RFP 541: Questions & Answers Request for Proposals for the

RFP 541: Questions & Answers

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Section in RFP Document 1 2.1C, Compliance with regulatory requirements

Request for Proposals for the provision of Conceptual Design of the MSRP Upgrade Project Question What are the various financial and accounting compliance and regulatory reports UNHCR would have to generate as a part of the MSRP upgrade project?

UNHCR's Answer Examples of reports are: IPSAS statutory reports Donor reporting (external) Operational and management reports (internal) In addition, transaction level reports, data listings, and queries are required. All reports are expected to reflect data from processes that are in compliance with the Financial Rules and Regulations of the United Nations, UNHCR financial internal control framework (FICF), among others.

2

3

4 5 6 1.2, PeopleSoft Applications

7

8 RFR 541 Cover Letter.pdf Page 5

9 RFP 541 Annex E UNHCR General Terms and Conditions

10 11 12 13 PeopleSoft Upgrade 14 PeopleSoft Upgrade

What are the assumptions around the approval process (stakeholder groups involved, decision making timeline, single step or multi step, etc.) for BRD and other documentation by UNHCR? Please specify the groups or executives who will be required to review and approve project recommendations. Are there any approvals that will require extensive review?

A formal project governance structure is in the process of being established in-house. Business decisions and approval flow will follow the defined procedures for the project.

Please enumerate the full/part time project staff that UNHCR will provide (numbers, roles, % availability) Do you envisage any localization for your various countries of operations? If yes, in what areas? What are the different countries and currencies that needs to be supported by the Performance Management Tool?

UNHCR's project team will be composed of the following FTE's eg. project manager, a business coordinator, the business subject matter experts and change management resources. We are envisaging possible centralization of some functions - eg, workflow approvals.

Annex B section 2.4 outlines the expected start date as ~mid-Oct and duration as 6 months, which implies completion by mid-April. However, it is mentioned that all documentation should be received by end-Feb, which provides for 4.5 months. Please clarify. We have already registered with UNHCR and our registration has been accepted by UNHCR. Do we still need to fill and submit the Vendor Registration form?

Refer to question 2.

As general information, UNHCR has operations in 100+ countries with transactions in local currencies, however, the functional currency of the entire organization remains in USD. The long-term strategy and requirements for a Performance Management Tool will be defined during the Conceptual Design phase but it is expected to allow recording, validation and analysis of figures in multiple currencies. The comprehensive assessment, key deliverables and all substantial documentation should be completed by end-Feb. The timeframe allows for a transition period to the 'realization' phase to cover hand-over .

If you company is already registered you do not have to submit the UNHCR Vendor Registration form.

We have been empaneled by UNHCR for certain services and negotiations on the MSA with legal team from both parties are ongoing. The version of General T&C that was submitted then is the same version of January 2010 that has been requested for a review now. Do we still need to review this document and send our comments?

Yes.

What is the Place of Performance of the services? Is the request for services for a particular country of for UNHCR global? Will the firm who wins this Conceptual Design phase be allowed to bid for the implementation project? Is the plan to retire the existing Treasury Management System post merging the TMS and FSCM on 9.2? The Upgrade Assessment (Compared Reports shared) is based on FSCM 9.1. Application Design changes between 9.1 and 9.2 needs to be considered.

Geneva and Budapest. This request is for UNHCR global. No. Yes. Refer to question 19 for additional information. < We have not shared any compare reports at this stage. >

15 GRC

The GRC Suite of Application’s current version being 8.6.4.800 is certified with No agreement at this point but UNHCR is looking at GRC as a solution. Peoplesoft FSCM 9.1.We would suggest in the context of the Design phase to assume that by the time the actual upgrade project were to start, that Oracle would have the GRC application certified to work with PSFT 9.2 - but cannot commit or guarantee this today. We though have strong indications that this would be the case. Does UNHCR agree to Oracle Consulting in the Design phase taking the assumption that GRC will have a PSFT 9.2 supported version - by the time of the actual upgrade project ? If 'yes' we will execute the GRC related tasks in Design to define the appropriate Upgrade project for GRC with PSFT 9.2" ?

16 GRC

We will implement GRC Controls after PeopleSoft 9.2 migrations, Please confirm ?

Unable to confirm at this stage.

17

Are there process areas where improvements are needed and new modules to be implemented that have been identified by UNHCR? If yes, please provide details

Yes, we are looking into the areas of Shipment Tracking, Data exchange, Planning & Forecasting, Vendor Management, Frame Agreement (FA) Management etc.

