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SHI Government Solutions
Response to
Region 14 ESC
Solicitation # 16-‐15
Cloud Administrative Solutions
Presented by: Paul Thomas Account Executive 915-‐833-‐5186 [email protected]
September 10, 2015, 2:00PM
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September 10, 2015 Region 14 Education Service Center 1850 Highway 351 Abilene, Texas 79601 325-‐675-‐8600 Dear Sir/Madam, Thank you for your interest in SHI-‐GS and for the opportunity to participate in Clarendon College’s Request for Proposal for Cloud Administrative Solutions. SHI-‐GS values your business and we are committed to continuing the level of service and support that Clarendon College has come to know and expect from SHI. SHI-‐GS was incorporated in Texas in 1999, and is certified as an AS/M HUB with TBPC VID# 1223695478500. SHI-‐GS is under common ownership with SHI, and is able to benefit from the buying power and credit worthiness of SHI. We pride ourselves on our long-‐standing relation with the State of Texas, our technical expertise and dedicated staff. We treat every engagement as a joint venture—where we share the commitment to success with our customer and our teams go the extra mile to ensure the project is completed on-‐time, on-‐budget and above expectations. Our dedicated team for State of Texas currently totals more than 50. With more than 10 DIR contracts and a growing team to support our State of Texas customers, SHI is a reliable and committed IT products and services vendor. We appreciate the opportunity to participate in this evaluation. We encourage you to contact our customers, visit our headquarters in Austin, and our web site at www.publicsector.shidirect.com. If you require additional information please contact Paul Thomas at 915-‐833-‐5186 or [email protected]. Thank you in advance for your consideration and we look forward to hearing from you. Sincerely, Paul Thomas Account Executive SHI Government Solutions
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Table of Contents Signature Form ............................................................................................................................................ 4
NCPA Administration Agreement ................................................................................................................ 5
Vendor Questionnaire ................................................................................................................................. 8
Vendor Profile ............................................................................................................................................ 11
Products and Services / Scope ................................................................................................................... 20
Solution Stack ............................................................................................................................................ 55
Product List ................................................................................................................................................ 57
References ................................................................................................................................................. 61
Pricing ........................................................................................................................................................ 64
Value Added Products and Services .......................................................................................................... 68
Required Documents ................................................................................................................................. 82
Introduction / Scope
♦ Region 14 ESC on behalf of itself and all states, local governments, school districts, and higher education institutions in the United States of America, and other government agencies and non-‐profit organizations (herein “Public Agency” or collectively “Public Agencies”) is soliciting proposals from qualified vendors to enter into a Master Agreement for a complete line of Cloud Administrative Solutions.
♦ Region 14 ESC, as the lead public agency, has partnered with NCPA to make the resultant contract available to all participating agencies in the United States. NCPA provides marketing and administrative support for the awarded vendor that promotes the successful vendor’s products and services to Public Agencies nationwide. The Vendor will execute the NCPA Administration Agreement (Tab 2) upon award. Vendor should thoroughly review all documents and note any exceptions to NCPA terms and conditions in their proposal.
♦ Awarded vendor(s) shall perform covered services under the terms of this agreement. Respondents shall provide pricing based on a discount from their standard pricing schedules for products and/or services offered. Electronic Catalog and/or price lists must accompany the proposal. Multiple percentage discount structure is also acceptable. Please specify where different percentage discounts apply. Additional pricing and/or discounts may be included.
♦ Each service proposed is to be priced separately with all ineligible items identified. Services may be awarded to multiple vendors. Respondents may elect to limit their proposals to a single service within any category, or multiple services within any and all categories.
♦ National Cooperative Purchasing Alliance (NCPA) Ø The National Cooperative Purchasing Alliance (herein “NCPA”) assists public agencies to
increase their efficiency and reduce their costs when procuring goods and services. This is accomplished by awarding competitively solicited contracts that are leveraged nationally by combining the volumes and purchasing power of entities nationwide. Our contracts are available for use by any entity that must comply with procurement laws and regulations.
♦ It is the intention of Region 14 ESC and NCPA to achieve the following objectives through this RFP. Ø Provide a comprehensive competitively solicited Master Agreement offering Products and
Services to Public Agencies; Ø Achieve cost savings of Vendors and Public Agencies through a single competitive
solicitation process that eliminates the need for multiple proposals; Ø Combine the purchasing power of Public Agencies to achieve cost effective pricing; Ø Reduce the administrative and overhead costs of Vendors and Public Agencies through
state of the art purchasing procedures.
Instructions to Respondents
♦ Submission of Response Ø Only sealed responses will be accepted. Faxed or electronically transmitted responses will
not be accepted. Ø Sealed responses may be submitted on any or all items, unless stated otherwise. Region 14
ESC reserves the right to reject or accept any response. Ø Deviations to the terms, conditions and/or specifications shall be conspicuously noted in
writing by the respondent and shall be included with the response. Ø Withdrawal of response will not be allowed for a period of 120 days following the opening.
Pricing will remain firm for 120 days from submittal.
♦ Required Proposal Format Ø Responses shall be provided in a three-‐ring binder or report cover using 8.5 x 11 paper
clearly identified with the name of Respondents company and solicitation responding to on the outside front cover and vertical spine. Two (2) bound and signed copies of the proposals and Two (2) electronic copies on CD, DVD, or flash drives (i.e. pin or jump drives) shall be provided. Tabs should be used to separate the proposal into sections, as identified below. Respondents failing to organize in the manner listed may be considered non-‐responsive and may not be evaluated.
♦ Binder Tabs Ø Tab 1 – Signature Form Ø Tab 2 – NCPA Administration Agreement Ø Tab 3 – Vendor Questionnaire Ø Tab 4 – Vendor Profile Ø Tab 5 – Products and Services / Scope Ø Tab 6 -‐ References Ø Tab 7 -‐ Pricing Ø Tab 8 – Value Added Products and Services Ø Tab 9 – Required Documents
♦ Shipping Label
Ø The package must be clearly identified as listed below with the solicitation number and name of the company responding. All packaged must be sealed and delivered to the Region 14 ESC offices no later than the submittal deadline assigned for this solicitation. From: ________________________________________________________________ Company: ________________________________________________________________ Address: ________________________________________________________________ City, State, Zip: ________________________________________________________________ Solicitation Name and Number: ________________________________________________________________ Due Date and Time: ________________________________________________________________
Tab 1 – Master Agreement General Terms and Conditions
♦ Customer Support Ø The vendor shall provide timely and accurate technical advice and sales support. The
vendor shall respond to such requests within one (1) working day after receipt of the request.
♦ Assignment of Contract
Ø No assignment of contract may be made without the prior written approval of Region 14 ESC. Purchase orders and payment can only be made to awarded vendor. Awarded vendor is required to notify Region 14 ESC when any material change in operation is made.
♦ Disclosures
Ø Respondent affirms that he/she has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with this contract.
Ø The respondent affirms that, to the best of his/her knowledge, the offer has been arrived at independently, and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give an unfair advantage over other vendors in the award of this contract.
♦ Funding Out Clause Ø Any/all contracts exceeding one (1) year shall include a standard “funding out” clause. A
contract for the acquisition, including lease, of real or personal property is a commitment of the entity’s current revenue only, provided the contract contains either or both of the following provisions:
Ø Retains to the entity the continuing right to terminate the contract at the expiration of each budget period during the term of the contract and is conditioned on a best efforts attempt by the entity to obtain appropriate funds for payment of the contract.
♦ Shipments (if applicable)
Ø The awarded vendor shall ship ordered products within seven (7) working days for goods available and within four (4) to six (6) weeks for specialty items after the receipt of the order unless modified. If a product cannot be shipped within that time, the awarded vendor shall notify the entity placing the order as to why the product has not shipped and shall provide an estimated shipping date. At this point the participating entity may cancel the order if estimated shipping time is not acceptable.
♦ Tax Exempt Status Ø Since this is a national contract, knowing the tax laws in each state is the sole responsibility
of the vendor.
♦ Payments
Ø The entity using the contract will make payments directly to the awarded vendor. ♦ Pricing
Ø All pricing submitted to shall include the administrative fee to be remitted to NCPA by the awarded vendor. It is the awarded vendor’s responsibility to keep all pricing up to date and on file with NCPA.
Ø All deliveries shall be freight prepaid, F.O.B. destination and shall be included in all pricing offered unless otherwise clearly stated in writing
♦ Warranty
Ø Proposals should address each of the following:
§ Applicable warranty and/or guarantees of equipment and installations including any conditions and response time for repair and/or replacement of any components during the warranty period.
§ Availability of replacement parts § Life expectancy of equipment under normal use § Detailed information as to proposed return policy on all equipment
♦ Indemnity
Ø The awarded vendor shall protect, indemnify, and hold harmless Region 14 ESC and its participants, administrators, employees and agents against all claims, damages, losses and expenses arising out of or resulting from the actions of the vendor, vendor employees or vendor subcontractors in the preparation of the solicitation and the later execution of the contract.
♦ Franchise Tax
Ø The respondent hereby certifies that he/she is not currently delinquent in the payment of any franchise taxes.
♦ Supplemental Agreements Ø The entity participating in this contract and awarded vendor may enter into a separate
supplemental agreement to further define the level of service requirements over and above the minimum defined in this contract i.e. invoice requirements, ordering requirements, specialized delivery, etc. Any supplemental agreement developed as a result of this contract is exclusively between the participating entity and awarded vendor.
♦ Certificates of Insurance
Ø Certificates of insurance shall be delivered to the Public Agency prior to commencement of work. The insurance company shall be licensed in the applicable state in which work is being conducted. The awarded vendor shall give the participating entity a minimum of ten (10) days notice prior to any modifications or cancellation of policies. The awarded vendor shall require all subcontractors performing any work to maintain coverage as specified.
♦ Legal Obligations
Ø It is the Respondent’s responsibility to be aware of and comply with all local, state, and federal laws governing the sale of products/services identified in this RFP and any awarded contract and shall comply with all while fulfilling the RFP. Applicable laws and regulation must be followed even if not specifically identified herein.
♦ Protest
Ø A protest of an award or proposed award must be filed in writing within ten (10) days from the date of the official award notification and must be received by 5:00 pm CST. No protest shall lie for a claim that the selected Vendor is not a responsible Bidder. Protests shall be filed with Region 14 ESC and shall include the following:
§ Name, address and telephone number of protester § Original signature of protester or its representative § Identification of the solicitation by RFP number § Detailed statement of legal and factual grounds including copies of relevant
documents and the form of relief requested Ø Any protest review and action shall be considered final with no further formalities being
considered.
♦ Force Majeure
Ø If by reason of Force Majeure, either party hereto shall be rendered unable wholly or in part to carry out its obligations under this Agreement then such party shall give notice and full particulars of Force Majeure in writing to the other party within a reasonable time after occurrence of the event or cause relied upon, and the obligation of the party giving such notice, so far as it is affected by such Force Majeure, shall be suspended during the continuance of the inability then claimed, except as hereinafter provided, but for no longer period, and such party shall endeavor to remove or overcome such inability with all reasonable dispatch.
Ø The term Force Majeure as employed herein, shall mean acts of God, strikes, lockouts, or other industrial disturbances, act of public enemy, orders of any kind of government of the United States or any civil or military authority; insurrections; riots; epidemics; landslides; lighting; earthquake; fires; hurricanes; storms; floods; washouts; droughts; arrests; restraint of government and people; civil disturbances; explosions, breakage or accidents to machinery, pipelines or canals, or other causes not reasonably within the control of the
party claiming such inability. It is understood and agreed that the settlement of strikes and lockouts shall be entirely within the discretion of the party having the difficulty, and that the above requirement that any Force Majeure shall be remedied with all reasonable dispatch shall not require the settlement of strikes and lockouts by acceding to the demands of the opposing party or parties when such settlement is unfavorable in the judgment of the party having the difficulty
♦ Prevailing Wage
Ø It shall be the responsibility of the Vendor to comply, when applicable, with the prevailing wage legislation in effect in the jurisdiction of the purchaser. It shall further be the responsibility of the Vendor to monitor the prevailing wage rates as established by the appropriate department of labor for any increase in rates during the term of this contract and adjust wage rates accordingly.
♦ Miscellaneous
Ø Either party may cancel this contract in whole or in part by providing written notice. The cancellation will take effect 30 business days after the other party receives the notice of cancellation. After the 30th business day all work will cease following completion of final purchase order.
♦ Open Records Policy Ø Because Region 14 ESC is a governmental entity responses submitted are subject to release
as public information after contracts are executed. If a vendor believes that its response, or parts of its response, may be exempted from disclosure, the vendor must specify page-‐by-‐page and line-‐by-‐line the parts of the response, which it believes, are exempt. In addition, the respondent must specify which exception(s) are applicable and provide detailed reasons to substantiate the exception(s).
Ø The determination of whether information is confidential and not subject to disclosure is the duty of the Office of Attorney General (OAG). Region 14 ESC must provide the OAG sufficient information to render an opinion and therefore, vague and general claims to confidentiality by the respondent are not acceptable. Region 14 ESC must comply with the opinions of the OAG. Region14 ESC assumes no responsibility for asserting legal arguments on behalf of any vendor. Respondent are advised to consult with their legal counsel concerning disclosure issues resulting from this procurement process and to take precautions to safeguard trade secrets and other proprietary information.
Process Region 14 ESC will evaluate proposals in accordance with, and subject to, the relevant statutes, ordinances, rules, and regulations that govern its procurement practices. NCPA will assist Region 14 ESC in evaluating proposals. Award(s) will be made to the prospective vendor whose response is determined to be the most advantageous to Region 14 ESC, NCPA, and its participating agencies. To qualify for evaluation, response must have been submitted on time, and satisfy all mandatory requirements identified in this document.
♦ Contract Administration Ø The contract will be administered by Region 14 ESC. The National Program will be
administered by NCPA on behalf of Region 14 ESC. ♦ Contract Term
Ø The contract term will be for two (2) years starting from the date of the award. The contract may be renewed for up to three (3) additional one-‐year terms.
♦ Contract Waiver Ø Any waiver of any provision of this contract shall be in writing and shall be signed by the
duly authorized agent of Region 14 ESC. The waiver by either party of any term or condition of this contract shall not be deemed to constitute waiver thereof nor a waiver of any further or additional right that such party may hold under this contract.
♦ Products and Services additions Ø Products and Services may be added to the resulting contract during the term of the
contract by written amendment, to the extent that those products and services are within the scope of this RFP.
♦ Competitive Range Ø It may be necessary for Region 14 ESC to establish a competitive range. Responses not in
the competitive range are unacceptable and do not receive further award consideration. ♦ Deviations and Exceptions
Ø Deviations or exceptions stipulated in response may result in disqualification. It is the intent of Region 14 ESC to award a vendor’s complete line of products and/or services, when possible.
