Cherokee Nation Businesses

Hyperion Financial Management and

Close Management Implementation
RFP Document

March 2013

323646571.doc

RFP Document

1.0 Introduction.........................................................................................3
1.1
1.2
1.3
1.4
1.5
1.6

COMPANY................................................................................................................................ 3
PROJECT OBJECTIVE.................................................................................................................. 4
PROJECT ASSUMPTIONS.............................................................................................................. 6
DEPENDENCIES........................................................................................................................ 7
PROJECT TEAM AND RESPONSIBILITIES.......................................................................................... 9
PROJECT RESOURCES FORECAST................................................................................................11

2.0 RFP GENERAL INFORMATION................................................................12

2.1 RFP OVERVIEW...................................................................................................................... 12

2.2 RFP FORMAT......................................................................................................................... 12
2.3 RFP TIMETABLE..................................................................................................................... 13
2.4 VENDOR CHARACTERISTICS....................................................................................................... 13
2.5 CONTRACTUAL ISSUES............................................................................................................. 13
2.6 SECURITY AND CONTROL.......................................................................................................... 14
2.7 TRAINING.............................................................................................................................. 14
2.8 DOCUMENTATION.................................................................................................................... 14
2.9 DELIVERABLES TIMETABLE........................................................................................................ 14
2.10 DESIGN APPROACH AND STRATEGY........................................................................................... 14
2.11 ROLES AND RESPONSIBILITIES.................................................................................................14
2.12 TRIBAL EMPLOYMENT RIGHTS OFFICE.......................................................................................15
2.13 CHEROKEE NATION GAMING COMMISSION.................................................................................15

3.0 Current State......................................................................................15

3.1 OVERVIEW............................................................................................................................ 15

4.0 Current Technology Environment.........................................................16

4.1 SOFTWARE UTILIZATION........................................................................................................... 16

4.2 APPLICATIONS........................................................................................................................ 16

5.0 Vendors Response to RFP...................................................................17

5.1
5.2
5.3
5.4
5.5
5.6

FORMAT OF VENDORS RESPONSE.............................................................................................. 17

INTRODUCTION AND VENDOR BACKGROUND.................................................................................17
DESIGN APPROACH................................................................................................................. 19
TRAINING EXPERIENCE............................................................................................................. 19
PROJECT COSTS..................................................................................................................... 19
RFP CERTIFICATION................................................................................................................ 20

6.0 Definitions:.........................................................................................21

Page 2

7/12/2016

1.0 Introduction
1.1 Company
Cherokee Nation Businesses, L.L.C. (CNB), is wholly owned by the Cherokee
Nation, the nation's second largest Indian tribe. CNB, the economic engine of
the Cherokee Nation, owns companies in the gaming, hospitality, personnel
services, distribution, aerospace, manufacturing, telecommunications,
technology services, medical equipment, security and defense services,
construction and environmental services industries. These businesses have
annual revenues of over $700 million and over $100 million in profits. CNB
continues to grow and expects to acquire new businesses in the future.
CNB currently employs more than 4,400 people in northeastern Oklahoma
and northwestern Arkansas. The Cherokee Nation and its businesses employ
more than 8,000 people in all, making it one of the areas largest employers.
CNBs vision is to be the model tribal enterprise delivering superior value and
providing financial independence to the Cherokee Nation through sustained
growth, job creation, and diversified business development.

Page 3

7/12/2016

1.2 Project Objective

1.21 Overview
Cherokee Nation Business (CNB) is currently in the process of selecting a
partner for the business process evaluation, process design, and project
implementation of both Hyperion Financial Management and Hyperion Close
Management. CNB plans to select a partner that provides:
Experience in the technical and functional implementation of both
the Hyperion Financial Management and Hyperion Close
Management products
In depth knowledge of implementing Best Practice business
solutions
Analysis ability to asses CNBs current business systems and
provide recommendations to satisfy CNBs design goals
Experience with Fit Gap Analysis
Financial knowledge and understanding of the integration and
consolidation of multiple businesses
Proven project management experience
1.22 Process
Process objectives include:
Consolidation of multiple business systems including PeopleSoft
Financials, Deltek, Accura, and Quickbooks
Chart of Account mapping for multiple business entities
An elimination structure created to consolidate financial reporting
Improved reporting processes
Efficiencies established across all business entities
Manual processes automated and elimination of workarounds
across all entities
Development of a consolidation process with minimal or no
customizations
Improved monthly and year end close processes
Ability to achieve consolidated financial statements in a more
timely manner
1.23 Evaluation Approach
CNB understands each vendor will bring its own methodology to the project,
however, the Hyperion implementation project must include:
Configuration Evaluation/Construction
Documentation of Business Processes, including Business Process
Flows for both products as stand alones

