Treasurer's Office Process and Operational Improve...
| Location: | Virginia |
|---|---|
| Posted: | Oct 22, 2024 |
| Due: | Nov 6, 2024 |
| Agency: | State Government of Virginia |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | RFP 80109 |
| Publication URL: | To access bid details, please log in. |
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Details
RFP-80109
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Treasurer's Office Process and Operational Improvements Review
- Status: Open
- Time Left:14 days
- Closing:11/6/24 10:00 AM
- Issued:10/22/24 10:07 AM
- Last Updated:
- Buyer:Sherry Rock
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srock@co.caroline.va.us - 804-633-8030
RFP-80109
-
Treasurer's Office Process and Operational Improvements Review
- Status: Open
- Time Left:14 days
- Closing:11/6/24 10:00 AM
- Issued:10/22/24 10:07 AM
- Last Updated:
- Buyer:Sherry Rock
-
srock@co.caroline.va.us - 804-633-8030
Actions
Solicitation only accepts paper responses.
- Issued By:Caroline County
- Opportunity Type:Request for Proposals (RFP)
- Category:Professional Services
- Work Location:Caroline Treasurer's Office
- Website:www.co.caroline.va.us
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Summary:In recent years, Caroline County has undergone significant organizational and leadership changes in the Treasurer’s Office. The long-serving Treasurer retired in July 2023. The Deputy Treasurer was appointed to the role of Treasurer in July 2023 and then elected to serve as the County’s Treasurer in November 2023. The Treasurer’s Office still relies on the assistance of the retired Treasurer to perform monthly and annual closing processes.
The County is currently undergoing an Enterprise Resource Planning (ERP) software conversion from its current IBM AS-400 based system (Bright) to Keystone Information Systems’ software program (Keystone). The Finance Department went live in Keystone in January 2022. Treasury’s go-live was originally scheduled for January 2024 but has since been delayed. Keystone is considered to be the system of record for the County’s financial information. Information from the Bright system is uploaded into Keystone via an interface file, but with a significant delay of 60 to 90+ days. The delay is generally unrelated to Keystone or Bright, except in the case of utility billing. Once the interface file is generated, it is uploaded to Keystone typically within 3 business days. The root cause of the delays appears to be related to undefined or inefficient processes within the Treasurer’s Office and, secondarily, a utility billing system issue in Bright that affects cash.
The County’s primary and most urgent objective (Phase 1) is to identify and correct the root causes of the 60-90+ day delays in closing each month in Bright so that the interface file may be generated and uploaded to Keystone in a timely manner. The current, “as-is” business processes in the Treasurer’s Office and utility billing (performed by the Department of Public Works) need to be documented, evaluated and significantly improved so that the Treasurer’s books may be closed and the interface file generated no later than 15 days after month-end. Ideally, this process will occur within 5-10 business days after month-end. Current utility billing in Bright needs to be analyzed to understand why this functionality is impacting cash at billing and requires entries to correct the books. Since the County is currently undergoing an ERP implementation, correcting system programming within the Bright system may not make the most business or economic sense, though a system correction may be explored.
The second objective (Phase 2) is for the “as-is” processes to be evaluated based on Keystone’s functionality and redesigned accordingly. The Treasurer’s Office will require assistance with moving away from using a standalone, non-reporting “Treasurer’s Accountability Fund” in Bright to booking real time to the County’s reporting funds (General Fund, Utilities Funds, etc.) in Keystone. This assistance would include identifying and setting up general ledger accounts, mapping billing and receipting transactions to the appropriate general ledger codes and may also include data validation and user acceptance testing
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- I1_1. Operational Services
- NIGP Code: 91804 Accounting/Auditing/Budget Consulting
- Quantity: 1.00000
- Delivery Date:
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Bid Due: 6/18/2026
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