Appendix A
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for
3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
SYSTEM MECHANICS / INFORMATION TECHNOLOGY RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
IT General Operating Requirements Section
The system should support real time on-line updates as the primary processing
IT1
mode.
The system should provide the ability to selectively archive system data based
IT2
on a user-defined number of years or other user-defined criteria. The archived
data should be able to be accessed via another medium, such as tape or DVD.
IT3 The system should provide the ability to schedule batch jobs.
The system should provide the ability to backup, recover, restart, and cancel
IT4
jobs.
The system should use common master files across all functional modules, i.e..
IT5
Purchasing and AP will share a single vendor master file.
IT6
The system product database should allow access by a SQL-based language.
The system should provide a product data model that can be used for the
IT7
review of major data entities and relationships.
The system should provide the ability to maintain separate testing & production
IT8
environments.
The system should allow for vendor-approved modifications of the product
IT9
made by the Client without voiding product support.
The system should be an integrated Windows / web-based ERP System with
open standards. The system should provide a smart client for updates if either
IT10
a client/server based or a web-based system that requires client software
installation/upgrade is proposed.
The system should require standard Internet connection and TCP/IP protocol to
IT11
access all user interfaces
The system's access requirements through firewalls must be clearly identified
IT12
and follow standard port designations.
IT13 The system should support Fiber Channel SAN Technology.
The system and all application parameters should be table driven to maintain
IT14
parameters.
The system's database management system should be ODBC and/or OLE DB
IT15
compliant.
The system should be an integrated native web based system with common
IT16
architecture and database, not a web-enabled add-on.
The system should provide field level encryption using 3DES standards at a
IT17
minimum.
IT18 The system should have a thin client base and n-tiered architecture design
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SYSTEM MECHANICS / INFORMATION TECHNOLOGY RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system database should run on the Microsoft SQL Server 2005 RDBMS
IT19
platform
The system should run on a Windows 2003 Server (or current Windows Server)
IT20
operating system.
IT21 The system should provide access from outside of the firewall by non-domain
external users in accordance with generally accepted security standards.
The system should provide self service capabilities in order to allow vendors
IT22
and employees to inquire on and update their current information. Users would
be able to login remotely using a web browser to view/change their information.
IT23
The system should contain toolsets to accommodate the following:
IT23 1 API maintenance
IT23 2 Archiving/purging of data
IT23 3 Database maintenance
IT23 4 End-user interface design
IT23 5 System upgrade administration and patches
IT23 6 System security.
The proposed solution should offer a full suite of utility tools required to execute
IT24
various system maintenance functions including:
IT24 1 Backup management
IT24 2 Multiple monitoring sessions
IT24 3 Storage archival and retrieval
IT24 4 Performance monitoring (application and system)
IT24 5 Ability to monitor executing jobs
IT24 6 Batch monitors
IT24 7 Database optimization
The system should allow for the assignment of manual or automatic document
IT25
numbering.
The system should not use any proprietary components, i.e. vendor's
IT26
programming proprietary language or DBMS.
IT27 The system should complete an average of 90% of all online update
transactions in under 1 second over any 60-minute period, durng peak usage.
IT28 The system should complete an average of 99% of all online update
transactions in under 5 seconds over any 60-minute period, during peak usage.
The system should complete 100% of simple, single-screen online inquiry
IT29
transaction in under 1 second, during peak usage.
The system should track system uptime and transaction response times in order
IT30
to demonstrate operation within acceptable levels.
The system should allow searches for documents or tables by code page or
IT31
name.
The system should provide the ability to use hard drive storage medium for
IT32
storing archived historical data and recovery logs.
The system should provide the ability for the database to run its backup, while
IT33
simultaneously allowing inquiry access to the database.
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SYSTEM MECHANICS / INFORMATION TECHNOLOGY RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide automated transaction back-out/roll-back should the
IT34 system fail during transaction processing and/or a transaction fails to reach
normal processing completion.
The system should provide for and support the ability to control the priority of
IT35
batch jobs based upon multiple user-defined criteria.
IT36 The system should support decentralized data entry.
IT37 The system should support searches by wild cards.
The system should allow on-line search capabilities based on any field or any
IT38
combination of fields.
IT38 System Help Section
The system's on-line help should be available at the system, function, screen,
IT39
and field level.
IT40 The system's on-line help should be able to be printed, if necessary.
IT41
The system's on-line help should be updated with each new version release.
IT42 The system's on-line help should provide an index and search capability
IT43 The system's on-line help should be context sensitive.
IT44 The system help information should be able to be augmented by the Client for
specific additional help information. This information is retained during upgrades
IT45 The system user manual should be provided in electronic format.
The vendor's support site should contain a knowledge base where users can
IT46
access system related reference material and documents.
The vendor's support site should contain complete and up-to-date manuals for
IT47 all system modules and functionalities. The manuals should be available for all
available versions of the software.
IT48 The system's comprehensive technical systems documentation and technical
manuals designed for IT personnel should be available for the system.
The vendor's support site should contain a complete data dictionary for all
IT49
system tables and data fields terminology.
The system should allow the setup of error messages so they can be defined to
IT50
allow override or block/no-override ability.
The system should have the ability to allow the specification of certain users
IT51
that have the ability to override error messages/warnings.
IT52 The vendor should provide access to a help desk
The system's error messages should be integrated with online help functions,
IT53 allowing the data entry person to be able to click on an error message and open
the online help document to the appropriate section.
IT54 The system should indicate required fields.
IT54 General Integration/Compatibility Section
The system should provide full integration with standard desktop applications
IT55
such as Word, Access, Excel and Adobe Acrobat. This includes the ability to
import or export data directly into these desktop applications.
The product should provide for integration and tools to easily export data to a
IT56
data warehouse.
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SUP MOD 3RD CST FUT NS
The system should be 100% compatible with industry standard firewall
IT57
technology.
The system should support standard Internet security including, but not limited
IT58
to Secure Hypertext Transfer Protocol (HTTPS).
The system should support standard Internet security including, but not limited
IT59 to Secure Socket Layers (SSL). If SSL is not supported, please describe the
supported Digital Certificates.
IT60
The system should support Microsoft Internet Explorer version (6) or higher.
The system should provide enterprise application integration (EAI)
IT61
functionalities.
The system should support data-transfer via flat files (i.e.: ASCII, variable
IT62
and/or fixed length, comma-delimited, etc.)
IT63 The system should provide the ability to interface or integrate with Windows
Active Directory and support a single user sign on if on a Windows system.
The system should have the ability to interface or integrate with Microsoft
IT64
Exchange as well as other industry standards.
IT65 The system should provide Microsoft Add-In capabilities.
The system should provide Software Development Kit (SDK) that allows the
IT66
technical staff to enhance and integrate the system.
IT66 User Interface Section
The system should provide the ability to configure screens/windows per user
IT67
role.
The system should provide the ability to AutoFill on any field, i.e auto
IT68
completion of one field based on prior data entry.
The system should provide the ability to create templates that will AutoFill all
IT69
fields based on one key field.
The system should allow users to perform on-line inquiries from all of the
IT70 subsystems with flexible selection criteria options in order to define report
parameters.
The system should provide data validation by providing error message
IT71 immediately after each field is entered, rather than waiting until the entire
screen, record or transaction is finished. (account number, vendor ID, etc.)
The system should provide user-defined executive dashboard (financial
IT72
information, key performance indicators, etc.) based on user profile
The system should provide the capability for creating "favorites" or shortcuts to
IT73
frequently used screens and reports.
The system should provide the capability to tailor and configure functions,
IT74 workflows, screens, outputs, codes and other normal processing items (in
house) without invalidating the vendor support agreements.
IT75 The system should provide navigation using the keyboard
IT76 The system should provide navigation using the mouse capability.
The system's controlled values should be available in a drop down boxes or
IT77
popup windows.
IT78 The system should support the input of values into fields without the use of a
drop down box by typing in first few letters until valid value appears in box.
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SYSTEM MECHANICS / INFORMATION TECHNOLOGY RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
IT79 The system should provide detailed error messages.
System error messages should appear in a consistent format across all system
IT80
modules and should be customizable.
The system should have the ability for a user to concurrently open multiple
sessions/windows for both inquiry and updating across any combination of
IT81
application modules, without losing any data previously entered on an open
screen.
The system should provide the ability to create new items by copying existing
IT82
items.
The system should provide cut and paste capabilities to move data from field to
IT83
field.
The system should allow data entry staff to have a choice of updating the
IT84 system through use of a grid/spreadsheet interface options, or through GUI-
based features.
IT85 The system should be able to print in batch mode and interactively.
IT86 The system should provide the capability to print directly from any screen.
The system should allow transactions to be selected by any combination of date
IT87
range, transaction type, User ID, account number, etc.
The system should have a built in calendar allowing adjustments in processing
IT88
and transaction dates for holidays, weekends, etc.
IT89 The system should provide the ability to send broadcast message by specified
users to users at any time, as well as messages that are displayed at logon
The system should provide the capability to store, retrieve, display and print
imaged documents. The solution must provide the capability to receive
IT90
scanned documents from document scanners having industry-standard
connection protocols (SCI, TCP/IP, etc.)
The system should be able to accept scanned or electronic documents in any
IT91
format (pdf, xls, doc) and link them to a data record.
The product source code should be available for placing into escrow to be
IT92 available to the Client in the event that the vendor is acquired by another
company or goes out-of-business.
The system should provide transaction logging or journalizing at the data base
IT93 level. The system should be able to be recover all on-line transactions from the
transaction log.
The system should provide the ability to access any data elements and files
IT94
(permanent or temporary) within the system
The system should, in general terms, promote a central repository for purposes
IT95
of data security, control, backup and recovery.
The product will be available and supported 24 x 7 or based on user defined
IT96
business operations.
IT97 The system should provide the ability to list all records included in purge.
The system should provide migration paths for new fields during software
IT98
upgrades
The system backup and/or restore should be able to be accomplished within a
IT99
maximum of 4 hours. (preferably 2 hours)
The system should be scalable to accommodate a potential increase in the
IT100 number of users. (please describe a common approach for application
scalability under the "Additional Comments" column.)
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SYSTEM MECHANICS / INFORMATION TECHNOLOGY RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should allow the online creation of new user-defined data fields for
IT101
miscellaneous data tracking, alteration of database structure, and update of a
global data dictionary with these elements through proper security.
The system should lock records at the lowest database level when multiple
IT102 users are accessing the same record. (please describe how this process works
under the "Additional Comments" column.)
The system should provide various program checks for controlling data files,
IT103
verifying correct processing, and ensuring data integrity.
The system should use appropriate rules and constraints to enforce and
IT104
maintain referential integrity.
IT105 The system should have the ability to define global business rules
The system should provide table look-up fields that can be linked or refer to
IT106
other tables.
IT107 The system should be able to validate the integrity of the database before and
after a purge.
The system should have the ability to create new items by using pre-defined
IT108
item templates.
The system should have the capability to assign default values for fields in order
IT109
to reduce the data entry effort.
The system should provide simultaneous access to data by multiple users,
IT110
without degradation to the system response time.
IT111 The system should allow for mass updates to certain fields.
The system should provide active notifications based on specific events and
IT112
conditions. (Explain how this works in the system).
The system should provide an application system log for system supporting
IT113
staff.
The system should provide efficient application level load-balancing
IT114 functionality. (please describe the application architecture and how this works
under the "Additional Comments" column.)
IT115 The system should be able to run on servers in a cluster environment.
The system should provide a suspense log for rejected or unposted
IT116
transactions.
The system should provide the capability to print specialized business forms
IT117
such as checks, purchase orders, invoices, 1099's, etc.
The system should provide the use of signature pads in order to capture
IT118
required signatures for credit card payments.
The system should provide the use of electronic approvals in order to capture
IT119
required signatures for electronic documents.
The system should provide the use of digitized signatures in order to print
IT120
electronic signatures.
The system should allow users to print directly to any printer defined on the
IT121
network.
IT122 The system should allow for the definition of default printers for each user
The system should provide the ability to define system key words to fit current
IT123 business practicies and have those key words propagate throughout the
system.
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SYSTEM MECHANICS / INFORMATION TECHNOLOGY RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to electronically interface with the State
IT124
and vendors.
IT124 Reporting & Related Requirements Section
The system should provide a robust report writer to develop customized reports.
IT125 Report writing should be security enabled so that only users with the proper
access can write reports.
IT126 The system should provide real time reporting and inquiry.
The system should provide reports that can drill down to the lowest level (i.e.:
IT127
the transaction, attached images, etc.)
IT128 The system should support the ability to drill-around on reports.
The system should support the ability to send report to printer, file and email
IT129
(Exchange).
The system should be able to generate customized reports that can be viewed
IT130
on-screen before printing.
The system should present data in a graphical manner, including bar charts, line
IT131
charts, pie charts, Gantt charts, etc. in reports.
The system should provide a report design wizard to guide users through the
IT132
report creation process.
The system should have the capability to view the report on screen while it is in
IT133
development.
The system should provide HTML preview that allows report authors to see how
IT134
reports will look when published to the web.
The system should provide the ability to perform auto saving of a report (during
IT135
development) after a user-defined period of time has passed.
The system should provide intuitive reporting tools such as vertical rulers and
IT136
guides, grids - to facilitate report design and formatting
The system should allow for automatic/template report styles and the optional
IT137 auto arrangement of report fields that have been selected to appear on the
report.
The system should provide the ability to use a click-and-drag graphical user
IT138
interface to facilitate the creation of reports.
The system should provide the ability to setup (multiple) user defined subtotals
IT139
and totals within a report.
The system should provide the ability to move and resize objects and select
IT140
multiple objects.
IT141 The system should provide font formatting by style and size.
IT142 The system should provide vertical text rotation.
IT143 The system should allow hyperlinks to be embedded into reports.
The system should allow users to redo an action and undo multiple times (to
IT144
undo a series of actions).
IT145 The system should allow for the setup of report and page footers.
The system should allow for the customization of report headers and column
IT146
titles, and the creation of other user defined text fields.
The system should provide automated alerts and checks that quickly find
IT147
broken links, formula errors, and dependency issues.
The system should provide a formula editor to assist in adding formulas to the
IT148
report.
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The system should provide the ability to export to XML, PDF, HTML, XLS,
IT149
DOCX, etc.
IT150 The system should provide mail merge with MS Word.
The system should be able to publish directly to a document management
IT151
system (Sharepoint 2007, etc.)
The system should provide the ability to customize report prompts (this includes
IT152
the actual verbage of the question prompt, the default response (if any), and the
specific rules established in association with the report prompt)
The system should provide the ability to setup prompts based on dynamic
values. This means that report designers do not have to maintain static prompt
IT153
value lists within individual reports. Instead, they can reuse existing prompts
stored in the repository.
The system should enable security setup for reporting. This may include
IT154 restricting users from running reports on activity that is unrelated to what they
do.
The system should provide for calculations based on report columns such as
IT155 adding or subtracting from one column from another or setting up
analysis/variance columns.
The system should provide the ability to report or inquire on any data field within
IT156
the General Ledger or any other subsystem. Selection for a report should allow
mixing and matching of either/or General Ledger and Project/Activity accounts.
IT157 The system should allow for developing customized reports that can extract
information from several subsystems and produce them on the same report.
The system should provide the ability to schedule/queue numerous reports for
IT158
automatic printing. (schedule jobs)
IT159 The system should allow users to set up folders to organize the various types of
previously created reports (such as by department or function of the report)
The system should allow sorting, and grouping of data on customized reports in
IT160
user-specified orders
The system should provide complex selection criteria utilizing operators, such
IT161
as dashes to indicate a range, and wild cards.
The system should provide the ability to drill down, drill up, and/or drill around
IT162 (create cross tabs) to supporting documents and related transactions from any
field within the system.
The system should allow for system generated reports be copied over to user
IT163
libraries where they can be modified without altering the original report.
The system should provide the capability to use "English" descriptions and/or an
IT164 industry standard vocabulary for data elements, rather than specifying the exact
data element name.
The system should allow the creation of reports based on any data tables or
IT165
data element, including all subystems and audit logs.
The system should allow users to run reports on prior period and prior year
IT166
information for any subsystem.
The system should allow the system administrator to define the number of jobs
IT167
that can be executed at the same time.
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The system should allow authorized users to change the priority of their job to
IT168
place it first in the queue.
The system should allow users to view the jobs currently being executed and
IT169
the jobs waiting to be processed.
The system should provide details about jobs that are in the queue, such as the
IT170
creator, date and time the job was created, size of job, etc.
IT171 The system should allow the system administrator to purge jobs.