♦ Estimated Quantities Ø The estimated dollar volume of Products and Services purchased under the proposed
Master Agreement is $5 -‐ $10 million dollars annually. This estimate is based on the anticipated volume of Region 14 ESC and current sales within the NCPA program. There is no guarantee or commitment of any kind regarding usage of any contracts resulting from this solicitation
♦ Evaluation Ø Region 14 ESC will review and evaluate all responses in accordance with, and subject to,
the relevant statutes, ordinances, rules and regulations that govern its procurement practices. NCPA will assist the lead agency in evaluating proposals. Recommendations for contract awards will be based on multiple factors, each factor being assigned a point value based on its importance.
♦ Formation of Contract Ø A response to this solicitation is an offer to contract with Region 14 ESC based upon the
terms, conditions, scope of work, and specifications contained in this request. A solicitation does not become a contract until it is accepted by Region 14 ESC. The prospective vendor must submit a signed Signature Form with the response thus, eliminating the need for a formal signing process.
♦ NCPA Administrative Agreement Ø The vendor will be required to enter and execute the National Cooperative Purchasing
Alliance Administration Agreement with NCPA upon award with Region 14 ESC. The agreement establishes the requirements of the vendor with respect to a nationwide contract effort.
♦ Clarifications / Discussions
Ø Region 14 ESC may request additional information or clarification from any of the respondents after review of the proposals received for the sole purpose of elimination minor irregularities, informalities, or apparent clerical mistakes in the proposal. Clarification does not give respondent an opportunity to revise or modify its proposal, except to the extent that correction of apparent clerical mistakes results in a revision. After the initial receipt of proposals, Region 14 ESC reserves the right to conduct discussions with those respondent’s whose proposals are determined to be reasonably susceptible of being selected for award. Discussions occur when oral or written communications between Region 14 ESC and respondent’s are conducted for the purpose clarifications involving information essential for determining the acceptability of a proposal or that provides respondent an opportunity to revise or modify its proposal. Region 14 ESC will not assist respondent bring its proposal up to the level of other proposals through discussions. Region 14 ESC will not indicate to respondent a cost or price that it must meet to neither obtain further consideration nor will it provide any information about other respondents’ proposals or prices.
♦ Multiple Awards
Ø Multiple Contracts may be awarded as a result of the solicitation. Multiple Awards will ensure that any ensuing contracts fulfill current and future requirements of the diverse and large number of participating public agencies.
♦ Past Performance Ø Past performance is relevant information regarding a vendor’s actions under previously
awarded contracts; including the administrative aspects of performance; the vendor’s history of reasonable and cooperative behavior and commitment to customer satisfaction; and generally, the vendor’s businesslike concern for the interests of the customer.
Evaluation Criteria
♦ Pricing (40 points) Ø Electronic Price Lists
§ Products, Services, Warranties, etc. price list § Prices listed will be used to establish both the extent of a vendor’s product lines,
services, warranties, etc. available from a particular bidder and the pricing per item.
♦ Ability to Provide and Perform the Required Services for the Contract (25 points) Ø Product Delivery within participating entities specified parameters Ø Number of line items delivered complete within the normal delivery time as a percentage
of line items ordered. Ø Vendor’s ability to perform towards above requirements and desired specifications. Ø Quantity of line items available that are commonly purchased by the entity. Ø Quality of line items available compared to normal participating entity standards.
♦ References (15 points)
Ø A minimum of ten (10) customer references for product and/or services of similar scope dating within past 3 years
♦ Technology for Supporting the Program (10 points) Ø Electronic on-‐line catalog, order entry use by and suitability for the entity’s needs Ø Quality of vendor’s on-‐line resources for NCPA members. Ø Specifications and features offered by respondent’s products and/or services
♦ Value Added Services Description, Products and/or Services (10 points)
Ø Marketing and Training Ø Customer Service
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Signature Form
Tab 2 – NCPA Administration Agreement
This Administration Agreement is made as of , by and between National
Cooperative Purchasing Alliance (“NCPA”) and SHI Government Solutions (“Vendor”).
Recitals
WHEREAS, Region 14 ESC has entered into a certain Master Agreement dated ,
referenced as Contract Number , by and between Region 14 ESC and Vendor, as may be amended
from time to time in accordance with the terms thereof (the “Master Agreement”), for the purchase of
Cloud Administrative Solutions;
WHEREAS, said Master Agreement provides that any state, city, special district, local government,
school district, private K-12 school, technical or vocational school, higher education institution, other
government agency or nonprofit organization (hereinafter referred to as “public agency” or collectively,
“public agencies”) may purchase products and services at the prices indicated in the Master Agreement;
WHEREAS, NCPA has the administrative and legal capacity to administer purchases under the
Master Agreement to public agencies;
WHEREAS, NCPA serves as the administrative agent for Region 14 ESC in connection with other
master agreements offered by NCPA
WHEREAS, Region 14 ESC desires NCPA to proceed with administration of the Master Agreement;
WHEREAS, NCPA and Vendor desire to enter into this Agreement to make available the Master
Agreement to public agencies on a national basis;
NOW, THEREFORE, in consideration of the payments to be made hereunder and the mutual
covenants contained in this Agreement, NCPA and Vendor hereby agree as follows:
♦ General Terms and Conditions
The Master Agreement, attached hereto as Tab 1 and incorporated herein by reference as though fully set forth herein, and the terms and conditions contained therein shall apply to this Agreement except as expressly changed or modified by this Agreement.
NCPA shall be afforded all of the rights, privileges and indemnifications afforded to Region 14 ESC under the Master Agreement, and such rights, privileges and indemnifications shall accrue and apply with equal effect to NCPA under this Agreement including, but not limited to, the Vendor’s obligation to provide appropriate insurance and certain indemnifications to Region 14 ESC.
Vendor shall perform all duties, responsibilities and obligations required under the Master Agreement in the time and manner specified by the Master Agreement.
NCPA shall perform all of its duties, responsibilities, and obligations as administrator of purchases under the Master Agreement as set forth herein, and Vendor acknowledges that NCPA shall act in the capacity of administrator of purchases under the Master Agreement.
With respect to any purchases made by Region 14 ESC or any Public Agency pursuant to the Master Agreement, NCPA (a) shall not be construed as a dealer, re-marketer, representative, partner, or agent of any type of Vendor, Region 14 ESC, or such Public Agency, (b) shall not be obligated, liable or responsible (i) for any orders made by Region
October 1, 2015
October 1, 2015
14 ESC, any Public Agency or any employee of Region 14 ESC or Public Agency under the Master Agreement, or (ii) for any payments required to be made with respect to such order, and (c) shall not be obligated, liable or responsible for any failure by the Public Agency to (i) comply with procedures or requirements of applicable law, or (ii) obtain the due authorization and approval necessary to purchase under the Master Agreement. NCPA makes no representations or guaranties with respect to any minimum purchases required to be made by Region 14 ESC, any Public Agency, or any employee of Region 14 ESC or Public Agency under this Agreement or the Master Agreement.
The Public Agency participating in the NCPA contract and Vendor may enter into a separate supplemental agreement to further define the level of service requirements over and above the minimum defined in this contract i.e. invoice requirements, ordering requirements, specialized delivery, etc. Any supplemental agreement developed as a result of this contract is exclusively between the Public Agency and Vendor. NCPA, its agents, members and employees shall not be made party to any claim for breach of such agreement.
♦ Term of Agreement
This Agreement shall be in effect so long as the Master Agreement remains in effect, provided, however, that the obligation to pay all amounts owed by Vendor to NCPA through the termination of this Agreement and all indemnifications afforded by Vendor to NCPA shall survive the term of this Agreement.
♦ Fees and Reporting
The awarded vendor shall electronically provide NCPA with a detailed monthly or
quarterly report showing the dollar volume of all sales under the contract for the previous
month or quarter. Reports shall be sent via e-mail to NCPA offices at [email protected].
Reports are due on the fifteenth (15th) day after the close of the previous month or quarter.
It is the responsibility of the awarded vendor to collect and compile all sales under the
contract from participating members and submit one (1) report. The report shall include
at least the following information as listed in the example below:
Entity Name Zip Code State PO or Job # Sale Amount
Total
Each quarter NCPA will invoice the vendor based on the total of sale amount(s) reported.
From the invoice the vendor shall pay to NCPA an administrative fee based upon the tiered
fee schedule below. Vendor’s annual sales shall be measured on a calendar year basis.
Deadline for term of payment will be included in the invoice NCPA provides.
Annual Sales Through Contract
Administrative Fee
0 - $30,000,000
2%
$30,000,001 - $50,000,000
1.5%
$50,000,001+
1%
Supplier shall maintain an accounting of all purchases made by Public Agencies under the Master Agreement. NCPA and Region 14 ESC reserve the right to audit the accounting for a period of four (4) years from the date NCPA receives the accounting, provided the NCPA gives Supplier thirty (30) days written notice and audits take place no more than once annually. In the event of such an audit, the requested materials shall be provided at the location designated by Region 14 ESC or NCPA. In the event such audit reveals an underreporting of Contract Sales and a resulting underpayment of administrative fees, Vendor shall promptly pay NCPA the amount of such underpayment, together with interest on such amount not to exceed 1.5% per month.
♦ General Provisions
This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the subject matter hereof, and no other agreement, statement, or promise relating to the subject matter of this Agreement which is not contained herein shall be valid or binding.
Awarded vendor agrees to allow NCPA to use their name and logo within website, marketing materials and advertisement. Any use of NCPA name and logo or any form of publicity regarding this contract by awarded vendor must have prior approval from NCPA.
If any action at law or in equity is brought to enforce or interpret the provisions of this Agreement or to recover any administrative fee and accrued interest, the prevailing party shall be entitled to reasonable attorney’s fees and costs in addition to any other relief to which such party may be entitled.
Neither this Agreement nor any rights or obligations hereunder shall be assignable by Vendor without prior written consent of NCPA. Any assignment without such consent will be void.
This Agreement and NCPA’s rights and obligations hereunder may be assigned at NCPA’s sole discretion, to an existing or newly established legal entity that has the authority and capacity to perform NCPA’s obligations hereunder
All written communications given hereunder shall be delivered to the addresses as set forth below.
National Cooperative Purchasing Alliance: Vendor: SHI Government Solutions
Name: Name: Cassie Skelton
Title:
Title:
Contract Specialist
Address:
Address:
290 Davidson Avenue, Somerset, NJ
08873
Signature: Signature:
Date:
Date: 11/9/2015
Matthew Mackel
Director, Business Development
PO Box 701273
Houston, TX 77270
October 1, 2015
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Vendor Questionnaire
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Vendor Profile
♦ Company’s official registered name. SHI Government Solutions
♦ Brief history of your company, including the year it was established. SHI International Corp. is a worldwide, value added reseller of personal computer products and services, established in 1982. In 1989, Thai Lee and KoGuan Leo purchased the company and established SHI as a privately held corporation, incorporated in the State of New Jersey. SHI is 100% minority owned, classified as Asia-‐Pacific owned.
In 1999, Thai Lee and Koguan Leo established SHI Government Solutions (SHI-‐GS). SHI-‐GS is incorporated in the State of Texas with its principal place of business in Austin and additional field offices in Dallas, Grand Prairie, El Paso, Houston, and Clear Lake. SHI Government Solutions is HUB Certified with the Texas Comptroller of Public Accounts.
♦ Company’s Dun & Bradstreet (D&B) number. 147343096
♦ Company’s organizational chart of those individuals that would be involved in the contract.
Thai Lee President/CEO Darron Gross Regional Director Adrienne Pubylski Account Executive Craig Bailey Account Executive Dave Morris Account Executive Jon Sonnen Account Executive Lindsay Claussen Account Executive Patrick Powers Account Executive Paul Thomas Account Executive Tara Hayes Account Executive Tracey Bieser Account Executive John Haines Services
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♦ Corporate office location. ØØ List the number of sales and services offices for states being bid in solicitation. ØØ List the names of key contacts at each with title, address, phone and e-‐-‐-‐mail address.
SHI Government Solutions, headquarters: 1301 S. Mo-‐Pac Expressway, Austin, TX 78746
Regional Offices: Grand Prairie El Paso Houston
♦ Define your standard terms of payment. Our standard payment terms are Net 30 days.
♦ Who is your competition in the marketplace?
Network Products/Firewall/Load
Balancer
Storage Servers Maintenance Software PC-‐related hardware
SHI top 10 SHI top 10 SHI Top 3 SHI #1 SHI #1 SHI top 5 CDW CDW HP OEM Direct Insight CDW WWT WWT Dell Insight SoftChoice Insight Presidio Dimension
Data CDW Softchoice Software
One PC Connection
♦ Provide Annual Sales for last 3 years broken out into the following categories:
ØØ Cities / Counties ØØ K-‐-‐-‐12 ØØ Higher Education ØØ Other government agencies or nonprofit organizations
SHI-‐GS does not break out annual sales in these categories. Audited financials will be provided upon request.
♦ What differentiates your company from competitors? SHI has experienced tremendous growth over the years because of our dedication to our customers and the customized approach we take in supporting each of our customers. Our growth is entirely due to internal expansion, i.e. expansion of our customer base, product and service offering, and sales force, rather than mergers and acquisitions. Our success has stemmed from outstanding customer support
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through dedicated account teams, constant development of procurement and Internet solutions, strong partnerships with top manufacturers, and a company-‐wide determination to be the best. SHI differentiates itself from its competitors in the following ways: Innovative Solutions-‐-‐Many of the services that SHI provides today came from our customer engagements. Through open communication and dedicated support, SHI gains a full understanding of our customers' purchasing environments and their needs surrounding the management of IT Procurement. With this knowledge, we can create innovative solutions, introduce new services, and share the experiences gained through our relationship with one customer with others. Asset Services-‐-‐Asset Management Services SHI views all of your purchases as assets. Through our commitment to maximizing our customers’ investment in those assets, SHI offers a variety of services designed to manage your IT purchases and assets. These services include reporting, License Allocation System, License Redeployment Management, asset tagging, serial number capture, asset disposal and redeployment, and much more. Award Winning Support Organization-‐-‐whether you have questions regarding your licensing agreements, technical questions regarding the products that you use, or need assistance with the configuration of custom systems, SHI's support staff stands ready to assist you. No other reseller of IT products provides as many personnel dedicated to the internal support of the Sales Force, that is also available for direct assistance to the customer.
♦ Describe how your company will market this contract if awarded. SHI Government Solutions is dedicated to supporting customers in every school district in the state; we will be marketing at the contract at the State level and at the Individual territory level. The principal office of SHI Government Solutions is located in Austin, Texas. SHI-‐GS also has a North Texas office located in Grand Prairie, a West Texas office located in El Paso and an East Texas Office located in Spring, Texas. HCDE provides services to a wide range of customers. SHI shares many of the same customers and has designated territory coverage by geography and vertical. If a CPC customer chooses to purchase IaaS from SHI, the local account manager will be the first point of contact. If the end customer does not know the local SHI account executive, Paul Thomas will be the first point of contact to assist.
Austin Sales Office: Darron Gross – SLG Regional Director, South-‐Central Region – responsible for Business Development into the State and Local Government Accounts as well as overall operations of State of Texas Team
Adrienne Pubylski – Academic Account Executive responsible for Business Development into the Central and South Texas Education HIED and named K12 accounts as well as the University of Texas System.
