Opportunity Detail

Questions and Answers

Oracle Financials ERP Cloud Migration
Document #:  DBBWC-21-05-001


Question:   How many AR customer records and customer site records does BWC maintain in EBS and expect to be loaded to the Cloud solution?

Answer:   There are 246,433 rows in the customer table with status active.

Date: 12/18/2020

Inquiry: 82572


Question:   Please describe what historical data conversion is needed for the AR module in terms of transaction types and volume.

Answer:   While the Financials system has existed since the late 1990's and all of the historical data continues to exist in it. The Annual volume of transactions is fairly low. For the 2019 Fiscal Year we had these counts:

AR records:
Total: 14,419
Manual: 13,545
Receipt: 10,576
Transactions: 2,969
Invoice: 2,648
Credit Memo: 260
Debit Memo: 61

Using Auto Invoice program:
ADMIN (MS Payment Tracker) invoices: 99
Bankrupt Self Insured invoices: 775

Date: 12/18/2020

Inquiry: 82575


Question:   Regarding Section 14 and Section 4.4 of the RFP - Would Ohio BWC accept a straight forward fixed-price, deliverable/milestone based price schedule in lieu of the not to exceed pricing in Section 14 without the performance expectations for service level agreements described in section 4.4? The administrative process described in section 4.4 seems overly burdensome in relation to the scope of this project.

Answer:   All bids must conform to section 4.4. We understand the seemingly arduous nature of the section, however it is BWC's interest to complete this project effectively without conflict. Provided the project is moving forward with good communication and mutual respect for each other's efforts and constraints, section 4.4 should not be a burden.

Date: 12/18/2020

Inquiry: 82602


Question:   For the interface “Claim billings from the Rates and Payments System (Bankrupt Self-Insured Employers)” listed in the RFP, please specify the sending system, receiving system, and a description of the data/content.

Answer:   The Claim Billings from the Rates and Payment System is the most complicated set of batch flat file interfaces in BWC's Oracle implementation. The business process begins when a Self-Insuring Employer (SI) ceases to be able to meet their financial obligations and files for Bankruptcy. BWC is responsible for claim costs for any non-compliant entity but is indemnified in certain cases by surety bonds. The SI Bond information is recorded in the Rates and Payment system. This process tracks the consumption of the bond by claim costs charged to this SI employer until the bond is exhausted or BWC and the bond holder agree to a settlement. The Rates & Payment system tracks the bond amount remaining as well as performing reporting on the bond amounts. The Oracle Financials A/R system is used for invoicing of the bond holders. The Bankrupt Self-Insured Employer interfaces allow these two system to work together but independently via a series of three files: two from Oracle Financials/Accounts Receivable (A/R) and one from Rates and Payment (R&P) as well as two files monthly from Rates and Payment. Below are the details of the files:

Nightly:
A/R -> R&P for the new accounts created for Bankrupt SI Employers (Contains normal account information) - very low volume - purpose is to ensure R&P is notified to gather payments made by BWC that the responsibility of the Bankrupt SI Employer.
A/R -> R&P for that day new invoices and receipts (Contains transaction Information) - Low volume - purpose is to allow R&P track the status of the consumption of the Bankrupt SI bond with in the R&P system. Once the bond is consumed R&P will automatically stop sending new claim billings to A/R for invoicing (the second monthly interface below).
R&P -> A/R for syncing the Bond Period information that is stored in the Payment system to Oracle Financials to assist the A/R system in accurate invoicing against the Bond.

Monthly:
R&P -> OF for comparing the account balance between the two systems. Supports a report for the Receivables team that combines both R&P and A/R information.
R&P -> OF for proposed invoice amount for the previous month (but sent on the current month) – leverages the Oracle Auto-Invoice Process.

Date: 12/17/2020

Inquiry: 82576


Question:   For the interface “CoreSuite” listed in the RFP, please specify the sending system, receiving system, and a description of the data/content.

Answer:   CoreSuite is the sending system. The receiving systems is Oracle Financials G/L. This BWC created C# interface directly reads CoreSuite’s G/L data directly into an Oracle Financials staging table. It also summarizes the employer premium activity. The batch run is weekly. The volume can be 1M records depending on business cycles but summarizes into ~ 1000 G/L transactions. The process leverages the Oracle G/L load process as do other G/L based interfaces.

