Contents that lists page number references. The Table of Contents should be in sufficient detail to facilitate easy reference to the sections of the Proposal and separate attachments (which shall be included in the main Table of Contents). If supplemental materials are included with the Proposal, each copy of the Proposal should include such supplemental materials. Supplemental information (i.e., information not required) and attachments included by the Offeror should be clearly identified in the Table of Contents and provided as a separate section.

1.1 ERP System

Offerors should, at a minimum, restate each of the items below and provide a detailed response to that item immediately thereafter. (Response limited to 5 pages).

1. Offerors should describe, in detail, the System(s) they are proposing, including all required Software components and proposed integration within the proposed System(s). Offerors should propose the System(s) that will provide Clemson with the best available functionality while providing Clemson the agility to change functional groupings and functions as the institution and market dictates.

2. Offerors should describe, in detail, how they selected the proposed System components, their partnership relationship with the System Provider, any contracting requirements related to the proposed System, and how they will work with the Systems Integrator during and after go-live.

1.1.1 ERP System Functional Capabilities

Offerors should address each functional scenario listed below by describing how the Offeror’s proposed ERP Software System will fulfill the scenario. The functional scenarios cover specific functionality that describe Clemson’s unique business processes. For capabilities that do not have functional scenarios listed in this section, the Offeror is expected to propose standard leading practice industry functionality to address the capability’s Functional Groupings and Functions. It is expected that if the standard software functionality does not meet Clemson’s current business processes, and the unique business process is not identified in the functional scenarios below, Clemson will consider changing its current Clemson business process to mirror the proposed ERP Software System’s functionality.

Clemson is expecting to utilize standard software functionality to meet its current needs for managing the chart of accounts. Therefore, it is anticipated that the Offeror will propose standard level configuration that they have implemented for other institutions.

The Offeror is expected to review all the current interface documentation (Attachment 8 – External System Interfaces) to determine the approach to be taken with each interface, determine the level of complexity (Low/Medium/High) associated with building all the interfaces, and propose the cost accordingly in Attachment B.3 – Cost Proposal Workbook.

It is expected that during implementation the Offeror will review the existing reports and utilizing the Offeror’s proposed reporting tools determine how to best satisfy Clemson reporting requirements. Clemson assumes that there will be some report development required. It is expected that the Offeror will propose a level of report development that they normal incur during the implementation similar in size and scope of the Clemson ERP Project.

Offerors should, at a minimum, restate each of the functional scenarios below and provide their response to that scenario immediately thereafter.

1.0 2.0 2.1 2.1.1 2.1.2 2.1.3 2.1.4 2.1.5

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Position Management scenarios. (Response limited to 5 pages).

1. Describe how Offeror’s proposed Software System can be leveraged to manage multiple positions, roles (internal and external), and titles and how compensation and benefits would be appropriately allocated across positions and funding sources using position-based budgeting, all while maintaining appropriate access and confidentiality. For example, someone may be both an employee and a student of the institution or may have multiple roles within multiple organizations. Describe how Offeror’s proposed Software System will handle an employee record when they have more than 1 role within an entity and more than 1 role in multiple entities (e.g., multiple records/multiple business units for a single position).

1. Describe how Offeror’s proposed Software System will provide a two-way interface with the State of South Carolina system (software must be able to accept and store data from SCEIS system).

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.1.2 Plan Compensation

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Compensation Planning scenarios. (Response limited to 5 pages).

1. Describe how the proposed Software System utilizes detailed reporting capabilities via user self-service portals to create total compensation statements for employees, departments, and the University.

1. Describe how the proposed Software System can optimize compensation for shared employees between the University and University extensions’ plans to determine annual limits for payroll taxes and update year to date accumulators for taxable wages, FICA, and unemployment taxes.

1. Describe how the proposed Software System can consolidate benefit enrollment and changes and feed to the third-party provider and/or State of South Carolina benefits system, including Worker’s Compensation, and how the information gets reconciled with Clemson employee file.

1. Describe how the proposed Software System will integrate to the future release of updates to the State of South Carolina PEBA system.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.1.3 Define Skills and Career Paths

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Skills and Career Path Definition scenarios. (Response limited to 3 pages).

