Q and A Round 1 Solicitation 25-25-37.pdf

# QUESTION Applicable to which section?

(Solicitation Page Number and

Paragraph)

DEPARTMENT's RESPONSE/ANSWER

1 We recently submitted our application to the State of Florida, and the current status is shown below. Can we still submit the proposal?

3.3.14 & 3.3.15 The registration requirements in subsections 3.3.14 & 3.3.15 must be completed in order to be awarded a contract. A proposal may be submitted without meeting these registration requirements.

2 What is the downtime window for cutover? This will be determined as the project progresses and will be approved by the Department

3 Is there any expectation when Part 1 and Part 2 needs to be completed?

Please share any indicative timeline if available.

The project schedule will be proposed by the vendor and subject to approval by the Department.

Reference Exhibit 6 Project Deliverables, S4202/BW4202

Integrated Project Schedule

4 Do you have ledgers active? Reference 6.2.1.13 Yes, GL is currently active.

5 Was there a decision to go to RISE? Reference 6.2.1.3, the Department will be using an on-premises hybrid HPE Greenlake service model. RISE is not being used.

6 As per page 303 DOR RFP, we noticed there are some records in campaign management, currently marketing functionality implemented?

Is the requirement to have this in S/4 Hana Customer experience?

Yes

7 What are the integrations interfaced with CRM Interaction center and what are the data touch points?

Reference Informational Exhibit E: SAP Readiness Check for SAP RCX, Informational Exhibit J, 6.1.3.4

Interaction Center (IC) is used as part of Customer Contact Center (CCC) support. Agents use communication channels like Phones, WebChat, Email to handle inbound contacts. CAMS IC is integrated with #1 Lumen cloud based solution Davinci App for all voice communication channel and Parker Software's ‘WebChat’ for chat communication.

The data touch points are Business Partner attributes like SSN/first name/last name/address etc.

8 Could you please explain the process for case management? Reference 6.1.3

9 What transactions are called using the transaction launcher, is it only from ECC or any other 3rd party applications called/interfaced?

For ECC system, no Transaction Launcher.

For CRM system, we are using Transaction Launcher for some custom tcodes within CRM Web

UI.

10 What processes are currently in use from CRM Sales, other than tasks and

Appointments?

Quotation

Solicitation # 24/25-37 Q and As Title: S/4HANA and BW/4HANA Upgrade Implementation Services

11 What is Web request and see only one record, is there a plan to move this functionality to S/4 Hana customer management?

Not at this time.

12 What is the scenario where survey tool is used and do we need this in S/4

Hana system? We see the last record as created in 2009 and currently not used? Please confirm

Survey Tool is not used in current functionality

13 What CRM transactions/tiles are configured in FIORI application / Portal ? No Fiori apps are currently active.

14 What are the current functionalities implemented in CRM Service Area? Service Contract, IT Service Management(Knowledge Articles, Service Requests)

15 What are the touch points / process integrated for CRM in CAMS landscape with ECC, BW?

Reference 6.2.1.14, 6.2.5.6, Informational Exhibit K SAP Middleware

16 Are there any CRM standard interactive reports currently used or how many reports are integrated to BW?

All are custom CRM WebUI/GUI for HTML reports are there (Approx 27). BW reports are separate.

17 Please confirm if you are moving CRM into S4 and not C4C or other CRM solution?

Reference 6.2.1.3.b Moving CRM into S/4

18 What is the approach for custom objects in CRM? Do they all need to be migrated into S/4HANA without any changes to existing functionality? Or can some of these customizations be handled by standard s/4HANA solution if available?

Reference 6.2.1.15

19 How many Z tables are there in SAP CRM? 554

What are the most significant customizations implemented in SAP corm

Object?

Major customizations were performed in CRM Activity Management/Task Management/Case

Management/Business Partner.

21 Have you already done a preliminary evaluation of the "custom code" to keep on S4 CRM?

Reference Exhibit I, ATC check reports have been conducted. Obsolete code has been identified.

Also Reference 6.2.1.15 and 6.2.1.16

22 Do we need to migrate historical transactional data form CRM? If yes, how many years of history?

Reference 6.1.2, 6.2.5.2, 6.2.5.3, 6.2.5.4. All data since 2006

23 Please share the functionality implemented in ECC (EX: FICO, MM, SD, ETC,.) and list the sub-modules used in a specific process area

ECC - FI

ECC - FI-CA

ECC - IS-PS-CA

24 Are you planning to implement new GL-parallel ledgers/split accounting? Not at this time

25 What is the hosting strategy? On-Prem? SAP Rise? Hyperscale? Please confirm.

Reference 6.2.1.3, the Department will be using an on-premises hybrid HPE Greenlake service model. RISE is not being used.

26 The Department mentions it will own specific threads (e.g., Change

Management, End User Training, Communication, Hardware, Software

Licensing). Is there any support they expect to include in the RFP in these threads?

Reference 6.2.8.1.f.8, 6.2.7.14.1

27 Please confirm if train-the-trainer services are required for your key users?

Reference 6.2.7.13 and Deliverables The selected proposer will provide onsite walk throughs and written reports.

28 Can we assume SAP application security will be managed by the department? Hence out of scope for the vendor?

Reference 6.1.10, 6.2.1.4, 6.2.4.2, 6.2.8.1.f, 6.2.9.2.m, 6.2.9.2.n and Informational Exhibit G.

29 Can we assume SAP BASIS activities will be managed by the department?

Hence out of scope for the vendor?

Reference 6.2.7.14.1 and Attachment L - Yes, the Department will provide Basis activities with the vendor in a support role.

30 Can we assume any changes required in 3rd party application will be responsibility of FL DOR?

Reference 6.2.8.1.f

31 Do we need to consider Test automation? If yes, what is scope for automation and what tool will be used? Can we propose our test automation tool?

