VIEWS: 11 PAGES: 29 POSTED ON: 8/27/2011
BOBBY JINDAL PAUL W. RAINWATER GOVERNOR COMMISSIONER OF ADMINISTRATION State of Louisiana Division of Administration Office of Information Services MEMORANDUM TO: All Prospective Proposers FROM: /s/Martha O’Hara, Director DATE: March 4, 2011 RE: Support and Enhancement of the ERP LaGov Application RFP: Questions and Answers from the Pre-proposal Conference on February 10, 2011 and Answers to Proposer’s Written Inquiries Received by February 24, 2011 This document is divided into 2 sections. The first section contains questions and answers from the Pre-Proposal Conference held on February 10, 2011. The second section contains answers to proposer’s written inquiries received by February 24, 2011. Martha O’Hara Post Office Box 94095 Baton Rouge, Louisiana 70804-9095 (225) 342-0900 1-800-354-9548 Fax (225) 342-0902 An Equal Opportunity Employer SECTION 1 QUESTIONS AND ANSWERS FROM THE PRE-PROPOSAL CONFERENCE 1. What are your intentions for the pilot? Can you talk about the requirement for experience in implementing SAP software? Can you talk about the pilot that might be implemented in 2012? DOTD is the pilot and, from an agency point of view, the system is set up as it needs to be for all agencies. What are not set up at this time are the control agency functions such as the Treasurer functions and the Cash Management functions. The agencies that we bring on will be brought on to the existing system with the same functionality that DOTD has. We will have a little bit of conversion but do not expect a lot of changes. 2. You’ve stated that you’re interested in bringing on another agency in the future. What will determine which agency you select? It will be determined by the agency’s willingness to come on and getting approval of their management to bring them on board. We have several agencies that have expressed an interest in coming on board. 3. What modules do you expect to implement for the new agencies? Do you plan to implement with a restricted scope and then expand the functionality, or do you plan to implement with the same scope that the existing agency has? The agencies we have in mind would use all of the same modules that are in place for DOTD. In the second or third year of the contract we will have to expand some of the functionality, such as within the Grants module. Before we do a statewide roll out we will have to look at the current implementation of Grants and do significant improvements and expansion in this area. 4. With respect to the addition of these agencies, do you expect to accomplish this with your own resources or do you intend to issue another RFP? Would you expect the selected agency to help with the implementation? This RFP includes bringing on another agency. The existing State staff with the assistance of the vendor will do this. We will have assistance from the selected agency to deal with the conversion, training and other issues. 5. Of the 18,000 hours that you expect to spend, how much do you expect to spend on DOTD support issues versus HCM? We have not done an analysis of a breakdown like that, but we expect the overwhelming majority of hours to be used for DOTD support. We have a significant level of in-house support capability for HCM and will be able to do most of that with our in-house resources. In HCM, our needs would likely be in the implementation of new functionality. We generally do not need assistance with our day-to-day support issues. 6. Can you talk about the existing support contract? How is it going and are there any changes you would like to make to the existing support contract? Who is the contractor? How long have they been here? Why do you want to replace them? We can provide information to clarify requirements of the RFP and to answer relevant questions. We do not provide general information such as information about the incumbent or instruction on how to respond to the RFP. 7. Do you have a change management tool and what processes are in place? We have been using a custom system (ARMS) for HCM change management, but have been using Solutions Manager for ERP changes and plan within the next 6-9 months to migrate the HCM changes into Solutions Manager, as well. We have “blended” teams in support of each module that include Functional Analysts as well as Technical personnel. Every change has at least 3-4 signatures of approval before it is allowed to be moved into Production. Approval from the Developer, Functional Tester, and Manager are required as well as additional approval based on the type of change. Anything that involves changes to code must also go through a QA review. Due to the recent implementation, we are not doing a lot of prioritization of change requests as most of the time and resources are spent on production problems. After we move past this initial phase, we plan to do much more review and prioritization of our requests. 8. Are you looking for a single support vendor or is it possible to have a split award? The State will have a single prime contractor as the result of any contract negotiation, and that prime contractor is responsible for all deliverables referenced in the RFP and proposal. Respondents may submit a proposal which involves subcontract with others, provided the prime contractor acknowledges responsibility for the entire contract. For more information please see Sections 2.12 and 4.3.3 of the RFP. 9. It sounds like you’re interested in applications support but there might be a potential for rolling out other agencies. Will the proposer be evaluated on this capability? You must have done implementation work previously. As part of this, we will mention that we have also implemented AgileAssets for DOTD and this is being used for their Linear Assets needs. There are numerous interfaces between Agile and SAP. AgileAssets is responsible for their end of those interfaces; however, the State with the assistance of the contractor is responsible for the SAP interfaces. 