The subject of the advertised services is the migration of the ERP system SAP ECC 6.0 used at ekom21 to SAP S / 4HANA including implementation and other services as well as system services for the SAP S / 4HANA system developed for ekom21.
Ekom21 is a municipal IT service provider with approx. 550 employees and constituted as a corporation under public law. The focus of activity is on supplying municipalities, districts and other public institutions in the state of Hesse with IT services. The ekom21 is certified by the Federal Office for Information Security (BSI) according to ISO 27001 on the basis of IT-Grundschutz. Furthermore, ekom21 has the ISO 9001: 2015 certificate for important business areas. Ekom21 GmbH, a 100% subsidiary, is entrusted with the tasks of sales and marketing and investments.
Corporation and subsidiary use SAP ECC 6.0 (no EHP) for their business processes and are managed as separate company codes with a common controlling area ("system to be replaced"). Currently, the modules FI, AA, CO, MM, SD and IM (only budgeting) with around 250 cost centers. The SAP business system, which is used via various interfaces to other IT systems, is currently used by around 180 users. In 2018, 10,750 offers, 52,800 orders, 65,670 invoices and 11,720 orders were processed.
The conversion is to take place including adaptation of SAP S / 4HANA to the specific needs of ekom21 ("target system"). The changeover from the system to be replaced to the target system is to be used as an innovative transformation process for the development of optimization potential in order to realign the previous SAP use more efficiently. One of the goals is to map all relevant processes as high as possible with standard SAP best practice processes. The highest possible degree of automation and efficiency should be achieved for all processes in the new system. This includes in particular that manual interventions in the processing of business transactions are reduced to the necessary minimum. The introduction of S4 / HANA is intended to enable SAP users to handle ekom21 business transactions with a high degree of automated processes.
As part of a preliminary project, with the help of an external service provider, an inventory, analysis, evaluation and optimization of selected core processes was developed and documented. The need for optimization identified in this way is to be implemented in the course of the migration. Basically, ekom21 follows a greenfield approach for the changeover. For the contracting authority (ekom21) and this procurement procedure, this essentially means:
- The migration takes place without affecting the current business processes, i.e. the existing SAP system continues to exist normally during the project,
- Primarily, in the sense of best practice, SAP S4 HANA standards are used in order to be able to omit previous additional developments,
- Business processes identified and considered in a preliminary project should be re-implemented, regardless of the previous way of working,
- In principle, data should - as far as it is necessary and sensible - be transferred, but the processes should be reset.
The project is to be carried out in two phases:
In phase 1, the essential functional areas are to be designed and implemented and the migration to SAP S / 4HANA carried out. The main milestones are:
- June 30th, 2022: Going live of the functionalities for the creation of the business plan,
- 1.1.2023: Going live of further functional areas and completion of the migration to SAP S / 4HANA,
In phase 2, the further functional areas are to be designed and put into operation by 1.1.2024.
Based on the framework conditions outlined above, ekom21 is issuing a framework agreement to a service provider who, as the subsequent contractor, will take over and be responsible for converting the existing SAP / R3 landscape to a SAP S / 4HANA target system. The subject of the tendered contract can therefore in particular be services from the following service areas:
- Conversion services to a SAP S / 4HANA system landscape,
- Project management, project management and project controlling,
- Consulting services including conceptual work,
- Adaptation, configuration and customizing,
- Conceptual design and modeling of business processes and business transactions,
- test and quality assurance,
- Technical installation on premise in the ekom21 data center,
- Creation of roles & authorization concepts,
- Training (technical and professional staff as well as users),
- Creation of documentation (such as installation, operation, application and administration manual, data protection and IT security documentation, etc.),
- Knowledge transfer and know-how transfer (especially use and customizing as well as operational aspects),
- Maintenance and further development including optimization in later day-to-day business,
- support.