Reference 6.2.9. Open Text ALM is currently used in the Department for testing. Scripts are not automated. The Department will procure a tool specific for use in performance testing.

32 Please confirm when will SAP SAC be implemented? Part 1 or Part 2? Reference Informational Exhibit D, 6.2.1.8 - SAC is Part 2

33 What are the most significant web UI customizations that have been specifically implemented and that need to be maintained?

Major customizations were performed in CRM Activity Management/Task Management/Case

Management/Business Partner.

34 What historical data can be excluded from the migration to S/4HANA? Reference 6.2.5.2, 6.2.5.3, 6.2.5.4

35 Have any data quality issues been identified? Not at this time

36 What additional features or benefits do you expect to achieve with

S/4HANA compared to current systems?

Reference 6.1.9. Department plans to keep this project as a technical upgrade project.

37 What are the critical business processes that need special attention during post-migration testing?

Reference 6.1.3 The Child Support Program works on behalf of close to one million children and collects and distributes more than $1.5 billion annually in child support payments. The Program locates parents, establishes paternity and establishes, modifies, enforces child support orders and processes child support payments.

The federal government mandates that each state have a federally certified automated computer system supporting the Child Support Program. Florida’s certified child support computer system is the Child Support Automated Management System (CAMS).

38 Do you have a testing plan already defined or do you expect us to develop it as part of the project?

Referejnce 6.2.9.2

39 What is the level of internal expertise on SAP and S/4HANA systems? Department staff have operations and maintenance experience on the currrent CAMS system.

40 Has a training plan already been started for key users? - A training plan has been started.

41 Do you have an internal Change Management team to support the transition?

Reference 6.2.8.1.f

42 Are there ongoing digital transformation projects that could hinder the migration project?

Every effort is being made to not hinder the migration. This project is a strategic priority for the

Department.

43 Is it possible to known, who are the current vendors for SAP system maintenance (internal or external)?

Our current maintenenace ontract (I0696) is with SAP National Security Services through reseller

Carahsoft .

44 Do you have a post-migration technical support plan (24/7, ticketing, etc.)

or are you expecting a proposal from us to this effect?

No plan is available from the Department.

45 How do you currently manage system performance monitoring and application management? Are there specific tools or processes that need to be maintained?

Department's Basis Team monitors performance by utilizing SAP monitoring tools and Dynatrace, an industry standard tool.

46 Are there critical legacy systems that require updates or changes to ensure compatibility with S/4HANA?

Not at this time

47 How is your management of roles and permissions currently structured? Reference 6.2.1.4

48 How do you currently manage the data lifecycle (archiving, deleting, etc.)?

Data purged constantly as per recommendations from Data Volume Management (DVM) reports

49 What is your current disaster recovery plan and how do you plan to adapt it after migrating to S/4HANA?

Reference 6.2.1.20, 6.2.3.1, 6.2.8.1.f

50 Are you considering a migration to a cloud solution SAP S/4HANA Private

Cloud or on-premise?

Reference 6.2.1.3, the Department will be using an on-premises hybrid HPE Greenlake service model. RISE is not being used.

51 What business processes do you want to redefine or optimize during your migration to S/4HANA?

None at this time

52 What are the core processes that the system needs to focus on and which represent your priorities?

Reference 6.1.3 The Child Support Program works on behalf of close to one million children and collects and distributes more than $1.5 billion annually in child support payments. The Program locates parents, establishes paternity and establishes, modifies, enforces child support orders and processes child support payments.

The federal government mandates that each state have a federally certified automated computer system supporting the Child Support Program. Florida’s certified child support computer system is the Child Support Automated Management System (CAMS).

53 Please confirm if you are using only Access Control module in GRC?

Please provide details if other modules are used in GRC

Yes, we are only using GRC Access Control – Access Risk Analysis & Emergency Access

Management (ARA & EAM).

Reference 6.1.10, 6.2.1.4, 6.2.4.2, 6.2.8.1.f, 6.2.9.2.m, 6.2.9.2.n and Informational Exhibit G.

54 Please confirm if the plan is to use embedded GRC and Fiori in the future state S/4HANA system.

Reference Informational Exhibit D. Department will use embedded Fiori. Department is considering IAG as one of the BTP services to use as a replacement for GRC.

55 ECC Brownfield conversion to S/4HANA mean that this is a technical upgrade with no changes to any of the current ECC business processes or functionalities? Please confirm

Reference 6.1.9 and 6.2.1.3

56 If available, please provide the object mapping from CRM to Service

Management

Not available at this time

57 Please provide the required total number of integrations Reference Informational Exhibit J, 6.2.8.1.f

58 Has there any compatibility assessment done for the surrounding non-sap apps? If yes, please share the details.

Reference 6.2.8.1.f. Department working on ensuring compability with S/4HANA and

BW/4HANA solutions.

59 Have you done any archiving assessment? Not at this time

60 In the RFP in section 6, you refer to a list of enhancements to the current system that you would like to include in the scope of the engagement.

You indicate that these would be included in the discovery phase deliverable. Have you prioritized these enhancements and if so, how do you categorize them with a Small, Medium and Large effort?

Not at this time

61 General - At what date did FL DOR activate new GL? 1/2/2012

62 RFP Section 6.2.8.3, part C, item iv, page 74 - The RFP references vendors will ‘Assist in implementation of the approved Automated Testing tool in the Pre-Production environment.’ Does DOR have a timeline for selecting an Automated Testing Tool?

Reference 6.2.9. Open Text ALM is currently used in the Department for testing. Scripts are not automated. The Department will procure a tool specific for use in performance testing.