The system should allow the flexibility to create conditional rules on a report.
For example, if a user runs a financial statement before the month is closed, the
IT172
report will indicate "draft". If the report is run after the month has been closed,
the report will not indicate "draft".
The system's report writer should come with a library of canned reports that
have been specifically developed for the report writer application. These pre-
developed reports should be available as a starting point to allow the client to
IT173
modify and refine them to their own needs. Examples of reports may include
account listings, purchase order status reports, accounts payable detailed
transaction listings, etc.
The system should provide a full set of reports that are in compliance with
IT174
AICPA, GASB, FASB and GAAP standards.
The system should provide a foundation of standard government accounting
IT175 reports and provide a user friendly report writer to develop new reports or edit
standard reports to meet the client's needs.
The system should provide for the incorporation of general information into
IT176
reports, such as the current date, time, requestor, etc.
The system should allow reports to be sent to an individual or multiple
IT177
individuals as a distribution list, via email.
The system should provide the capability to generate letters and notices to user-
IT178
defined groups.
IT179 The system should provide the capability to produce mailing labels.
The system should provide the ability to create and define an unlimited number
IT180 of user defined reports utilizing query, third party report writing tools (e.g.
Cognos, Crystal Reports, Business Objects).
IT181 Users should be able to create and save their own reports.
The system should allow users to add or remove reports and templates to/from
IT182
menus with proper security.
IT182 System Security Section
The system should synchronize Active Directory users to faciliate a single sign
IT183
on.
The system should synchronize Active Directory groups to faciliate security
IT184
controls.
IT185 The system should track the use of the system by authorized users.
IT186 They system should provide a "forget password" reset process.
IT187
The system should provide the ability for users to change their own password.
The system should have the ability to report attempts by unauthorized users to
IT188
use the system.
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IT189 The system should have the ability to suspend after "x" attempts to access the
system with an incorrect password if authentication is internal to the system.
The system should provide the ability to assign sunset dates to user defined
IT190 passwords and/or prevent user defined passwords from expiring if
authentication is internal to the system.
The system should have a single log-on to provide access to all
IT191
modules/functions
IT192 The system should have the ability to copy a security profile.
IT193
The system's Ad Hoc/Query/Reporting should be subject to application security.
The system should provide e-commerce security including customer
IT194
authentication and encryption to protect customer data.
IT195 The system's e-commerce capabilities should be PCI-compliant.
System audit trails should distinguish between administrative and/or financial
IT196
actions.
The system should contain a date/time stamp and user information reflecting an
IT197
audit trail on:
IT197 1 System activity (system logins)
IT197 2 Document and data changes, including approvals
User name, ID, time, date, revised amount, and before and after update
IT197 3
results
IT198 The system should have the ability to define user access based on:
IT198 1 Departments/Organizations
IT198 2 Roles
IT198 3 Active Directory Group
IT198 4 Individuals
IT198 5 Application
IT198 6 File or document type
IT198 7 User ID and administratively-defined groups.
IT198 9 Menu
IT198 10 Module
IT198 11 Report
IT198 12 Screen
IT198 13 Transaction type
IT199 The system should have the ability to define user access based on:
IT199 1 Databases
IT199 2 Tables
IT199 3 Documents
IT199 4 Data Elements
IT200 The system should have the ability to define and lookup a user based on:
IT200 1 User Name
IT200 2 Role
IT200 3 User ID
IT200 4 Organization Name/Number
IT200 5 Date user was created
IT200 6 Last login
IT201
The system should allow users to review security transaction history on-line.
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IT202
The system should allow users to review security transaction history in a report.
The system should be able to automatically sign a dormant user off of the
IT203
system after a user-defined time period.
The system should accommodate both decentralized (functional area security
IT204
administrators) and centralized (IT security) security.
The system should allow multiple security roles to be assigned to the same
IT205
user.
When conflicting multiple roles are assigned to the same user, the least
IT206
restrictive role should prevail.
The system should provide for a secure database environment available only to
IT207 defined processes (e.g. no direct entry/update outside of the application, except
for designated administrators)
The system should provide the ability to define security profiles to authorize
IT208
users to view, update and approve data.
The system should provide the ability to set up a security profile based on pre-
IT209
defined job function/role, user and/or organization.
The system should record unsuccessful logon attempts. This information
IT210
should be retained for a user-defined period of time.
The system should provide the ability to configure User ID/password rules such
IT211 as length, alpha/numeric, upper/lower case, password definition and expiration
period.
The system should support role inheritance, so system administrator can
IT212
combine roles, and modify the parent role to form a new role.
The system should suppress password so that they do not appear on the
IT213
terminal as they are being entered.
The system should allow for the definition of security on reports at any level.
For example, read/write security can be placed on the report itself, on the entire
IT214
folder (to enable the same security on all reports within the folder), or on any
higher level
The system should allow for the definition of security roles on system reporting.
IT215 This would enable users with similar reporting needs to be assigned to the
same reporting role.
IT216
The system should provide ability to view or obtain security reports showing:
IT216 1 Security breaches or attempts
IT216 2 Authorized system use
IT216 3 Changes to security profiles
IT216 4 Security snapshot on a specific time period specified by the user
IT216 System Training Section
The system should provide computer based training programs so users can
IT217
train independent of classroom training.
The system should provide the ability to customize computer based training to
IT218
meet specific Client processes
The vendor should provide development tool training and support via
IT219
classroom, on line, hard copy, etc.
IT219 System Workflow Section
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The system should provide for the electronic management, approval routing,
and reporting of work generated by individuals such as requisitions (including
IT220
capital asset requisitions & project requests), purchase orders, journal entries,
etc.
The system should provide a work queue that can be managed or owned by an
IT221
individual, variable work group, department, or location.
Workflow activities should be able to be done sequentially, concurrently, or a
IT222
combination of both (within an entire workflow set of processes).
The system should provide a series of queue's that can be defined based upon
IT223 system exception conditions requiring follow-up, items requiring review and
approval, or to do items.
The system should provide for e-mail notification or on-line notification of
IT224
documents pending approval.
The system should allow the flow of work to be defined based on any data
element or combination of data elements from initiation of a work queue item
IT225
through various in-process, review, and approval activities (for all system
modules). The work queue will follow a logical progression.
The workflow tools should provide integrate with Exchange capabilities, such as
IT226
the recipient list, calendaring, blind copy, task creation, etc.
The system should have the ability to re-direct an approval based on workflow
IT227
rules and setup.
The system work queue items should allow for on-line modification based on
IT228
user defined parameters.
The system work queue items should have the ability to be deleted/cancelled
IT229
on-line.
The system work queue items should have the ability to be reassigned to
IT230
another individual, work group, department or location on-line.
The system should have the ability to "force" a modified document to go through
IT231
the approval process again.
The system should be able to generate stagnant work notifications and/or
IT232
escalate to the next approver in the queue.
IT233
The system should provide for work queue usage and performance reporting
The system should provide the capability to route scanned documents and/or
IT234
reports to designated users (groups, individuals).
IT235 The system should provide for notes/comments on transactions
IT236 The system should record user id and date on notes/comments
The system should provide the ability to view a log of all activities (approvals,
IT237 notes, name of approver, date of approvals, etc) in association with a given
workflow item.
The system should be able to send a standardized and/or customized
IT238 notification to a user explaining why the document was rejected or unapproved
(with user and date information)
The system should allow the viewing of workflow items by their status (pending
IT239
approval, approved, rejected, etc.) in real time.
The system should provide adequate levels of management review and
IT240 approval throughout the system. This may include an automatic queuing or
routing of transactions pending management approval.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
Appendix A
SYSTEM MECHANICS / INFORMATION TECHNOLOGY RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to establish approval based on user
IT241
defined thresholds.
The system should allow electronic approval to be delegated to another
IT242
individual in the event of ones absence
The system should provide error detection event triggers to forward user
IT243
defined alerts to workstations, pagers, phones, and e-mail.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for 3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
GENERAL LEDGER MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
GL System Setup Requirements Section
The system should provide multiple accounting code elements that can be
GL1 used to classify transactions (i.e.: fund, sub-fund, organization, department,
object code summary, projects/activities,etc.)
The system should provide an ample length for each accounting structure
GL2
element/code.
The system should allow accounting elements to be setup in a hierarchical
GL3 scheme. For example, the system should allow for at least 6 hierarchal
elements for each chart of account element.
The system should provide sufficient dimensions to allow grouping or rollup of
GL4 cost centers and accounts (chart of accounts) for G/L reporting and on-line
inquiry. For example, each cost center can be associated with a Fund Type to
identify whether they are Governmental, Business, or Component Unit.
The system should provide the ability to define the types of accounts that can
be used in conjunction with any given cost center. For example, a cost center
GL5
can be restricted so that it can only be paired with revenue and expense
accounts (and not asset/liability accounts).
The system should provide the ability to define the subsystems in which a
specific account can be used. For example, the Office Supplies account can
GL6
be used within Purchasing, Accounts Payable, and the General Ledger, but it
cannot be used within Accounts Receivable.
The system should provide the ability to assign a responsible person to each
GL7
cost center.
The system should provide the capability to associate historic (previously used)
GL8
cost center numbers with new cost center numbers.
The system should allow global control to setup account code terminology. In
GL9 other words, the system should allow administrators to establish
group/element/dimension names for cost centers and object codes.
The system should allow for the creation of shortcut account numbers in order
GL10 to facilitate data entry. A short series of numbers can be entered instead of the
fully qualified account.
The system should allow for the setup of user defined month-end posting
GL11
restrictions.
The system should allow for the setup of a number of days in which users
can still post back to the prior month. The system should have the
GL11 1
capability to define this by subsystem. For example, after the 10th day of
the month, AP cannot post back to the prior month and after the 15th day
of the month, no GL transactions can be booked to the prior month.
GL11 2 The system should allow each month to be defined as open or closed.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
GENERAL LEDGER MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should allow authorized users the ability to override blocks so
GL11 3
they can post back to previous months or one year, if necessary.
The system should provide the ability to define the number of reporting periods
within a fiscal year. (13th, 14th periods) This would allow for the separation of
GL12
unique periods for balance forward entries, audit required adjustments, and
other special closing entries.
The system should allow for the setup of multiple seed numbers for journals.
This would allow different numbering conventions to be used for different types
GL13
of journal entries, which would facilitate reporting and inquiry based on these
groups.
The system should provide the ability to set up multiple ledgers to
GL14
accommodate different legal entities.
The system should provide the ability to maintain multiple charts of accounts
GL15
for different legal entities.
GL15 General Operating Requirements Section
The system should allow processing in the current period, future periods,
GL16 previous periods, and even previous years at the same time (with the proper
security access).
The system should be able to support cash, budgetary, modified accrual and
GL17
full accrual accounting.
The system should provide the ability to associate each transaction with a user
GL18
name/user number, job number, entry date and time
GL19 The system should be able to maintain a history of all changes made to the
chart of accounts and cost center setup structure (not only the latest change)
The system should provide the ability to create, delete, and inactivate cost
GL20
centers and object codes. Users should only be able to delete records that
have no associated history. (must be able to assign temporary cost centers)
GL21 The system should provide the ability to deactivate an existing account with all
historical summary data maintained and detailed transactions archived.
The system should provide the ability to block the deletion of accounts that
GL22 have associated history/transactions. (These accounts should be inactivated,
not deleted).
GL23 The system should provide the ability to re-open inactivated accounts.
The system should have the ability to run a utility to change old accounts to
GL24
new accounts, including the update of all historical transactions. The ability to
inquire and/or view on historical transactions should still be available.
The system should allow the user to view the future impact to the
GL25 organizational structure before making any actual change that would impact it
(on-screen or by report option)
The system should have built-in safeguards to ensure subsidiary accounts are
GL26
always in balance to G/L control accounts.
The system should provide for automated monthly and year end closing
GL27
entries.
They system should provide the ability to account for pooled cash and
GL28
investments by fund.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
GENERAL LEDGER MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide authorized users the ability to undo transactions,
GL29 provided that there is an audit trail. The system should retain the data within
the journal so it can be reposted, if necessary.
GL30 The system should provide cost accounting functionalities.
The system should provide the ability to correct errors after the posting process
GL31 has been completed. The system must maintain an audit trail for these
corrections/changes.
The system should provide the ability to copy accounts to facilitate the entry of
GL32
similar records.
The system should provide for an unlimited number of data entry lines (dr/cr's)
GL33
on a journal entry.
The system should provide for recurring journal entry templates which can be
GL34 used to create a journal entry with the same accounts and debit and credit
amounts.
GL35 The system should have the ability to process automated allocations
GL35 1 For indirect costs, fringe costs, space costs, or other.
For pooled investment interest based on average daily cash balance or
GL35 2
other chart of accounts criteria.
That are automatically triggered upon the completion of another
GL35 3
transaction within the system.
GL35 4 With the ability to support multiple step allocations.
GL35 5 And review the results of the allocation prior to posting.
GL35 6 Based upon user established calculations and rules.
GL36 The system should provide for the automation of most intrafund and interfund
clearing entries based on defined rules to ensure that funds stay in balance.
The system should provide the ability to create encumbrance balances in the
GL37
GL upon the posting of a purchase order or contract.
The system should provide the ability to exchange data with other subsystems
GL38
and have automatic posting to the GL from other subsystems
The system should be able to create and post transactions for subsequent
GL39
accounting periods.
The system should provide the ability to warn users of errors on-line before
GL40
posting (account code, budget allowance, duplicate entry, dr/cr balance…)
GL41 The system should provide a free form text field with the creation of journal
entries that allows for ample space to include a several sentence description.
The system should provide an easy method to correct data entry errors before
GL42
posting
The system should provide the option for accrual entries to automatically
GL43 generate a reversal entry in the next accounting period or to a user defined
period.
The system should provide the ability to post and then re-post balance forward
GL44 entries (allowing the ability to book additional entries to the previous year and
then re-posting the new balances to the new year)
The system should provide the ability to generate reports to ensure that the
GL45
subsystems are in balance with the General Ledger.
The system should provide automated notices/warnings when a subsystem is
GL46
out of balance with the General Ledger.
The system should provide the ability to upload/download general ledger
GL47
transactions (integration with desktop applications)
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
GENERAL LEDGER MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should allow for interface from other applications that would
GL48
automatically create a journal entry in the General Ledger system.
GL48 Inquiry and Reporting Requirements Section
The system should provide the ability to support trial or pre-closes with the
GL49
ability to generate supporting financial reports.
The system should provide the ability to close books and prepare complete
GL50 financial statements for any cumulative month-end, quarterly and/or year-end
period.
The system should provide the ability to perform consolidation and eliminations
GL51
necessary to prepare entity-wide financial statements
The system should be able to maintain an unlimited history of transactions and
GL52
balances that can be reported or inquired upon.
The system should allow users to obtain a current on-line balance for any
GL53
balance sheet or fund balance account.
The system should allow inquiries on prior fiscal year data in summary or detail
GL54
form.
GL55 The system should allow users to monitor the cash position at any time.
GL56 The system should provide cash forecasting reports.
They system should provide the ability to report variances between actual and
GL57
forecasted cash balances.
The system should provide the ability to drill down to detail transactions on
GL58
screen.
The system should allow users to print a proof report to verify entries before
GL59
posting
The system should provide standard reports such as basic Financial
GL60 Statements, Cost Center Expense Reports, Revenue Reports, Account Detail
Report, Trial Balance etc.
The system should provide the ability to run reports/inquiries with the option of
GL61
including unposted transactions.
The system should have the ability to report for any selected time period
GL62
(monthly, quarterly, multi-year, prior year, etc.) that is defined by the user.
The system should provide the ability to meet GAAP, GAAFR/GFOA, GASB
GL63
(including GASB 34) and FASB reporting requirements.
The system should include standard reports to meet the needs of proprietary
GL64 funds. (i.e. operating statement, statement of cash flows, statement of net
assets, etc.)
The system should allow for the development of customized reports to meet
GL65 the client's specific reporting requirements, such as for the CAFR and State
Controller's Report.
The system should provide the ability to record object code and debt service
GL66 principal to facilitate reporting the debt at both the fund level and government
wide financial statements according to GASB 34.
GL66 Bank Reconciliation Section
The system should provide a bank reconciliation module to automate the
GL67
import of bank transactions from the bank.
The system should provide for automatic matching of bank transactions with
general ledger transactions based on configurable matching rules and
GL68
classification of general ledger entries for more precise automatic
reconciliation.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
GENERAL LEDGER MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should allow manual matching in order to enable a user to resolve
GL69 unreconciled transactions for unique situations and override automatic
reconciliation matching results.
