Request for Proposals Functional Requirements - General Software Requirements Date
General Software Requirements: Response: Explanation:
1 Proposed software is natively designed to operate on a Windows 2003 Server
platform.
2 Proposed software is designed for Microsoft Windows XP operating environment. If
additional tools or software are required for Windows functionality, please specify.
3 Proposed database platform is Microsoft SQL Server.
4 Software interfaces directly with Microsoft Office applications. (note: if additional
software or utilities are required, please specify)
5 Data can be exported directly into Excel
6 Data can be exported in an ASCII format
7 Reports can be exported directly into a PDF format
8 Reports can be exported directly to an HTML format to be published on a web site.
9 Data can be imported directly from Microsoft Excel spreadsheets into the proposed
software application.
10 User may specify selected fields to be exported to Excel. (i.e. not just a generic
data-dump. User may select actual fields)
11 Software modules are fully integrated - data is entered once, then shared with all
associated modules.
12 Software supports multi-user access in all applications.
13 Application security system is included in proposed software.
14 Application security provides password security by user
15 Application security allows security to be managed by group or user role for multiple
users.
16 Security system allows administrator to grant or deny user rights within certain
application modules. (i.e. to allow a user to access G/L reports, but not access
journal entries)
17 Ablility to assigned multiple levels of access including full access, read-only
access, and data entry access.
18 Ability to automatically duplicate standard user permissions to a new user account
for a new employee.
19 Security system allows administrator to restrict budgetary access for remote sites to
only accounts each site is authorized for. (i.e. Department A will not be able to see
budget accounts for Department B)
20 Application software provides the ability to preview all reports on screen, before
printing.
21 Proposed application software is "e-mail enabled" to allow information to be sent by
e-mail directly out of the system.
Y=Feature Currently Available
N=Feature Not Available
E= Feature will be provided as a regular enhancement
Response Instructions: Use
C=Feature available for a cost (specify) Notes Section for explanation or cost quote of custom features
Request for Proposals Functional Requirements - General Software Requirements Date
22 Proposed software provides the ability to distribute any financial or
personnel/payroll report via email.
23 Proposed software has the ability to e-mail Purchase Order forms directly from the
application.
24 Proposed application software has ability to generate custom e-mail notifications to
selected groups of employees.
25 Proposed application software provides document scanning and storage
capabilities, linked to a transaction or employee in the system.
26 Proposed software provides the ability to process in multiple fiscal years.
27 Proposed software allows the district to begin processing new year activity before
the end of the current fiscal year.
Y=Feature Currently Available
N=Feature Not Available
E= Feature will be provided as a regular enhancement
Response Instructions: Use
C=Feature available for a cost (specify) Notes Section for explanation or cost quote of custom features
Request for Proposals Functional Requirements - General Software Requirements Date
General Ledger Requirements: Response: Explanation:
1 General ledger conforms to GAAP and GASB accounting guidelines
2 G/L is designed specifically for fund accounting.
3 General ledger supports a user defined chart of accounts number
4 G/L chart of accounts provides up to 36 digits of account coding segmented in any order
5 Chart of accounts format accommodates state Dept. of Education requirements.
6 G/L is integrated with all modules for seamless posting of transactions to the journal
7 G/L provides a complete audit trail for all transactions
8 System maintains several years of data online for reporting and budget analysis purposes.
9 G/L produces monthly beginning and ending balance reports.
10 G/L produces trial balance report, sorted by fund, on demand.
11 System provides easily customizable sorting and subtotaling for reports, by any segment(s) of
account number.
12 System produces detailed report showing every transaction against one or multiple account
numbers.
13 Data from subsidiary ledgers is automatically posted to the G/L.
14 Allows unlimited debit and credit entries to be made in a single detailed ledger transaction.
15 System allows the ability to preview all reports on screen before printing.
16 System produces customizable balance sheets and fund operating statements.
17 G/L provides the ability to make automated corrections/reversals of previously posted transactions.
18 System provides cash management and reporting capability.
19 System provides full check reconciliation functions.
20 System provides the ability to export check files to banks for reconciliation and positive direct pay
protection.