1. Describe how the Proposed Software System will facilitate an internal promotion (through the development of career pathways) and self-service functions where the employee applies for a different position (promotion or lateral), is offered the move, accepts and the details are automatically fed to HR and payroll for system updates.

1. Describe the Proposed Software system’s functionality for the management of skills and competencies throughout all of the HR Functions and how competencies will be defined when the data and/or information to define competencies does not yet exist within the system (pre-populated and templatized competency profiles).

1. Describe how the Proposed Software System will align and trace responsibilities/duties and competencies across defined positions.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page)

1.1.1.1.4. Manage Employee Lifecycle

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Employee Lifecycle Management scenarios. (Response limited to 10 pages).

1. Describe how Offeror’s proposed Software System will enhance and automate employee lifecycle workflows, including workforce planning, personnel actions, and the full lifecycle view of an employee from new hire to termination/resignation/retirement. Specifically, those with multiple entity presence (Clemson employees with different schedules, different approval routing, location status, and pay rates).

1. Describe how Offeror’s proposed Software System will allow Staff to commence performance management planning and the self-evaluation process.

1. Describe how Offeror’s proposed Software System will allow managers to provide input, review and approve employee performance management plans and evaluations based on department specific timelines and demonstrate how the employee data file will transfer with employees as they move throughout/within the University.

1. Describe how Offeror’s proposed Software System will allow managers to interface with external employee records (e.g., OnBase), including external employee evaluations.

1. Describe how Offeror’s proposed Software System handles pre-hire tasks like management of qualifications, position and skills, and vacancies for all Faculty and Staff, including non-employed individuals, such as stipend-paid faculty and trainees, volunteers, contractors, partners, and student/graduate hires handling multiple employment types.

1. Describe how Offeror’s proposed Software System utilizes analytics and detailed reporting capabilities as they relate to managing the employee lifecycle for the university and related organizations, and how reporting can be accessed via user self-service portals.

1. Describe how Offeror’s proposed Software System will facilitate the documentation of identified promotion paths and individual career planning.

1. Describe how the proposed Software System will communicate with the applicant and managers/administrators throughout the process. Describe how the proposed Software System will track and manage background checks and criminal records, collected by 3rd party providers, for potential recruits and update the employee file.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.1.5. Track Faculty Workload

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Track Faculty Workload scenarios. (Response limited to 5 pages).

1. Describe how the proposed Software System will enhance the planning and analytic capabilities of faculty workload tracking by enabling both university-wide and individual college workload tracking. Describe the ability to either integrate with, or replace, all Banner functionalities.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.1.6. Manage PDUs and Certifications

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following PDU and Certification Management scenarios. (Response limited to 3 pages).

1. Describe how the proposed Software System will integrate, automate, and enhance all the PDU and certification capabilities and workflows, including, but not limited to leveraging qualifications management to facilitate employee performance evaluations and developing Individual Development Plans (IDPs) based on the performance review.

1. Describe how the proposed solution facilitates developing, storing, and delivering multiple formats of development content, administering the enrollment, participation, and completion of varying training activities, and leveraging training and certifications for internal recruitment and talent tracking.

1. Describe how the proposed Software System will interact with the current training platform/LMS (Bridge) and how the proposed Software System will integrate with any future LMS systems.

1. Describe how the proposed Software System utilizes analytics and detailed reporting capabilities as they relate to PDUs and certifications for each related entity, and how reporting can be accessed via user self-service portals, while also housing the capability to link certifications to university and college planning and objectives.

1. Describe how the proposed Software System will house faculty dossiers with data that includes, but is not limited to faculty performance, tenure, and promotion tracking.

1. Describe how the proposed Software System will provide potential workflow solutions and template creation that support the human resources activities related to promotion, tenure, and administrative appointments such as the issuance of letters to individual faculty members.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.1.7. Track Time and Attendance

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Time and Attendance Tracking scenarios. (Response limited to 5 pages).

