ITS EBS Upgrade RFP - Final - rfsuny.org€¦ · servers to an Oracle cloud solution. 2. Upgrade Oracle Enterprise Business System (EBS) from Release 12.1.3. to 12.2.8, including

REQUEST FOR PROPOSAL

For

RF Business Applications Cloud Migration and Upgrade

Issued August 19, 2019

The Research Foundation for The State University of New York

35 State Street Albany, New York 12207‐2826

Submission Deadline: September 27, 2019 at 5 PM E.S.T.

www.rfsuny.org

Table of Contents

Section Contents Page Section 1: General Standard Information and Instructions ....................................................................... 3

Summary ....................................................................................................................................... 3 Due Dates (and Times, if applicable): ............................................................................................ 3 Proposal Submission ..................................................................................................................... 4 Response to Inquiries .................................................................................................................... 4 Liability and Indemnification ........................................................................................................... 5 Additional Terms and/or Conditions ............................................................................................... 6

Section 2: Existing Environment Overview ............................................................................................... 8 Infrastructure and Hardware Platform ............................................................................................ 8 RF Next Generation Platform Analysis .......................................................................................... 8 Business Application Platform ....................................................................................................... 8

Section 3: Proposal Requirements Overview .......................................................................................... 10 Mandatory Elements for Qualification ........................................................................................... 10 Experience: ................................................................................................................................... 10

Resources: .................................................................................................................................... 10

References: ................................................................................................................................... 10

Section 4: Project Requirements .............................................................................................................. 11 Project Management ................................................................................................................... 11 Business Applications Cloud Migration ........................................................................................ 11 Oracle EBS Upgrade ................................................................................................................... 12

Section 5: Evaluation and Selection ....................................................................................................... 14 Criteria General Criteria for Selection .......................................................................................... 14 RFP Process ............................................................................................................................... 14

Appendix A: Server Platforms and Connectivity ....................................................................................... 16 Appendix B: Existing Application Portfolio & Sizing .................................................................................. 17 Appendix C: RF Oracle EBS Modules Listing ........................................................................................... 21 Appendix D: RF Report Center- Dashboard Listing ..................................................................................... 24 Appendix E: RF Report Center- Subject Area Listing ................................................................................... 27 Appendix F: RF SOA Web Services Listing ................................................................................................ 32 Appendix G: Bidders Certification ............................................................................................................. 34

-i-

www.rfsuny.org -3-

You are invited to submit a bid proposal to The Research Foundation for SUNY. For more information on the Research Foundation visit our website @ www.rfsuny.org

Section 1: General Standard Information and Instructions

Summary

The Research Foundation for The State University of New York (RF) is the largest comprehensive university- connected research foundation in the country. It exists to serve the State University of New York (SUNY) by providing essential administrative services that enable SUNY faculty to focus their efforts on the education of students and the performance of life-changing research across a wide range of disciplines including medicine, engineering, physical sciences, energy, computer science, and social sciences. The RF is a private non-profit education corporation that is tax-exempt under Internal Revenue Code (IRC) Section 501(c) (3). The RF has an internal Information Technology Services (ITS) department that consists of:

Vice President for Information Technology Services and CIO (1); Director Level positions - IT Operations, Business Applications (2) Business Systems Analysts (9) Enterprise Business System developers (4) Data Services developers (3) Data Base Administrators (3) Operators (2) Unix/Linux Administrator (1) Quality Assurance Analyst (1)

The internal ITS Team works collaboratively with our managed service provider to provide support services to its internal and campus stakeholders.

The RF is seeking to select a vendor for leadership, management, guidance and assistance to:

1. Hardware migration of core business applications systems including Production, Test and Development servers to an Oracle cloud solution.

2. Upgrade Oracle Enterprise Business System (EBS) from Release 12.1.3. to 12.2.8, including other impacted systems by the Oracle EBS upgrade, especially RF Report Center (Business Intelligence application).

More details on applications and servers can be found in Section 2: Existing Environment Overview. Due Dates (and Times, if applicable):

Event Date Questions for Q&A Due:

09/03/2019 5PM EST – Submit to [email protected]

Vendor Q&A Conference Call

9/09/2019 1PM-3PM EST Dial by your location 877 369 0926 US Toll-free 877 853 5247 US Toll-free Meeting ID: 756 466 340

www.rfsuny.org -4-

Proposals Due 09/27/2019 5PM Submit to [email protected] Vendor Presentations Anticipated

10/21/2019-10/25/2019

Decision Date Anticipated 11/1/2019 Location of Service: 35 State Street Albany, NY 12207 Work can also be done remotely for certain activities during certain timeframes of project. Proposal Submission When submitting a proposal, you must:

1. Prepare a clearly readable document that provides information in the order requested and attach all required information.

2. Indicate any deviations from the specifications.

3. Sign the proposal. Your signature indicates full knowledge and acceptance of this Request for

Proposal (“RFP”).

4. Submit one (1) signed electronic proposal by the due date and time to the following email address: [email protected].

Response to Inquiries Any inquiries about the requirements of this Request for Proposal or any apparent omission or discrepancy should be presented in writing to the email address [email protected]. All formal inquiries must be submitted no later than fifteen (15) calendar days after the issuance of this Request for Proposal. Failure to submit inquiries by this deadline may result in the inquiry not being answered. The Research Foundation representative will then answer each question at the Vendor Conference Call and post the answers to RF Website www.rfsuny.org/openrequests. If necessary, the Research Foundation representative will issue a written amendment to the Request for Proposal. Oral statements or instructions do not constitute an amendment to this Request for Proposal. The Research Foundation reserves the right to

1. Reject any, and all proposals received in response to this RFP.

2. Request references and financial statements for the most recently completed fiscal year.

3. Contact any or all references.

4. Waive requirements or amend this RFP on notification to all bidders. Mandatory requirements may be eliminated if unmet by all bidders.

www.rfsuny.org -5-

5. Adjust or correct cost or cost figures with the concurrence of the bidders if mathematical or typographical

errors exist. 6. Negotiate with bidders responding to this RFP within the requirements necessary to serve the best

interests of the Research Foundation.

7. Begin contract negotiations with another bidder in order to serve the best interests of the Research Foundation, should the RF be unsuccessful in negotiating a contract with the successful bidder within an acceptable time frame.

8. Reject any or all portions of any offer, to negotiate terms and conditions consistent with the solicitation, and to make an award for any or all remaining portions.

9. Request clarifications from bidders for purposes of assuring a full understanding of responsiveness, and further to permit revisions from all bidders being considered for contract award, prior to award.