21 System provides ability to print financial reports to Excel, Word, or other formats.
Y=Feature Currently Available
N=Feature Not Available
E= Feature will be provided as a regular enhancement
Response Instructions: C=Feature available for a cost (specify)
Request for Proposals Functional Requirements - Procurement System Date
Procurement System Requirements: Response: Explanation:
1 Proposed system includes complete procurement system integrated with
accounts payable and general ledger.
2 Software allows remote users to input electronic requisitions
3 User can enter unlimited lines on requisitions, charged to same or different g/l
account numbers
4 Requisition number is automatically generated by the software
5 Special instructions can be entered to the Vendor which will print on the
purchase order form.
6 Internal instructions or notes to approvers can be entered on the requisition
form. These will not print on the P.O.
7 Warning is provided if any transaction will exceed the available budget balance
of any account affected.
8 Software can restrict remote users from going over budget
9 Software provides for online – electronic approval process for requisitions, with
multiple levels of approval by different supervisors.
10 System provides the ability to electronically “route” the requisition to the correct
supervisor, based on the account number charged. (i.e. a supply req. goes to
the principal, a technology req. goes to the tech coordinator for approval.)
11 System provides the ability to notify approvers by e-mail that they have pending
requisitions to approve.
12 System provides security by location and account group.
13 System provides the ability to limit remote sites to only access a certain limited
range of account numbers.
14 Ability to easily look up the status of any requisition or purchase order online.
15 Ability for approver to re-print a requisition or purchase order on demand.
16 Ability for approver to Reject a purchase requisition and return it to the originator
electronically.
17 Ability for originator to adjust requisition online, and resubmit for approval.
18 Ability to print laser purchase orders on plain paper.
19 Ability to print digital signature on purchase order, with security to restrict this
function.
20 System integrates with A/P and G/L for seamless update of approved purchase
orders.
Y=Feature Currently Available
N=Feature Not Available
E= Feature will be provided as a regular enhancement
Response Instructions: C=Feature available for a cost (specify)
Request for Proposals Functional Requirements - Procurement System Date
21 A/P invoicing process displays all detail
22 Procurement system provides for electronic document storage to allow user to
attach vendor contracts, quotes, etc. to procurement transactions.
23 Procurement system allows user to scan and attach electronic documents to
requisition transactions (i.e. vendor quotes or other supporting documentation).
24 The procurement system has the ability to import requisitions from a Microsoft
Excel template
Y=Feature Currently Available
N=Feature Not Available
E= Feature will be provided as a regular enhancement
Response Instructions: C=Feature available for a cost (specify)
Request for Proposals Functional Requirements - Budget Preparation
Budget Preparation Requirements: Response: Explanation:
1 Software provides automatic Budget building capability which automatically pulls
data from existing general ledger to create new year template
2 Budget builder provides the ability to export data to Excel, and import budget
request data directly from Excel spreadsheets
3 Budget module provides for unlimited multiple revisions of proposed budget
4 Budget module provides request entry screen designed for remote users to key in
their requests to the central budget document.
5 Remote budget entry users can be locked out of any further entry or changes after
a certain date by the business manager
6 Budget projection amounts can be increased or decreased by a user-defined
percentages globally.
7 Budget projections may be increased by percentage for a selected range of
accounts, defined by account segment (i.e. increase all accounts with object code
210 by 6%).
8 Budget module can import next year salary/wage data from human
resources/payroll, including name and projected next year salary by budget
account.
9 Budget requests for salary and hourly wage accounts can include next year step
increases either from the current salary schedules, or a proposed salary schedule.
10 Budget module tracks the number of full time equivalent positions (FTE’s) which are
funded under each budget line account.
