MLGCA Requirements for the Microsoft Dynamics SL Upgrade

Summary:

The Maryland Lottery and Gaming Control Agency (MLGCA) will procure a vendor to upgrade the Agency’s current Microsoft Dynamics SL (Solomon) application to the most recent version (SL 2015), as well as implement the Agency’s use of new functionality within the application.

Due to the potential cost of the upgrade and implementation of additional features, the MLGCA is requesting a quote to perform the base upgrade and migration, as well as two additional quotes for the option to implement the Accounts Payable and Requisition modules within the application.

The base upgrade includes all work described within the scope, with the exception of the tasks associated with Accounts Payable (Option 1) and Requisitions (Option 2). The MLGCA prefers to implement the entire scope of work but may not have the appropriate funding available to do so at this time.

Vendor Minimum Qualifications:

The vendor must be a Microsoft Gold Certified Partner for Enterprise Resource Planning (ERP) and have at least15 years’ experience supporting Microsoft Dynamics SL or Solomon applications. In addition, the vendor must specialize in the installation, configuration, and support of MS Dynamics SL, and perform the work without utilizing a sub-contractor.

Scope of Work:

General:

  • Provide project manager to oversee and ensure the success of the project.
  • Perform required work on-site at the Lottery Headquarters in Baltimore, MD.
  • Start project within two weeks of contract award.
  • Conduct a business requirements review to better understand the scope of work, and create a business requirements document.
  • Execute a phased implementation – Test, Production, and Go-Live.
  • Install and configure MSDynamics SL 2015 (most current version of software including service packs) on a virtualized test server and configure several workstations for useracceptance testing.
  • Participate and support MLGCA user acceptance testing.
  • Install and configure MS Dynamics SL 2015 on a virtualized production system, and migrate user accepted system configurations from theMS Dynamics SL 2015 test server to the production server.
  • Facilitate and support the go-live activities required to place the upgraded MS Dynamics SL system into production.
  • Database
  • Convert/upgradeexisting SL database
  • Migrate data from existing SL DB to new DBs (test and production)
  • Verify integrity and continuity of converted data
  • Set up automated DB maintenance
  • Configure DB snapshots and backups
  • Log maintenance
  • Automate maintenancetasks
  • Deliver a test and production DB
  • Configure, customize, and test the following modules to meet MLGCA business requirements.
  • General Ledger
  • Accounts Payable; may just require training (Option 1)
  • Requisitions (Option 2)
  • Configure, migrate, and test a data import process to automatically import journal entries via a text file into the general ledger. This may involve using the existing process currently in place, or by developing a new automated process for imports.
  • Reporting.
  • Convert and test existing reports - General Ledger Module
  • Create and test up to 5 new reports - General Ledger Module
  • Create and test 2 new reports – Accounts Payable Module (Option 1)
  • Create and test a custom report for positive pay – Accounts Payable Module (Option 1)
  • Create and test 3 reports – Requisition Module (Option 2)
  • Create and test custom reports for consolidated reporting across multi-companies
  • Configure and test e-mail functionality.
  • Configure and test the web client to support user access.
  • Implement and test system and user security. Assist the MLGCA in setting up user groups and system security; windows authentication.
  • Assist Lottery in setting up 20 user workstations for production access.
  • Support MLGCA users during user acceptance testing and resolve any issues identified.
  • Support MLGCA users post production migration to ensure the production environment conforms to test environment that was validated during the user acceptance process.
  • Verify all operational aspects of the test and production systems to ensure the application is functioning properly and meets MLGCA business requirements prior to go-live.
  • Troubleshoot and resolve any errors related to the expected function of the database, server, etc…
  • Provide on-site assistance for two days post go-live.
  • Provide 16 hours of end user training.
  • General Ledger
  • Accounts Payable (Option 1)
  • Requisition Module (Option 2)
  • Reporting
  • Provide a fixed hourly rate for support to be used post go-live, as needed, for a term of 3 years.