Page 4

7/12/2016

 Improvement recommendations
Planning
1.24 Key Deliverables
Documentation of process flows for both products, each as a
standalone project
Documentation of configuration recommendations for each product
Overall Project plan, structured by business entity and by product
Documentation, by product, of any customizations required
Separate project schedules for both products to include identified
times for design, development, testing, training and
implementation
1.25 Business Entities
The following are the consolidated CNB businesses currently anticipated to
be included in the Project, subject to change prior to the Hyperion
implementation:

Cherokee Nation Businesses, LLC

Cherokee Nation Entertainment, LLC
Cherokee Nation Industries, LLC
Cherokee Services Group, LLC
Cherokee Nation Technologies, LLC
Cherokee Nation Technology Solutions, LLC
Cherokee Nation Government Solutions, LLC
Cherokee Nation Assurance, LLC
Cherokee Nation Security & Defense, LLC
Cherokee Nation Red Wing, LLC
Cherokee Healthcare Services
Cherokee Medical Services, LLC
CNB New Market Tax Credit
CN Property Management, LLC
Cherokee Nation Construction Services, LLC
CN Construction Resources
Mobility Plus, LLC

Page 5

7/12/2016

1.26 Project Completion Criteria Financial Management:

All businesses reviewed for accuracy, an implementation plan
documented, and a fully configured system in operation
All business owners, BCG management , and IT management agree
on a plan of action to accomplish system functionality and approve
the completed consolidation process
All customizations are fully documented and transitioned to CNB IT
support personnel
CNB Management and the Steering Committee sign off on
documentation, the project plan, and a functioning system in place.
1.27 Project Completion Criteria Close Management:
Design of process flow documented, an implementation plan
documented, and the Close process configured and in operation
All business owners, BCG management , and IT management agree
on a plan of action to accomplish system functionality and approve
the completed consolidation process
All customizations are fully documented and transitioned to CNB IT
support personnel
CNB Management and the Steering Committee sign off on
documentation, the project plan, and a functioning system in place

1.3 Project Assumptions

1.31 Overall
The system will be configured in United States currency and
English. No multicurrency capabilities will be used.
All vendor team members will communicate fluently in English.
All documentation created by the project team will be written in
English.
The selected vendor will assist in coordinating meetings,
observations and phone surveys with existing customers.
CNB will determine, based on consultants recommendations, on an
implementation plan. The consultant team is responsible for
recommending design specifications once that decision is made.
CNB will determine the schedule of implementation approach,
based on consultant teams recommendation, as to whether both
products will be implemented concurrently or independently as
Phase I and Phase II.
The selected vendor will provide training materials for CNB
personnel to utilize for end user training

Page 6

7/12/2016

 The selected vendor will transfer technical and functional

knowledge of configuration and customizations
1.32 Manual Processes
Manual Processes to Hyperion Financial Management The
consultant team in conjunction with CNB IT Representatives will
assist in evaluating and designing the specifications for identified
processes including the file format needed to effectively feed
information into Hyperion Financial Management.
Manual Processes to Hyperion Close Management The consultant
team in conjunction with CNB IT Representatives will assist in
evaluating and designing the specifications for identified processes
including the file format needed to effectively feed information into
Hyperion Close Management.
1.33 Technical
Oracles responsibility for the accuracy and consistency of the
software and documentation are described in the software license
agreement and not addressed here.
There will be a centralized database instance of the Microsoft
SQLServer database supporting all locations and business units.
Timely access to the network and hardware environment will be
provided by CNB to the project team 24/7 to troubleshoot and
resolve technology issues.
The testing environment will be installed before the project
commences.
Backup/recovery procedures will be performed by CNB throughout
the project to avoid loss of data. The capability for database
restores to occur within 24 hours of calendar time of system failure
will be in place.
1.34 Extended User Team
CNB will establish an extended user team for both products in
addition to the core project team that will participate at various
stages of each project, primarily during the requirements definition
and process design stages.