63 RFP Section 6.2.8.3, part C, item iv, page 74 - The RFP references vendors will ‘Assist in implementation of the approved Automated Testing tool in the Pre-Production environment.’ Are there predefined test scripts that

DOR will port to the new Automated Testing Tool or will vendor be expected to generate all test scripts for use in the tool?

Reference 6.9.2.l.3

The automated test tool will be used to conduct Performance / Stress testing in the Pre-

Production environment.

64 Data (all or selective timeframe) in addition to ECC and BW? If selective timeframe, how many years of data is DOR expecting to convert?

Reference 6.1.2, 6.2.5.2, 6.2.5.3, 6.2.5.4. All data since 2006

65 What is the current version of BW HANA system? Reference Informational Exhibit A, BW 7.5, Hana 2.0

66 What are the reporting tools used in the current environment? Business Explorer, Crystal Reports, Web Intelligence

67 How many standard and custom extractors are used in the current environment?

Reference 6.2.1.7

68 Do you need an upgrade of BW if it’s older than 7.5 or do you want to go for a green field implementation of BW/4HANA

Reference 6.1.9.1, Reference Informational Exhibit A, BW 7.5

69 Did you explore SAP Datasphere as a cloud enterprise data warehouse solution?

Reference 6.1.9.1 Yes, and have made the decision to move forward with BW/4HANA

70 What is the scope of reporting tool? Do you want to upgrade the current version of reporting tool, or do you want to go with a fresh tool?

Reference Informational Exhibit A, no change to reporting tools

71 Do you want SAC as analytical application on the target BW/4HANA solution ?

Reference 6.2.1.11 Yes.

72 Do you have BPC system in the current landscape? Reference Informational Exhibit A. BPC is not in current landscape.

73 Are you planning any financial planning in the target BW/4HANA or SAC? No

74 How many users are currently using the BW reports? Reference 6.1.1.3

75 Do you have heavy customization in the current BW environment? BW does have mainly customization.

76 What is the size of current BW system? Reference 6.1.3.1

77 Do you want to migrate any data from the current environment to the target environment?

Reference 6.1.2, 6.2.5.2, 6.2.5.3, 6.2.5.4. All data since 2006

78 What are the inbound and outbound integrations with current BW system are there any new integrations planned in the target environment?

Reference 6.1.3.4 BW does not have inbound or outbund integrations.

79 Are there any hyperscaler data lakes available in the current environment?

Not at this time

80 What is the expected timelines of project completion? The project schedule will be proposed by the vendor and subject to approval by the Department.

Reference Exhibit 6 Project Deliverables, S4202/BW4202

Integrated Project Schedule

81 How many reports are under current scope of upgrade or implementation?

Reference 6.1.3.2

82 Are there requirements identified for the future reporting ? Reference 6.2.1.5, 6.2.1.6 No new reporting is needed, migration of current Business Explorer reports to SAC.

83 What are the current pain points to address in our solutioning? Reference 6.1.9. Department plans to keep this project as a technical upgrade project.

84 Why do you want to upgrade BW/4HANA? Have you evaluated any other options?

Yes, and have made the decision to move forward with BW/4HANA

85 Have you done any discovery study for the current system assessment? Yes

86 Did you determine type of upgrade from current to target( inplace or,shell or remote conversion) of existing BW system?

In place

87 What is the overall accepted down time? This will be determined as the project progresses and will be approved by the Department

88 Do you want to continue with Business Objects Webi reports in the target platform or do you want to rebuild them in the SAC?

Reference 6.2.1.5, 6.2.1.6 -

Only Business Explorer reports will be migrating to SAC

89 The page limit for executive overview is listed as 5 pages on page 109, but

3 pages on page 117. Also, for the transmittal letter, page 108 states a 5-page limit while page 117 states 3 pages. Please confirm the page limits for both the transmittal letter and executive summary and update the

RFP accordingly.

7.5.1.1 and 7.5.2.1 Reference for Executive Overview page count change in Section 8.3.2, Technical Evalaution

Criteria changesd from three to five to match Section 7.5.2.1, Tab 1: Contractor’s Understanding of the Project/Executive Overview (Limited to Five Pages) The Transmittal letter page count is only referenced in Section 7.5.1.1. This letter is not included in the documentation reviewed for the technical evlauation covered in Section 8 of the RFP.

90 Regarding font size, may a size lower than 10 points be used in graphics, page headers/footers, and boxes repeating the RFP text for evaluator reference?

7.4.4 Not at this time

91 Can the State please clarify the expectations around State staff participation in the project? The RFP states that DOR will lead OCM, Training, and Security activities. Beyond these areas, what should proposers expect in terms of DOR staff FTE assigned to deliver this project?

Submission of Proposals

7.5.2.5, 7.5.2.11 and 7.5.2.12

State resources are availble to review current functionality and answer questions on business process, functional and technical. They will participate in meetings. They will review the design, update current specifications based on the changes listed as part of Deliverable S4402/BW4402, review code changes, review unit test plans and results, participate in Deliverable teams and review Deliverables as assigned, review data migration plans and results, conduct user acceptance testing, participate in go live, and go live verification.

92 The following hyperlinks provided in the RFP do not work. Can the State correct the hyperlinks in the document, or provide the completed reports for following links:

LINK TO THE COMPLETE LIST OF OBJECT COMPATIBILITY:

https://me.sap.com/readinesscheck/Analysis('xxxxxxx')/ObjectAnalysis

LINK TO THE COMPLETE LIST OF CODE ANALYSIS:

https://me.sap.com/readinesscheck/Analysis('xxxxxxx')/NewCodeAnalysi s

EXHIBIT F: SAP BW/4HANA

Readiness Check

Reference Informational Exhibit E. THe mentioned links do not contain any data that can be downloaded and published. The summary dashboard is available in readiness checks documents

93 The RFP states that the Department will be responsible for updating technical, functional, and configuration specifications, per bullet b.2 in section 6.2.8.3. To ensure consistency between code and specifications it is a best practice to have ownership of specification updates and code/config changes belong to one party. Additionally, there are almost

608 CRM objects that may require updates during the projects. Will the

State clarify and, if necessary, update the RFP to make specification updates the responsibility of the vendor?