GL70
The system should provide the ability to manually enter checks, deposits, etc.
The system should allow the user to re-run reconciliations from prior months for
GL71
corrections or to include auditor adjustments for prior years.
The system should allow for the assignment of statuses to classify the progress
GL72
of bank reconciliations.
The system should allow the documentation of electronic notes in association
GL73
with unreconciled transactions.
The system should allow for date sensitive reporting. For example, a check
issued in January 2006 but not cleared until April 2006 should show as
GL74
outstanding when running January, February and March reports, even if the
current month is May 2006.
The system should track check activity dates, such as issue date, void date,
GL75
reversal date, cleared date, stop payment date, escheat date, etc.
They system should provide the ability to account for multiple restricted and
GL76
unrestricted bank and investment accounts.
GL77 They system should provide the ability to record bank information for multiple
banks and accounts (i.e. contact, mailing address, e-mail, account number)
The system should accept electronic bank statements. Transactions related to
GL78
a credit card should be able to be uploaded to a journal entry.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for 3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
PROJECT/ACTIVITY RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
PJ General Operating Requirements Section
The system should provide the ability to maintain payment history by funding
PJ1
source throughout the project life cycle.
The system should be fully integrated with the General Ledger, Purchasing,
PJ2 Grants, Accounts Payable, Work Order, Accounts Receivable/Billing, Payroll,
etc.
PJ3
The system should provide the ability to set up project start and close dates.
The system should provide the ability to prevent posting transactions to a
PJ4
project when the project is inactive.
The system should allow adjustments in the current period, previous periods,
PJ5 future periods, and even previous years at the same time (with the proper
security access).
The system should allow users to set up projects in a hierarchical structure
PJ6 which includes the definition of different project sub-levels (i.e.: project, sub-
project, work breakdown structure, etc.)
The system should be able to track and report on project related performance
PJ7
measures, services, and accomplishments.
The system should be able to track and report on all (multiple) funding sources
PJ8
and/or contracts for each project.
The system should be able to track and report on all (multiple) projects that are
PJ9
related to a single funding source..
The system should provide the ability to tie-in project information on
PJ10
construction activities to Capital Improvement Program.
The system should provide the ability to apply changes to unit costs and
PJ11
estimates during the life of the project.
The system should provide the ability to record and maintain an original
PJ12 budget, budget changes, and a revised budget for each project account at
each level in the hierarchy over multiple years.
The system should provide the ability to maintain various labor data (e.g.
PJ13 salary, fringe, other direct, premium time, bill rate, billable time, non- billable
time, multipliers, etc.).
The system should provide the ability to maintain various material items (e.g.
PJ14
charge back rate, multipliers, bill rate, etc.).
The system should provide the ability to provide labor, equipment, and material
PJ15
productivity analysis.
The system should be able to report the financial status of the project, including
PJ16
all direct costs and allocations.
PJ17 The system should accommodate the transfer of funds between projects.
The system should provide a way to prevent deletion of a project account for
PJ18
which funds are encumbered until the project is closed out.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PROJECT/ACTIVITY RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to commit project contingencies (for
PJ19
example, through the use of pre-encumbrance.)
The system should provide the ability to incorporate forecasts based on actual
PJ20 project cost/schedule and generate progress trend analysis for quantities,
amounts, etc.
The system should provide project management capabilities that facilitate
PJ21 workload projections and the allocation of resources, such as the ability to view
future estimates of work (i.e.: 90-day look ahead).
PJ22 The system should provide the ability to track contract amount and revised
contract amount by project, contractor, consultant and account code structure.
The system should provide the ability to track the percentage of completion
PJ23
from revised contract amounts.
The system should be able to flag/warn when actual costs against a particular
PJ24 project budget line item are approaching the budget limit. The timing of the
warning should be user definable.
The system should provide the ability to support backlog analysis (ie: the
PJ25 balance of the project dollar value against the remaining work yet to be
completed.)
The system should allow users to view expenses that have been encumbered
PJ26
but not yet billed.
The system should allow users to view paid and unpaid invoices, including
PJ27
pending payment requests.
The system should provide the ability to allocate expenses by fund number,
PJ28 account number, cost center, project number, etc. (including indirect cost
overhead)
The system should provide the ability to develop fully burdened labor rates that
PJ29
are related to a specific project before they are allocated.
PJ30 The system should provide multi-year project budget capabilities
The system should automatically generate the next project number based on
PJ31
user-defined criteria.
PJ32 The system should provide multiple seeds for assigning project numbers
The system should have a way to exclude project numbers from all the reports
PJ33
if they have been flagged as "inactive".
The system should provide the ability to set up default mapping rules (for
PJ34 example: the user enters the project number and the system automatically
defaults to the associated GL account coding.)
The system should be able to interface with other Project Management
PJ35
applications, such as Expedition, etc.
The system should be able to interface with other stand-alone applications,
PJ36
such:
PJ36 1 Hansen
PJ36 2 Accela
PJ36 3 Cartegraph
PJ36 4 Internally developed CIP Access database
PJ37
The system should provide the ability to appropriate funds at the project level
The system should provide the ability to close projects to fixed assets
PJ38 periodically or at the completion of the project or when the asset is substantially
complete.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for
3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
GRANTS ACCOUNTING RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
GA General Operating Requirements Section
The system should integrate with Project Accounting, General Ledger, Budget,
GA1 Accounts Receivable, Purchasing, Billing, Accounts Payable, Payroll, Fixed
Assets and Cash Receipts.
The system should provide the ability to electronically submit grant applications
GA2
to external funding sources
The system should provide the ability to replicate forms used by granting
GA3
agencies.
The system should provide the ability to distribute grant applications
GA4
electronically for review, comment and edit.
The system should provide the ability to establish and adjust budgets for each
GA5
grant or project.
The system should provide the ability to set grants/projects by phase or other
GA6 sublevel to enable tracking by participating departments, divisions or any other
user defined organization units.
The system should provide the ability to compare current expenditures
GA7
(actuals), encumbrances and pre-encumbrances to the budget.
The system should provide the ability to automate preparation of billing
statements and other associated documents to any of the federal and/or local
GA8
units regardless of the billing arrangements and participation agreements (e.g.,
project reimbursement)
The system should provide the ability to send project billing information
GA9
electronically to:
GA9 1 Federal
GA9 2 State
GA10
The system should allow the recording of revenues to one or more phases by:
GA10 1 Percentage of billings
GA10 2 Percentage of participating dollars
GA10 3 User defined option
The system should provide the ability to support grant fiscal year closing
GA11
independent of the fiscal year of the organization
The system should provide the ability to archive closed grants/projects with no
GA12
activity beyond a user defined time interval.
The system should provide the ability to inactivate accounts upon closure of a
GA13
grant.
The system should provide the ability to bring forward fiscal year balances of
GA14
funds for multi-year grants.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
GRANTS ACCOUNTING RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
GA15
The system should provide the ability to modify grant data prior to carryover.
GA16
The system should provide the ability to reference grant authorizing resolutions.
The system should allow for the establishment of allowed costs for each grant
based on user defined parameters. The system should then automatically
GA17
disallow unauthorized costs either in total or partial, along with reason for
disallowance.
The system should provide the ability to apply new reimbursement rules to a
GA18
grant.
The system should provide the ability to record grant encumbrances and
GA19 subsequent payments against existing encumbrances so that available funding
calculations can be generated.
The system should provide the ability to flag expenditures, encumbrances, and
GA20 commitments based on user-defined criteria (e.g., match exhausted, 90%
expended, etc).
The system should provide the ability to flag and report exceptions to events
GA21 that are not accomplished on time (e.g., submission of grant & other funding
source deliverables, status reports, etc.).
For projects that are funded by multiple grants, the system should provide user-
GA22
defined prioritization for the utilization of funds.
The system should provide the ability to transfer expenditure amounts between
GA23
phases.
GA24
The system should provide the ability to have multiple contract types per phase.
GA25 The system should be able to record expenditures by phase.
The system should allow refund of excess phase/project funds back to the
GA26
funding agency.
GA27
The system should provide the ability to capture eligible and ineligible costs by:
GA27 1 Task
GA27 2 Activity
GA27 3 Program
GA27 4 Other user-defined tracking
GA28 The system should provide the ability to track grant terms and balances from
starting date to completion of audit and/or user-defined completion date.
The system should provide the ability to apply correct indirect salaries and
GA29
fringe benefits allocated to the applicable grants.
The system should provide the ability to use more than one indirect cost
GA30
allocation per grant.
The system should allow for the identification of direct and indirect costs for
GA31
each grant.
The system should provide the ability to automatically create accounting entries
GA32 at user-defined intervals for the recognition of indirect cost recoveries or
matching fund information.
The system should provide the ability to maintain grants which will affect
GA33
multiple departments and/or funds.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
GRANTS ACCOUNTING RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should allow for multiple grants/funding sources for a single
GA34
program.
The system should provide the ability to receive from the Payroll module
GA35 employee time sheet information by grant or task (type of work) and hours
worked.
The system should provide the ability to automatically have payroll adjustments
GA36
interfaced with the applicable grants.
GA37 The system should allow users to re-open previously closed grants.
The system should provide the ability to de-obligate and re-appropriate
GA38
appropriations for grants and other funding sources.
The system should provide the ability to copy existing grants to establish
GA39
templates for new grants.
The system should provide the ability to formulate timing of draw downs based
GA40
on:
GA40 1 Level of expenditures
GA40 2 Grant requirements
GA40 3 User-Defined criteria
The system should provide the ability to accept grant reimbursements from wire
GA41
transfers received from grantor agencies.
GA42 The system should provide the ability to send email notifications when a grant
reimbursement has been submitted and when grant revenue has been received.
The system should provide the ability to electronically transmit quarterly (or any
GA43
other user-defined intervals) grant progress reports
GA44
The system should provide the ability to record project performance information.
The system should provide the ability to track and report current performance
GA45
against past performance and/or established goals.
The system should provide the ability to allow authorized personnel to access,
GA46 inquire, report and reconcile the status of grants and all other funding sources
by the following information:
GA46 1 Drawdowns
GA46 2 Obligations
GA46 3 Encumbrances
GA46 4 Expenditures
GA47 The system should be able to retain Vendor/Contractor history by grant.
The system should provide the ability to create a tickler file notice of
GA48
performance reviews and/or other user specified dates.
The system should provide the ability to roll-up grants to higher levels such as
GA49
grantor agency or CFDA number for internal and external reporting.
The system should provide the ability to review an online summary of all
GA50
financial information by grant.
GA51 The system should provide the ability to produce grant reports showing:
GA51 1 Expenditures
GA51 2 Expenditures inception to date
GA51 2 Funding sources
GA51 3 Revenues
GA51 4 Pre-encumbrances
GA51 5 Encumbrances for the current period
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
GRANTS ACCOUNTING RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
GA51 6 Encumbrances - inception to date
GA51 7 Billings
GA51 8 Payments
The system should be able to report over several different reporting periods
GA52 (state reporting period, federal reporting period, grant fiscal year, inception to
date)
GA53
The system should provide the ability to report matching fund requirements.
GA54
The system should provide the ability to generate requests for reimbursements.
The system should be able to generate standard federal reports (including The
GA55
Single Audit Report).
The system should be able to generate Schedule of Federal Financial
GA56
Assistance Award (Total federal expenditures with corresponding CFDA #).
The system should be able to generate reports showing grantor status and
GA57
updates.
The system should provide the ability to generate a Grant transaction history
GA58
report (reflecting ALL activity for each grant).
The system should provide the ability to generate program history reports or
GA59
inquiries, showing funds budgeted and expended by a date range.
GA60 The system should provide the ability to show remaining grant balances.
The system should provide the ability to generate the following reports for
GA61
individual grants, as well as for all grants:
GA61 1 Year end and interim financial statements
GA61 2 The system should provide grant titles in all reports.
The system should provide the ability to track the following information for each
GA62
grant related activity:
GA62 1 Grant number
GA62 2 Account code
GA62 3 CFDA number
GA62 4 Funding agency
GA62 5 Name of program
GA62 6 Type of funding agency (federal, state, local, etc.)
GA62 7 Award amount
GA62 8 PO number
GA62 9 Vendor name
GA62 10 Invoice number
GA62 11 Check number
GA63 The system should be able to track and manage the following:
GA63 1 Grants in progress
GA63 2 Report due dates
GA63 3 Grant eligibility
GA63 4 Grant proposal
GA63 5 Multiple grant approval phases
GA63 6 Reimbursements
GA63 7 Sub recipient contracts
GA63 8 Grant ending date
GA63 9 In-kind transactions
GA63 10 Application date
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
GRANTS ACCOUNTING RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
GA63 11 Percent match
GA63 12 Monetary versus in-kind contributions
GA63 13 Specific accounts of matching funds
GA63 14 Status of matched funds
GA64 The system should allow multiple departments/divisions to enter/update specific
information on a single grant based on user defined security constraints.
The system should provide the ability to account for grant revenues and
GA65
expenditures at the transactional level for:
GA65 1 Fiscal year
GA65 2 Grant year
GA65 3 Perpetual life of the grant
GA65 4 Breakdowns by period
GA65 5 In total (inception to date) for all prior years
GA66
The system should provide the ability to denote if grants are for multiple years.
The system should provide the ability to consolidate grant, budget, and grant
GA67
expense information on a project and department basis.
The system should provide cost accounting information to calculate indirect cost
GA68 rates and provide internal service billings between supporting departments and
the grant/project.
GA69 The system should provide the ability to generate multiple seeds for grants.
The system should provide the ability to exclude grant numbers from all the
GA70
reports if they have been flagged as "inactive".
The system should provide the ability to set up default mapping rules (for
example: the user enters the grant number and the system would automatically
GA71
default to the associated GL account coding - either the cost center or object
code or both) with manual override.
The system should provide the ability to create the Quarterly Expenditure
GA72
Report for Federal Grants - SF 269
The system should provide the ability to create the Federal Cash Transactions
GA73
Report - SF 272
GA74 The systems should allow an awarded grant to become a contract.
GA75 The system should provide a text field to denote comments/notes.
GA75 Sub Recipient Requirements Section
The system should provide the ability to track reimbursement of costs for
GA76
projects managed by sub recipients.
The system should provide the ability to input costs for a project submitted by
GA77
sub recipients
The system should provide the ability to produce AP vouchers (payment
GA78
request) for payment to sub recipients
The system should provide the ability to record grant contracts with sub
GA79
recipient requirements to specific grants and/or sub grants.
The system should provide the ability to track grant applications from
GA80
applicants/sub-recipients.
The system should provide the ability to rank, evaluate and award grants to
GA81
applicants/sub-recipients.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for
3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
PURCHASING MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
PR General Operating Requirements Section
The purchasing module should integrate with the general ledger, accounts
PR1 payable, encumbrance, inventory, project ledger, fixed assets, and possibly the
grants module.
The system should have the ability to perform budget checking during the
PR2
creating of a requisition or a purchase order.
The system should prevent duplicate requisition and purchase order numbers
PR3
from being created.
The system should prevent the assignment of a purchase order number before
PR4
the purchase requisition has been approved.
The system should have the ability to establish the following for blanket
PR5
purchase orders:
PR5 1 A not-to-exceed amount on the entire blanket purchase order
A not-to-exceed amount on each release/requisition against a blanket
PR5 2
order (per occurance)
PR5 3 An expiration date
The system should track purchase releases and payments issued against
PR6
blanket orders.
The system should allow for the attachment of images or source documents to
PR7
the purchase order. (either as an attached image or a URL)
The system should display an error message when an inactive or erroneous
PR8
cost center, account number, vendor ID, etc. is entered.
PR9 The system should have the ability to automatically encumber funds during the
requisition process or when the requisition is made into a purchase order.
The system should have the ability to reconcile purchase order totals to
PR10
encumbrance totals
The system should provide the ability to automatically adjust encumbrance
PR11
balances when a change order affects account coding or line amounts.
The system should provide the ability to automatically reverse the pre-
PR12
encumbrance when the encumbrance record is created.
The system should provide full encumbrance capabilities. For blanket purchase
PR13 orders, the system should allow the users to encumber releases against the
blanket
The system should provide the ability to close unused encumbrances easily and
PR14
adjust the budget balances accordingly .
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PURCHASING MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide different options of carrying over open
encumbrances at year end. One example is for the organization to create
PR15
another budget version in the ensuing year that is separate and apart from the
Operating Budget.
The system should automatically populate the "entered by" field on the
PR16 requisition with the name of the person who is logged in and entering the
requisition..
The system should provide an on-screen display of the running PR/PO total as
PR17
line items are entered.