Supplemental Details to General Scope of Work:

  • General Ledger
  • General ledger configuration must meet or exceed the current functionality
  • Migrate all screen customizations
  • Journal Transaction screen
  • Invoice Screen
  • Customize 5 other screens (TBD)
  • Customize Menu
  • Set up 3 work flow menus
  • Reporting
  • Ensure the following reports are migrated and available in the new system in their current format or otherwise accepted by the MLGCA
  • GL Batch Control Report
  • GL Trial Balance Combined Total
  • GL Batch Register Summary
  • Error Report (This report is not a standard Solomon/Dynamics report that was customized. This report works in conjunction with the journal entry import program)
  • Customer Trial Balance Open & Current Balance
  • AR Transactions
  • GL Detail General Ledger Report
  • ARSCHED - Schedule of AR
  • BSSTD - Special Purpose Stmnt. of Assets, Liab. & Net Assets
  • CRA - Comparative Revenue Analysis
  • CRADRILL - Comparative Revenue Analysis
  • SPECCHANGE - Special Purpose Statement of Changes
  • SPECREV - Special Purpose Statement of Changes
  • SPECREVYTD - Special Purpose Statement of Changes YTD
  • WEEKBYDAY- Weekly Revenue/Expense by Day Report
  • WEEKLY –Weekly Revenue & Expenses
  • REVCHGYTD - Special Purpose Statement of Changes
  • SPECCHANGE - Special Purpose Statement of Changes
  • BSSTNEW
  • SALES
  • Data Import Process (current process)
  • A text file containing general ledger transaction (journal entries) is placed within a folder on the MS Dynamics system
  • An application monitors the contents of the folder for files, reads the text in the files, and imports the journal entries into a holding area within the application
  • The transactions are reviewed within the application for accuracy, and then accepted by the user. Once accepted by the user the journal entry is saved.

Key Project Deliverables (base upgrade):

  • On-site support for the project
  • Business requirements document
  • Install and configure, a fully operational and user accepted 2015 MS Dynamics SL Test system
  • Install and configure, a fully operational MS Dynamics SL Production system that is mirror of the user accepted Test system
  • Facilitate and support the go-live activities required to place the upgraded MS Dynamics SL system into production.
  • Create databases and convert/migrate existing data
  • Verify the integrity of the converted data
  • Configure database maintenance on both test and production systems
  • Customized modules as noted in the scope of work
  • Customized menus and 3 work flow menus as noted in the scope of work
  • Fully functional data import process for journal entries
  • Convert and test existing reports. All reports must meet business requirements
  • 5 new custom reports
  • E-mail functionality, i.e. reports mailed directly from the application
  • Configure and test the web client to support user access.
  • Assist Lottery in setting up 20 user workstations for production access.
  • Provide support during user acceptance testing
  • Troubleshoot and resolve any errors related to the expected function of the database, server, etc…
  • Implement and test system and user security. Assist the MLGCA in setting up user groups and system security; windows authentication.
  • Provide support during testing after the migration from the test to production environment
  • Provide on-site assistance for 2 days post go-live
  • Provide 16 hours for formal end user training
  • Fixed hourly rate for support to be used post go-live, as needed, for a term of 3 years.
  • All other items per the scope of work; and options 1 and 2, if implemented.

Additional Options to be Quoted Separately:

  • Accounts Payable (Option 1)
  • New implementation
  • Conduct a business requirements review to better understand the scope of work, and create a business requirements document.
  • Requirements
  • Ability to set up vendors for payments
  • Track payments
  • Print Checks
  • Create report for positive pay process
  • Create two other reports (TBD)
  • Configure a data import process for Account Payable information from external systems
  • Provide 4 hours of user training
  • Primarily involves initial set up and user training
  • Requisitions (Option 2)
  • New implementation
  • Conduct a business requirements review to better understand the scope of work, and create a business requirements document.
  • Customization required
  • Requirements
  • Ability for Agency users to submit requisitions
  • Customize fields to include data on current procurement form
  • Configure multiple (4)levels of approval before the procurement division processes the request
  • Reporting (up to two reports)
  • Develop work flow
  • Configure automatic notifications for approvals, etc…
  • Configure business portal for user interaction
  • Provide documentation on workflow
  • Provide 4 hours of user training
  • Procurement form providedfor evaluation of custom fields (See appendix A)

MLGCA Responsibilities:

  • Provide virtual environments configured for high availability for both the test and production systems. The servers will meet the MS Dynamics SL system requirements and have the latest versions of Windows Server 2012, SQL, and VMware installed.
  • Provide comfortable workspace
  • Provide IT resource to assist with work
  • Provide an Accounting resource to provide an overview of current processes and for the understanding of business requirements
  • Provide a resource from the procurement division to define requisition work flow and field customization (Option 2)

Appendix A (MLGCA Procurement Form)

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