6.2.8.3. Phases within each Part B2 The selected proposer provide the updates needed as part of Deliverable S4402/BW4402. The vendor is able to propose this as being provided through track changes to the current specifications as part of the Deliverable planning with the Department Lead for the Deliverable.

94 The RFP states that as Part 2 to replace Adobe Document Services with

XSA as a successor platform. Can the State confirm it expects the vendor to replace Adobe, or can it clarify its expectations around XSA usage?

6.2.1.9 For Part 2, Implement On-

Premises solution for Adobe

Functionality

Reference 6.2.1.9. Decision pending on migrating ADS to XSA (on-premises) or BTP Service (in-cloud). Vendor to ensure proper functionality of Adobe Document Services.

95 The RFP states in 6.2.8.1.f that the State is responsible for security and changes to GRC. Section 6.2.1.18 sets the expectation that the vendor is responsible for identifying and making changes to GRC. Security related activities impact estimation for this project. Can the State remove the

GRC reference in 6.2.1.18, or clarify the intent of its inclusion?

6.2.1.18 Implement Peripheral and

Third-party Apps and Systems:

Enterprise Portal, GRC….

Vendor to include when GRC is required in duration of the project in the project schedule.

Vendor will be in support role during Security testing.

Department is responsible for management and changes to GRC.

Reference 6.1.10, 6.2.1.4, 6.2.4.2, 6.2.8.1.f,6.2.9.2.m, 6.2.9.2.n and Informational Exhibit G.

96 The RFP states in 6.2.8.1.f that the State is responsible for disaster recovery activities (#12). Section 6.2.1.20 states the vendor is responsible for DR planning and testing. DR related planning and testing impacts estimation for this project. Can the State change the primary responsibility to the vendor in 6.2.8.1.f, or remove/update 6.2.1.20 accordingly to indicate it not the vendor’s responsibility?

6.2.1.20 Disaster Recovery will be

implemented through log shipping to the Disaster Rcovery site

DR setup is Department responsibility. Vendor will assist with building DR plans and manage project schedule.

97 We kindly request that FDOR keep the second round of Q&A open as vendors continue to review the 30+ RFP attachments and exhibits.

Agreed that we will conduct a second round for Questions & Answers.

98 It's stated that FDOR encourages onsite work to be performed in

Tallahassee. On a percentage basis, what would FDOR be looking for onsite? Would the project manager and other key lead people be required to be onsite?

Refernce 6.2.2.7 Proposer should include this with their proposal for evaluation. The Department encourages onsite collaboration for all levels of the project team.

99 Would FDOR consider extending the due date of submission of the final proposal by 15 days?

3.1 Procurement Schedule Not at this time.

100 Could FDOR provide a list of any contractors that have assisted in preparation of the RFP or with Project Management oversight? This will allow bidders to be aware and comply with this requirement.

3.3.17 Conflicts of Interest/No Prior InvolvementDepartment Staff and Contractors were utilized to build this RFP. No outside Vendors were contracted for this.

101 There are forms, reports, and other WRICEF listed under infrastructure category. What does the Infrastructure category represent?

6.1.3.2 CAMS Workflow, Reports, Interfaces, Conversions, Enhancements and Forms

Infrastructure category represents cross-applications

102 Can you provide listing of current interfaces, including external interfaces with partners? Also, do you have an architecture diagram which shows inbound and outbound interfaces that you can share?

6.1.3.2 CAMS Workflow, Reports, Interfaces, Conversions, Enhancements and Forms

Reference Informational Exhibit E - SAP Readiness Check for SAP Customer Experience Solutions

Inbound State/Federal: 14 Partners, 75 Files

Inbound Other Partners: 217 Partners, 259 Files

Outbound State/Federal: 12 Partners, 35 Files

Outbound Other Partners: 6 partners, 16 Files

No diagram available at this time.

103 How are you currently using Utilities and Staging Tables? 6.1.3.2 CAMS Workflow, Reports, Interfaces, Conversions, Enhancements and Forms

Utilities: if the requirement can be fulfilled by standard sap provided program, we use that utility. If we could not find then we use our custom developed utilities to perform job. For ex updating the activity/task status.

Staging tables:We do have several custom staging tables in the context of inbound , outbound interfaces and in general as well to temporarily stage and validate data before data comes in or goes out of CAMS system.

104 How many unique users are there across SAP ECC, CRM, and BW? We assume that some users have access to multiple applications.

6.1.3.3 CAMS Users About 95% of users are unique across the landscape

105 How does department calculates "90% of the work completed"? Is 9 out of 10 deliverables 90%?

6.1.8 Partial Payment for

Substantial Performance

Reference 6.1.8 Partial payment is at the discretion of the Depratment. 9 out of 10 deliverable will not be considered as 90%.

106 Is the Selected Provider allowed to provide cost (service fee) by each deliverable within deliverable group thus allowing the department to pay for deliverables completed within each deliverable group.

6.1.6 Compensation and 6.1.8

Partial Payment for Substantial

Performance

Reference Attachment L Cost Sheet, No

107 Which components of the SAP BTP platform are to be implemented?

Should we assume that SAP will take care of installation and Service

Provider responsibility will be for setting up the environment for the usage? What SAP BTP modules are currently in scope for the migration?

6.2.1.3 (f) Implement SAP S/4HANA

Systems within the Department’s on-premises hybrid HPE modelGreenlake service

Reference Informational Exhibit D. Department will assume installation and setup responsibility.