1.4 Dependencies
Many CNB project team members and other department personnel
involved have other responsibilities that can delay the project

Page 7

7/12/2016

1.41 Critical Success Factors

Commitment to change throughout CNB
Prompt resolution of issues and decisions
Consultants with process experience and knowledge of Hyperion
Financial Management and Hyperion Close Management
Availability of Hyperion environments
Project deadlines met
Costs contained within budget
Harmonious relationships maintained among the project teams
Top management support of the project team and implementation
Committed project team of subject matter experts, augmented by
business owners and IT personnel where necessary
Clearly assigned accountability for project tasks
Sufficient resources with appropriate segregation of duties
committed to the project
Timely Status updates by all team members
Structured Change Management Process
Timely escalation of issues and missed project due dates
Committed Sponsorship
1.42 Application Management
The implementation will require the creation and maintenance of a test
environment.
1.43 Quality Assurance
To ensure that the project team is executing the proposed project plan as
submitted, CNB retains the right to review and cancel the agreement after
the project begins. In that event, CNB will pay all reasonable and documented
vendor costs in accordance with CNBs Travel and Expense Policy up through
the termination date with no further liability to vendor.
CNB retains the right to request replacement team members from the vendor
and have a team member changed in a timely manner.
The functional design and implementation plan requires design team
members, a design team manager, and a user manager to sign-off prior to
completion of the design project independently for both Hyperion Financial
Management and Hyperion Close Management.
Project status including work complete, estimated time to completion, and
missed due dates must be delivered to the steering committee on a weekly
basis independently for both Hyperion Financial Management and Hyperion
Close Management.

Page 8

7/12/2016

A final design report must be delivered to the project steering committee

prior to completion of the project for both Hyperion Financial Management
and Hyperion Close Management.
Success of the Hyperion Financial Management project will be measured in a
design for an automated consolidated business process that includes
elimination of manual processes, in the utilization of delivered Hyperion
functionality that meets business requirements, in the creation of a strategic
implementation plan, and in the successful implementation of Hyperion
Financial Management for all businesses.
Success of the Hyperion Close Management project will be measured in a
design for an automated close process that includes elimination of manual
processes, in the utilization of delivered Hyperion functionality to meet
business requirements, in the creation of a strategic implementation plan,
and in the successful implementation of Hyperion Close Management across
all business entities.
An issue log must be created and maintained for both products. Status must
be reported weekly with number of issues resolved and new issues added for
both Hyperion Financial Management and Hyperion Close Management.
A Change Management process must be established with clear guidelines for
requesting a change, approval necessary for change to be implemented,
responsibility for change timeline, and determination of successful
completion.
1.44 Risk Analysis Summary
Risks for the design and implementation of both the financial consolidation
system project and the close management project include missing key
deadlines and extending either or both implementation timelines. Risks and
their potential impact should be identified in the design strategies of each
business entity and for each product. Documentation should cover both the
impact of selecting or rejecting the design, implementation impacts of each
product and inter-dependencies (if any) of the two separate projects. Risk
assessment must also recognize staff is not knowledgeable of Hyperion or the
process design.

1.5 Project Team and Responsibilities

The Project Team will be vital to the overall project success as well as the
success for each product. CNB will assign the appropriate resources to meet
the agreed upon schedule and deliverables.

Page 9

7/12/2016

To ensure that either the combined product project or each product project is
on schedule and work is completed, weekly status meetings will be required
from the Project Team and weekly status reports submitted to the appropriate
project manager. Project status includes project outlook, brief overview,
completion of assigned issues/deliverables, items that were planned but not
accomplished, miscellaneous items, issues and concerns, key activities
planned for the next week, and key dates, including time off. All
issues/deliverables that have been noted as completed must be approved by
the Business Owner and submitted at weekly status meetings for review and
project team approval.
The following matrix outlines the roles and their responsibilities; team
members will be identified prior to start of work.
Roles
Project Sponsor(s)

Steering Council

CNB Business Project

Manager

Responsibilities
CNB Executive(s) affected by each project will provide
project approval, project funding, direction, sponsorship,
and timely problem resolution.
The project sponsor(s) will receive the monthly status
report and may periodically attend the steering council
meetings.
Appointed CNB personnel from Financial Accounting and
Reporting, and IT Application Services affected by both
projects. These individuals are responsible for approving
significant changes to the system, resolving conflicts over
policy or objectives, providing high-level direction,
providing project resources as required by the project plan,
reviewing the results of the project team deliverables, and
approving change order requests.
Responsible for the overall success of the projects by
ensuring that the business requirements are fulfilled while
facilitating organizational change during the
implementation process.
In addition, responsible for coordinating the utilization and
proactive participation of the business resources both
within the project team and those involved outside the
project team.