10. Will support of these interfaces will be part of this RFP as well? We are just mentioning it because right now we have 4 or 5 changes pending on these internal interfaces. AgileAssets supports their side of the interface and we support the SAP side. 11. Is it possible that through this contract you would look at EHP5 or would that be something separate you would consider? DOTD plans to continue using the AgileAssets platform for the foreseeable future without regard to what future releases of SAP might bring. 12. You mentioned that there are roughly 102 trouble tickets right now for ERP. How are those tickets distributed among the modules? The vast majority are for Project and SRM. The number of tickets change on a daily basis as we move fixes into Production and new problems are reported. We are beginning to see problems being reported in the BI module as more users begin using it. The Project System tickets frequently cross into to other modules such as Co and Assets. 13. Would you consider a hybrid work model or must everything be on-site? On-site. Off-site work can be done with prior approval but that approval will be very rare. 14. Was State staff involved with the implementation? Yes, almost all of the State personnel that were on the implementation team are now on the support team. 15. The genesis of question 14 was to understand what knowledge transfer has occurred for the State team. In several areas the configuration knowledge transfer was not done. Knowledge transfer was limited on the business side and the State staff needs much more knowledge transfer. 16. Is there a limit on the number of pages [of the proposal]? There is no limit on the number of pages but please don’t fill your proposals with marketing material. You will not be evaluated on marketing. Please respond to the RFP itself. SECTION 2 ANSWERS TO PROPOSER’S WRITTEN INQUIRIES 1. Do you need résumés in the staffing plan? How many are required for each module? The proposal should provide information about the experience and qualifications of the assigned personnel considered key to the success of the project in the format defined in Appendix D. No number of assigned personnel is specified. The proposal may earn a maximum of 20 points for this criterion. 2. Is a mix of on-site and remote work at vendors’ offices in the continental US acceptable? Please see question 13 in Section 1. 3. Will more than one contract be awarded for this RFP? In the case of multiple awards, would multiple vendors be providing support for the same modules or will the modules be divided among the selected vendors? If the modules are to be divided among the awardees, what would form the basis of the matching vendor(s) to module(s)? Please see question 8 in Section 1. 4. Does the State have a list of tasks to be worked on? If yes – can you share it? The tasks currently are to work the production problems. Although we have a long list of items that were identified as post go-live, we have not reviewed or decided which if any will be done. Therefore we cannot provide a task list at this time. 5. We understand that the State has change requests in addition to the support requests that the awardee will need to attend to. What is the ratio of the number of support requests to change requests? Can you give a breakdown of these numbers for the past couple of months? If support requests are what we call production problems, everything being worked with 2 exceptions are problem tickets. There has not been any change requests submitted by users yet; however there is a long list of post go-live changes which may become change requests. See number 4. 6. Historically, what is the breakdown of support requests by functional module, type of support and monthly hours for Basis, Functional and Programming? Until we went live with LaGov in November, 2010, all changes were for HR/Payroll which went live in 2001. Therefore we do not have historical data for other modules. The breakdown of hours for HR/Payroll would not be representative of current or future needs. 7. Can the State provide a breakdown of the estimated percentage of support tickets by area? The problem tickets have increased each month as the users have started using more complex processes. For the past month, we have received 28-36 tickets per week. At this time approximately 50% are in the SRM area, Project System is down to about 30%, BI is 10% and the remaining 10% are for the other modules. Once the system stabilizes and the users gain experience, we should move into change requests. Since all we have at this point is post go-live items that may become change requests, I can only make a very general guess. I believe the majority of changes will be in the Project System area followed by SRM. In the second or third year we will have a number of changes to make in the grants area. The other modules together will probably be under 20% and should not require a separate consultant for each module but rather consultants who can support multiple modules such as G/L, CO and FM. 8. Is there an existing pricing template or format in which all the respondents can be asked to populate the prices for all the modules for next 3 years? Yes, see Sections 4.2.4, 4.3.5 and Appendix F of the RFP. 9. What is the annual budget for these support services for the SAP Applications? We can provide information to clarify requirements of the RFP and to answer relevant questions. We do not provide general information such as information about the incumbent or instruction on how to respond to the RFP. 10. What are the County’s current IT and SAP staff strengths and in what skills? Please mention the roles and responsibilities of the County’s IT department in supporting SAP hardware, network, and database servers? The State of Louisiana’s SAP Technical Infrastructure (Basis) Team supports all client, application server and database server software, and hardware related to installing, supporting, and maintaining SAP BW 7.01, SAP Enterprise Portal 7.01, SAP ERP 6.0 EHP4 (FI, HCM, LSO, Travel, etc.), SAP SRM 7.0, SAP MDM 7.1, SAP Mobile 7.0, SAP PI 7.1 and SAP Solution Manager 7.0. We would like one very strong resource with Basis experience specifically in SAP and DB2 for zOS. Areas of concentration needed for these resources would be SAP BW 7.01, SAP Enterprise Portal 7.01, SAP MDM 7.1, SAP Mobile 7.0, SAP PI 7.1, and SAP Solution Manager 7.0. 