The system should use an integrated commodity database that can sort by
PR18
class or description.
PR19 The system should be able to track NIGP commodity codes
The system should provide commodity selection by commodity number or
PR20
name.
The system should have the ability to split a requisition into multiple purchase
PR21
orders
The system should provide the ability to combine several requisitions into one
PR22
purchase order
PR23
The system should automatically calculate the extended price (units x unit cost).
The system should have the ability to automatically notify the Purchasing
PR24
Department of approved requisitions that are ready to be processed.
The system should have the ability to forward requisitions (based on user
PR25
defined criteria) to the appropriate buyer.
The system should have the ability to track buyer workload and be able to
PR26
display outstanding requisitions by buyer.
The system should provide the ability to print descriptive information on the
PR27 purchase order document, including vendor name and address, shipping
instructions, special instructions, and a menu of Terms & Conditions.
The system should provide the ability to assign line item notes to purchase
PR28 orders in situations where descriptions would be helpful for clarification or
justification purposes.
The system should provide a separate screen for notes (pertaining to the PO as
a whole) to document any pertinent conversations between the buyer and the
PR29
vendor or any other pertinent conversations. This note section should be time
stamped and should have security features. The notes should have the option
of being labeled as internal or external (to print on the PO)
The description field for purchase order line items should have word-wrap
PR30
capabilities.
The system should have the ability to generate single or multi-page purchase
PR31
orders
The system should allow numerous line items to be charged to a single account
PR32
and a single line item to be charged to multiple accounts.
The system should provide for the automatic assignment of a system assigned
PR33
purchase order number.
The system should provide for the creation of multiple seed numbers to enable
PR34 different numbering conventions to be used during the creation of purchase
requisitions and purchase orders.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PURCHASING MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
PR35 The system should allow authorized users to cancel purchase orders
The system should provide the ability to update and change the PO with
PR36
appropriate security. (even after a partial payment has been made)
PR37 The system should be able to track changes to a purchase order.
PR38 The system should automatically close a purchase order and all associated
encumbrances when a final payment is issued by Accounts Payable.
PR39 The system should provide users the ability to complete an on-line electronic
order form that automatically creates a purchase requisition within the system.
The system should track discounts offered by the vendor with automatic
PR40
notification as items are requisitioned from those vendors.
The system should be able to provide a list of preferred vendors based on
PR41
commodity codes used when entering a requisition.
The system should be able to track freight charges and to define freight routing
PR42
options.
The system should allow buyers to override either user-specified or system
PR43
generated vendors and prices.
The system should maintain an audit trail of all users who have modified a
PR44
document.
The system should allow the creator of the requisition to edit the requisition
PR45
document up until the point it has received any approvals.
The system should allow for approval overrides so that authorized users can
PR46
print the purchase order immediately.
PR47
The system should provide a field for the delivery location on a purchase order.
The system should generate an automated notification to the ordering
PR48 department when the receiving department enters returns or backordered items
into the system.
The system should warn/prevent receiving until purchase orders have been
PR49
completed and printed by the Purchasing Department
The system should allow the design of customized forms, including a Request
PR50
for Quote, Purchase Request and Purchase Order.
The system should be able to show the status of purchase
PR51 requisitions/purchase orders to reflect whether the document has been
approved, printed, received, and/or paid.
The system should maintain an audit trail of all approval activities related to a
requisition. This includes the approver's name, the date of activity, whether the
PR52
approver made changes to the requisition, and whether the approver rejected,
approved or forwarded the requisition.
The system should provide the capability for users to inquire and report on
PR53 where a requisition is in the approval process and how long it has been waiting
for approval from that approver.
The system should provide an automated workflow tool for the approval of
purchase requistions/purchase orders. The tool should allow for the user to
PR54
define different rules for the approval routing of documents based on account
codes, dollar amounts, etc.
The system should enable departments to perform on-line inquiries to check the
PR55
status of quotes, requisitions and purchase orders
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PURCHASING MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should be able to report on the number of outstanding requisitions
PR56
and purchase orders
The system should provide for reporting at a summary level on purchase orders
PR57 including vendor name and address, PO total, account coding, and payment
information.
The system should be able to report on vendor history and provide activity
PR58
analysis
PR59 The system should run year to date reports for vendors
The system should provide complete on-line and hard copy reporting of
PR60
purchase orders with order and receipt information.
The system should be able to generate reports on stale dated requisitions and
PR61
purchase orders.
PR62
The system should be able to report and inquire on purchasing activities by:
PR62 1 vendor name and ID
PR62 2 account number
PR62 3 buyer
PR62 4 by date
PR62 5 end user
PR62 6 ordering department
The system should have the ability to automatically update the fixed asset
PR63
module.
The system should have the ability to interface with bar coding inventory
PR64
systems.
The system should provide the ability to print the DBA name on the purchase
PR65
order, not just the name of the individual.
The system should provide an unlimited number of line items for each
PR66
Requisition and Purchase Order
The system should track the flow of information for the entire life cycle of
PR67
procurement. (i.e.: requisition-to-payment.)
PR68
The system should have integration tools for any procurement card programs.
The system should provide the ability to electronically transmit purchase orders
PR69
to vendors.
The system should have the ability to send (hard copy or electronic format)
PR70
quote solicitation letters to vendors
The system should provide an automated sole source form that will be attached
to the requisition. Upon creating the requistion, the system should generate a
PR71 prompt that asks the user to respond as to whether or not the requisition is to be
sole-sourced. The system should automatically bring up the sole source form
and require it's completion by the user.
PR72 When entering a commodity code, the system should generate a pop-up
window with the most frequently used commodity codes for that user/buyer.
The system should have the ability to differentiate the receipt of an item from a
PR73 proof of payment for the item. In other words, the receipt of the item should not
be authorization for payment. There should be an additional workflow approval
process before a payment can be processed for the item.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PURCHASING MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should have the capability to link the requisition to the Hansen work
PR74
order system (by work order number).
The system should have the capability to link the requisition to a Fleet
PR75
Management System (by the equipment number).
PR75 Bid Functionality Section
The system should have the ability to create solicitations such as IFB's, RFP's,
PR76
RFQ's, and RFI's.
The system should have the ability to generate bid tabulations, store bid prices,
PR77
and quantify bid data for historical comparison purposes.
The system should provide the ability to post/release bids on-line and include
PR78
attachment documents/images.
PR79
The system should have the ability to track items that are currently out for bid.
The system should have the ability to provide savings breakdowns on bids and
PR80
quotes.
The system should provide a tracking system that can target bidders'
PR81
performance, including vendors who consistently do not bid.
PR82 The system should allow vendors to submit their bids on-line
PR83 The system should allow vendors to submit attachments with their bids.
The system should provide system access to open bids, bid tabs, award tabs,
PR84
vendors, contract terms, etc
PR84 Vendor Related Requirements Section
PR85
The system should provide maintenance of multiple addresses for each vendor.
PR86 The system should allow vendor "numbers" to be setup as alphanumeric.
The system should allow the user to view and select from a list of all available
PR87
addresses associated with a vendor.
The system should provide the ability to identify vendors who have won bids
PR88
and the activity for those bids.
The system should maintain an easy-to-use master vendor file, including vendor
PR89
information and types of commodity/service they can bid on.
PR90 The system should have the ability to create a "to be determined" vendor for
purchase requests where the initiator does not know the vendor to be selected.
Users should have access to the vendor file while in the Requisition screen,
PR91
allowing them the ability to look up vendor information. Vendor information such
as fax, email, and phone number should be easily accessible
The system should provide the ability to set up vendors for specific products
PR92 and have the system display or populate the fields along with the pricing
information.
The system should have the ability to record vendor responses to bids and
PR93
create a Purchase Orders if the quote is awarded to the vendor.
The system should provide the ability to track why a vendor was not selected
PR94
(high price, inferior quality, etc.)
The system should provide designation codes to identify characteristics for a
PR95
vendor (such as bad quality vendor, DBE, MBE, WBE, etc.)
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PURCHASING MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should allow authorized users to purge vendors after a user-
PR96
specified period of inactivity.
The system should allow multiple users to view the same vendor
PR97
simultaneously.
The system should provide the ability to automatically merge two vendors and
update all related activity for and associated history for the merged vendor
PR98
(based on user security). A complete audit trail should be maintained for this
action.
The system should have the capability to load the most current United States
Postal Service zip code table to the database. The system should automatically
PR99 fill in zip code fields based upon the City Name and State. If a user manually
enters a zip code into the zip code field, the system should verify the entry for
accuracy against the zip code table.
PR99 Vendor Self Service Section
The system should provide online vendor self-service abilities with an easy-to-
PR100
use, secure online process with the following capabilities:
The system should provide vendors the ability to update/maintain their
PR100 1
contact information, inquire on invoices and payment status.
The system should allow customization of the on-line vendor registration
PR100 2
screens/process.
The system should provide an easy-to-use way for vendors to select and
PR100 3
assign their commodity codes during registration.
The system should allow for the customization of on-line help screens for
PR100 4
vendor registration.
The system should provide on-line notification of forgotten user ID's and
PR100 5
passwords to vendors.
The system should provide the ability for vendors to attach/submit their W-
PR100 6
9 forms on-line
The system should provide the ability for vendors to enter their
PR100 7
banking/ACH information on-line.
The system should provide the ability to place self-service updates in a
PR100 8
holding file for approval and post updates once approved.
The system should provide the vendors the ability to submit invoices over
PR100 9
the internet.
PR101 The system should accommodate a vendor view of invoice status including:
PR101 1 Payment status.
PR101 2 Payment amount.
PR101 3 Check number if check has been issued.
PR101 Receiving Related Requirements Section
The system should allow for either centralized or decentralized (end-user)
PR102
processing of receipts for goods and services.
The system should provide the ability to maintain historical information of
PR103 receiving, including receiver name, date of receipt, and quantities received,
returned, damaged, etc
The system should prevent AP from making a payment on an invoice if
PR104
receiving has not taken place for the invoiced items.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PURCHASING MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to track the anticipated delivery date and
PR105
the actual receiving date
The system should provide real time purchasing reports showing original goods
PR106
requested versus actual goods received.
PR107 The system should provide receiving reports
The system should provide a Vendor Shipping Performance Report that
PR108 includes due dates for delivery, actual dates of delivery, accuracy of shipments,
etc.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for 3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
BUDGET MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
BM General Operating Requirements Section
The system should provide the ability to setup and apply budgetary controls at
BM1 any level of the account structure (by line item), as established in the chart of
accounts.
The system should provide the ability to summarize budgets based on account
BM2 attributes (groupings) that are built into the account structure in the General
Ledger and Project Ledger.
The system should provide a flexible way of preparing budget details that is not
BM3
restricted to the attributes of the chart of accounts. (The ability to budget at
lower or more detailed levels than the chart of accounts allows for)
The system should provide the ability to budget related revenues and
BM4
expenditures at the program level.
The system should accommodate multi-year (inception to date) budget
BM5
controls.
The system should provide the ability to develop multi-year and inception to
BM6
date project budgets according to user-defined parameters.
The system should provide the ability to keep multiple budget years open at the
BM7
same time.
The system should maintain on-line budget data for any number of past,
BM8
present, and future years.
The system should provide the ability to make mass adjustments to multiple
BM9
budget line items at once.
The system should provide the ability to make dollar and percentage
BM10
adjustments by budget line item or line item group.
BM11 The system should provide the ability to allocate overhead and administration
costs to departments, cost centers, programs, sub-program, etc.
BM12
The system should allow for the transfer of funds between budgeted line items.
BM13 The system should be able to assign unique identifiers for budget transfers.
The system should provide the ability to perform budget modifications and
BM14
maintain appropriate audit trails.
The system should provide the ability to budget by position. It should have the
BM15 ability to handle approved agreements by bargaining unit and estimated
increases, salary and step pay plans. The system should provide the ability to
view different job classifications and their corresponding pay ranges and steps.
The system should be able to track salary commitments and payroll
BM16
expenditures by position.
The system should allow the same employee to be budgeted to multiple
BM17
account codes
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
BUDGET MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to automatically calculate an hourly rate
BM18 by the number of estimated annual hours in order to produce a budget for each
employee.
BM19 The system should allow users to view current year- to- date or user defined
range of actual hours by employee as a basis to prepare the upcoming budget.
The system should have the ability to budget by base salary (and other pay
BM20 increments) by various accounting elements (funding sources, division,
subprogram, etc.)
The system should provide pull-down lists and lookup features within data
BM21
fields
The system should allow users to view the detail charges of actual spending or
BM22
encumbrance amounts against the budget.
They system should provide the ability to perform budget checking at all
BM23 transaction points, including pre-encumbrance, purchase order, invoice, and
check generation.
The system should integrate with Human Resources (Position Control), Payroll,
BM24 General Ledger, Purchasing, Grant Management, Project Accounting and other
applicable subsystems.
BM25 The system should allow for the budget based projections, including:
The system should provide the ability to compute "what if" scenarios using
BM25 1
user defined calculations.
The system should provide the ability to perform a variety of revenue,
BM25 2 expenditure, and fund balance forecasting including the ability to perform
fee analysis.
The system should allow forecasts to be calculated in terms of
BM25 3 percentage increases or decreases (either globally or for specific
departments, funding sources or other units).
The system should allow salary and benefits projections based on user
BM25 4
defined parameters (fixed cost, percentage, lump sum).
The system should allow for the analysis of subsequent proposals and
BM26
changes without affecting current budgets.
The system should provide the ability to accommodate project contingency line
BM27
items in budgets.
BM28 The system should provide Performance-based Budgeting.
The system should provide users the ability to enter budget requests
BM29
(modifications, transfers,etc.) on-line.
The system should allow users the ability to create a budget "worksheet" to
BM30
facilitate the budget preparation process.
The system should provide the ability to create, maintain and compare multiple
BM31
budget versions
The system should provide on-line budget preparation capabilities to all
BM32
departments based on user defined rules.
The system should provide the ability to create the final budget document on-
BM33
line in its finished form.
The system should provide a report that lists information for employees
BM34 including position and hourly rate by account number with flexible subtotaling
capabilities.
The system should allow users to download or upload budgets from desk-top
BM35
applications
BM36
The system should allow budgets to be copied forward from the current budget.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
BUDGET MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to maintain narrative information such as
goals and objectives, justifications, and performance criteria within the
BM37
department. Justifications should be able to be maintained at the lowest level
of budget line item.
The system should provide different options of carrying over open
encumbrances at year end. One example is for the organization to create
BM38
another budget version in the ensuing year that is separate from the Operating
Budget.
The system should provide a mechanism for lapsing the operating budget at
BM39 year-end while allowing CIP for the same year and other continuing budget
amounts to roll forward.
The system should provide the ability to automatically identify accounts that
BM40
meet the criteria for being carried forward to the next fiscal period.
BM41
The system should provide a complete encumbrance transaction history report.
The system should provide standard and customized budget reports. At a
BM42
minimum, the standard reporting should provide the ability to:
BM42 1 Run reports based on date range (user defined, fiscal year, etc)
Develop exception reports or criteria-driven reports (e.g. accounts that are
BM42 2
75% expended at mid-year)
BM42 3 Drill down to the lowest level
BM42 4 Drill down to a supporting scanned document
Run variance reports to compare actual expenditures to encumbered
BM42 5
amounts against the respective budgets for at least a five year period.
Develop other customized management and budget reports based any
BM42 6
budget data field
Develop statistical budget information to allow research and analysis
BM42 7
(including performance measurements)
BM42 8 Include charts and other graphical information
The system should provide the ability to tie performance data to any level of
BM43
detail (e.g.: organization, program or division rollup).
The system should provide the ability to track original and amended budgeted
BM44
amounts by line item.
At each stage of budget checking (requisition, purchase order, invoice, check),
the system should allow for the designation of whether a warning or a block will
BM45
occur when a user attempts to enter a transaction that exceeds the available
funds in the budget.
The system should allow authorized users the ability to establish a tolerance
BM46 percentage or any other user defined constraint before the over-budget
condition is blocked or warned.
The system should provide a contact person or "responsible person" assigned
BM47
to each cost center/department.
The system should allow for the creation of temporary cost center numbers and
BM48
allow them to be deleted if they are not approved.
The system should allow for the definition of security that restricts the access,
BM49 creation and/or approval of specific budgets to authorized users. Security
should be provided at the functional and database level.
The system should provide the ability to electronically route the following while
BM50
maintaining a complete audit trail:
Budgets for approval. The approver should be able to make changes to
BM50 1
the budget.