10. Waive minor irregularities. Compliance with Laws and Regulations: Non-Discrimination, Equal Opportunity and Affirmative Action Obligations The awarding of this business and continuation of services are subject to the requirements of Executive Order 11246 and 11375 and the rules and regulations of the Secretary of Labor (41 CFR Chapter 60) in promoting Equal Employment Opportunities. The successful bidder must certify that it does not and will not discriminate or unduly favor any employees or agents on the basis of race, gender, national origin, religion or disability. As part of this contract, bidder must agree to comply with all applicable provisions of Section 503, Title V of the Vietnam Era Veterans’ Readjustment Assistance Act of 1972, as the same may be from time to time amended, together with all applicable regulations thereunder a n d all applicable provisions of Sections 503 and 504 of the Rehabilitation Act of 1973 (Public Law 93-516) as the same may be from time to time amended, together with all applicable regulations thereunder. Liability and Indemnification The successful bidder will be responsible for the work, direction, and compensation of its employees, consultants, agents, and contractors. Nothing in the resulting agreement or the performance thereof by the successful bidder will impose any liability or duty whatsoever on the Research Foundation including, but not limited to, any liability for taxes, compensation, commissions, unemployment insurance, Workers’ Compensation, disability benefits, Social Security, or other employee benefits for any person or entity. The successful bidder shall hold harmless and indemnify the Research Foundation, their officers and employees from and against any injury, damage, loss of liability to persons or property resulting from or arising out of (a) the agreement, and (b) the acts, omissions, liabilities, or obligations of the successful bidder, any affiliate, or any person or entity engaged by the successful bidder as an expert, consultant, independent contractor, subcontractor, employee or agent.

If services are being provided to the Foundation by the Contractor, Contractor shall obtain and maintain the following insurance:

www.rfsuny.org -6-

1. Workers’ Compensation (including occupational disease) and Employer’s Liability: Statutory New York State Limits. Employers’ Liability minimum limit of $1,000,000. If contractor is a sole proprietor, please submit a Workers Compensation Exemption Certificate, CE-200. The CE-200 can be obtained from the Workers Compensation Board website.

2. Disability Benefit Insurance as mandated by State law. If contractor is a sole proprietor, please submit a Workers Compensation Exemption Certificate, CE-200. The CE-200 can be obtained from the Workers Compensation Board website.

3. Commercial General Liability: Bodily injury, Personal Injury, and Property Damage with minimum limit of

minimum limit of $1,000,000 per occurrence and $3,000,000 aggregate. Limit may be provided through a combination of primary and umbrella/excess liability policies;

4. Auto Liability (if applicable): $1,000,000 combined single limit Bodily Injury/Property Damage per each

accident (including owned, hired, leased and non-owned autos);

5. Professional Liability (medical care, if applicable): Limits of liability greater than $1,000,000 each claim and $3,000,000 aggregate.

This insurance shall be written by a company licensed to do business in New York State with a minimum A.M. Best rating of A-IX. Contractor shall notify Foundation by registered mail thirty (30) days prior to termination or material change of any policy.

If Contractor fails to maintain Insurance, Contractor shall promptly notify Foundation and Foundation reserves the right to issue a stop-work order until Contractor is in compliance with the above requirements.

The minimum coverage limit amounts and types of insurance coverage are set forth in the Purchase Order Terms & Conditions and shall not be construed in any manner whatsoever to limit the nature or extent of the Contractor’s responsibility and liability under the Purchase Order to indemnify, hold harmless and defend Foundation.

Modifications to the level of insurance requirements may be made if agreed to by the Contractor and the Foundation and should be included in the written contract. Any insurance requirements in the written contract will take precedence over the Purchase Order Terms & Conditions.

Contractor shall provide a certificate of insurance to the Foundation with proof of above required insurance coverage(s) and include the Foundation as a primary and non-contributory additional insured on the Contractor’s commercial comprehensive general liability policy.

Additional Terms and/or Conditions

1. The following items will be incorporated into and made part of, the formal agreement: (1) the Research Foundation’s RFP; (2) the successful bidder’s proposal.

2. In the event of any inconsistency in or conflict among the document elements of the agreement described above, such inconsistency or conflict shall be resolved by giving precedence to the document elements in the following order: (1) the Agreement (2) this RFP (3) the successful bidder’s proposal.

3. Any terms that are attached or referenced with a submission shall not be considered part of the bid or proposal but shall be deemed included for informational purposes only.

www.rfsuny.org -7-

4. The resulting agreement shall be binding upon its execution by both parties.

5. The agreement may be revised at any time upon mutual consent of the parties in writing. Such written

consent will not be effective until signed by both parties.

6. The relationship of the successful bidder to the Research Foundation shall be that of an independent contractor.

7. Proposed prices should reflect all discounts including educational discounts.

8. The submission of a proposal constitutes a binding offer to perform and provide said services. Such binding offer shall be firm and not revocable for a period of 180 days after the deadline for proposal submission and will continue thereafter until the successful bidder notifies the Research Foundation otherwise, in writing. Such deadline may be further extended by mutual agreement.

9. In the event successful bidder uses partners, subcontracts or subcontractors, the successful bidder will remain responsible for compliance with all specifications and performance of all obligations under the contract resulting from this RFP.

10. The Research Foundation will not be liable for any cost associated with the preparation, transmittal, or presentation of any proposals or materials submitted in response to this RFP.

11. All bids or proposals submitted in response to the solicitation become and remain the property of the Research Foundation and should any doubt, or difference of opinion arise between the Research Foundation and the bidder as to the items to be furnished or the interpretation of the provisions in the solicitation, the decision of the Research Foundation shall be final and binding upon all parties.

12. This RFP and the resulting contract shall be governed by the Laws of the State of New York.

13. Public announcements or news releases regarding this RFP or any subsequent award of a contract must not be made by any bidder without the prior written approval of the Research Foundation.

14. The successful bidder is responsible for compliance with all applicable rules and regulations pertaining to cities, towns, counties, and State where the services are provided, and all other laws applicable to the performance of the resulting contract. The successful bidder shall provide all necessary safeguards for safety and protection as set forth by the United States Department of Labor, Occupational Safety and Health Administration.

www.rfsuny.org -8-

Section 2: Existing Environment Overview

Infrastructure and Hardware Platform

The RF core business applications systems, including Oracle EBS and RF Report Center, are currently hosted on two IBM AIX platforms and associated XIV storage that are approaching their end of life. The first of these two platforms serves as the RF’s Production environment and is currently hosted at SUNY Polytechnic Institute, Albany, NY. The second platform serves as both a development and test platform and is hosted at SUNY Polytechnic Institute, Utica, NY. The Utica based platform also serves as a disaster recovery environment to the Albany based Oracle E-Business Suite production instance.

In addition to the AIX platforms located in Albany and Utica, the RF hosts an Oracle Portal instance at the SUNY Administration building in Albany. Oracle Portal facilitates authentication and authorization for campuses and RF Central Office staff that utilize the RF’s business systems.

1. Appendix A: Server Platforms and Connectivity - contains a high-level data center and network infrastructure overview of the RF’s business systems.

2. Appendix B: Existing Application Portfolio & Sizing - contains a detailed description of the RF’s application portfolio that currently reside in the SUNY Polytechnic Data Centers AIX platforms.

