CA18390 - Riverside College - Finance Management Software System

This tender is for the supply, implementation, and maintenance of a Finance Management Software System for Riverside College.

The core scope of work involves providing a system that ensures accurate and reliable financial data processing and reporting, is user-friendly, and modular-based.

Key functional modules required include:

• Nominal (General) Ledger/Budgeting
• Purchase Ledger (Accounts Payable)
• Purchase Order Processing, including Goods Received
• Sales Ledger (Accounts Receivable)
• Cash Book
• A fully integrated fixed asset module.

The system must also feature a flexible coding structure, allow for analysis and reporting at sub-account levels for project accounting, support entrepreneurial activities with course contribution analysis, and have proven monthly/annual close-down accounting processes.

Technical requirements specify that if a SaaS or Hosted option is not available, the server elements must run as virtual servers under VMWare vSphere version 7+. The software should be fully browser-based for both normal and power/privileged users and accessible across a wide-area network. Integration with other college products mentioned in the tender is mandatory, and the system must work on current versions of Windows and the Edge Modern browser. Support for authentication via Azure Active Directory is preferred, and eCommerce features like XML are desirable.

Core deliverables also include data migration capabilities from two different systems, an implementation plan for project rollout, and ongoing support during the implementation stage, including a constant named single point of contact. The implementation period is from January 1, 2027, to May 31, 2027, with a "go live" date by June 1, 2027.

• SaaS or Hosted option is preferred
• Minimum Virtual Server requirement (if SaaS or Hosted option not available)
• Minimum PC specification for normal users
• Minimum PC specification for power/privileged users
• Scanners capable of accepting batches of documents of different sizes via a document feeder
• Active Directory (for password control system integration to allow single sign-on)
• Microsoft Office products (ability to export audit trail reports to)
• VMWare vSphere version 7+ (server elements of the software must be able to run as virtual servers under, if SaaS or Hosted option not available)
• Software must be fully browser based for 'normal' users
• Software must be fully browser based for power/privileged users (preferred)
• Microsoft Remote Desktop Server (if SaaS or Hosted option not available and system needs to be accessible across a wide-area-network without dependence on local Active Directories)
• Azure Active Directory (preferred for authentication)
• XML (as an eCommerce feature)
• Current versions of Windows (for software to work on)
• Edge Modern browser (for software to work on)
• HMRC requirements (for comprehensive VAT reports)
• Electronic export of data for MTD
• All date fields in four-digit year format
• GDPR compliance (regarding data storage location)
• Go live date of 1st June 2027
• Installation of a test system and user manuals 3 months prior to the live installation
• Installation and set-up of the live system one month prior to the 'go live' date
• System response time, for data entry (immediate) and simple enquiry screens, of not more than five seconds for 95% of the time
• No slowing down in response times due to number of concurrent users