University of St Andrews: Finance and Procurement - Software and Implementation Services

Supply, installation, configuration, testing, training, support and maintenance of (replacement) Financial and Procurement Management Systems for the University of St Andrews.

Overview of the Contract Requirement:

The University of St Andrews is seeking to implement a solution to improve the way we perform our financial and procurement management functions across the University. The objectives of the project are as follows:

• To replace and enhance our current operational financial management methods.
• To replace and enhance our current procurement management methods.
• To replace and enhance our financial planning and analysis methods.
• To replace and enhance our pre-award & post-award research management methods.
• To replace and enhance our staff expenses management methods.
• To create business efficiencies through implementation of organisational changes to processes, systems, controls and roles.

To satisfy the project objectives the University of St Andrews is seeking to procure and implement a modern and highly functional software system(s). The solution(s) offered may be on-premise or SaaS based solutions. Although the University has a SaaS first policy, offerings will be considered against their life cycle cost, functional, support, ease of use and ease of implementation capabilities.

If the offering is SaaS based a suitable cloud storage service must also be offered.

These systems are predicted to be in service for a period of around 10 years. Therefore, a suitable support and maintenance package must also be offered.

The implementation of new systems to satisfy these objectives is seen as a complicated task. Therefore, the University of St Andrews is also seeking appropriate implementation service consultancy to lead the configuration and implementation of the new system(s).

The proposed solution should provide functionality in and/or facilitate the following area:

• Strategic financial planning and forecasting (I&E, Balance Sheet & cashflow, scenario planning & modelling)
• Budget management (virements, additional budget workflow)
• Budget monitoring at all levels (university / school & unit / individual budget holder)
• Accounts Receivable (tuition fee income generation is out-with scope)
• Debt management
• Non-invoiced income (e.g. cash sales, online e-sales, grants & donations)
• Supplier contract and procurement management
• Purchasing (PO / non-PO / Corporate Cards)
• Staff expenses
• Accounts Payable (suppliers, students & visitors)
• Inventory Management
• Capital Project Management
• Pre-award research grant application & costing management
• Post-award research grant management
• Endowment & donation management
• Other funded project management
• Key reconciliations including bank reconciliations
• Accounting adjustments (journals, recurring journals, accruals, prepayments etc)
• Statutory account preparation (Financial Statements, HESA, TrAC, HEBCI, ONS, US GAAP etc)
• Tax return preparation (VAT, Corporation tax, Intrastat, EC Sales list if required etc)
• Service desk

The solution will be required to integrate with multiple specialist operational systems. Further details are available in the SPD Document.

And will be required to facilitate payments & receipts in multiple currencies in /from global jurisdictions.

In the future the University may be interested in extending scope of supply during a future project to include:

Human Resource Management functions.

The University may also explore future opportunities for shared service provision. In such instances this system would be required to provide support.

Contract Award

A single or two supply contracts may be awarded that covers software supply, software & system support, software maintenance & updates and implementation services. Additional information: All tenders for the University of St Andrews are administered through our eTendering System (InTend).To Express an Interest please go to our tender website at intendhost.co.uk/universityofstandrews ↗

Please note that 'Notes of Interest' placed via PCS (Public Contracts Scotland) are not automatically accepted