RF Next Generation Platform Analysis

In FY19, the RF’s Information Technology Services Team completed a “next generation” hardware analysis to determine the future direction and strategy that the RF should adopt in replacing the aging AIX platforms. This analysis evaluated the cost of direct AIX hardware replacement vs. on premise Oracle Cloud Machine (OCM) vs. Infrastructure as a Service (IaaS) options from Oracle, AWS, and Microsoft Azure. The conclusions and recommendations from this analysis include:

1. The RF would realize substantial savings (both in hardware procurement and ongoing maintenance and support) by migrating its core business applications to the cloud.

2. Cloud providers such as Oracle, AWS, and Azure provide an opportunity for the RF to more readily implement a High Availability (HA) platform at a competitive price point.

3. Cloud providers such as Oracle, AWS, and Azure can provide greater data center security, including audit reporting than existing solutions.

4. Oracle Cloud would be the preferred vendor for cloud services based on existing license agreements and Oracle’s ability to provide application support for the RF’s core business applications.

Business Application Platform The RF’s current version of Oracle Applications is R12.1.3. In addition to the core Oracle Applications, the RF utilizes 19 Oracle Modules (See Appendix C: RF Oracle EBS Module Listing) and other technology for reporting, scheduling, and integration. Customizations, Extensions, Modifications, Localizations, Interfaces (CEMLIs) that exist throughout the Oracle EBS Applications approximate 4000 customized objects. RF has a security customization based on Oracle Virtual Private Database (VPD) with Fine-Grained Access Control to limit visibility to sensitive EBS data by campus.

The SUNY campuses (31) and RF Central Office staff process online transactions to the RF business applications from 7am-6pm Monday through Friday. Nightly batch processing begins after a pre-schedule backup is taken and campus users are locked out of applications (except self-service applications) to avoid conflicts with concurrent requests. Processing is conducted via a scheduling tool (AppWorx Workload Automation) and the manual running of some concurrent requests. These requests cover a variety of module processing (financial, grants, projects, HR, payroll and

www.rfsuny.org -9-

labor distribution). At the completion of the nightly batch schedule a backup is taken and Informatica is used for the Extract, Transform and Load (ETL) processing, which is done through a series of process flows and also handled via the scheduling tool.

ETL Process: 1. Total Stage tables:208 2. Total External tables (PACS):27 3. Total Dimensions:165 (approx.) 4. Total Fact tables:52 (including aggregate tables) 5. Total Process flows run in ETL: AppWorx 65

The RF uses a reporting application called the RF Report Center that was built using Oracle Business Intelligence Enterprise Edition (OBIEE), it is available 7am-10pm daily. The RF Report Center provides an analytical tool that allows campuses to view integrated information from the RF business system. The tool provides data through interactive dashboards and an ad hoc analysis reporting tool. The RF offers dashboards to help users quickly and easily find data. See Appendix D: RF Report Center – Dashboard Listing. The RF Report Center consists of subject areas that provide data for both pre-award and post award management and is refreshed on a nightly basis. See Appendix E: Report Center – Subject Area Listing. The data is primarily from the Oracle E-Business Suite, but some data is sourced from the RF’s existing pre-award and regulatory research compliance system (SUNY PACS) and other minor systems.

In addition, the RF uses these third-party tools in conjunction with Oracle:

1. KBace for in-depth reporting and analysis for HR/Payroll transactions.

2. GL Wand for general ledger analysis with the capability to drill into the other modules.

3. EiS Technologies in conjunction with Oracle Time and Labor for entering hourly and overtime information for

the calculation of the biweekly payroll.

4. Huron ECRT for effort reporting. There are 6 data extracts from Oracle that are imported into ECRT.

5. Oracle SOA for RF Specific Web Services. (See Appendix F: RF SOA Web Services Listing)

Detailed proposal requirements and technical services requirement are outlined in “Section 3: Proposal Requirements Overview” and “Section 4: Project Requirements” below.

www.rfsuny.org ‐10‐

Section 3: Proposal Requirements Overview

The requirements established by this RFP will be enforced in evaluating proposals. The bidder’s compliance with the format prescribed herein, as well as the bidder’s response to each specific requirement stated in the RFP will be considered during the evaluation process. Therefore, it is in the best interest of each bidder to become familiar with the format required. Mandatory Elements for Qualification Bidders must submit the following:

1. The completed and signed Appendix G: Bidder Certification. This form must have an original signature signed by an official authorized to bind the bidder to its provisions.

2. Costs and payment details including hourly rate(s) for each resource. If approach calls for some remote and

some onsite resourcing, be sure to include any costs associated with travel.

3. Description of experience, resources, and references to include the following information: Experience:

1. Provide a brief company history and the year your entity was founded.

2. Describe how much experience your company has with providing similar support for project being bid on. Including methodology or approach used.

3. Tell us anything else about your company's mission or vision that you think is important for us to know.

4. Include any other factors which you believe make your organization especially qualified to provide

services for project being bid on. Resources:

1. Describe the background, experience, and qualifications of the specific personnel that will be assigned to specific project.

2. Describe the specific personnel who will have overall responsibility for managing the delivery of specific project.

3. Clearly, state and specifically identify any subcontractors or subcontracts which are to be used to deliver any

of the services contained in the proposal. If any, approval of their involvement by the RF will be required. References:

1. List the organization name, address, telephone number, and name of a contact person for all clients with whom you have worked within the past three years and who can measure and attest to your qualifications specific to this area and to the persons you will assign to project. Please provide a description of the services provided and the length of the relationship.


Section 4: Project Requirements

Project Management

1. A vendor project manager who will lead RF with project planning, communications, coordination, issues management, risk mitigation, escalations, and budget tracking.

2. Vendor’s Project Manager will ensure all deliverables identified for the project as their responsibility will be

delivered as agreed upon.

3. Vendor’s Project Manager will be responsible for the management of vendor and RF project teams and liaising with the RF ITS Leadership Team.

Business Applications Cloud Migration

AIX/Linux Architecture Support

1. Complete architectural review and assessment of all existing platforms as described in Appendix B: Existing

Applications Portfolio & Sizing. To include but not limited to: a. Capacity requirements – memory and storage b. Performance c. Network capacity and connectivity

2. Develop technical and architectural standards for a new, cloud-based, platform to host the RF’s core business applications. Technical and architectural standards should include consideration towards high-availability and improving the RF’s existing disaster recovery and business continuity posture.

3. Based on proposed technical and architectural standards, identify best practices for data security, privacy and compliance with regulatory requirements.

4. Based on the developed and approved technical and architectural standards; redesign and right-size all existing business applications for migration to the cloud. Consideration should be given towards a balanced optimization of platforms from an operational and expense perspective.