11 Budget module produces Budget Reports and worksheets with user defined
columns of data
12 Budget worksheets can be printed with “fill-in” columns.
13 Budget module provides at least 4 years of previous budget/expense history for
analysis during new budget preparation.
11 Budget reports can be printed which show at least 3 years prior actual expense
Y=Feature Currently Available
N=Feature Not Available
E= Feature will be provided as a regular enhancement
Response Instructions: C=Feature available for a cost (specify)
Request for Proposals Functional Requirements - Budget Preparation
12 Budget reports can print dollar and percentage variance from previous years.
13 Budget module allows detailed backup information to be entered to justify requests.
(i.e. list of equipment to be purchased, etc.)
14 Budget module allows unlimited text notations to be entered as justification for a
budget request.
15 Budget request data can be automatically advanced from one revision to another
(i.e from "department head request" stage, to "business manager proposed"
16 Finalized budget figures are automatically transferred into the new year general
ledger, with out re-keying.
Y=Feature Currently Available
N=Feature Not Available
E= Feature will be provided as a regular enhancement
Response Instructions: C=Feature available for a cost (specify)
RFP Response Functional Requirements - Fixed Assets
Fixed Assets Inventory Response: Explanation
1 Proposed software includes an asset inventory module which is
interfaced with Accounts Payable and General Ledger modules.
2 Fixed asset inventory is automatically updated with new assets which
are purchased through accounts payable system, by user defined cost
threshold.
3 Module tracks assets by user defined classes and types.
4 Module tracks model number and serial number of assets
5 Original purchase data, including vendor, check number, funding
account, acquisition date, and purchase order information is accessible
from within the Fixed Asset module.
6 Ability to track warranty information by asset.
7 Ability to track location of assets.
8 Ability to calculate straight line depreciation on fixed assets.
9 Ability to assign different asset depreciation schedules and useful life to
groups of assets automatically.
10 Ability to support monthly, semi-annual, and annual depreciation
methods.
11 Ability to track retirement of assets, including disposal date, method,
and salvage value, if any.
12 Ability to project asset depreciation for future periods.
13 Ability to generate asset reports by location, and asset class.
14 Ability to interface with bar-coding system to allow physical inventory to
be automated with hand-held computing devices.
Fixed Asset Reporting: Include the following reports:
15 Fixed asset listing by location and class.
16 Listing of disposed assets.
17 Inventory worksheets printed by location.
18 Depreciation reports by GASB function, or asset category including
accumulated depreciation, current depreciation and book value.
Y=Feature Currently Available
N=Feature Not Available
E= Feature will be provided as a regular enhancement
Response Instructions: C=Feature available for a cost (specify)
Request for Proposals Functional Requirements - Accounts Payable Date
Accounts Payable Response: Explanation:
1 Ability to store unlimited number of vendors
2 Ability to track order from address as well as optional separate remit-to address in
vendor file
3 Ability to categorize vendors by line of business
4 Ability to print labels for vendors – by category
5 Payable system allows user to pay invoices either with or without a purchase order
6 Payable system retrieves and displays full detail of purchase order from purchasing
system.
7 Payable system allows multiple invoices to be charged against a single purchase
order
8 Payable system allows single invoice to be charged to multiple general ledger
accounts, including accounts in multiple funds.
9
Payable system allows user to do partial or full payments against a purchase order.
10 Invoice amounts automatically liquidate encumbrance amounts on purchase orders.
11 Invoices which are fully paid for an amount less than the purchase order will
liquidate the encumbrance and return the correct amount to the account assessed
12 Payable system provides unlimited remit-to addresses for vendors.
13 Payable system warns the user if a certain invoice number has already been paid to
the vendor.
14 Real time verification of available budget balances during purchase order and
invoice data entry.
15 System warns user of purchase order that overdraws the balance of any account
charged.
