ERP Questions and Responses.pdf

Q: Regarding RFP 2025-11, we would respectfully ask for a 1 week deadline extension. With the holidays approaching, mailing challenges are at a high.

A: We do not plan to move the deadline at this time.

Q: How many years of conversion history are desired?

A: 7 years plus current fiscal year.

Q: Do you want onsite or virtual training?

A: Either is fine.

Q: Do you want online payment capabilities for Account Receivable/misc. invoices?

A: We do not have utility billing, and would not use it often, please include this in the optional modules section.

Questions Answers Please provide a brief overview of your organization, scope of public-sector operations, and regulatory obligations in Georgia. County Government, Yes we are governed by state and federal law How many departments, divisions, and construction project offices will be part of S/4HANA? Around 50 What are your core functions—procurement, finance, asset management, project construction, maintenance, HR, payroll, etc.? procurement, finance, asset management Annual number of residential construction projects handled? Zero Do you operate only within Walker County, or across Georgia? Walker only Is your organization governed by any special state or local regulations? Yes What is the expected timeline for the project go-live? There is no set timeline yet What ERP or legacy systems are currently being used? New World ERP What are the major challenges you face today (manual work, delays, lack of transparency, compliance issues, etc.)? Lack of Efficentcy Are there non-SAP applications currently integrated with your systems (GIS, government portals, HRMS, payroll, etc.)? No What are your data volume challenges or performance issues? none Number of business users accessing ERP Application 50 Are you aware that SAP controls the infrastructure, upgrades, patching, and system provisioning? yes What is your current document management approach (SharePoint, local servers, paper files)? Paper Is there an existing ticketing/ITSM tool? No Do you need advanced compliance or additional audit logs? Yes

Finance (FI) Number of legal entities and reporting requirements (County, Housing Dept., Construction Dept.)? County, the Health Department is a component unit Do you require multi-entity accounting and budgeting for different government-funded projects? Yes Do you follow IPSAS, IFRS, or local Georgian Public Accounting standards? We follow GAAP and GASB standards Do you handle grant management, subsidies, or government fund allocation? Yes Do you require automatic asset capitalization for residential units? no

Controlling (CO) Do you require Project-based budgeting and cost control? no, We have budget software Will project managers need budget availability control (AVC)? No Do you need product costing for construction materials or internal service activities? Yes

Procurement & Contracts (MM) Volume of procurement per month? 800 invoices How are contractors onboarded today (tendering, e-procurement)? Manually entered in the ERP Do you require vendor rating, vendor performance tracking, contractor insurance? Insurance and Everify Do you need contract management for vendors and subcontractors? No Type of procurement used:

- Construction materials

- Contract labor

- Professional services

- Public bidding requirements Public bidding requirements Do you follow county/state tendering rules? Not that I am aware of

Inventory & Warehouse Do you maintain on-site warehouses or material storage yards? No Do you require batch/lot tracking for cement, steel, etc.? No Any barcoding/scanning requirements? No Do you need equipment and tool tracking? No

Project Systems (PS) / Construction Do you build residential complexes using Work Breakdown Structure (WBS)? No Number of projects executed annually? 20 Do you require integration with Primavera/MS Project? No Do you need progress measurement (milestones, percentage of completion)? Yes Do you require Unit of Measurement (UoM) conversions for construction materials? No What are project type in your organization?

Residential housing Maintenance & renovation Public infrastructure Public infrastructure Do you need budget control for each project? Yes Will you need project cash-flow planning and forecast reporting? It would be nice, but not required

Real Estate (RE-FX) Do you need property portfolio management for residential units? No Do you allocate units for government employees or public beneficiaries? No Do you need leasing, rental, or occupancy management? No

What legacy data needs to be migrated?

- Master Data (Vendor, Material, Customer, GL, Assets)

- Project Structure

- Construction Contract Data

- Purchase Orders

- Open Commitments 7 years of Master Data, GL/Assets/Projects Are historical data required (1 year / 3 years / 5 years)? 7 What data quality issues exist today? All paper, need to move to document management What is expected from the implementation partner regarding migration templates? I do not know yet.

Do you require integration with:

- Government accounting systems?

- Revenue / Tax authority portals?

- Banking systems?

- Public procurement portals?

- GIS Construction Mapping tools? Banking, Budget, and Payroll Softwares Do you need real-time APIs or batch integration? API's What are your key reporting KPIs?

- Project progress

- Material consumption

- Budget utilization

- Vendor performance

- Residential unit handover progress Budget utilization Do you require SAP Analytics Cloud dashboards? No Will audit-ready reporting be needed for government compliance? Yes Are there government compliance requirements specific to Georgia? Yes Do you need segregation of duties and approval workflow controls? Yes Will users authenticate via Identity Provider (Azure AD, ADFS, etc.)? No What timeline do you expect for each phase (Explore, Realize, Deploy)? No set timeline yet Do you prefer a Fit-to-Standard approach (mandatory for Public Cloud)? Yes Are there any custom developments expected? No Do you plan a phased or big-bang go-live? Phased Do you expect on-site presence or are you open to remote delivery? Either How many months of hypercare do you expect? I don’t know Will you require long-term AMS (Application Management Services)? I don’t know Do you expect 24/7 support or business-hours support? M-F 8am-5pm EST Support Required Any specific compliance reporting for residential housing projects? No Do you need beneficiary management for allocating units? No Do you need public portal integration for citizens? We would like one, but our budget software is supposed to do that.

Do you require audit trails for every financial posting? Yes Can you confirm the preferred sequencing of module rollouts (GL → AP → AR → Procurement → Fixed Assets), or do you expect the vendor to recommend an optimal rollout order? Vendor Recommendation For the phased rollout starting Q2 2026, do you have any blackout periods (e.g., budgeting cycles, audits) where rollout should be Budget is June-July, Audit is November-January What is the expected go-live milestone for each phase—quarterly, monthly, or as modules are ready? No set timeline yet Is there an existing project management office (PMO) we will align with, or should the vendor provide full PMO oversight? No