RFI_ USHMM_PSoft_Documentation.pdf

Oracle PeopleSoft Configuration Current State Documentation Request for Information

1. Statement of Need

1.1 The United States Holocaust Memorial USHMM (USHMM) is issuing this Request for Information (RFI) to understand the marketplace for documenting the configuration of our Enterprise Resource Planning (ERP) operations and maintenance (O&M) within PeopleSoft 9.2.

With Oracle's planned phase-out of support for PeopleSoft, we need to prepare proactively for a transition to a new Enterprise Resource Planning system. While the exact timeline for this change is uncertain, we expect the process of acquiring and implementing a new system will be lengthy. Therefore, it is crucial to first clarify our current system setup to effectively plan for the procurement of a new system.

1.2 The information gathered through this Request for Information (RFI) will be used to understand the marketplace’s capability and gain knowledge on how best to request proposals to document our current ERP configuration. The documentation will include two main objectives:

● Providing a comprehensive, written technical description of the USHMM's current ERP configuration ("Current State Documentation").

● Offering a summary or complete version of the USHMM's ERP business cases.

2. Responses

2.1 This RFI will remain open at least through February 7th, 2025. We will acknowledge receipt of all comments within one week of their submission.

2.2 Responses are voluntary and can include responses to some or all of our questions, as well as any additional information deemed relevant to this project.

2.3 We encourage all interested parties who can offer valuable insights to respond.

2.4 We invite suppliers to meet virtually with us on a one-on-one basis to discuss the project, subject to dates and times of mutual convenience.

2.5 All responses must be submitted via email to cwest@ushmm.org with cc to bfalk@ushmm.org.

3. Background

3.1 A living memorial to the Holocaust, USHMM inspires citizens and leaders worldwide to confront hatred, prevent genocide, and promote human dignity. Federal support guarantees the mailto:cwest@ushmm.org

USHMM’s permanence, and its far-reaching educational programs and global impact are made possible by donors, members, educators, universities, leaders in governments and the public.

3.2 Legislation established the USHMM as an independent establishment of the U.S.

Government with authority to raise private funds to support the mission. The USHMM receives direct federal appropriations and is subject to the rules and regulations that govern financial management in federal agencies. Our complexity arises from being both a 501(c)(3) charitable (not-for-profit) organization and a federal agency. The annual operating budget is approximately $200 million and the USHMM has approximately 450 people.

3.3 USHMM financial statements are prepared in accordance with GAAP; we manage according to a cash budget. We commit and obligate funds in the manner required by federal law and rules.

Restricted funding for a wide variety of projects is a significant source of annual operating support.

4. Supplemental Information

4.1 The information obtained from this RFI will assist USHMM when it seeks competitive proposals from qualified and interested organizations for the review and documentation of its existing ERP software application (PeopleSoft 9.2) that records the USHMM's financial activity, contract file system of record, and examines its financial position. Within it, USHMM records transactions, generates reports, and vendor contacts, creates purchase orders, invoice customers, monitors account balances, and prepares financial statements.

4.2 The USHMM's PeopleSoft suite, including various modules, has been subject to ongoing upgrades and additional configurations over the years, resulting in some complexity with the current setup. Additionally, we use a separate budget and planning tool, Anaplan, which integrates with PeopleSoft through CSV import/export capabilities.

4.3 Given this context, we need to clarify and document the existing ERP configuration to effectively plan for the procurement of a new accounting system. This process involves understanding what data is being recorded in general ledger (GL) and commitment control (KK) subledger, and untangling the configurations and customizations currently in place.

These documents are crucial for us to accurately assess our current system and plan for future procurement needs.

The responses from this RFI will assist in understanding what key components the marketplace might need USHMM to consider in a Request for Proposal and areas that might create challenges for documenting. Below are some examples:

All custom system configurations and settings

All batch processes that are run within the ERP ledgers and external systems data flowing in/out of the ERP

All feeds and integrations with third party systems, such as Anaplan, CRM, UKG, Citi Manager, IBC, E2, Truist, CitiBank

Relationship between the main ledger and all sub ledger data, including the commitment control ledger, and how various ledgers are updated for transactions posted by users or batch processes

Commitment Control Subledger

All workflow configurations established in the system, such as Requisitions, Purchase Orders, Voucher Approvals

All system security settings and role definitions

All network configurations and support required to maintain the system

All year end close process configurations: Year End Accruals: Payroll, P-Card, Travel, Diners Club, Voucher, and IPAC

All report criteria and configurations within the system and published on USHMM’s intranet sites

Any combination edit rules in place

Any other system requirements, configurations, or settings that are discovered but not listed above

5. RFI Questions

● Have you worked with PeopleSoft 9.2? If so, please provide details of your experience and items that the USHMM should consider when compiling an RFP.

● Do you have experience in reviewing and documenting system configurations in a way that is understandable to non-technical stakeholders? What should the USHMM consider when writing its RFP to get these skillsets in a potential vendor?

● What do you need to see in a solicitation in order to consider submitting a proposal?

● What key considerations should we be aware of when drafting this RFP?

6. Estimated Timetable for Acquisition (subject to change at USHMM discretion)

● USHMM reviews and responds to suppliers: through April, 2025

● USHMM drafts RFP: through August, 2025

● USHMM publishes RFP: by September, 2025

● RFP questions due: by October 1, 2025

● RFP Q&A published: by November 1, 2025

● Proposals due: November 14, 2025

● Contract awarded: by December 15, 2025