RFI Q-A.xlsx
XLSX spreadsheet 23 KB Posted
- Attached to
- SCEIS MODERNIZATION S/4HANA
- Solicitation number
- 5400025583
- Issued by
- South Carolina
About this file
This is a Request for Information (RFI) Question and Answer document for the State of South Carolina's SCEIS Modernization S/4HANA initiative. The RFI addresses inquiries from prospective vendors regarding the modernization of the South Carolina Enterprise Information System (SCEIS), which is currently hosted in-house and managed by State employees. The State seeks to migrate from SAP ECC Version 6 EHP 8 to SAP S/4HANA, with potential implementation of new business processes including Recruitment and Onboarding, Performance & Goals, Procurement, Project Systems for Facilities Management, Travel & Expense Management, and ACFR Automation. The "Art of the Possible" sessions are scheduled for the week of August 21 and will be offered remotely for one hour each. Response submissions are limited to a maximum of thirty single-sided pages, excluding cover materials and table of contents. The State's current application landscape includes SAP SuccessFactors, SAP GRC Access Control 12.0, and multiple non-SAP applications, with SAP Analytics Cloud and SAP Concur potentially being implemented during modernization.
The State operates approximately 30 SCEIS team members providing functional and production support, with additional Super Users across different agencies, though staffing assignments for the modernization program have not yet been finalized. Security compliance requirements include adherence to NIST Special Publication 800-53 revision 4 (Moderate baseline), NIST 800-122, IRS Publication 1075, FBI Criminal Justice Information Services Security Policy, CMS Minimum Acceptable Risk Standards, FERPA, HIPAA, PCI-DSS, and South Carolina's Breach of Security statute. A critical requirement stipulates that all services, implementation, migration, hosting facility operations, support center functions, and operational support must be provided by staff residing within the United States geographical boundaries. The current analytics architecture includes SAP BW Version 7.50 (2,485,056 MB system size), SAP Business Explorer, and SAP Business Objects, with plans to transition to SAP Analytics Cloud and other Business Intelligence tools. The State uses Microsoft Office tools for Enterprise Architecture and has modeled business processes in Solution Manager using the Business Process Hierarchy Framework but does not currently have process mining experience or centralized process management; governance is decentralized across agencies with policies published by the Department of Administration.
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Q&A
| Question # | RFI Section | Respondent Question | Final Response |
| 1 | 1 - Overview | What are the tentative dates for "Art of the possible" sessions? Is State of SC open for virtual option for one-on-one discussion of "Art of the Possible" session or the team need to be in person for this session? | The "Art of the Possible" session are targeted for the week of August 21. They will be one hour and remote (not in person). |
| 2 | 3. Background | The RFI background goes over the implementation of the original SCEIS back between 2007-2010 through current status, is the current system provided through an active vendor contract or operated in-house by state employees? If there is a primary active contract that would be replaced in the event of a future solicitation, can we get the contract number and expiration date? | Applications are currently hosted in-house and managed by the State. |
| 3 | 3. Background | Does the State of South Carolina have any Software Development Lifecycle (SDLC) protocols or tools that are required to be used for this project? If so, can any material be provided on it? | |
| The State has a SDLC and leverages SAP Solution Manager including ChaRM and Solution Documentation for it's change and release management processes which can be leveraged for this project. The State leverages other tools for Quality Control and documentation including Tricentis Test Automation. | |||
| 4 | 3. Background | Please provide the ECC version you are on | ECC Version: 6 EHP 8 |
| 5 | 3. Background | Please list the business functions/ modules activated in ECC | Refer to the Background section of RFI |
| 6 | 3. Background; |
4. Desired Outcomes;
| Questions: a.5.7; b.5.3 | Would you provide specifics on the security requirement for SCEIS. Are there different requirements per system tier (Dev, QA, Training, Prod, etc.)? | The State's current security compliance requirements include one or more of the following: |
| 1.1.1. | National Institute of Standards and Technology (NIST) Special Publication 800-53 rev. 4, Moderate baseline. | |
| 1.1.2. | NIST Special Publication 800-122 Guide to protecting the confidentiality of Personally Identifiable Information. | |