How are the UNHCR functional teams split between Budapest and Geneva? For which specific areas does UNHCR envisage travel to Geneva?

See attached document: MSRP Upgrade RFP QandA - Scope.docx Budapest: Finance and Supply Chain teams Geneva: Treasury, Budget, key sponsors

18

19

For travel, where relevant. Does UNHCR have a preferred approach for the engagement: to upgrade each instance On the upgrade and consolidation of Peoplesoft Fin/SCM and TMS, at this stage, UNHCR does not have any first and then consolidate the instances OR consolidate the instances first and then preferred approach on how this will be technically implemented. The system integrator is expected to upgrade to the higher version. present their methodology as well as other possible options and recommend the most suitable approach taking into consideration the state of the current versions, the business requirements for target version (Peoplesoft 9.2) and the objectives for this project.

20

Please confirm whether existing PS Security needs to be analyzed and do we need to provide recommendations for improvement during conceptual phase?

21

Can UNHCR tentatively provide what new PS modules will need to be assessed from an See attached document: assessment standpoint during conceptual phase? MSRP Upgrade RFP QandA - Scope.docx Are there any other projects at UNHCR that may impact or delay conceptual design None anticipated at this point. phase of the project?

22

PS Security is included in the analysis as part of the review to strengthen compliance and controls, as indicated in the business drivers and objectives. Recommendations on improvement are always welcome.

23

Will UNCHR put on hold all code changes to production environment except critical ones Only key ongoing enhancements will be allowed to proceed. Further customizations will be restricted and during conceptual phase of the project to get accurate number of changed objects? tightly controlled.

24

Does UNCHR expect the systems integrator to provide 9.2 delta training to business and Yes, eg. Conference Room Pilots. (CRP) key users?

25

Please provide details of your BOLT-ON application.

The impact to the total number of changed objects is not expected to be significant.

See attached document: MSRP Upgrade RFP QandA - Scope.docx

26

Please provide inventory of Customizations/Interfaces/Integrations.

For reference, please refer to the following documents: MSRP Upgrade RFP QandA - Scope.docx MSRP Upgrade RFP QandA - System Topology.pdf A comprehensive list of customizations is not available at this stage. From a functional viewpoint, the list of customizations (based on request/change registers) is ambiguous as many 'customizations' offset and override another. From a technical viewpoint, a compare report may be generated to provide a complete list of changed objects and/or application designer projects may be extracted but do not provide a clear picture of which customization remain in use. The company selected for this RFP is expected to help with eliciting business requirements, the review of functionality in use (both vanilla and customized) in the current systems and the suitability of corresponding functionality in the target version (PSoft 9.2) if it exists, the consolidation of acustomizations/interfaces/integrations for keep/drop and fit/gap analysis.

27

Please provide current processes of Treasury Management 9.0 with customizations, if any.

28

Please suggest level of documentation available with version controls.

See attached document: MSRP Upgrade RFP QandA - Scope.docx The level of documentation varies. From financial management and accounting perspective, extensive documentation on revised UNHCR procedures exists following the recent IPSAS implementation. Other official references documents (UN Financial Rules and Regulations, UNHCR manual) are also available. For vanilla functionality in use, refer to Peoplebooks. For recent system enhancements (2012 onwards), change request system that contains high-level information and additional supporting documents may be available. For older system enhancements (2007-2011), functional requirements exist for medium to high impact changes with different levels of information. For enhancements earlier than 2007, mainly additional information contained in peoplesoft project objects and comments.

29 C2 Work Package 07

Kindly let us know if a UNHCR DBA be available during the period of the Conceptual Design?

What DBA functions are anticipated? If required, the selected company for the RFP is expected to provide DBA expertise and support. However, DBA work will be quality controlled by UNHCR.

30 C2 Work Package 08

Does UNHCR have current capacity on their servers to install the latest PeopleSoft release or will have this have to be purchased? Please confirm.

The provision of server capacity is not within scope of the proposal.

31 D Project Organisation and Staffing

Will UNHCR provide SME’s from each Financial functional area during the Conceptual Design, and what percentage of time would these people be available?

Yes, UNHCR business subject matter experts will be part of the project. The percentage of time involvement varies depending on resource availability and area of expertise.

32 D Project Organisation and Staffing

Please let us know if UNHCR will provide meeting rooms, project office and workshop rooms for the duration of the Conceptual Design?