BM50 2 Proposed budgetary transfers/changes.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for 3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
ACCOUNTS PAYABLE MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
AP General Operating Requirements Section
AP1 The system should provide the ability to set up inter-fund payable entries
The system should provide 3 way matching of purchase orders, receiving
AP2 documents and invoices. The system should be able to override the 3-way
matching.
The system should automatically calculate the payment due date based on
user-defined criteria for each vendor (for example, 30 days from the receipt
AP3
date of an invoice). The user should be able to over-ride the system produced
date.
AP4 The system should allow for user-defined aging criteria for reporting.
The system should have the ability to establish a dollar and/or percentage
threshold for overpayments where the invoiced amount is greater than the
AP5
PO/encumbered amount. (To allow AP to process invoices without delay when
there are small differences related to shipping, freight, etc.)
The AP system should automatically post entries to the General Ledger,
AP6 including expense distribution, cash distribution, discounts earned, retainage,
sales tax, etc.)
The system should be able to track use taxes and automatically generate the
AP7
entries to book the liability
The system should have the capability to prevent unauthorized users from
AP8
modifying invoice data once the invoice has been approved and released.
The system should have the ability to prevent the entry of an invoice that would
AP9 cause the cumulative invoiced amount to exceed the contract or purchase
order.
The system should provide for an unlimited or user defined field size for invoice
AP10
numbers.
AP11 The system should have the following capabilities related to vendor returns:
The system should maintain credit memo balances for vendor(s) in order
AP11 1
to offset future invoices.
The system should have the ability to apply a credit memo to more than
AP11 2
one vendor invoice
The system should prevent payments to vendors with credit or zero
AP11 3
balances
AP12 The system should have the following 1099 related capabilities:
The system should track 1099 vendors and keep a history of all 1099
AP12 1
qualifying payments.
The system should have the capability to generate 1099 IRS reports on
AP12 2
standard forms and also to transmit 1099 information electronically
AP12 3 The system should allow for the addition of manually added 1099's.
The system should include mandated 1099 updates with annual
AP12 4
maintenance releases.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
ACCOUNTS PAYABLE MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to keep track of IRS notices for
AP12 5
missing or incorrect tax ID numbers for individual vendors.
The system should provide the ability to indicate that a vendor is 1099 but
AP12 6 then allow the user to exclude individual payments from the 1099
transactions for that vendor.
AP12 7 The system should have the capability to keep track of vendor levies.
AP12 8 The system should provide the ability to generate amended 1099s.
The system should provide the ability to automatically adjust 1099
AP12 9
balances when payments are cancelled.
The system should have the capability to receive vendor invoices
AP13
electronically.
The system should maintain vendor payment records for current period, year-to-
AP14
date, prior years and also by date range.
The system should provide a Vendor Analysis Report that shows various
AP15
breakdowns of activities (quantity, product line, type) by vendor.
AP16 The system should prevent duplicate invoices from being entered.
The system should allow users to view duplicate invoices when the user is
AP17
flagged that they are attempting to enter a duplicate invoice.
The system should allow the user to enter multiple invoice numbers (as one
AP18 query) for which the system will check to see any of them are duplicate invoice
numbers.
AP19 The system should allow payments against multiple invoices on one check
The system should allow the user to request separate checks when multiple
AP20
invoices are being processed for the same vendor.
AP21 The system should support multiple payment types (e.g., system generated
checks, manual checks, wire transfers, procurement cards, e-commerce, etc.)
The system should update encumbrance records once an invoice is paid. (In
AP22
order to move the amount from encumbered to actual).
The system should provide the ability to pay both encumbered and non-
AP23
encumbered items on the same check.
AP24 The system should allow for the processing of stop payments.
AP25 The system should be able to void a range of checks.
AP26 The system should allow users to void stale dated checks.
The system should provide the ability to void a check and facilitate the re-
AP27
processing of a new check for the same invoice(s).
AP28 The system should have the ability to issue manual warrants/checks.
AP29 The system should allow invoices that are not tied to a purchase order to be
entered into the system. (as long as the purchase does not exceed budgets)
The system should allow multiple partial payments against a purchase order or
AP30
a contract until the total amount is reached.
The system should allow users to select from different bank accounts for
AP31
disbursements
The system should provide the capability for AP users to schedule check runs
AP32 (users with appropriate security can define when and how often checks are
processed)
The system should allow authorized users to withhold payments to a vendor
AP33
even though the invoice is due
AP34 The system should have the ability to suspend and/or restart payment for
specified vendors, contracts or work orders based on a user defined duration.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
ACCOUNTS PAYABLE MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide a separate field to identify discounts separately on
AP35
the invoice data entry screen.
The system should provide an option to process discounts (i.e.: automatically
AP36 debit the expense net of the discount or debit gross expenses and credit a
discount earned account.)
The system should allow users to set up discount and payment terms for each
AP37
vendor.
The system should provide the ability to override the defaulted vendor
AP38
discount.
AP39 The system should provide the ability to automatically calculate discounts when
the check payment date is the same as, or prior to, the discount due date.
The system should provide the ability to view and report on invoices waiting for
AP40
payment by fund, department, vendor, due date, etc.
AP41 The system should provide a field to indicate the distribution of the check. It
should enable the user to indicate the specific pick-up location of the check.
The system should provide the capability to sort and print checks based on
AP42
user-defined selection criteria. (including the pick-up location)
The system should provide the ability to undo an invoice distribution/posting
AP43
with the proper security.
The system should allow the customization of checks with fields such as the
invoice number(s), invoice line item(s), invoice amount(s), discounts taken,
AP44
vendor name, vendor number, purchase order number and/or any other AP
data field.
The system should provide the option to print invoice line items on the check
AP45
stub in detail or summary format.
The system should allow the printing of check details on successive check
AP46
stubs if there is an overflow condition.
The system should be able to print checks on blank check stock (the system
AP47
should print the system generated check number on the check).
When voiding a check, the system should automatically reverse the General
AP48
Ledger and AP postings.
AP49 The system should provide a check register of manually prepared checks.
The system should be able to flag checks such as: negative checks and zero
AP50
checks.
The system should provide standard and customized reports. Standard reports
should, at a minimum, include Cash Disbursements Journal, Open Payables
Listing, Accounts Payable Aging Report, Outstanding Invoice Listing, Cash
AP51 Requirements Report, Check Register, Outstanding Checks, Cleared Checks,
Check Reconciliation Report, Vendor List, Void and Stale Dated Report,
ACH/Wire Report, and Inactive Vendor List. (Have client identify others that
they need)
AP52
The system should generate reports that identify gaps in the check sequence
The system should have the ability to set up pay codes and distribution codes,
AP53 allowing users to define terms of payment and the allocation of invoice
amounts to various departments.
The system should amortize existing pre-payments by automatically generating
AP54
invoices to distribute the payments to the proper periods.
The system should come with a time and expense functionality for the tracking
AP55
of travel advances and travel expense reports.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
ACCOUNTS PAYABLE MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should have an automatic interface with banking institution(s) to
AP56 allow for electronic ACH payments and other digital functions (positive pay,
stop payments, voids, etc).
The system should have the ability to electronically notify vendors of pending
AP57
ACH payments.
The system should provide the ability to copy invoices/payment documents.
AP58
The copied document should allow editing/modification.
The system should provide a functionality for recurring invoices where the user
AP59 can define the repetitive invoice and then the system will automatically
generate an invoice based on the specifications defined in the template.
(frequency, amount, account, vendor, invoice numbering convention, etc.)
The system should allow templates to be established that can be used to
AP60
simplify data entry for future invoices that are similar in nature.
The system should facilitate check reversals. The user should only need to
enter the bank id and check number within the reversal record and the system
AP61 should automatically extract all check related information into the record The
user would then simply need to post the record and the check would be
reversed.
The system should have the ability to automatically re-open an invoice upon
AP62
check reversal.
The system should provide the ability to reverse an electronic payment and
AP63
create a new electronic payment without entering additional data.
The system should have controls to block or warn users when invoices exceed
AP64
the budget, encumbrances or when using invalid accounts
The system should provide an efficient process to facilitate the payment of
AP65 immediate checks that need to be processed before the regular check
processing date.
The system should enable interfaces of invoice information (from another
AP66 application). The system should automatically generate invoices for payment
based on the uploaded information.
The invoice screen should allow for the definition of a (user defined) invoice
AP67 category/group to enable the grouping of invoices for approvals, payment,
reporting and inquiry.
The system should provide multiple payment selection criteria (i.e.: by due
date, by vendor, invoice category/group, by invoice number, by account
AP68
number, by department number, etc.) in order to allow the user to pay based on
various factors.
The system should provide the ability to de-select an invoice for payment (after
AP69
a group of invoices has been selected for payment).
The system should provide the option to automatically split freight or shipping
AP70
charges among split accounts within an invoice
The system should allow the user to distribute to multiple account numbers for
AP71
each invoice.
For telephone and other utility bills, the system should provide the ability for
AP72 users to set up distribution codes for the allocation of the invoiced amounts to
various departments.
The system should provide visibility to the PO while in invoice data entry mode.
If the invoice is associated with a PO, then the user should be able to view the
AP73 purchase order line items and indicate the lines and amounts they would like to
pay. This information would then automatically come forward into the invoice in
order to reduce the need for duplicate data entry.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
ACCOUNTS PAYABLE MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
AP74 The system should be able to produce an automatic notification to alert a user
when there is a payment request that exceeds a certain dollar amount.
AP75 The system should be able to automatically generate a notification to
summarize payments by payment type (ACH, check, voids, wire transfers, etc)
The system should be able to generate an automatic approval request for
AP76 payments requests that require additional approval (for example, when a
certain cost center/account is used).
The system should provide the ability to include user defined "broadcast
AP77
messages" on all checks in a check run.
The system should automatically generate electronic notices to vendors to alert
AP78
them of ACH payments made to their accounts.
The system should have the ability to import procurement card information from
AP79
the procurement card provider. Please list the procurement card providers
under the "comments" column that your system has interfaced with in the past.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for 3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
ACCOUNTS RECEIVABLE MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
AP General Operating Requirements Section
The system should provide the ability to activate/deactivate customers on
AP1
request
The system should have an integrated AR and Cash Receipts subsystems that
AP2
provide real time information
AP3 The system should be able to generate delinquency letters to customers
The system should be able to produce refund checks from Accounts
Receivable through Accounts Payable based on user-defined criteria.
AP4
Customer account number from Accounts Receivable should be brought over
to Accounts Payable.
The system should provide the ability to create separate receivables by fund or
AP5
by type of activity
The system should be able to maintain daily/monthly Accounts Receivable
AP6
control totals with supporting detail
The system should be able to generate customer statements showing
AP7 beginning balance, charges during the month, credits during the month and
ending balance with an aging recap
The system should be able to generate a General Ledger Distribution Report
AP8 that summarizes the posting to specific Accounts Receivable and revenue
accounts.
The system should provide the ability to process installment billings and
AP9
perform aging according to the installment terms
The system should be able to generate warning when duplicate Invoice
AP10
numbers or cash receipt numbers are used.
The system should provide a customer database with the ability to assign a
AP11
different class code for each type of customer.
The system should provide the ability to assign multiple class codes to a
AP12
customer.
AP13 The system should allow for prepayments by customers
AP14 The system should maintain a master customer file.
The system should be able to support extended payment terms and adjust the
AP15
aging to reflect the new term
The system should allow authorized users to create "dummy" cost centers
and/or account number so that the cash receipt can get posted to temporary
AP16
accounts. The temporary accounts should be analyzed and then posted to the
proper account.
AP17 The system should provide the ability to assign unique invoice numbers.
The system should allow users to enter credit memos to update Accounts
AP18
Receivable.
The system should provide the ability to automatically assign unique credit
AP19
memo numbers
The system should provide the ability to print debit and credit memos on
AP20
request
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
ACCOUNTS RECEIVABLE MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
AP21 The system should be able to bill partial invoices
The system should support tear-off remittance advice that the customer can
AP22
return with the payment
The system should allow for user-defined delinquency notices and form letters
AP23
and be able to maintain a history of what was sent.
The system should allow users to print invoices and/or statements in any user
AP24 defined criteria (i.e. by customer number, customer name, zip code, payment
status, etc)
The system should provide the ability to include informational messages on
AP25
invoices/statements
The system should allow users to suppress statements with zero and credit
AP26
balance.
AP27 The system should allow the same check to apply to multiple open items
The system should allow partial payments to be applied to specific invoice line
AP28
items.
The system should allow partial payments to be applied to a predetermined
AP29
order instead of just applying payments to the earliest open receivable item
The system should provide the ability to process non-sufficient funds checks
AP30
with correct posting to the General Ledger
The system should display all open invoices for a particular customer during
AP31
cash receipts posting
AP32 The system should provide online customer and billing data (such as invoices,
adjustments and payments by customers, etc. ) by authorized personnel.
The system should display the open item/balance forward status and aging for
AP33
customer invoices
The system should provide the ability to review past due customer accounts on-
AP34
line by authorized personnel
The system should provide the ability to assess interest, late charges and
AP35
penalties.
AP36 The system should provide the ability to waive the following:
AP36 1 Late Fees.
AP36 2 NSF Fees.
AP36 3 Interest or Finance Charges.
The system should provide the ability to review customer aging and other
AP37
statistics (such as last payment date, etc.) on-line by authorized personnel
The system should allow users to define aging categories (e.g., current,
AP38
30,60,90 days)
The system should provide the ability to write off accounts based on user
AP39
defined criteria.
The system should provide the ability to track accounts sent to collection
AP40
agencies.
The system should provide a Billing module that is capable of creating different
AP41
user-defined forms for different types of enterprise activities.
The system should provide the ability to tie a customer code to some sort of
AP42
geobase of street addresses for business license billing.
AP43 The system must be able to accommodate internal service billings.
The system should provide the ability to set up recurring billing based on
AP44 contract specifications (i.e.: begin date, end date, insurance information,
frequency, amount)
The system should provide a user defined grace period, allowing customers to
AP45
pay prior period rates.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
ACCOUNTS RECEIVABLE MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to flag delinquent customers based on
AP46
user-defined criteria, allowing state refund tax interceptions.
The system should provide the ability to reference business license number to
AP47
the customer information.
The customer database should provide the ability to maintain insurance
AP48
information.
AP49 The system should provide the ability to re-print customer invoices.
AP50 The system should provide electronic billing capabilities
The system should provide the ability to track work performed but not yet billed
AP51
out to customers.
The system should provide the ability to bill by type of charge and/or type of
AP52
customer.
The system should provide the ability to suspend billing on items disputed by
AP53
the customer.
The system should provide the ability to generate tickler messages for
AP54
automatic display on specific dates for follow-up with a customer.
The system should provide the ability to automatically calculate interest on
AP55 individual accounts from an effective dated interest table and bill customer for
interest and principal.
The system should provide the ability to maintain multiple addresses for each
AP56
customer
The system should provide the ability to purge customer account and history
AP57
based on user defined criteria.
AP58 The system should provide the ability to send out remittance notices to
customers with no billed amount (for example: Transient Occupancy Tax, etc.)
The system should provide the ability to maintain customer correspondence
AP59 and internal notes/comments (for example: Customer has paid with NSF
checks in the past, etc. )
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for 3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
CASH RECEIPTS RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
CR General Operating Requirements Section
The system should allow for the collection of cash payments for both general
CR1
receipts and for receipts on receivables.
The system should have an integrated AR and Cash Receipts subsystems that
CR2
provide real time information
The system should allow for multi-line descriptions to be entered on each
CR3
receipt.
The system should allow for printing of fund and account information on cash
CR4
receipts.
The system should be able to generate warning when duplicate cash receipt
CR5
numbers are used.
The system should allow for the tracking of receipts by various types, such as
CR6
mail, counter, park facility, library, City Clerk's Office, etc.
The system should allow for the tracking of receipts by input operator and by
CR7
date. Detailed information should be available.
CR8
The system should provide the ability to track multiple receipt types including:
CR8 1 Cash
CR8 2 Check
CR8 4 Credit Cards
CR8 5 Direct Deposits
CR8 6 Other (auto-pay, lockbox, online payment, online banking, etc.)
During cash receipting, the system should allow the online lookup of customer
CR9
numbers based on a full or partial name entry.
During cash receipting, the system should allow the online lookup of account
CR10
name and numbers.
CR11 The system should provide for automatic General Ledger updates. It should
allow a single cash receipt to be posted to multiple General Ledger accounts.
For each line of a cash receipt, the system should allow for the entry of the
CR12 project, grant, work order, and/or task number for notation or posting to those
systems.
The system should provide the user the ability to override the offset account to
CR13
which the General Ledger transaction will be posted.