Currently, there are no BTP services active.

108 How many additional S/4HANA environments for development work should be planned in Service Provider estimation?

6.2.1.3 (j) Implement SAP S/4HANA

Systems within the Department’s on-premises hybrid HPE modelGreenlake service

Reference 6.2.1.19. SAP N+1 Landscape methodology to be followed.

109 How many performance testing test cases are expected to be defined and configured for automated testing? What is agency's Automated

Testing tool?

6.2.1.3 (j) Implement SAP S/4HANA

Systems within the Department’s on-premises hybrid HPE modelGreenlake service

Between 40 and 50.

Reference 6.2.9. Open Text ALM is currently used in the Department for testing. Scripts are not automated. The Department will procure a tool specific for use in performance testing.

110 How many test cases by process areas are used in current SAP ECC, CRM, and BW environment for Integration, User Acceptance, and Regression

Testing? Should we assume that these test cases are loaded in Open Text

ALM solution?

6.2.1.3 (l) Implement SAP S/4HANA

Systems within the Department’s on-premises hybrid HPE modelGreenlake service

Currently, all available scripts are within OpenText ALM solution

111 Is this statement referring to Embedded Analytics, Embedded BW or is it just referring to converting the BW Extractors?'

6.2.1.3 (i) Implement SAP S/4HANA

Systems within the Department’s on-premises hybrid HPE Greenlake service model.

Referring to converting BW extractors

112 What level of documentation exists for existing processes design, process flow, configuration, integration, and developments? Do we need to create these documentation from scratch or update existing ones?

6.2.1.3 (i) Implement SAP S/4HANA

Systems within the Department’s on-premises hybrid HPE Greenlake service model.

A large portion of the system specification documentation is existing for the current system.

113 Can you talk about how FDOR will provide a team to support the knowledge sharing of the existing processes? If not, what is the expectation from Service Provider to understand the current processes?

6.2.1.3 (m) Implement SAP

S/4HANA Systems within the

Department’s on-premises hybrid

HPE modelGreenlake service

TBD with State project team and the selected proposer team.

114 Will the Agency accept standard out-of-box reports which are similar to and meet the requirements of existing reports? Will department be willing to accept scenarios where the requirements of an existing custom report are met by two standard reports or if one standard report can meet the requirement of two custom reports?

6.2.1.6 For Part 1 and Part 2, Implement All Child Support

Reporting currently available

No

115 Are the reports primarily the following types?-BEx Query - > Reported through BOBJ-BEx Query -> Reported through BEx-MultiProvider -> BOBJ

Universes -> Webi QueryIs Analysis for Office in Scope?What is the

Scope for SAC for these reports?

6.2.1.5, 6.2.1.6 S4601

/BW4601Approved Reporting And

Analytics DesignTechnical Design

Development

Reference 6.2.5.2, 6.2.5.3, 6.2.5.4. Reports in ECC and CRM systems the highly harmonized.

Department has not implemented any Reports Quality Management tools.

116 Has FDOR already procured licenses for SAP XSA? Is FDOR going to retain the ADS in the S/4HANA new platform?

6.2.1.9 For Part - 2a fully functional

on-premises SAP HANA extended application services, advanced model (XSA

Not at this time. Decision pending on migrating ADS to XSA (on-premises) or BTP Service (in-cloud)

117 What is the current functionality of Adobe Document Services which is expected to move to XSA?

6.2.1.9 For Part 2, Implement On-

Premises solution for Adobe

Functionality

We are using SAP ADS (SAP Adobe Document Services) for form generation and rendering (open the PDF document in SAP) . We use only Static forms. We don’t use Interactive forms, signatures and document generation API.

118 Does the SAP bill of Material include SAP S/4 HANA Service Module? 6.2.1.11 Migrate SAP CRM

Functionality and Business

Processes to Standard S/4HANA

Yes, the Add-On SAP S/4HANA for customer management is integrated into SAP S/4HANA core

(starting S/4HANA 1909) as SAP S/4HANA Service.

119 What are the communication channels (Phone, Chat, Call and E-mail) currently used for registering complains and service related issues? What is expected as a way of registering complaints by customers?

6.2.1.11 Migrate SAP CRM

Functionality and Business

Processes to Standard S/4HANA

Reference 6.1.3.4. , 6.2.8.1.f 3rd party applications used by the system.

120 Is CTI Integration in Scope? 6.2.1.11 Migrate SAP CRM

Functionality and Business

Processes to Standard S/4HANA

Reference 6.1.3.4. , 6.2.8.1.f 3rd party applications used by the system.

121 Do you intend to launch the any external systems URLs or screens with in the proposed S/4HANA system?

6.2.13.5 Post Go-Live Performance

Requirements (Service Levels) f.

Ticket Acknowledgement and

Resolution

No.

122 Is Social integration (such as Twitter, LinkedIn and Facebook) in scope ? 6.2.1.11 Migrate SAP CRM

Functionality and Business

Processes to Standard S/4HANA

Not at this time

123 Is Outlook or Teams Integration in Scope? 6.2.1.11 Migrate SAP CRM

Functionality and Business

Processes to Standard S/4HANA

Not applicable

124 What tools do you currently use any tool to search for Knowledge articles?

6.2.1.11 Migrate SAP CRM

Functionality and Business

Processes to Standard S/4HANA

When a Task instruction is selected for an Activity, it opens a new tab displaying the Instructions, which includes details from the Knowledge articles, but it doesn’t open any actual Knowledge articles documents in the background.

125 Can you please provide the existing Enterprise Organization structure and hierarchy?

6.2.1.11 Migrate SAP CRM

Functionality and Business

Processes to Standard S/4HANA

The Department is led by the Executive Director. There are 4 Programs in the Department –

General Tax Administration, Property Tax Administration, Child Support and Information Services

Program (supporting IT services for the enterprise).