AIX/Linux Engineering Support

1. Define a phased approach migration strategy to minimize downtime and ensure data integrity. 2. Based on the approved migration strategy, migrate existing development and test platforms (located in Utica,

NY) to the Oracle cloud. 3. In collaboration with the RF, lead system optimization efforts to meet or improve current application response

times. 4. In collaboration with the RF, lead testing and validation efforts of the new test and development environments,

including load testing, if required. 5. In collaboration with the RF, ensure the adequate redesign of the RF’s backup environment to support migration

to the cloud. 6. Build out of a new production platform in preparation for Oracle upgrade. 7. Lead efforts to “lift and shift” of platforms identified in Appendix B: Existing Application Portfolio & Sizing, from


on-premise to cloud service. 8. Successful implementation of a disaster recovery solution from the RF’s existing production environment to the

cloud. 9. Support of RF testing of new disaster recovery solution. 10. Lead decommission, removal, and disposal of legacy equipment.

Oracle EBS Upgrade DBA support:

11. Lead and perform upgrades from Release 12.1.3 to 12.2.8 (database and applications tier) throughout the project and work with team to develop implementation and documentation on steps for instance upgrades and go-live.

12. Manage instances used during the project. 13. Identification of Best Practices to minimize upgrade outage window. 14. Assist with performance monitoring and tuning of databases and application tier services (web and forms). 15. Perform patch applications (including but not limited to)

a. Latest required database patches b. Latest required application tier technology stack patches c. Latest required AD-TXK RUP d. Latest required security patches e. Recommended patches based on product usage f. Required patches to enable Online Patching

16. Assist with configuration required for access from the Internet for Self-Service Modules. 17. Assist with script changes and testing required for Cloning Database and Application environments. 18. Provide production support after go-live during stabilization. 19. Documentation for setup and configuration changes as they relate to EBS Upgrade. 20. Work closely with RF systems team to:

a. Manage, upgrade, install and patch server Operating Systems. b. Install/manage peripheral products/tools. c. Perform server backups. d. Support and maintain servers and clients.

EBS Development support:

1. Provide technical knowledge including assistance in evaluating and identifying changes needed to RF customizations required due to EBS Upgrade. RF has approximately 4000 EBS custom objects.

2. Develop with RF team master list of RF customizations. 3. Provide technical knowledge on R12 schema changes and tools 4. Lead development of coding standards modifications based on upgrade 5. Assess impact on custom and third-party integrations from editioned objects and dual filesystem 6. Assist in code reviews 7. Update RF Customizations as identified from master list and agreed upon, as needed. 8. Based on new features and functionality in Release 12.2.8, assist in evaluating RF customization and help


eliminate if the functionality exists in Release 12.2.8. 9. Create migration packages (RF uses PPM) for customizations, as needed.

ETL Development support:

1. Provide technical knowledge including assistance in evaluating and identifying changes needed to RF ETL processing.

2. ETL Development assistance with changes identified. Business Analyst support:

The RF has generally supplemented RF inhouse Business Analysts (BA) in these areas:

1. Human Capital Management applications analyst support. 2. Financial applications analyst support. 3. General assistance provided by BA:

a. Lead knowledge transfer of new module functionality to RF b. Participate and lead in functional requirements discussions concerning any new functionality, as needed c. Assist RF BA team leads to define new system and business processes d. Work Oracle SRs as needed for module issues encountered during upgrade project e. Assist with identifying gaps and develop specifications f. Assist with setup and document application setup changes for Oracle modules as needed g. Assist with development and documentation of testing scenario and scripts h. Assist with execution of testing scripts assigned i. Assist with creating and executing production transition plans including upgrade steps, as needed


Section 5: Evaluation and Selection

Criteria General Criteria for Selection

Only those proposals received by the stated deadline will be considered. All proposals, submitted by the deadline, will be reviewed and evaluated based upon information provided in the submitted proposal. In addition, consideration will be given to cost and performance projections. Furthermore, the following criteria will be given considerable weight in the proposal selection process: Bidder's performance history and alleged ability to timely deliver proposed services. Bidder's ability to provide and deliver qualified personnel having the knowledge and skills required to effectively and efficiently execute proposed services. Overall cost-effectiveness of the proposal. The contract award will be based on "best value" that optimizes quality, fees, and efficiency among responsive and responsible bidders. Proposals deemed by the RFSUNY to satisfy the requirement set forth in this RFP will be evaluated for the awarding of a contract. The Research Foundation’s (RF) Procurement Policy provides exemptions for mandatory participation in competitive bids or proposals for contracts with the State of New York, Consortiums, or through campus central stores or Services Centers. As such, SUNY and SUNY affiliated institutions are not required to participate in the RFP Managed Services bid process. At the RF’s discretion, the RF may engage with SUNY or SUNY affiliated institutions to evaluate the suitability and fit of SUNY provided IT Services that mirror some or all of the services outlined in the RFP process.

The RF Procurement Policy is located on the RF’s public web page at: http://www.rfsuny.org/media/RFSUNY/Policies/procurement_policy_pol.htm

Questions regarding this policy should be directed to the RF’s Finance office at: [email protected]

RFP Process Phase 1: Proposal Preparation & Submittal (8/19/19 – 9/27/19)

8/19/19 – RFP Issued 9/03/19 - Questions for Q&A Due: 9/03/2019 5PM EST Submit to [email protected] 9/09/19 ‐ Webinar Q&A 1 pm – 3 pm. 877 369 0926 US Toll-free, Meeting ID: 756 466 340 9/20/19 – Q&A inquiry period closes. 9 /27/19 – Final proposals due. Submit to [email protected]

Phase 2: Internal Review of Proposals (9/30/19 – 10/14/19)

The Research Foundation will conduct an internal review of all vendor proposals and select vendors for interviews and presentations.

Phase 3: Vendor Interviews & Presentations (10/21/19 – 10/25/19)


The Research Foundation will conduct on-site/remote interviews and vendor presentations. Phase 4: Vendor Selection & Contract Finalization (11/01/19 – 11/15/19)

The Research Foundation will select final vendor(s) and begin contract negotiations.

