Software package and information systems

Tender description

Belfast City Council is planning to engage with potential service providers in order to better understand the various financial systems available in the market. Further details of the scope is set out in Section II.2.4). If you are interested in being involved in this market engagement exercise please submit your expression of interest by emailing murraylewis@belfastcity.gov.uk by 31.7.2019. Upon receipt of all expressions of interest, Belfast City Council ‘BCC’ will respond to explain how the market engagement will proceed. Please note that information associated with this PIN is subject to change and BCC may decide not to proceed with a procurement or any market engagement. Belfast City Council ‘BCC’ is planning to engage with potential service providers in order to better understand the various financial systems available in the market. BCC would like to explore/ discuss systems in the market covering the following functionality: — creation of organisational structure (defining company, company codes, business areas, functional areas, credit control, assignment of company codes to credit controls), — financial accounting global settings (maintenance of fiscal year, posting periods, defining document types, posting keys, number ranges for documents), — general ledger accounting (creation of chart of accounts, account groups, defining data transfer rules, creation of general ledger account), — tax configuration and creation and maintenance of house banks, — accounts payable (creation of vendor master data and vendor-related finance attributes like account groups and payment terms), — accounts receivable (creation of customer master data and customer-related finance attributes like account groups and payment terms, dunning, aged debtors, etc.), — asset accounting, — cost element accounting (overview of the costs and revenues that occur in an organisation), — cost centre accounting, — activity-based-accounting (analyses cross-departmental business processes), — internal orders, — product cost controlling (calculates the costs that occur during the manufacture of a product or provision of a service), — profitability analysis, — profit centre accounting (evaluates the profit or loss of individual, independent areas within Council), — defining pricing components (defining condition tables, condition types, condition sequences), — setting up sales document types, billing types, and tax-related components, — vendor invoice management (scanning, matching purchase order and receipts, processing for invoice payment), — management information reporting including tailored dashboards, — MTD (Making Tax Digital) compliant, — procurement project pipeline planning and document control, — contract management, — contracts register, — issue of alerts, — spend monitoring, — sourcing, — issue, receipt and evaluation of quotation/tender requirements in line with PCR 2015, — contract record creation, — purchasing, — procurement market classification coding of purchases, — shopping carts creation (possibly re-name requisition), — ability to requisition against contract and/or catalogue items, — approval of shopping cart (possibly re-name requisition), — purchase orders, — purchase order approval, — approval workflow comprising of procurement control limits as well as business delegated authority limits, — confirm goods/services, — reporting, — dashboards and reporting functionality for activity and category spend analytics. BCC will consider what is available under one financial systems package during the market engagement exercise in order to finalise a specification that delivers the desired value for money outcome for BCC.