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Microsoft Dynamics GP
Preliminary Requirements and Process Review
Questionnaire

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Project
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Contributors
Please Provide the Names of the Document Contributors and their Role(s)

            Contributor                                       Role(s)
1 Table of Contents

1        TABLE OF CONTENTS ..................................................................................................................................................... 2
2        INTRODUCTION ................................................................................................................................................................ 4
    A.      INTRODUCTION ................................................................................................................................................................... 4
    B.      QUESTIONNAIRE INSTRUCTIONS ......................................................................................................................................... 4
3        SUBJECT MATTER EXPERT .......................................................................................................................................... 5
4        FOUNDATION .................................................................................................................................................................. 12
5        FINANCIAL MANAGEMENT ........................................................................................................................................ 14
    A.     GENERAL LEDGER (GL) .................................................................................................................................................... 14
    B.     BANK RECONCILIATION (BR) ........................................................................................................................................... 17
    C.     PAYABLES MANAGEMENT (PM) ....................................................................................................................................... 18
    D.     RECEIVABLES MANAGEMENT (RM).................................................................................................................................. 20
    E.     FIXED ASSETS (FA) .......................................................................................................................................................... 22
    F.     FINANCIAL MANAGEMENT MODULES/FEATURES ............................................................................................................. 24
         1) Payroll Connect ......................................................................................................................................................... 24
         2) Account Level Security .............................................................................................................................................. 24
         3) Field Level Security ................................................................................................................................................... 24
         4) Cash Flow Management ............................................................................................................................................ 24
         5) Refund Checks ........................................................................................................................................................... 24
         6) Collections Management ........................................................................................................................................... 25
         7) Electronic Banking Suite ........................................................................................................................................... 25
         8) Lockbox Processing ................................................................................................................................................... 25
         9) National Accounts ..................................................................................................................................................... 26
         10)   Revenue/Expense Deferrals ................................................................................................................................... 26
         11)   Risk Management Suite ......................................................................................................................................... 26
6        SUPPLY CHAIN MANAGEMENT ................................................................................................................................. 27
    A.     INVENTORY (IV) ............................................................................................................................................................... 27
    B.     PURCHASE ORDER PROCESSING (POP) ............................................................................................................................. 29
    C.     SALES ORDER PROCESSING (SOP) .................................................................................................................................... 31
    D.     SUPPLY CHAIN MANAGEMENT MODULES/FEATURES ....................................................................................................... 33
         1) Available to Promise ................................................................................................................................................. 33
         2) Bills of Materials (BOM) ........................................................................................................................................... 33
         3) Landed Cost ............................................................................................................................................................... 33
         4) PO Generator ............................................................................................................................................................ 33
         5) Returns Management ................................................................................................................................................. 33
7        PROJECT ACCOUNTING .............................................................................................................................................. 34
    A.      PROJECT ACCOUNTING (PA) ............................................................................................................................................. 34
8        HUMAN RESOURCES MANAGEMENT ...................................................................................................................... 37
    A.     HUMAN RESOURCES (HR) ................................................................................................................................................ 37
    B.     US PAYROLL (PR) ............................................................................................................................................................ 40
    C.     US PAYROLL MODULES/FEATURES .................................................................................................................................. 43
         1) Payroll Direct Deposit .............................................................................................................................................. 43
         2) PTO Manager ............................................................................................................................................................ 43
         3) US Payroll - Advanced .............................................................................................................................................. 43
9        REPORTING & FINANCIAL REPORTS ...................................................................................................................... 44
10            CONFIGURATION AND DEVELOPMENT TOOLS ............................................................................................... 45
         4)      Dynamics GP Extender ............................................................................................................................................. 45
         5)      Integration Suite ........................................................................................................................................................ 45
11            SECURITY SETUP ....................................................................................................................................................... 46
12            ISV / 3RD PARTY PRODUCTS ................................................................................................................................... 47
13            CUSTOMIZATIONS ..................................................................................................................................................... 47
                                                               Preliminary Requirements and Process Review Questionnaire


2 Introduction
A.   Introduction
        This questionnaire should be completed by those members of your organization that are most
        familiar with supporting and managing your accounting system, including your IT Department or
        Accounting Manager, or other personnel suggested for specific questions contained in this
        document.



B.   Questionnaire Instructions
      1. Please complete only those sections and or areas that most reflect your current and future
         needs.

      2. Please complete this questionnaire right from your computer.

      3.   Most of your answers will be written within the
           boxed area or, where available, select the
           appropriate checkbox       by double-clicking it
           and select the 'Checked' radio button, and click
           OK.




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3 Subject Matter Expert
  1.   End User Role/Job
       1.1. Please answer the following questions as they relate to your primary role:

        My current title                                                 My current
        is:                                                              role is:
        My immediate                                                     My
        supervisor is:                                                   supervisor’s
                                                                         title/role is:
        I also receive                                                   Their
        instruction and                                                  title/role is:
        guidance from:

  2.   Core Activities
       2.1. The following questions are used to determine how your function interacts with others within your organization.
            Please answer the questions below as they pertain to your primary role:
        The majority of my job consists of:

        But I also assist with:

        And I also serve as a backup for:

        I directly supervise or manage the following (people or processes):

        And frequently serve as the resident expert on:

        My approval is required on (and I’m responsible for):

        And I require another’s approval for the following items that I’m responsible for:




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      2.2. Allocation of Tasks: Thinking about the typical day, how much of your time is spent doing the following types
           of activities (please make certain your total equals 100%): (Please use the Response section for your answers
           and/or any comments or questions you have.)
     Activities:                                Includes Activities Such As:                                         %
                                                                                                                     Daily
     Communication / Interaction With           Includes email, phone calls, meetings, directing others,
     Others Within My Organization              following up on other tasks
     RESPONSE

     Communication / Interaction With           Includes email, phone calls, meetings, directing others,
     Others Outside My Organization             following up on other tasks
     RESPONSE

     Troubleshooting / Problem Solving          Researching items, working through problems to identify the
                                                correct way to handle items
     RESPONSE

     Processing Transactions                    Includes data entry to a variety of systems, preparing/sending
                                                information to others to process
     RESPONSE

     Making / Obtaining Decisions               Issuing approvals, obtaining approvals
     RESPONSE

     Generating Reports And Detailed            Includes all reporting tasks where information is summarized,
     Information                                consolidated, composed, etc. yet distributed to another person
                                                or department.
     RESPONSE
     Analyzing Information                      Once information is received, the time spent to review, analyze
                                                and then make decisions or actions based on the details
     RESPONSE

     Source Document Management                 Copying, filing, organizing and processing of
                                                incoming/outgoing documents required for audit trail, approval,
                                                etc.
     RESPONSE

     Other Activities                           Items that don’t necessarily fit into one of the other activities
     RESPONSE


                                                                                                      TOTAL %




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  3.   SME Recommendations and Long-Term Goals
       3.1. Everyone has certain things they enjoy in their daily job, as well, there are those things that are problematic or
            could be improved. Please review the following questions and answer based on your primary role within the
            organization: (Please use the Response section for your answers and/or any comments or questions you have.)
        Question:                                      Examples (Please replace example comments below with your comments):

        The things I enjoy most in my current          Example: I enjoy having the freedom to structure my tasks and daily activities
        job/role are…                                  according to how the day is progressing. I like being able to help others, not
                                                       only in my department, but in other areas of the company. I like to create
                                                       reports and find out new ways to use the data I’m responsible for.
        RESPONSE

        The internal group or department I             Example: Most of my information and work is directly related to getting
        work most closely with is…                     invoices out the door, subsequently I work with the shipping department to
                                                       know when it’s time to bill our customers.
        RESPONSE

        Sometimes I need to wait on someone            Example: Sometimes I need to wait on our accounting manager to review my
        else before I can continue doing my            edit lists before I can post my invoices. Most of the time this doesn’t cause a
        part….                                         problem, however when she’s on vacation or out of the office it can be
                                                       problematic.
        RESPONSE

        I use reminders, system alerts, and other      Example: I use Microsoft Outlook® a lot to remind me of meetings, however
        notifications to inform me when                sometimes I get system warnings when something requires my immediate
        something requires action on my part….         approval or action. If something is critical, the best way to reach me is via
                                                       telephone.
        RESPONSE