Lindsay Claussen -‐ Academic Account Executive responsible for Business Development into the Central and South Texas K12 Education accounts .
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Jon Sonnen – SLG Account Executive responsible for Business Development into the South Texas Local Government Accounts .
David Elam – SLG Account Executive responsible for Business Development into the North Texas Local Government Accounts .
East Texas Sales Office: Tracey Bieser – Academic Account Executive responsible for Business Development into the East Texas Education accounts as well as the Texas A&M University System.
Tara Hayes -‐ -‐ Academic Account Executive responsible for Business Development into the East Texas K12 Education accounts.
North Texas Sales Office: Patrick Powers – Academic Account Executive responsible for Business Development into the North Texas Education accounts as well as the Texas State Technical College System
West Texas Sales Office: Paul Thomas – Academic Account Executive responsible for Business Development into the West Texas Education accounts as well as the Texas Tech University System.
We use the following marketing vehicles to communicate and advertise the special pricing agreements available.
SHI Activity Communication
Vehicle Monthly newsletter detailing industry updates to licensing and product information
Support Texas Events and Manufacturer Event Participation
Personal Visit
Monthly detailed report supplied to the State Coordinators of SHI meetings with participating institutions.
Personal Visit/Email/Website
1) Upon award of Contract, all new contacts will be added to a monthly newsletter sent out
pro-‐actively specifically addressing license updates and product information updates. The newsletter is customized for education customers.
2) SHI will participate and promote the contract on our own marketing materials in various Texas IT Events.
3) Will provide reporting and case studies promoting customers who implement the solution
Please see a sample Texas Newsletter attached below.
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♦ Describe how you intend to introduce NCPA to your company. A kick-‐off Sales/Operations meeting would take place to thoroughly review all customer requirements in detail. Parties in attendance would include the SHI Account Executive Paul Thomas, Info Account Executive, and SHI Director of Public Sector Sales. NCPA will participate in this kick-‐off meeting. This review will follow the tentative schedule below:
♦ Describe your firm’s capabilities and functionality of your on-‐-‐-‐line catalog / ordering website. www.publicsector.shidirect.com, SHI’s web-‐based procurement platform, provides the latest in functionality and the greatest in user-‐friendly interface. Taking advantage of leading edge search, navigation, and merchandising capabilities, SHI.COM also offers functionality designed specifically for business-‐to-‐business functionality. This includes innovative Custom Catalog capabilities, which
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dynamically filter product offerings to provide SHI clients with personalized views of product information. SHI clients can easily find and compare SHI's products, and SHI can deliver a differentiated customer experience that simplifies purchasing, encourages repeat business, and boasts key metrics like frequently viewed products and contract or standard items. We provide tremendous customization and seamless workflow that meets your unique needs. Your Catalog With thousands of manufacturers represented, your product catalog is fully customized to reflect contracted pricing available through SHI, as well as special pricing programs for which you are eligible, such as licensing programs or other volume programs. The catalog can be as broad or as narrow as you need to fit your needs.
♦ Describe your company’s Customer Service Department (hours of operation, number of service centers, etc.)
The Inside Sales Department is available between the hours of 8am and 6pm CT, Monday through Friday. Additionally, the Local Account Executives are available until 6:00pm central time and after business hours through cell phone or Email. The following provides an overview of SHI’s Four Tenants of World Class Support, which provides a basis of SHI’s customer service training for our Inside Account Managers.
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1. Tenant #1 – Acknowledge
• Requests must be acknowledged within agreed SLA, to confirm receipt of request • During this time they may request additional clarification to complete the request
2. Tenant #2 – Anticipate • Review customer trends and include any additional information requested in the
past by the customer, to future requests • Example: If a customer typically requests License Keys included with their
purchases, provide this information going forward on all their licensing orders 3. Tenant #3 – Update
• Provide customers with updates, even if there is no update • Always follow up with the customer daily (every 24 hours) regarding open requests
– to assure the customer that their request has not been forgotten 4. Tenant #4 – Confirm
• Once a request has been completed, confirm that the customer is satisfied/received everything they have requested
♦ Green Initiatives
As our business grows, we want to make sure we minimize our impact on the Earth’s climate. We are taking every step we can to implement innovative and responsible environmental practices throughout NCPA to reduce our carbon footprint, reduce waste, energy conservation, ensure efficient computing and much more. To that effort we ask respondents to provide their companies environmental policy and/or green initiative.
As a reseller and not a manufacturer, SHI International Corp. has a low impact on the environment. We are mindful to the environment and try to reduce any damaging effects from our organization, while protecting the safety and wellbeing of our staff.
Our environmental initiatives focus on four areas:
• Energy use (office and equipment) • Business travel • Waste management • Asset redeployment, recycling or proper disposal
We exercise due diligence to:
• Adhere to local and international environmental legislation • Increase employee awareness • Adopt best practices • Monitor usage
We currently have had no environmental fines or penalties. If we incur any in the future, we will include them in this space.
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Energy use SHI’s goal is to consume less energy and reduce our environmental impact. We take action through:
• Monitoring power consumption • SHI's goal is to reduce our power consumption by 1% per year • Utilizing advanced energy-‐saving systems such as automatic lights and energy-‐saving
computer monitors • Use of materials from renewable resources, non-‐toxic materials and recyclable items
Business Travel SHI has reduced our travel-‐related environmental impact by promoting:
• Teleconferencing and other collaborative working tools to limit the number of individual business trips
• A Work-‐from-‐Home policy, when possible • Flexible working hours • Use of public transportation
Waste management SHI encourages individual responsibility and supports recycling initiatives in the following ways:
• Montoring the purchase of cut sheet paper • Striving to reduce paper consumption by 1% per year • Establishing a goal of 100% for recycling paper, plastics, glass and cardboard • Providing recycling facilities for paper, printer toners, etc. • Supporting double-‐sided printing and photocopying • Using proper disposal or recycling of IT and electronic equipment in accordance with
local regulations • Using appropriately licensed organizations to remove special waste (such as defective
monitors or neon tubes) • Donating IT assets to those who would not otherwise have access
Greenhouse gas emissions Our goal to reduce Scope 2 greenhouse gas emissions is a 1% reduction per year, since our power consumption goal and Scope 2 greenhouse gas goal are directly linked together.
Achievements and Accolades • Good Neighbor Award Recipient March 2012 • United Way Impact Award Recipient May 2012 • LEED Commercial Interiors Gold Certification
Recognized in the October 2012 issue of LD+A Magazine in an article titled "Morale Booster"
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♦ Vendor Certifications (if applicable) ØØ Provide a copy of all current licenses, registrations and certifications issued by federal, state and local agencies, and any other licenses, registrations or certifications from any other governmental entity with jurisdiction, allowing respondent to perform the covered services including, but not limited to, licenses, registrations, or certifications. Certifications can include M/WBE, HUB, and manufacturer certifications for sales and serv Please see our Hub Certificate attached below.
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Products and Services / Scope Respondent shall perform and provide these products and/or services under the terms of this agreement. The supplier shall assist the end user with making a determination of their individual needs.
♦ This RFP seeks solution providers that offer modern, software as a service, core ERP solutions
Infor Response: text here Company Overview – License and Hosting Provider Infor Public Sector, Inc. (Infor) is fundamentally changing the way information is published and consumed in the enterprise, helping 70,000 customers in 194 countries improve operations, drive growth, and quickly adapt to changes in business demands. Infor offers deep industry-specific applications and suites, engineered for speed, and with an innovative user experience design that is simple, transparent, and elegant. Infor provides flexible deployment options that give customers a choice to run their businesses in the cloud, on-premises, or both.
Infor has been committed to meeting the needs of the Public Sector marketplace for over 30 years, developing and providing software solutions specifically for State and Local Government. Infor brings years of experience offering secure Public Sector solutions in the cloud, delivering complete deployment flexibility with the optimal mix of power, availability, functionality and speed. Our fully redundant, SAS-70 compliant infrastructure includes the complete range of management and performance features to keep your organization operating reliably and effectively. With an annual expenditure of 17% in research and development, we are exceptionally innovative and a clear leader in Cloud deployment.
We offer two different cloud-based payment options, as well as standard on-premise deployment and dedicated hosting options. These choices include a software-as-a-service (SaaS) subscription option, where we host customers’ applications on our servers, and they receive pay-as-you go term licenses that enable flexibility for on-demand software, as well as a hosted license option, where the customer purchases a perpetual software license, and we host the applications on our platform.
Infor Solution Overview The Infor team is proud to present to the NCPA Public Agencies with a beautiful 21st century ERP application that will bring Ease of Use, Functionality, and Sophisticated Simplicity to the Public Agencies.
Imagine the Public Agenices powered by technology that's beautiful, easy-to-use, and designed to speed performance. New social collaboration tools, enhanced mobility, deep public sector and not-for-profit specific functionality, and an intuitive user interface deliver modern solutions that will empower the Public Agencies to innovate. This is the experience that our team strives to offer the Public Agencies.
The core of the proposed solution is the Infor Lawson application suite, a unified solution for financial management, human capital management, procurement, and analytics that provides the robust functionality the NCPA Public Agenices need but looks, feels, and acts like the technology their users use in their personal lives. Infor Lawson ERP solutions are currently used by more than 2,000 customers across a variety of service industries, including not-for-profit, public sector and healthcare, who benefit from Infor’s deep domain expertise and industry functionality.
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Infor has enhanced, developed, and marketed Infor Lawson ERP, strategically augmenting the application suite with the development, acquisition and integration of industry-rich applications, such as Cash & Treasury Management, Workforce Management, HR Service Delivery, and Case Management. With the development of our technology infrastructure, Infor 10x, Infor has evolved our technology foundation with tools to further enhance our customers’ investements.
Infor has delivered new social collaboration tools, enhanced mobility, embedded business intelligence, industry-rich analytics, enhanced compliance measures, and an intuitive user interface. These modern solutions will empower the Public Agencies to innovate and stay current.
Infor’s micro-vertical focus on public sector and education delivers functionality and capabilites that have been built and continuously evolved over 30 years of serving public sector organizations. Our proposed solution addresses the Public Agencies’ core functional requirement areas of Human Resource Management, Financial Management, reporting and analytics, and cross-functional requirements.
Proposed Solution
♦ C L O U D The solutions must be natively built, multi-‐-‐-‐tenant cloud
architecture to provide customers with alternatives to on-‐-‐-‐premise or hosted solutions. By definition, the technical environment for such solutions is provided and managed by the vendor. Solutions are to be offered via subscription pricing in a “Software as a Service” model.
Infor Response: Infor offers a complete SaaS solution for the NCPA Public Agencies. Infor Lawson ERP in the Cloud is powered by Amazon Web Services (AWS), a global cloud hosting leader whose singular expertise and highly secure infrastructure provide unparalleled protection and reliability. The Infor Cloud team builds upon AWS world-class security using best-practice protocols and practical safeguards that not only protect the Public Agencies’ data, but also give the Agencies the confidence and peace of mind to explore new operations and organizational initiatives.
Infor User Experience
Infor Ming.le | Collaborative Business Motion | Micro-vertical Mobile Apps
Analytics | Pervasive, Embedded Data & Statistics
Cross-Industry Technology
Infor BI | Business Intelligence & Analytics ION | Integration, Workflow, Alerts, Business Process Management
Infor 10x | Customer Experience & Productivity CloudSuite | SaaS, Hybrid Deployment
HR Management Payroll
Financial Management
Learning Management
HR Service Delivery
Budgeting & Planning
Procurement Contract Management
Grants Management
Governance, Risk &
Compliance
Workforce Management
Expense Management
Strategy Management
Enterprise Asset
Management Emergency Response
Community Development
Customer Relationship Management
Healthcare Revenue
Management Utility Billing
Supply Chain Planning
Warehouse & Transportation Management
Transportation Public Safety & Justice Education Utilities Public Administration
Micro-Vertical Suites
Lemma Gailani� 9/1/2015 1:46 PMComment [1]: Cash & Treasury Management was developed in St. Paul by the Lawson folks after the Infor acquisition of Lawson. HRSD was acquired by Lawson pre-‐Infor acquisition of Lawson I think.
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Figure. Cloud Credentials
Infor’s SaaS (Cloud) solution covers all technical aspects of the application deployment, including:
• Infrastructure – hardware sizing, refreshes, capacity management, networking and security are all part of the service
• Lifecycle management – all patching, upgrades (major and minor) are included, allowing you to stay on the most current version of the software and take advantage of improvements as they are made available
• Monitoring – a complete, customized set of monitors watches the health and operational status of the systems to ensure that all components are available and functioning properly
• Disaster Recovery/Business Continuity – we conduct full-volume snapshots of all storage and replicate those snapshot to multiple off-site locations to ensure maximum recoverability of your system
Infor deploys our Cloud customers in a private, single-tenant environment where everything about the deployment is dedicated to the customer. There is no shared code, no shared storage, and no shared server resources, which allows us to manage your system the way you would manage it internally. We integrate our ITIL-based Change Management process with yours, giving you full visibility to the work we do on your behalf and the ability to decide if and when changes are introduced.
Infor leverages HIPAA certification / attestations ISO27001-compliant, fully-audited data centers, with the ability to increase capacity as you need it. Connectivity to those data centers is established via IPSEC VPN tunnel, linking your private network space in the Cloud with the private network space you operate today. We fully manage your Disaster Recovery solution as well, and that means no shipping of data or tapes to 3rd-party facilities and the multiple-hour delays associated with retrieving them. We employ state-of-the-art data replication to instantly move your backed-up data volumes to the data center(s) where your systems would be restored if a catastrophe were to occur, and we test, document and have a 3rd-party auditor attest to our recovery processes and their success.
Our Cloud service is backed (in contract) by SLAs that guarantee application availability and performance in a DR situation. We guarantee 99.5% application availability (applications fully up and available for use,
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not just ping and power to the servers) and we have options for DR that include a standard 24hr/24hr RPO/RTO, down to as low as 2hr RPO and 12hr RTO if required.
Infor offers Cloud in a monthly subscription model. The Public Agencies won’t need to worry any longer about unexpected costs associated with hardware failures or capacity increases, nor be concerned about the major consulting expense that normally accompanies a major upgrade. And the Agencies can remove depreciating software licenses and annual maintenance from their capital expenditure budget. All of the services discussed above are included in predictable and consistent annual (or quarterly) fee which is usually lower than the cost of providing the same service in an on-premise environment.
♦ S C A L L The solution should provide the following categories:
ØØ Human Resource Management §§ Core Human Resources
Solution must support the full lifecycle of workforce management functions: Organization Management; Compensation; Asset Tracking, Absence and Leave Management; Compensation and Benefits Administration Infor Response: Infor Human Resources is a unified suite of applications that provides functionality for core personnel management, learning management, talent management, workforce management and service delivery, modular by design to allow customers the ability to implement applications at their own pace based on their unique needs. The Public Agencies’ employees, managers, and executives can effectively plan, select, deploy, develop, measure, and reward your workforce with unified human resources capabilities.
