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KCLS RFP#21-01 JD Edwards ImprovementsQuestions and Answers (Q&A)3/5/2021This document includes the questions and answer from both the 3/2/21 Proposer’s Conference andquestions asked by Proposers by 3/4/21.QuestionWho provided the JDE demonstrations in January2021?Do you currently have a JDE Partner you areworking with who provides managed services?Are you using outside consulting for your Q1tools release upgrade? Are you doing a codecurrent upgrade at this time as well?Item 4E states you would like to accomplish theGap Analysis in March but the RFP is not due tillthe 10th. Is it reasonable to assume a selectioncan be made, contracts completed and still timefor the Gap Analysis component be completed?Tools Upgrade – is that RFP out yet?Will team members be available full time for thegap analysis?Are there any black-out dates or conflict withsupport during end of March thru April for theGap AnalysisHave there been any changes with the timing?Will the project be virtual or in person.Is there an architecture document or informationaround computing hardware?3/5/2021AnswerCircular EdgeWe have used various partners, most recently wasERP-OneYes we will be using partnering, but who hasn’tbeen determined yet (at least as of last week, ifthere is an update I will let you know on Tuesday).We recently upgraded to 9.2. No plans for a codeupgrade at this time.The intent is to get the gap analysis started by theend of March and be done by the end of April.It is a separate RFP and is not out yet.The project manager is devoted mostly to thisproject. The other team members will still beperforming their regular work and fitting this in asneeded.A quick assessment of the team has: KCLS Controller out the last week of March(our GL expert). One of our Facilities SMEs is only available thelast week of March, and the last week of April. Our Library Programming SME is not availableSun & Mon, and not available on Tues & Weduntil Noon.No other conflicts were reported at this time.Still March-April for Gap Analysis. Implementationplanned for May-July, pending the results of thegap analysis.Most of this project will be virtual. Puget Sound isstill in Phase 2 of the Covid protocol, so there arelimitations for entry to the Service Center. If thereneeds to be an exception (e.g., for assessingcomputing architecture, etc.) we canaccommodate those special needs.We can get together information for theapplicable elements in question.(note: Proposer volunteered to send more specificrequest via email)Page 1 of 7
KCLS RFP#21-01 JD Edwards ImprovementsQuestions and Answers (Q&A)3/5/2021Can we get a list of the spreadsheets we hope toeliminate through this improvement effort?Position control – do we still own the JDElicenses?Yes, examples provided below in this document.Yes, we do have the licenses. Although peopleinformation is now in our HCM (Dayforce), we stillmaintain historical information in JDE. Currentlyusing a detailed spreadsheet to track historyagainst each position.Do we have field mapping information that would We are just getting started with the databe helpful while implementing Orchestrator with warehouse. Currently minimal reporting data isthe Data Warehouse for reporting?involved. This could/should increase over time.Are we using the Vehicle Maintenance module.No we are not. We have a spreadsheet. However,we are coding applicable expenses towards aVehicle expense code in JDE.Are we looking at both Inventory and AssetCurrently we are using fixed assets andManagement or just Assets.depreciation in JDE. We also track attractiveassets in JDE.There is an effort underway to assess the trackingof both Assets and Inventory to determine if thereneeds to be changes in businessprocesses/expectations/thresholds, etc. A whitepaper is available with the findings, and will bereviewed by leadership shortly. This will informhow we proceed in this area.We have separate software in ITS (Cireson- beingphased out, now Lansweeper) that will need dataintegration with JDE. ITS needs guidance is alsoneeded on the use of POs/PRs in conjunction withLansweeper and JDE.Are you looking for the proposer to provide theYes we expect the proposer to provide thatCPA resource to assess the GL structure.resource.What are we looking for in the assessment of the We have a simplified, yet confusing, use of the GLGL structure.string. In order to use Job Costing and track ourexpenses in an expanded way (by location as wellas organization and project), it is possible that theGL string, and how we are coding things will needto change. We also have a fair amount of Grant(project) tracking – in some cases we pass theinvoice directly to the Foundation to pay; in othercases we pay and the Foundation reimburses us.It is a challenge to budget for, and/or track grantexpenses. We are currently evaluating if practices(including the coding structure) need to change.What type of job aids are needed?Job aids for the new functions that are being setup as part of implementation. For example, if weset up Job Costing, what does finance do to setthat up. How does someone in programming3/5/2021Page 2 of 7
