This assignment concerns the delivery of the financial system based on SaaS, the implementation and setup of this system and the conversion of existing data to the new system. The financial system should support the following work processes:
• Order to pay
• Bank statement to letter
• Invest to write off
• Declare to pay
• Sales invoice to payment
• Record to reporting
• Keep track of master data
The assignment also includes the implementation of the financial system. Provision must also be made for aftercare, so that the outstanding issues are still resolved by the contractor after delivery. It is also asked to train the users of the system, being the intensive users at DF and all other users throughout the organization.
In scope:
This assignment concerns the delivery of the financial system based on SaaS, the implementation and setup of this system and the conversion of existing data to a new system. The financial system should support the following work processes:
• Order to pay
• Bank statement to letter
• Invest to write off
• Declare to pay
• Sales invoice to payment
• Record to reporting
• Keep track of master data
Implementation
The assignment also includes the implementation of the financial system. Provision must also be made for aftercare, so that the outstanding issues are still resolved by the contractor after delivery.
Part of the implementation is the functional acceptance test (FAT), which must be carried out by the contractor. The NPO will perform a user acceptance test (GAT) after the FAT has been approved. The test plan must take into account the GAT carried out by the NPO.
The implementation also includes a migration of data from the current financial system, whereby in any case all current transactions should be migrated as stocks from the general ledger to ensure connection between start and end balance from the moment of migration. For the migration, the NPO takes care of the delivery of the data (extraction) and the contractor takes care of the translation and reading into a new system (TL in the ETL process).
Training
In addition to the approximately 25 intensive and light users, the employees to be trained are also all other employees (500) of the NPO. For the intensive and light users, this training will be aimed at ensuring that these users can continue all their work as described in § 2.3 in the new system. The intensive and light users are trained in-house by a trainer of the contractor (no train-the-trainer principle).
For the remaining 500 employees, the training will be an introduction and given in larger groups in which the use of approval flow, entering declarations and entering order requests will be discussed. Here a train-the-trainer principle can be applied if desired.
Environments
The NPO wants at least three environments:
• Production environment
• Test environment
o To test upgrades and changes
• Development environment
o To develop later changes to the setup.
Outside scope:
• The management of the financial system is out of scope, because the NPO wishes to tender it separately to create the optimal management situation.
• Connecting broadcasters or other media parties is out of scope