The City of Mikkeli and the other municipalities involved are jointly competing for the ERP system for early childhood education. The City of Mikkeli and the municipalities involved in the procurement (Hirvensalmi, Kangasniemi, Mäntyharju and Pertunmaa) are requesting your bid for the ERP system for early childhood education in accordance with this invitation to tender and the attached documents. The common goal of the acquisition is to improve the operational processes of municipalities by utilizing electronic services and automatic data processing.
The City of Mikkeli will make the procurement decision and the service contract with the authorization of the other participants.
The situation of those involved in the acquisition on December 1, 2017 is as follows:
Mikkeli: number of children 2,300, number of employees 460
Hirvensalmi: number of children 53, number of employees 9
Kangasniemi: number of children 166, number of employees 33
Mäntyharju: number of children 170, number of employees 31
Pertunmaa: number of children 38, number of employees 10.
The system can manage both municipal and private ECEC. The intent of the implementation is the processes where applications and decisions, child care scheduling and their realization, and employee shift plans and their realization can be fully managed electronically. To enable electronic processes, each user group has its own logical user interface, which enables both data entry and real-time viewing in the form and with the privileges of each role. Early childhood education relies on municipal support services, so integrating the acquired system with municipal support systems, such as financial and payroll systems, is a significant part of the acquisition. A more detailed description of the system and its operating environment is attached. The systems to be integrated into the system to be procured vary from one municipality to another and are described in the specification of requirements annexed to the invitation to tender (Excel Annex 1). Currently, the municipal enterprise resource planning system is Daisy. The users of the ERP system are the management of ECEC, the staff of the kindergartens and the family day nurses, as well as the clients of ECEC.
Deployment Schedule:
The system must be fully available to the subscriber 1.8.2020. Deployment begins with a 3-month pilot, where the system is tested in a single daycare and 1 municipal family daycare, as well as 1 private service provider and voucher system with Vana. The pilot will end no later than 31.5.2019. The client will make the final decision to deploy the system based on the pilot experience. The subscriber pays for the implementation of the integrations and the service fees for the pilot time depending on the extent of use, but the subscriber's decision to suspend deployment does not entitle the supplier to reimbursement. The supplier must submit a phased project plan.
Data migration from legacy system:
As part of the deployment plan, the subscriber and the supplier will determine what information will be transferred from the existing system to the new system. The subscriber will agree with the existing system vendors on data transfer and schedule. The technical details (data to be transmitted, format, etc.) will be agreed between the subscriber and the information system suppliers. The timetable will also be mutually agreed. The subscriber is responsible for managing the data transfer subproject.
Migration of participating municipalities: The current system in Mikkeli and other municipalities involved in the acquisition is the Daisy ERP system. For Mikkeli, the data will be transferred to the new system. For other municipalities it is possible to enter data directly into the system. The division of responsibility:
The Supplier shall be responsible for the implementation and maintenance of the system to be procured throughout the contract period. The Supplier is responsible for ensuring that the Software operates in a specified and agreed manner. The supplier is responsible for drawing up the necessary operating instructions and organizing training. Based on training and operating instructions, system users must be able to operate the system independently, each according to its own role.