Business Project
Consultant

Work closely with IT Project Manager and Implementation

Partner in updating the overall project plan.
Responsible for the overall success of the projects by
ensuring that the business requirements are fulfilled while
facilitating documented process design, process changes,
policy and procedures, testing, and training.

Page 10

7/12/2016

CNB Business Owners

CNB Business Process

Specialists

CNB BCG Lead

CNB BCG Analyst

CNB Technical Owner

CNB Technical Lead

CNB Technical Team

Members

Each major department or business entity affected for each

project will assign a business owner that is responsible for
assigning the correct business process specialists, making
sure policy and procedures are completed and reviewed,
ensuring high and dedicated performance from their
assigned team members, and providing direction and
guidance to their team members in the design and
implementation phase for both Hyperion Financial
Management and Hyperion Close Management.
Each major department or business entity affected will
assign the necessary team members to participate in the
implementation effort. These individuals are specialized in
one area or process and must have overall knowledge of
the current processes, policy and procedures, etc to provide
insight into current state processes for informational
purposes during the implementation process.
Designated BCG individual who is responsible for the BCG
Analysts. This individual will ensure correct BCG personnel
are available, participating in all phases of business project
plan, meeting deadlines, receiving knowledge transfer and
performing to high and dedicated performance levels.
Designated BCG personnel, who will participate in the
design, perform all setup and configuration, conduct
testing, and training including assisting in creating training
manuals and implementation strategy.
Responsible for assigning the correct technical team,
ensuring technical infrastructure and system uptime meets
operational requirements, ensuring dedicated performance
from their assigned team members, and providing direction
and guidance to their team members during the
implementation process.
The technical lead is responsible for the technical teams
performance, and ensuring the environments are available
and ready for the business team.
Designated IT personnel who will perform hardware,
architecture and network setup. Participate in the business
process documentation and implementation strategy
phases.
Database design

1.6 Project Resources Forecast

1.61 Hardware
CNB will provide computers and phone access for all project team members.
CNB will provide access to printers for all project team members.

Page 11

7/12/2016

1.62 Software
It is assumed that CNB project managers will have access to Microsoft Project.
All CNB project team members will have access to Microsoft Word, Excel, and
PowerPoint. All CNB and contractor project team members will have access
to CNB email (mainly for scheduling).
1.63 Office Space
CNB will provide a dedicated work environment for the project team
throughout all of the phases of the implementation project. This includes
workspace, meeting rooms and training space.
1.64 Security
This work environment will include access to the appropriate CNB
environments, applications, networks, printers and other peripheral devices
needed during the project. Contractors will have 24/7 access to workspace
and applicable environments for the duration of the design and
implementation except during monthly maintenance windows.
1.65 Outside Access
CNB will provide access to Internet or dial-out capabilities to access Hyperion
and contractor networks, websites, and databases.

2.0 RFP GENERAL INFORMATION

2.1 RFP Overview
The goal of this Request for Proposal (RFP) is to determine if your services
meet the functional and technical needs of CNB. Please feel free to submit
any additional information you deem appropriate for this project.
Any CD-ROM/disk, and/or user documentation submitted with your proposal
will be returned upon written request. All other materials provided will
become the property of CNB and will not be returned to the vendor. CNB
reserves the right to make partial awards, award all work or not award any
work in relation to this RFP.
Vendors should submit their sealed RFP response no later than March 15,
2013. Vendors may not submit their RFP responses via e-mail. Bid responses
will be held valid for 90 days from the March 15, 2013 due date. Bid
submissions are to contain four (4) hard copies in addition to either a disc or
flash drive. The contact information for intention to bid and RFP submission
is:

