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ERP Software - Request forInformationPrepared By: Vincent GismondiEnterprise Resource Consulting8 Crescent Circle Holbrook, NY 11741Tel: 631-244-6160On behalf ofSample Company777 Executive DriveAnaheim, CA(714) 555-12341/17/2017Page 0
Statement of Requirements ERP Project 2016Project PurposeThe management team of Sample Company have authorized an investigation into replacement ERP softwaresolutions to support our business going forward. The purpose of this Request for Information (RFI) is to collectwritten information about the capabilities of a number of ERP vendors, to determine a shortlist of three to sixvendors to be invited to provide a full proposal.The Sample Company nominated team leader for the ERP selection project is:David SmithDSmith@sample.com(714) 555-1234I am their Independent ERP Consultant. RFI responses, questions, and communications related to this projectshould be addressed to me. I can be contacted as shown below:Vincent Gismondi Independent ERP Consultant8 Crescent Circle, Holbrook, NY 11741ERC.ERP@gmail.com Tel:: is Request for Information (RFI) is issued solely for information and planning purposes only, and does notconstitute a solicitation. Responses to the RFI will not be returned. Responses to this RFI are not an offer andcannot be accepted as a binding contract. Sample Company is not liable for any cost incurred by the vendor inresponse to this RFI.Page 1 of 25
Statement of Requirements ERP Project 2016ContentsProject Purpose . 1Introduction. 3Our Timetable. 3Current Technology . 3User Listing . 4Project Objectives . 5Modules to be Implemented .5Phase 2 - Possible Implementations .5Timeframe . 6Requirements by Module - Overview . 7Accounts Payable .8Accounts Receivable .9Business Intelligence / Report writing .10Capacity Planning .11General Ledger .12Inventory Management .13Manufacturing Requirement Planning .14Product Quality (Quality Assurance) .16Purchasing .17Quotations & Estimating .18Repair and Service .19Sales Analysis .20Sales Order Processing .21Shop Floor Control .22Requirements – Additional Questions . 23The Software .23Your Company .23Financial .24Budget . 25Notes and Instructions . 25Page 2 of 25
Statement of Requirements ERP Project 2016Summary of Sample CompanyIntroductionSample Company (www.SampleCompany.com) is a repetitive job shop that fabricates metal parts for the plumbing,hydraulic, aerospace, and heavy truck and equipment industries. Sample Company has three manufacturingfacilities, encompassing three different companies, in the US, totaling more than 200,000 square feet, and operatesmore than 250 state of the art production machines. The facilities are located in Anaheim CA, Topeka KS, andSecaucus NJ. Sample Company machines large quantities of complex parts in a variety of metals such as steel,aluminum, stainless steel, and brass, and in addition to its three locations, also works closely with joint venturesglobally.Our Timetable is:Bus. DaysRFI Issue Date:Email intention to respond no later than:Deadline for questions:Responses and indicative costing to be submitted:Shortlisted suppliers to be informed:Initial meetings and first demonstrations to be concluded:Conclude contract agreements & nominate winning vendor:Commence implementation:October 12, 2016October 20, 2016October 27, 2016November 21, 2016December 9, 2016January 20, 2017February 10, 2017February 24, 201765161327159Current TechnologySample Company is currently processing on System 2000 software from ADP. The three companies are part of asite based domain, but each company is segregated from each other based on user account security. The majorityof the system runs on MS SQL 2012 and is replicated nightly between the servers to create some redundancy.The three companies use Microsoft Office including Microsoft Outlook for eMail.They employ approximately 300 people, of which there are currently 88 users. (Please see User Listing below)Please base cost estimates on 50 concurrent users. We will expand the number of users as appropriate. Please alsoinclude the cost to add each user.Page 3 of 25
Statement of Requirements ERP Project 2016User Listing#DepartmentCompany /LocationUser ingCust SvcCust SvcCust SvcCust ufacturingPurchasingPurchasingQualityRaw MaterialsRaw MaterialsRaw ng/RcvngShipping/RcvngTool RoomTool RoomTrainingAnaheim CATopeka KSTopeka KSTopeka KSTopeka KSTopeka KSTopeka KSAnaheim CAAnaheim CASecaucus NJAnaheim CAAnaheim CASecaucus NJAnaheim CASecaucus NJTopeka KSSecaucus NJSecaucus NJAnaheim CAAnaheim CASecaucus NJAnaheim CAAnaheim CASecaucus NJAnaheim CASecaucus NJAnaheim CASecaucus NJAnaheim CASecaucus NJAnaheim CAAnaheim CAAnaheim CAAnaheim CAAnaheim CAAnaheim CASecaucus NJSecaucus NJSecaucus NJAnaheim CAAnaheim CASecaucus NJAnaheim CAAnaheim CAUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser nameUser TitleCost Cust Svc MgrOffice ManagerOffice ManagerOffice ManagerEngineerEngineerEngineerPresidentOwnerHR ManagerLean EngineerMaintenancePlant ManagerPlant ManagerPlant ManagerProduction SupvProduction SupvSchedulerPurchasingPurchasingQuality Mgr.WarehouseMaterial HandlerWarehouseEstimatorSales ManagerSales PersonShipping PersonShipping PersonShipping PersonShipping PersonShipping PersonShipping ManagerShipping ManagerTool MakerTool MakerTrainerSuper UserNameDevice(s)Manager 1Manager 1Manager 1Manager 1Manager 1Manager 1Manager 1PC OnlyManager 2Manager 2Manager 2Manager 2Manager 3Manager 3Manager 3Manager 4Manager 5Manager 5Manager 5Manager 5Manager 5Manager 5Manager 5Manager 5Manager 6Manager 6Manager 5Manager 7Manager 7Manager 7Manager 8Manager 8Manager 8Manager 9Manager 9Manager 9Manager 9Manager 9Manager 9Manager 9-LaptopPC OnlyPC OnlyPC OnlyLaptopPC OnlyPC OnlyLaptopLaptopPC/LaptopPC OnlyPC/LaptopPC/LaptopPC/LaptopPC OnlyPC OnlyPC OnlyPC OnlyPC OnlyPC OnlyPC OnlyPC OnlyPC OnlyPC OnlyLaptopLaptopPC OnlyPC OnlyPC OnlyPC OnlyPC OnlyPC OnlyPC OnlyPC OnlyPC OnlyLaptopPage 4 of 25