16 System allows alphanumeric invoice numbers to be used.
17 System allows purchase orders to overdraw available balance on an account.
18 Vendors can be flagged to receive a 1099 at year end.
19 Vendors that are flagged for 1099’s may be for certain transactions that are exempt
from the 1099 balance. (i.e. a consultant that receives an expense reimbursement
check, for example)
20 System generates laser printed 1099 forms
21 Reports – include an open purchase order report
22 Reports – include a report of closed purchase orders
Y=Feature Currently Available
N=Feature Not Available
E= Feature will be provided as a regular enhancement
Response Instructions: C=Feature available for a cost (specify)
Request for Proposals Functional Requirements - Accounts Payable Date
23 Reports – include a detail history report by account showing budget amounts, and
status of all purchase orders for each account.
24 Inquiry – system provides ability to look up status of any purchase order – (open or
closed).
25 Inquiry – system provides the ability to look up status of any invoice, including
status, check number, etc.
26 Inquiry – system provides the ability to look up activity by vendor.
27 Ability to process credit memos
28 Ability to print A/P warrant report, with committee signature lines and certification
statement
29 System provides the ability to transfer data directly to Microsoft Office Professional
modules (i.e. Excel, Word)
30 System provides the ability to e-mail purchase order to a vendor
31 System provides ability to scan and attach backup documentation to purchases
orders and invoices which will be stored electronically.
32 System provides the ability to import purchase orders detail from an Excel
worksheet.
Y=Feature Currently Available
N=Feature Not Available
E= Feature will be provided as a regular enhancement
Response Instructions: C=Feature available for a cost (specify)
Request for Proposals Functional Requirements - Payroll System
Payroll System Requirements Response: Explanations:
1 Payroll system is a comprehensive module, fully integrated with human resources,
budgeting and general ledger.
2 Payroll system provides integrated Position Control. (i.e. pay is driven off a
database of authorized positions which are linked to the budget)
3 Payroll checks may not be generated if the employee is not assigned a valid
position.
4 Payroll system warns user if they try to hire for a position that is not budgeted.
5 Payroll system tracks full time equivalency (FTE) percentage for all positions
6 Payroll is processed by exception method. (i.e. contract employees do not have to
be entered each pay, only exceptions and changes)
7 Payroll tracks the history of each position (i.e. what employees have held that
position).
8 Payroll links directly to general ledger for multiple funds and accounts
9 Pay amounts may be table-driven based on the contracted salaries and hourly
wage rates negotiated with the local unions.
10 Payroll provides an unlimited number of pay and deduction types
11 System allows a limit to be set for deduction maximums
12
Deduction register is produced for each desired deduction type
13 Payroll provides for user defined pay cycles, which may include weekly, biweekly,
monthly or semi-monthly.
14 Payroll system correctly processes the occasional months that contain an extra pay
period (i.e. the 3rd payroll in a month, on a bi-weekly schedule, or the 5th pay ini a
month on a weekly pay schedule), and automatically "shuts off" the deductions and
benefits that should not be taken.
15 Fringe benefit costs may be table driven in the system
16 Payroll system tracks contracts for each employee, and pays employee to the
penny of the contract amount.
17 Payroll provides “balloon check” capability for lump sum end of contract pay
18 Payroll system provides for exception-based entry of hours and salary amounts
19 Payroll system provides a secure method of hours entry that can be accessed from
a remote site.
Y=Feature Currently Available
N=Feature Not Available
E= Feature will be provided as a regular enhancement
Responses C=Feature available for a cost (specify)
Request for Proposals Functional Requirements - Payroll System
20 Remote hours entry function limits a particular site to only access their own
employees
21 Payroll system provides an electronic approval process for remote location
supervisors to approve timesheet data before transmission to payroll office.
22 Payroll system provides laser check printing with digitized signatures.
23 Checks may be printed on plain safety-check stock, including district logo, MICR
coding, etc.