Yes.

33 General Question

Please confirm if the organization that gets selected for the Conceptual design project will be able to bid for the implementation project? Annex C does not have place holder for Consultant Daily Rates, and payment milestones. We will provide these details in separate sections in Financial proposal. Please confirm if this is fine.

The organization that wins the Conceptual Design project will not be allowed to bid for implementation. However, these two are likely to overlap for hand-over. Daily rate per consultant may also be included (see RFR 541 Cover Letter, 2.4.2). You may use cost element (i) in Annex C ("Price offer for ad-hoc consultancy services"). The cost elements of work-package 01 to 08 should however include the consultant daily fee.

34 Section 2.4.2 and Annex C Template

35

Could you provide us with a picture of current application landscape and IT infrastructure?

See attached document: MSRP Upgrade RFP QandA - System Topology.pdf

36

On a more detailed level, would you say that application landscape, interfaces and IT architecture are well documented?

Key documentation available. (eg. MSRP Upgrade RFP QandA - System Topology.pdf)

37

Please indicate the scale of the current customizations (number of customizations, if possible number of function points, content of the major customizations)?


38

How well documented are the functional requirements of the existing customizations?


39

Would you say that the current data are relatively clean and are ready to be converted to the new system, and that master data management is in place and is well functioning?

In terms of quality, yes, the data should be relatively clean at this point.

For additional information, UNHCR resources may be consulted.

From a technical perspective, some data structures (fields and records) have been modified. This should be taken into consideration. Refer to question 28. The documentation is relatively good, and we are in the process of doing a review of all our processes to be even better prepared for the upgrade project.

40

Documentation: - Please indicate the level of current documentation of As-Is business processes. - What is the level of current documentation of applications and functionality?

41

The RFP suggests that this is an opportunity to redesign some processes and implement See attached document: additional modules. Are there any specific processes / modules UNHCR is looking at or MSRP Upgrade RFP QandA - Scope.docx does the thought apply to all systems and modules?

42 2.0, Project definition and 2.3, Deliverables and expected outputs

RFP mentions replacement of PeopleSoft EPM with implementation of an optimal Given that Oracle has already announced its pullout of the support of EPM, the organization does not intend solution (eg: Hyperion) but there is also an indication elsewhere in the RFP about long-term continuation of EPM. possibly phasing out EPM. Please clarify if continuation of PeopleSoft EPM system is or is not in UNHCR's plans.

43 2.5 “Expertise and Experience in PeopleSoft Expenses, Grants and Project Modules”

Do you intend to implement Project Costing and Grants as part of the current activity?

The objective is to find a solution to business needs related to the tracking of contributions to expenditure. The conceptual design should cover the assessment of viable options including (possibly) Grants, Project Costing, existing functionality in modules already owned by UNHCR, and others. See attached document: MSRP Upgrade RFP QandA - Scope.docx

44 PFST Project Costing and Grants

Please describe the extent to which you intend to implement using a single set of common policies, procedures and business rules?



What types of information/transactions will be tracked (e.g. T&M, requisitions, expenses, etc) What information requests will be received most frequently? How are those requests addressed?





1. What functions or features of Project Costing would be considered essential? a) Project/Activity Maintenance b) Cost and Revenue Collection c) Work Breakdown Structure Support d) Streamlined Billing and Project Manager Review e) Percent Completion Calculation f) Interest Calculation g) Asset Capitalization h) Project Budgets i) Reporting and Embedded Analytics j) Archiving k) Investment Incentives l) Funds Distribution m) Commitment Control n) Integration with Third-Party Systems o) Project Trees…


Is revenue and cost sharing between business units or cost centers relevant to the data Refer to question 43. collected for this implementation/industry? Elaborate.


Is there a need for an approval process for project transactions? At what level?


Does Projects function as a subsidiary ledger (i.e., do Project IDs serve as Cost pools? Refer to question 43. Revenue pools)? Do you transfer costs from one project to another? Under what circumstances and how Refer to question 43. is it done? How many different types of project data do you track (i.e., Actuals, Labor)? Refer to question 43.

51 PFST Project Costing and Grants 52 PFST Project Costing and Grants 53 PFST Project Costing and Grants

54 PFST Purchasing

Do any business units charge other business units for services or goods? Do these transactions have an accounting effect only or is there actual cash flowing from one business unit to another? Are blanket purchase orders presently used?