Personnel Administration—Personnel Administration focuses on automating the business processes that support the employee lifecycle, such as transfers, promotions, terminations, position and assignment management, tracking employee training as well as full position budget control and development. Personnel Administration inherently supports complex employee-job-position relationships, including multiple employee assignments, full-and part-time employees, and union/contract employees. The Public Agencies can track and manage salary step and grade schedules, which are used to drive human resources processes such as payroll, budgeting, and workforce management.
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Personnel Administration – Talent Dashboard
Benefits Administration—Benefits Administration provides complete automation of enrollment, payroll deductions, plan updates and regulatory reporting for employees, retirees, and Cobra participants. Benefits Administration automates your benefit programs no matter the size of your organization or how complex your plans. Benefits Administration is fully integrated with the Infor Payroll application and other Infor suites. Benefits Administration provides the automation that makes plan administration and enrollment an easy and efficient process.
! Ease of Enrollment—You can define eligibility and benefit criteria to accommodate different groups of employees. Each new hire, based on specific eligibility criteria, triggers the notification and enrollment process, including payroll deductions set-up.
! Automatic Updating—As events that affect an employee’s benefit plan eligibility take place, Benefits Administration handles any necessary benefits changes. Benefits is fully integrated with the Infor Payroll application and Financials suite, so payroll deductions start immediately, or can be future dated with any plan enrollment or changes. In addition, through Employee and Manager Self-Service, employees have 24-hour self-service Web access to benefit information. Employees can enroll in benefit plans and make plan changes, add or change dependents and beneficiaries, manage flexible spending accounts, access retirement account information and model changes with “what if” scenarios. Benefits Administration works seamlessly with Employee Self Service during annual enrollment.
! Regulatory Requirement Compliance—Benefits Administration handles your regulatory and reporting requirements. For example, when departing employees qualify for Consolidated Omnibus Budget Reconciliation Act (COBRA) benefits in the U.S., Benefits Administration generates an eligibility notification letter that lists costs and deadlines for decision-making and payment. After receiving a response, the system can generate premium billing, handle cash payments and balances, and then integrate premium billing and receipts with Infor Financials for your COBRA participants.
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Benefits Administration – Medical Cost Calculator
Compensation Management – Compensation Management has been built in conjunction with Infor Human Resources, a strategy that enables easy plan set-up, enrollment, and keeping up with such ongoing changes as promotions and department transfers. The solution also allows you to link pay to individual benchmarks, organizational objectives, and performance, while delivering tools that help to measure the overall effectiveness of your compensation programs.
Absence Management—Absence Management will allow the Public Agencies toautomate leave planning, administration and compensation for your entire organization. Infor Absence Management combines employee and manager self-service absence management functionality to help you track and analyze consolidated absence and leave accrual information.
! Submit absence requests for approval and view status ! View current and projected absence balances ! Configure absence accrual rules to meet specific bargaining unit and union
contract requirements ! Integrate with Teacher Contract Administration for leave administration of
detail work schedules associated with educator agreements ! Increase ability to administer extended leave, meeting compliance standards
related to legislated leave laws including Family Medical Leave Act (FMLA), Fair Labor Standards Act (FLSA) and negotiated Worker’s Compensation agreements
! Improve workforce productivity with Absence Management integration to Infor Workforce Management
Mobile Employee—Infor Mobile Employee allows Employees and Managers to access and take action on information from Infor Human Resources. Mobile access to contact information, a company directory, employee profile, paychecks, pay history, and benefits is provided.
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§§ Talent Management • Solution must support the following capabilities: Goal Setting, Performance
Management, Succession Planning, and Career and Development Planning
Infor Response: Goal Management—With Goal Management in place, the Public Agencies gain the ability to align employee goals directly with business objectives. Infor Goal Management operates with a visually appealing, intuitive user interface that shows, at a glance, individual goal attainment progress and organizational goal alignment. In addition, Infor Goal Management also makes it possible for you to define your goals by classifying them according to category and type within your organization, such as financials, customer service, or public safety. In doing so, you can facilitate the goal-setting process, by indicating the number and category of goals that individuals should align to during an evaluation.
Goal Management
Learning and Development—Infor Learning and Development is tightly integrated with other Infor areas of Infor Talent Management to help the Public Agencies invest in targeted, meaningful activities enterprise-wide, ensure employee satisfaction, and enhance organizational excellence. With the application in place, you benefit from access to integrated data from multiple sources. As a result, the Public Agencies gain:
! A more complete picture of employee competencies and development needs ! Insight to help tailor employee learning experiences more appropriately
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! Ensure compliance with learning plans
Learning and Development – Course Information
Infor Learning and Development not only focuses on the individual development planning process, it also supports strategic development planning, budgeting, and cost tracking at an organizational level. The application helps the Public Agencies link learning and development activities to resulting competencies and skills through graphical gap analyzes. As a result, employees have a clear, motivating line-of-sight to future career opportunities, with access to:
! Individual development plans that allow employees to link development activities to goals
! Organizational development plans, with automated budget calculation and cost management
! Role-based training functionality for learning managers, line managers, and employees
! Learning checklists that provide transparency to competency validation and requirements
! Learning and development activity and session registration management
! Wait-listing and approval automation ! Skill and competency achievement based on development activity
completion
Performance Management—Performance Management helps you evaluate and measure employee performance, retain top performers, and reduce attrition and flight risk. It allows you to track and complete unlimited numbers of 360-degree employee and group reviews quickly, and in a cost-effective manner. Each review is designed to provide you with insight on how customers, vendors, peers, and supervisors view your employees' performance, as well as how your employees view themselves. The data you gain facilitates your quest to consistently attract, identify, and retain top talent.
! Prepare and conduct reviews quickly and efficiently and improve quality and accuracy
! Generate real-time reports on compliance and outstanding evaluations
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! Maintain competency assessments for all departments, agencies, and contract staff
! Robust compliance reports that show Public Agency, departmental, or individual assessment
! Centralize electronic performance evaluation information and allow for safe, secure storage and easy distribution of information, minimizing the need for paper copies of evaluations
! Self-service goal management module helps align employee performance with key organizational objectives and tracks results
! Strategic approach helps organization become an employer of choice and attain “magnet” status — a tremendous asset in attracting and retaining leaders and staff
! New conglomerates feature helps complex Public Sector organizations manage multiple locations or HR administration functions
Mobile Talent Manager—Infor Talent Manager provides quick access to your team’s preferred contact information and key data to help you manage your resources. View a team member’s profile for relevant information about their work, their compensation and how they are performing. At-a-glance view of who’s working on your key business initiatives. Find the right person at the time you most need to get in contact with them. Provide your team with on-the-fly updates about their performance and goals. The Infor Talent Manager app allows you to extend your existing Infor Talent Management application on your iOS mobile device.
§§ Payroll
• Solution must support the configuration of employee earnings, deductions, accumulations and balances.
• Setup and management of tax authorities, withholding elections and payments.
• Manage worker tax data, payment elections, involuntary withholding orders and payroll input.
• Calculate, review/audit, and complete payrolls, settlements, and payroll commitments and payments
Infor Response: Payroll—Payroll provides a flexible framework to accommodate the Public Agencies’ complex payroll requirements, generating and maintaining comprehensive compensation data and information.
Infor Payroll has been in existence for over thirty years and is used by some of the world’s largest organizations. Infor Payroll is fully integrated with other areas of Infor Human Resources, capitalizing on your personnel, benefits, and workforce time data, to streamline payroll calculations.
! Delivers a rules-based setup, creating a system flexible enough to support a variety of methods for automating compensation, deductions and managing benefits
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! Accommodates multiple, user-defined pay calendars, full-time, part-time and temporary employees, and salary schedules
! Supports multiple time entry systems: Infor Workforce Management, Employee Self-Service and Manager Self-Service, Web time entry, automated time records, Excel uploads, manual entries, and integration with other systems
! Helps address complex regulatory reporting and compliance, bargaining unit specifics, garnishments and court order management, flexible automated deduction creation and more
! Automates tax assignment and provides taxing authority synchronization ! Helps you complete time-sensitive tasks, including deduction and
payment calculation, overtime, check printing, off-cycle payments, quarterly filings, payroll reporting and W-2 processing
! Allows you to spend less time maintaining employee taxes and increases your tax calculation accuracy
! Interfaces with Benefits Administration, Absence Management, Financials and other Infor applications
! Gives employees direct access to pay details using Infor Employee and Manager Self-Service
! Provides one of the only automated allocation mechanisms for tips—capturing, calculating, and reporting tips information and ensuring compliance with legal requirements (including FLSA)
BSI TaxFactory—BSI TaxFactory payroll tax calculation software is an industry-leading payroll tax calculation and payroll tax compliance solution that helps organizations meet ever-changing tax regulations and compliance standards while improving payroll efficiency and reducing costs. BSI TaxFactory integrated is delivered as part of Infor Human Resources. BSI solutions offer innovative, scalable technology and Federal, State, local and territory payroll tax coverage to payroll vendors, service bureaus, service providers and individual organizations. BSI Tax Factory automates payroll tax calculations for the most complex payrolls and will assist the Public Agencies in meeting regulatory requirements.
! Payroll Taxes—Calculates employer and employee taxes under tax jurisdiction-approved regular, supplemental, cumulative, irregular and vacation tax formulas and procedures. Alternate tax jurisdiction-approved formulas are also included
! Reciprocal Taxes—Accurately calculates employee taxes as may be required under formal reciprocal agreements between tax jurisdictions. Also calculates the appropriate resident and work tax jurisdiction taxes in the absence of official reciprocal agreements
! Locator—Validates the resident and work addresses of employees in accordance with the latest postal standards. Automates tax assignment for payroll setup, eliminating manual tax lookup. Monthly updates ensure that the most current information is being used
! Garnishment—Easily complies with garnishment regulations with this application that contains all the rules necessary to calculate any employee wage attachment or garnishment
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! Assessment-Earnings—Calculates the wages subject to taxation for both employee and employer-paid taxes, eliminating the need to stay on top of the overwhelming number of wage rules
! Assessment-Benefits—Calculates the taxability of IRS-qualified employee benefit plan contributions and subtracts excludable contributions before taxes are calculated
! Deferred Income—Calculates Federal, State, local and territory withholding taxes for periodic pension, annuity, other deferred payments and non-periodic distributions
Recruiting Solution must support the recruiting and hiring of new employees: Workforce Management; Requisition Management; Job Posting; Interview Management; and Offer Management Infor Response: Talent Acquisition—Infor Talent Acquisition arms hiring managers, recruiters and others involved in recruitment activities to strategically acquire top-‐quality talent. Use the tool to define your workforce needs, tap into appropriate job-‐candidate sources, efficiently communicate offers and contracts, and effectively manage data about current and potential talent. Once you have selected your top talent, you may also expedite their on-‐boarding process by leveraging functionality for all employee transitions. As a result, new and existing employees are better equipped to quickly and productively perform in their new roles. Infor Talent Acquisition will help the Public Agencies reduce the average time to fill a vacancy, and through automation will help free up HR resources to focus on more strategic initiatives.
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Talent Acquisition – Requisition Dashboard Time Tracking Solution must support time scheduling and time entry.
Infor Response: Workforce Management—Workforce Management is a comprehensive solution that encompasses all the functions and activities needed for the Public Agencies to maintain a productive workforce. At any given time, you'll know the answers to the most important questions about your workforce—who, what, when, where, why, how, and how much.
Infor Workforce Management will help the Public Agencies:
! Automate key workforce management processes ! Incorporate workforce management best practices ! Anticipate workforce demands and schedule the right coverage ! Better analyze workforce data ! Comply with complex regulations and rules ! Maximize business value from your workforce
Many organizations are challenged complying with union rules, government regulations, and internal workforce policies in ways that also support business needs. With new regulations being established every year and with greater enforcement of existing regulations, organizations need help properly implementing processes for compliance and compliance reporting. The same is true for union rules and internal organization policies. The planning, scheduling, time and attendance, and performance management capabilities in Infor Workforce Management work together to give organizations with even the most complex compliance challenges an easy and effective way to ensure they are in compliance with key requirements.
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Workforce Planning—Workforce Planning streamlines and automates the workforce planning process so that you can accurately plan your workforce deployment. Infor Workforce Planning helps eliminate costs, time, and errors from the budgeting and planning processes. It also integrates annual and periodic forecasting activities with weekly workforce management execution. Use historical performance, standards, and productivity factors to create a bottom-up labor budget that covers forecasted business demand. Align workforce budget forecasts with top-down budget constraints. Ensure process compliance with dashboards and alerts.
Workforce Scheduling—No two organizations have the same combination of service level demand, union rules, government regulations, and internal policies driving their workforce scheduling processes. To meet these diverse requirements Infor Workforce Scheduling offers several schedulers, all of which are integrated with the core Infor Workforce Management solution. The scheduling options include:
! Automatically create schedules to address complex labor challenges that stem from government regulations, union requirements, business rules, and service level demand. Eliminate scheduling errors to save time and money.
! Create and edit sophisticated schedules by automatically assigning employees to meet required demand. Easily find appropriate replacement employees when necessary. Access real-time workload coverage indicators and key workforce summary statistics. Easily book employee time off.
! Develop schedules mathematically, considering all potential variables that affect your business in real time to consistently create optimized schedules. Solve your most challenging workforce scheduling challenges. Each scheduler provides many common capabilities: o Employees can document their availability for shifts and balance
their work/life preferences o Employees can set their own schedules using an intuitive web-
based interface o Managers can modify schedules or fill unexpected gaps as they
happen, using email or their mobile device o Your organization can create schedules that are fully compliant with
union rules, government regulations, and internal policies o Your organization can distribute optimized schedules over the
Internet or your intranet, or through employee kiosks or a mobile device
Time and Attendance—By using Infor Time and Attendance, your payroll department can reduce errors and overpayments by validating time and labor data collection in real time and by automating zero-to-gross pay calculation.
! Maintain an attendance history by employee. Automatically and proactively notify an employee's supervisor when attendance violates a configured policy. Create a seamless data exchange among all workforce management processes, and with payroll and human resources processes. Automate leave entitlement processes
! Capture employee clock-in and clock-out data and determine what time code, paycode, and pay rules apply to the employee
! Assign time to departments, programs, projects and grants to enable internal reporting and external compliance
! Automate overtime distribution based on established rules.
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! Assign employees to a shift based on a rules-based shift-bidding system ! Balances and accruals-Automate employee balance accruals and time-
off requests
Financial Management -‐ Core Financials Solution must support financial management and accounting functionality: Financial Management; Accounting and Reporting; Flexible Account Structure; Supplier Accounts; Customer Accounts; Business Assets; Cash Management; Budgets; Contracts; Billing and Revenue
Infor Response: Infor Financial Management is a unified set of software applications that helps government organizations drive enterprise value with enhanced information for targeting growth and a platform for sustainable compliance. Infor Financial Management helps improve transparency of business, strengthens financial discipline, and helps improve business processes and reduce costs. All applications within the Financial Management suite work together and share common master data where appropriate. They provide solutions for the full cycle of finance, from budgeting and forecasting, through the management of grants, projects and activities, to the reporting of results.