24 Payroll checks provide ability to print custom notices on check stubs (i.e. Happy
holidays, open benefits enrollment period… etc.)
25 Payroll check options include ability to print a check mailer form (i.e. self-sealing
envelope such as "Z-Fold" format)
26 Payroll system produces direct deposit file in standard ACH format
27 Payroll system has ability to send employee direct deposit statements out by e-mail.
28 Payroll automatically updates financial system for all expenses, liabilities and
employer-share expenses of fringes
29 Payroll automatically encumbers the budget for the total of all contract pays
remaining
30 Provides ability to encumber anticipated wages for hourly employees.
31 Provides ability to automatically encumber fringe benefits costs for benefits paid by
the employer.
32 Mid year payroll contract changes will automatically recalculate the payroll
encumbrances in the general ledger. (i.e. User does not have to manually adjust
encumbrances.)
33 Payroll system provides for automated correction process if employees were
charged to the wrong budget accounts. (i.e. an "unpost" function to allow
corrections)
34 Payroll system produces state and local retirement reports and related magnetic
media files in approved formats.
Y=Feature Currently Available
N=Feature Not Available
E= Feature will be provided as a regular enhancement
Responses C=Feature available for a cost (specify)
Request for Proposals Functional Requirements - Payroll System
35 Payroll system produces W-2 forms and related magnetic media formats
36 Reports – system provides departmental gross pay and hours report.
37 Reports – system provides gross payroll reports for salary and hourly employees
38 Reports – system produces a payroll warrant document
39 Reports – system produces leave balance reports for sick, personal, etc.
40 Reports – system produces unemployment compensation report
41 Reports – system produces county retirement reports in acceptable format
42 Reports – system produces an expense distribution report showing accounts
charged for each pay run
43 Reports- system has the ability to produce a report which shows the budget status
of each payroll account, as well as the budget savings if an employee terminates or
retires mid-year.
44 Reports – payroll provides detailed absence reports showing types of leave time
used, dates, reasons, etc.
45 Reports – payroll produces online balances report for accrued leave time.
46 State retirement reports are produced with associated data files for electronic
transmission.
47 Ability to export payroll employee, position and pay data directly to Microsoft Excel.
Y=Feature Currently Available
N=Feature Not Available
E= Feature will be provided as a regular enhancement
Responses C=Feature available for a cost (specify)
Request for Proposals Functional Requirements - Human Resources
Human Resources Requirements (H/R) Response: Explanation:
1 Human Resources (H/R) module is fully integrated with payroll and budgeting
modules
2 H/R and payroll modules share common database. Data entered in one module,
can be instantly accessed in the other
3 H/R includes multiple phone numbers – including home phone and work phone with
extension
4 Ability to code an employee’s phone number as unlisted, to be omitted from phone
directory.
5 Ability to track Equal Employment Opportunity data
6 Ability to track seniority and tenure dates
7 Ability to track employee e-mail addresses
8 H/R provides position control capability to track each authorized position in the
organization.
9
Position Control system is integrated with the payroll and general ledger modules.
10 Positions defined in the system include full time equivalency (FTE) percentage, and
the budget accounts funding the position.
11 Positions may be split funded to multiple budget accounts
12 Position history - ability to track all the positions an employee has held with the
organization over multiple years.
13 Position history - ability to track all the employees who have held a certain position
number over multiple years.
14 H/R system provides automated leave time accruals, and tracks usage of leave
time, (sick, personal, vacation, professional, etc.) for multiple types of leave plans.
15 H/R provides flexible, user-defined salary schedules linked to payroll system.
16 Multiple proposed salary schedules may be created during contract negotiations,
and then “activated” upon acceptance of the new contract.
17 H/R system tracks employee certifications, including award date and expiration
date.
18 H/R provides certification reporting, sorted by expiration date.
19 H/R has the ability to track educational degrees achieved.
20 H/R has the ability to track continuing education credits, required for re-certification.
21 H/R has the ability to report on continuing education activities completed by
employee for a designated period.