        I learn best by….                              Example: I like to attend instructor led training where I get hands on practice,
                                                       however I also learn best by trial and error in test environments. I will take
                                                       online learning courses when available, but usually find that if it’s not
                                                       interactive enough, I get distracted.
        RESPONSE


        In my current job it’s difficult for me        Example: It’s hard for me to know when I’m running behind as opposed to
        to….                                           being delayed by others.
        RESPONSE

        Currently I believe I have to spend too        Example: I wish there was a way for me to see what’s being prepared for
        much time doing….                              shipment the day before the product goes out the door. It’s hard for me to plan
                                                       my day when I don’t know volume, so instead of emailing the shipping
                                                       manager if I could have a view or report with some targeted shipping dates, I
                                                       might be able to be more proactive.
        RESPONSE




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        I would like to be more involved with….              Example: I enjoy training other people in my department and creating forms
                                                             used for other groups when processing the information I need.
        RESPONSE

        If I could automate any of my processes              Example: I would like to find a better way to distribute information to our
        that would then allow me to do my job                sales and marketing team so they have up to date information on daily sales
        better I would look at….                             and revenue. Right now it seems like I create multiple reports with similar
                                                             information that if only there was a way to let each user determine what they
                                                             want to see, it would free me up to analyze the time it takes to get the money
                                                             in the door from the point of shipping.
        RESPONSE

        When I’m not available this person                   Example: Lori, my boss will serve as my backup when I’m not available,
        serves as my backup and can do                       however as she doesn’t do the hands on work every day it’s hard for her to
        everything except…                                   know how I like to process the bills. I have a list of the steps I go through, but
                                                             I don’t have any formal step-by-step information that could be used to show
                                                             someone else.
        RESPONSE




  4.   Reporting
        In every organization, people take the information they work with every day and distribute it to others. Sometimes
        this information is used to make decisions, other times it’s used as an input to a process. Thinking about the
        reporting you do, please complete the section below being as detailed as possible. Think about what the business
        reason is for the reports you generate as well as the type of information contained therein. With the various types of
        data you distribute, be mindful of where there is both transactional/detailed information as well as summarized,
        summary with detail, graphical, graphical with detail, etc. Think about what the triggers are for running and
        generating the reports-this includes dependencies on other people or processes. Which reports do you create that
        need to wait until another business process has been completed before you can do your piece? If there is another
        program or department that sends information to you as an input to the reports you generate, think of that also.



        DAILY REPORTING:
        I create the following reports, lists, graphs, or files on a daily basis: (Please include the number of times per day and the final file
        format of the information-i.e. Excel file, Word file, PDF, manual list, etc.).
          Name of File/Report:                        Format of                    Provided To:                   Comments:
                                                      File/Report:




        Please provide a copy, where possible.




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        WEEKLY REPORTING:
        I create the following reports, lists, graphs, or files on a weekly basis: (Please include the number of times per week and the final
        file format of the information-i.e. Excel® file, Word file, PDF, manual list, etc.).
          Name of File/Report:                        Format of                   Provided To:                 Comments:
                                                      File/Report:




        Please provide a copy, where possible.

        MONTHLY REPORTING:
        I create the following reports, lists, graphs, or files on a monthly basis: (Please include the number of times per month and the
        final file format of the information-i.e. Excel file, Word file, PDF, manual list, etc.).
          Name of File/Report:                        Format of                   Provided To:                 Comments:
                                                      File/Report:




        Please provide a copy, where possible.
        AD-HOC (AS NEEDED), QUARTERLY, SEMI-ANNUAL, ANNUAL REPORTING:
        I create the following reports, lists, graphs, or files on an ad-hoc or other basis: (Please include the number of times per period
        and the final file format of the information-i.e. Excel file, Word file, PDF, manual list, etc.).
          Name of File/Report:                        Format of                   Provided To:                   Comments:
                                                      File/Report:




        Please provide a copy, where possible.




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   5.   Transaction Processing and General Workflow




         INBOUND INFORMATION – INTERNAL SOURCES
         I receive information, requests, and tasks from the following other people/groups within my organization:




         INBOUND INFORMATION – EXTERNAL SOURCES
         I receive information, requests, and tasks from the following other people/groups outside my organization:




         OUTBOUND INFORMATION – INTERNAL RECIPIENTS/SYSTEMS
         I’m responsible for making sure the following people/processes have the correct information as it relates to….



         I do this primarily by…..




         OUTBOUND INFORMATION – EXTERNAL RECIPIENTS/SYSTEMS
         I’m responsible for making sure the following people/processes have the correct information as it relates to….



         I do this primarily by…..




         STRATEGIC DIRECTION - INTERNAL
         I directly supervise the following processes:


         I monitor the following processes:


         I’m involved in the following processes:




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         ANCILLARY AND OTHER SYSTEMS USED
         I use the following systems to do my job (please exclude personal productivity applications like Microsoft Word,
         Excel, Outlook, etc.)

          System/Program                        Used For                                 Used (daily, weekly, periodically,
                                                                                         etc.)




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4 Foundation
   1.   General Questions
        1.1. What is your current accounting system (please include the version)?


        1.2. Do you need data transferred or “migrated” from your current system to the new system?           Yes       No
        1.3. If yes, please provide additional details about the amount of data, types of detailed records, other systems that
             will be providing data, etc.:
         Application/Module/Series       Number of periods            Do you wish to migrate      What application, database, or
                                         (years) of data to be        detailed or summary         system is your current data
                                         migrated                     data?                       stored in?




         Additional Comments:



        1.4. Identify the legal names of companies that will need to be set up in the new accounting system:
         Company Name                                                  GL Account Structure format (e.g. XXXX-XXX-XX)




        1.5. Identify the applications or modules that you wish to be installed and implemented with the new system:
         Module                                                        Installed, Implemented, or Both




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       1.6. Will you require the ability to track multiple currencies in Microsoft Dynamics ® GP?         Yes      No If yes,
            please elaborate.


       1.7. Will Microsoft Dynamics GP need to support multiple languages? If so, please list all languages you’ll need to
            support in the system, and indicate if different languages will be used at different company locations.
                Yes      No


       1.8. Will you need to submit system configuration details to a third party for approval prior to going live (i.e. audit
            team, external development group)? If yes, please elaborate.
                Yes      No


       1.9. What is the primary reporting tool used by most people in your company? (i.e. Crystal Reports, proprietary or
            company-created reporting tools, etc.)?


       1.10. Will you be able to designate a team member who will serve as the system administrator for your accounting
             system? (This person would work closely with your internal IT department to deploy programs to your user
             community).
                Yes      No


       1.11. What are the dates of your fiscal year, and how many accounting periods does your company use within a fiscal
             year?


       1.12. When do you receive and/or make final year-end accounting adjustments?


       1.13. Please attach a high-level flowchart of your current system that illustrates how processes flow through each
             department, if available.




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5 Financial Management
A.   General Ledger (GL)
       1.   General Questions
            1.1. Provide a high-level overview of your current General Ledger process. Include information such as a step-
                 by-step guide to the process of entering transactions, who is responsible for maintaining the journals, how
                 many transactions you conduct each day, etc.


            1.2. Discuss the functions of your business that are currently integrated with your General Ledger (such as Sales
                 Order Processing or Accounts Payable). What would you like to see integrated with General Ledger in your
                 new system?


            1.3. What do you like most about your current General Ledger setup?


            1.4. What do you dislike the most about your current General Ledger setup? What are your biggest pain points?


            1.5. How do you verify the accuracy of transactions posted to General Ledger?


            1.6. Do you allow anyone to post transactions directly to General Ledger sub-module accounts (accounts payable
                 or accounts receivable accounts)?


            1.7. Do you require approval of transactions before posting? If so, who is responsible for transaction approval?


            1.8. Describe how your existing chart of accounts is set up, including account naming and formatting.


            1.9. Do you anticipate using the same account format in the new system? If not, please elaborate:


            1.10. How many accounts do you currently use? How frequently do these accounts change?


            1.11. Do you currently group your accounts into categories to use for reporting purposes? If so, describe these
                  groupings and the accounts that they include.


            1.12. How many General Ledger transactions does your company post during a typical business day?




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            1.13. How much time do you and/or others spend in a day adding new journal entries, creating new accounts,
                  completing reports, and completing other General Ledger related tasks?