16

Appendix A – Server Platforms and Connectivity

17

Appendix B - Existing Application Portfolio & Sizing

Application Environment Type Avg Core

Avg Mem

DB/VM size (GB)

Backups (GB)

OS

(Block Storage)

(Object Storage)

Production/Albany Tier

ERP Production (Oracle EBS) Database 3 80 2500 7500 AIX

Application 1 64 75 75 AIX

External Application 1 32 75 75 AIX

ERP Training (Oracle EBS) Database 1 16 2500 7500 AIX



Daily Reporting (Oracle EBS + ETL) Database 1 32 2500 7500 AIX

Monthly Reporting (Oracle EBS + ETL) Database & Application 2 32 2500 7500 AIX

Business Intelligence (Oracle OBI EE Repository) Database 1 32 1500 4500 AIX

Business Intelligence (Oracle OBI EE) Application 1 21 210 210 RHEL

SOA and Informatica Repository Database 1 16 150 450 AIX

Service Oriented Architecture (Oracle SOA) Application 1 20 50 50 AIX

Data Integration (Informatica) Application 1 16 75 75 AIX

Job Scheduler (AppWorx Repository) Database 1 16 50 150 RHEL

Job Scheduler (AppWorx) Application 1 16 10 10 RHEL

Effort Reporting (eCRT) Database 1 16 100 300 RHEL

Application 1 8 10 10 RHEL

Portal & SSO (Oracle Portal/OID) Database 1 24 300 900 Solaris

Application 1 16 100 100 Solaris

Project and Portfolio Management (HP PPM) Database 1 8 100 300 RHEL


Application Lifecycle Management (HP Quality Center) Database 1 8 50 150 AIX


18


Avg Mem

DB/VM size (GB)

Backups (GB)

OS

(Block Storage)

(Object Storage)

Identity Management Production Repository Database 1 16 100 300 RHEL

Identity Management Production (Shibboleth) Application 8 50 150 RHEL

Identity Management Production (Oracle Access Manager) Application 8 50 150 RHEL

Identity Management Production (Shibboleth Identity Provider) Application 8 50 150 RHEL

Identity Management Production (Shibboleth Identity Provider) Application 8 50 150 RHEL

Backup (Oracle RMAN Repository) Database 1 16 50 150 RHEL

Test/Utica Tier

ERP Testing (Oracle EBS) Database 2 24 2500 2500 AIX



Daily Reporting Testing (Oracle EBS + ETL) Database 1 16 2500 2500 AIX

Business Intelligence Testing ( Oracle OBI EE Repository) Database 1 32 1500 1500 AIX

Business Intelligence Testing (Oracle OBI EE) Application 1 8 210 210 RHEL

SOA and Informatica Testing Repository Database 1 12 150 150 AIX

Data Integration Testing (Informatica) Application 1 8 75 75 AIX

Service Oriented Architecture Testing (Oracle SOA) Application 1 8 50 50 AIX

Job Scheduler Testing (AppWorx Repository) Database 1 16 50 150 RHEL

Job Scheduler Testing (AppWorx) Application 1 12 10 10 RHEL

Effort Reporting Testing (eCRT) Database 1 12 100 100 RHEL


Portal & SSO Testing (Oracle Portal/OID) Database 1 24 100 100 Solaris


Identity Management Testing Repository Database 1 16 100 300 RHEL

Identity Management Testing (Shibboleth) Application 1 8 50 150 RHEL

19


Avg Mem

DB/VM size (GB)

Backups (GB)

OS

(Block Storage)

(Object Storage)

Identity Management Testing (Oracle Access Manager) Application 1 8 50 150 RHEL

Identity Management Testing (Shibboleth Identity Provider) Application 1 8 50 150 RHEL

Identity Management Testing (Shibboleth Identity Provider) Application 1 8 50 150 RHEL

Backup Testing (Oracle RMAN Repository) Database 1 16 50 50 RHEL

Dev/Patch ‐ Utica Tier

ERP Development1 (Oracle EBS) Database 1 8 2500 2500 AIX







ERP Development ‐ ETL (Oracle EBS) Database 1 8 2500 2500 AIX


ERP Patching (Oracle EBS) Database 1 8 2500 2500 AIX



Daily Reporting Development (Oracle EBS + ETL) Database 1 16 2500 2500 AIX

Business Intelligence Dev 1 / Patch ( Oracle OBI EE Repository) Database 1 8 1500 1500 AIX

Business Intelligence Dev 1 (Oracle OBI EE) Application 1 10 210 210 RHEL

Business Intelligence Patch (Oracle OBI EE) Application 1 10 210 210 RHEL

Business Intelligence Development2 (Oracle OBI EE Repository) Database 1 8 1500 1500 AIX

Business Intelligence Development2 (Oracle OBI EE) Application 1 10 210 210 RHEL

SOA and Informatica Development Repository Database 1 16 150 150 AIX

20


Avg Mem

DB/VM size (GB)

Backups (GB)

OS

(Block Storage)

(Object Storage)

Data Integration Development1 (Informatica) Application 1 8 75 75 AIX

Data Integration Development2 (Informatica) Application 1 8 75 75 AIX

Service Oriented Architecture Development (Oracle SOA) Application 1 20 50 50 AIX

Job Scheduler Development (AppWorx Repository) Database 1 16 50 150 RHEL

Job Scheduler Development1 (AppWorx) Application 1 16 10 10 RHEL

Job Scheduler Development2 (AppWorx) Application 1 16 10 10 RHEL

Effort Reporting Development (eCRT) Database 1 16 100 100 RHEL


Portal & SSO Development ( Oracle Portal/OID) Database 1 24 100 100 Solaris


Project and Portfolio Management Development (HP PPM) Database 1 8 100 300 RHEL


Identity Management Development Repository Database 1 16 100 300 RHEL

Identity Management Development (Shibboleth) Application 1 8 50 150 RHEL

Identity Management Development (Oracle Access Manager) Application 1 8 50 150 RHEL

Identity Management Development (Shibboleth Identity Provider) Application 1 8 50 150 RHEL

Disaster Recovery ERP (Oracle EBS) Database 2 24 2500 2500 AIX



Database Monitoring (Oracle Enterprise Manager) Database 1 8 150 150 AIX


Backup Development (Oracle RMAN Repository) Database 1 16 50 50 RHEL

21

Appendix C – RF Oracle EBS Modules Listing

RF Oracle EBS Modules Listing

EBS Module Name Description

Accounts Payable (AP)

Module that allows users to create and modify supplier (Companies, Employees and Individuals) invoices. The module also allows users to view payments and to void AP Payments. Users have the ability to create, modify and view supplier file records. Users also have the ability to run AP Monitoring reports. Accounts Payables include two fully integrated workbenches, the Invoice Workbench and the Payment Workbench. The RF’s AP function is fully decentralized across all the SUNY campuses’ RF AP invoices feed the Oracle GL and Oracles Grants Management module.

iExpense

Module that enables employees to enter and submit expense reports using a standard web browser. this module utilizes Oracle Workflow to automatically route expense reports for approval and enforces reimbursement policies. The RF also uses Oracle Approvals Management Engine (AME) for additional routing and approval capabilities. iExpense integrates with Oracle Payables to provide quick processing of expense reports for payment. Thru a standard import process, the expense reports are imported automatically into AP, once they have been audited in iExpense.

Cash Management Module used by RF Central Office that allows users to create and maintain supplier and employee bank accounts. It provides cash and bank reconciliation plus flexible cash forecasting.

Employee Self Service

Oracle Self Service (Employee) provides the capability for employees electronically enter their timecards and exceptions reports. They can also make their own updates to their personal information including addresses, phone numbers, tax withholdings, benefits information, and allocation of net pay. Additionally, they can view their accrual balances, pay slips, total rewards statements and annual Form W-2.