Based on our understanding, if=Blanket PO equals open PO under which multiple 'call offs' can be done: Yes, but limited use, i.e. mainly in the areas of admin supplies and fuel. This is only used to a limited extent, and then only for Frame Agreements (FAs). We would be looking into this area as a part of the upgrade project.

55 PFST Purchasing

Do you have agreements for pricing/discounts in place with all vendors that you intend on using in Purchasing? If yes, how frequently does this information change?

56 PFST Purchasing

57 PFST Purchasing

Do you require Taxes, Miscellaneous Charges (Freight, Duties) be calculated on the Purchase Orders? If yes please give examples of the types to charges that are required on the purchase order. Approximately how many open PO’s do you have at any given point in time?

58 PFST Inventory

Do you use inventory adjustments, issues, re-classifications and (bin-to-bin) transfers?

59 PFST Inventory

Do you use inventory adjustments, issues, re-classifications and (bin-to-bin) transfers?

This a very variable number, as of today 616 open POs. As an effect of our accounting and budget system, this is normally a low number during the Year-End transformation. We do inventory adjustment, but this is a centralized process in SMLS only. We also issue and transfers stock between stock locations. It should be noted that this is one of the areas were we are looking into the biggest (potential) BPR from our As-Is processes today, this linked to our changing of supply chain model for Core Relief Items (CRIs - The common items normally given to refugees in refugee camps). We also use bin-to-bin transfer, but to more limited degree. Refer to question 58.

60 PFST Inventory

Do you use Bulk Inventory, Advanced Stock Valuation or Container Management?

No not today. We might look into bulk inventory as a part of the project.

61 PFST Inventory

Do you capture UCC128 information? Do you need to comply with GTIN (Global Trade Item Number) requirements?

UCC128 no, but we might be interested to look into it as a part of the upgrade (but for central stock locations only). GTIN yes, this is linked to our outsourcing of freight forwarding. GTIN: We will need to look into this as a part of the automatic freight order placement and shipment tracking that we are investigating.

This is an option we are interested in exploring further as a part of the upgrade project, and then in particular interlinked with a solution of automatic order placement for freight, shipment tracking etc.

62 PFST Inventory

• Have you modified the pick slip document? • Have you modified the control pick slip document? • Do you need to use cross-docking procedures? • Do you use RF processing?

63 PFST Deal & Risk Management

Which of the instrument types do you currently use other than FX Deal physical?

64 PFST Deal & Risk Management

Do you anticipate using an automated feeds from third parties to build instrument information? Do you use workflow as delivered in the Deal Module? Does the Deals categorization into portfolios functionality exist currently? if yes, please provide details? Within Risk Management Module, Mark to Market can be performed by Portfolio – updating all deals within the Portfolio. Does this exist currently or do you intend to uss this going forward? Any plans to use the Deal confirmation functionality? Will deals confirmation be done manually or electronically. Which modules currently use Commitment Control in your application; will you add modules in 9.2? What are your budget period calendars: monthly, yearly, bi-annual.. How many budget accounts? Do you use the standard source transactions or do you have customizations

65 PFST Deal & Risk Management 66 PFST Deal & Risk Management 67 PFST Deal & Risk Management

68 PFST Deal & Risk Management 69 PSFT Commitment Control Setup

70 PSFT Commitment Control Setup

• If this can be understood as picking feedback on MSRs, yes it was modified as an extra approval step was implemented • Same as above • Potentially as a part of the centralized Core Relief Items Management structure planned • If RF=Radio Frequency, no, and no current plans We need Deposits and Investments. (Including Investments Deposits.) To be assessed. No. No. More information welcome. No. More information welcome.

At the moments, completely manual, Peoplesoft buggy and not completed or not aligned with our requirements. Commitment Control is used in Purchasing (requisitions and PO's), Accounts Payable (vouchers) and General Ledger (journals).

Trees are extensively used at different levels, depending on the chartfield being controlled. • Commitment Control Trees: How many trees, how many levels? How many nodes? • How often do you maintain the commitment control trees? • Did you enable the Commitment Control for every Business Units? How many Business Trees are maintained as needed within the year, but new effective-dated trees are created for each fiscal Units? year. • Do you use the standard commitment control security? Commitment Control is enabled for most (if not all) business units. Commitment Control is used as standard with little customization. However, customized processes (bolt-ons) have been developed to fix the data inconsistencies arising from commitment control processes.