            1.14. Does your company use multiple currencies? If so, explain:


            1.15. Do you maintain historical information for your current General Ledger system? How far back does this
                  go?


            1.16. Do you use budgets or forecasts? How do you use this information with your current General Ledger?


            1.17. What reports do you use to keep up to date on your current financial status? Who prints these reports? Who
                  uses them? Include a copy of these reports with this document.


            1.18. How much data do you expect to convert from your old system to the new? (For example, how many
                  accounts, how much history, what reports, etc.)



       2.   Chart of Accounts Setup
            2.1. Describe the advantages and disadvantages of your current chart of accounts with respect to your ability to
                 produce relevant reports, your flexibility to modify accounts, etc.:


            2.2. What changes, if any, would you like to see made to your current chart of accounts?


            2.3. In your current system, do you use fixed allocation accounts?      Yes      No (These accounts are used to
                 distribute an amount from a single transaction to multiple distribution accounts.) If yes, please describe
                 some uses:


            2.4. In your current system, do you use variable allocation accounts?      Yes      No (Like fixed allocation
                 accounts, these accounts are used to distribute transaction amounts among several distribution accounts;
                 however, unlike fixed allocation accounts, these distributions are based on factors tracked by breakdown
                 accounts.) If yes, please describe some uses:



       3.   Quick Journal Setup
            3.1. In your current system, do you find yourself regularly repeating journal entries that use the exact same
                 accounts each time you create the journal entry? If so, explain:




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       4.   Budget Setup
            4.1. Does your company use budgets?            Yes       No If yes, describe the process necessary to build a budget
                 and, once it is complete, how it is used in the business process. What people are involved in your budget
                 process each year?



       5.   Intercompany Setup
            5.1. Do you anticipate using intercompany relationships between one or more companies that will exist in your
                 new system?      Yes       No If so, how many intercompany relationships are there? _____ .

       6.   Maintaining Records in General Ledger
            6.1. Describe your current process of reconciling account totals in your chart of accounts to your actual posted
                 transaction amounts.


            6.2. If your current system integrates General Ledger with other applications or modules such as Accounts
                 Payable, how do you reconcile your General Ledger to that respective application/module?


            6.3. Do you have any reports in your current system that you’d like to see migrated to your new system? If so,
                 explain and attach a copy of all reports to this questionnaire.



       7.   Period End Procedures
            7.1. Describe your current period-end procedures for General Ledger.


            7.2. Describe your year-end procedures for your current General Ledger system.




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B.   Bank Reconciliation (BR)
       1.   General Questions
            1.1. Provide a high-level overview of your current Bank Transaction process. Include information such as how
                 you reconcile your checkbooks, how you integrate checkbooks with Payables and Receivables processes,
                 etc.


            1.2. How are bank transactions from various modules such as Payables and Receivables reflected in your current
                 system?


            1.3. What do you like most about your current Bank Reconciliation setup?


            1.4. What do you dislike the most about your current Bank Reconciliation setup? What are your biggest pain
                 points?


            1.5. Describe the current process of reconciling your checkbook.


            1.6. Do you maintain history for Bank Reconciliation transactions? If so, explain how long you keep this
                 history, how detailed it is, and how you use this history for reporting or analysis purposes.


            1.7. What reports do you run to keep up to date on your current Bank Reconciliation status? Who runs this
                 report? Include a copy of this report with this document.


            1.8. How much data do you expect to convert from your old system to the new?


            1.9. Does your financial institution offer electronic bank reconciliation?


            1.10. Do all any General Ledger journal entries need to be entered directly against cash accounts?




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C.   Payables Management (PM)
       1.   General Questions

            1.1. Provide a high-level overview of your current Payables process. Include information such as a step-by-step
                 guide to the process, who is responsible for each phase, the number of aging periods, how many transactions
                 you conduct each day, etc.


            1.2. How are your Payables transactions linked to your General Ledger in your current system?


            1.3. What do you like most about your current Payables setup?


            1.4. What do you like most about your current Payables setup?



       2.   Vendor Records

            2.1. Describe your typical vendor characteristics with emphasis on common payment terms, general discounts
                 they offer, etc.


            2.2. Do you find yourself having to keep multiple addresses on file for various vendors? If so, explain:


            2.3. How much time do you and others spend daily adding new vendor records, updating existing vendor
                 information, and/or maintaining vendor records for accurate transactions?



       3.   Payables Setup and Processes

            3.1. Does your current Payables system include automated check creation and printing, or do you manually
                 create checks?


            3.2. How do you currently integrate your Payables process with your Purchasing process? Is it important to your
                 business that these processes be integrated?


            3.3. How many aging periods do you currently use? How are they set up?


            3.4. How do you assign priority to vendor payments? Who gets paid first and how is this decided?




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           3.5. Describe the method you use to apply credit memos and returns to an original transaction:


           3.6. Describe the steps necessary to void open Payables transactions.


           3.7. Describe any period-end and year-end process that you complete regarding Payables transactions.


           3.8. Does your company use multiple currencies? If so, explain:


           3.9. Do you maintain history for Payables transactions? If so, explain how long you keep this history, how
                detailed it is, and how you use this history for reporting or analysis purposes.


           3.10. What reports do you use to keep up to date on your current Payables status? Who creates and prints this
                 report? Include a copy of this report with this document.


           3.11. How much data do you expect to convert from your old system to the new? (For example, how many
                 accounts, how much history, what reports, etc.)




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D. Receivables Management (RM)
       1.   General Questions

            1.1. Provide a high-level overview of your current Receivables process. Include information such as a step-by-
                 step guide to the process, who is responsible for each phase, the average number of receivables your
                 company processes daily, any external systems requiring integrations, etc.


            1.2. How are your Receivables transactions linked to General Ledger in your current system?


            1.3. Describe your typical customer with emphasis on their payment terms, types of discounts they prefer, etc.


            1.4. Do you find yourself having to keep multiple addresses on file for various customers?        Yes       No
            1.5. Is your invoice-printing process automated and connected to your Sales Order Process or Billing system, or
                 do you manually create invoices?


            1.6. Is the invoice creation and printing process external to your accounting system? If so, is it manual or in an
                 external system?


            1.7. What do you like most about your current Receivables setup?


            1.8. What do you dislike the most about your current Receivables setup? What are your biggest pain points?


            1.9. How much time do people in your company spend working with delinquent customers?


            1.10. What is your typical workflow as it relates to sending reminder notices or making collection calls when a
                  customer is late on payments?


            1.11. Describe any period-end and year-end process you complete regarding Receivables transactions.


            1.12. Do you maintain history for Receivables transactions?          Yes       No If so, explain how long you keep
                  this history, how detailed it is, and how often you use this history for reporting or analysis purposes. If
                  possible, please provide examples as to how and why this data is needed.




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           1.13. What aging periods do you currently use, and do you foresee that changing in the future?


           1.14. Are there any special customers that you extend different options to because of sales volume or other
                 considerations?      Yes     No If yes, please elaborate:


           1.15. What is your process when a customer cannot make their payments? Do you put them on hold, turn them
                 over to a collection agency, etc.?


           1.16. Before doing business with a customer, do you run a credit report on them (or have any other validation of
                 methods to ensure your company will be paid)?       Yes       No
           1.17. Do your customers send their payments directly to your office(s), or do payments go to a lockbox location?
                    Your Office     Lockbox
           1.18. Do you have parent-child customer relationship where cash receipts and statements can be affected?


           1.19. Do you process electronic funds transfer (EFT) cash receipts?       Yes       No
           1.20. Do you accept credit card payments?        Yes      No
           1.21. What reports do you run that are distributed to others in your organization directly related to outstanding
                 receivables?


           1.22. Are you required to submit any information to your bank or financial institution periodically for debt
                 covenant management (line of credit reviews)?      Yes       No
           1.23. Do you send out statements to your customers each month, or is this on an as-needed basis? Please
                 elaborate, including noting the method of delivering them to your customers (mail, e-mail, fax, etc).


           1.24. Do you have sales territories assigned, and what involvement does your sales team play as it relates to
                 receivables from your customers?


           1.25. Will you be converting transactional data? If so, will you be converting open items and/or summary
                 historical data as well? (Note: Please keep in mind that transactional historical data conversions are very
                 expensive and time consuming.)




