1.

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Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Project Objectives: What are the main objectives of this integration project?  - Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center.

What specific problems are you aiming to solve with this integration?

The integration of Office 365 (including SharePoint and Email) with Microsoft Dynamics 365 Business Central aims to create a cohesive, efficient, and secure business environment.

It is intended to address the problems of fragmented tools and data, inefficient communication, manual processes, and compliance risks. It is meant to enhance productivity, collaboration, and decision-making capabilities.

2.

57

Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Existing Infrastructure: Can you provide details about your current SharePoint setup (version, usage, customization)?

What email system are you currently using (e.g., Exchange, Outlook)?

Describe your current Microsoft Dynamics Business Central implementation.

ü The current SharePoint setup is SharePoint 2019    On Prem. This is integrated into Microsoft Dynamics Business Central as a document repository for attachments.

ü The email system in use is Exchange Server 2019

ü Microsoft Dynamics Business Central is version 14 with web and client access.

3.

57

Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Data and Document Management: What types of data and documents are currently stored in SharePoint?

How is email communication currently managed and logged?

ü SharePoint serves as a central repository for human resource related data, finance, procurement and documents pertaining to authority’s core business (Engineers’ drawings, survey maps, progress reports etc.

ü Management of E-mail communication is through on-prem exchange, it is not currently being seamlessly managed and logged within Business Central.

ü Integration is intended to enhance collaboration, ensure consistency, and improves overall operational efficiency.

4.

57

Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Integration Requirements: What specific features or functionalities are you looking to integrate between SharePoint and Dynamics Business Central?

What specific email functionalities do you need to be integrated with Dynamics Business Central?

ü Specific features/functionalities include automated document storage and management, version control, collaborative editing.

ü Specific email functionalities  include email logging and tracking, and automated notifications.

5.

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Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Data Flow and Automation: What data flows need to be automated between SharePoint, email, and Dynamics Business Central?

Are there any specific workflows or processes you want to streamline through this integration?

The focus shall be on automating document management, email logging, and notifications, as well as specific workflows like sales order processing, purchase order management, invoice distribution, and project management.

6.

57

Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Security Requirements: What are your security and compliance requirements for this integration?

Are there any specific data protection measures or protocols that need to be adhered to?

Key requirements include data encryption, strict access control, ensuring data integrity, adhering to regulations, maintaining audit trails, and having an incident response plan.

Specific measures include using secure email gateways, implementing DLP policies, enabling version control in SharePoint, configuring Business Central for robust security, and conducting regular security assessments.

7.

57

Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

User Access and Permissions: How do you manage user access and permissions across SharePoint, email, and Dynamics Business Central?

What access controls and permissions need to be maintained post-integration?

ü We use a combination of role-based access control, active directory integration, multi-factor authentication, and granular permissions.

ü Post-integration is essential to maintain these controls and implement additional measures such as conditional access policies, dynamic groups, document-level permissions, audit and monitoring, approval workflows, and data access governance to ensure a secure and compliant environment.

8.

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Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Technical Constraints: Are there any technical constraints or limitations we should be aware of?

Do you have any preferred tools or platforms for the integration?

ü API limits, data compatibility, authentication challenges, performance considerations, and storage limits.

ü Preferred tools for integration: Microsoft Power Automate, Azure Logic Apps, Microsoft Dataverse, Azure Functions, and Microsoft Graph API, as well as third-party platforms like Zapier, MuleSoft, and Boomi.

9.

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Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Integration Points: What are the key integration points between SharePoint, email, and Dynamics Business Central?

Are there any third-party tools or additional systems that need to be integrated?

ü Key integration points between SharePoint, email, and Dynamics 365 Business Central include document management, email communication logging, workflow automation, task synchronization, data synchronization, and reporting.

ü No Third-party tools

10.

57

Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Post-Integration Support: What level of support do you expect post-integration?

Are there any specific service level agreements (SLAs) you need?

ü Post-integration support to encompass initial training, ongoing technical support, regular maintenance, performance monitoring, backup and disaster recovery, and compliance and security audits.

ü The support to be governed by clear SLAs that define response and resolution times, uptime guarantees, maintenance notifications, escalation procedures, regular reporting, and user feedback mechanisms.

11.

57

Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Training Requirements: What training will be required for your team to use the integrated system effectively?

Do you have any preferred methods for training (e.g., workshops, documentation)?

By addressing specific user roles and responsibilities through workshops, documentation, online modules, hands-on exercises, and webinars, to ensure that the team is proficient in navigating the integrated system, leveraging its capabilities, and adhering to best practices for security and compliance.

12.

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Integration of SharePoint and E-mail with services provided by the ERP Microsoft Dynamic Business Center

Reporting Needs: What types of reports and analytics do you need from the integrated system?

Are there specific KPIs or metrics you want to track?

ü Financial reports, inventory and Supply Chain Reports, Operational Efficiency Reports, and Compliance and Audit Reports.

ü Specific KPIs and metrics: Customer Relationships, Inventory Management, Operational Efficiency and Compliance and Security.

13.

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Submission Date

Is the submission date still 28th June, 2024

The submission date was revised from 20th June, 2024 to 28th June, 2024 at 11.00am

14.

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Submission of Original and Copy

Where do we upload the Soft Copy of Tender Submission?

ü The tender submission shall be both Physical (an Original Hard Copy) and uploading the soft copy through the E-procurement portal.

ü Submissions through the E-procurement procurement portal shall be as follows;

a)   Access the Authority’s website through www.kerra.go.ke.

b)   Go to the ONLINE-SERVICES Menu and click the ONLINE-SERVICES drop-down menu and select E-Procurement Portal or use the https://eprocurement.kerra.go.ke/.

c)   Once you access, For a first time user you will need to register by going to E-registration and create a profile.

d)   After registration Log in click on E-Tendering, then Active tender invitations. Make your submission as per given requirements.

A Manual to guide in accessing the  E-Procurement Portal is attached under Addendum No. 1 as Annex I.

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Microsoft Cloud Solution Provider Partner (Item 25)

Microsoft Cloud Solution Provider Partner (Item 25)

Bidders must provide authorization letter as a Microsoft Cloud Solution Provider Partner with Infrastructure, Security, Modern Work, Data and AI and Digital App Innovation.

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Manufacturer’s solutions partner designation letter (item 26)

Manufacturer’s solutions partner designation letter (item 26)

Adhere to the tender document specifications and requirements.

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Manufacturer’s Advanced Specialized Partner’s Letter (item 27)

Manufacturer’s Advanced Specialized Partner’s Letter (item 27)

Bidders must provide Cloud Security, Information Protection and Governance Partner’s letter.