Equipment Insurance

Module that allows user to enter, maintain, query the equipment insurance records, and run reports. Equipment tracked is insured on RF floater insurance policy. Provides list of equipment, serial numbers, decal numbers and values to the insurance company.

General Ledger (GL) Module used by central office only to create, post and import journals, set up new accounts, maintain General accounts, journal inquiries, and run reports.

22


Grants Management (GM)

Module provides the ability to completely track grants and funded projects from inception to final reporting. Full integration from human resources, to payroll, to procurements to receivables. Module that allows users to create accounts, budgets, controls and invoice sponsors. Also allows for online view of account balances with drill down detail. access, create, and modify Award/Project/Task information, create, modify billings and event billings, adjust indirect costs.

Human Resources (HR)

Module enables users to hire and maintain person and assignment data; and is integrated with Labor Distribution, Oracle Advanced Benefits and Payroll modules. The module enables RF CO to automate basic policy rules, maintain the organization structure, implement jobs and grades, maintain detailed job group information, create and manage leave plans and configure security based on organization hierarchy.

Certificate of Insurance

Module that allows users to enter, maintain, query and report on certificate of insurance information. Also allows the download of issued certificates to provide proof of insurance to external entities (Sponsors, vendors…). The COI module contains a complete history of all certificates of insurance issued on the behalf of the Research Foundation for SUNY.

Labor Distribution (LD)

Module is used to maintain the distribution of labor charges from payroll to grants. Its processes are fully integrated, using data from Grants Management (GM), Payroll, and Human Resources (HR). A labor distribution schedule can be created at either the Assignment level or the Element level and the schedule line of a labor schedule contains the charging instructions to the (PTAOE) project, task, award, organization, expenditure type in Grants.

Manager Self Service

Module that provides the capability for Principal Investigators and managers to take action on employees. This module allows managers to hire new or change existing employee's assignment or pay, delegate their authority to originate or approve transactions and review approve their staff's information. This module includes automatic route approvals, flexible workflow capabilities and data validation using list of values, personalization’s and customizations.

Oracle Advanced Benefits (OAB)

Module is used by RFCO. It is a flexible, rules-based benefits administration application that enables improved benefit support and analysis while reducing customizations through easy setup and process automation. Oracle Advanced Benefits allows RF to manage complex and diverse benefit plans and programs, manage employee life events and enrollments, maintain employee and employee rates for benefit plans, easily manage eligibility rules and enrollment certifications and supports electronic vendor interface files.

23


Oracle Time and Labor (OTL)

Module is used by employees, supervisors and administrators to automate time and attendance record keeping. Employees, managers, authorized delegates or administrators can submit timecards and supervisors, managers and/or administrators can review and approve the status online.

Payments Module is part of Account Payable (AP) processing and is used to create and maintain the various types of AP Payments.

Payroll

Module integrates with Oracle Human Resources (core), Oracle Advanced Benefits, Oracle Employee Self Service, Oracle Labor Distribution, Oracle General Ledger, and Oracle Cash Management. Oracle Payroll allows for calculation and balance of payroll for 32 campus locations, calculation and payroll distribution, creation of NACHA files and checks, mass upload of salary information, mass upload of timecard information and calculation of retroactive amounts due employees.

Purchasing(PO)

Module is part of the overall Procurement process of obtaining products and services from suppliers. The Module allows users to create, modify, and review requisitions and purchase orders. Module also allows the printing of PO's and running purchasing monitoring reports. Through the creation of Purchase Orders, the funds are encumbered on the Award in Grants Management. The Purchasing module is fully integrated with all of the other Oracle modules.

Receivables (AR)

Module has four main components which include transactions, receipts, collections and customers. The module allows the user to create AR invoices for posting to cash in advance of invoices, adjust invoices as necessary, enter cash receipts, enter miscellaneous receipts, record and monitor collections and create/modify customers.

Basic Retirement Plan

Custom Retirement Module that allows Central Office to manage the RF's employer contributed retirement plan. This custom module calculates contributions based on a percentage of earnings, tracks employee eligibility, waiting periods and years of eligible service.

Workflow

Background module that is used by other Oracle EBS Modules to support business processes through rules pertaining to the routing of information and transactions. Enhancement of Workflow processing is done through the Approvals Management Engine (AME) module used by RF Central Office.

24

Appendix D: RF Report Center- Dashboard Listing

RF Report Center - Dashboards

Dashboard Name Description 030 Award Dashboard>030 Award Dashboard

The dashboard provides University at Buffalo users to award administration, team and project credit information. Permissions assigned by user on request by University at Buffalo.

200 Old Westbury>Old Westbury Deficit Information

This dashboard provides Old Westbury details for deficit payback tracking per fiscal year. Items included Assessment, Payback, Corporate IDC Revenue, Sponsored IDC Expenditures, RF Funded Salaries, RF Funded Fringe Benefits, RF Funded OTPS, Patent Expenses/Royalties, and Patent Royalties/Reimbursement. Permissions assigned by users. Only for Old Westbury users approved by Arther Angst. Currently, he is the only person at his campus that has access.

Accounts Receivable Dashboard>Accounts Receivable Dashboard

This dashboard provides key accounts receivable functional monitoring in regards to outstanding invoices, cash position/information, and invoice aging and collection activity.

Effectiveness and Efficiency Metrics> Accounts Receivable (MCI)

This dashboard provides key Acounts Receivable metrics for monitoring At Risk Aging, Runds Returned to Sponsor, Unbilled A/R Dollars and Clinical Trials Unbilled A/R Dollars. Permission for access is requested via Sponsored Program representative.

Finance Office DashboardFinance Office Dashboard

This dashboard provides key monitoring information requested by the finance office for all functions within the department with drill down capabilities.

Financial Report to Management This dashboard provides a monthly overview of financial reporting from the Grants System (Cash Basis) with drilldown capabilities. The dashboard was developed to automate the existing report the finance office produced on a monthly basis and provides Surplus/Deficit Information, Operational Cash, and Risk Tolerance information.

Financial Reports>Allocation Expenditure Report (AER)

This dashboard provides a system-wide view of allocation expenditure activity at the Research Foundation. The report within this dashboard displays expenditures in summary by campus and is used to monitor corporate expenditures with drilldown capabilities. Access.

25

Dashboard Name Description Financial Reports>Expenditure Profile Report (EPR)

This dashboard breaks out expenditures by campus into the following categories: Sponsor, Organization, Program, Historical Program, and by Historical Sponsor. Each is broken down with the following categories: salaries, fringe benefits, equipment, sub awards, all other direct program costs, and indirect costs recovered for those programs.Access.

Financial Reports>Key Financial Indicators (KFI)

This dashboard includes indicators that are being used for monitoring key financial data at campuses as this activity is one of the key responsibilities of each operation manager. Operations managers are responsible for ensuring that effective risk management and control systems are in place that include metrics for evaluating the financial performance of organizational objectives. Metrics should be evaluated monthly to identify financial performance that is above or below expectations. This dashboard currently offers eight financial indicators to accomplish this monitoring. Access.