1. Describe how Offeror would use its proposed Software System to facilitate, automate, and enhance scheduling, time collection and processing, leave accrual, and leave management, including analytics related to time and attendance. Describe how the Offeror would integrate its proposed software system with Kronos or replace Kronos functionality. If the proposal is to integrate with Kronos, describe how Offeror would use its proposed Software System to push and pull data from Kronos.

1. Describe how Offeror would use its proposed Software System to facilitate time and attendance tracking, including overtime, for specialized employee groups (e.g., Fire/EMS/Police),for tasks like call-back time and specific compensation models (e.g., holiday compensation granting rules), for paying straight over standard hours for salaried non-exempt employees who work less than a 40 hour workweek, and for using standard hours > 40 for accrual purposes, but applying overtime calculations accurately (e.g., National Occupational Classification – NOC).

1. Describe how Offeror would use its proposed Software System to support a mobile device-based time collection tool to replace traditional time-keeping stationary devices (e.g., time clocks). Provide alternate solutions if a mobile device is not viable. The Solution must be able to handle multiple credentials (e.g., employee badge, cell phone, or watch tap.)

1. Describe how Offeror would use its proposed Software System to support leave tracking for special leave categories where time does not accrue including, but not limited to military leave, adoption leave, blood-donation leave, parental leave and funeral/bereavement leave.

1. Describe how Offeror would use its proposed Software System to support leave tracking and graded levels of leave accrual based on years of service to the university with functionality that includes, but is not limited to leave banking, leave donation and carryover limits (leave that resets at the beginning of the calendar year).

1. Describe how Offeror would use its proposed Software System to support time and attendance tracking for dual employment scenarios (e.g., employee shares employment status across multiple university departments). This includes how a dual employment expense would be charged to multiple university departments. Similarly, describe functionality for multiple approvals for students with multiple jobs and multiple supervisors.

1. Describe how Offeror would use its proposed Software System to allow for pay by amount for jobs that have a per event pay plan (e.g., scorekeeper, teach a yoga class).

1. Describe how Offeror would use its proposed Software System to facilitate pay from multiple account distributions, specifically the flow of data from the employee record to the employee timecard, to the paycheck and to the G/L.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.1.8. Recruit Employees

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Employee Recruiting scenarios. (Response limited to 5 pages).

1. Describe tools used to facilitate employee recruiting events and tracking recruits to application.

1. Describe the tools the proposed Software System provides to assist in the requisition process and those that facilitate the application process including job posting and integration with third party job boards, online application processes, and the tools for receiving applications and performing the initial review. Describe the tools the proposed Software System provides to vet applications based on minimum requirements/credentials and demonstrate personas based on desired applicant pool.

1. Describe how the proposed Software System can assist HR staff and department administrators/ managers in recruiting and application tracking throughout recruiting processes and workflows, including analytics and reporting around recruitment goals for diversity purposes.

1. Describe how the proposed Software System provides self-service capabilities to applicants, HR, and Hiring Managers for scheduling interviews with appropriate hiring managers, and how the proposed software system assists in candidate evaluations and provides any automated offer letter generation capabilities. Describe how the proposed Software System integrates with LinkedIn and/or other resume parsing platforms that feature AI and mobile friendly capabilities and how the system integrates with third party providers or solutions for ancillary recruiting services like, reference checking system, Skill Survey, I9 verifications.

1. Describe how the proposed Software System provides the capabilities to manage administrative appointment letters for faculty leadership roles: e.g., dean, department chair, associate dean, associate provost and other leadership roles.

1. Describe how the proposed Software System provides the capabilities to manage Office of the Provost commitments between units for non-administrative appointments such as salary support, one-time or recurring faculty support for special projects and strategic initiatives or to support individual faculty.

1. Describe how the proposed Software System provides the capabilities to centrally manage faculty joint-appointments.

1. Describe how the proposed Software System integrates with career planning and position management systems.

1. Describe how the Offeror’s proposed Software Solution will interface with existing dedicated faculty recruiting University point solutions (Interfolio & Watermark). Describe how you would include publication history, personnel, and grant awards history in the faculty application process.

1. Describe how the proposed Software System will enhance faculty recruiting reporting and analytics capabilities including the ability to insert/tag notes on candidates’ profiles and align tracking and matching of candidates to overall University hiring plans.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.1.9 Process Payroll

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Payroll Processing scenarios. (Response limited to 10 pages).