22 Ability to print a CEU statement for an employee who completes a district-provided
continuing education workshop.
Y=Feature Currently Available
N=Feature Not Available
E= Feature will be provided as a regular enhancement
Response Instructions: C=Feature available for a cost (specify)
Request for Proposals Functional Requirements - Human Resources
23 H/R tracks emergency contacts, and dependent information
24 H/R includes an employee evaluations module to track employee reviews,
performance and improvement plans.
25 H/R tracks employment contracts, and prints annual contract statement for each
employee, by bargaining unit.
26 Ability to print an annual compensation statement to each employee, showing all
pay types, as well as the cost of fringe benefits which are paid by the district.
27 H/R provides additional user defined fields which can be configured by the district
(without custom programming).
28 User defined fields are accessible for custom reporting.
Y=Feature Currently Available
N=Feature Not Available
E= Feature will be provided as a regular enhancement
Response Instructions: C=Feature available for a cost (specify)
Request for Proposals Functional Requirements - Human Resources
29 H/R includes an applicant tracking module for job postings which tracks applicant
data, required documents, credentials, proficiencies, etc.
30 Applicant modules provides the ability to seach the applicant database for suitable
applicants, based on multiple criteria.
31 Ability to hire an applicant to become an active employee without re-entry.
32 H/R has ability to attached scanned documents such as resumes, to the applicants’
records.
33 Reports – ability to print phone and address directory by location.
34 Reports – ability to print salary listing by bargaining unit.
35 Reports – ability to print seniority list
36 Reports – ability to print certifications list
30 Reports - ability to print list of FTE’s by job classification and location
31 Reports – ability to print vacant positions listing
32 Reports – ability to print employee leave history report for single employee
33 Reports – ability to print listing of employees that have had a criminal background
check completed.
34 Reports – ability to print report of educational activities completed by employee
35 Exports – ability to export H/R data and or documents directly to Excel spreadsheet,
or Access database.
36 Produces W-4 forms
37 Produces I-9 form
38 Produces Form SSA-1945 Employment in a Job Not Covered by Social Security
39 Produces other required federal or state employment forms
40 Allows for scanning and linking applicant and employee documents for permanent
records.
41 Software allows e-mail notifications to be sent out automatically when an
employee's teaching certificate is due to expire.
42 H/R software provides the ability to generate e-mail notices to user-selected groups
employees. (i.e. notify all members of custodians union that a new benefit plan is
available).
Y=Feature Currently Available
N=Feature Not Available
E= Feature will be provided as a regular enhancement
Response Instructions: C=Feature available for a cost (specify)
Request for Proposals Functional Requirements
Internet / Web Portal Functionality Response: Explanation:
1 The proposed software includes a self-service type functionality to allow employees
to have secure access their payroll information through a web browser.
2 The web portal system allows employees to see their accrued leave balances, and a
history of the leave time that they have taken.
3 The system allows employees to submit time off requests online, which will require
supervisor approval.
4 The system allows employees to access their personal information online (address,
phone, emergency contact, etc.) and to submit changes over the Internet.
5 Employee profile change requests are electronically routed to administrative office
staff for approval before becoming effective in the database.
6 The web portal system allows authorized employees to view their budget status
information for their assigned accounts.
7 The web system allows employees to enter purchase requisitions from a browser.
8 System allows employees who have approval authority to review pending purchase
requisitions, and approve or deny them online.
9 System allows supervisors to review and act on time-off requests from their
employees online. Approved time off will automatically be communicated to central
human resources staff.
10 Web system allows department heads and principals to input budget transfer
requests online.
11 Web system provides access to budget status reports, for authorized staff members.
Y=Feature Currently Available
N=Feature Not Available
E= Feature will be provided as a regular enhancement
Response Instructions C=Feature available for a cost (specify)