Financial Reports>Sponsored Program Activity Report (SPAR)

This dashboard provides a system-wide view of the current level of sponsored programs activity administered by the RF as it compares to activity in the previous year. Each section has drill-down capability to retrieve detailed month-end and fiscal year-to-date information. Users are able to drill down further to access award/project-specific information using the RF Activity Interface Reporting Dashboard. Access.

Innovations and Partnership>Technology Transfer

This dashboard provides Award Inquiry and Accounts Payable data for TTO.

Key Performance Indicators>Key Performance Indicators

This dashboard displays the data that is used for tracking progress against meaningful goals to help SUNY and the RF navigate a course of action for research and innovation that will increase research capacity and performance, transform economic outcomes, and enhance student opportunities over the next five years.

Operations Manager Dashboard>Operation Managers

This dashboard provides an overview of data relevant to assist the OM with managing RF business including but not limited to Proposals, Regulatory Compliance Expenditures, People, AR Key Metrics and a link to Innovation data on the KPI dashboard with drilldown capabilities Access.

Principal Investigator>Principal Investigator This dashboard provides Principal Investigators and Project Staff the ability to monitor and have access to all their accounts balances with details. It also provides detailed information to salary transactions, procurement information, accounts receivable, travel, and cash position. Access.

Revenue Forecast Dashboard>Revenue Forecast

This dashboard provides actual data per fiscal year for 5 years, for comparison to the revenue forecast projections.

26

Dashboard Name Description RF Activity Interface Reporting>RF Activity Interface Reporting

This dashboard provides administrator staff the ability to monitor and have access to all accounts balances with details along with salary transactions, procurement information, accounts receivable, MWBE, AP Payment registers, travel, and cash position. It also provides various search options needed to answer inquiries they receive on a day to day basis.

SUNY Poly Dashboard>SUNY Poly This dashboard is used by Central Office Finance Department to monitor SUNY Poly deficits daily and monthly. Only CO users are provided access based on approval for Finance Office.

Usage Tracking Dashboard>Usage Dashboard

This dashboard provides data of the usage of all of the dashboards and portlets that are located in the RF Report Center. The data displays user counts per day, month and year.

27

Appendix E: RF Report Center‐ Subject Area Listing

RF Report Center - Subject Areas

Subject Area Description Account Payables - Invoice Check Distributions

This subject area provides Payments from accounts payable invoice distribution information from the Oracle EBS Apps. Provides information on Vendor/Supplier payments, via various methods (i.e. wire, check, clearing) with accounts payable information charged to grants. This subject area is updated on a nightly basis.

Account Payables - Invoice Distributions This subject area provides all information accounts payable invoice distribution information from the Oracle EBS Apps. Provides information on Vendor/Supplier information with addresses, all invoice distributions including purchase orders matched to the distributions. Also includes the grants charging instructions on the invoices. User can view data at invoice header, line or distribution levels. This subject area is updated on a nightly basis.

Account Payables - Invoice Payments This subject area provides high level accounts payable invoice information with payments from the Oracle EBS Apps. This subject area is updated on a nightly basis.

Accounts Receivables - Aging This subject area provides accounts receivable invoice information with balance due, aging of invoices, credits, and adjustments. Data come from the Oracle EBS Apps and is updated on a nightly basis.

Account Receivables - Receipts This subject area provides cash receipt information and cash receipt detail of cash applied to awards. Data comes from Oracle EBS Apps and is updated nightly.

Award Management - Installments This subject area provides access to financial summaries of cash, installments, budgets, expenditures, encumbrances, cost rejections, cost failures, and all award, project, task attributes. Data comes from Oracle EBS Apps and is updated nightly.

CO Reporting - Snapshots This new subject area contains data elements that will allow for the automation of the Operational Cash report which is part of the central office Financial Report to Management. This subject area is updated monthly.

28

Subject Area Description COEUS - Proposal Credit Distribution This subject area provides pre-award proposal credit distribution details from the COEUS business application system. The RF

receives a data feed from University of Buffalo and is uploaded in the subject area. This subject area is updated nightly for only status changes

COEUS - Proposal Details This subject area provides pre-award proposal details from the COEUS business application system. The RF receives a data feed from University of Buffalo and is uploaded in the subject area. This subject area is updated nightly for only status changes.

Cash Management This subject area contains Bank Statement information with the receipts and payments at the Research Foundation of SUNY corporate level. Data comes from Oracle EBS Apps and is updated nightly.

Central Office Investments This subject area contains our investment high level numbers for monthly and fiscal year to date. Data is entered in a custom form and is updated nightly.

General Ledger - Balances This subject area provides transactions from the Oracle EBS Apps with detail general ledger periods, balances, credit and debits. This subject area is updated nightly.

General Ledger - Journal This subject area provides journal entry transactions entered in the Oracle EBS Apps with detail who, journal credit and debits, chart of accounts, and approvers of the journal entry. This subject area is updated nightly.

Grants - Monthly Award Summary This subject area contains high level Award information to link to our Monthly Award Summary Reports (PDF) that are on the Unix server. Provides the user the ability to see the award, sponsor, status, award PI with the link to the PDF report. Data is from Oracle EBS Apps and updated monthly.

Grants - Monthly Project Summary This subject area contains high level Project information to link to our Monthly Project Summary Reports (PDF) that are on the Unix server. Provides the user the ability to see the [project/award, sponsor, status, award PI with the link to the PDF report.. Data is from Oracle EBS Apps and updated monthly.

Grants Snapshot This subject area provides a monthly snapshot of all dollars, award, project, task attributes. Provides Award To Date, Fiscal Year to Date and Single Month only dollar facts as of the snapshotted month end. Data is from Oracle EBS Apps and this subject area is updated monthly.

29

Subject Area Description Grants Snapshot - Award Credit Distribution This subject area provides a monthly snapshot of award level credit distribution information from the Oracle EBS apps. Data

contains, all award related attributes, totals of expenditures, cash, budgets, and installments based upon credit distribution level showing percent, credit person and credit organization. Data is from Oracle EBS Apps, and this subject area is updated monthly.

Grants Snapshot Financial Reporting This subject area is a high level with no award/project/detail. This subject area provides a monthly snapshot of all dollars, by custom types, sponsor and campus reporting levels. Provides Award To Date, Fiscal Year to Date and Single Month only dollar facts as of the snapshotted month end. Data is from Oracle EBS Apps and this subject area is updated monthly.

Grants Snapshot - Project Credit Distribution This subject area provides a monthly snapshot of project/award level credit distribution information from the Oracle EBS apps. Data contains, all project/award related attributes, totals of expenditures, cash, budgets, and installments based upon credit distribution level showing percent, credit person and credit organization. Data is from Oracle EBS Apps, and this subject area is updated monthly.