Enterprise Performance Management: Budget Preparation—Infor’s Enterprise Performance Management solution will help your organization maintain accurate visibility and control over your forward-looking financial plan, which is critical to achieving operational objectives. The Infor solution is a highly differentiated and analyst acclaimed application that is designed to help you automate your budgeting process and can even revitalize your revenue and expense forecasting processes. When used together with best business practices, benefits can include:
! Increased participation and accountability in the planning process by providing a dynamic and collaborative budgeting environment
! Ability to synchronize bottom up agency forecasts with top down executive branch targets
! Eliminate spreadsheet link issues with calculations, consolidations and rekeying by using a central database
Key budget formulation features of Infor Enterpise Performance Management budgeting solution include:
! Intuitive and easy to use web based interface enables collaboration tailored to each user’s responsibility area, accessed through a role based security model.
! Budget any number of zero-based, historical based or rolling budgets and plans. Enables users to seed upcoming budgets based on top down targets, historical data or driver based plans. Driver based budget models allow users to test assumptions and view the data from multiple perspectives.
! Allows the creation of multiple hierarchies so you can have single version of the truth but present it in a variety of perspectives, such as legal, management, or geographical.
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! Provides version control, verifies calculations and eliminates error prone spreadsheet links by using a single database to promote easy, economical deployment and ongoing maintenance.
! Built-in Approval process which tracks submissions and approvals in real time. Users can see status of whether managers have accepted or rejected budget submissions. Workflow process can include narrative of needed changes on budget submissions.
! Built-in financial intelligence that allows you to reduce implementation time and improve data integrity (i.e., knows the difference between debits and credits and between financial and non-financial information; understands how to handle data for P&L statements, Balance Sheets, and statistical measures.)
! Purpose built module for headcount planning at the position or employee level with automated calculations of fully loaded headcount costs.
General Ledger: Budgetary Control—Infor General Ledger serves as the budgetary control center of the financial management suite, encompassing both actual and encumbrance entries, making the relationship between the two transparent and synchronized. Once budgets are prepared and approved within Budget Management, they are integrated into Infor General Ledger to provide the basis for budgetary control. Separate ledgers for encumbrances create confusion and keep accountants busy with reconciliations. By holding both transaction types in the same ledger, the process of recording and reporting on encumbrances is streamlined. System-generated encumbrances, such as those from the Purchase Order or Accounts Payable system, will automatically liquidate upon settlement; making the process even more efficient.
Budget vs. Actual with Encumbrances
General Ledger—General Ledger serves as the foundation for the Public Agencies’ financial activities; it is where organizations design and establish their Chart of Accounts structure and values within the
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financial management applications. In addition to serving as the accounting foundation, Infor General Ledger also helps the Public Agencies to easily capture, analyze and report transactional information. Infor General Ledger works tightly with all Infor business management applications so you can transfer data securely among applications and to anyone who needs to know.
Multi-‐Book Ledger—The Infor Multi-‐Book Ledger application provides your organization a method to maintain parallel sets of books for the same General Ledger entity to account for variations in reporting requirements. Multi-‐Book Ledger uses Infor Financials General Ledger as its foundation. A ledger entity inherits the structure of a General Ledger entity and Ledger reports combine General Ledger and Multi-‐Book Ledger data. A ledger is a book used to maintain adjustment or elimination entries in a separate book from the General Ledger posting book, to allow for different financial reporting for the same entity, accounting unit, and account. A ledger is essentially used to provide parallel books for a General Ledger entity. You can associate a ledger with one or more General Ledger entities, and a General Ledger entity can be associated with multiple ledgers. Infor uses Multi-‐Book Ledger to support financial statement, CAFR and GASB reporting requirements.
Cash & Treasury Management—Skillful management of working capital can make the difference between surplus and deficit in many organizations. While cash management principles are simple in theory, in practice they’re highly complex, often incorporating thousands of transactions involving scores of financial institutions, bank accounts, cash transactions, and application systems. the Public Agencies need to be able to see cash position and to forecast cash as a comprehensive whole so that you can build and execute successful short- and long-term strategies. the Public Agencies also need to be able to monitor cash transactions for accuracy and timeliness, without getting overwhelmed with the volume of details.
Infor Cash & Treasury Management provides the Public Agencies a single, unified resource to manage cash operations, including tools to:
! Manage bank relationships—Keep track of bank accounts and contacts, including internal resources and permissions. You can also maintain audit trails, track correspondence, and attach documents for later reference, including notifications about account changes
! Analyze bank fees—Import bank fee statements so that you can rapidly audit bank service fees against previously contracted fees. You can also track disputed items and save related correspondence for future reference
! Streamline cash reconciliation—You can schedule Infor Cash & Treasury Management to perform automatic cash reconciliation based on rules and tolerance limits. You’ll also be easily able to reconcile to Infor Financial Management, and integrate automatically generated accounting entries with General Ledger.
! Automate bank statement polling and processing—You’ll save time and prevent errors by scheduling and downloading bank statements using our secure, electronic communication capabilities. With support for common bank statement formats including BAI, BAI2, and MT940, Infor Cash & Treasury Management securely retrieves, verifies, and categorizes transaction information based on rules you define.
! Monitor cash positions—Real time cash positioning brings together prior day bank account balances and intraday bank activity in order to calculate the projected closing balance for each bank account. You can
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view your daily cash position in summary or detail by bank, account, or person responsible.
! Improve cash forecasting—You can forecast short and long-term cash requirements more accurately with cash flow information from Infor Financial Management. You’ll be able to build cash forecasts based on historical, calculated, and manual entry numbers for both Infor and non-Infor financial data.
Accounts Payable—Infor Accounts Payable helps the Public Agencies better manage your payments and costs. It offers a comprehensive set of tools to manage invoices, vendor records, cash flow and payments and at the same time, it also serves as a repository of valuable payables information, ready to assist with good stewardship of the organization’s financial resources. See additional details about Accounts Payable functionality within the Procure-to-Pay section.
Billing—Infor Billing lets you define and maintain pricing, discount, and invoice parameters for the billing needs of your organization. It is fully integrated with the General Ledger, Inventory, Cash Management, Accounts Receivable, and Accounts Payable systems. Infor Billing application is affected by and follows the customer information that is set up in the Accounts Receivable application.
Accounts Receivable—Infor Accounts Receivable processes deposits and payments, manages customer credit, and tracks historical trends. Accounts Receivable automates and manages your cash application and deduction management processes and allows organizations to track receivables by fund, source, and revenue categories. It improves the collections process and helps tighten procedural controls to facilitate accurate credit management and stronger customer relations.
Accounts Receivable helps the Public Agencies analyze customer payment trends to make informed decisions, reduce outstanding debt and improve your organization’s risk management strategy. Payments can be received electronically or entered manually in Infor Accounts Receivable. Organizations can define credit management policies by setting credit limits and terms of sale while implementing finance and late-payment charge policies as well as defining customer tolerances and limits.
Asset Management—Infor Asset Management is an integrated, comprehensive fixed asset system that provides access to key information such as book value, location of assets, inventory costs, lease costs and depreciation values. It’s flexible enough so you can customize asset definitions by department, cost center, function or location while complying with current accounting standard and reporting requirements.
Infor Asset Management helps you to support your asset accounting processes and provides accurate, timely and secure asset information that maintains full statutory and organizational compliance. Adjustments can be made quickly, allowing organizations to respond to changes in government regulations.
The most important part of the asset management process is setting up a structure to capture key information from a variety of sources. Asset Management is integrated with other Infor Financial applications and non-Infor programs so// information flows directly into General Ledger, Accounts Payable, Requisitions, Project Accounting, etc. You can collect data from virtually anywhere and move it wherever you want – automatically.
In addition to calculating the depreciation of assets, Asset Management allows assets to be adjusted, revalued, transferred and disposed on an individual or mass basis. Adjustments, such as repairs, update the asset by defining repair information for an existing asset. Projections, based on the adjustments, are available to view depreciation projections for a book and Fund. Asset transfers can be completed in part or in full. Once you start the transfer and select the items (in the case of a partial item transfer only), the system prompts the user for approval of the proper general ledger entries associated with the transfer.
Whole (individual or mass) or partial assets can be disposed of in the asset disposal process. In the case of a partial disposal, Infor Asset Management automatically prompts the user to select the items involved
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in the disposal and indicates the quantity to be disposed for each item. Infor Lawson allows for multiple disposal types, which determine the way in which the asset are to be disposed of, including Abandoned, Donated, Exchanged, Purged, Retired, Sold, Traded and Other.
Currency—The Infor Currency application is used to maintain the information needed to conduct business operations in multiple currencies. Infor Currency allows you to define as many currencies as needed, and transact in any of them, but additionally, it allows you to up to five currencies for each transaction:
! The currency of the transaction ! The currency assigned to the specific General Ledger account ! The organization’s operating currency ! Up to two additional currencies for reporting and inquiry
Mobile Financials—Infor Mobile Financials helps your finance and accounting staff quickly research and get status on account balances, invoices and payments through their iOS devices, putting financial information at their fingertips while away from their desks. Designed specifically to bring the power of Infor Financial Management to mobile devices, Mobile Financials allows users to:
! Review and approve invoices in Accounts Payable
! Look up and review vendors and vendor history
! Review and approve journal entries
! Review open customer invoices and related payments
! Look up and review customer details and history
! View customer payment trending
Mobile Assets—Infor Mobile Assets helps your assets team and other staff to quickly look up assets, perform inventory and update asset information through their iOS devices, freeing them from their desks and making them more productive. Designed specifically to work with the Asset Management module within Infor Financial Management, Mobile Assets allow users to:
! Inquire on assets by location, type, owner, tag and other data
! Look up and perform an inventory of assets
! Update assets
! Transfer assets
Grants Solution must be able to administer and report on awards from 3rd parties such as the federal government, foundations, or other funding institutions: Manage Sponsors; Record Awards; Manage Hierarchies; Calculate Facilities and Administrative Costs; Manage Budgets and Balances Infor Response:
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Grant Management—Infor Grants Management enables you to optimize the business side of your grant-funded programs by helping to reduce costs, automate system-wide grant processes, eliminate redundant systems and tasks, deliver real-time role-based information and ensure regulatory compliance.
In light of increasing regulatory and financial pressures, organizations often struggle with a number of critical issues, such as tracking and controlling grant-funded expenditures, handling effort reporting, billing and collecting from grantors and understanding the financial aspects of grant related activities. Grants Management is helping organizations to manage their programs more strategically, reduce their risks and become better stewards of their grant resources.
Grants Management is tightly coupled with Infor Project Accounting. Programs or projects defined in the Project & Activity Accounting module are linked to grants using a one-to-one, one-to-many, many-to-one, or many-to-many relationship. This allows grant-related expenditures to be tracked by project or program, grant, grantor, CFDA number or user-defined funding source. Grants Management allows the Public Agencies to track funding down to the transaction level, without having to key in one or more funding sources for each transaction. This arrangement allows for maximum transparency and efficiency. Infor Grants Management is grantee-based; grantor functions, including sub-awards, can be managed using the Project Accounting foundation and Infor Contract Management. the Public Agencies can define the project structure to include activites to track sub-award activity, all of which is tightly integrated within Infor Contract Management.
Project Funding Workspace
Projects Solution must be able to support the creation and management of projects and other initiatives: Build Plans; Utilize Project WBS; Phases; Tasks; Milestones; Planning and Staffing
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Infor Response: Project Accounting—Infor Project Accounting is a comprehensive project accounting system with robust billing and revenue management capabilities. Project Accounting is engineered to accommodate the complex and often conflicting requirements of your users. By tracking the accounting aspect of projects (i.e. “non-GL”) in a separate ledger, information becomes readily accessible to both Project Managers and internal accountants whenever and wherever they need it.
From tracking daily project activity, to grantor billing, Project Accounting transforms your enterprise so you can effectively manage the accounting of your projects — from inception to completion. Combined with Grant Management, it provides you a means for complete, end-to-end project or program accounting.
Within Project Accounting, users can:
! Define alternate reporting calendars, which may differ from the standard fiscal calendar
! Define roles and assign resources to those roles
! Define burden rates for indirect costs which will automatically generate burden transactions
! Perform Cost Allocations for costs that are shared across projects
! Define Periods of Performance for acceptable date ranges for purchase order, invoices, payroll, and so on; with different dates for each type of transaction
! Report on and make adjustments to percentage complete calculations
Project Accounting also acts as the information bridge between the needs of the field accounting and central financial accounting functions. It provides a centralized repository for maintaining and analyzing information related to individual projects, whether the end product is a fixed asset, a service deliverable or a strategic review of your internal operations. It allows your organization to manage the life cycle of programs, capital investment and internal projects. Project Accounting was created specifically to meet the unique requirements of project-centric organizations. You gain comprehensive functionality, automation and integration with this system. Your managers can view immediate project costing status to respond quickly when financial or operational issues arise.
Sample Project Structure
Project Billing
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Solution must be able to bill customers for specific projects: Configure Rates; Apply Rules; Review and Approve Billable Transactions; Invoice Customers
Infor Response: Billing and Revenue Management – Infor Billing and Revenue Management application lets you bill customers and recognize revenue directly from Project Accounting. Billing and Revenue Management works in conjunction with Project Accounting which provides a project accounting and activity-based costing solution. Project Accounting captures information from all Infor subsystems to provide an operational view of your organization.
The Billing and Revenue Management application lets you:
! Define and maintain billing information for billable activities, including
customer information and contract amounts
! Assign a customer to a contract
! Define the percentage of the activity billed
! Define revenue recognition parameters independent of the billing cycle
! Calculate multiple revenue recognition methods
Procurement Solution must support the procure to pay process: Manage Suppliers; Supplier Contracts; Requisitions; Purchase and Change Orders; Receipts; Goods and Services Sourcing; Track and Analyze Spend
Infor Response: All applications within Infor Procurement work in conjunction with Infor Financial Management and share common master data where appropriate. They provide solutions for the full cycle of procurement activities, from requisition through payment, including links with budgetary control and project and grants management.
As the cost of goods and services climbs unabated, so do the “hidden” costs embedded in purchasing processes. Infor Procurement applications can help you take control of prices paid to vendors, while helping eliminate costs resulting from manual, paper-‐based, and often disconnected processes, as well as from duplication of effort and off-‐contract buying.
Infor focuses on streamlining the processes for Public Agencies’ employees and organizations to acquire goods and services. The ability to automate and streamline these processes begin with establishing a sound foundation of purchasing controls, including establishing vendor pricing agreements and contracts, importing and maintaining item information.
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Infor Purchasing also improves the accuracy and timeliness of how internal information flows to suppliers, which translates to enhanced vendor relationships and an improved organizational image. Purchasing is fully integrated with General Ledger and Project Accounting areas of the solution suite, to capture and update pre-‐encumbrance and encumbrance data as transactions are entered and modified.
By automating and streamlining routine processes, procurement staff can reclaim valuable time to focus on contract management and sourcing. Since edits and approvals occur on the front end of our embedded processes, there are far fewer corrections that must be made to complete a transaction. Powerful reporting tools keep the entire organization informed, from the status of an order, to remaining budget for a particular account, to the automatic notification of expiring contracts.