| 1.1.3. | IRS Publication 1075: Tax Information Security Guidelines for Federal, State, and Local Agencies | |
| 1.1.4. | FBI Criminal Justice Information Services Security Policy | |
| 1.1.5. | Centers for Medicare & Medicaid Services Minimum Acceptable Risk Standards for Exchanges | |
| 1.1.6. | Family Educational Rights and Privacy Act | |
| 1.1.7. | Health Insurance Portability and Accountability Act | |
| 1.1.8. | Payment Card Industry-Data Security Standard | |
| 1.1.9. | Breach of Security of State Agency Data S.C. Code Ann Section 1-11-490 |
| 7 | 5. General Instructions | Can we assume the 30 pager slide response starts from fifth section? | Per the instructions, each submission must be limited to a maximum of thirty (30) single-sided 8" x 11 ½" pages, excluding the title page, cover letter, and table of contents. |
| 8 | 5. General Instructions | Can we send attachments for any additional content or slides? | Per the instructions, each submission must be limited to a maximum of thirty (30) single-sided 8" x 11 ½" pages, excluding the title page, cover letter, and table of contents. |
| 9 | Questions - a - Solution Architecture | Per point # a.5.1.2, and in order to meet the local SC regulatory requirements, does SCEIS allow the SI vendor's resources to be remote outside of US? This will help us provide a better guidance on Staffing and it's cost implications. | |
| In connection with the delivery of the Services, Service Provider will not provide or otherwise utilize any services situated outside of the United States and any staff necessary to provide the Services (e.g., implementation, migration, operate the hosting facility, support center, and any other operational support) shall reside within the geographical boundaries of the United States | |||
| 10 | Questions - a - Solution Architecture | What is the current analytics architecture ? What are the key pain areas in the reporting? | The current analytics architecture includes SAP BW, SAP Business Explorer (BEx) and SAP Business Objects. The desired future state architecture is under review and includes SAP Analytics Cloud and other Business Intelligence tools not currently implemented to bring together multiple trusted data sources (on premise and in the cloud) for reporting and visualization. |
| 11 | Questions - a - Solution Architecture | Can you provide if there are any other SAP applications in current landscape, such as SAP MDG, SAP Ariba, SAP CRM, etc.? This will help us better to respond on BTP value & benefits | The current application landscape includes SAP SuccessFactors, SAP GRC Access Control 12.0 and other non-SAP applications which interface with SAP. The current application landscape does not include SAP MDG, SAP Ariba, SAP CRM, etc. SAP Cloud Analytics and SAP Concur are not currently in the landscape but may be implemented. |
| 12 | Questions - a.3 - Functional / Business Process | Are there any new business scenarios expected to be implemented during S/4HANA migration? | Depending on scope and timeline, the State may implement some new business processes related to: Recruitment and Onboarding, Performance & Goals, Procurement, Project Systems for Facilities Management and Property Services, Travel & Expense Management and potentially ACFR Automation. |
| 13 | Questions - a.3 - Functional / Business Process | Are there any specific industry solutions implemented in ECC? | The State has implemented portions of Public Sector Management (PSM) including Funds Management, Tresaury and Investments. The State has made some customization to meet State requirements. |
| 14 | Questions - a.3 - Functional / Business Process | Can you provide SAP readiness check output analysis? | Not at this time |
| 15 | Questions - a.3 - Functional / Business Process | Can you provide SAP Business process discovery output? | Not at this time |
| 16 | Questions - a.4 - Signavio | Has State of SC done any previous BPM modeling? If so what tools have been used? | The State has modeled business processes in Solution Manager using the Business Process Hierarchy Framework. |
| 17 | Questions - a.4 - Signavio | Does State of SC have any experience with Process Mining? If yes, please provide details. | The State does not have any Process Mining details to share. |
| 18 | Questions - a.4 - Signavio | Are you using an Enterprise architecture tool today? If yes, please provide details. | The State uses Microsoft Office tools (e.g., Visio, Excel, Word) for Enterprise Architecture. |
| 19 | Questions - a.4 - Signavio | Is the State of SC looking to make operational and performance improvements to the existing processes and environment during the timeframe of the implementation of the target SAP S/4 environment? | Expect some business processes will be improved, but many will migrated with minimal changes. Some business processes may be changed as the State strives to eliminate some customizations and move toward "fit to standard" where possible. |