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E.   Fixed Assets (FA)
       1.   General Questions

            1.1. Provide a high-level overview of how your company currently manages its Fixed Assets. Include
                 information such as how you calculate depreciation schedules, what types of Fixed Assets you maintain,
                 whether you rent or lease, etc.


            1.2. Does your company currently have a Fixed Assets or capital expenditure control policy outlining dollar
                 thresholds for items to be capitalized?  Yes       No If so, does this policy include purchasing controls
                 and approvals?       Yes      No
            1.3. Does your company maintain a budget for Fixed Assets purchases?           Yes       No
            1.4. How are Fixed Assets linked to General Ledger in your current system?


            1.5. Do you currently reconcile or tie in your fixed assets to your general ledger on a monthly basis?
                     Yes      No


            1.6. Does your current fixed assets system integrate with your current general ledger system?        Yes       No
            1.7. Does your current Fixed Asset system integrate with your Purchase Order Processing and Payables
                 Management systems?       Yes       No
            1.8. Are your Fixed Assets purchased through a purchase order requiring approvals, or does the approval process
                 occur when the invoice is received from the vendor?


            1.9. How much time do you spend on a daily average maintaining your Fixed Assets, whether it is calculating
                 depreciation schedules, transferring assets from one location to another, retiring assets, etc.?


            1.10. On average, how many Fixed Assets do you purchase in a month’s time?


            1.11. What do you like most about your current Fixed Assets setup? For example, are you satisfied with current
                  setup for reports, inquiries, ease of data entry, etc?


            1.12. What do you dislike the most about your current Fixed Assets setup? What are your biggest pain points?


            1.13. How many Fixed Assets do you currently have, whether fully depreciated or not?


            1.14. Are you able to organize your Fixed Assets into logical groupings (by location, state, department, etc.)? If
                  so, describe some of these groupings.




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           1.15. Do you currently group your assets by type (for example, furniture, equipment) etc.?      Yes       No
           1.16. Identify how you currently track physical locations of your Fixed Assets. Do you have trouble keeping track
                 of your various asset locations?


           1.17. Microsoft Dynamics® GP allows for tracking of your assets by location, and physical location. For
                 example, an asset’s location might be Atlanta, and the physical location might be Warehouse A. How much
                 depth does your company require in tracking the location of your assets for reporting and inventory?


           1.18. Describe your Fixed Assets calendar. If your company has 12 fiscal periods, for example, are you
                 depreciating your assets the same way? If your company has more than 12 fiscal periods (for example, 13
                 periods to capture audit adjustments in the 13th period, or a 4-4-5 quarter) do you depreciate your assets
                 based upon 12 equal periods, or     upon the number of days in the period?
           1.19. Describe any period-end and year-end process you complete regarding Fixed Asset transactions. How do
                 you reconcile Fixed Asset purchases for the month to your current system?


           1.20. How much and what types of data do you expect to convert from your old system to the new?




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F.   Financial Management Modules/Features
       Please check any of the items below that apply to your needs.

         1) Payroll Connect
             Payroll Connect is an import tool when you use a Payroll Service such as ADP.
             To you use Payroll Connect with General Ledger, you must use a comma-delimited ASCII text file in comma-
             separated values (CSV) format.
             Once the batch is imported and you select the imported Journal Entry in General Ledger Transaction Entry,
             the source document and reference depend on how you imported the transactions. If you create a batch for the
             import, the source document will be GJ and the reference will be Payroll Connect. If you add the ADP
             transactions to an existing batch, the source document will be whatever was originally assigned to the batch.
             Account, debit, and credit fields are imported. If the number of characters in the imported data is greater than
             the General Ledger field allows, the information will be truncated.
             To use the ADP General Ledger Interface, you’ll need to work with ADP to set up the same account framework
             in their product as in the General Ledger. You must set up the General Ledger account framework first.
             You’ll also need to work with an ADP representative to generate a .GLI output file that has the correct format.

         2) Account Level Security
             Account-level security enhances security and account views. Users can enter, edit, and view information from
             a reduced account set based on the access granted for accounts. You can create user classes and assign them
             to an organizational entity in your organizational structure so that you can activate account level security.

         3) Field Level Security
             Field level security restricts access to any field, window, or form in Microsoft Dynamics GP. It allows you to
             apply a password, or to make a window or form unavailable. It also allows you to hide, lock, or apply
             passwords to fields.

         4) Cash Flow Management
             Use Cash Flow Management to predefine an opening balance for a forecast, based on a single cash
             management transaction or a specific General Ledger account balance. You also can base a forecast on one or
             more checkbook balances with or without work/adjust transactions, such as deposits, payments, and
             reconciliation adjustments that are not part of the checkbook balance.
             Cash Flow Management can be used to complete the following tasks:
                     Create an unlimited number of cash flow forecast definitions
                     Forecast cash flows in different ways
                     Create scenarios without actually recording transactions
                     Summarize daily inflows and outflows of cash in the calendar window
                     View the summary of any given day’s cash inflow and outflow
                     Obtain weekly—detailed or summary—and monthly calendar reports

         5) Refund Checks
             If you’re using Receivables Management, Payables Management, and Refund Checks, you can use the refund
             checks feature to create receivables debit memos for customers who have credit balances, and print refund
             checks for those customers using Payables Management.




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         6) Collections Management
             Use Collections Management to create a list of customers that meet specific user-defined criteria. For
             example, you can run a query on Monday to generate a list of customers that have an overdue balance on that
             day. When you run the same query on Tuesday, customers who have made a payment will be removed from the
             list and other customers with newly overdue payments will be added to the list.
             You also can create customer notes and tasks, mark tasks completed or paid, print a task list, and use the tasks
             list to locate customer contact information.
                     You also can use Collections Management to complete the following tasks:
                     Enter customer information
                     Create an action ID to keep track of an activity
                     Transfer customer accounts to different credit managers
                     Enter new customer notes and tasks
                     Add descriptions to the predefined letters that are provided
                     Create new collections letters, such as reminder letters
                     Send letters to customers using e-mail
                     Calculate the average sales per day
                     Calculate the average number of days that payments are outstanding in a rolling period

         7) Electronic Banking Suite
             Use Electronic Banking to complete electronic banking activities. Electronic Banking includes electronic funds
             transfer (EFT) payments for Payables Management and Receivables Management, both inside and outside
             North America, as well as Electronic Reconcile and Safe Pay, for customers that use EFT transactions in
             North America.
                     You also can use Electronic Banking to complete the following tasks:
                     Pay vendors by EFT payments for banks in North America and Europe
                     Debit customer accounts using EFT transactions for banks in North America and Europe
                     Print non-negotiable check advices and remittances for EFT transactions to vendors
                     Reconcile bank statements using Electronic Reconcile
                     Confirm the authenticity of a check using Safe Pay
             If you use Multicurrency Management, you can view functional and originating information.

         8) Lockbox Processing
             Use Lockbox Processing when you have lockboxes set up at any bank or payment processing center, you can
             automatically import cash receipts transaction files from your banks or payment processing centers, so you
             don’t have to enter each of the transactions individually. You must set up import specifications for each bank
             or payment center that you import lockbox files from. You can specify information such as apply methods for
             each of these lockbox files.
             When importing a cash receipt transaction from a payment processing center and the transaction is applied to
             multiple customers, separate transactions using the same document number are created in Lockbox Processing
             for those customers. Each individual transaction indicates the amount that the customer paid, and the invoices
             that the cash receipt transaction is applied against.




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         9) National Accounts
             A National Account is a combination of related customers that make up a single organization. The parent
             customer is the controlling organization of the national account. This parent customer has child customers and
             is usually the customer that distributes payments on behalf of the child accounts.
             A national account provides the ability to restrict payments for child customers, apply credit checking, place
             holds, and assess finance charges at a consolidated national account level. You also can pay the parent
             customer of a national account when creating a refund check for the child customer, depending on the options
             you select when you set up the national account using the National Accounts Maintenance window. Reports
             and inquiries throughout Receivables Management can provide consolidated information about the activity of
             a national account or provide details for an individual customer.
             To become a member of a national account, a customer must meet the following criteria:
                     The customer must be an open item customer.
                     The customer can be part of only one national account, as a parent or as a child.