1. Describe how Offeror’s proposed Software System utilizes user and manager self-service portals, detailed reporting capabilities and system set-up to facilitate, enhance, and automate Payroll workflows, including, but not limited to: employee and staff payroll scheduling (traditional paid 9 month and 12 month, 9 month paid over 12 accomplished by after tax pay deductions withheld during 9mo cycle, to be processed during the summer as refunds), processing timesheets, calculating gross to net pay, special deduction withholding schedules, determining stipends, posting and disbursing pay, payroll alignment to University budget, payroll withholdings linked to AP, and processing exceptions (including retroactive pay processing and/or back pay and increases/decreases in annual pay rate).

1. Describe how Offeror’s proposed Software System utilizes user and manager self-service portals and detailed reporting capabilities to facilitate payroll for compensation for multiple contracts and/or assignments (e.g., compensation during summer).

1. Describe how Offeror’s proposed Software System allows for emergency payroll processing such as processing a check or direct deposit outside the regular payroll process (off-cycle/on-demand).

1. Describe Offeror’s method and frequency to provide updates regarding tax chart changes for states, localities, and other special taxes, including, but not limited to, Massachusetts’s Family and Medical Leave Insurance withholding; New Jersey special withholdings for state disability, unemployment, SWAF, WDPF, HCSF and Family Leave Insurance withholding; Oregon Statewide Transit Tax; Pennsylvania city and township taxes, etc.

1. Describe how Offeror monitors changes in Federal and State law to maintain compliance, e.g., masking bank account numbers at rest, masking social security numbers and management of special federal programs with special payroll processes (e.g., emergency medical leave and emergency FMLA). Include an estimation of turn-around for special programs.

1. Describe how Offeror’s proposed Software System manages Cost of Living increases and furlough programs.

1. Describe how Offeror’s proposed Software System utilizes reports and system monitoring to track non-resident alien earnings so as not to exceed annual treaty limits, etc.

1. Describe Offeror’s reporting capabilities to handle special reporting specific to Higher Education and Clemson as a branch of SC state government. System must be robust/flexible enough to allow for report writing, creation of upload files and interface exchanges.

1. Describe Offeror’s solution to manage and automate Unclaimed Wage processes to include, but not limited to, automated process to contact employee/former employee regarding uncashed check, automate void of stale dated check, automate reissue of check with current date, and for those we do not hear back from, automation of process to move funds from payroll/HR system to financial system to state system.

1. Describe Offeror’s solution to manage the Annual W-4 Exemption reset process, including automation in contacting employees and resetting the W-4 to last known update if lack of response.

1. Describe Offeror’s method to create the file to submit to the SSA to validate SSNs.

1. Describe Offeror’s solution to validate and mark the pension plan on the W2 for folks who move in and out of eligibility to participate in retirement.

1. Describe Offeror’s solution to reconcile payroll insurance withholdings against vendor system records.

1. Describe Offeror’s ability to facilitate mass updates to data (e.g., Excel to CI)

1. Describe Offeror’s ability to automate data flow from withholdings to remittances to vendors.

1. Describe Offeror’s ability to handle multi-state taxes, including, but not limited to local and special withholding taxes.

1. Describe Offeror’s ability to automate of FICA exemption for students per IRS guidelines.

1. Describe Offeror’s ability to run reports to meet mandatory compliance e.g., new hire reporting, Department of Labor reports, Bureau of Labor Statistics reports.

1. Describe Offeror’s ability to track non-resident alien pay for studying and teaching, including, but not limited to, annual tax treaty limits and other special rules related to FICA. Describe ability to allow for both 1042 and W2 processing at calendar year end.

1. Describe Offeror’s ability to automate 401a maximum annual retirement limit.

1. Describe Offeror’s ability to utilize pooled fringe rates as opposed to using assigned employer fringe rates at the deduction/tax level.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.1.10. Manage Employee Relations

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Employee Relations Management scenarios. (Response limited to 3 pages)

1. Describe how Offeror’s proposed Software System can facilitate the data collection, monitoring, and reporting of employee relations activities including, but not limited to personnel actions, discipline, and outcome tracking. Show how Offeror’s proposed Software System can facilitate a suggestion/complaint management process from initiation through investigation to corrective action.