The system should allow for automatic generation of General Ledger
CR14 distribution by receipt type, accounts receivable type, customer or other
methods.
The system should provide the ability to print receipts immediately after
CR15
customer payments are entered.
The system should provide for a daily and monthly cash receipts journal report
CR16
showing all transactions.
The system should provide a daily or monthly edit report showing cash receipts
CR17
sorted at a minimum by:
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
CASH RECEIPTS RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
CR17 1 Receipts By Operator
CR17 2 General Ledger Distribution
CR17 3 Date
CR17 4 Receipt by Location
CR17 5 Entry Sequence
CR18 The system should provide, at a minimum, the following reports:
CR18 1 Receipts By Type
CR18 2 Receipts By Processing Source (ie: paypal, etc.)
CR19 The system should provide the capability of user defined fields.
CR20 The system should be able to interface to various POS systems by specific
revenue accounts and type of receipt (cash, check, credit card, debit card, etc.)
The system should provide the ability to tie a customer code to some sort of
CR21
geobase of street addresses for business license billing
The system should provide the ability to interface to CLASS (Recreation &
CR22
Parks System)
CR23 The system should provide the ability to interface to PERMIST PLUS
The system should provide the ability to interface to AIMS (Automated
CR24
Issuance Management System), a parking citation management system.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for 3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
CAPITAL ASSETS RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
FA General Operating Requirements Section
The system should provide for the automated calculation of depreciation and
FA1
posting of entries to the General Ledger
The system should have the ability to selectively post depreciation based on
asset category, account, status, or other field. For example, depreciation rules
FA2 may differ for capital and non-capital items and the system must have the
capability to distinguish between these categories and book (or suppress)
depreciation accordingly.
The system should have the option to depreciate on a variety of methods
FA3
(straight line, sum of years digits, double declining balance, etc.)
The system should provide for depreciation comparisons, such as Last Year
FA4
Amount, Year to Date Amount, Last Depr Amount, etc.)
The system should allow a choice for capital assets to begin depreciation
FA5
based on either the acquisition date or the in-service date.
The system should allow depreciation to be calculated on a monthly, quarterly,
FA6
or annual basis.
The system should have the ability to automatically populate the useful life
FA7
based on the asset classification.
The system should have the ability to allocate depreciation expense to the
FA8 functions/programs/activities on the Statement of Activities consistent with
GASB 34.
FA9 The system should provide the capability to assign primary classes to assets.
(for reporting and inquiry) For example, building, vehicles, equipment, etc.
The system should provide the capability to assign secondary or tertiary
classes to assets. (for sorting and inquiry) For example, office equipment
FA10
could represent a secondary class and fax machine, copier, and printer could
represent tertiary classes.
The system should allow both the automatic and manual entry creation of
FA11
assets into the system
The system should allow for improvement adjustments to an asset to increase
FA12
the value and/or extend the useful life, while maintaining the original asset
information intact. It should track the history of improvements to an asset.
The system should integrate with the General Ledger, Accounts Payable,
FA13
Purchasing, and Work Order modules.
The system should allow for the automatic creation of capital assets based on
user-defined specifications (account number & dollar threshold). Information
FA14
from Purchasing and Accounts Payable can then be automatically brought over
to the Capital Assets database.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
CAPITAL ASSETS RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
FA15 The system should allow for the creation of detailed retirement records in
relation to an asset, including sales price, disposal date, method of sale, etc.
The system should provide the ability to track multiple funding sources
FA16
(grant/local funding) related to one asset
The system should provide the ability to track an asset that was purchased
FA17
from more than one cost center (charge code)
The system should be able to expedite the process of transfers and disposals
through automated processing. For example, an electronic transfer form could
be established whereby as soon as the asset number is entered, the remaining
FA18 data fields are populated from the Capital Asset database. Using automated
tools, this form is then sent to the receiving department for their acceptance of
the transfer and then to Accounting to ensure the proper entries are made
within the Capital Assets system.
The system should accommodate the creation of user-defined electronic
FA18 1
forms.
The system should have the capability to automatically populate data
FA18 2
fields on the form from existing asset information.
The system should allow electronic forms to be routed for electronic
FA18 3
approvals.
The system should have the ability to track the transfer of assets and all
FA19
associated location/transfer history
The system should have the ability to provide for the automatic creation of
FA20
entries to the General ledger for transfer and disposition transactions.
The system should have the ability to maintain detailed vehicle records for
FA21
insurance purposes.
The system should have the ability to maintain cost, insurance, and
FA22
replacement values for property.
FA23 The system should have the ability to maintain detailed warranty records
The system should provide the ability to print standard reports and create
FA24 customized reports. (standard reports should include depreciation and
inventory reports by class/category, cost center, etc.)
The system should allow for CIP classification to accrue costs while the asset
FA25
is still under construction, but exclude it from depreciation
FA26 The system should provide the ability to link related assets together
The system should provide miscellaneous fields to track (and report on) user
FA27
defined information
The system should provide the ability to track information related to the asset
purchase, such as contract number, purchase order number, funding source,
FA28
grant information, bid number, check number, invoice number, vendor, item
description, GL account, etc.
The system should provide capabilities to automatically create multiple fixed
FA29
asset records based on a purchase order, contract or direct payment (for
example, a contract to purchase large quantities of handheld equipment).
FA30 The system should provide the ability to record donated assets.
The system should provide sufficient fields to track location information, such
FA31 as building, department, room, room description, address, phone, GPS
number, etc.
The system should provide the capability to assign a responsible person or
FA32
role, such as a custodian, to a capital asset.
FA33 The system should provide a "notes" section to allow free form text entry
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
CAPITAL ASSETS RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should allow the attachment of an image to each asset; such as a
FA34 picture of the asset, title documents, surveys, invoices, warranty certificates,
etc.
FA35 The system should provide barcode capability with physical inventory input
The system should provide separate fields for serial number, manufacturer,
FA36
make, model and other identifying marks
The system should provide the ability to upload/download information
FA37
(integration with desktop applications)
The system should provide users the ability to copy asset information from
FA38
another, pre-existing asset
FA39 The system should provide the ability to assign capital asset numbers based
on a 'seed' number so that numbers will not be skipped or duplicated
The system should provide the ability to setup multiple seed numbers in order
FA40 to maintain different numbering conventions for different types of assets. (for
example: capital assets can use a numbering convention like FA00001 and
non-capital/controllable items can use a nunbering convention like NC00001)
The system should provide the ability for users to override system assigned
FA41
asset numbers.
The system should allow for the creation of an electronic form that will be
automatically sent to the responsible asset custodian upon receipt of the asset.
FA42
The form will require the custodian to complete information regarding the asset,
including serial number, model number, location, etc. Once completed, the
information will automatically update the asset record.
The system should provide the ability to set up field level security in order to
FA43 restrict users to read or write access based on their location/department, or
other user defined criteria.
The system should provide the ability to track controlled (non-capital) assets.
FA44 These assets should be able to be uniquely identified so that they do not
depreciate.
The system should provide the ability to track employee-issued controlled
FA45
asset items for internal control purposes.
The system should provide the ability to distinguish capital assets in
FA46 government funds, proprietary funds and government wide for GASB reporting
purposes.
The system should provide the ability to manually enter a specific amount of
FA47 depreciation as an exception to normal depreciation methods, i.e. an override
capability.
The system should have the capability to retain the fixed asset number (that
was automatically assigned by the system) within the A/P or the G/L
FA48
subsystems. This would facilitate users in identifying fixed asset assignments
based on expenditure activity reports.
The system should provide the ability to make mass changes to an unlimited
FA49 number of asset records based on a single request/single screen entry with full
audit trail of changes made.
The system should allow asset fields to be updated (if they were originally
FA50 entered incorrectly), such as the asset classification, location, cost, etc. with full
audit trail of changes made.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
CAPITAL ASSETS RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the capability to prompt users to verify their
FA51 changes (to an existing asset) before they are accepted into the system. (with
full audit trail of changes made)
The system should have the ability to adjust depreciation accordingly if a valid
FA52 adjustment is made to the cost/useful life of an asset. (with full audit trail of
changes made)
The system should have the ability to interface to work order, asset
FA53
management, fleet management, and other systems.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for 3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
INVENTORY MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
IN General Operating Requirements Section
The system should provide the ability to maintain and look up the following
IN1
inventory information:
IN1 1 A primary item description field with an ample field length
IN1 2 Secondary and tertiary item description fields with ample field lengths
IN1 3 Item classification
IN1 4 Unit of measure
IN1 5 Order price
IN1 6 Average price
Vendor name/number for at least the last 3 different vendors that were
IN1 7
ordered from.
IN1 8 Multiple part numbers with ample field lengths
IN1 9 Serial number
IN1 10 Inventory number/stock number
IN1 11 Equipment number
IN1 12 Commodity type
IN1 13 Location
IN1 14 Quantity on hand
IN1 15 Quantity on order
IN1 16 Quantity received on orders
IN1 17 Received year-to-date
IN1 18 Issued current period
IN1 19 Issued last 365 day period
The system should keep track of inventory items that are on order via open
IN2 purchase orders, including information regarding on-order quantities, costs and
expected receipt dates.
The system should provide the ability to automatically process transactions and
IN3
maintain quantities related to (but not limited to):
IN3 1 Inventory issues
IN3 2 Receipts of stock items
IN3 3 Receipts of non-stock items
IN3 4 Adjustments
IN3 5 Transfers between locations
IN3 6 Returns back to stock
IN3 7 Returns back to vendor
IN3 8 Backorders
IN3 9 Purchase orders
The system should provide the ability to enter inventory receipts into the
IN4
system that are not related to a purchase order.
The system should provide the ability to track order history including, but not
IN5
limited to, the following items:
IN5 1 Movement history (turnaround)
IN5 2 Reorder points
City of Santa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
INVENTORY MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
IN5 3 Lead-time
IN5 4 Backorders
The system should provide the capability for each organizational unit to order
IN6
inventory items online.
The system should provide the ability to establish table driven standard units of
IN7
measure (e.g., pounds, boxes, barrels, gallons).
The system should provide the ability to convert different units of measure.
IN8
(For example, an item is ordered by the box, but issued by a unit of each)
IN9 The system should provide the ability to generate master parts lists and sub
lists for equipment by, but not limited to, manufacturer, quantity and cost.
The system should provide the ability to manage separate warehouse
IN10
inventories.
The system should provide the ability to adjust the average cost paid for an
IN11
inventory item.
The system should provide the ability to read and track bar codes on
IN12
packaging from all suppliers for stock receiving, and physical inventory.
The system should provide the ability to select stock items by item description,
IN13 item number, commodity code, manufacturer part number and commodity
description.
The system should provide an interface to Work Order, Project/Grant, General
IN14
Ledger, Accounts Payable and Purchasing modules
The system should provide a multi-line, free text area for the description of
IN15
inventory items.
The system should provide the ability to maintain a detailed activity history for
IN16
each stock item.
IN17 The system should have the capability to automate the re-order process:
The system should provide the ability to automatically generate purchase
IN17 1
requisitions for items that have reached their re-order point.
This purchase requisition should have the ability to be manually updated
IN17 2
or modified after system creation.
The system should have the capability to generate automated
IN17 3 notifications for reorder items in order to provide the user the opportunity
to accept or reject the automatic creation of a requisition.
IN18 The system should provide for the receipt of partial line items.
The system should provide the ability to freeze an individual commodity/stock
item or all items in a warehouse for inventory cycle counts, physical inventories
IN19
and adjustments. The system should be able to institute separate freezes for
different warehouse locations.
The system should provide the ability to track and then purge an item record
IN20 and its entire historical information for items with zero on-hand quantities
and/or no activity over a user-defined period.
The system should provide the ability to credit stock returns to the dept/office
IN21
that originated the issue/order
The system should provide the ability to print the following standard inventory
IN22
reports:
Inventory master listing by any user defined criteria, including but not
limited to, inventory number, description, location, equipment number,
IN22 1
quantity on hand, unit of measure, size, description, supplier, cost, buyer,
etc.
City of Santa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
INVENTORY MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
An issues report by any user defined criteria, including but not limited to,
inventory class/category, item number, account number, department
IN22 2
number, inventory number, description, charged account number, date,
quantity, etc.
IN22 3 Backorder Reports.
IN22 4 Inventory Reorder Recommendation Report
IN22 5 Inventory Turnover Report
Vendor Shipping Performance Report that includes due dates for delivery,
IN22 6
actual dates of delivery, accuracy of shipments, etc.
IN22 7 Inventory Usage Report
IN22 8 Inventory Transaction Report
IN22 9 Inventory Cycle Count Report
Open Purchase Order Report (with quantities of items on order, received,
IN22 10
cancelled, and paid)
The system should provide the ability to view inventory quantities, reorder
IN23
points, items on order, backordered items, etc online.
The system should provide the ability to track the unshipped units related to a
IN24
partial shipment.
The system should maintain vendor and pricing data for inventory and non-
IN25
inventory purchases.
The system should provide the ability to automatically select items for the cycle
IN26
counts based on a user defined formula.
The system should provide the ability to track Will Call items (ie: special order
IN27
parts that are not stock items in the warehouse.)
The system should provide a way to maintain detailed inventory order
IN28
information for items purchased with a credit card.
The system should provide the ability to account for a negative inventory level.
IN29 This could occur when an item has been issued before it is received into the
inventory system.
The system should have the ability to take discounts, freight (and other
adjustments that are made during the receiving process) into account when
IN30
calculating the average cost of the inventory item. Explain how your software
handles this.
The system should have the ability to take discounts, freight (and other
adjustments that are made during the invoice process) into account when
IN31
calculating the average cost of the inventory item. Explain how your software
handles this.
The system should automatically keep the value of inventory in the inventory
IN32 system in line with the value of inventory within the general ledger. Explain
how your system accomplishes this.
City of Santa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for 3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
SYSTEM MECHANICS / INFORMATION TECHNOLOGY RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
BL General Operating Requirements Section
The system should have the ability to produce the actual Business Tax
BL1
certificates issued by the City
BL2
The system should have the ability to generate receipts for walk-in customers
The system should have the ability to calculate penalties based on user-
BL3
defined rules
The system should have the ability to calculate interest owed on late payments
BL4
based on user-defined rules
The system should have the ability to calculate the amount of Business Tax
BL5
based on user-defined rules
BL6 The system should have the ability to accept partial payments
The system should be able to interface to a Cash Receipts system that also
BL7
has the capability to perform items BL2 thru BL6
The Business Tax module should interface with the General Ledger, Accounts
BL8
Payable, Cash Receipts, Budgeting, Billing, etc. in real time.
BL9 The system should have the ability to accept payments on-line
BL10 The system should support on-line application processing
BL11 The system should support on-line renewal processing
BL12 The system should have the ability to generate reminder notices
BL13 Users should be able to print customer letters in batch based on user-defined
criteria such as late payment notice, billing, expiration notice, and statement.
The system should provide a drop down menu consisting of user configured
BL14 letters using values from the active customer record and print a single letter.
Users should be able to add and remove letters from the menu.
The system should provide the ability to print labels based on user-defined
BL15
criteria, such as GIS codes, start date, business location, etc.
The system should have the ability to generate bulk emails based on user-
BL16 defined criteria and sends out late payment notice, billing, expiration notice,
and statement electronically.
BL17 The system should support the customization of statements and invoices.
BL18 The system should support Word mail merge features.
The system should have the ability to provide various inquiries and reports
BL19 including outstanding payments, penalties, and fees based on user-defined
criteria
The system should provide drill down capability allowing users to see the
BL20
following detail information:
BL20 1 Payment history
BL20 2 Penalties, etc.
The system should support future revenue forecast and what-if scenarios for
BL21
budget purposes
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
SYSTEM MECHANICS / INFORMATION TECHNOLOGY RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to allow residents to perform a business
BL22
search online. The results of the search should display information such as the
business name, street address, and type of business.
BL23
The system should allow businesses to be grouped by business categories.