The Child Support program is led by the Program Director and 2 Deputy Directors and uses a business process model with Process owners over customer services, compliance, payment processing and fund distribution, establishment and case management. There are 8 Support

Process areas with process owners including an Enterprise Systems Support Process Owner who’s responsibility includes the CAMS system.

This project falls under the Child Support Program and will include support from the Information

Services Program in the areas of network, basis and security.

126 Can you clarify the Service Provider and Department's role in non-SAP and 3rd Party integrations?

6.2.1.16 Gap Identification Reference 6.2.8.1.f

127 Can you confirm that such additional changes will be managed through

Change Request process using provided rate card in Exhibit L?

6.2.1.17Provide assistance, if requested, for changes in

Department Managed non-

SAPsystems.

Yes

128 Can we assume that such additional efforts will be managed through

Change Request process using provided rate card in Exhibit L? Please confirm or provide clarification on the expected capacity.

6.2.1.21 Implement Repeatable Non-

PROD Data Refreshes

Reference Attachment L (Page 2 of 2)

129 What is department's current view on Fiori Strategy? Does department wants to deploy Fiori for specific areas or looking to adopt "Fiori First" strategy for all areas? Fiori adoption level could impact the change management effort with system users.

6.2.1.22 Implement SAP Fiori UX Reference 6.2.1.22. Department will adopt "Fiori First" Strategy. Extension/Enhancements to

Fiori Apps/Odata services is out of scope.

130 Does the Agency plan to leverage Embedded Analytics for Financial

Reporting? or does the agency plan to leverage a combination of

Embedded Analytics and BW Reporting?

6.2.1.22 Implement SAP Fiori UX Reference 6.2.1.3.k No embedded analytics

131 What is the plan for SAP Analytics Cloud? Would it replace any of the existing reporting tools like BOBJ?

6.2.1.3 Implement SAP Business

Technology Platform (BTP) and SAP

Analytics Cloud (SAC).

Reference 6.2.1.5, 6.2.1.6 -

Only Business Explorer reports migrating to SAC

Analytics cloud is an extension of our reporting capabilities

132 What is the plan for Business Objects based Reports? If they are built on

Universes that are incompatible with BW/4HANA Objects, do they have to be rebuilt?

6.2.1.18 Implement Peripheral and

Third-party Apps and Systems:

Enterprise Portal, GRC, RCS UI

Logging, ADS and Business Objects

(DQXI/DS and WebIntelligence).

WEBI reports are built on top of universes, and those universes are connected directly to database tables in CRM and ECC. WebI reports will need to be adapted to table changes in S/4 and update queries and universes accordingly during part 1 of migration.

The Department will be modifying these WEBI reports during part 1 of migration.

133 Is there any guidance on the volume of transactional data which will be brought over to S/4HANA? Is the expectation to bring only open transactions or additional historical closed transaction too? Please provide current perspective.

6.2.5.4 Master, Transactional, and

Historical Data Preparation and

Conversion

Reference 6.1.2, 6.1.3.1, 6.2.5.2, 6.2.5.3, 6.2.5.4. All data since 2006

134 Can FDOR provide a list of all unique activities (e.g. Income Withholding, Case Closure) and tasks (e.g. Worker notifications) and the status that align with each one? Can we get a list of how many midstream tasks and activities there typically are at any given time?

6.2.5.5 Mid-Stream Activities, Taks

and Cases migration

There are 729 unique activities. Each activity has from 3 to over 50 statuses. Each case can have multiple concurrent activities at any given time.

135 Please clarify the expectation around 24-hour support as system will be used by Florida based users. Is night support primarily for Priority 1 and

2 tickets?

6.2.8.3 Phases within each Part (e)

Project Part 1 Phase V– Run and

Warranty

Yes 24/7 support would primarily be required for Priority 1 & 2 tickets however priority is at sole discretion of the Department

136 What is the Warranty period? Is it same as Hypercare period as mentioned in 6.2.13.3? Please elaborate if warranty is different from

Hypercare with expectations from Selected Provider.

6.2.8.3 Phases within each Part (e)

Project Part 1 Phase V– Run and

Warranty

Yes warranty period and Hypercare period are synonymous.

137 Does department expect the same level of details in Integration Project

Schedule as the Deliverable group project schedule?

6.2.8.8 Documentation, Reports, and Project Control (d) (e)

Yes

138 Can you clarify whether "...certain activities that must be accomplished before..." refers to project related activities or some additional expectations from the department?

6.2.12Pre Go-Live Reference the sections included in Section 6.2.12:

6.2.12.1 Mock Runs

6.2.12.2 Pre-Go-Live Enhancements

6.2.12.3 Cutover Plan and Check List

139 The table provided only has ticket acknowledgement time. Can you provide ticket resolution time expectation by ticket Priority levels?

6.2.13.5 Post Go-Live Performance

Requirements (Service Levels) f.

Ticket Acknowledgement and

Resolution

Priority 1 immediate, Priority 2 within 2 days, Priority 3 within 5 days and 4 will be agreed upon by the Department and Proposed Vendor.

140 Does department have an established level 1 helpdesk to receive incidents and problems or should the Selected Provider plan for it?

6.2.13.5 Post Go-Live Performance

Requirements (Service Levels) f.

Ticket Acknowledgement and

Resolution

The Department has an established helpdesk and all reported issues will be logged within the

Department’s Incident Tracking system.

141 Can you confirm that after 60 days of post go-live support/ hypercare support, the Selected provider needs to provide support for only open incidents and problem tickets? Please confirm that no new incidents or problem tickets would be assigned upon the completion of 60 days of post go-live support.