1. Describe how Offeror’s proposed Software System utilizes user self-service portals and detailed reporting capabilities to facilitate reporting standard Illness/injury, safety, EEO/ADA, FMLA, and visa status.

1. Describe how Offeror’s proposed Software System utilizes user self-service portals and detailed reporting capabilities to augment and/or replace case management capabilities in i-Sight.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.1.11. Manage Employee Benefits

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Employee Benefits Management scenarios. (Response limited to 10 pages).

1. Describe how Offeror’s proposed Software System can automate the eligibility responses based on events triggering to alleviate manual processing and automate eligibility and maximum limits for Deferred Compensation (401k and 457 plans) and Supplemental Retirement Plans (multiple 403b’s) calculations, as well as 401a limits (SC Retirement System employee contribution limits).

1. Describe how the proposed System can consolidate benefit enrollment and life-change elections and feed/receive data from third party providers and the South Carolina benefits system to collect, monitor, and report on employee benefits enrollment data changes and feed to the third-party provider and/or State of South Carolina benefits system, including Worker’s Compensation, deductions/elections, and annual contribution maximums, and W-2 events triggering and how the information gets reconciled with Clemson employee file.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.1.12. Manage Employee Records

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Employee Records Management scenarios. (Response limited to 10 pages).

1. Describe how Offeror’s proposed Software System can facilitate the data collection, monitoring, and reporting for a core employee records management module that features hire to fire employee lifecycle management and self-service for tasks including, but not limited to address change, W2/4 (including access for employees who have left the university), and I-9 management. Describe how the system will integrate with third party employee records systems like E-Verify.

1. Describe how the proposed Software System will enhance the creation, approval, storage, management, and reporting of employee agreements with functionality including, but not limited to advanced AI driven reporting capability, visibility and transparency into service delivery, trend reporting and analysis, and automated reminders for workflows. Employee Agreement Management must handle both faculty and staff tasks.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.1.13. Support Professional Development

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Professional Development Support scenarios. (Response limited to 3 pages).

1. Describe how the proposed Software System will enhance the standardization of processes to enable managers and independent college deans to have an overall view of staff/faculty performance by supporting faculty professional development including coaching and the ongoing feedback process of performance measurement and talent management and development tools. Include succession management capabilities to fully enable strategic planning.

1. Describe how the proposed Software System will provide tracking and reporting capabilities for university required onboarding and training needed for compliance or other university wide initiatives.

1. Describe how the proposed Software System will provide tracking for administrator training and university developed trainings targeting faculty.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.1.14. Manage Employee Retirement

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Employee Retirement Management scenarios. (Response limited to 3 pages)

1. Describe how Offeror’s proposed Software System can facilitate the data collection, monitoring, reporting, and automation of employee retirement information including retirement elections and 401k contributions.

1. Describe how the Offeror’s Proposed Software System aligns with total compensation – month/year/inception to date, facilitate/automating the benefits election process, two-way integration to third party benefits provider to incorporate current retirement plan status.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Indirect Cost Allocation scenario. (Response limited to 3 pages).

1. Describe how Offeror’s proposed Software System utilizes functionality, analytics, and detailed reporting to record and track indirect costs on a daily basis, enabling the university to keep accurate records of associated transactions and enable real time reporting to support statutory, compliance, regulatory, and other reporting needs.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.2.2. Maintain Accounting Processes

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Accounting Processes scenarios. Offeror should also describe their approach to designing the Chart of Accounts (COA) (Response limited to 10 pages).

1. Describe how Offeror’s proposed Software System utilizes analytics and detailed reporting capabilities to manage Core Accounting workflows and related activities, including, but not limited to: configurable charting of accounts that follows Governmental Accounting Standards Board (GASB) standards, and Financial Accounting Standards Board (FASB) standards, recording transactions (AP, AR, Inventory, Assets etc.) managing encumbrance, enabling period close, facilitating the collection of labor, material, and equipment costs, allocating costs to projects/grants, and generating financial, operational, and compliance reporting (including comprehensive annual financial reporting). Include how reporting can be accessed via user self-service portals, including the ability to connect to the system of record to manage journal entry uploads from non-ERP related systems.