         10) Revenue/Expense Deferrals
             Revenue/Expense Deferrals simplifies deferring revenues or distributing expenses over a specified period.
             Revenue or expense entries can be made to future periods automatically from General Ledger, Receivables
             Management, Payables Management, Sales Order Processing, Purchase Order Processing, and Invoicing.
             If you use deferral transactions frequently, you can set up deferral profiles, which are templates of commonly
             deferred transactions. Using deferral profiles helps ensure that similar transactions are entered with the
             correct information. For example, if you routinely enter transactions for service contracts your company
             offers, and the revenue is recognized over a 12-month period, you could set up a deferral profile for these
             service contracts, specifying the accounts to be used, and the method for calculating how the deferred revenue
             is recognized.

         11) Risk Management Suite
             Audit Trails for Microsoft Dynamics® GP allows you to track changes in selected tables from any Microsoft
             Dynamics GP module, the Dynamics system database, or a Dexterity®-based, third-party module, to audit.
             Audit Trails can help verify the integrity of your data. It also helps support compliance with regulations for
             securing, managing and controlling business data, such as Sarbanes-Oxley and FDA 21 CFR Part 11.
             Audit Trails includes the following features.
                     Works with any Microsoft Dynamics GP company table or Dexterity-based, third-party table.
                     Captures change history with a time, date, and User ID stamp on each event.
                     Captures before-change and after-change data values.
                     Allows you to view change history using the SmartView (Audit Trail) window, a query and reporting
                      tool similar to the Microsoft Dynamics GP SmartList window.
                     Allows you to export change history to Microsoft® Office Excel®.
                     Allows you to specify which users can view individual audit trails.
                     Captures audit trail data in a separate database to help support “closed system” requirements of
                      regulations.
             Electronic Signatures applies preventive controls on changes to fields or windows within Microsoft Dynamics
             GP. When a user attempts to complete a system change that is controlled by an electronic signature, a window
             is displayed that requires one or more authorized passwords to be entered before the system change can be
             completed.
             Electronic signatures can be applied to most windows and fields within Microsoft Dynamics GP. Electronic
             signatures can’t be used to restrict changes within scrolling windows.




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6 Supply Chain Management
A.   Inventory (IV)
       1.   General Questions

            1.1. Provide a high-level overview of your current Inventory process. Include information such as the types of
                 items you use in inventory, who is responsible for updating inventory records, the types of transactions you
                 use, how many inventory transactions you conduct each day, etc.


            1.2. What do you like most about your current Inventory setup?


            1.3. What do you dislike the most about your current Inventory setup? What are your biggest pain points?


            1.4. How do you currently integrate your Inventory process with your Sales Order and/or Purchase Order
                 process? Do you require this feature in your new system?     Yes      No


            1.5. Describe any period-end and year-end process you complete regarding Inventory transactions.


            1.6. Does your company use multiple currencies?        Yes       No If so, which currencies?:


            1.7. Do you maintain history for Inventory transactions?         Yes      No If so, explain how long you keep this
                 history, how detailed it is, and how you use this history for reporting or analysis purposes.


            1.8. What report(s) do you run to keep up to date on your current Inventory/stock status? Who runs this report?
                 Include a copy of this report with this document.


            1.9. How much data do you expect to convert from your old system to the new? ________ Will this data need
                 to be cleaned up prior to conversion Yes      No In either case, please explain:



            1.10. Do you require Bar Code Tracking or RFID?         Yes     No
            1.11. Does your business process require you to store customer owned or consignment inventory?
                    Yes       No
            1.12. Are there any ongoing transaction integration requirements?       Yes       No If yes, please explain:


            1.13. How many formal warehouse Locations do you track?




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           1.14. Do you track Bin Locations within warehouses?         Yes      No
           1.15. Is there a need to track the manufacturer’s item numbers?      Yes      No
           1.16. Is there a need to track customers’ item numbers?      Yes      No
           1.17. What valuation methods does your company currently use (mark all that apply):
                   FIFO Perpetual     LIFO Perpetual      Average Cost        FIFO Periodic     LIFO Periodic




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B.   Purchase Order Processing (POP)
       1.   General Questions

            1.1.   Provide a high-level overview of your current purchasing environment. Include information such as who
                   creates Purchase Orders, who releases Purchase Orders, who receives Purchase Orders, how costs are
                   updated, etc.


            1.2.   Include a copy of your current Purchase Order format with this questionnaire. Describe what you like
                   and dislike about the Purchase Order format:


            1.3.   Does your current format have any limitations or components you wish to see changed?         Yes       No
                   If yes, please explain.


            1.4.   Approximately how many Purchase Orders do you release each day?


            1.5.   Approximately how many vendor and supplier profiles do you maintain in your current system?


            1.6.   Which of the following types of Purchase Orders does your company use? Mark all that apply and
                   assign a percentage to each type based on how often you use it?
                       Standard                  _________
                       Drop-Ship                 _________
                       Blanket                   _________
                       Drop-Ship Blanket         _________
            1.7.   Do you have any unique Purchase Order requirements for any items, suppliers, or vendors? If so,
                   explain.


            1.8.   When sending a Purchase Order, which methods do you use? Mark all that apply and assign a percentage
                   to each method based on the number of times you use it.
                      Fax         ________
                      E-mail      ________
                      EDI         ________
                      Other       ________




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           1.9.    How important is it for you to take advantage of vendor discounts and vendor payment terms?
                      Not Very Important         Somewhat Important            Very Important             Extremely Important
                   Please explain:


           1.10.   Are there any ongoing transaction integration requirements?            Yes        No If yes, please explain:


           1.11.   Do you require the ability to add items to Inventory while entering orders?                 Yes    No
           1.12.   Do you process purchase orders for non-inventory line items?               Yes         No
           1.13.   Are there multiple buyers who purchase specific inventory items?                 Yes        No
           1.14.   Do you track non-material costs (such as transportation fees, tariffs, duties, etc.) incurred during
                   ordering?     Yes     No
           1.15.   How many vendors or suppliers do you use?
           1.16.   Do you utilize requisitions prior to purchasing?          Yes         No
           1.17.   Do you use a requisition approval process?          Yes         No
           1.18.   Do you track requisition status?       Yes       No
           1.19.   Is there a Purchase Approval Process?         Yes         No
           1.20.   Do you purchase direct to Projects?        Yes         No
           1.21.   Do you purchase direct to Work Orders?           Yes        No
           1.22.   Are purchase order budget commitments required?                 Yes        No
           1.23.   Do you match vendor packing slips to purchase orders before submitting invoices for payment?
                      Yes       No
           1.24.   Do you wish to convert existing Purchase Order data to any new system?                   Yes      No
           1.25.   What data, in addition to the below items, will you want to migrate from your old system?
                      Vendors        Suppliers        Open Purchase Orders           Open Invoices




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C.   Sales Order Processing (SOP)
       1.   General Questions
            1.1. Provide a high-level overview of your current Sales Order processes. Include information such as who
                 creates Sales Orders, who sends Sales Invoices to customers, who receives Sales payments, how invoices
                 are posted, etc.


            1.2. What are the most important reasons for converting data?


            1.3. What do you like about your current Sales Order system?


            1.4. What do you dislike about your current Sales Order system?


            1.5. How are sales documents linked to Accounts Receivable in your current system?


            1.6. In your current system, is Sales Order Processing linked to Purchase Order Processing? If not, would this
                 feature help improve your daily business processes?


            1.7. Include a copy of your current Sales Order and/or Invoice format(s) with this questionnaire. Describe what
                 you like and about the format(s).


            1.8. Does your current format have any limitations or components you wish to see changed?          Yes       No
                 If yes, please explain.


            1.9. Approximately how many customer records do you maintain?


            1.10. Which of the following types of Sales documents does your company use? Mark all that apply and assign a
                  percentage to each type based on how often you use it.
                    Quote         _________
                    Order         _________
                    Invoice       _________
                    Return        _________
                    Back Order _________
            1.11. Do you have any unique Sales Order or Invoice requirements for any items or customers? If so, explain.