BL24 The system should track the following information:
BL24 1 DBA Name
BL24 2 Business Name
BL24 3 Customer Name
BL24 4 Business Address
BL24 5 Business Phone Number(s)
BL24 6 Emergency Phone Number(s)
BL24 7 Business Mailing Address
BL24 8 Business Fax Number
BL24 9 Business Email Address
BL24 10 Business Website
BL24 11 Owner Name/Corporate Officer Name
BL24 12 Owner/Officer Title
BL24 13 Owner's Address
BL24 14 Owner's Phone
BL24 15 Social Security Number
BL24 16 Type of Ownership
BL24 17 Additional Owner Name(s)/Corporate Officer Name(s)
BL24 18 Additional Owner/Officer Title(s)
BL24 19 Additional Owner Address(es)
BL24 20 Additional Owner Number(s)
BL24 21 Rate Class
BL24 22 Business Category (ies)
BL24 23 Description of Business
BL24 24 SIC Code
BL24 25 Start Date
BL24 26 Number of Rental Units
BL24 27 Business Square Feet
BL24 28 Parcel Number
BL24 29 State ID Number
BL24 30 State Sales Tax Number
BL24 31 Federal Tax ID Number
BL24 32 State Contractors License Number
BL24 33 Number of Employees
BL24 34 Closing Date of Business
BL24 35 Number of Days Conducting Business (if business is not located in City)
BL24 36 Tax Certificate Number
BL24 37 Business Status (active, closed, etc.)
BL24 38 Renewal Category Code
BL24 39 District Code
The system should provide miscellaneous fields to be used at the user's
BL25
discretion.
The system should allow for user defined business tax rates based on the
BL26
category of business.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
SYSTEM MECHANICS / INFORMATION TECHNOLOGY RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should accommodate multiple fields for owner name, business
BL27
name, address/location, phone number, etc. within the same record.
The system should provide the ability to automate the printing of renewal forms
BL28 at year end close without impacting or limiting normal business tax processing
activities.
The system should provide the ability to print renewal forms for one business
BL29
owner with multiple business locations.
The system should be able to track multiple business categories (tax rates) for
BL30
one owner and generate only one tax certificate
The system should be able to print a single renewal notice form for business
BL31
owners with multiple business categories (tax rates).
The system should be able to track overdue accounts and generate
BL32 notices/correspondence or automated email notifications to the registered
owner, if mailing address is different from business address.
The system should allow for the uploading of external information (i.e.: the
State Franchise Tax Board) in order to produce leads on unregistered
businesses. The system should provide sorting, matching and reporting
BL33
functionality with the uploaded information and the information should only be
available to authorized personnel. Once the lead becomes confirmed, the user
should be able to add it to the customer database.
The system should provide the ability to create a separate line item on the
BL34 business tax renewal notice to accommodate any special business
improvement area assessments.
The system should provide the ability to integrate with outstanding AP invoices
in order to prevent payments from being issued to business tax customers with
BL35
overdue accounts (or to deduct the overdue amount from the invoice and pay
the net amount.)
The system should provide the ability to trigger an AP payment request for
BL36
those customers who overpaid.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for 3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
CONTRACTS MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
CM General Operating Requirements Section
The system should track vendor's insurance information with insurance
CM1
requirements, coverage amounts, types of coverage, and expiration dates.
The system should have the ability to provide a user defined alert if a
CM2
contractor's insurance is about to expire.
The system should have the ability to provide a user defined alert if a project
CM3
related permit is about to expire.
The system should provide warning or a block when a contract is about to
CM4
expire based on user defined criteria.
CM5 The system should allow for on-line electronic insurance renewal notices.
The system should provide the ability to track and report on contract data,
CM6 including receiving statistics, warranty claims and contractor/vendor
correspondence.
The system should have the ability to manage and track grant related revenue
CM7
contracts.
The system should provide a consistent contract data entry screen whether the
CM8
contract is a revenue contract, encumbered contract, or expensed
(unencumbered) contract with the ability to define multiple line items.
The system should integrate in real time to Purchasing, Budget, Bid/Quote,
CM9
Accounts Payable and other applicable subsystems.
The system should provide an "Authorization to Start" field for consultant
CM10
contracts.
The system should be able to create and generate letters based on user-
CM11
defined templates (ie: "Authorization to Start", "Insurance Renewal Notices",
"Notice to Proceed", "Contractor's Affidavit", other legal documents, etc.)
The system should provide multiple contract approval routes to track all stages
CM12
of the contract approval process based on contract type.
CM13 The system should be able to maintain a list of required legal documents.
The system should maintain a library of standard and acceptable legal/bond
CM14
documents/samples.
The system should allow for the creation of a single year or a multi-year
CM15
contract.
CM16 The system should provide the ability to track:
CM16 1 Advertised date
CM16 2 Bid opening date
CM16 3 Board/Council date
CM16 4 Notice of pending award date
CM16 5 Notice to proceed date
CM16 6 Notice of completion date
CM16 7 Final payment date
CM16 8 User defined warranty due date triggered by another date
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
CONTRACTS MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
CM16 9 Contract termination date
CM16 10 Any other user-defined dates
The system should provide the ability to track MBE/WBE/DBE requirements
CM17
and related compliances.
The system should provide the ability to verify participation and payments to
CM18 sub-contractors by the prime contractor (for example, compliance with Davis-
Bacon Act)
The system should provide the ability to assign quantities to tasks/subtasks
CM19 with user-defined units of measure and unit costs (for example: engineers'
estimates)
The system should provide a text field in order to list any possible exceptions
CM20
or qualifications by bid or bid item (codes and flags).
The system should allow users to develop contract related notes, messages
CM21
and comments.
The system should allow users to enter and update monthly construction
CM22 progress in order to determine the amount of the current month progress
payment.
The system should allow authorized personnel to select a successful bidder
CM23 from the list of bid responses and to record a comment for cases where the low
bidder was not selected.
CM24 The system should provide the ability to produce bid and RFP documents.
The system should allow a bid award to automatically turn into a contract after
CM25
the necessary approval and review processes have been completed.
The system should be able to interface to Expedition (contract administration
CM26
software)
The system should have the ability to create award letters to successful
CM27
bidders as well as letters for contractors/vendors who were not selected.
The system should provide the ability to establish retainage based on a
CM28
percentage and/or a dollar amount.
The system should allow user defined multi-level retainage structure for
CM29 calculation of progress payment (payment request) based on criteria of
percentage completed or total amount paid to a contractor.
The system should provide the ability for an authorized user to override a
CM30
retainage amount at invoice entry.
The system should provide the ability for an authorized user to release
CM31 retainage at the contract and project level (lump sum release or percentage
release) in a single or multiple transactions.
The system should allow for separate retainage percentage for change orders
CM32
(contract modifications).
The system should provide the ability to log requests and amounts for
CM33 proposed contract modifications (amendments, change orders, etc.) by
account/project code as well as by bid line items.
The system should provide the ability to track the contract amount, payments
CM34 and the contract balance for the original contract as well as all the
amendments.
CM35
The system should provide the ability to track numerous modification numbers.
CM36 The system should be able to create and process change orders
The system should provide the ability to identify contract modifications either as
CM37
a quantity change, a scope change or a combination.
The system should provide the ability to calculate the number of change orders
CM38
by reason code for a specific contract and project.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
CONTRACTS MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to track the length of time required to
CM39 make a contract change (from submittal of proposed contract modification to
approval by legal or other parties).
The system should maintain a single bidder/contractor/vendor database with
CM40
unique identifiers.
The system should provide the ability to track different types of licenses and
CM41
specialties held by bidder/contractor/vendor.
The system should provide the ability to close partially fulfilled contracts with
CM42 proper authorization. The closing transaction must automatically update
encumbrances and budget.
The system should be able to prevent a contract from being closed if all
CM43
required closing activities have not been achieved.
The system should provide the ability to close out a contract through user-
CM44 defined criteria (i.e.: upon the issuance of final payment, etc.) and automatically
transfers the remaining encumbrance to available funds.
The system should enable users to view and report on current and past
CM45
contracts by year.
The system should enable users to view and report on contracts by fund,
CM46
account, grant(s), and/or department.
The system should enable users to view and report on contracts by project
CM47
manager, inspector, and other responsible party.
The system should have the ability to include both encumbered and non-
CM48
encumbered line items on the same contract.
The system should allow users to view contract history for each project order
(task order), amendments and change order even if they are all coded to the
CM49
same account code. Contract history should be based on the unique contract,
project (task) order or amendment number.
The system should automatically create a contract record from a purchase
CM50
requisition.
CM51 The system should provide the ability to flag how much money has been spent
on American Disabilities Acts (ADA) related improvements for each contract.
The system should provide the ability to maintain multiple remittance
CM52
addresses for the same contractor.
The system should be able to maintain an on-line plan holder list to track which
CM53
contractors have requested pre-bid technical plans or information.
The system should provide web-based capability, allowing contractors to view
CM54 the results of a particular bid. The amount of information displayed on the web
should be user-defined.
The system should provide the ability for contractors to submit bids
CM55
electronically.
CM56 The system should provide the ability to track warranty claims.
CM57 The system should provide the ability to track stop notices
CM58 The system should provide the ability to track liquidated damages
The system should provide the ability to attach multiple contracts to the same
CM59
project (flip file.)
The system should provide multiple seeds to designate different types of
CM60
contract.
The system should allow authorized personnel to override the system assigned
CM61
contract number.
CM62 The system should allow funds to be encumbered using a future date.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
CONTRACTS MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to track materials on-hand payments (the
CM63
material portion of a bid item).
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for 3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
APPLICANT TRACKING RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
AT General Operating Requirements Section
The system should provide the ability to support the management and tracking
of each applicant and/or candidate through the recruiting and application
AT1
process by tracking, at a minimum, the following data item attributes for each
applicant/candidate:
AT1 1 Requisition (or recruitement) number.
AT1 2 Job title for which applicant applied.
AT1 3 Social security number of applicant.
AT1 4 Name - First, MI, Last, Jr. etc.
AT1 5 Date application was submitted.
AT1 6 Internal or external recruitment.
AT1 7 Referral source.
AT1 8 Qualified/Non-qualified.
AT1 9 Current and historical records of employment.
Current and historical records of any disciplinary, dismissal actions or
AT1 10 failed background checks with warning for reason dismissed or
terminated.
AT1 11 Testing requirements.
AT1 12 Applicant/Candidate's schedule of tests, interviews, etc.
AT1 13 Applicant/Candidate's position in user-defined qualification steps.
AT1 14 Scoring results based on user-defined criteria.
AT1 15 Current testing/scoring results.
AT1 16 Historical test scores and banked scores.
AT1 17 Interview results/scoring/comments per interviewer.
AT1 18 Interview history.
AT1 19 Reference checks and results.
AT1 20 Criminal Background Check
AT1 21 Education verification (transcripts, required coursework).
AT1 22 Credential verification.
AT1 23 License verification.
AT1 24 Certifications
AT1 25 Languages and Proficiency
AT1 26 Veterans status.
AT1 27 Eligibility to work in the U.S..
AT1 28 Response to job offer, if extended..
AT1 29 User defined rejection reason codes.
AT1 30 Address
AT1 31 Home, work and cell phone numbers
AT1 32 Home and work e-mail addresses
AT1 33 Driver's License - State, Class, Number
AT1 34 History of notices sent
AT1 35 User defined comments field.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
APPLICANT TRACKING RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to track applicants by occupational
category and job groups through the entire personnel process according to the
AT2
requirements for EEO reporting including, but not limited to the following
information:
AT2 1 EEO Classification
AT2 2 Selection (Sigma Applicant Flow Analysis) (NEW)
The system should provide robust processing functionality for the management
AT3 and tracking of each applicant and/or candidate through the recruiting and
application process.
The system should provide the ability to integrate with other applications within
AT4 the same suite seamlessly, i.e. Personnel Administration, Payroll. Benefits,
Budget, etc. when needed.
The system should provide the ability to transfer applicant data directly from the
AT5 Applicant Tracking Module into the Personnel Administration Module and
create a new hire record to prevent duplicate data entry.
The system should provide the ability to retain applicant information for those
AT6
applicants not selected for future consideration.
The system should provide the ability to notify an applicant if additional
AT7 documentation is needed to complete the evaluation process (e.g., degrees,
certifications).
The system should provide the ability to generate test invitations to specifically
AT8
identified applicants/candidates.
The system should provide the ability to interface with a web-based application
AT9 and to download data from this application directly into the Applicant Tracking
Module via the Internet.
The system should provide the ability to print and post job announcements in
AT10
HTML format.
The system should provide the ability to upload job listings to the Internet or the
AT11
Intranet.
The system should provide the ability to create job listings which are e-mailed
AT12
to a specific distribution list.
The system should provide the ability to generate appropriate correspondence
AT13 (e.g., letters, e-mails) to qualified/ non-qualified and applicants based on status
in the application process.
The system should provide the ability to archive applicant and/or candidate
AT14
data after the position closing date for a specified time period.
The system should provide the ability to assign a user defined expiration date
AT15 to applicant data, an eligibility list and/or an applicant on an eligibility list (e.g.,
continuous filing list).
AT16
The system should provide the ability to merge eligibility lists and/or criteria.
The system should provide the ability to automatically notify the applicant of the
AT17
results of each interview or test result.
The system should provide the ability to designate the applicant as successful
AT18
in testing automatically after test results are entered.
The system should provide the ability to provide access to real-time and/or
archived interactive data in multiple areas for viewing on screen or in reports
AT19
on screen prior to printing and/or other interaction with all the
applicant/candidate data.
The system should provide the ability to generate customized notices using
AT20
Microsoft standard products or other editing capabilities.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
APPLICANT TRACKING RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to revise and update any table driven
attributes through a user friendly interface such as class codes, exam
AT21
locations, department/division numbers and/or titles without complete re-
creation of the table.
The system should provide the ability for HR or a Manager to enter job related
AT22
or interview related comments about applicants and/or candidates.
The system should provide the ability to run multiple batch processes for
AT23
printing and scanning.
The system should provide the ability to electronically attach forms to
AT24
employment requisitions.
The system should provide the ability to customize job postings by adding
AT25
detailed specifics to each opening.
The system should provide the ability to generate paper, e-mail and Web
AT26
posting notices of positions to be filled.
The system should provide the ability to attach electronic documents in Word,
AT27
RTF or .PDF format to the applicant record.
The system should provide the ability for applicants to apply for two or more
AT28
positions at once using data already entered and saved.
The system should provide the ability to provide automated inclusion of
AT29
previous applicants who are eligible for new openings in hiring evaluations.
The system should provide the ability to provide tracking of and management
AT30
of test scheduling for applicants where tests are required.
The system should provide the ability to warn the user and prevent the entry of
AT31
a duplicate SSN or applicant number.
The system should provide the ability to allow rehired employees to use their
AT32 previous employee ID based on the organization's defined criteria and identify
the applicant as a former employee using their former number.
The system should provide the ability to provide warnings and errors when
AT33
trying to rehire employees terminated or disqualified for cause.
The system should provide the ability to allow Human Resources and/or
AT34
Applicants to reactivate an expired application.
The system should provide the ability to allow Human Resources and/or
AT35
Applicants to deactivate an application.
The system should provide the ability to change expiration dates on lists based
AT36
on user defined criteria.
AT37
The system should provide the ability to produce an individual applicant profile.
The system should provide the ability for applicants to log into their online
AT38
application (at a later date) to make changes to their information.
The system should provide the ability to provide applicants a self-service
AT39 module so they can view the status of their application(s) and receive test
results.
The system should provide the ability to track all applicant history under one
AT40
master record.
The system should provide the ability for the hiring manager to do online
AT41
searches for applicants and view the applications and scanned documents.
AT42 The system should provide the ability to prevent hiring managers from viewing
applicants who have not provided all required documentation and information.
The system should provide the ability to allow managers to schedule applicant
AT43
interviews on-line.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
APPLICANT TRACKING RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to ensure adequate security of all
AT44
confidential information and systems.
AT45 The system should provide a web based method for individuals to request
future notification when applications are being accepted. (Job Interest Cards)
AT46 The system should support scanning of written test answer sheets.
The system should support test analysis statistics, including point biserial,
AT47 biserial ratio, difficulty %, passpoint analysis and adverse impact by item
analysis, and display responses by overall test result.
The system should provide ability to update and manipulate data in user
defined methods including; interfield arithmetic, calcuation days between
AT48
events, 4 point rescale, linear transformation, standardized scores,
percentages, percentiles, banding, ranking, randomizing.
The system should provide web based method for hiring departments to
AT49 request (requisition) names of eligible candidates and to receive (have
certified) names and applications of eligible individuals.
The system should provide robust reporting functionality for the management
AT50 and tracking of each applicant and/or candidate through the recruiting and
application process.
The system should provide for the reporting on applications received and
AT50 1 grouped by user defined criteria (e.g.position number, job title,
department)
The system should provide for the reporting on applicants tested (e.g.,
AT50 2
written, practical, oral).
The system should provide for the reporting on applicants passed/failed
AT50 3
(e.g., written, practical, oral).
AT50 4 The system should provide for the reporting on applicants interviewed.
The system should provide for reporting on the number of eligible
applicants qualified/certified for hire in each stage of the process (e.g.,
AT50 5
meeting minimum requirements, passing tests, successful in the
assessment process).