6.2.13.6 Post Go-Live Support Exit

Criteria

Selected Vendor must meet the 6.2.13.6 Post Go-Live Support Exit Criteria for the Hypercare support period to be considered complete.

142 This suggests that Attachment L should be Tab 3 in Volume I, but it is also listed in Volume III. Should it be in both Volumes?

7.5.1.3 Tab 3 - Attachments The reference in 7.5.1.3 Tab 3 - Attachments Deleted reference Attachment L Cost Sheet as it needs to be included in Volume III, Cost Data.

143 Many customers including Public Sector customers are not authorized to provide ratings and/ or signed Customer References. In other proposals, we provided the details to the department,

7.5.2.16 Tab 16: Customer ReferencesReference 3.1.6 Customer reference forms are required.

144 There is inconsistency between 9.1 page 120 vs page 109 sections

7.5.1.3. Should Attachments A through M tabs be labeled 3-12 or all of them tab 3?

9.1 Submittal Checklist Section 9.1, Submittal Checklist has been revised to reflect Attachments A - H, J, K and M to be placed in Tab 3 of Volume I Administrative Response. Proof of registration with Florida

Department of Management Services (FDMS) – MyFloridaMarketPlace should be included in Tab

4, of Volume I Administrative Response. Proof of Licensing by Department of State should be included in Tab 5, of Volume I Administrative Response.

145 This is labeled as Tab 13. Should it be tabbed in Volume I? This is also not listed on page 109 section 7.5.1.3. Will vendors need to prove we are registered? What artifact will properly address the requirement? Lastly,

3.3.9 is called Foreign gifts and contracts on page 25 of the RFP.

9.1 Submittal Checklist Tab 13 is part of the Technical requirements and vendor's proposal. Please see sections

6.2.12.2,7.5.2.13, 8.3.2, and Exhibit E, Evaluator Score Sheet. Registration in the MFMP eProcurement System is not a prerequisite for submitting a proposal, but it is suggested that vendors do so. Licensing through the Florida Department of State is not prerequisite for submitting a proposal, but it is suggested that vendors do so. Both are requirements for being awarded a contract. Proof of registration for MFMP and the license from the Department of

State are the required artifacts.

146 May the offeror use a reference that meets requirements but is located outside of the Continental United States?

7.5.2.16 Tab 16 : Customer ReferencesYes. Reference must be in English and contact information included.

147 Will FDOR accept SAP CRM migration to another latest SAP SaaS platform?

Attachment 1 Customer Reference FormReference 7.5.2.16

References should be from services of similar scope and size as those identified in the RFP

148 What is the due date for the References? Are both Attachment I and J due on October 18? Are they both due on October 28?

Attachment I and Attachment J

Attachment I and Attachment J

Yes both are due on October 28, 2024. The Proposer Reference Form (Attachment J) is to be submitted by the Proposer in Tab 3 of Volume I, Administrative. The Customer Reference Form

(Attachment I) must be submitted by the Proposer’s references via email to the Department’s

Procurement Officer listed in Section 2.1 on or before the Proposal Due Date and time as provided in Section 3.2, Procurement Schedule.

149 What are the FDOR's Payment terms (e.g. net arrears 30)? EXHIBIT 1: Standard Contract A.

Invoicing and Travel

Per Section 4.7.1 (page 31): “Throughout the life of the Contract, the successful Vendor may be required to travel inside and outside the State of Florida, but this will be at no expense to the

FDOR.” Also, in Section 6.2.2.7 (page 60): ” i. This procurement is a deliverable-based fixed-price contract. Travel expenses must be included in the selected Proposer’s cost proposal and will not be paid or reimbursed separately by the Department.”

150 What is the Agency’s Software Development Life Cycle (SDLC) methodology for project implementations? Please provide details of project phases and key activities within each phase.

6.1.6 Compensation and 6.1.8

Partial Payment for Substantial

Performance

For on-going support the SAP ASAP Methodology is followed closely.

1.Enhancement Request a.Core Process Owner requests an enhancement to a business process and heads/manages the approval of the enhancement.

2.Business Blueprint a.The BA/FA gather the requirements and document them b.All stake holders including the development team meet to finalize the requirements

3.RealizaVon a.FuncVonal configuraVon (if any) is performed b.Any custom code enhancement development is performed.

c.TUT and FuncVonal tesVng is performed

4.Final PreparaVon a.UAT is performed including tesVng in Pre-PRD system b.Final adjustments, if any are performed

5.Go-live & Support a.Deploy into PRD b.On-going warranty and support.

151 Does the Agency plan to follow its SDLC method for this engagement or is the Service Provider required to recommend and follow its methodology?

Exhibit 5 Project Deliverable Groups Yes the SAP ASAP Methodology will be followed. See question 150.

152 Deliverable "S4702 / BW4702: System Integration test plan with test

Execution Schedule" is included in "Deliverable Group 3 - Explore". In your understanding, do you include System Integration Testing execution during "Realize - Build" phase? If not, why is System Integration test plan is included under "Explore"?

Exhibit 5 Project Deliverable Groups The deliverable S4702/BW4702 is due at end of Explore phase just prior to start of Realize-Build phase.

153 Deliverable "S4704 / BW4704: Readiness For UAT" is included in "Realize-

Build" group before System Integration Testing is executed. Do you expect this deliverable to be an initial draft and revise it as final version after System Integration Testing?

Exhibit 5 Project Deliverable Groups The deliverable S4704/BW4704 is due at end of Realize-Build phase just prior to start of Realize-

Test phase

154 Does department has expectations around duration of system integration testing and user acceptance testing based on historical experiences? How much of overlap between these test cycles is acceptable?

Exhibit 5 Project Deliverable Groups Historically 5 months testing for UAT.