1. Describe how Offeror’s proposed Software System will facilitate the consolidation of Clemson’s account codes/account strings to align with Clemson’s redesigned account structure, and how reporting can be accessed via user self-service portals.

1. Describe, in detail, how the Offeror’s proposed Software System can align budget forecasts with financial reporting and actuals with the required information to produce financial statements.

1. Describe how Offeror’s proposed Software System will facilitate interfund transfers and allow for separate corporate entities to be accounted for via fund accounting (including consolidation activities separate from the university’s period close and discreet cash management processes).

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.2.3. Manage Tax Liabilities

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Tax Liabilities Management scenarios. (Response limited to 5 pages).

1. Describe how Offeror’s proposed Software System can enhance and automate the management of tax liabilities including, but not limited to 1099 reporting, addition of new vendors to the System (vendor registration), automated address confirmation, invoice processing and ad-hoc System queries.

1. Describe how Offeror’s proposed Software System handles multiple tax entities within the university that file separate returns and how income is structured (other business income, sales, and use tax).

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.2.3 Manage Grant Funding

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Grant Funding Management scenarios. (Response limited to 10 pages).

1. Describe, in detail, how Offeror’s proposed Software System can enhance and automate both the Grantor and Grantee capabilities and workflows and how the System will deepen collaboration with partners throughout the entire grant lifecycle:

1. Grantor: Develop and administer grant requests; manage awarded grants; review and pay grant reimbursements, manage grantor reporting to university stakeholders.

1. Grantee: Develop grant proposals; record and manage awarded grants; record chargeable expenses to grant; manage grant billing and receivables and report to the General Ledger.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.2.5. Manage Capital Projects and Programs

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Capital Projects and Programs Management scenarios. (Response limited to 5 pages).

1. Describe how Offeror’s proposed Software System will enhance and automate the management of capital projects and programs with functionality including, but not limited to allow for the creation of projects, generation of budget amounts in phases and other categories, and allocation of cost and revenue amounts for a program/project milestones and/or deliverables.

1. Describe how the Offeror’s proposed Software System will either replace functionality in, or augment and interface with, the current AIM system for project management capabilities.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.2.6. Manage Cash and Treasury

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Cash and Treasury Management scenarios. (Response limited to 5 pages).

1. Describe how Offeror’s proposed Software System will enhance and automate the management of cash and treasury including, but not limited to the replacement of manual cash management processes, interface with the State of South Carolina Treasurer’s Office 3rd party software systems, partial or full automation of fund transfers, and automated journal postings.

1. Describe how Offeror’s proposed Software System will allow for investment accounting by linking to the University Foundation’s financial portal for treasury accounting purposes.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page)

1.1.1.2.7. Manage Budgets

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Budget Management scenario. (Response limited to 5 pages).

1. Describe how Offeror’s proposed Software System will enhance and automate the management of budgets including, but not limited to allocations, the preparation and consolidation of budgets from various college departments into a master budget, the analysis and comparison of the university’s budget to actual spend across the organization, and the inclusion of budget control checks within the development, build, and consolidation of university budgets.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.2.8 Manage Fixed Assets

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Fixed Asset scenarios. (Response limited to 3 pages).

1. Describe how Offeror’s proposed Software System will enhance and automate the management of fixed assets and both capital and non-capital assets, including, but not limited to: asset creation through the purchasing, building, or fabrication of assets, individual and group asset depreciation, recapitalization, retiring and disposing of assets, and asset management across various departments/colleges.

1. Describe how Offeror’s proposed Software System will track/audit asset ownership/funding source for Federally mandated reporting.

1. Describe how Offeror’s proposed Software System will host two-way communications with existing project management suites.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.2.9 Manage Billing and Receivables

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Billing and Receivables Management scenarios. (Response limited to 5 pages).