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           1.12. When asked to send a sales document, which methods do you use? Mark all that apply and assign a
                 percentage to each type based on how often you use it.
                       Fax       ________
                       E-mail    ________
                       EDI       ________
                       Other     ________
           1.13. Do you offer customer discounts and differing customer payment terms? How important is it to your
                 company to do so?
                       Not Very Important        Somewhat Important           Very Important      Extremely Important
                    Please explain:


           1.14. What is your company’s average daily order volume?


           1.15. How many line items are included on average per order?


           1.16. What is your order volume peak?


           1.17. How do you determine pricing for your customers?


           1.18. Do you utilize Instant Messenger to contact sales personnel or customers?        Yes      No
           1.19. Do you need credit card authorizations?       Yes      No
           1.20. Are there any ongoing transaction integration requirements?        Yes        No If yes, explain:


           1.21. Do you track sales based on customer territories?      Yes       No
           1.22. Do your customers fall into any logical “class” groupings?       Yes      No If yes, what types of
                 groupings?


           1.23. Do you charge sales tax?      Yes      No If yes, list the entities for which you collect sales tax.


           1.24. Do you pay commissions?        Yes        No If yes, please outline the commission process:




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D. Supply Chain Management Modules/Features
       Please check any of the items below that apply to your needs.

         1) Available to Promise
             Use Available To Promise, using the Inventory Available to Promise Inquiry window to view available to
             promise information, such as inventory on-hand quantity, allocated quantity, available quantity, and free-
             forward quantity.
             Free-forward quantity is the total of available and pending quantities of an item, plus any additional quantities
             from purchase orders, assembly receipts, manufacturing orders, and sales returns displayed in the scrolling
             window. The total sum is reduced by the item quantities from unallocated sales orders, sales back orders, and
             unallocated manufacturing components displayed in the scrolling window.
             You also can view pending purchase orders, pending purchase order receipts, and pending inventory receipts.

         2) Bills of Materials (BOM)
             Use Bill of Materials to create bills of materials, which are lists of components needed to build a finished
             goods.
             You also can use Bill of Materials to complete the following tasks:
                     Change the status of a bill
                     Copy bill components to a new bill or to an existing bill
                     Enter and post assembly transactions individually or in batches
                     Substitute items for components that don’t have sufficient inventory quantities
                     Print reports and edit lists to verify the accuracy of entered transactions

         3) Landed Cost
             Landed costs are the additional costs that might be associated with purchasing a product. For example, if you
             purchase items from another country or region, the amount you must pay also might include freight costs, or
             duties.
             Using landed costs, you can define different landed costs, including information such as the vendor the landed
             cost is for, the cost calculation method used, and whether invoices must be matched. Later, you can group
             landed costs, and then assign a group of landed costs to an item-site combination.

         4) PO Generator
             Using Purchase Order Generator, you can automatically generate purchase orders to replenish inventory
             based on a reorder point you specify. If you are using Project Accounting, you can’t generate purchase orders
             for projects.
             Use the purchase order generator to analyze inventory levels and suggest purchase order line items based on
             default settings and reorder levels. You can modify the suggested purchase order line items before generating
             them into purchase orders in Purchase Order Processing.

         5) Returns Management
             Use Returns Management to enter, set up, and maintain your Return Materials Authorization (RMA) and
             Return To Vendor (RTV) documents. If Returns Management is integrated with Service Call Management, an
             RMA is created automatically from a returnable parts line on a service call. If Returns Management is
             integrated with Sales Order Processing, you can select items directly from the historical Sales Order
             Processing invoice that was generated for a specific customer.




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7 Project Accounting
A.   Project Accounting (PA)
       1.   General Questions

            1.1. Provide a high-level overview of your current project tracking process. Include information such as what
                 constitutes a project in your organization, whether projects are billable, and what types of costs are currently
                 tracked.


            1.2. Describe your current project structure or hierarchy, using your terminology (contract, project, phase, cost
                 code, and so on).


            1.3. Do you currently have one source or database for project accounting, or is the information spread among
                 various databases, spreadsheets, and other repositories?


            1.4. Please check the types of information you currently track for each project. Please list any additional project
                 identifiers or data that are important to your business under “Other”:
                     Project Description
                     Project Manager
                     Business Manager
                     Estimator
                     Salesperson
                     Department
                     Project Start Date
                     Project End Date
                     Total Project Budget
                     Project Type
                     Other


            1.5. Discuss the types of information you currently have access to for project accounting and management. What
                 additional information, in reports or views, would you like to see that you currently do not have access to?


            1.6. What do you like most about your current project accounting system?


            1.7. What do you dislike the most about your current project accounting system? What are your biggest pain
                 points?




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           1.8. List your types of projects from a revenue recognition standpoint. Include what percentage of your projects
                are time and materials, percentage of completion, fixed price, etc.


           1.9. Describe the budgeting process for your projects. Include information on what items are typically budgeted,
                and how the budget relates to the project schedule.


           1.10. Describe the roles of those across your company who work with project accounting data. Include
                 information on what information these users would collect, process, and review.


           1.11. Provide a high-level overview of how project transactions, including work in progress, post to the general
                 ledger. How do you determine what posting accounts are used for these transactions?


           1.12. Do you have a change order procedure in place for projects?        Yes       No   If yes, please explain:


           1.13. Do you have a need to limit project access to a defined list of users?    Yes      No


           1.14. Do time and expenses integrate to a payroll system?       Yes       No   If so, describe briefly.


           1.15. Do you use any external systems or databases to collect employee expenses, time, or purchase transactions
                 related to projects?   Yes      No


           1.16. Do you track overhead for projects? Yes        No Does this typically include employee benefits?
                    Yes      No Do you have other costs, not recorded as project costs, that you need to allocate to
                 projects?     Yes     No
           1.17. Do you anticipate having remote or non-back-office users enter and approve time and expenses?   Yes
                    No If so, how many employee and/or subcontractor users will enter time and expenses into the system?


           1.18. How many projects do you currently track in your project accounting system? On average, how many
                 projects are created each period?


           1.19. Describe the volume of transactions you typically have in a month for project related material purchases.


           1.20. Do you track purchase tax separately for project related items?


           1.21. Do your company’s projects use inventory items, either purchased for stock or from a company
                 manufacturing process?     Yes      No




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           1.22. Do you have a purchase order procedure in place for project purchases?              Yes      No     Do you track
                 commitments?      Yes      No
           1.23. For time and materials projects, is there a relationship between project costs and project billings?     Yes
                    No Are markups or standard billing rates used?            Yes      No Do you generally          assign unit
                 costs and billing rates by project or by     resource used?
           1.24. Do you calculate sales taxes on project invoices?        Yes          No
           1.25. How often do you bill projects? How often do you recognize revenue?


           1.26. For each billing period, how long does the billing process typically take from posting of costs to printing
                 and sending the invoices?


           1.27. Do you send project invoices to clients via e-mail?        Yes         No
           1.28. Does your company use different project billing formats for different types of projects           Yes      No or
                 different customers?  Yes       No
           1.29. Do your company projects use       service fees,      retainers, or        retention?
           1.30. How much time do you and others in your company spend in an average day gathering information on
                 project budget versus actual, utilization, and work in progress?


           1.31. How much time do people across your company spend creating reports daily?


           1.32. Describe your project closing procedures.


           1.33. Does your company use multiple currencies for projects?           Yes          No If so, explain.


           1.34. How many companies do you currently manage in your accounting system? ______. Do you track projects
                 in all companies?  Yes      No If not, how many companies utilize project accounting? ______.




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8 Human Resources Management
A.   Human Resources (HR)
       1.   General Questions

            1.1. Provide a high-level overview of your current Human Resources tracking records. Include general
                 information, such as what information is tracked for each of your employees outside of salary and hourly
                 pay information. This information might include employee deductions, paid time off, skills, training, tests,
                 position history, review tracking and scheduling, etc.




            1.2. Discuss the separation of duties between your Payroll department and Human Resources department. How
                 closely do they work together, or are they the same department?




            1.3. What do you like most about your current Human Resources system? Do you have Human Resources
                 software currently in place and, if so, what software package and version are you using?




            1.4. Do you use Microsoft Office Word and/or Microsoft Office Excel ® documents to track any of your Human
                 Resources information?




            1.5. What do you dislike the most about your current ability to track Human Resources information? What are
                 your biggest pain points?




            1.6. Are you currently using Microsoft Dynamics® GP Payroll? If so, are all of your employee records, pay
                 codes, deductions, and benefits set up in Microsoft Dynamics GP Payroll?




            1.7. Are there any benefits, deductions, or garnishments that have been difficult to account for because of
                 specific government regulations or court orders that are different for every employee? If so, please provide
                 specific examples.