11. What were the total hours spent on support to close these tickets in November and December? What is the average time per ticket for the 2 months? The total number of hours or average time per ticket for November and December would not serve as a predictor of services that will be required. Please see Section 4.2.4 and Appendix F of the RFP, both detail the cost proposal. The State Evaluation Factor serves as an indicator of the volume of services that the State expects to utilize for each area and role. 12. We understand that there would be change requests and enhancements required in addition to production problems. We would like to understand if the State envisions any scope of work (for example BASIS activities) beyond the current estimate of 18,000 hours of work. This is to accurately estimate contract value and scope of resources. Please explain the change request process for change request approval. No hours beyond the 18,000 are being considered. State Management approves all change requests and assigns to state or consultant staff depending upon availability of staff, skill sets and priority. 13. We assume that assistance for implementation of a new agency would be beyond the 18,000 hours of work. Please confirm. No, implementation work is included in the estimated hours. 14. What BASIS activities would fall in scope for the contractor? Is there an estimate of the breakdown of effort spent on BASIS activities? The contractor would be responsible for supporting the State of Louisiana Basis staff related to all Basis activities including but not limited to: Evaluating, installing, configuring, and deploying SAP applications, systems software, products, and/or enhancements to existing applications throughout the State of Louisiana SAP environments. Collaborating with analysts, designers, and system owners in the testing of SAP software programs and applications. Ensure that any SAP integration into the State of Louisiana’s SAP environments meets functional requirements, system compliance, and interface specifications. Perform daily monitoring and troubleshooting of the SAP systems; install and configure patches and upgrades as required. Prepare and deliver activity and progress reports for presentation to the management team. Provide direction for the application team in support of SAP operations. Recommend any additional hardware or software requirements needed for successful SAP deployments, configuration, or maintenance. Specifics would include new installs, upgrades, support package, enhancement package, performance tuning (SAP ABAP/JAVA application tuning, DB2, z/OS, AIX, Windows, network, etc.), develop landscape client strategies to clean up the SAP environments; all transport activities, client copies, and client software delivery (SAP GUI, MDM Clients, UC4 Clients, etc.). 15. We assume that only Level 1 support (service desk) would be out of scope for us. Please confirm. Yes, State staff will handle the Help desk. 16. What is the incident management tool in place currently? Solution Manager and the ARMS system (custom) are the incident management tools currently in place. ARMS is used for HCM only and will be transitioned to Solution Manger over the next year. 17. Can you share the process flow for resolution of production problems? State staff enters all problem tickets, approves the ticket and assigns it to state or consultant staff depending upon availability of staff, skill sets and priority. State staff participate in any required designs or changes to functionality. State staff performs all integration testing prior to a change being moved to production. 18. What would be the touch points of interaction between the contractor & state staff during problem resolution, change requests, enhancements, etc.? All tickets will be assigned to the contractor by State Management after approval. The state team member and the contractor will work together on design options for new functionality and changes. State staff performs all integration testing prior to a change being moved to production. 19. Can you share the current service level agreement across various incident severities? We do not have any service level agreements at this time. 20. Apart from change management, is Solution Manager used for any other activities as well? The Service Desk functionality and the Maintenance Optimizer are currently the only functionality used in Solution Manager. There are current initiatives to utilize more functionality in Solution Manager including CHARM, expanding Service Desk functionality, and End to End Business Process Monitoring (SolMan Diagnostics). 21. Considering that most of the work will be at onsite, is there any additional support coverage required beyond business hours? Not normally. However, there are some exceptions where consultants are required to be on site or on call such as during the period immediately after we apply support packs or during the Thanksgiving, or Christmas/New Year’s holidays. During these times, we do not require the consultants to be in town but we do require that key personnel be on call. 22. The RFP mentions some of the mainframe based applications like AFS, AGPS, CFMS etc. We would like to know if this would be in scope for the contractor. No, other than working on the SAP side of interface if necessary. 23. Do we need to support the interfaces between mainframe and SAP? Yes for the SAP side of the interface. 24. LaGov HCM interfaces only with the list of interfaces specified in Section 1.3 of the RFP. Is this assumption right? Or it interfaces with other interfaces also. If yes, how many such interfaces it interfaces with? This question is somewhat confusing. However, we do not have any knowledge of interfaces that would interface with another interface. 25. Are there any enhancements envisaged for the enterprise portal? Are there any ticket volumes currently for the portal? For our ECC portal, we have MSS and ESS enhancements planned through the implementation of new business packages, MSS 1.41 and ESS 1.41. Currently there is a minimal ticket volume for the portals. 