Pre-Proposal Conference

1. Pre-Proposal Conference September 14, 2017 Washington State University Enterprise Resource Planning (ERP) Software Solution

2. Agenda • Introductions and Logistics • Background and Purpose • Scope of Solicitation • Proposal Highlights • Evaluation and Demonstrations • Questions and Conclusion

3. Introductions • Eric Rogers, Director of Purchasing Services, WSU • Jennifer Klein, Director of Human Resource Systems Modernization, WSU • Joy Morton, Director of Financial Systems Modernization, WSU • Matt Skinner, Associate Vice President for Finance, WSU • Mike Corwin, Assistant Vice President of Information Technology Services, WSU • Theresa Elliot-Cheslek, Associate Vice President of Human Resources, WSU • John Cook, Consultant with ISG Public Sector

4. A Few Logistics Before We Start… • Please email your name, company and title to the RFP Coordinator, Eric Rogers (emrogers@wsu.edu) so the University has an accurate attendance list • This presentation will be posted on Washington’s Electronic Business Solution (WEBS) • Please hold your questions to the Q&A session at the end • Additional questions after this call may be submitted in writing. The deadline for submission is tomorrow (Friday, September 15) • Verbal representations or responses to questions at this conference are not official. Respondents are to rely on written statements issued by the RFP Coordinator. Any other communication will be considered non-binding on the University. Communication directed to parties other than the RFP Coordinator may result in disqualification of the Respondent • Nothing in this presentation alters the RFP. In the event of a conflict, the RFP and its official amendments shall prevail

5. Background 1980 to Today at WSU WSU has experienced significant growth without a corresponding modernization of core Grant Accounting, HR, Payroll and Financial processes and systems which are now over 35 years old.

6. The Need for Action • Risk of system failure and noncompliance is at a critical level; threatening business continuity • Inability of existing systems and processes to adequately and efficiently support the university’s growing research, instruction, and service mission statewide and around the globe • Administrative processes are layered, outdated and paper intense; creating high barriers to entrepreneurial innovation and effectiveness • Lagging analytics and reporting capabilities hinder strategic and timely decision making, and increase risk in under or overcommitting resources

7. Purpose • The University has set the following major objectives for its ERP Project: • Eliminate business continuity, failure, and compliance risk associated with continued operation of legacy HR, Payroll and Finance processes and systems • Deploy modern, effective, and efficient human resource, payroll, and finance services based on industry best practices to support the growing academic and interdisciplinary research enterprise • Replace inefficient paper based processes with intuitive online workflow on multiple devices • Enable real time analytics to support daily operations of the university at all levels • Leapfrog traditional systems deployed in the last 20 years to a modern and nimble, software service focused on business process design • Empower users to perform critical work in a modern way on any device • Work in a spirit of shared governance and open communication to effectively foster change

8. Purpose Simply Said Encourage Data enabled decision making and budget management Ensure Continuity of university operations End Costly inefficient and ineffective processes Embrace Modern, scalable and standardized processes to support growth

9. Scope of Solicitation • New Enterprise Resource Planning software (ERP) solution being sought by Washington State University (WSU), including all campuses: • Washington State University, Pullman • Washington State University, Spokane • Washington State University, Tri-Cities • Washington State University, Vancouver • Washington State University, North Puget Sound at Everett • Washington State University, Global Campus • WSU requires a cloud-based Software-as-a-Service (SaaS) solution • Following the notification of Intent to Award to this RFP for an ERP Software Solution, WSU will release a separate RFP for comprehensive implementation and integration services • The University will execute both the software and services contracts at the same time following selection of a services provider • The Respondent’s pricing proposal must be valid through October 31, 2018

10. What is Being Procured? • Comprehensive SaaS ERP solution for: • Human Capital Management • Talent Acquisition Management • HR Management • Employee Relations • Benefits Administration • Performance Management • Compensation Management • Workforce Planning • Labor Relations • Time and Leave • Payroll • Employee Development • Financial Management • General Ledger/Budgetary Control • Budget Development • Accounts Payable • Accounts Receivable/Billing • Cash Management • Fixed Asset Management • Inventory • Grant Management • Travel & Expenses • Procurement • P-Card Processing • B2B/Catalogs and Punch-Out • Strategic Sourcing • Vendor Management