Page 12

7/12/2016

IF BY EXPRESS DELIVER OR REGULAR MAIL

Cherokee Nation Businesses, L.L.C.
Attn: Charla Vardeman
777 W. Cherokee Street
Catoosa, Oklahoma 74015
IF BY HAND DELIVERY
Cherokee Nation Businesses, L.L.C.
Corp. Bldg. #3
Attn: Charla Vardeman
1102 N. 193rd East Ave.
Catoosa, OK 74015
RFP responses should include all requested information. This
information will be held in confidence and will not be made available to
other vendors. Likewise, the vendor agrees to hold in confidence any
and all information included in this RFP and will not disclose to a third
party any part of this RFP, except as necessary to generate a response
to this RFP. CNB reserves the right to issue one award, multiple awards
or reject any or all responses. CNB reserves the right to reject any and
all bids, to waive any and all bid document requirements and to
negotiate contract terms with the successful bidder, and the right to
disregard all nonconforming, nonresponsive or conditional bids.
Discrepancies between words and figures will be resolved in favor of
words. Discrepancies between the indicated sum of any column of
figures and the correct sum thereof will be resolved in favor of the
correct sum. The vendor is responsible for all costs they incur in
preparing their response to this RFP. The vendor may be asked to
present their response on-site. Any questions regarding this RFP should
be communicated via e-mail to charla.vardeman@cn-bus.com. A
response will be returned as well as a copy of your question and its
response will be posted on the Cherokeebids.org website within one
business day or as soon as practicable.

2.2 RFP Format

This RFP is distributed to selected vendors in the following electronic format:
RFP Hyperion_Implementation.doc

2.3 RFP Timetable

The timetable below is subject to change, but if any modifications to the
project time schedule are made, they will be communicated to all bidders in a
timely manner.
March 15, 2013 Bid Responses Due to CNB (include both Hyperion
Financial Management and Hyperion Close Management)

Page 13

7/12/2016

 March 18, 2013 through March 29, 2013 Vendor descope/interviews with CNB project team
April 5, 2013 - CNB Final Selection
April 8, 2013 through April 19, 2013 - Contract Negotiation
April/ May - Funding Approval

2.4 Vendor Characteristics

Outlined below, not necessarily in order of importance, are the high-level
descriptions of criteria that will be looked for in evaluating proposals.
Have implemented both Hyperion products at least twice at multi
company, multi property clients
Have a reputation for financial stability and operate a well
established and stable organization
Possess an existing base of Hyperion customers satisfied with
services rendered
Possess strong knowledge of configuration opportunities, proficient
development skills, and expertise in consulting and project
management
Demonstrate an approach and design methodology compatible with
the approach outlined in this document
CNBs preference is a vendor with significant multiple company
experience and clients
CNBs preference is a vendor with SQL Server platform experience
Have a collaborative mindset that enables CNB to effectively
implement and support the process/application

2.5 Contractual Issues

Attached to this RFP you will find a terms and conditions from a sample CNB
Master Consulting Services Agreement for your review. All work products
after award will become the property of CNB. Any objections or concerns with
the terms and conditions listed on that agreement must be submitted with
the RFP response. Vendor must contractually commit to all statements made
in their RFP response. All statements in this document are considered in
scope even if not identified in vendor documents.

2.6 Security and Control

Specifications are included that summarize the level of security for
confidential and sensitive information in applications and functions. Define
what controls are provided to ensure the integrity and protection of data
within the system.

Page 14

7/12/2016

2.7 Training
Vendor offers configuration and functional training to user project team so
that the final design is arrived at jointly. CNB is provided with training
documentation that incorporates Hyperion functionality tailored to the final
agreed upon process design. CNB is provided with documentation of all
customizations.

2.8 Documentation
Vendor must provide complete and thorough documentation that addresses
any technical, configuration, development or functional change to the
system. All process and workflow creation/changes must be documented. In
addition to change justification, the documentation must include a step by
step change analysis with visual examples where appropriate. All changes
must be mutually agreed to between vendor and CNB.

2.9 Deliverables Timetable

Deliverable

Acceptance Criteria

Process
Documentation
Design
Recommendations

CNB Project Lead, CNB BCG Lead, and

Consultant Manager sign-off
CNB Project Lead, CNB BCG Lead, CNB IT
Owner and Consultant Team Members and
Manager sign-off
CNB Project Lead, CNE BCG Lead, CNB IT
Owner and Consultant Team Members and
Manager sign-off

Project plan for

implementation

2.10 Design Approach and Strategy

Each potential vendor must describe in detail their design approach and
strategy including a list of the key advantages of their methodology. In
addition, the vendor must describe the deployment strategies for the
automation of manual processes and on-boarding of all entities.

2.11 Roles and Responsibilities

Each vendor must define the expected roles and responsibilities of their
project team.