26. Scope includes SRM/Logistics modules but the Cost proposal worksheet does not specify these modules. Do we need to provide rates for these modules also? Yes. 27. Who would be involved in the transition of services to contractor? Does the State have any time line in mind for this transition? There is a two week overlap between the start date of this contract and the end date of the existing contract. Transition will have to occur during this period. 28. Is there any significant seasonality or variability in the work volumes over the year? We may see an increase in volume during the end of the fiscal year/beginning of the new fiscal year as a result of legislative changes and year end closing activities. We may also see an increase at the end of the calendar year for W-2, 1099 related changes or issues. 29. Would there be any significant ramp-up or ramp-down of resources required over the contract duration. If yes, how far in advance would the forecast be provided to the contractor? None is expected, however we would give as much notice as possible should it be required. 30. Is there an estimate for the number of hours of ABAP development required on a monthly basis? There is no estimate, however the majority of work assigned to the consultants is expected to be ABAP. 31. FICO: How many company codes do you have in your existing system? Area of operation? Single country/Multiple countries? There are 2 company codes, only one of which has financial activity. We do not have multiple countries. 32. FICO: How many controlling areas have you configured for reporting? Two, only one of which has financial reporting. 33. FICO: Do you use third party software integrated with SAP for calculating Sales and Purchase Tax? No. 34. FICO: Are LaGov HCM and LaGov ERP currently using one single SAP instance? Yes. 35. FICO: List of Specific Customizations built in the GL, FM, AP, Linear Assets Portal and others, with brief description. Refer to attached spreadsheet. 36. FICO: List of the Inbound/Outbound Bank Interfaces, with brief description. See attached spreadsheet. The outbound bank interfaces are for checks issued. The inbound are for P-card and fuel card. 37. FICO: List of Vendor Financial Interfaces, with brief description. Refer to attached spreadsheet. 38. FICO: List of Interfaces from LaGov to AFS Reporting System. LaGOV Operating and Capital Outlay expenditure is outbound and HCM is outbound. 39. FICO: What are the main differences between the Accounting Structure in LaGOV HCM and AFS? Cost Centers and funds are different. WBS elements do not exist in AFS. G/L in AFS are in LAGOV, however LAGOV has more. 40. FICO: Would AFS and LaGOV have the same common Chart of Accounts? No for DOTD and yes for HCM and non-LAGOV agencies. For DOTD, the G/L in AFS do exist in SAP, however SAP has more. For other fields such as cost center, fund is not the same. 41. FICO: Is there a dual process to create master data related to Accounting Structure in LaGov HCM/ERP and AFS? Yes for HCM and in some cases yes for ERP (DOTD). For example cost centers for DOTD will not be entered into AFS as they are cross walked to a higher level cost center in AFS. If a G/L is entered in AFS, it will be entered in LAGOV, however G/L entered in LAGOV will not always be set up in AFS as they may be DOTD specific and they will be cross walked to a higher level in AFS. 42. FICO: Is there a process to maintain a mapping between Accounting Structure in LaGov HCM/ERP and AFS? Please provide brief description. Yes, there are multiple cross walk tables for those fields that must be included on the interface to and from AFS. There is a central group which would set up new master data fields and if the item being set up is required to interface to AFS, we are notified and the data is added to the cross walk table. 43. FICO: Briefly describe the functions implemented in Cash Management. All functions are present and no function has been disabled. 44. FICO: Briefly describe the functions implemented in Accounts Payable. All functions are present and no function has been disabled. 45. FICO: Briefly describe the functions implemented in Accounts Receivable. All functions are present and no function has been disabled. 46. FICO: Briefly describe the functions implemented in Assets Management. All functions are present and no function has been disabled. 47. Briefly describe the functions implemented in Flexible Real State. All functions are present and no function has been disabled. 48. FICO: Briefly describe the functions implemented in Grant Management and Funds Management. All functions are present and no function has been disabled. 49. FICO: Briefly describe the functions implemented in Project Systems. All functions are present and no function has been disabled. 50. Briefly describe the functions implemented in the Controlling module. All functions are present and no function has been disabled. 51. FICO: What are the functions available for Linear Assets (Agile) in the portal? Not applicable to this RFP. 52. FICO: Which system is currently being used as the Asset System (system of record and depreciation) for all agencies other then DOTD? The state lands and buildings are set up in SAP and is the system of record. However since these agencies are still on AFS, depreciation is off line and handled by the Office of Statewide Reporting and Accounting Policy. Other property is handled in a third party system and Office of Statewide Reporting and Accounting Policy also handles that depreciation. 53. FICO: Will modifications to the Travel module, to allow DOTD to use it, be completed before the start of the support project? DOTD will not implement Travel prior to this contract. We do not anticipate any modifications. Changes will only be made to support their account structure. 