11. Tentative Procurement Schedule Thursday, Sept. 7, 2017 RFP released to prospective Respondents Thursday, Sept. 14 9:00 AM Pacific Time – Pre-Proposal Conference Friday, Sept. 15 5:00 PM Pacific Time - Last date/time questions are accepted Tuesday, Sept. 22 Last date for issuing an addendum Thursday, October 5 5:00 p.m. Pacific Time - Proposal submission deadline November 6 – 17 Software Demonstrations/Respondent Presentations December, 2017 Notice of Intent to Award Upon Award Contract Negotiations Begin (upon intent to award) January, 2018 Software Contract Negotiations Successfully Completed And looking ahead… January, 2018 Implementation Services RFP released March, 2018 Responses to Services RFP due April, 2018 Services Vendor Interviews May, 2018 Notice of Intent to Award Summer 2018 Award, Review with Regents, Contract Execution (both software and services) • These dates are estimates and may be updated during the procurement

12. Proposal Highlights • All proposal response items and proposal organization requirements are detailed in RFP Section 4 • There are eleven appendices and two exhibits to the RFP. All are informational except: • Attachment 1: WSU System Requirements – Respond and return Excel file • Attachment 2: Cost Schedules – Respond and return Excel file • Attachment 9: WSU Information Security – Response items will be answered as response to RFP Section 4.4, # 39 • Exhibit A: Certifications and Assurances – Completed, signed and dated and included in Tab 1 with Letter of Submittal • Exhibit B: University General Terms and Conditions (GT&C) – Any exceptions to these contract terms must be documented and included in Tab 1 with Exhibit A

13. Proposal Highlights • Minimum mandatory qualifications (RFP Section 1.6) – document your firm’s ability to meet these qualifications in response to RFP Section 4.3, # 2 • Licensed to do business in the State of Washington or provide a commitment that it will become licensed in Washington • Proposed product is a Software-as-a-Service (SaaS) solution; • Software must be in production at a US public higher education institution • Financial software must have successfully gone through a full fiscal year cycle including year-end close; Payroll and Human Resource software must have gone through a full calendar year cycle, including year-end payroll reporting • RFP Section 4.4, # 38 will require the Successful Respondent to go through a Security Design Review with the State Office of Cyber Security prior to contract execution; any costs will be borne by the Respondent • The WSU Board of Regents will require a comprehensive review of products, services and plans prior to contract execution; no contracts can be executed until this is completed (hence, pricing validity through Oct. 31, 2018)

14. Submitting Your Proposal • See RFP Section 2.4 for submission requirements • Submit four (4) copies of the technical proposal • One copy must have original signatures • Three (3) copies can have photocopied signatures • Plus an additional complete electronic copy of the technical proposal on a USB (thumb) drive, CD or DVD. The proposal may be in Word or PDF, with the Requirements in Excel • Submit two (2) copies of the cost proposal in separate package/envelope • One original, one photocopy and one electronic copy – the Cost Schedules must be submitted in Excel

15. Evaluation and Demonstrations • The University has assembled an Evaluation Team representing different business/technology areas, campuses and departments • The University will also involve Subject Matter Experts in specific areas to advise the Evaluation Team (SMEs will not score) • Evaluation Criteria for ERP Software Solution • Firm Qualifications/Experience (300 Points) • Capability, Functionality and Integration of Solution (500 Points) • Cost (200 Points) • The University will invite finalists for on-site software demonstrations • Scheduled for November 6 – 17 • Demonstration script will be provided to all finalists

16. Questions • We will answer any submitted questions, • and then take your additional questions as time permits. • If we don’t get to your question, please submit in writing following the call.

17. Reminders as We End… • Please email your name, company and title to the RFP Coordinator, Eric Rogers (emrogers@wsu.edu) so the University has an accurate attendance list • This presentation will be posted on Washington’s Electronic Business Solution (WEBS) • Additional questions after this call may be submitted in writing. The deadline for submission is tomorrow (Friday, September 15) • Verbal representations or responses to questions at this conference are not official. Respondents are to rely on written statements issued by the RFP Coordinator. For official responses to today’s questions, please re-submit any questions for written responses.