| 20 | Questions - a.4 - Signavio | On a scale of 1-5, 5 being very mature, how would you rate your process management office maturity level? | The State does not have a Centralized Process Management COE; it is decentralized function within each Agency. The Department of Admin publishes policies and guidelines that are used by the Agencies. |
| 21 | Questions - a.4 - Signavio | Does the State of SC utilize a centralized Center of Excellence or group for process management or is it decentralized among various departments and affiliated business analysts? | The State does not have a Centralized Process Management COE; it is decentralized function within each Agency. The Department of Admin publishes policies and guidelines that are used by the Agencies. |
| 22 | Questions - a.4 - Signavio | Can the State provide its existing Business Process Master List or Hierarchy for the processes currently identified as in scope? This will help with costing/estimates. | This information will be provided as a part of the RFP. |
| 23 | Questions - a.4 - Signavio | Across the different agencies, roughly how many business analysts serve the process areas in scope for the transformation. This will help with costing/estimates. | The SCEIS team has approximately 30 team members that provide functional support for projects and production support. It has not been determined how many will be assigned to the SCEIS modernization program. The State maintains a network of Super Users from different agencies. |
| 24 | Questions - b.2 - Analytics & Reporting | Please provide current BW system version and BW system size? | BW is Version 7.50; BW System size: Total size [MB]: 2,485,056 |
| 25 | Questions - b.2 - Analytics & Reporting | Is SAP readiness check output is available for BW system? | Not at this time |
| 26 | Questions - b.4.2 - Data & Landscape Mgmt | Are you on Classic GL or New GL? | New GL |
| 27 | Questions - d - Client Staffing | Per point # d.1 and d.2, does SCEIS have approved local small business vendors and promote them through large SI Partner to participate? | SC Code § 12-6-3350 (2022) creates a tax credit for State contractors subcontracting with socially and economically disadvantaged small business. S.C. Code Ann. § 11-35-5010 (2019) defines a "socially and economically disadvantaged small business". Questions regarding Subcontractor certification are to be referred to: Governor’s Office of Small and Minority Business Assistance, Phone: (803) 734-0657, Fax: (803) 734-2498. |
| 28 | Questions - f - Pricing | Can you provide detailed landscape overview? |
Can you provide an inventory with software versions, database versions and sizes and operating systems for the SAP environment?
Can you share the S/4HANA sizing report?
Can you provide the number of ECC users (outside of HR module) eg. Development, professional , Functional?
| Can you share the number of interfaces in the landscape along with middleware details? | Not at this time. Use industry standard and experience from similar clients. | |||
| 29 | Questions - f - Pricing | What is the expected Service Level (SLA) expectations for Run? | Use industry standard and experience from similar clients. | |
| 30 | Questions - f - Pricing | Please provide following details for all the areas/ applications/ modules in scope: |
- Technical Complexity
- Business Criticality
| Not at this time. Use industry standard and experience from similar clients. | |||
| 31 | Questions - f - Pricing | How many processes/automations are running in PROD Environment? | Refer to the Background section of RFI for environment information. Use industry standard and experience from similar clients. |
| 32 | Questions - f - Pricing | Can you please share the percentage split of Priority 1, 2,3 and 4 tickets for applications in scope? | Not at this time. Use industry standard and experience from similar clients. |
| 33 | Questions - f - Pricing | Any specific Service Level (SLA – response time and resolution time) expectations on SAP application support? | Not at this time. Use industry standard and experience from similar clients. |
| 34 | Questions - f - Pricing | Are there any regulatory or compliance requirements that prevents vendor from supporting in scope applications from Offshore location? | In connection with the delivery of the Services, Service Provider will not provide or otherwise utilize any services situated outside of the United States and any staff necessary to provide the Services (e.g., implementation, migration, operate the hosting facility, support center, and any other operational support) shall reside within the geographical boundaries of the United States |
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