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D -- REQUEST FOR INFORMATION REGARDING EPICOR FINANCIALS IMPLEMENTATION AT FOH DUE 071600 POC Mr. Roger L. DeRoos, MPH, Ph.D (206) 220-4881; fax (206) 220-7603 Request for Information: The Federal Occupational Health FOH) is soliciting information from interested parties regarding identification of vendors capable of supporting an implementation of Epicor Financials Software. This is an option being considered for use as a financial management system for Federal Occupational Health (FOH) Health Resources and Services Administration (HRSA). FOH is a Division within the Department of Health and Human Services (DHHS) which is part of the Public Health Service (PHS). The Federal Occupational Health (FOH) organization is responsible for providing comprehensive occupational health services to Federal agencies throughout the United States. To support this role, they have twelve area offices, who provide a presence in over 500 organizational entities distributed throughout the United States. FOH is currently limited by a lack of quality financial management information. A new system is required to provide the data required for reporting and analysis. There are currently three profit centers within FOH. They are Employee Assistance Program (EAP), Environmental Health (EH), and Clinical (CPL). Each offers different agreement types to support their Service Agreements with agencies. In addition to the direct costs associated with providing services, there are support costs related to three major cost centers. These are: Shared Costs, which are the overhead costs of FOH / Headquarters, based in Bethesda, MD / Science and Engineering Activity (SEA), which includes the costs of the Information Services staff and support costs. FOH sees the following as the key Epicor modules they will need support with: Financial Suite (Financial Core), including: General Ledger, Accounts Payable, Accounts Receivable, FRx Financial Report Writer, Platinum Drillaround, Platinum Alerts Notification Utility, Microsoft Office integration tools and examples, Import Manager and Project Accounting. There is also a requirement for Advanced Purchasing This module is included on the list to enable the interface of Prism Purchase orders into the Financial Management System. FOH expects that they will have about 10-12 core financial managers using all the functions of the system, and 4-500 people recording services they provide remotely. While financial personnel at FOH sites will use the core financial modules, there is a desire for personnel at remote sites providing services to be able to review service agreements to identify service options and to record services provided. Based on analysis done to date, there is an expectation that a custom effort will need to be completed to support this remote site usage. Implementation Strategy: FOH would like to approach the implementation of their financials system in multiple phases. While the current breakdown should not be considered binding, based on their current research the planned approach is as follows: a. Implement the Core Financials modules /b. Develop the requirements and design specification for remote sites usage. /c. Pilot implementation of remote site access /d. Production implementation of remote access solution. This initial request for information is to address items (a) and (b). Items (c) and (d) will be addressed later. Summary of Functional Requirements: FOH has performed an analysis of their needs and performed a comparative analysis of available solutions for their financial management needs. This RFI is intended to seek information about the resources that would be involved in implementing an Epicor based solution, including the types or categories of Skill Levels used for each phase (A & B), and the applicable Skill Level Hourly rates. A detailed list of the goals of this project can be found in attachment (1) (available by request), Summary of Current Financial Management Practices & Needs. The following is a summary of the key functions required by FOH. Ability to create and maintain standard financial reports. Modular components that allow for phased implementation. Flexibility of account structure to allow for departmentalized income and cost analysis. Ability to access most functionality within the application via the Internet. Ability to provide varied functional system access based upon user roles within FOH. Integration with ONYX software (CRM system) to allow for single entry of customer and vendor information. Ability to load information from external sources. Financial modules (all phases) to include: GL, AP, AR, PO, OE, Project Accounting, and INV. Operates within the existing technical infrastructure of FOH. Provides the ability to derive cost analysis for Economies of Scale from vendors. Ability to utilize query tools (e.g. Cognos or Brio) to obtain information from database and financial system for analysis. Ability to integrate with third-party software to enhance functionality yet not tied to multiple third party software to attain basic functionality. Ability to add user-defined fields to obtain additional product-line/cost analysis. Functionality that supports health care industry transactions and reporting. Ability to utilize the MS Windows NT, MS SQL Server, MS Exchange, and MS IIS platforms currently utilized at FOH. Web-enabled or Web-based data entry and reporting functionality for remote users. FOH also seeks information on the following topics: Corporate Experience: experience in implementing financials systems for health services customers. Please include examples that reflect how you or your firm is positioned in the industry as well as references for existing clients and systems you have implemented. Recommendation: description of the application tool being recommended, including major features, functions, and any business partners or subcontractors involved in the implementation; description of technologies being used, major architecture, and any investments required by FOH to implement this recommendation. Understanding of Project: brief narrative describing the respondent's understanding of the purpose of this project and the potential value to be derived. Communication with FOH: description of how offerer plans to keep FOH apprised of the progress and results of work being performed. Project Objectives and Policy Issues: description of how your firm will meet goals listed in the "Needs Summary" Attachment section. Project Team: names and relevant biographies of professionals who would be assigned to work with FOH on this project (including any business partners or subcontractors). Project Costs: for phases (a) and (b) provide a clear breakdown of different skill levels of staff involved and the rate structure for these skill levels. Point of Contact is Mr. Roger L. DeRoos, MPH, Ph.D (206) 220-4881 fax (206) 220-7603. Posted 06/02/00 (W-SN460858). (0154)

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