1. Detailed Requirements Analysis with Prioritization: a. Conduct a comprehensive business process mapping exercise for all Santa Fe County departments, identifying current workflows, data dependencies, and pain points. b. Analyze the existing ERP and JMS's functionality and data structures in detail. c. Develop a prioritized requirements document outlining: i. High-priority "as-is" and "to-be" requirements for the new ERP Solution and JMS, including functional needs, data needs, security, and integration requirements. ii. Phased "as-is" and "to-be" requirements for future departmental integrations, ensuring future scalability and compatibility with the initial ERP and JMS implementation. iii. A clear roadmap for departmental integration based on business needs and resource availability. 2. Prioritized Request for Proposal (RFP) Development: a. Craft a comprehensive RFP document aligned with Santa Fe County Purchasing Regulations and the New Mexico State Procurement Code. b. Prioritize the ERP and JMS requirements within the RFP, ensuring vendors demonstrate their expertise and experience in this critical area. c. Clearly define the County's ERP selection criteria, including: i. Functional capabilities aligned with departmental needs, with a strong emphasis on JMS features. ii. System scalability and future departmental integration possibilities. iii. Vendor experience with JMS and public sector implementations. iv. Implementation methodology and resource allocation, with a focus on timely JMS implementation. v. Total cost of ownership (TCO) including licensing, implementation fees, and ongoing maintenance costs. 3. Vendor Selection Process with Prioritized Evaluation: a. Lead the County through the ERP software selection process, including: i. Shortlisting qualified vendors based on RFP responses, prioritizing those with proven Finance, Human Resources, Information Technology and JMS implementation success. ii. Coordinating vendor demonstrations tailored to County-specific workflows, with a focus on Finance, Human Resources, Information Technology and JMS functionalities. iii. Facilitating on-site visits to shortlisted vendor facilities, with a focus on their Finance, Human Resources, Information Technology and JMS expertise. iv. Overseeing question and answer sessions with potential vendors, prioritizing inquiries related to Finance Human Resources, Information Technology and JMS functionality.
