Provision & Implementation of a SaaS Finance Management System

Tender description

Newport City Council’s current main financial (accounting) system is Oracle Financials R12 EBS which was implemented in 1996 and last upgraded in April 2013. The system consists of the following modules: - General Ledger, - Accounts Payables, - Purchasing & iProcurement - Discoverer Plus, a transactional reporting tool. The Council also has the following standalone financial systems: - Accounts Receivables, - Asset Management - Collaborative Planning Budget Management and Modelling (BMS). The Council wishes to replace the aforementioned Oracle and standalone systems with a fully integrated SaaS financial management system that goes 'Live' no later than the end of October 2022. Lot 1: Newport City Council wishes to procure a fully integrated SaaS financial management system as a single administration module with a consistent look and feel where the successful contractor will host and maintain the servers, databases, and the code that makes up the application; patch upgrade and maintain the system; and provide cloned environments for test and training purposes. The SaaS financial management system must as a minimum have: - fully integrated modules with full drill to details within and across modules - self-service processes for users via multiple devices and portals for external customers to improve efficiency and increase automation - intuitive and configurable dashboards, enquiries and reporting functionality to encourage and enhance user engagement and it must also be able: - to reduce/remove bespoke programming and reliance on IT - to automate processes/functionality, improving efficiency and reducing manual requirements - to meet HMRCs Making Tax Digital requirements - provide archiving functionality without reliance on IT - provide real time reporting for all data sources, for all data types and for all data levels plus drills to transactional data (across and between modules) - provide flexible, user driven Management reporting to meet in house and external government requirements i.e. RO's , RA's - have integrated document scanning linked to automated functionalities It is essential that the system has the following financial management modules and functionality as a minimum: - General Ledger - Full interactive and reportable Budgeting, planning, forecasting and monitoring module (BMFP) with extensive cohesive reporting capabilities and online analysis provided against multiple hierarchical structures - Purchasing including a link to external marketplaces and the ability to provide a complete Procure to Pay Solution - Accounts Payable e-invoicing and integrated invoice scanning for automated invoice processing and match to PO - Accounts Receivables including Debt Management and Debt Recovery - Payments & Bank Reconciliation - Asset Management - Supplier portal - Transactional reporting tools - OCR scanning solution