54. FICO: Would the subsequent implementation of LaGov ERP to other agencies include: Changing Accounting Structure? We will add structure such as cost centers, funds etc. but within the design already established for LAGOV. Revising/modifying system customization? Grant functionality will be expanded. Revising/modifying interfaces? There may be 1 or 2 new interfaces. We will add data for the new agency to the existing interfaces (expenditures to AFS and checks issued to the bank). Revising/modifying Accounting Structure mapping for AFS? Data will be added to the cross walk tables to support the inbound and outbound interface to AFS. Mass creation or mass changes to Master Records (i.e. Vendors, Cost Centers, Orders, Projects, GL Accounts, etc.)? There is expected to be no orders or projects. Existing programs should be utilized for mass uploads of data. 55. HCM: List submodules in HCM. Organizational Management Payroll Personnel Management SAP Learning Solution Time Management 56. HCM: Details of Organization Structure (Number of Org Units, Positions, Cost Centers, Jobs, etc.). Org Units 16,414 Positions 105,864 Jobs 3,501 Cost Centers 18,727 We also use the External Person object. The use of this is limited now however the number of this object type will increase greatly when we convert the State’s Comprehensive Public Training Program to LSO. 57. HCM: Details of Personnel Management (PA) - consists of? Administration. Multiple Personnel Action types are utilized for recording personnel- related changes to multiple infotypes in combination with PA30. Benefits Enrollment for Retirement plans only. (Insurance enrollments as a result of inbound interface.) Compensation Management is utilized minimally by a limited number of departments to administer individual employee yearly salary increases. Personnel Development is minimally utilized at present to track employee qualifications for professional licenses/certificates and training course completion qualifications. 58. HCM: Details of Personnel Management (PA) - consists of? See response to question 57. 59. HCM: Details of Cross Application Time Sheet (CATS)? Use of CATS was discontinued in November 2010. See RFP page 2. 60. HCM: Details of Time Evaluation PT-EV)? Refer to page 2 of the RFP, paragraphs 3-4. In addition, it might be helpful to know that leave entitlement is based on hours worked and is transferred biweekly. 61. HCM: Details of Payroll (PY)? Payroll is run bi-weekly, every other Monday, for approximately 65,000 employees. Off- cycles may be processed Wednesday – Friday of payroll week and Monday – Wednesday of the following week. Payroll begins with time evaluation and absence recalculation after which payroll is processed, followed by posting to accounting and third party, EFT, and/or check prints. 62. HCM: Details of Benefit Plans and Deductions? Some employee benefit records are interfaced from vendors and stored on IT14, IT15, IT167, IT168, IT170 and IT377. Deductions are biweekly and may or may not be retro relevant. Employee status changes are interfaced to vendors. Payment proposals are processed to pay vendors. 63. HCM: Details of Interface to 3rd Party? Details of third party remittances are sent to vendors through an interface. SAP reports have been developed for agency use that read interfaces. 64. HCM: Details of Travel Management (Expense/Planning)? We use it for expense reimbursement and advances only. Currently Travel Planning is not used. See page 4 of the RFP, bullet 3 under Enterprise Portal. 65. HCM: Details of Learning Solution (online learning)? The Learner portal is utilized by State employees to enroll in LaGov instructor-led training and to book and take web-based training. A project is just beginning to expand these registrations to also include State of Louisiana’s Comprehensive Public Training program effective September 2011. Course Administrator and Instructor portals will be live by April 2011. Learning Solution also incorporates all participation maintenance that isn’t initiated by the Learner in the portal, as well as Course Catalog and event administration. 66. HCM: Details of Training and Event Mgt? See response to question 65. 67. HCM: Details of Employee Profile/Qualifications and Requirements? Qualifications are maintained for use with LSO primarily. We do not currently assign qualifications to jobs so we are unable to do Qualification matchups to identify candidates for vacant positions, etc. 68. HCM: Submodules used in Employee Self Service & Manger Self Service? We are not familiar with submodules in ESS or MSS. We typically start with the delivered business package and then select the particular iviews we wish to deploy. 69. HCM: Is HR and Payroll centrally processed? All master record updates are decentralized. The execution of the payroll process is centralized. 70. HCM: What services are implemented in ESS and MSS (ex: Open Enrollment, Time sheet, Personal data etc.) We don’t actually conduct any business through the portal besides Travel, as previously described, and a custom absence and limited attendance submission process, that does not involve CATS. For the custom time reporting, the employee creates an Overtime or On Call attendance request or an absence request that is routed through Outlook to their supervisor using workflow for a decision. Once approved, the Infotype 2001 or 2002 record, as appropriate, is created. Requests to cancel trigger similar workflow. 71. HCM: Please provide the list of custom RICEF List. The RICEF list for the HCM project was 11 years ago and that project documentation has been destroyed. 72. HCM: List portal/Web Dynpro customizations. ESS is primarily driven through transaction based iViews and reports. There is a custom Time/Attendance application and one SAP delivered Web Dynpro app (Work Email and Telephone number). The few items we have in ESS that are not transaction driven but custom IACs. MSS is standard delivered functionality from the MSS workset including Reporting. Travel is delivered 100% via transaction iViews. LSO is SAP delivered with some customization to the business server pages, BSPs, on the backend. 