• How is used Commitment Control: - to control if there is sufficient fund to authorize the transaction - to track the expenses (Generate Warning and not Error) - both previous options depending on the combination of chartfields - Do you use the Tolerance (amount and percent) • How many transactions per month are controlled by commitment control? - How do you enter the commitment control budget? Online, Journal Upload, Allocation, Interfaces from third party applications, which applications, will you keep them?

Commitment Control is used as delivered to: - control sufficient funds at a high level - track transactions hitting the budget at a detailed level - depending on combination of chartfields Commitment Control budget is generated through allocation process.


• Do you use workflow to approve the budget, which modules and type of transactions? The budget itself is not entered in the Peoplesoft module, but interfaced from an in-house developed system • How do you manage budget exceptions: Warning for tracking and Error for control, to through EPM. resolve an error, do you cancel the transaction (and deny with workflow), do you increase the budget or do you override the budget. Very little customization has been applied, if any. • Did you customize the workflow process to approve, budget check and override the transaction?

73

Please provide the inventory of reports by modules and tools used to build those reports An inventory of report requirements is not available at this point. This is one area that needs to be reviewed. – Reports would include SQR, Crystal, nVision & PS Query (assuming only public queries would be part of scope) However, at this point, reports are covered by the following tools: SQR, Crystal, nVision and PS Query, XMLP

74 14. In Page 3 of the RFP document ‘RFP 541 Annex B Terms of Reference’ states – ‘Perform analysis of reporting requirements documenting how the new systems meets UNHCR reporting requirements’.

Please advise if these reports are analytical reports from Data Warehouse or from PeopleSoft? If the reports are from existing data warehouse please provide details of the Data warehouse.

UNHCR does not have a data warehouse.

75

Is only planning and budgeting function of EPM being used or other analytics area of EPM such as Finance, HR are also being used? Are these functions also in-scope of this assessment?

Only the planning and budgeting function of EPM is currently in use.

76 C.2 Work Package 06

Please let us know if UNHCR has internal change management capability?

Yes, UNHCR has internal change management capability.

77 Project team – top of page 5

What resources from UNHCR will staff the project team and what will be their contribution? Could you draw the organizational chart of the project team?

A formal project governance structure is in the process of being established and the start-up project team (internal) is being formed.


What other UNHCR resources will be available (e.g. process owners)?



How is project governance organized?


80 Paragraph 2.4 Timeline – page 7

There is 4 ½ months between the two dates: what is the intention of the remaining 1 ½ The comprehensive assessment, key deliverables and all substantial documentation should be completed by month to complete the 6 months project phase duration? end-Feb. The timeframe allows for a transition period to the 'realization' phase to cover hand-over .

81

What is the total number of customizations for each of the applications/functionality in Refer to question 26 scope? - Please provide description of the bolt-ons (e.g. IP Monitoring and Reporting) - PeopleSoft object customization - Non-PeopleSoft object customization - Are there any PeopleTools customizations. If yes, please provide the details

Most reports are generated out of Peoplesoft tables.

Minor (eg, logo)

82

Please provide number and types of interfaces to/fro in the current landscape

83

Please provide the number and types of Reports in the current environment

See attached document: MSRP Upgrade RFP QandA - System Topology.pdf See question 73.

84

How are the systems currently interconnected? If available, please share the existing applications Integration Architecture Diagram


85

Versions, licences, modules, instances:

See attached documents: MSRP Upgrade RFP QandA - MSRP Versions.xls

a

Please let us know Windows browser version or any other browser UNHCR is using.

b c

Please let us know your Cobol and crystal reports versions Please indicate the application servers & weblogic and related versions

d

As indicated in the RFP, Oracle database is 11g. Please let us know if it one of the two 11.2.0.3.0 or 11.1.0.7.0 or different?

e

Please indicate the Operating System in use and the related version.

f

Please let us know the number of PeopleSoft Application Instances

g

What are the EPM 8.9 functionalities and modules UNHCR is using currently?

h

Has UNHCR procured licenses for Oracle Hyperion already? Which modules of Oracle Hyperion (planning, budgeting and forecasting, workforce planning, Project Financial Planning, Strategic Finance, Capital Asset Planning etc?) UNHCR envisages to implement

i

Are there any Essbase cubes currently being used? If yes, can more details be shared around same?

86

Has UNHCR decided and procured an ETL (Extraction, Transformation and Loading ) Tool UNHCR does not use any ETL tool. like Oracle DI for the data conversion and transformation activities? If not, Is there any preference for an ETL tool (current enterprise-wide ETL tool at UNHCR)

87

Does UNHCR foresees any data profiling and data cleansing requirements for the current data in various source systems? Is data quality and governance approach/recommendation expected as an outcome of the engagement as well?