KCLS RFP#21-01 JD Edwards ImprovementsQuestions and Answers (Q&A)3/5/2021What is the origin of the Appendix A? Did anoutside firm provide this to your organization?Was it created internally or used by a peerorganization?How was the budget of 275,000 determined?Is there any priority of services provided underthe target budget? Any ranking of sort beyondthe phase 1 gap analysis?3/5/2021ensure an expense gets booked to that project?When a new grant is received from theFoundation, how is that set up by Finance and howdo employees book expenses? If we decide toimplement Expense management, how does anemployee do a mileage reimbursement vs aconference advance or reimbursement.Appendix A was developed internally by KCLS.o KCLS went thru some process mapping activitiesand discussions that clarified where there arepain points, inefficiencies, and gaps infunctionality.o The full list was originally put together when wewere looking for the Procure-to-Pay (P2P)solution to solve all our issues with trackingproject costs, etc.o Through the P2P RFP process, it became clearthat we needed to capitalize on thefunctionality of JDE first.o When the focus changed to looking at JDE as awhole, we did some additional processmapping for Budgeting and did an assessmentof our use of Asset Management andInventory Management.KCLS estimated what portion of the work from theP2P effort had been identified as JDEimprovements, and added to cover the additionof Orchestrator software. KCLS already has aneffective licensing structure with its on-premsolution, and is either using or under-using mostof the modules addressed in theimprovements. We did not anticipate anyadditional module costs, just Orchestrator. Wewould expect that a suggested order to the taskswould come from the proposer – i.e., with all wewant to do, there may be a more effective, logicalorder to what has to be done first. Tasks includedin the 275k should be considered “above theline” and any additional tasks/options will beconsidered “below the line” and would be up fordiscussion by the KCLS Steering Team regardingfunding.Priority 1 – Assessment of the Chart of Accountsand the GL string (to ensure the foundation for thesystem will support the functions required and forthe future)Page 3 of 7
KCLS RFP#21-01 JD Edwards ImprovementsQuestions and Answers (Q&A)3/5/2021Priority 2 - Job costing for projects and Grantstracking (this includes use of the POs/PRs)Priority 3 – Orchestrator – to enhance reportingand data transfer needs between Evergreen andLansweeper and the data warehouse.Priority 4 – Update to Asset Management and/orInventory management (as determined by the gapanalysis)Priority 5 – Investigation of Expense Managementoptions.3/5/2021Page 4 of 7
KCLS RFP#21-01 JD Edwards ImprovementsQuestions and Answers (Q&A)3/5/2021FOLLOW-UP from PROPOSER’S CONFERENCEAdditional Spreadsheet InformationThe following are an example of the spreadsheet topics KCLS is hoping to eliminate. This is notnecessarily the complete list.JDE ImprovementsFunctionFinance/HRFinanceSpreadsheet, Form, SWPurposePosition ControlProject / Grant BudgetingDetailsTeam Point of ContactJulie Autry (HR) ownerVic Lin (Budgeting) userMichael Simmons/Vic LinFinanceProject / Grant BudgetingDetailsMichael Simmons/Vic LinFinanceCIP ProjectsMichael Simmons/Vic LinFinanceDepartmental Budgetmonitoring reportsMichael Simmons/Vic LinFinanceJob Costing - personnelMichael Simmons/Vic LinITS/FinanceAsset Information forComputing (Fixed andAttractive) from Cireson –spreadsheet to transfer(potential orchestration)POs/PRs in Cireson (start doingin JDE)Chris Martin/JD SzolasHung NguyenTransfer of Evergreen(integrated library system) ILSdata into JDE via .csv file(potential orchestration)Numerous individualspreadsheets to track projectand/or Grant SpendingDoug EbelingConference FundingTrack individual vehicle repaircostList of detail Vehicle infoMaria BassettPeri Gilani/Anita SiuITSCirculation Management SystemProgramming (Library staff)Expense ManagementFacilities (FMS)Facilities (FMS)3/5/2021Chris Martin/JD SzolasKirsten CorningPeri Gilani/Anita SiuPage 5 of 7
KCLS RFP#21-01 JD Edwards ImprovementsQuestions and Answers (Q&A)3/5/2021Facilities (FMS)Facilities (FMS)Facilities (FMS)Construction in Progress (CIP)Project Actual vs ProjecttrackingFMS Month End FinancialAnalysisFMS Historical Major ProjectsListPeri Gilani/Anita SiuPeri Gilani/Anita SiuPeri Gilani/Anita SiuThe following information is provided since all of these elements interrelate and may need to be takeninto consideration for the JDE Improvements.Automated Invoicing/Contracting Software (Separate RFP)FunctionLibrary ProgrammingSpreadsheet /Form PurposeSharePoint site to track libraryprogramming vendorinformationProject Managers trackingproject/contract spending viaspreadsheetsManual process to track W-9sTracking Contracts andencumbrancesTeam Point of ContactKirsten CorningSpreadsheet/Form PurposePoint of ContactFinance - BudgetBudget CalendarBudget Team (Anita Siu/MikeSimmons/ Vic Lin/ ZackMooney)Finance - BudgetForecasts and ScenariosBudget TeamFinance - BudgetPosition Control/Personnelspreadsheet?Budget TeamFinance - BudgetCIP BudgetsBudget TeamFinance - BudgetDepartmental BudgetsBudget TeamFinance - BudgetFinal BudgetBudget TeamFinance - BudgetProject List (e.g. FMS)Budget TeamProject ManagersFinanceLearning & Development (L&D)Contract LogSheila StarkImelda GarciaMaria BassettBudgeting Software (Separate RFP)Function3/5/2021Page 6 of 7
KCLS RFP#21-01 JD Edwards ImprovementsQuestions and Answers (Q&A)3/5/20213/5/2021Page 7 of 7
Mar 05, 2021 · Vehicle expense code in JDE. Are we looking at both Inventory and Asset Management or just Assets. Currently we are using fixed assets and depreciation in JDE. We also track attractive assets in JDE. There is an effort underway to assess the tracking of both Assets and Invent