Human Resources -Benefits Enrollments This subject area contains people benefit enrollment detail data. Data is from Oracle EBS Apps and is updated nightly.

Human Resources - Labor Distribution This subject area provides employee information, labor distribution information and various grants data. Data comes from Oracle EBS Apps and is updated nightly.

Human Resources - Legacy This subject area provides employee information from legacy that was not converted for retirement information, employee lookup information. Subject area is Static legacy data and is not updated

Human Resources - Operational Data Store This subject area provides people data, assignment, future assignment, payroll tax, contact information, and bank detail for employees. Data comes from Oracle EBS Apps and is updated nightly.

Human Resources - Retirement This subject area provides employee information with related retirement information, vesting status and detail. Data come from Oracle EBS Apps and is updated nightly.

30

Subject Area Description Innovation Indicator This subject area contains by fiscal year, high level technology transfer data that is entered in a custom form to feed a custom

table. Type of data, number of licenses executed, number of agreements, and license income per campus. Subject area is updated nightly.

PACS - Proposal Credit Distribution This subject area provides pre-award proposal credit distribution details from the SUNY PACS business application system. The RF receives data feeds and is uploaded in the subject area. This subject area is updated nightly.

PACS - Proposals This subject area provides pre-award proposal details from the SUNY PACS business application system. The RF receives data feeds and is uploaded in the subject area. This subject area is updated nightly.

Post Award Management Provides all award, project, task, information with budget, expenditures, encumbrances detail, including related cost sharing, ap invoice information, po's, labor schedule information and award funding information. Data comes from Oracle EBS Apps and is updated nightly

Post Award Management - Award Credit This subject area contains the award credit distribution information recorded on an award or project. Data comes from Oracle EBS Apps and is updated nightly.

Post Award Management - Committed Effort This subject area provides the committed effort information that was recorded on an award in the grants management module. Data comes from Oracle EBS Apps and is updated nightly.

Post Award Management - Project Credit This subject area contains project credit distribution information recorded on an award or project. Data comes from Oracle EBS Apps and is updated nightly

Post Award Management - Transaction Controls

This subject area provides the has been created to ability to query to show when a project has transaction controls and when a task has transaction controls. This subject area is updated nightly.

Property Control This subject area provides a listing of both RF and SUNY assets downloaded directly from the SUNY Property Control System on a weekly basis. Data comes from a custom feed from SUNY fed to custom tables and is updated weekly.

Purchase Order Distribution This subject area provides the purchase order information at the distribution level showing quantity ordered, amount based, amount billed, amount encumbered and remaining encumbrance. Data comes from Oracle EBS Apps and is updated nightly.

31

Subject Area Description Reporting Center Reconciliation This subject is only available to a few BI team members to query the award, project, task, expenditure type and dollars for items

that do not reconcile back to the source on a nightly basis. Custom build process to reconcile data warehouse to the EBS Apps. Updated nightly.

Requisition Distribution This subject area provides requisition information at the distribution level. Data comes from Oracle EBS Apps and is updated nightly.

Requisition Lines This subject area provides requisition information at the line level. Data comes from Oracle EBS Apps and is updated nightly.

SA System The SA System subject area is standard OBIEE and allows a few BI team members to see the users profile delivery information from their accounts. This subject area is updated nightly.

Usage Tracking The Usage Tracking subject area is standard OBIEE providing a few BI team members to query data based upon date to see users logged in, data users queried, times queries took to run, etc. This subject area is updated in real time.

Vendor and Vendor Sites The subject area provides vendor information from the Oracle EBS Apps and is updated nightly.

32

Appendix F: RF SOA Web Services Listing

RF SOA Web Services Listing

Web Service Name Description RF_Account_Validation Accepts PTAEO (Project, Task, Award, Expenditure Type, Organization) information in XML format from a third-party vendor and

validates if this information is valid in Oracle.

RF_BuyerID

Accepts buyer information in XML format from a third-party vendor and validates if this information is valid in Oracle.

RF_DataUpload

Accepts a Purchase Order in XML format from a third-party vendor and validates if the PO data is acceptable to upload into Oracle.

RF_FindPO

Accepts a transaction ID from a third-party vendor and returns the status of the PO upload into Oracle. This can return success or failure messages.

RF_HRDataUpload

Accepts an HR record in XML format from a third-party vendor to upload into Oracle. Returns the status of the HR data upload, either success or failure with details.

RF_InvoiceUpload

Accepts an invoice in XML format from a third-party vendor and validates if the invoice data is acceptable to upload into Oracle.

RF_InvoiceStatus

Returns the status of the invoice upload into Oracle. If the invoice data does not meet the acceptable criteria to upload into Oracle, this web service returns the error message generated to the third-party endpoint URL.

RF_APInvoiceSync

If an invoice meets the acceptable criteria for uploading into Oracle, this web service returns the success message to the third-party vendor endpoint URL. If changes occur in Oracle pertaining to the invoice, this web service sends the updated information to the third-party vendor endpoint URL.

33

Web Service Name Description RF_Ping_Server

Returns the status of the Oracle Applications availability. True with a time stamp indicates that we can accept data. False indicates that we cannot accept data.

RF_SciQ_Vend_Sites_Sync

Syncs supplier site information in real-time from Oracle to the third-party vendor endpoint URL.

RF_SciQ_Vend_Sync

Syncs supplier information in real-time from Oracle to the third-party vendor endpoint URL.

34

Appendix G- Bidders Certification

Bidders must submit the following:

1. This completed certification. 2. Information as requested in Sections 2 through 4.

If you are not submitting a bid proposal, The Research Foundation requests the following:

1. Respond “No Bid will be submitted” and state your reason(s). 2. Return only this page to the Issuing Office address on Page 1. Bidders, please respond to the following

inquiries and/or certifications:

1. Is the price quoted the same as or lower than that quoted other corporations, institutions or governmental agencies for similar service and/or like equipment or supplies? Yes: No: If no, explain:

2. Does your firm agree that all presentations and materials will be free from racial, religious, or sexual bias? Yes:

No:

3. Are you or any officer of your organization or any part owning or controlling more than 10 percent of your stock if you are a corporation or any member if you are a firm or association, an officer or employee of the Research Foundation of SUNY or of a public benefit corporation of the State of New York? Yes: No:

4. Within the past five years has your firm, any affiliate, any predecessor company or entity, owner, director, officer, partner or proprietor been the subject of a government suspension or debarment?

Yes:

No:

5. Name of Firm:

35

Address: City/State/Zip:

Telephone Number (area code/number): Fax Number (area code/number): Employer’s

Federal ID Number:

E-Mail Address:

Bidder’s Name/Title:

Bidder’s Signature/Date:

Documents

ITS EBS Upgrade RFP - Final - rfsuny.org€¦ · servers to an Oracle cloud solution. 2. Upgrade Oracle Enterprise Business System (EBS) from Release 12.1.3. to 12.2.8, including