88 Work package 07-Expected Output 3

Is it correct to assume that we are installing and demonstrating the environment for the Environments will be provided by UNHCR. “Proof of Concept” ?

89

What is the Hyperion version to which the EPM solution is to be migrated?

No decision has been made at this point but the Hyperion version (should a decision be made that Hyperion is the solution) should be compatible with Peoplesoft 9.2.

90 Questions on paragraph 2.2 Project Scope – page 4

What is number of PeopleSoft users involved, per functional area and per UNHCRlocation?

There are 10,000 accounts in all Peoplesoft applications, a subset of which would have access to the environments included in this project. (Note that Peoplesoft is using HR self-service which, by default, is used by all UNHCR staff even though many might not have access to FSCM or TMS or EPM.)


What is the level of process standardization across the 120+ local UNHCR field offices; are there any business differences between these field offices that are relevant in this phase of the project?

Processes are standardized throughout the organization.


In the scope description there is no specific mentioning of process redesign activities (only ´analysis of processes requiring a system solution´) though UNHCR wants to ´take the opportunity to redesign some processes´ (page 1). How well known and documented is the to-be situation of the business processes already?

The different business areas are aware of the weaknesses in the current processes from an operational, audit, reporting and compliance viewpoints.

What percentage of business processes do you estimate to remain the same? Can you give an indication of the organizational change impact of business process changes?

This is the primary objective of the RFP and a key deliverable.


The need and strategy for data cleansing is part of this RFP.

The to-be situation will be determined in the context of the available functionality in Peoplesoft 9.2 and relevance and applicability in UNHCR.

The functionality available in 9.2 that may replace or improve existing customizations is not known at this point. The selected company is expected to provide clarity and guidance. A more in-depth discussion of to-be requirements and the analysis (keep/drop, fit/gap) will be conducted during the conceptual design phase. We can already estimate that a high percentage of the current processes will be unchanged or with minor modifications, please refer to question 94. What we are mainly looking into is to add processes and/or functionality. The organizational change impact is deemed as medium/high, main change being centralization of certain functions within procurement, inventory, asset and fleet.


What percentage of the current customizations do you estimate to be maintained in the Refer to question 93. new MSRP? Difficult to estimated at the current stage due to our limited knowledge of PeopleSoft 9.2, but the intent is to review functionality of 9.2 against current As-Is process and to preferably re-engineer process in UNHCR to be able to minimize customizations (keep Vanilla as much as possible).


On page 3 is written that EPM will be replaced by ´an optimal solution (e.g. Hyperion): does that mean that the final selection of an EPM-application is part of the project?



Is UNHCR using one instance for the MSRP system worldwide?



Will there be a formal Go/No go-decision for entering the next phase; if yes, is the preparation of this decision part of the project scope?

Yes.

98 ToR 1.2

In section 1.2, you indicate EPM is used for Planning and Budgeting – used for income recording, etc. Given Oracle no longer supports EPM in version 9.2, has UNHCR considered in which application those business processes will be supported in the future? Is Hyperion the preferred solution? Should it be considered as part of this project?

The company selected for this phase of the project is expected to provide options for replacing EPM functionality in use today.

99 ToR 2.1

In section 2.1, Paragraph D Improve Processing Efficiencies, you indicate you would like See attached document: to ‘enable new payment communication gateways’. Is UNHCR will to consider MSRP Upgrade RFP QandA - Scope.docx Oracle/PeopleSoft’s Financial Gateway module as part of this project? UNHCR will only consider additional modules that address its needs.

100 ToR 2.1

In section 2.1, Paragraph D Improve Processing Efficiencies, you indicate you would like See attached document: to ‘Assess optimal alternatives to the organization’s travel management solution’. Will MSRP Upgrade RFP QandA - Scope.docx UNHCR be considering Oracle/PeopleSoft’s Travel & Expense module as part of this project? UNHCR will only consider additional modules that address its needs.

101 ToR 2.2

In section 2.2, you indicate the upgrade project is intended to cover ‘scoping and analysis of processes’. Has UNHCR clearly documented its current processes for those areas covered by the current Oracle/PeopleSoft solution?