73. HCM: Are Adobe forms currently used and how many? Same for Adobe interactive forms. We use Smart Forms that are displayed in Adobe PDF format and SAPScript Forms. We use no Adobe interactive forms. We are in the process of converting LSO from SAPScript Correspondence to Request Based Correspondence. 74. HCM: How is the architecture for LSO defined? Please provide the component list along with infrastructure. LSO Learner 1.0 SP10 Content Player LSOCP 604 SP8 Instructor Tutor 1.41 SP7 ERP Training Admin 1.40 SP8 LSOFE 604 SP05 (ABAP side) The LSO architecture and component list is define per the SAP LSO documentation 75. HCM: How many different Benefit plans are used? 3 medical (140 options), 3 life (143 options), 54 retirement plans, 1 savings plan, 3 flexible spending accounts and 1 miscellaneous plan (HSA). 76. HCM: List Custom RICEF Objects. See response to question 71. 77. BI Users: What is the number of end users for each application component? There are approximately 1300 Financial Users, 1300 Logistic Users, 200 Buyers, and 400 Requistioners with access to their corresponding reports in the BI System. 78. BI Users: How many total users will be using the system? Approximately 1,900 end users have access to the LaGov BI System. 79. BI Users: How many concurrent users are expected to use the system? At this time we have not completed the analysis on concurrent LaGov users. However, the Business Objects sizing guide provides a formula for estimating the number of concurrent users (defined as users actually clicking through an operation simultaneously as opposed to number of users logged in): Number concurrent active users = Number of potential users × 10/100 Given that approach, the total number of users in the system (Lagniappe + LaGov) as the number of potential users: 3340 x (10/100) = 334 concurrent LaGov & Lagniappe users 2000 x (10/100) = 200 concurrent LaGov users 80. BI Users: Do you have any trained BI users? There is no instructor led training for the Data Warehouse Reports. There are Quick Reference Cards and Help links available for the BI end users. 81. BI Reports: What type of reports do you require from BI? We currently have 15 Crystal Reports and 20 WebI Reports for the Financial System in areas of AP, CO, FM, GL, GM, PS, and RE. We have 28 WebI Reports for Supplier Relationship Management Reports (SRM). We activated 25 Standard Delivered BEx Reports in the Supplier Relationship Management System (SRM). 82. BI Reports: Are you already using any reporting tool? Yes, we use Web Intelligence Reports (WebI), Crystal Reports, and SAP BEx Reports. 83. BI Reports: How many total reports are expected? New reports are being requested, analyzed and prioritized. At this time the volume of new reports to be developed in the BI System is unknown, but we assume several dozen over the next three years. 84. BI Reports: Which reporting tool will you use for reporting? WebI Reports, DeskI Reports, Crystal Reports, SAP Bex reports, and Xcelsius Dashboards. We currently have Web Intelligence Reports (WebI), Crystal Reports, and SAP BEx Reports. We plan to develop Xcelsius Dashboards in the future. 85. BI Reports: Is report broadcasting a requirement? Not at this time. 86. BI Environment: Do you have all the necessary hardware for BI system in place? Yes. 87. BI Environment: Do you have SAP BI licenses? Yes. 88. BI Environment: How many documents are getting posted for each application component on daily basis? Average Num Recs Target Object Since Go-Live Real Estate Measurements 170,352 General Ledger (New): Transaction Figures 139,122 Real Estate Occupancy 113,364 Project System - Dates (New) 44,464 Costs and Allocations (by Activity Type) 37,587 FI Line Items in Funds Management 22,686 Activity Types and Prices 19,383 Commitments/Actuals Line Items in Funds Management 18,879 Real Estate Conditions 14,942 WBS Elements Actual Costs 7,616 Vendors Payments 5,189 Grants Management Budget Activity 2,929 Business Partner 2,815 Shopping Carts - Single Documents 2,725 89. BI Environment: What are the source systems of data for BI? The Enterprise Core Component System (ECC) and the Supplier Relationship Management System (SRM) are the source systems for BI. 90. BI Environment: Will the system be accessed by intranet or internet? End users access the BI system through the LaGov Portal. The portal is accessed through both the intranet and the internet. 91. BI Environment: In case any source systems are involved, will direct access be provided to those systems? Not at this time. 92. BI Environment: Do you need SAP BI data pushed to other systems? Not at this time. 93. BI Environment: In case development is required in a source system for connectivity or extraction of data, will support be provided? No development support will be provided for extension of extractors and related objects in source systems. 94. BI Environment: What kind of landscape are you looking for in the implementation, Development, QA or any other layer, and Production? The current BI Environment consists of five different systems -- Sandbox, Development, Quality Assurance, Training and Production. 95. BI SAP Source Environment: In which of the different application components does data exists? a. Sales & Distribution b. Material Management c. Finance d. Controlling e. Quality Management f. Human Resources g. Plant Maintenance h. Production Planning i. Others if any The BI system extracts data from the following different application components: Accounts Payable, Accounts Receivable, Asset Accounting, Controlling, Funds Management, General Ledger, Grants Management, Project Systems, Real Estate, Materials Management, and Supplier Relationship Management. 96. BI SAP Source Environment: What is the frequency of data loading? Transactional data is loaded seven days a week. 97. BI SAP Source Environment: Are there any flat files which need to be extracted to BI? Not at this time. 98. BI SAP Source Environment: Will role definition and authentication be part of implementation? Yes, roles have been established to limit access based on object type (e.g., cube, DSO, InfoSet, etc.). 99. PS: How many project profiles are there in your existing system? Currently there is one in use by DOTD (STLA010). The intent is to have one per agency. 