Requisition Center & Requisitions—Infor Requisition Center is designed to extend the advantages of requisitions beyond the purchasing department. Departmental casual users will be able to create their own requisitions online, while your organization automates the requisition approval process. With this tool, users can quickly adopt online requisitioning as a single point of entry for all goods and service requests. Requisition Center offers templates and other timesaving features, adapted from the world of e-commerce, to quickly make every internal client a productive user of the system with minimal training, including Procurement Punch-out. Simplified tools give casual users the same powerful search capabilities that power users enjoy, without having to leave the online requisition environment they use to create requests.
With Requisition Center, users can:
! Create a single requisition for stock, non-‐stock and special-‐order items, as well as services; Procurement can then automatically generate multiple purchase orders from that requisition
! Configure the system to meet their business requirements—you determine what information is available and which fields, menus and buttons are displayed, according to each user’s role
! Reduce the number of keystrokes needed and the amount of time generating requisitions
! Conduct advanced searches, using key-‐word and autocomplete capabilities—an easy, fast way for users to find the items they need
! Automate workflows, using delivered process flow templates, for routing and approval processes
Infor Requisitions is the foundation for all application requisitions, including those created within Requisition Center. Requisitions can be used by power users for requisition entry, review, and update, if desired by the Public Agencies. Additional online inquiries and reports are also available within this application area.
Mobile Requisitions—Infor Mobile Requisitions is offered free of charge to any customer that wishes to use the technology. Current platforms include tablet devices, as well as certain smartphones (iPhone 4S and higher, Android). Mobile users can currently create requisitions from standard Public Agencies’
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templates; track requisitions, including approval and procurement status, as well as requisitions that are fulfilled from internal warehouses; and receive purchase orders created from each requisition.
Strategic Sourcing—By using Infor Strategic Sourcing within the Public Agencies, you have the opportunity to reduce costs, decrease manual tasks, and improve the ability to manage the acquisition of goods and services. Specific key benefits from using Strategic Sourcing may include:
! Driving immediate and long-term cost savings by improving spend management
! Giving suppliers convenient, around-the-clock access to bid invitation details and the bid submission process through a secure, easy-to-use supplier portal
! Providing an easier, faster means for creating bid requests, sending them to suppliers, analyzing responses, and awarding bids
! Accelerating and streamlining sourcing processes via customizable workflows that can be set up to comply with your organization’s approval policies as well as regulatory requirements
! Fostering broader supplier participation, potentially receiving higher quality responses, and stimulating greater competition, helping to meet your supplier diversity goals while lessening the burden on your staff
! Eliminating many paper-based request-for-bid processes through online notifications, bidding, negotiations, and responses to supplier inquiries
! Reducing the need for meetings and phone calls by automating relationship management
! Reducing overall supply chain expense and speeding up fulfillment cycles
! Full integration with other Procurement and Financials applications
Strategic Sourcing provides a flexible configuration foundation that allows the application to easily meet the Public Agencies’ specific requirements. Strategic Sourcing supports the Public Agencies’ ability to:
! Standardize bid information by establishing terms and conditions, award reasons, and categories
! Simplify electronic RFx and bid creation with event templates and reusable supplier questions
! Create and apply standard reason codes for awarding bids, allowing you to easily categorize, track, and monitor awards
! Establish a library of event templates for commonly required types of bids
! Set up routinely asked questions for specific sourcing events
! Request supporting documents as attachments
! Tie requests to industry-standard classification structures, such as NIGP and UNSPSC
! View and analyze supplier responses side by side
! Weight criteria and analyze bids based on criteria beyond price
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! Award sourcing events and automatically create agreements or purchase orders
Strategic Sourcing is integrated with Infor Supplier Order Management, which allows vendors to view and respond to open events. Fostering open communication, this integration allows the Public Agencies to:
! Distribute bids openly and efficiently through your organization’s web site
! Invite potential suppliers to register for bids through an easy-to-use process
! Allow suppliers to provide and maintain qualifying details about their company, including which commodities they provide to ensure notification of appropriate sourcing events
! Allow suppliers to preview upcoming bids and submit their responses electronically, using only a standard web browser
! Answer supplier questions and maintain an open dialogue through a Q&A board
Contract Management—Infor Contract Management is designed to make it simpler, faster, less expensive, and more secure for your organization to create, manage, and monitor contracts, by allowing the Public Agencies to:
! Have secure, centralized access to—and auditability of—all procurement and non-procurement contracts in your organization
! Improve visibility into price and compliance information, allowing your materials team to negotiate more effectively, standardize purchasing practices, and save the company money
! Utilize insightful spend analysis to reveal spend by commodity and buyer to help identify opportunities for savings, improve contract compliance, and drive better contracts
! Take advantage of cost modeling to allow better contract negotiation by showing potential effects of changes in key variables (such as cost and quantity), and better forecasting by allowing users to more accurately project future contract needs based on historical data
! Gain greater control by legal and/or contract administration over contract terms, clauses, and conditions
! Simplify an
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d accelerate the contract creation process with reusable contract templates and language
! Improve the supplier selection process with supplier performance evaluations and supplier comparisons
! Integrate with other Supply Chain Management applications for a comprehensive, “source-to-settle” procurement process
With Contract Management, you’ll simplify the contract creation process, allowing your buyers to spend more time on more strategic tasks. If you’re using Strategic Sourcing, information already captured with that application can automatically populate the contract templates in Contract Management. If you need a contract similar to one executed previously, you can simply copy the existing document and modify it as needed.
Save significant time even when creating a contract from scratch with the “Interview Wizard,” which walks you through a series of questions relevant to the type of contract being created—you’ll no longer need to worry if the right information is being collected. Negotiating contract details become easier with “what-if ” contract modeling
The Public Agencies will be able to generate clean, standardized contracts—ready for review and approval—as new information automatically merges with pre-approved terms and conditions. Internal and external reviewers can make their suggested changes directly within the application, and contract administrators can then accept, reject, or modify those changes. And when it’s time to renew contracts, you can easily send those contracts out to bid using Strategic Sourcing.
When creating procurement contracts, Contract Management allows you to:
! Accommodate both products and services (including tiered pricing scenarios) within a single document
! Support manufacturer, distributor, and group purchasing organization (GPO) supply chain agreements.
! Handle multiple contract sections, change orders, and revisions
! Upload price catalogs and manage price changes prior to updating vendor agreements
! Monitor pricing tiers to ensure you are taking advantage of the price for which you’ve qualified
! Track contract milestones
! Receive alerts for key contract events, including expiring supplier diversity codes and expiring supplier contact certifications
! Track retainages and automatically calculate payment holdbacks
! Track subcontractors, subcontractor payments, and diversity codes
! Monitor encumbered funds and check against contract maximums
! Bring the Public Agencies’ key personnel up to speed quickly with standard reports for critical operational information, such as: contract compliance, contract activity, item cost variance, and off-contract purchases.
Purchase Order—Infor Purchase Order simplifies procurement processes by establishing vendor pricing agreements and contracts, creating, importing and maintaining item information, and creating and issuing
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several types of purchase orders. Goods can be received centrally or at individual departments, as well as with smart phones and tablet devices when requesters are away from their desks. The system offers great flexibility while giving your organization a very sophisticated supply chain management system. The result is an efficient tool that reduces errors and keeps suppliers in the ‘virtual supply chain’ informed. In addition, the Purchase Order module improves the accuracy and timeliness of the internal information flow to suppliers, which translates to enhanced vendor relationships and an improved organizational image.
By automating and streamlining routine processes, procurement staff can reclaim valuable time to spend on sourcing, rather than just purchasing. Since edits and approvals occur on the front end of our processes, there are far fewer corrections that must be made to complete a transaction. Powerful reporting tools keep the entire organization informed, from the status of an order, to remaining budget for a particular account, to the automatic notification of expiring contracts. Finally, Infor Purchase Order works seamlessly with all other supply chain modules, giving you supporting streamlined processes across the enterprise.
Receving Self-Service—Infor Receiving Self-Service is designed to provide casual users with ability to create their own receipts online, Simplified tools give casual users the same powerful search capabilities that power users enjoy, in a user-friendly interface. Users can search for items to receive by various paramaters and even drill into purhcase order details to ensure they are receiving the appropriate goods/services.
Receiving Self-Service
Accounts Payable—Infor Accounts Payable helps the Public Agencies better manage your payments and costs. It offers a comprehensive set of tools to manage invoices, vendor records, cash flow and payments and at the same time, it also serves as a repository of valuable payables information, ready to assist with good stewardship of the organization’s financial resources.
Accounts Payable’s design allows all entities within your organization to access and share vendors, banks, taxes and other configurations. 1099 codes, stored on the vendor record, will track and store all invoices for the production of 1099 forms at year-end. Other standard defaults for each vendor can include income withholding, standard accounting distribution defaults, default payment methods and alternate payment vendors for suppliers who are factoring their receivables. Also, by allowing for
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unlimited children for each vendor, your organization can track all vendor address locations, each with their own contact, invoicing defaults and location balances without taking up extra space or having to create additional vendors within the vendor master file. Accounts Payable also provides numerous user-defined fields to help your organization track vendor status or attributes such as minority status, small-business status, veteran owned business, etc.
The fully integrated nature of the system allows for streamlined processing of all procurements and expenses from the requisition phase all the way to production of the final payment, whether it is by check or electronic means. The real-time checking of available funding for purchases, whether from general funding or from grant or project funds, will help your organization proactively manage the accounting process for all payable transactions and make all departments more accountable for their purchasing decisions. Automated workflow allow the Public Agencies to route payments for review and approval, based on the Public Agencies’ business rules.
Invoice Matching—Infor Invoice Matching ensures a smooth flow of invoices through your organization, and full integration with Purchasing and with Accounts Payable. Its audit and control functions provide automatic three-way matching of invoices with purchase orders and receipts, eliminating manual entry and saving time. This matching process takes into consideration partial receipts and partial payments, allowing you to pay invoices in a timely manner and take advantage of any potential discounts that might occur. Invoice Matching also supports two-way and four-way matching.
Inventory Solution must support central stores inventory: Storage Locations; Physical Counts; Adjustments; Valuations; Units of Measure; Replenishment; Automatic Re-‐-‐-‐order Points
Infor Response: Inventory Control—Infor Inventory Control allows the Public Agencies to effectively monitor and manage inventory throughout the organization. Its flexible design and close coupling with Infor Requisitions, Infor Purchase Order, and other Infor applications EAM for Transportation help facilitate a smooth flow of information and products.
Inventory Control can be configured to continually calculate reorder information to adjust Economic Order Quantities and Reorder Points. With the ROP set, the system generates replenishment orders within Infor Purchase Order (or Requisition Center, if desired) enabling the Public Agencies to keep shelves stocked at the appropriate levels, even during periods of fluctuation. Inventory Control maintains the item master for purchase order and requisition usage.
Inventory Control provides the ability to:
! Easy to maintain items through user-formatted screens and mass maintenance
! Variable decimals for both cost and quantity to help handle diverse item requirements
! Shelf-life tracking for date-sensitive materials
! Multiple replenishment methods including fixed or variable order point, minimum/maximum or DRP
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! DRP modules handles time-phased, order-point-driven replenishment
! Multiple costing methods including average, standard, LIFO and FIFO
Mobile Inventory—Infor Mobile Inventory is available to any customer that wishes to use the technology. Current platforms include tablet devices, as well as certain smartphones (iPhone 4S and higher, Android, and Blackberry). Mobile users can currently look up items and see where they are available (device cameras can be used to read barcodes); look up and review location details, including adjustments through cycle counts; and create replenishment documents to restock supplies.
Expenses Solution must be able to support employee expense processing: Expense Reports; Reimbursements; Rules; Approvals; Spend Analytics
Infor Response: Expense Management—Infor Expense Management provides a single, fully automated application for managing travel plans (authorizations) and expenses. Infor eXpense Management includes:
! Expense Reports—Travelers can create and manage expense reports whenever and wherever it's convenient, including via a smartphone or tablet. Plus, reviewers can open expense reports and attach supporting documents when they receive email alerts, without logging into the application
! Travel Plans—Enforce corporate travel policies before spending occurs by verifying compliance as employees make travel plans and create a fast, easy approval process. You can also attach travel plans to expense reports and compare planned versus actual expenses to improve approval decisions and increase the accuracy of future budgets
! Mobile device support—Allow employees to create expense reports on smartphones and other mobile devices anywhere, any time. Managers can also view and approve expense reports from their mobile devices, leading to time savings, faster response times, and increased productivity
Digital receipt management—Employees can easily attach, email, or fax receipts for a paperless solution
Reporting and Analytics Solution must support the ability for end users to create and manage their own reporting in real-‐-‐-‐time.
• Embedded transactional and business process reporting and drill-‐-‐-‐down • Ad-‐-‐-‐hoc report creation with on-‐-‐-‐line, print, spreadsheet and/or PDF integration
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• Management reporting at any level of organization and/or account or budget elements
• Complex multi-‐-‐-‐dimensional reporting for financial statements and statutory reports
• Ability to import external data for combination with system data to provide deeper predictive analytics
Infor Response: Business Intelligence & Analytics—Infor has proposed a complete business intelligence and analytical framework that meets the needs of the Public Agencies to review, report, and analyze data. Infor’s proposed business intelligence and analytics solution includes tools that allow end users access to industry-specific analytics, robust reporting capabilities, personalized dashboards, and workflows and alerts – all be accessed from a mobile device, with changes synced automatically to your desktop.
Business Intelligence—Infor Business Intelligence is a comprehensive business intelligence platform that can be used across various applications and organizations. Powered by an in-memory database, the solution offers a unique, multi-purpose web front end, as well as mobile capabilities that deliver the information you need anytime, anywhere. the Public Agencies will be able to transform information into actionable insights. You'll get a real-time view of performance across your business, speed decision-making, and unlock the potential of siloed data between your enterprise applications. Infor Analytics and the dashboard development tools works with the Infor Business Intelligence foundation to by providing pre-packaged role and industry-based analytics that allow users across your organization to easily monitor and analyze performance.
Analytics—Infor Analytics supplies role-based and industry-based reports, dashboards, key performance indicators (KPIs), and analytics for business users across the Public Agencies. As part of the analytics solution, Infor delivers pre-defined measures for financial management, supply chain, and project accounting. These analytics allow the Public Agencies to gain access to quality business performance insight, including relevant KPIs, measures, and views.
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Sample Project Dashboard
Project Budget vs. Actuals
Dashboards—Infor Business Intelligence lets you get the right information, to the right individuals, at the right time, so decision makers throughout the Public Agencies can identify new business opportunities and make more informed decisions. The embedded dashboards and the tools to create new dashboards empower end users to develop online reports and analytics that are relevant to their role in the organization. The online dashboards can be viewed online within the application as well as using an iOS device.
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Sample Financials Dashboard
Budget vs. Actuals Report
Standard Reports and Online Inquiries—End-users can access data across the Infor ERP Software for Government solution via online inquiry screens as well as the 850+ delivered reports across the aolution, most with the ability to set user-defined parameters. These reports are native to the Infor solution, are easily generated and may be scheduled to run on a repetitive basis. Delivered reports may be formatted in a number of ways, including XML, PDF, TXT, and CSV.