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           1.8. If using Microsoft Dynamics GP Payroll, do you currently accrue employee vacation and sick time each pay
                period, or do you allow for subtraction of time taken as payroll is posted? Do you wish to maintain a
                company calendar showing all leave taken and scheduled?




           1.9. Explain your paid time off (PTO) policy or policies. Do you have multiple types of PTO?




           1.10. Do you want to track employee positions to report on job skills, pay rates, or specific training by positions?




           1.11. Do you assign pay steps and pay grades to positions? Do you use specific expiration dates?




           1.12. How many employees do you currently have?




           1.13. Do you currently submit payroll taxes electronically to federal and/or state agencies? Please provide a list of
                 these agencies.




           1.14. How do you currently group your employee records for reporting? For example, do you group employee
                 records by department, state, positions, or supervisors?




           1.15. Do you have specific reporting requirements for the Americans with Disabilities Act?




           1.16. Do you have employees in more than one state? If so, which state have you designated as the "primary" state
                 to which New Hire Reporting information will be submitted? How are you submitting that information
                 today?




           1.17. Do you have deductions from employees pay checks that need to be immediately remitted to a government
                 agency or insurance company either in total for the whole company or specific to an employee? Please
                 provide examples.




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           1.18. How do you currently track your Family Medical Leave, and do you adjust the hire dates for your
                 employees who wish to take this time off? Do you permit employees on family medical leave to continue to
                 have benefits if the employee portion is paid? Please explain.




           1.19. What is the structure of any retirement plans you currently have in place? Please describe any matching or
                 tiered benefits related to your company’s retirement plan.




           1.20. Do you wish to track all benefits given to an employee in order to track total employee costs? This would
                 include 401K matches, employer-paid portions of health insurance, employer-paid portions of life insurance,
                 memberships, matching donation funds, etc. Please provide examples.




           1.21. Do you have any unusual benefits for employees? Please provide examples.




           1.22. Do you need to track information related specifically to age-based life insurance policies?




           1.23. Do you maintain information about applicants, including whether are hired or not?




           1.24. Do you have an external Web site that collects information about applicants? Will there be an integration
                 required between this application and Microsoft Dynamics GP?




           1.25. Do you have any unique Human Resources information that you are tracking that you wish to have entered
                 into Microsoft Dynamics GP Human Resources after setup is complete? What would be included in that
                 information?




           1.26. Do you provide your employees with Total Compensation Plan documents? If so, please elaborate on when
                 that is done and what information is included. Please provide a sample document.




           1.27. Please describe your benefits open enrollment process. Include information such as when this is done, who
                 is typically involved, whether it requires manual forms and/or updates to various Web sites, or whether it is
                 automated via a service?




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B.   US Payroll (PR)
       1.   General Questions

            1.1. Provide a high-level overview of your current payroll processing. Include such information as a step-by-step
                 guide to the process of issuing paychecks, generating files and reports for various agencies, responding to
                 employee requests for information, whether a position plan structure is in use, etc.




            1.2. Discuss the separation of duties between your Payroll department and Human Resources department. How
                 closely do they work together, or are they the same department?




            1.3. Do you have a current reporting intranet site or shared network folder that you use to provide information
                 and reporting to others? If so, please elaborate.




            1.4. Discuss the types of pay records and time-and-attendance tracking your company uses.




            1.5. What do you like most about your current payroll processing tools?




            1.6. What do you dislike the most about your current payroll processing tools? What are your biggest pain
                 points?




            1.7. How many active employees do you have? __________.
            1.8. In what states do you employ workers?




            1.9. In the previous year, how many W-2 forms did your company issue? __________.
                 How many corrections or W-2Cs did your company file? __________.

            1.10. What is your pay frequency and pay day: Weekly             Bi-Weekly        Semi-Monthly       Monthly
                    Other ________________________________
            1.11. Are your employees paid hourly, on salary, or both?       Both      Hourly       Salary
            1.12. If you pay bonuses or commissions, do these payments run concurrent with your normal payroll processing?
                      Yes      No




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           1.13. If you pay special payments (relocation, expense reimbursements, advances, etc.) do these payments run in
                 line with your normal payroll processing?     Yes      No
           1.14. Do you have tipped employees and are you required to track tipped wages?         Yes       No
           1.15. Do you have employees who are in multiple taxing jurisdictions within the same pay period?
                    Yes     No If yes, please elaborate.




           1.16. Do you have centralized or decentralized payroll processing? (Is payroll data entered at one office location
                 or multiple locations?)     Centralized     Decentralized If multiple locations, please explain:




           1.17. Are you required to pay your employees in multiple currencies?        Yes       No If yes, which currencies:




           1.18. Do you have union employees?         Yes      No If so, please specify the unions:




           1.19. Do you have complex overtime calculation routines that require compliance with federal, state, and local
                 laws whereby overtime is calculated using an averaging convention or blended rates?    Yes        No If
                 yes, please elaborate.




           1.20. Do you have any specialized reporting needs such as needing to file electronic media with governmental
                 agencies?    Yes       No If yes, please elaborate:




           1.21. Do you currently use any outside or third-party services for tax filing and reporting?      Yes      No If
                 yes, please identify your provider:




           1.22. Do you envision implementing project accounting with Microsoft Dynamics GP?             Yes     No If yes,
                 please elaborate on how you are currently tracking labor costs to existing projects in your company, and
                 what information comes from payroll.




           1.23. Are there any industry-specific payroll policies you must adhere to (such as transportation, food service,
                 medical, and so on)?      Yes      No If yes, please explain:




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           1.24. How are paychecks printed, signed, delivered, and distributed to your employees?




           1.25. Do you offer direct deposit?      Yes       No Is direct deposit required?        Yes       No
           1.26. Please provide your requirements when it comes to maintaining the security around your payroll data,
                 payroll system, distribution of data, and any other sensitive files that must be protected. If possible, provide
                 any company policies to this questionnaire.




           1.27. Do you have any other systems serving as an input to—or receiving automated output from—your current
                 payroll system(s)?    Yes      No If yes, please explain:




           1.28. What is the leave of absence policy in your company?




           1.29. Do you have multiple leave of absences?         Yes       No If yes, what are they?




           1.30. Do you calculate absences based on ranges of hours worked, years worked, hours worked life-to-date, or
                 hours worked year to date?




           1.31. Do you have any disabled employees who require special payroll processing?            Yes        No If yes,
                 please explain:




           1.32. Will you have payroll entries that will need to be tied to a project or a job?     Yes      No
           1.33. Will you be going live with payroll January 1st?     Yes          No If not, which calendar quarter-end will
                 data conversion need to be done before the next pay period?        1st Qtr    2nd Qtr     3rd Qtr




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C.   US Payroll Modules/Features
       Please check any of the items below that apply to your needs.

         1) Payroll Direct Deposit
             Use Payroll Direct Deposit to process a pay run and deposit employee Payroll funds to a bank account or
             credit union account.

         2) PTO Manager
             Paid Time Off Manager automatically manages complex vacation and sick time policies. It helps to reduce
             overhead costs by reducing paperwork and the time required by the Payroll team to manage manual paid time
             off record keeping. Paid Time Off Manager also enables the staff to manage complex and changing payroll
             situations quickly and accurately, while offering better service to the employees.
             Microsoft Dynamics GP Payroll and Human Resource users often need to calculate vacation and sick time
             (Earned Paid Leave) using a method different from the standard Microsoft Dynamics GP calculation. Because
             different companies also use different methods, Paid Time Off Manager for Microsoft Dynamics GP allows the
             calculations to be defined and set up by the user in an attempt to create one module to fit these varying
             calculation methods. The user now has the ability to assign a PTO Code to multiple employees who have
             similar or identical PTO configurations. Paid Time Off Manager integrates with the Microsoft Dynamics GP
             Payroll module to provide a complete solution. When users process payroll in Microsoft Dynamics GP, Paid
             Time Off Manager calculates vacation and sick time during the calculate checks process. The updated
             vacation and sick time data is posted to employees’ records when the payroll checks are posted.