100. PS: Do you use different types of projects? Yes, we use single phase, multi-phase, FHWA emergency related, and FEMA emergency related projects. 101. PS: How many WBS elements are generally there in a project? Seven, there is one at Level 1 and six at Level 2. 102. PS: Do you use milestones in your projects? Yes, we use milestones at each of the six phases of a project. 103. PS: Do you use multiple networks in your projects? No. 104. PS: What types of activities are being used in networks for projects? N/A 105. PS: Do you use validations/substitutions for projects? No. 106. PS: Do you use user/status profiles for projects? Yes, we have 13 User Statuses. 107. PS: Do you use work centers? No. 108. PS: Activity Confirmations are there? We have Equipment Activity Allocations, not Confirmations. 109. PS: Do you use Cost Planning/Budgeting and revenue planning functions for projects? Delivered cost planning/budgeting and revenue are NOT used however the funds management budgeting functions are used to record and report commitments; non-consumable, consumable and available amounts (reported). 110. PS: Transfer of budget from investment program to investment measure? Investment profiles are established to create assets under construction; other delivered investment program/measure functions are NOT used. 111. PS: Do you use project based availability checks (Budget/commitment etc.)? Yes. 112. PS: Do you use BOM explosion in projects? No. 113. PS: What is the average duration of a project? 2 years for smaller projects and over 10 years for larger projects. 114. PS: Settlement run for projects is partial/periodic etc.? Settlement is run periodically by month for AuCs and full for final assets. 115. PS: Do you use any customized reports for project reporting? Yes, related to HPP, STIP, Letting List, RASPS Billing, and FHWA Funding. 116. PS: List of Custom RICEF Objects. Refer to attached spreadsheet. 117. SRM: What is the scenario plan to implement (Extended Classic, Classic, and Standard)? We have implemented Extended Classic Scenario. 118. SRM: Procurement of Direct and In-direct materials (Material and Services both)? Both Direct and In-Direct purchases are processed in SRM many of which are processed through self-service procurement. 119. SRM: What submodules are implemented (self service procurement, SUS, SRM-MDM catalogs (Internal, Punch Out), Contract Management, Sourcing)? As part of SRM, we have MDM, SUS, DocBuilder, & cFolders implemented. 120. SRM: Details of Strategic Sourcing. All standard functionality is present. 121. SRM: Details of current process of operational procurement. The Business Scenario for operational procurement is supported through SRM/PPS. 122. SRM: Details of Contract Management. No standard functionality has been disabled. 123. SRM: Details of the procurement process currently defined (e.g. GR in SRM or ECC?) The Goods Receipts and Invoices are processed in ECC. Refer to responses above regarding procurement processes through SRM. 124. SRM: Details of Organization Structure (number of Org Units, Positions, Cost Centers, Jobs, etc.). The Department of Transportation and Development and the Office of State Purchasing are active in SRM and the breakdown is listed below: Active Org Units in SRM – 1,218 (includes PGroup Orgs) Active Positions in SRM – 5,957 Active Jobs in SRM – 323 Total Purchasing Group Orgs - 154 Cost Centers – 18 captured in attributes of SRM Locations – 19 Total SRM Users – 582 125. SRM: List of Custom Enhancements and Interfaces. See attached spreadsheet. 126. SD Enterprise Structure: How many Sales Organizations do you have in your system? SD usage is very limited and is only used to facilitate grant related billing and miscellaneous receivables. There is no intent to expand usage to what SD is typically used for. 127. SD Enterprise Structure: How many Distribution Channels do you have in your system? See response to question 126. 128. SD Enterprise Structure: How many Divisions do you handle? See response to question 126. 129. SD Enterprise Structure: How many Sales Offices do you maintain in your system? See response to question 126. 130. SD Enterprise Structure: How many Sales Groups do you handle in your system? See response to question 126. 131. SD Customer Master Data: How many Active Customers do you maintain in your system? See response to question 126. 132. SD General Master Data: How many of each of the following do you maintain in your system? Customer Account Groups Partner Functions Sales Document types Pricing Procedures Plants Locations within Plants Warehouse numbers Material Types Material Types Delivery Document types Billing Types Output Types See response to question 126. 133. SD General Master Data: How many Condition types do you maintain during price determination? See response to question 126. 134. SD Other Submodules: Do you use Transportation Functionality? See response to question 126. 135. SD Other Submodules: Is Warehouse Management Active in your System? See response to question 126. 136. SD Other Submodules: Do you use Inquiry Process? If yes, do you negotiate Inquiry to use as basis for Quote? See response to question 126. 137. SD Other Submodules: Do you use Quotation Process? If yes, do you negotiate Quote to use as basis for Sales Order? See response to question 126. 138. SD Other Submodules: Do you use Contract Process? If yes, do you negotiate Contract to use as basis for Sales Order? See response to question 126. 139. SD Other Submodules: Is Credit Management active in your System? See response to question 126. 140. SD Other Submodules: Do you use Batch Management? See response to question 126. 141. SD Other Submodules: Do you use Back Order Processing? See response to question 126. 142. SD Other Submodules: List of Custom RICEF Objects. See response to question 126. 143. WM: How many warehouses have you configured in your systems? One. 144. WM: Are you using Lean warehouse structure? No. 145. WM: Are you using storage unit management? No. 146. WM: How many storage bins have you configured in your systems? 