Microsoft Add-Ins—With Infor’s Microsoft Add-ins, you can access any application page and field(s) from the Infor solution and send the data directly to Microsoft Excel, thus allowing ad-hoc reporting and analysis without any technical expertise or knowledge required. Users can also create mail merge letters with any Infor field and send directly to Microsoft Word. Finally, with the upload wizard, you can upload any flat file into the Infor system, using a point and click wizard to map large batches of manual entries directly to the Infor database. All Infor applications are fully compliant with both OLE and DDE standards.
Drlll Around®—Drill Around® allows your users to view information about which they want to learn more. Users simply point and click to navigate logically related information. Navigating based upon intelligent metadata, rather than hard coded paths, enables users to follow logical and limitless paths to answer questions. This navigation can also include applications in non-Infor systems. As a component of Infor's Technology Foundation, Drill Around® is possible because of Infor's open, web-addressable architecture. In addition, Infor Drill Around® has none of the maintenance, support, or custom coding required in other vendors’ systems that attempt to create this type of function. Drill Around® is a truly unique Infor feature with tangible user benefits for the Public Agencies.
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Cross-‐-‐-‐Functional Technology
• §§ Consumer-‐-‐-‐like User Interface • §§ One security model (not different per application) • §§ Mobile-‐-‐-‐enabled (not add-‐-‐-‐on technology) • §§ Flexible business process configuration • §§ One workflow engine (not different per application) • §§ Global capabilities: multi-‐-‐-‐language and multi-‐-‐-‐currency enabled
Infor Response:
Underlying Infor’s proposed Infor ERP for Government is the Infor Technology Foundation, tools that enable integration, collaboration, and productivity. Infor's Technology Foundation have been built with a key objective in mind—to integrate the most mature, proven, and industry-driven applications available with modern, innovative technologies that change everything you thought you knew about enterprise software. Below, we have provided product overviews of several of our Technology Foundation tools that highlight the integration, collaboration and productivity capabilities of our solution, including multi-language capabilities (English, French, Spanish, Arabic, German, and Portuguese) as well as multi-currency (see Currency description under Core Financials).
Intelligent Open Network (ION)—Even though the Public Agencies are embarking on an enterprise wide business solution, there will always be the need to integrate data from and to the Infor solution from other in-house applications and tools. Infor ION enables intelligent business operations by simplifying integration between disparate systems, while combining contextual business intelligence, common reporting and analysis, streamlined workflow and business monitoring in a single, consistent architecture.
The Infor ION platform creates an inverted model for enterprise applications that moves them away from huge, complex middleware stacks. You get enterprise-wide visibility in a single management and modeling environment, plus a unified platform for social, mobile, and cloud. This simplifies integrations and upgrades, reduces the burden on IT, and gives end users greater flexibility to adapt business processes as needed. The result can be summed up in one word—harmony.
ION is fundamentally a publish/subscribe framework that uses XML standard business object documents (BODs) and it supports the following integration methods:
! Native Infor application pre-built integrations (EAM, IPS, Lawson, and others).
! Text file consume/produce
! Database select/insert
! Web Services
! JMS message
! Business Process workflow callouts
! Additional pre-built 3rd party connector integration (for EDI, Oracle eBusiness Suite, SAP, and SalesForce.com).
Ming.le—Infor Ming.le™, is a comprehensive platform for businss collaboration, business process improvement, and contextual analytics. Giving the Public Agencies the most innovative social media
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concepts translated into a business environment, the solution marries communications with business processes to help you work smarter and faster.
Unlike information sharing technologies that are disconnected from your core applications, Infor Ming.le™, is fully embedded with your organizational systems. All employees, regardless of their roles, can communicate, collaborate, and share information such as documents, plans, photos, and videos from a centralized location, with all activity captured and easily searchable. the Public Agencies can put information at employees’ fingertips with contextual intelligence, increase response times, and prevent problems with tasks and alerts, get the full picture of any issue or question with drillback capabilities, and get work done in new, game-changing ways with the use of social objects. Once you have it, you won’t be able to imagine living without it.
Infor Ming.le™ provides a centralized platform for collaboration that gives every user a powerful assortment of advanced capabilities in an easy-to-use package. You’ll be able to organize conversations into enterprise-wide streams; share key screens, data, and attachments; have relevant data automatically displayed based on the context of discussions; and help employees from across the enterprise work more effectively together through capabilities such as:
! Contextual intelligence—Infor Ming.le™ combines real-time information from Infor Financial Management and Human Resources, as well as any other transactional information, on a single screen. It automatically senses the type of work being done and displays information relevant to that task without requiring the user to search and store the results
! Tasks and alerts—Infor's technology allows transactional information to be transmitted in real time, so employees can keep up with the progress of important activities. Users can filter, view, and monitor information to keep tabs on the items that matter most. Infor Ming.le™ also includes a workflow interface that can push approvals and alerts to the appropriate people when problems arise to help speed their resolution
! Drillback—Analytics and reports in Infor Ming.le™ feature full drillback capabilities, so you can see the information supporting the data on your screen. For example, iIf total costs suddenly spike on one production line, you can immediately drill down and see which component of cost changed most to contribute to the increase. You'll be able to zero in on issues that matter and keep your operations under control more easily
! Social objects— Drawing on a concept from the social media world, Infor Ming.le™ lets users "follow" particular social objects and people, delivering automatic notices based on parameters that the user defines. For example, a sales rep can be automatically notified of all activity relating to a top customer, receiving updates when orders are received, invoices are paid, etc.
Infor Ming.le™ can help the Public Agencies:
! Increase productivity by delivering information in new ways and letting people work more efficiently. the Public Agencies will also be equipped to reduce email loads by putting information where people can easily find it and marrying communications with business processes
! Retain vital corporate knowledge rather than having it lost in information silos created by tools like email and instant messaging
! Attract and retain top talent by providing technology that delivers a consumer-inspired experience and creates a work environment that's in line with increasing employee expectations
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! Improve and speed decision making by putting relevant data at employees' fingertips and making knowledge sharing easy
Smart Office. Smart Office is an intuitive interface that is easy to use and adds to user productivity. Smart Office desktop-‐personalization technology provides the user with a canvas and allows the user to personalize the workspace. Smart Office when used in conjunction with the other system tools listed in this section brings all applications into one seamlessly integrated user interface. The focus is on the user, allowing them to tailor and personalize how they interact with enterprise applications, making them more effective and productive. It places the user at the center of the information workplace and its multiple processes.
Mobile. Infor is pioneering an innovative approach to adding new power to proven solutions, with flexible integration systems and a powerful mobile framework that gives you the benefits of mobile technology with the power and reliability of proven business solutions. Infor provides a number of pre-‐built mobile applications available on iOS and Android devices. All of the Infor applications are moving to being delivered using HTML5 which is device agnostic and will resize properly on any mobile device.
Infor Security. The Infor solution is delivered with a comprehensive Security engine. The Infor Security engine encompasses both the 'authentication' and 'authorization' aspects of security administration. Infor users are authenticated in one of two ways: native authentication challenges users for name/password and compares to the user table in the Infor dedicated LDAP instance. Optionally, The Infor solution can be configured to bind authentication to an enterprise directory such as Active Directory, e-Directory, Tivoli or other third-party directory.
In either case, once authenticated, all authorization rules are read from the Infor Security Engine. Infor Security utilizes a role and rules based additive security paradigm for the purposes of authorizing user privileges. By default a user has no role membership and thus no privileges for accessing the Infor solution. Roles typically represent specific jobs or functions within an organization and users are added to roles as needed. Within the Infor security paradigm, security classes, or task based groupings of rules, are assigned to roles and enable a member of the role to complete a specific function. The important distinction is that rules and privileges are associated with the security class and role not an individual user, which achieves a number of administrative efficiencies as users join the organization, leave the organization, or simply change job functions.
Very fine grained security policies can be achieved as a result of Infor’s definition of a ‘securable object’. Tables, records, fields, programs and functions are all considered securable objects against which specific security policy can be expressed. Support for field level security has a number of benefits, but most importantly, it allows security administrators to easily determine every area of the Lawson solution for which a given user has access. This concept is central to the Segregation of Duties report which affords security administrators the ability to see which users have access to any given combination of objects.
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Restrictions to administrative tool access; application access; menu access; record access; field access; and querying/reporting access are accomplished by explicitly granting or denying access through security rules to these functions. Groups of rules are associated with a security class, a security class is assigned to a role, and finally a role is assigned to a user or group of users. All security functions are performed in the Infor Security Administrator. Infor delivers standard templates for roles in an organization, i.e. AP Clerk, HR Generalist, etc. that have the appropriate authorizations to perform these common business functions. Organizations are free to modify these templates to meet their needs or create their own roles completely from scratch in order to establish their desired security policy.
The Security Administration tool also provides many reports including role assignment, object access, security violations, and changes made to the security model itself.
Infor Process Automation—Infor Process Automation is an enterprise-level Integration and Workflow Engine that is native to our proposed Financial Management suite. IPA combines flexible Workflow with robust integration in one simple visual tool. Some of the connectivity options with IPA are:
! File parsing and creation for XML, CSV, and Flat files
! Infor direct Data Queries and automated Transactions via Infor’s XML API wizards
! SQL/JDBC connector for direct 3rd party data-level connections
! LDAP query/update connector for centralized user management
! Web Services consumption: WSDL, UDDI, SOAP
! IBM WebSphere DataStage for data transformations and MQ for message queuing services
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Solution Stack
In for So lution Stack -‐ NCPA -‐ Reg ion 14.xlsx
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Product List
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Value Added Products and Services SHI provides the most complete solution than any of our competitors. We support the broadest product catalogue and provide a wide array of innovative procurement and IT asset services. SHI shows quality and unsurpassed excellence in all that we do. No other IT products reseller or manufacturer can provide as effective and efficient execution based on the terms and conditions of a contract as SHI. Our strengths include, but are by no means limited to:
♦ Significant experience with implementation and ongoing customer support of large
corporate clients, ♦ Financially stable; profitable every month, every quarter every year since current ownership
in 1989 ♦ Growth from $1 million in 1989 to current rate of more than $6 billion in 2015 without any
mergers or acquisition. SHI’s growth is strictly through new customer and business growth. ♦ The high quality of service that SHI delivers is evidenced by the fact that SHI has never lost a
large contract customer in the history of our company. Nor have we ever lost a re-‐bid on an existing large contract customer.
♦ SHI is unique in the reseller industry in that we have a core competency in Cloud Administrative Services. This provides NCPA with the ability to further consolidate and streamline procurement, deployment and support of a broader scope of products and services than contained in this RFP, longer term, if desired.
♦ SHI is 100% minority owned. This will assist NCPA in reaching any diversity goals it may have.
♦ Unsurpassed quality and flexibility in delivering customer facing systems including our flagship provisioning support platform SHIPS. Other value added services include, but are not limited to:
o License Redeployment/Re-‐Allocation Services o Software License GAP analysis o Web based, on demand, Reporting services – ReportFactory o Electronic software distribution/delivery services o Expert software license program guidance, recommendations, “what if” analysis
♦ SHI is flexible, creative and willing to do what it takes to earn and keep your business. SHI offers a wide range of services, both value-‐add and fee-‐based. Value Add Services include: -‐Customized Reporting -‐On-‐line Procurement -‐Dedicated Account Management -‐Volume License Program Management -‐Pre-‐sales support from SHI's Licensing Team and SHI's Hardware & Advanced Solutions Team -‐Staging & Inventory (up to 30 days at no charge) -‐Electronic Software Distribution -‐On-‐line invoicing
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-‐E-‐commerce Integration -‐Renewals Organization Services Fee-‐based services include: -‐IT Asset Management -‐Configuration Services -‐Laser Etching/Asset Tagging Server Builds -‐Asset Disposal/Redeployment Services -‐Mobility-‐Configuration/Imaging/Deployment Professional Services Professional Services can be delivered directly through SHI resources or contracted through our valued partner network. These services include: -‐Project Management Data Center Services -‐Security Assessments -‐On-‐site Installation -‐Remote Data Migration -‐Staffing -‐Help Desk -‐Break/Fix Services Dedicated NCPA Account Team SHI has established the dedicated Account Team approach as core in executing an effective customer service strategy. SHI customizes the team structure to meet the individual needs of each of our customers. The following positions would be included in direct support for NCPA: Account Executive—Paul Thomas: Direct sales related position with a mission of developing relationships with the appropriate representatives within NCPA. Responsibilities include establishing a customized service and support plan, resolving licensing issues, and constructing a pricing strategy and other topics critical to account development. The average tenure for an AE at SHI is 7 years
Manager, Inside Sales Support: Coordinates, maintains, and manages the activities of the Inside Account Managers.
Inside Account Managers (IAM)—Multiple: Maintain direct relationship with the customer and have the responsibility of ensuring customer satisfaction. Functional areas such as pricing, availability, order entry, tracking, returns, product information, and expedites are an integral part of their daily activities. They execute the plan established by the Account Executive for a customer. Ecommerce Implementation & Web Support Manager—John D’Aquila: will work with NCPA to link your internal systems to SHI's, assist in the customization of SHI.COM, and provides training to your employees on how to use SHI.COM.
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Asset Management Analyst—Erik Iverson: will work with NCPA on establishing a Statement of Work and implementing SAM services. Volume Licensing Representatives (Pre-‐Sales)—Multiple: assist the customer with Licensing-‐related questions, provide evaluation of your purchase history and forecasts to advise on the VLP that best fits your needs, and provide training and information to your employees on how to best utilize your programs. Accounting Representatives : processes invoices and assists with any billing issues. Chief Technology Officer – Web Applications -‐ Kevin Clements: will continue to assist with and manage ILA feeds and custom reporting needs. Field Solutions Executive— Additional Field Resources to work on pre-‐sales support, Architecture, Engineering. These are technical resources -‐ available for customers to help with pre-‐sales architecture and engineering. They are Agnostic in approach since SHI has access to a full portfolio (v. some smaller VARS are only authorized for one or two and will push only what they are authorized for). These resources would be available to attend regular SHI-‐NCPA IT strategy and Roadmap meetings in person as well as by phone direct contact by NCPA to engineers.