102 ToR 2.2

In section 2.2, you indicate the upgrade project is intended to cover ‘business Refer to question 93. requirements definition’. Has UNHCR defined its high-level business requirements to be addressed by the upgrade and does it have people who can articulate the detailed business requirements in workshops?

103 ToR 2.2 104 ToR 2.2

In section 2.2, is the sandbox environment a copy of demo? In section 2.2, reference the ‘upgrade to the PeopleTools release required by the PeopleSoft v9.2 applications’, is UNHCR looking for the installation of the appropriate Tools release for the new 9.2 installation? Is an upgrade of the existing Tools releases in scope for the Conceptual Design Phase?


Yes, if needed. For the conceptual design phase, the company should ensure that the appropriate tools release is installed in order to allow the project team to conduct analysis, proof of concept testing, etc, and provide guidance and assistance to UNHCR or its partner as needed. For the actual upgrade/implementation, version incompatibilities (most importantly with PeopleTools release required by various applications) in case FSCM is upgraded to 9.2 and HCM & Portal remain on 8.9 may be a risk. The company engaged for the conceptual design phase is expected to take this into consideration.

105 ToR 2.3

In section 2.3, you indicate the Acquisition of GRC module. Has UNHCR considered in which application those business processes will be support in the future?

No definitive decision at this point but UNHCR is looking at GRC as a solution.

106 ToR 2.3

In section 2.3, Work-package 02, you indicate the functional scope should include redesigned additional business requirements (not currently addressed in 8.4). Could you please provide additional documentation on what these additional business requirements are in order to assist with our estimating exercise?

See attached document: MSRP Upgrade RFP QandA - Scope.docx The strategic decisions are to a large extent taken, but we would have develop a document detailing the system impact.

107 ToR 2.4

In section 2.4, you indicate the Upgrade Assessment should be ready by 31 January Refer to question 7. 2014. The likely started date is 16 October 2013 or 1 November 2013. Then the project phase duration is to be 6 months. However the duration between these dates is only 3 ½ months. Could you please clarify?

108

What assumptions can be made regarding UNHCR resource input into the Conceptual Design?

109

Please provide details of current complete PeopleSoft landscape (since other expertise like Projects, Expenses and Grants is also asked for).

110

Is UNHCR looking at implementing the upgrade to a totally new infrastructure as per platform certifications listed by Oracle?

Only application upgrade is within scope of this project.

Is it expected that the old application/infrastructure will be decommissioned as part of the upgrade?

Refer to question 4. In addition, as for Supply Chain, resources would be made available from business process owners (i.e. procurement, inventory) and the Business Support Section/Business Analysis Unit in DESS - Supply Chain. See attached document: MSRP Upgrade RFP QandA - System Topology.pdf

112

Is UNHCR envisaging that the upgrade of FSCM and TMS applications will merge these applications into a single instance? If yes then one of the application will be upgraded and for the other data migration needs to be done. Is that UNHCR's expectation?

Yes, UNHCR is envisaging that FSCM and TMS will be merged into a single instance. Refer to question 19 for additional information.

113 114

What is the scope of upgrade of PeopleSoft Tools? See question 104. Will the vendor who does the conceptual design be allowed to participate in bidding for No development and implementation of the upgrade?

115

Please provide details of the current infrastructure.

116

Please provide details of database size for FSCM, EPM and TMS.

117

Please provide details on the custom and customizations on both online objects and refer to question 26 batch server objects. Please provide list of all integrations. As part of the upgrade do we have to upgrade all See attached document: the third party applications interfaced with PeopleSoft Financials and TMS applications? MSRP Upgrade RFP QandA - System Topology.pdf

118

119

What are the total number of users/ total number of concurrent users for each of the applications? Annexes: MSRP Upgrade RFP QandA - Scope.docx MSRP Upgrade RFP QandA - System Topology.pdf MSRP Upgrade RFP QandA - MSRP Versions.xls



SCOPE of Project

APPLICATIONS The following PeopleSoft applications and versions are included in the upgrade to version 9.2: Financial Management Solutions •

General Ledger and Allocations

•

Payables

•

Receivables

•

Commitment Control

•

Expenses (not currently implemented and will be reviewed and evaluated against business requirements during fit/gap, may replace PO Travel)

•

Project Costing (not currently implemented and will be reviewed and evaluated against business requirements during fit/gap)

•

Grants (not currently implemented and will be reviewed and evaluated against business requirements during fit/gap)

Treasury/Cash Management •

Banking

•

Cash Management

•

Deal Management

•

Risk Management

•

Financial Gateway (not currently implemented and will be reviewed and evaluated against business requirements during fit/gap)

Asset Lifecycle Management •

Asset Management

•

Enterprise IT Asset Management (not currently implemented and may replace “UNHCR STI management”. (Note that this may require an additional purchase, not included in the budget. This needs to be verified with Oracle.)