Date: 12/17/2020

Inquiry: 82577


Question:   The IFP states "Each Contractor must submit four (4) complete, sealed and signed copies of its Proposal Response and each submission must be clearly marked “Oracle Financials ERP Cloud Migration Project” on the outside of its package along with Contractor’s name." Will BWC consider the submission of electronic e-mail submissions only instead of paper copies?

Answer:   Unfortunately, all bids must comply with this rule to be considered.

Date: 12/17/2020

Inquiry: 82589


Question:   How many custom reports are used in Oracle by BWC today that you will need to re-created in the Cloud solution?

Answer:   There are less than 30 custom reports presently. The financials application has existed at BWC for nearly 30 years and no analysis has been done as to which reports are presently used. A more ideal solution than recreating what exists would be train the end user community on how to create their own reports possibly using a handful of these as examples.

Date: 12/17/2020

Inquiry: 82582


Question:   For the interface “MS Access Payment Tracker (Service Office Admin Misc. Payments)” listed in the RFP, please specify the sending system, receiving system, and a description of the data/content.

Answer:   MS Access Payment Tracker is the source system. Oracle Financials Accounts Receivable is the receiving system. The record is a fixed field format with a very low volume. The purpose is to generate invoices and receipts for customer expenditures on miscellaneous items such as document reprints or use of State equipment like copy machines in BWC's service offices. It contains the minimal data required to create a customer and generate an invoice or receipt and leverages the OOTB Oracle invoice creation process.

Date: 12/17/2020

Inquiry: 82578


Question:   For the interface “Rates and Payments System” listed in the RFP, please specify the sending system, receiving system, and a description of the data/content.

Answer:   The Payment Summary to G/L Interface The Rates and Payments system is the sender. The Financials G/L system is the recipient. The file is a fixed length delimited flat file that matches the G/F fund types in BWC's Flex Field definition and the respective fund amounts for that week. BWC leverages the Oracle provided G/L external data load process to load this and other G/L interfaces. This weekly interface is low volume at less than 500 records.

Example records:
121120\SIF\006200\PA\095\0101\00000009883.90\ \D
121120\SIF\006200\PA\095\0106\00000016944.62\ \D
121120\SIF\006200\PA\095\0110\00000000647.20\ \D
121120\SIF\006200\PA\095\0130\00000000695.86\ \D
121120\SIF\006200\PA\095\0131\00000000294.90\ \D
121120\SIF\006200\SI\095\0100\00000000479.66\ \D
121120\SIF\006200\SI\095\0101\00000000770.49\ \D
121120\SIF\006200\SI\095\0106\00000010510.13\ \D
121120\SIF\006200\SI\095\0130\00000000751.92\ \D
121120\SIF\006200\PC\095\0101\00000001590.15\ \D
121120\SIF\006200\PC\095\0106\00000012894.68\ \D
121120\SIF\006200\PC\095\0130\00000000950.84\ \D
121120\SIF\006200\PC\095\0131\00000001082.04\ \D

Date: 12/17/2020

Inquiry: 82579


Question:   For the interface “BNY Mellon Investment Accounting” listed in the RFP, please specify the sending system, receiving system, and a description of the data/content.

Answer:   BNY Mellon is the sender. Oracle G/L is the recipient. The file is a flat file of BWC's Mellon Investment Accounts. BWC leverages the Oracle provided G/L Load process for this and other G/L interfaces. The volume of this interface is low.

Date: 12/17/2020

Inquiry: 82581


Question:   For the interface “State of Ohio OAKS” listed in the RFP, please specify the sending system, receiving system, and a description of the data/content.

Answer:   OAKS is the sending system and Oracle G/L is the recipient. BWC's Administrative expenses, the largest being employee payroll are recorded in BWC's G/L in Oracle Financials. BWC leverages the Oracle provided G/L external data load process to load this and other G/L interfaces.

Date: 12/17/2020

Inquiry: 82580


Question:   Does BWC anticipate changing the Oracle Chart of Accounts flexfield structure as part of this project, or keeping it as currently defined in EBS?

Answer:   BWC does not anticipate changing the Chart of Accounts. However BWC's Controller is open to changes if there is benefit to BWC.