Cary Dahl – FSE Regional Solutions Manger Brian Sytsma – Field Solution Executive Bryan Wirth – Field Solution Executive David Morales – Inside ASG Technical Manager Doug Cacioppo – Field Solutions Executive Edward Barton – Inside Solutions Executive Glen Roberts – Field Solutions Executive
Professional Services Executives and team Direct customer contact service sales related position with a mission of developing relationships with the appropriate representatives within NCPA in conjunction with the Account Executive. Responsibilities include:
• Establishing a customized lifecycle service and support plan, • Providing guidance on the services that SHI can offer our Customers and other topics critical to
account development. • Coordinates, maintains, and manages the activities for services awarded to SHI. • Takes the project from award through implementation and into steady-‐state operations to
ensure the Customer is delighted with the SHI performance of their service plan. Glen Davis – Director of Enterprise Solutions Group Chris Onulak – Security Practice Manager; Andrew Lee – Senior Solution Architect;
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Christopher Marcinko – Security Senior Solution Architect; David Beidelman – Security Senior Solution Architect; Garth Whitacre -‐ Security Senior Solution Architect; Gary Kavafes -‐ Security Senior Solution Architect; Miquel Angulo –Security Presales System Engineer – McAfee; Tom Greco – Systems Engineer – Websense Security; Dominick Fama – Solutions Specialist Data Protection; Jim Morey – Sr. Systems Engineer – Symantec Data Protection; John McMahon – Unified Communications Solution Specialist – Microsoft; Patrick O’Connell – Solution Desk Manager; Rafael Victor – Systems Engineer – Microsoft Data Platform; Rony Wulf – Program Manager
Configuration and Lifecycle Services Technicians Manager—Michael Mantagas: SHI has designated a team of technicians who are dedicated to the support of NCPA’s requirements. SHI will ensure that we have the personnel necessary to meet your order fulfillment requirements. Operations Manager(s) – these are customer facing resources assigned either for a specific project or if needed due to volume of business, full time to the account. Their role is to be proactive with the onboarding of new projects. They will work with Account Executives to assist with gathering customer requirements with new projects/rollouts including working on Qualification Checklists; Work on Engagement Plans; Project Implementation Plans
• Project Support for customer Onboarding, Lifecycle Opportunities, other special projects as needs arise;
• These are customer facing resources (meetings and calls) for project/solution requirement gathering
• Ensures that functional specifications of projects are accurately documented and meet customer business requirements
• Coordinate and oversee new customer roll outs to ensure process is being followed and is efficient
• Regular Check in and effective communication of process or issues • Execute key project Management processes in conjunction with Sales teams and customer. • Escalation of issues and concerns to appropriate leadership both with SHI and customer
and OEM if/as needed
Currently SHI has a team of Operations managers to be assigned ad hoc to special projects so this could be a resourced pulled and assigned to NCPA as needed and if business warrants, a full time Operations Manager added to the Direct Account team.
On-‐Site Technicians— Multiple: Supports NCPA with a dedicated full time Technician(s) for any configuration and integration project. This can be both SHI Employees or partners. SHI Employees are
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hired to staff up for a customer’s specific project needs to ensure they meet requirements set forth both by the customer and SHI. Putting the people in place to support the customer is not enough. SHI believes that the members of the Account Team must be empowered and have the autonomy to respond to all customer requests. We have ensured that all sales personnel have the training and resources they need to immediately provide the customer with accurate, up-‐to-‐date information. Your Inside Account Manager has the autonomy to execute service issues such as expedites, returns and re-‐ships, invoices, and special price requests. With many of our competitors, the sales representative must submit a quote and information request to another department, resulting in a long delay for the customer. At SHI, your Inside Account Manager will respond to quote requests within 4 business hours. License Program Management SHI has established itself as the most effective license provider in the industry. Our software procurement consulting services combined with robust Software Asset Management (SAM) tools make it easy for NCPA to choose the licensing programs that are right for you and to effectively manage them. Detailed & Accurate License Tracking: Our tracking abilities will relieve your burden of managing your purchases. We understand that without the processes and checks and balances that we have in place, the opportunity for error in tracking license purchases is tremendous. SHI’s license tracking system and workflow have been automated to enforce purchasing rules and to minimize errors.
Customer Account inOrder Entry
SHI product SKUattributes
Agreement Name
Purchasing Level
Once the order entry system has verified the data, it will present the IAM with the appropriate agreement and enrollment numbers for that customer. The IAM simply selects the correct agreement and enrollment, eliminating the opportunity for a data entry error. In addition, the system will populate the appropriate price for the customer’s purchasing level, again eliminating the possibility for invoice errors. Additionally, Maintenance Expiration Dates are tracked, to give prompt, pro-‐active notification to NCPA for Maintenance Renewal purposes. SHI supports and can track Maintenance Programs that have co-‐terminus expiration and are pro-‐rated, or non co-‐terminus programs. Maintenance Tracking and Renewal Notification is implemented for all Programs or Maintenance purchases made through SHI, whether supported by a Volume License Program, or other maintenance program.
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SHI’s License Tracking System, combined with the knowledge and experience of our Inside Account Managers, ensure that NCPA’s orders are processed and reported to the manufacturer accurately. If a customer submits an order to SHI for a product under the incorrect licensing program, your Inside Account Manager will work with the customer to correct the order. In addition, if the customer submits an order for a license that is covered under an Enterprise-‐type Agreement, your Inside Account Manager will explain to the end user that he is already licensed and how to obtain the media or a download of the product. NCPA can rely on SHI’s expertise with Volume Licensing Agreements to guide your end users through the process. Automated License Confirmation Many customers require a deliverable with all purchases and most Volume License Agreements do not meet this need. SHI has established a service through which we will provide automatic license confirmations to our customers. At the time of order placement, your Inside Account Manager can enter the Email address of the end user (or other representative within NCPA who should receive the license confirmation, i.e. IT Manager). SHI’s systems will automatically send the license confirmation to that Email address. Many of our customers use this service to “receive” the product, so the accounting department can pay the invoice or to hold on file as a back-‐up copy of their proof of license.
A Leader with Volume License Agreements
SHI stands apart from other software resellers as the number 1 enterprise software advisor to the world’s largest organizations with the most complex IT environments. Our success has been based on the resources we have allocated to software license program management, for both our customer relationships and our manufacturer relationships. Furthermore, SHI offers a wide range of tools and services designed to ease the management of license purchases and deployments. Our focus starts with ensuring that NCPA is educated on all the options available to you and runs through the Asset Management Tools that allow NCPA to manage those intangible assets throughout your organization. Because SHI is focused on large organizations, we have received authorization to offer all of the Volume License options available from the Publishers. This provides our customers with the flexibility of choosing from all the options available. There is no other company with a larger list of Licensing Programs than SHI. Evaluation of the options Available—Your SHI Account Executive has tremendous experience and resources to evaluate your existing system and application environment to provide an analysis of your licensing options. Your Account Executive will work closely with NCPA’s Information Services to understand standards and future direction, with an emphasis on leveraging your existing install base, future rollouts, and competitive upgrades and maintenance. This, combined with realistic forecasts, will generate the Help Program Analysis, comparing the various options available to you and the savings realized by executing the identified Volume License Agreement. Experienced Licensing Department Our Licensing Department is staffed with manufacturer-‐dedicated and certified experts who are available to assist your Account Executive in recommending and supporting NCPA’s licensing agreements. They work closely with our software partners to understand their volume licensing
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agreements, to ensure that SHI has the most up-‐to-‐date information available, and to distribute this information to SHI’s sales force. The Licensing Representatives are responsible for reporting the customers’ purchases to the manufacturer within the timeframe and format required. These representatives are available to assist the members of your Account Team and NCPA with questions regarding your licensing agreements. The SHI Licensing Executives are not only an integral part of the Evaluation Process, but are also available to assist NCPA with understanding your current agreements, assisting you with negotiating the renewals, and to provide training to you and your employees about the benefits of your agreements and the how to purchase under them. Since these agreements have already been executed and many of these companies do not use organizations like SHI to "resell" their products, there is a need to establish a different fee structure for SHI to incorporate these agreements into our process. It is possible that SHI is already established with a company and able to get some compensation from them -‐ this would allow SHI to maintain the existing price structure that the customer already has. When that is not possible, we will work with you on a small % mark-‐up or transaction fee basis. Reporting SHI prides itself on its reporting excellence and flexibility. We have developed standard reports that meet the needs of most of our customers. If NCPA has additional reporting requirements, SHI will develop custom reports, as we have for some of our largest customers. SHI never charges for the reports we provide, both standard and custom. SHI fully understands your need for flexibility in reporting, as well as your need for reports from the highest organizational level to the most granular. We have created our databases to remain flexible enough to be able to incorporate any organizational structure and to provide reports on any level within the organization. We begin with the most granular reporting level, this can be by division or by bill to or by another criterion specified by NCPA. SHI then groups the ordering units into the next level within your organization. The entities within that level will be grouped to form the next reporting level, and so on until we reach the enterprise-‐wide level. In addition to providing reports based on the organizational levels within NCPA, SHI also provides reports based on any combination. The following lists the standard fields that are available in a detailed report:
Customer Name Manufacturer Name Manufacturer Part Number Product Description Version Operating System Media Language Product Type License Program License Pool License Level License Point Value Maintenance Term Maintenance Time Remaining UNSPSC Number UNSPSC Segment UNSPSC Family UNSPSC Class UNSPSC Commodity Order Date SHI Order Number Invoice Number Ship Date SHI Part Number Quantity Unit Price Extended Price Customer PO Ship to Company Ship to Address Ship to City Ship to State Ship to Zip Code
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SHI’s reports are available on a quarterly and monthly basis, as well as ad hoc—you choose the timeframe. Sales History Reports These standard reports provide an overview of your purchases from SHI. As mentioned above, our system allows for the tracking of Customer Specific Fields, therefore we are able to generate these reports in many ways. SHI will provide these reports in any time frame that you require, and in one of three formats: detail of all transactions, summary by part number, or summary by manufacturer name.
⇒ Spend by Manufacturer – summary of total dollars spent in period with one specific manufacturer, all manufacturers, or a sub-‐set thereof.
⇒ Spend by Product – summary of total dollars spent in period for one specific product, all products, or sub-‐set thereof.
⇒ Spend by Product Type – summary of total dollars spent in period for shrink-‐wrap versus licensing or by UNSPSC.
⇒ Spend by Organization, Enterprise, Conglomerate – again, each of the above reports can be pulled based on a specific organization, enterprise or conglomerate
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Software Licensing Reports
With an emphasis on flexible, robust reports, SHI has established itself as the most effective License provider. Our capabilities will relieve NCPA of the burdensome requirements of these agreements. These reports can consolidate all of your license agreements, or focus on a single program.
⇒ Entitlements Report -‐ Perfect for the Contract Administrator, the Entitlements Report summarizes the customer’s licensing agreements, anniversary dates, and end dates.
⇒ Contract Invoice Detail—provides a summary of your purchases per licensing program for contract milestone comparisons—by point value, quantity, or dollar value, depending upon your contract terms.
⇒ Maintenance Renewal—provides advance notice when maintenance purchases are expiring. This report is available in any timeframe that you request (i.e. 30 days or 60 days in advance), to provide you with enough time to budget your renewals, evaluate which renewals are necessary and which are no longer in effect, and to place the renewal order with SHI.
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Online Reporting
The user’s ability to run reports via ReportFactory is based on permissions assigned to the user names; so only authorized users within NCPA will be permitted to run reports. You can run the report yourself, or a member of your Account Team will run the report for delivery directly to the requestor. SHI provides a report request form on our web site. The user will select the report type, the date range for the report, and will enter the Email address for delivery, up to an unlimited number. In addition, he will select the format in which he wants the reports, i.e. Microsoft Excel, html, tab delimited text file, or fixed width text file. Once the form is complete, our server will run the report and send the Email with an attachment in the requested format. Our web-‐based reporting tool delivers 95% of all reports within 5 minutes. In addition, SHI supports report subscriptions. The user can request a report once for delivery at regular intervals. Most corporations have a standard set of reports that are required monthly, weekly, or even daily or quarterly. The user can select the report parameters once for delivery at the selected interval forever, or until the subscription is removed. Typically, users select report subscriptions to run in the middle of the night, so it will be waiting in his inbox for the morning. Report Factory—Home Page with Quarterly Overview
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POLARIS—SHI Software Asset Management (SAM)
Take control of your IT assets and manage them properly by implementing SHI’s best practice SAM process. Leveraging SHI’s volume license expertise, dedicated SAM License Analysts and Discovery Engineers, and our experience with industry best practices, SHI compiles, analyzes, and shares with our customers their entitlements and usage information. Polaris ensures that a customer’s license position, software inventory, automated tools and processes reflect those defined by the industry’s best practices. Renewals Management Services SHI understands it can be a challenge for organizations to proactively track all expiring IT maintenance and support agreements. With inconsistent renewal dates across manufacturers and/or products, organizations may rely on the publishers and manufacturers to provide renewal notification. SHI provides a more reliable solution: Polaris Renewal Organizer (PRO). Available at no charge to our customers, PRO compiles your technology renewals in a centralized, rolling three year on-‐line timeline for simplified budgeting and renewal management.
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Polaris License Consolidation Report: Provided at no charge, the License Consolidation Report (LCR) provides a summary of your purchases through the volume license programs (i.e. Microsoft Open, Select, or EA, etc.), with the appropriate entitlements and product use rights applied. This report provides a concise, easy to read format of your entitlements. The LCR provides:
• Clarity and control over your license investment • Reduction in software costs by improving your license utilization • Information regarding your software assets • Insight into your license compliance before a Publisher audit • A solid foundation for an ongoing SAM program
Polaris Baseline The SAM Baseline, a one-‐time assessment of a single publisher of your choice, identifies trends in your current licensing, surplus license opportunities, and licensing deficiencies to be reconciled. With the baseline, you can make informed decisions regarding license contracts, maintenance renewals, and software procurement for cost savings, reduced risk, and recycled software assets.
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Install Position Often the first step towards the Gap Analysis, the Install Position provides a concise view of the software deployed across your organization. Using inventory data collected from SHI’s Discovery tools or inventory tools you have in place, the Install Position process de-‐duplicates and normalizes data for a precise report of your deployed software. License Position Typically provided for one or more identified Publishers, the License Position provides a dynamic snapshot of your purchases and entitlements, taking into consideration the volume license agreements, maintenance agreements, contract amendments, license types, manufacturer mergers, product transitions. SHI’s SAM-‐certified specialists analyze software entitlement-‐altering factors to ensure all products, licenses, and customer-‐specific agreements are addressed. The result: greater control, increased license compliance, and cost-‐savings/avoidance opportunities.
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Gap Analysis
The Gap Analysis combines a customer’s Install Position with the License Position to identify license deficiencies and excesses. This confidential report provides your organization with the information you need to avoid compliance issues with the Publishers. SHI will assist you with a True-‐up purchase for licenses that are over-‐deployed and with allocation assistance for those products that are over-‐licensed (please see below).
License Allocation & Redeployment Service SHI’s License Allocation & Redeployment Service (LARS) inventories your surplus licenses, whether discovered in a SAM engagement or purchased in a bulk buy-‐in, for deployment within your organization and in accordance with the Publishers’ license terms and conditions. SHI will track these deployments to help you manage costs and budgets between departments. Polaris Managed Services SHI provides assistance with establishing a best-‐practice SAM process to optimize your software investment for continuous compliance and overall cost-‐savings. The Polaris Managed Services is a continuous subscription service which joins software installations and usage with license entitlements to product a Polaris Gap Analysis. Completed on a regular schedule, our Managed Services ensures compliance while identifying trends, best-‐practices, and process breakdowns in a Quarterly Executive SAM summary.
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Required Documents Clean Air Form Contractors Requirements Form Antitrust Certificate FEMA Terms FTA Clauses State Notice Addendum
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