•

Maintenance Management (not currently implemented and will be reviewed for “UNHCR Land and Building Management”)

•

Real Estate Management (not currently implemented and will be reviewed for “UNHCR Land and Building Management”)

Supply Chain Management •

Purchasing

•

eSupplier (not currently implemented and will be reviewed and evaluated against business requirements during fit/gap)

Inventory Management •

Cost Management

•

Inventory Management

•

Item Management

Enterprise Performance Management •

Revenue recording, target validation (budget figures from FOCUS), MSRP integration with FOCUS, interfaces with HR for position management, source for IP detailed budgets

UNHCR Bolt-on • Implementing partner transactions and reporting

• HAMB/LAMB functions • PO Travel (may be replaced by PeopleSoft Expense) • Fleet Management (remove bolt-on as replaced by Global Fleet Management)

HIGH-LEVEL BUSINESS PROCESSES The following high-level processes are included in scope. Financial Control and Reporting 

Manage Internal Controls



Manage Budget



Capture Transactions



Close Accounting Period



Prepare Financial Reports



Analyze Financial Information



Manage Grants (for review and evaluation)

Invoice to Pay 

Create Invoice



Process Payments

Credit to Cash (Revenue) 

Invoice Customer (Billing donors – for review and evaluation)



Process Customer Payments



Manage Customer Financial Relationship (i.e. follow up on outstanding pledges, write offs)

Procurement and Materials Management 

Source and Enable Suppliers



Manage Supplier Contracts



Procure Goods and Services



Receive Goods and Services



Settle with Suppliers



Analyze Procurement



Manage Inventory

Asset Lifecycle Management 

Plan Capital Assets



Acquire Assets



Prepare and Deploy Assets



Utilize Assets



Maintain Assets



Retire Assets



Evaluate Asset Performance



Real Estate Management (for review and evaluation)

Deployment (For review and evaluation) 

Manage Expenses

Project Management (For review and evaluation) 

Manage Project Portfolio



Plan Project



Execute Project



Manage Resources

UNHCR Specific 

Implementing partner transactions and reporting



Revenue recording



In-kind receiving process



Target validation



HAMB/LAMB functions

MSRP User List (CSV File)

File Import Process

RAPA (Portal)

Database Link GF-I/GF-X (SharePoint)

GroupWise

Bank Statement (CSV File)

File Import Process

Database Link/ Integration Broker

RATM (Treasury)

RAEP (Budget/ Income)

RAFC (Focus)

Database Link

Database Link

Exchange Rates (RTF)

File Import Process

RAFS (Fin/SCM)

Various HR Data (CSV File)

RAHR (HRMS/GP)

Database Link File Import Process

SMS Reporting (Cognos)

EFT Files Office Wings

UNHCR-Net (Intranet)

Data Export (CSV File)

File Export Process

File Export Process

L and C Data (CSV)

Data File (CSV)

Data File (CSV)

Data File (CSV)

LMS (Cornerstone)

UNJSPF Database

Medgate

UNHCR Web site (Internet)

MSRP Upgrade RFP QandA - MSRP Versions.xls

Application

App Version PT Version

Oracle Version

MP

Tuxedo

Webserver

Cobol

Crystal Reports

MS Office

Portal

8.9

8.50.09

11.2.0.3

10gR3

11gR1 (10.3.1)

Server Express 5.0 2008 SP1 wp4

2003

FSCM (Fin/SCM)

8.4

8.50.09

11.2.0.3

10gR3

11gR1 (10.3.1)


2003

FSCM (TMS)

9

8.50.09

11.2.0.3

10gR3

11gR1 (10.3.1)


2003

HRMS (HR/Payroll)

8.9

8.50.09

11.2.0.3

MP3

10gR3

11gR1 (10.3.1)


2003

EPM

8.9

8.50.09

11.2.0.3

MP4

10gR3

11gR1 (10.3.1)


2003

Operating System Linux -5 Oracle Corp Linux -5 Oracle Corp Linux -5 Oracle Corp Linux -5 Oracle Corp Linux -5 Oracle Corp

RFP 541: Questions & Answers Request for Proposals for the

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