Date: 12/16/2020

Inquiry: 82571


Question:   Does BWC have any Invoicing data or Customer data that is interfaced between Oracle and OAKS? Please describe any interfaces between Oracle and OAKS that will need to be re-created for the Cloud solution.

Answer:   There is no invoice or customer data shared between OAKS and BWC's Financials implementation. The interface from OAKS to BWC is expenses incurred by the State of Ohio chargeable to BWC to be referenced in BWC's G/L. It includes fields such as these: Department ID to be charged to, the amount, dates, and the expense codes. Assume the State of Ohio pays all State Agency's water bills. A fraction of the State's water bill is chargeable to BWC. The expense code and amount would come across in this interface not to be paid, but to show that the State was paid in BWC's G/L

Date: 12/16/2020

Inquiry: 82573


Question:   Will BWC utilize the Oracle “OIC” (Oracle Integration Cloud) component for any of the requested interfaces called out in the RFP? Has the “OIC” (Oracle Integration Cloud) been licensed to BWC?

Answer:   BWC has licensed the following products from Oracle as well as the FED Ramp hosting. The low number and complexity of the batch style interfaces did not seem to warrant the purchase of the integration tool.
B91074 - Oracle Enterprise Performance Management Enterprise Cloud Service - Hosted Named User
B91077 - Oracle Additional Application for Oracle Enterprise Performance Management Enterprise Cloud Service - Hosted Environment
B91079 - Oracle Fusion Enterprise Resource Planning Cloud Service - Hosted Named User
B85679 - Oracle Database Vault and Break Glass for Fusion Cloud Service

Date: 12/16/2020

Inquiry: 82574


Question:   With respect to the COVID-19 pandemic, do resources need to be local and on site? What is the expectation for the bidder who wins the proposal in terms of doing the implementation?

Answer:   BWC is currently working 95% or more remote. We would expect the same of the successful bidder. The State uses Microsoft Teams and WebEx to support video conferencing. We expect in-person work will resume in 2021 but the vendor would not be required to also be on site. The State prefers vendor resources be Ohio based but only requires they be in the US.

Date: 12/15/2020

Inquiry: 82550


Question:   If the MBE is the prime contractor, how much work is required of them for the project?

Answer:   The MBE prime can act as a passthrough entity and perform none of the work.

Date: 12/15/2020

Inquiry: 82551


Question:   Concerning the Network Managers role on the project, how will information be obtained? (e.g., documentation, configuration layout, etc.)

Answer:   We don’t generally publish network diagrams for external consumption. However since the goal of this role is to meet with BWC’s internal Database, Network and IT security staff to negotiate the proper firewall configuration, network integration points and permissions required to run a cloud based product as seamlessly and securely as is reasonable, the network and security staff will provide company confidential information as needed. This information to be kept confidential as per NDA.

Date: 12/15/2020

Inquiry: 82552


Question:   Should the mandatory experience come from prime only or subcontractor experience is also considered?

Answer:   The subcontractor is fine.

Date: 12/10/2020

Inquiry: 82520


Question:   Will MBEs that are Pre-qualified in Category Five, Technology Upgrade / Migration and Transformation Category be allowed to submit a proposal? This effort is listed as Open Market however, the MBE pre-qualified listing was not posted.

Answer:   Please see View Amendment One on the procurement website for this solicitation.

Date: 12/9/2020

Inquiry: 82499


Question:   There are DBITS MBE set-aside firms who are pre-qualified for Category 5 - "Technology Upgrade/Migration and Transformation" but they are not included in the alphabetical listing of eligible contractors on page 1 of the SOW document. Why are Category 5 DBITS MBE set-aside firms not listed on page 1 of the SOW document?

Answer:   Please see View Amendment One on the procurement website for this solicitation.

Date: 12/9/2020

Inquiry: 82475


Question:   Will MBE DBITS holders be allowed to respond to this solicitation??

Answer:   You must be listed in Category 5 of the pre-qualified listing on page 1 of the SOW.

Date: 12/7/2020

Inquiry: 82467


Question:   Are MBE DBITS compliant vendors allowed to bid? Please advise. Thank you.

Answer:   You must be listed in Category 5 of the pre-qualified listing on page 1 of the SOW.

Date: 12/7/2020

Inquiry: 82466


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Inquiry period ended:  12/18/2020 8:00:00 AM