Statement of Requirements ERP Project 2016Project ObjectivesSample Company is looking for new software to achieve the following primary goals:Reduction in manufacturing costs in the areas of better equipment management, improved procurementprocedures, improved allocation of labor resources, and enhanced planning and control to shorten WIP times.The integration of the multiple systems existing at each plant (company), into one system, to allow forconsolidated reporting.Improve job costing and estimating accuracy.Reduction in selling, general, and administrative (SG&A) costs.Improve inventory accuracy.Modules to be Implemented Accounts PayableAccounts ReceivableBusiness Intelligence / Report writingCapacity PlanningGeneral LedgerInventory ManagementManufacturing Requirement PlanningProduct Quality (Quality Assurance)PurchasingQuotations & EstimatingRepair and ServiceSales AnalysisSales Order ProcessingShop Floor ControlPhase 2 - Possible Implementations Customer Relationship Management (CRM)Electronic Data Interchange (EDI)Enterprise Portal (for employees, vendors, customers)Finite SchedulingHuman ResourcesPayroll (Or Interface with payroll service)Warehouse Management SystemPage 5 of 25
Statement of Requirements ERP Project 2016Timeframe for acquiring and implementing new softwareWhile there is no specific timeframe which must be adhered to, and no new impending events driving the process,Sample Company anticipates that the new ERP software will be decided upon within 90 days of the “responsesdue” date.Given the size of Sample Company, the industry, and the number of locations (companies), we believe thatimplementation of “phase 1” is expected to fall in the range of 9 to 14 months.Page 6 of 25
Statement of Requirements ERP Project 2016Requirements by Module - OverviewThe following pages specify the software requirements at a departmental level, beyond those which are includedwith most ERP software offerings. Please respond to the requirements by inserting the appropriate number, asdefined below, in the “Vendor Response” column, and add any supporting comments or documentation you deemrelevant, regarding how your software will improve our processes.1 More information is required2 Yes. Functionality is provided out of the box, and is operational at other sites3 Requirement will be met by configuring existing software3 Functionality achieved via reports or screens generated using proposed Reporting Tools4 Accomplished through the implementation of Third Party software or Add on5 Functionality is provided through programming customization of the application6 Functionality is provided through a future release to be available within 1 year7 Functionality is not providedPage 7 of 25
Statement of Requirements ERP Project 2016Accounts PayableFeatureFactorDemoCentralized Accounts Payable – must sharesuppliers across the 3 companiesIntegrated Job Costing that allows trackingexpenses by specific jobMust be able to assign classifications to vendors6YMust allow for consolidated purchases andpayments for all companies at the corporatelevel6VendorRemarksResponse66E.g. raw materials, outsideservices, toolingYPage 8 of 25
Statement of Requirements ERP Project 2016Accounts ReceivableFeatureFactorCommissions are paid when invoice is paid. Rateis by customer. No commission is paid ontooling, surcharges, etc.Will be collecting sales tax. Software todetermine jurisdiction automatically from theship to address.Statements are sent only on a case-by-case,manual basisThere are no late fees charged to customersUS dollars only. Foreign customers pay in USD.65DemoVendorRemarksResponseFor Amazon customers411Canada, China, MexicoPage 9 of 25
Statement of Requirements ERP Project 2016Business Intelligence / Report writingFeatureFactorDemoAbility to export reports to Excel6ODBC capability6System must have extensive drilldowncapabilitiesAbility to "Slice & dice" data from parameterslike: Company, Customer, Item #, Item group,Sales Rep, Territory, Ship-to, State6Y6YVendorRemarksResponsePage 10 of 25
Statement of Requirements ERP Project 2016Capacity PlanningFeatureFactorDemoBOM structure needs the ability to containparts made in another facility (company)Manipulating the schedule directly from a dragand-drop visual scheduling
12.10.2016 · Statement of Requirements ERP Project 2016 Page 11 of 25 Capacity Planning Feature Factor Demo Vendor Response Remarks BOM structure needs the ability to contain parts made in another facility (company) 6 Y Manipulating the schedule directly from a drag-and-drop visual scheduling board 6 Y Is the drag & drop permanent,