155 Can you please share your current plan for this incompatibility? SAP Readiness Check for SAP

BW/4HANA (Page 328) Add on

Compatibility

Both incompatible Add-ons will be uninstalled by Department prior to start of Part 2 of the project.

156 Can you confirm that the custom objects listed in the in the table are all to be considered?

Exhibit I - Custom Listings : Clone

Finder and ATC Checks - CRM, ECC, BW Custom Listings : Clone Finder and ATC Checks - CRM, ECC, BW

To be remediated ATC Check Objects Counts listed in Informational Exhibit I

157 Once the formal review package has been submitted for the department review, is the Selected Provider allowed to start working on next phase activities at risk? We would like to ensure that resources are productive while formal reviews are undergoing. Please confirm.

Exhibit 6 Project Deliverables Reference 6.4 and Informational Exhibit L - Yes

158 Where do you document your current business processes implemented in

SAP ECC? For example - Record to Report ?

All CAMS functionality including SAP ECC are documented in functional specifications, technical specifications, and configuration documents. These are stored in FILEHOLD.

These are major ECC processes listed below.

• FI -General Ledger

• FI-CA Processes:

o Contract Accounting o Billing & Charging o Clearing o Payment Lot & Check lot o Revenue Distribution o Payment Run o Payment Medium

• Custom Interfaces

159 What is your count of current business processes? Reference 6.1.3 - 12 business activities with sub activities.

These include Master Data(BP)/Checklist Assignment/Case Specific Questions/Task

Instructions/BP Cleansing/Employer Create-Update/Org Model.

160 Do you have target state enterprise architecture landscape mapped to business processes/ capabilities?

Not at this time

161 What is the number of ERP users and what identity provisioning system is being used?

2624 ERP Users. Department does not use an identity provisioning system at this time.

162 Solution Manager is end of support, will you consider Cloud ALM (CALM) ? Department will migrate to CALM in Part 2 of the project

163 GRC is end of support, will you consider IAG? Department is considering IAG as one of the BTP services to use as a replacement for GRC.

164 The RFP mentioned a fully functional Business Technology Platform, what capabilities and services do you want on the BTP?

Reference Informational Exhibit D. Department will assume installation and setup responsibility.

Currently, there are no BTP services active.

165 Are you open to use BTP Integration suite or is there any other integration services the Department prescribes?

Reference Informational Exhibit D. Department will assume installation and setup responsibility.

Currently, there are no BTP services active.

166 Do you have an SAP Extensibility strategy? For example how do you intend to do application extensions in S/4HANA in app or on the BTP layer following SAP clean core approach?

Department uses classic extensibility. Application extensions in S/4HANA and Clean Core approach are out of scope for this project.

167 Do you have any tools for data security and data privacy? Reference 6.2.2.4, 6.3.

Yes, SAP UI Logging and SAP GRC Access Control

168 Are there any specific data retention or archiving policies that must be considered during migration?

Not at this time

169 Can you provide an inventory of custom programs, workflows, and enhancements currently deployed in the ECC, CRM, and BW systems?

Reference Informational Exhibit I, 6.2.1.15, 6.2.1.16, 6.1.3.2. Detail inventory not available at this time.

170 How critical are these custom developments? Would the client prefer to retain all custom code as-is or would they consider revising/reducing customizations during the migration?

Reference 6.2.1.15, 6.2.1.16

171 Have any preliminary assessments been done to identify custom code or enhancements that might be incompatible with SAP S/4HANA?

Reference Exhibit I, ATC check reports have been conducted. Also Reference 6.2.1.15 and

6.2.1.16

172 Do you have any automated testing tool currently in use? OpenText ALM - test scripts are not automated.

173 What level of testing will be expected from our team post-migration? Will the client’s internal team be heavily involved in testing, or are they expecting a full-service testing engagement from us (functional, technical, regression, performance)?

Post-migration expectations are referenced in Section 6.2.13

174 Are there any known challenges or issues with third-party application integrations that need to be addressed during the migration ?

Reference 6.2.8.1.f. No challenges at this time

175 Could you provide more detail on the timeline expectations for each phase of the project (e.g., S/4HANA migration, BW/4HANA migration) or do you want the Proposer to prescribe?

The project schedule will be proposed by the vendor and subject to approval by the Department.

Reference Exhibit 6 Project Deliverables, S4202/BW4202

Integrated Project Schedule

176 Are there any hard deadlines or critical business events that the migration timeline must align with (e.g., year-end financial close, regulatory requirements)?

Reference 6.2.2.2

177 How will the client be managing the transition between phases (e.g., will there be a freeze period between the S/4HANA and BW/4HANA phases)?

The project schedule will be proposed by the vendor and subject to approval by the Department.

Reference Exhibit 6 Project Deliverables, S4202/BW4202

Integrated Project Schedule

178 Will the client’s team require full training or refresher training for Fiori UX ? Not at this time

179 Could you please share details about on-premises hybrid HPE Greenlake service model?

What is the current infrastructure setup (on-premise, cloud, hybrid), and does the client plan to change it during this migration? Will this be a cloud migration (e.g., SAP S/4HANA Cloud) or remain on-premise?

Reference INFORMATIONAL EXHIBIT A: SAP Architecture and 6.2.1.3, current infrastructure is hybrid and there are no plans to change this during migration. The Department will be using an on-premises hybrid HPE Greenlake service model.

180 We assume Department is not going on SAP RISE subscription like SAP

S/4HANA PCE RISE with SAP.

Reference 6.2.1.3, the Department will be using an on-premises hybrid HPE Greenlake service model. RISE is not being used.

181 Are there any existing SAP infrastructure or technical landscape upgrades

(e.g., database, operating system, SAP Basis layer) required before the migration can commence?

Reference 6.2.7.14.1.

Department is actively working on satisfying all prerequisites pertaining to infrastructure, landscape and implementation…