1. Describe how Offeror’s proposed Software System will enhance and automate Clemson’s Billing and Receivables processes and workflows, including, but not limited to, communication, detailed reporting capabilities, settlement tracking, liens, and collections.

1. Describe how Offeror’s proposed Software System will enhance and automate the application of invoice data to ACH transfers and how the system will automate processes at period close.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Strategic Sourcing scenario. (Response limited to 3 pages).

1. 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.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.3.2 Manage Contracts

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Contract Management scenarios. NOTE: Clemson is currently piloting a Contract Management solution using OnBase, so your response should include options for how your solution would integrate with OnBase for this functionality, in addition to any solution that you would propose to replace OnBase for this function. (Response limited to 5 pages).

1. Describe how Offeror’s proposed Software System will enable Clemson’s contract management processes for materials and services that enables functionality to provide capability to manage contracts with functions like renewals, monitoring, and compliance including managing contract lifecycles (contract co-authoring via 3rd party applications like O365 and DocuSign and a contract repository like OnBase).

1. Describe how Offeror’s proposed Software System enables the university to utilize standard software functionality for Solicitations with standardized interfaces and reports.

1. Describe how Offeror’s proposed Software System facilitates the execution of contracts through the rest of the procurement lifecycle and how system functionality brings contracts back into the requisitioning process.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.3.3. Manage Vendors

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Vendor Management scenarios. (Response limited to 3 pages).

1. Describe how Offeror’s proposed Software System will enable Clemson’s vendor management processes for materials and services facilitating active vendor management with spend analysis including dashboard views and the addition of reporting tools (e.g., vendor scorecards and milestones) that report job progress, including notifications of vendor activity.

1. Describe how Offeror’s proposed Software System will enable a streamlined vendor registration process including the request, approval, review, vetting, and set up of vendor profiles in a strategic sourcing environment.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.3.4. Issue P-Cards

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following P-Card scenarios. (Response limited to 3 pages).

1. Describe how Offeror’s proposed Software System will enable Clemson’s Strategic Sourcing processes for materials and services facilitating the standardization of processes around P-Card issuance and how the proposed Software System will allow for the two-way communication of data to/from external sources (e.g., BofA Works and Concur).

1. Describe how Offeror’s proposed Software System will enable two-way matching of invoices from external systems (BofA Works and Concur) with the chart of accounts, including the management of the entire P-Card lifecycle, from issuance to payment.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.3.5. Manage Inventory

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Inventory Management scenarios. (Response limited to 3 pages).

1. Describe how Offeror’s proposed Software System enables Clemson’s Strategic Sourcing processes for materials and services to facilitate inventory management’s functionality to receive, inspect, stock, pull for distribution, distribute, and ship goods for both perpetual and non-perpetual inventory items.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.3.6. Manage Requisitions, Purchasing, and Receivables

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Requisitions, Purchasing, and Receivables Management scenarios. (Response limited to 10 pages).

1. Describe how Offeror’s proposed Software System utilizes user self-service portals to enable Clemson to manage procurement activities and workflows, for both material and services, including: developing purchase requisitions, issuing purchase orders, tracking and receiving inventory, tracking spending with specific rules (e.g., purchase order over certain thresholds needs delegated board approval) and generating reports using detailed reporting capabilities.

1. Describe how Offeror’s proposed Software System enables Clemson’s Strategic Sourcing processes for materials and services by facilitating the creation of specific business spending and approval rules that apply to requisition types (e.g., sole source, stand-alone purchases) and how workflows are created within the system that operate under those business rules.

Detail all the pricing assumptions and Service Level Agreements (SLAs) applicable to the approach. (Response limited to 1 page).

1.1.1.3.7. Manage Accounts Payable

Functional Scenarios: Offerors should describe, in detail, how they would use the functionality within their proposed Software System for the following Accounts Payable Management scenarios. (Response limited to 10 pages).

1. Describe how Offeror’s proposed Software System enables Clemson’s Account Payables processes for materials and services by facilitating and automating Clemson’s accounts payable processes and workflows, include centralization of AP account codes that sync back to the system of record, automation of supplier address records, end-to-end workflows, matching against the budget, discount tracking, payment confirmation, and…