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Payroll

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									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)

								
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