3,479 storage bins are currently configured. 147. WM: How many storage types and storage sections are you using in your systems? Storage Types – 21 Storage Sections – 45 148. WM: Do you use mixed strategy (RM, FG and SFG all in single bin)? Production Planning is currently not implemented; therefore our materials are not separated into Raw Materials, Finished Goods, and Semi-Finished Goods. 149. WM: Are all Finished goods warehouse managed? Production Planning is currently not implemented; therefore our materials are not separated into Raw Materials, Finished Goods, and Semi-Finished Goods. The one custom material type that we have is warehouse managed. 150. WM: Are all Raw materials warehouse managed? See response to question 149. 151. WM: Are all Semi-Finished goods warehouse managed? See response to question 149. 152. WM: How many output types you are using in WM? There are no output types in WM; all are in IM. 153. WM: Are you using any Mobile Entry and RF Processes in the WH? Yes. 154. WM: List of Custom RICEF Objects Refer to attached spreadsheet. 155. Basis: How frequently are SP-Stacks applied to the ERP system? Minimum of twice a year, but has been as often as quarterly (four times a year). 156. Basis: Are testing scripts automated - e.g. CAT scripts attached to business processes stored in Solution Manager? No. 157. Basis: Are all applications patched at the same time? Yes. 158. Basis: What SP-Stack is Solution Manager on? SPS 17. 159. Basis: Is there a Development (test) Solution Manager environment? No. 160. Basis: To what degree is Solution Manager utilized, e.g. SolMan Diagnostics? The Service Desk functionality and the Maintenance Optimizer are currently the only functionality used in Solution Manager. There are current initiatives to utilize more functionality in Solution Manager including CHARM, expanding Service Desk functionality, and End to End Business Process Monitoring (SolMan Diagnostics). 161. Basis: Is the Mainframe z/OS running in a parallel Sysplex? Yes. 162. Basis: Have there been any significant unscheduled outages in the past 24 months? No. 163. Basis: How frequently are the Windows servers patched? Monthly. 164. Basis: Are these Windows servers running on 32 or 64 bit procs? Both. 165. Basis: Are the Windows environments virtualized, e.g. VMware 6? Are these Windows environments clustered? Yes, most Windows environments are virtualized. They are running on VMware vSphere 4.0. We plan to upgrade to 4.1, the most recent version, by sometime this summer. We currently use VMware ESX as the hypervisor, though we may transition to VMware ESXi (particularly as there may not be an ESX offered as part of VMware vSphere 5). Yes, most production Windows environments are clustered. 166. Basis: Is there a high availability solution for Windows in place? Yes. 167. Basis: How large is the ERP Database? DASD size for production level subsystems: ECC Production: PRD – 1.7TB (3.4TB with flash volumes) BI Production: PB1 – 342GB (684GB with flash volumes) ECC Portal Production: PJ1 – 49GB (98GB with flash volumes) Mobile Production: PM1 – 105GB (210GB with flash volumes) Single Sign-On Portal Production: PO1 – 45GB (90GB with flash volumes) PI Production: PP1 – 133GB (266GB with flash volumes) SRM ABAP Production: PS1 – 163GB (326GB with flash volumes) SRM JAVA Production: PS2 – 45GB (90GB with flash volumes) MDM Production: PS3 – 72GB (144GB with flash volumes) SRM SUS JAVA Production: PS4 – 45GB (90GB with flash volumes) 168. Basis: What is the make-up of the 9 Basis/technical support resources, e.g. how many are pure Basis, DBAs, Systems Programmers are there? Are there staff operators supporting the OS/390 7 X 24? Is TSM utilized? Make-up of Basis Team: Pure Basis: Two State of Louisiana Resources Pure DBA: One State of Louisiana Resource Basis/DBA: One State of Louisiana Resource Portal/JAVA: Two State of Louisiana Resources Security: Three State of Louisiana Resources Programmers (not on the Basis Team): Five State of Louisiana Resources Yes, staff operators support our mainframes 24x7. We have basically automated everything and the staff operators watch the z/OS sysplex console and if a message comes up that needs a response, they alert the mainframe systems groups. Yes, TSM (Tivoli Storage Manager) is utilized to back up the AIX systems (file backups, but not for Disaster Recovery). 169. General Questions: Is there any support data or statistics (per week or per month or per module) on the ticket case history for the pilot site that is live? This will better help us understand the current support environment and dynamics? Number of new tickets open per week or month: 30 – 35 per week Number of tickets closed per week or month: 25 – 30 per week Number of tickets remaining open at end of week or month: 95 – 106 per week Breakdown of tickets per month by module: This changes from week to week. Last week was: BI 10 CO 5 FI 7 MDM 1 MM 6 PA 1 PM 7 PS 26 PSM 1 RE 6 SRM 27 97 Breakdown of tickets per month by severity: 7 critical, 28 high, 41 medium and 21 low Breakdown of tickets per month by region: We do not track nor is it applicable to this state. 170. General Questions: Can you provide any existing SLA’s or required service levels for functional, technical, basis and database support? We do not have any. 171. General Questions: What is the level of available documentation for RICEF and Configuration? It is somewhat limited. 172. General Questions: Can you provide the Number of Users - Super Users, End Users, Expected Growth? Total number of users = 68,036 (Includes Portal Only and LaGov users) Total number of LaGov End User Positions = 6,697 (925 vacancies) Total number of LaGov Support Team Positions = 63 The functional staff at the OIS are super users. DOTD may have 5 super users in their department. All agencies have 1 or 2 super users for HCM. These numbers could grow by several hundred if another agency is brought on. 173. General Questions: Who will prioritize and log issues for support, and for development? State Management will prioritize and log issues.
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