         3) US Payroll - Advanced
             Microsoft Dynamics® GP Advanced Payroll includes the following modules:
               Pay Policy Manager integrates with the Microsoft Dynamics GP Payroll module. When entering
               transactions through the Transaction Entry window the pay rate is adjusted based on the Employee,
               Employee Pay Code, Company, Department, Position and Shift Code selected, or the linked pay code
               selections on the Employee Pay Code Options window. The pay rate calculated is saved at the time the
               transaction is entered for use during that pay run.
               Payroll Hours to General Ledger allows setup for the system to post actual labor hours to General Ledger
               Unit Accounts. The Microsoft Dynamics GP Payroll Posting Account setup window has been modified to
               allow a Unit Account to be assigned. Additionally, there is an option on the Pay Code Setup that allows, at a
               Pay Code level, which payroll transaction hours are posted.
               Labor Accrual Manager is designed specifically to fulfill the need of companies that are required to account
               for payroll accruals within a month that are not accounted for when the pay period ends prior to the end of
               that month. Once per month, near or shortly after the end of a month, accounting personnel must create
               payroll accruals for accurate financial reporting. Labor Accrual Manager fulfills this need as it allows the
               creation of the payroll accruals and posting to the general ledger as well as setting a reversing date to be
               reversed out of the general ledger.
               Advanced Labor Reporting extends department level reporting for both Payroll and Financial data. It also
               extends reporting for Full-Time Equivalent data as well as Productive and Non-Productive employee level
               data. Additional reporting features include Full-Time Equivalent Budgets and variances, current and YTD
               totals.




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9 Reporting & Financial Reports
       1.   General Questions
            1.1. Provide an example of any required reports, indicating what data is required and labeling the fields. Also
                 provide a description of the process and any tools used to generate the report.




            1.2. How are your reports reviewed and distributed:
                     Printed and hand-distributed
                     Saved to a PDF and electronically distributed
                     Exported to Excel and distributed
                     Generated and posted to SharePoint server
                     Data is reviewed without printing
                     Reports are generated via SQL Reporting Services (SSRS)
            1.3. Do you have specific reports that need to be generated and submitted to an outside source?
                     Yes      No
            1.4. Do you need reports to print to a specific printer?     Yes       No If so, please indicate what reports.




            1.5. Do your reports need to provide real time/dynamic information or can they be updated at regular intervals?
                     Real time/dynamic         Updated at regular intervals
            1.6. Will users want to be able to make their own reports or queries to the data to make some ad hoc analysis?
                     Yes      No
            1.7. Does the information need to be presented in a specific format?         Yes        No If yes, please attach
                 examples.
            1.8. Describe the security concerns in creating, generating, and viewing the reports.




            1.9. FRx has been retired and streamlined support ends on December 31, 2012. Are you interested in
                 deploying/migrating to Management Reporter (MR)?        Yes     No
            1.10. Select the financial statements that you need to generate throughout the year.
                     Balance Sheet
                     Profit and Loss Statement
                     Statement of Cash Flows
                     Statement of Retained Earnings
                     Others (please describe):


                  Attach copies of the reports you marked above to this questionnaire, where appropriate.




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10 Configuration and Development Tools
       Please check any of the items below that apply to your needs.

         4) Dynamics GP Extender
             Dynamics GP Extender allows you to create additional data entry windows to extend the information that can
             be captured in Microsoft Dynamics GP. There are five ways that Extender can be used to add new data entry
             capabilities to Microsoft Dynamics GP:
             Extender Windows are used to link new data to existing Microsoft Dynamics GP. You should use an Extender
             Window when an existing Microsoft Dynamics GP window does not contain all of the data that you need to
             track. For example, you could use Extender Windows to create a new window to track additional information
             against inventory items.
             Extender Detail Windows are used to link new detail records to existing Microsoft Dynamics GP windows.
             You should use an Extender Window when you want to track multiple records against an existing Microsoft
             Dynamics GP. For example, you could use an Extender Detail Window to create a new window to track
             multiple contacts against a customer or vendor.
             Extender Notes Window allows you to attach multiple notes to a Microsoft Dynamics GP window. For
             example, you could use an Extender Note to record correspondence details against a customer or vendor.
             An Extender Form creates a standalone data entry form. Unlike Extender Windows, Extender Forms do not
             have to be attached to an existing Microsoft Dynamics GP window. Extender Forms can be used to track any
             type of master file or transaction information that is not already stored in Microsoft Dynamics GP. For
             example, you could use an Extender Form to store worksheet or job details.
             An Extender Detail Form allows you to create a standalone data entry form with a header record and detail
             line items. Extender Detail Forms can be used to track any type of master file or transaction information that
             requires line items. For example, you could use an Extender Detail Form to store sales budgets with line items
             on each budget for each salesperson or sales territory.

         5) Integration Suite
             Integration Manager for Microsoft Dynamics® GP is a data integration software tool that you can use to
             extract, transform, validate, and transfer data among your business applications, so that you won’t need to re-
             key data. Integration Manager provides a cost-effective way to integrate data without a need for specialized
             knowledge of databases or programming interfaces.




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11 Security Setup
1.   Overview                                This Section is for your future reference only. It is not required at this time.

Refer to the diagram at the right for a visual representation of
                                                                                               SYSTEM LEVEL SECURITY
security in Microsoft Dynamics® GP. Security in Microsoft
Dynamics GP 10.0 and GP2010 is significantly different than
                                                                                               COMPANY LEVEL SECURITY
previous versions and follows a more rigorous strategy whereby
users are excluded from having rights to areas unless specifically
                                                                                                USER LEVEL SECURITY
provisioned.

1.1. Provide a high-level overview of security in your current
     accounting system. Be sure to provide answers to questions                   Create security
                                                                                                                           Create users
     such as how many users have access to your current system,                       tasks
     how you ensure that sensitive data is seen only by the
     appropriate user, etc.

1.2. Complete an organizational chart detailing each business unit,
     the divisions within each unit, the functional units within each
                                                                                  Assign tasks to                         Assign users to
     division, and the users who comprise each functional area.
                                                                                   security roles                           companies
     Discuss security levels and needs for each unit, division, area
     and role.

1.3. How many users do you anticipate maintaining in your new
     system? Is this number expected to grow?
                                                                                                      Assign security
1.4. Has your current security setup been approved by Sarbanes-                                     roles to each user/
                                                                                                         company
     Oxley auditors? What security requirements must you maintain
                                                                                                        combination
     in order to meet this and other applicable rules and regulations?

1.5. Describe the degree of separation of duties within your
     company. Are roles clearly defined across your organization or                                 Assign Alternate/
                                                                           Create Alternate/         Modified Forms
     do many employees hold multiple roles and complete multiple                                    and Report ID to
     tasks?                                                                Modified Forms
                                                                            and Report IDs             each user/
                                                                                                        company
1.6. Who will be your security administrator? Who will be                                             combination
     responsible for maintaining system-wide security in your new
     system? (This may or may not be the same person as your
     system administrator.)                                                                         Grant access to
                                                                                                       Advanced
                                                                                                    Financial reports
1.7. Do you anticipate using Business Portal for Microsoft                                           for each user/
     Dynamics GP, Windows® SharePoint® Services, Web Services                                           company
     for Microsoft Dynamics GP, or any combination of these in                                        combination
     conjunction with Microsoft Dynamics GP? If so, a Microsoft
     Management Console add-on called the Security Synchronization Utility is available for assistance in synchronizing
     security among all applications.

1.8. What are your existing business practices for adding, changing, and removing end-user access? Do you require written
     authorization from the employee’s supervisor? What needs to go to other departments in the event of a new hire who will
     use the system as part of his or her daily job




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12 ISV / 3rd Party Products
Two types of ISVs: Horizontal and Vertical

    1. Horizontal ISVs are vendors that straddle a number of industries, but provide software that may be
       applicable only to one or two roles within each industry. For example, an ISV that provides payroll software
       will be able to apply that software to a number of industries, but will require only the input of the payroll
       officer within each industry.

    2. Vertical ISVs are vendors that provide software for a specific industry; however, the software may be used by
       a number of roles within that industry. For example, ISV software that performs a hotel booking function may
       be used only in the travel industry, but it may be utilized by a number of different roles (for example, function
       coordinators or tour booking agents).

  Please provide a list of ISV (Independent Software Vendor) and 3rd Party Solutions that are used, if any, in conjunction
  with your Dynamics GP System:
        Solution Name                                   Purpose                                           Version




13 Customizations
  Please provide a list Customizations to your Dynamics GP System: ie: VBA, VB, etc.
       Customization Type                              Purpose                                            Still Used?




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