The subject of the tender is an update of the ERP software to a new program version. The program must be able to look at different clients in a differentiated way and must offer an industry solution for consumption and fee billing. Microsoft Dynamics NAV 2015 CU1 is currently used as ERP software. Various program versions of this manufacturer were already in use before, so that the staff is already used to using this software. The continued use of a program version of Microsoft Dynamics is not a prerequisite for submitting a quote, but it would be advantageous from an organizational point of view.

It should be noted that some accounting and cost accounting processes outside of fee accounting need to be restructured in part in collaboration in order to align with the standard functionalities of the software in order to simplify future maintenance and updates.

A specification developed in collaboration with an IT service provider, which maps the current commercial processes, is part of this call for tenders.

The services to be awarded include all modules required for the operation of the software as well as services to be provided for this purpose. This includes in particular the conception/development and redesign of various processes in advance within the framework of several workshops, system delivery including an industry solution for consumption billing, the migration and implementation of existing master data (excluding items) and interfaces, specific adjustments to the software and ensuring smooth system operation in the coming years. The scope of services also includes the implementation of training and the provision of user documentation as part of the system implementation.

The system is intended to support and further digitize the following topics and workflows:

- Financial accounting, asset accounting, annual financial statements (HGB)

- Cost and activity accounting (dimensions, allocation allocation, activity recording)

- Controlling (budgeting, budget management)

- Fee billing (street cleaning, waste, sewage and precipitation water)

- Delivery of a customer portal and connection to the ERP software solution - As part of the update, a portal for customers is to be introduced in which customers can digitally view and manage their fee notices or the services they have used, for example. Such a program is currently not used and needs to be reintroduced. Automatic data exchange between the ERP solution and the customer portal must be guaranteed.

- Interfaces to various data suppliers

In principle, the main accounting and cost accounting processes that are not already represented by the industry solution should be fulfilled by the standard version of the software offered. This requires that some processes need to be redesigned. For this purpose, workshops must be held for joint development after the contract has been awarded. However, some interfaces must remain in place and require individual integration. To do this, a third-party provider may need to be allowed access to the program base.

The system is to be set up and the data is to be migrated by 31.10.2022. A test phase will take place from 01.11.2022 to 31.12.2022.

The commissioning of the fee statement for processing notices for the year 2023 on December 1st, 2022 is desirable, but not absolutely necessary.

Commissioning is scheduled to take place on 01.01.2023.

The customer portal can be set up at a later date.

In addition, the following objectives apply:

- Implementation of a solution with best practice approaches in standard processes

- Introduction of an industry solution for consumption billing

- Implementation of new legal requirements (e.g. X-invoices)

- Integration of various interfaces (e.g. C-Trace/C-ware waste management software, Metasonic, Mafis (cash accounting software))