Page 15

7/12/2016

2.12 Tribal Employment Rights Office

This project is also subject to Cherokee Nation Tribal Employment Rights
Office regulations that include a fee of of 1% of total contract award, if
applicable, and the completion of a TERO Labor Agreement and payment of
associated fees, including a $25 per person per day fee for any non-Indian
worker on site. The successful bidders performance will also be measured,
recorded, and reported to the Cherokee Nation. Please refer to Cherokee
Nation Legislative Act 38-05 dated 11-14-06 repealing and superceding
Cherokee Nation law regarding Labor and the Employment Rights Ordinance
and Declaring an Emergency. The complete Act is available at our website or
by contacting the TERO OFFICE at Tahlequah 918-453-5000.

2.13 Cherokee Nation Gaming Commission

As a result of the successful bidders provision of goods and/or services under
the Agreement, the successful bidder may be required to apply for and obtain
a gaming license from the Cherokee Nation Gaming Commission (CNGC). If
so required, and the successful bidder is unable to obtain or maintain its
gaming license throughout the term of the Agreement, upon written
notification of such failure from CNGC and/or CNB, CNB may cancel the
Agreement without penalty, paying only for the goods and/or services
provided to CNB prior to such notification.

3.0 Current State

3.1 Overview
3.11 Background
The utilization of knowledge gained from the Hyperion implementation,
combined with a deeper understanding of our business direction and
commitment to best practice configuration, will allow us to take full
advantage of the software capabilities in Hyperion to meet the demands of a
rapidly growing and increasingly complex CNB organization. This project
gives us an ideal opportunity to strategically plan needed process
improvements and position our organization for growth.
There are approximately 10 to 20 key Financial Consolidation users located at
the Catoosa finance office and the Tahlequah corporate office plus additional
people at separate business entities with access to travel and expenses. The
purpose of this project is to review current business processes in order to
align our business with Hyperion functionality, design a system that allows for
rapid growth of existing business entities, easy incorporation of new business
entities, and create a strategy for Cherokee Nation Businesses (CNB) to move

Page 16

7/12/2016

to Hyperion Financial Consolidation and Hyperion Close Management

processes.
We approach this assessment with objectives to achieve standard best
practices, identify if the business processes needs modification, minimize
customizations whenever possible, decide on the best implementation
strategy, and implement using a documented approach by business entity.
3.12 Current Financial System
CNB and several of its subsidiaries operate with PeopleTools Release 8.49 and
PeopleSoft Financials/SCM 9.0 application release. CNI and most of its
subsidiaries operate on Accura Version 6. CCRC and Mobility Plus operate on
Quickbooks. CNB also operates several of its subsidiaries on Delteks
Costpoint 7.0 and Delteks Time & Expense 8.3 and is currently implementing
additional subsidiaries onto those systems that will run concurrently with the
Hyperion implementation project. CNB expects to incorporate into the new
configuration design a comprehensive system that will support expected
expansion but with flexibility to allow for diverse business opportunities.
3.13 General Ledger and Financial Reporting
CNB currently utilizes PeopleSoft functionality of Web drilldown into multiple
sub-modules. CNB expects to achieve this same capability in Deltek, Accura
and Quickbooks utilizing Hyperion technology.

4.0 Current Technology Environment

4.1 Software Utilization
In order to maintain a PeopleSoft environment that is built on industry
standards, CNB is currently utilizing the following:

Hardware Intel-Based
Database Platform Microsoft SQL Server 2008
Network Protocol TCP/IP
Operating System Microsoft XP
Network Equipment Cisco

4.2 Applications
CNE is currently using the following applications.

Page 17

7/12/2016

 PeopleSoft Financials /SCM 9.0

o PeopleTools v8.49
PeopleSoft HRMS / Payroll PeopleSoft 9.1
o PeopleTools v8.49
Kronos 6.1.14 (no Contract/project detail)
Kronos 6.1.8 (utilizing Contract/project detail)
Exit timekeeping (in house developed)
Accura 6
Quickbooks
Deltek Costpoint 7.0
Deltek Time & Expense 8.3

5.0 Vendors Response to RFP

5.1 Format of Vendors Response
Please follow the format described below.
The RFP responses are to be submitted to Charla Vardeman at the address
provided above. Responses to this RFP should address all deliverables listed
in the RFP. CNB may include the vendor's response to this RFP as an
addendum to any potential contract. The RFP response packages must arrive
by March 15, 2013.

5.2 Introduction and Vendor Background

Please complete the following questions to provide CNB with a thorough
understanding of your companys history and background. Tables are used to
facilitate analysis of each vendor's product by standardizing the format of
responses to each question. In the tables below, please answer all questions
using the blank section under each question.
5.21 Management Summary
Present the overall scope and projected cost of the proposed
implementation effort, detailed by product. It should include
a brief summary of the strategy in non-technical terms. It
should also state specific reasons why the vendor's proposal
best satisfies the needs of CNB.
5.22 Annual Report
Provide a copy of the vendor's most recent annual report, if
a public company. If an annual report is provided please

Page 18

7/12/2016

reference it below as an attachment to this RFP; otherwise,

a statement of financial stability by the vendor's
independent auditors will be adequate.
5.23 Organization Chart
Present a company organizational chart or other appropriate
information to indicate the organization's ability to support
the installation and maintenance and adapt to staffing
changes.
5.24 Principals
Identify the principals of the organization and the individuals
on the project team who would be responsible for all aspects
of the proposed system design and implementation.
5.25 Implementations
Provide a list of the two most recent implementations of
Hyperion Financial Management and two most recent
implementations of Hyperion Close Management. Included
in this list should be customer costs, a brief description of
the functional enhancements and timelines for the design
and implementation.
5.26 Team Members
Provide resumes of all proposed project team members for
review.
5.27 References
Please identify three references that CNB can contact to
discuss their design and implementation project. In
addition, please provide a list of customers that you have
implemented Hyperion Financial Management and Hyperion
Close Management in a comparable consolidation process to
CNB.
5.28 Vendor Questionnaire
Information Requested
Company Name:
Year Founded:
Number of Employees:
Number of Offices:

Response

Page 19

7/12/2016

Primary Geographic Market

Area:
Primary Industry Market:
Number of Years
Implementing Proposed
Software:
Number of Current/Past
Clients Implementing this
Version of the Software:
5.29 RFP Contact
Please provide the name, title, address and phone number
of the person with whom all contact should be made
concerning your response to the RFP.

5.3 Design Approach

Please provide any additional information regarding your design experience
for companies with similar challenges as CNB. Tables are used to facilitate
analysis of each vendor's product by standardizing the format of responses to
each question.
5.31 Design Experience
Describe what services are typically provided by you, the
vendor, during the analysis and design processes.
Describe the approximate staffing, by skill level, which you
would recommend to assess, design, and implement both
the functional and technical Financial Consolidation system.
Describe the approximate staffing, by skill level, which you
would recommend to assess, design, and implement both
the functional and technical Close Management system.
Describe the approximate staffing and time commitment
you suggest CNB provide to assess and design the financial
consolidation system. Identify the number of personnel and
skill level required by task.
Describe the approximate staffing and time commitment
you suggest CNB provide to assess and design the financial
close system. Identify the number of personnel and skill
level required by task.

Page 20

7/12/2016

5.4 Training Experience

Describe all available training programs. Include name,
description, objectives and training method.

5.5 Project Costs

Vendor should provide hourly rates for their respective personnel. Please
provide in detail for both Hyperion Financial Management and Hyperion Close
Management, a description and cost of the proposed evaluation, design, and
implementation project. These costs should include defining/implementing
best practice business process, analysis and design, testing, etc. A total
estimation of time and cost is also required. It is possible that a de-scope
meeting or clarifications be obtained after review of bid submission and
bidder should be prepared to be responsive in accordance with the timeline
provided.

Page 21

7/12/2016

5.6 RFP Certification

The vendor must certify to the accuracy and completeness
of all information included as a response to this RFP. In the
space below, please include the signature and title of the
principal in your organization with the authority to represent
your products and the contents of your proposal.
Printed name:
Signature:
Title:
Date:

Page 22

7/12/2016

6.0 Definitions:
BCG Business Consulting Group Department at CNB that is responsible for
system configuration, functional support, user training and system
documentation.
Deliverable Any measurable, tangible, verifiable outcome, result, or item
that must be produced to complete a project or part of a project.
Impact Quantitative assessment of the magnitude of loss or gain. If the
identified risk were to occur, what is the impact it would have on the teams
ability to produce or maintain the deliverable? Scale rating: 1-3 low, 4 - 7
medium, 8 - 10 high.
Person Accountable The person(s) who is/are responsible for actions.
Probability The likelihood of occurrence. (What is the probability of the risk
occurring?)
Risk The cumulative effect of the consequences of uncertain occurrences
that may positively or negatively affect project objectives (what could go
wrong).

Page 23

7/12/2016