The system should provide for the reporting on applicants medically
AT50 6
examined, drug tested and background checked.
The system should provide for the reporting on applicant(s) selected for
AT50 7
interviews.
The system should provide for the reporting on applicants to whom job
AT50 8
offers have been extended.
The system should provide for the reporting on the status of selected
AT50 9 applicants per position number or job title and related attributes (i.e.,
background checks, budget constraints).
The system should provide for user defined analytical reports to analyze,
sort, select and report on candidates using specific attributes such as
AT50 11
education, experience, skills, references, past performance, test results,
work location preference, veterans status, etc.
The system should provide reporting functionalities to include frequency
AT50 12 counts, two-way crosstabs, univarate and bivarate statistics, inter-rater
reliability and applicant flow analysis.
The system should provide for reporting on activity per position number
AT50 12 including number of applicants, status of applicants, average length to
hire, qualifications, credentials, etc.
The system should provide for reporting for EEO reports on applicants
AT50 13
(tracking of race, sex, position applied, etc.).
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
APPLICANT TRACKING RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide for the creation of candidate lists in a variety
of sort orders including, but not limited to job title, skill mix,
AT50 14
position/requisition number, application date order, alphabetical name
order, zip code or city order, etc.
The system should provide for the creation of a vacancy requisition report
AT50 15
documenting vacant positions and related requisitions to fill.
AT51 The system should provide a web based method for individuals to request
future notification when applications are being accepted. (Job Interest Cards)
AT52 The system should support scanning of written test answer sheets
The system should support test analysis statistics, including point biserial,
AT53 biserial ratio, difficulty %, passpoint analysis and adverse impact by item
analysis, and display responses by overall test result
The system should provide ability to update and manipulate data in user
defined methods including; interfield arithmetic, calcuation days between
AT54
events, 4 point rescale, linear transformation, standardized scores,
percentages, percentiles, banding, ranking, randomizing
The system should provide web based method for hiring departments to
AT55 request (requisition) names of eligible candidates and to receive (have
certified) names and applications of eligible individuals.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for 3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
LEAVE MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
LM General Operating Requirements Section
The system should provide the ability to seamlessly integrate with all other
LM1 modules within the vendor's suite such as Payroll, Benefits, Personnel
Administration, Training, etc.
The system should provide the ability to track leave/absence by type (i.e.,
vacation, sick time, comp time, FMLA, State Leave Statute, Administrative,
LM2 Jury Duty, Disability, Military, Workers Compensation, Personal, Unpaid etc.),
by accrued hours, accrual rate, accrual frequency, hours used by type, balance
of hours by type, etc.
The system should provide authorized users (including employees,
supervisors, Department Administrative Services Officer, etc.) the ability to
LM3 view on-line and report individual employee leave/absence accrual and
leave/absence taken data (leave/absence types include sick, vacation, holiday,
PTO, etc.).
LM4 The system should provide the ability for an employee to "donate" leave hours
to another employee according to the Organizations Catastrophic Leave Policy.
The system should provide the ability to track any required documentation and
LM5 approval forms of the leave/absence (e.g., FMLA documentation, Doctor’s
Certificate of Authorization, etc.)
The system should provide the ability to generate letters and forms using
LM6 Microsoft editor capability for management of employees' leaves and
informational use by Leave Management.
The system should provide the ability to track eligibility and qualifications for
LM7
each type of leave/absence based on user defined criteria.
The system should provide the ability to adjust leave/absence plan accruals,
LM8
time taken, balances etc. with appropriate security.
The system should provide the ability to create user defined leave/absence
LM9 accrual structures based on employee attributes (attributes may include years
of service, job assignment, bargaining unit, etc.).
The system should provide the ability to define parameters, carryover amounts,
LM10
ceilings, etc. for leave/absence plans.
The system should provide automated retroactive vacation accruals based on
LM11
user defined criteria (i.e., class, compensation, etc.).
The system should provide the capability to earn leave/absence accruals
LM12
during paid absence based on user defined criteria.
The system should provide the ability to produce a benefit eligibility list upon
LM13
request for employees hired during a selected time period.
The system should provide a warning flag when recorded absence hours are
LM14 greater than the normal work hours for a specific work day. The warning flag
should be user-defined.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
LEAVE MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide an editing and review method prior to the
LM15
processing of leave transactions through the Payroll System.
The system should provide the ability to track historical data per employee on
LM16
each leave plan such as type of leave, leave start date, leave ending date,
estimated return to work date and date paperwork received for approval.
The system should provide the ability to accrue sick leave based on user
LM17
defined criteria.
The system should provide the ability to manage different groups of employees
LM18
with different eligibility rules and different accrual/earning rates.
The system should provide the ability to accommodate vacation buy back and
LM19
sell programs, i.e. leave conversion based on user defined criteria.
The system should provide the ability to track paid and unpaid leaves of every
LM20
kind including accrual based and government required.
LM21 They system should provide the ability to integrate time and attendance activity
fully with the Leave Management System based on user defined transactions.
The system should provide the ability to move an employee automatically to a
LM22 new accrual rate due to anniversary date, eligibility change or policy rule
change.
The system should provide the ability to warn employees, Supervisors, or
LM23 Managers when the employee attempts to use more leave hours than are
currently available.
The system should provide the ability to stop the use of leave hours not yet
LM24
earned if the organization's policy does not allow negative leave balances.
The system should provide the ability to bank compensatory time based on
LM25
employee eligibility rules similar to a leave plan.
The system should provide the ability to calculate annual leave accruals based
LM26
on user defined formulas.
LM27 The system should provide the ability to track multiple comp plans
LM28 The system should provide the ability to create e-mail notices or form letters for
automated mailings regarding user defined events including, but not limited to:
LM28 1 Initiation of Leave.
LM28 2 Expiring leave.
LM28 3 Leave without pay letters.
LM28 4 Family leave letters (FMLA).
LM28 5 Open enrollment.
The system should provide the ability to notify Leave Management, the
employee's Supervisor and/or Manager and any other personnel deemed with
LM29
a "need to know" upon the approaching expiration of a type of leave/absence
status (e.g., FMLA, expiration of a temporary position).
The system should provide the ability to track concurrent leave/absence
LM30 statuses (e.g., maternity leave/absence with illness leave/absence) based on
differing rules.
The system should provide the ability to prorate leave accruals for part-time
LM31
employees.
The system should provide the ability to perform fiscal year end updates on
LM32 employee records based on defined criteria (i.e., years of service, vacation
earning factor, bargaining unit, employee group, seniority, etc.).
The system should provide the ability to report attendance data including but
LM33
not limited to Absence by:
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
LEAVE MANAGEMENT RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
LM33 1 employee.
LM33 2 department.
LM33 3 work location.
LM33 4 job code.
LM33 5 supervisor.
LM33 6 project code.
LM33 7 date
LM33 8 type (illness, vacation, jury duty, etc.)
LM33 9 frequency.
LM33 10 leave/absence status (medical, non-medical, disabled, comp time, etc.
The system should provide the ability to create a leave/absence profile based
LM34 on user-defined criteria for a department, a date range, an employee, a
Supervisor, or other user defined parameters.
The system should provide the ability to track leave that is advanced to the
LM35
employee.
The system should provide the ability to separate leave earned and taken into
LM36 separate calendar years based on payroll and timekeeping data specific to the
date of use.
The system should provide the ability to accurately maintain leave information
LM37 for employees moving between employee eligibility statuses, bargaining units,
uniform and non-uniform classifications, etc.
The system should provide the ability to automatically fill in dates in a range for
vacation or leave. For example, the user would enter a start date and an end
LM38
date and the system would fill in the days in between provided the absence
code is the same and the days are consecutive.
The system should provide the ability to allow certain corrections, such as
LM39 accruals, time entry, etc. to the history of leave taken as well as corrections to
the current parameters such as accrual rate and balance.
The system should provide a field in which to indicate an employee's leave
status for reporting purposes. At a minimum, the system must have the ability
LM40
to enter and save history for multiple leaves taken by an employee such as
type of leave, leave start day, etc.
The system should provide the ability to calculate compensation in cash for
LM41
accrued sick leave based on user defined rules.
The system should provide the ability to enter employees' upcoming absences
LM42 (vacation, scheduled sick leave, comp day, PTO, etc.) and allow the Supervisor
to inquire who will be off in the future.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for 3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
PERSONNEL RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
PA General Operating Requirements Section
The system should provide the ability to maintain individual employee data for
PA1
the following, but not limited to:
PA1 1 Date of hire.
PA1 2 Date of rehire.
PA1 3 New: Alternate First Name
PA1 4 First name.
PA1 5 Middle initial.
PA1 6 Last name.
PA1 7 Former last name.
PA1 8 Social Security Number (SSN).
PA1 9 Employee Number
PA1 10 Date of birth.
PA1 11 Gender.
PA1 12 Primary address.
PA1 13 Secondary address.
PA1 14 Mailing address.
PA1 15 Primary phone number.
PA1 16 Mobile phone number.
PA1 17 Emergency contact information.
PA1 18 Employee Status.
PA1 19 FLSA status (Exempt vs. Non-Exempt).
PA1 20 Education
PA1 21 Current job title.
PA1 22 Current assigned position.
PA1 23 Current assigned FTE value.
PA1 24 Current work schedule.
PA1 25 Current rate of pay.
PA1 26 Alternate rate of pay.
PA1 27 Current Supervisor or Manager.
Current department(s), including ability to maintain multiple departments
PA1 28
for an employee.
Current union/bargaining unit/employee association affiliation at the rate
PA1 29
class level rather than individual level.
PA1 30 Length of service from date of hire.
PA1 31 Uniform/Non-uniform designation.
PA1 32 Sworn/Un-sworn designation.
PA1 33 Licensure/Certifications required, ID number, and expiration date.
PA1 34 Languages and proficiency
PA1 35 Testing performed and results.
PA1 36 Training completed and results.
PA1 37 Background check schedule.
PA1 38 Background check results within user defined history parameters.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PERSONNEL RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
PA1 39 Out of state residences.
PA1 40 Performance evaluation schedule.
PA1 41 Next performance evaluation date.
PA1 42 Performance evaluation score.
PA1 43 Disciplinary actions.
PA1 44 History of disciplinary actions within user defined parameters.
Seniority status and/or ranking based on user defined criteria per
PA1 45
employee or employee group.
Seniority credit based on user defined criteria per employee or employee
PA1 46
group.
PA1 47 H1B Visa Status.
PA1 48 Driver's License Number and expiration date if required by position.
PA1 49 Pre-defined reason codes for employee separation.
PA1 50 User-defined reason codes for employee separation.
PA1 51 Length of time in position(s) and organizational unit(s).
All related data to positions occupied other than primary position of
PA1 52
employee.
PA1 53 Home and Work e-mail addresses
PA1 54 Individual's Personal Automobile Insurance Information
PA1 55 User-defined codes for specific employee attributes as needed.
The system should provide robust processing functionality for the management
PA2
of employee's employment cycle from hire to separation.
The system should maintain transactional history for current and former
PA3
employees for a specified time period.
The system should provide the ability to access and report on employees'
PA4
transactional history.
The system should provide the ability to manually assign or automatically
PA5
generate an employee/applicant/retiree number.
The system should provide the ability to allow rehired employees to use their
PA6 previous employee ID based on the organization's defined criteria and identify
the applicant as a former employee using their former number.
The system should provide the ability to configure manager self service tools
PA7
via the organization's Intranet or via an Internet portal.
The system should provide the ability to create paperless workflows for
PA8
personnel transactions and authorizations.
PA9 The system should provide the ability to create evaluations forms and process
forms electronically with full update to the employee's HR and Payroll records.
The system should provide the ability to create performance evaluations based
PA10
on a position's current job description and user defined criteria.
PA11 The system should provide the ability to flag employees under a Supervisor or
Manager's responsibility who have an approaching performance evaluation.
The system should provide the ability to escalate unperformed or late
PA12
performance evaluations to the next level of authority for review.
The system should provide the ability to allow for on-line employment
PA13
verification via an Internet portal.
The system should alert the designated authorities if an employee's required
PA14 licensure or certificate will expire with a user defined parameter such as 30
days, 90 days, etc.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PERSONNEL RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to rehire an employee by accessing the
PA15 deactivated record and uploading current data without re-entering the
employee's information or creating a new hire record.
The system should provide the ability for an employee to be assigned to
PA16
multiple positions simultaneously with one position designated as primary.
The system should provide the ability to manage alternate pay rates in addition
PA17 to the employee's assigned rate of pay for work within a specific function or role
that is in addition to the primary or secondary position.
The system should provide the ability to consolidate multiple positions within
PA18 one EIN assigned to one employee to calculate eligibility and base the level of
benefits, leave accrual, premium costs, retirement benefits, etc.
The system should provide the ability to base benefit eligibility on a calculated,
PA19
separate FTE value from the actual position FTE value.
The system should provide the ability to perform mass changes by user-
defined criteria, including but not limited to, bargaining unit, class code,
PA20
compensation structure, etc. and update the employee record or appropriate
databases.
The system should provide the ability to flag and notify Human Resources if an
PA21 employee's inactive status (e.g., leave status) has exceeded a user-determined
amount of time.
PA22
The system should provide the ability to establish a standard rounding method.
The system should provide the ability to indicate reason code and description
PA23
for personnel actions when action is initiated.
PA24 The system should provide the ability to interface with current and historical
payroll summary data allowing authorized users access to inquire.
The system should provide the ability to cross reference an employee's
medical limitations based on the results of physical examinations with the
PA25
requirement of a specific position to prevent an employee from being assigned
beyond their capabilities.
The system should provide the ability to enter multiple personnel actions per
PA26
employee per payroll cycle.
The system should provide the ability to enter personnel transactions with a
PA27
future effective date.
The system should provide the ability to apply a warning to a user who enters a
PA28
personnel transaction with an effective date that is retroactive.
The system should provide the ability to generate a warning on a personnel
PA29 action for a salary increase that is outside of the range or edit the action
against the appropriate salary plan table.
PA30 The system should provide the ability to view pending personnel transactions
based on their status in an automated workflow/approval process.
The system should date and time stamp each personnel transaction when it is
PA31
created and each time it is processed through an approval conduit.
The system should stamp each personnel transaction with the source of the
PA32 action and the source of any user processing the action through an automated
workflow process.
The system should provide the ability to escalate any personnel transaction to
PA33 the appropriate next level if the assigned processing time period expires at its
current point in an automated workflow process.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PERSONNEL RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to assign assets to an individual
PA34
employee such as a computer.
The system should provide the ability to notify the appropriate authorities of
PA35 assets assigned to an employee upon the processing of any leave or term
related actions.
The system should provide the ability to record a photo of the employee in the
PA36
employee's online record.
The system should provide the ability to record ID/security badges assigned to
PA37
an employee.
The system should provide the ability to interface any ID/security badges with
PA38
any timekeeping system.
The system should provide automatic assignment of bargaining units based on
PA39
job classes or job codes with override capability.
The system should provide seamless integration with other modules within the
PA40 vendor's suite such as Payroll, Leave Management, and Benefits to
automatically update systems.
The system should provide the ability to automatically calculate a salary
PA41 change by entering a percentage or calculate a percentage by entering an
increase amount.
PA42 The system should provide the ability to perform salary "what-if" modeling.
The system should provide the ability to build automated salary increases
PA43
based on user defined criteria (e.g., union, department).
The system should provide a user defined compensation table to
PA44
accommodate multiple salary structures.
The system should provide the ability to record disciplinary actions by
PA45 employee and to track the employee's progress through any probationary
process.
The system should provide the ability to create salary schedules tied to job
PA46
classifications.
PA47
Ths system should provide data validation tables to ensure data entry accuracy
The system should provide the capability to override specific position attributes
PA48
at the employee record level with appropriate authorization.
PA49 The system should provide security authorization levels for users based on
roles and responsibilities and to the detail of screens and/or individual fields.
The system should provide security authorization levels to protect employee
PA50
social security numbers.
Ths system should provide the ability to attach scanned documents/images to
PA51
an employee's master record.
PA52 The system should provide point-in-time reporting.
The system should allow users to track multiple user defined breaks in service,
PA53 for example breaks resulting from a legal settlement, reduction in hours, lay-off,
or disciplinary action.
The system should provide the ability to track data attributes specific to a job
PA54
code that include, but are not limited to, the following:
PA54 1 Salary range.
PA54 2 Fair Labor Standards Act (FLSA) status.
PA54 3 Workers compensation code.
PA54 5 Employee type/bargaining unit/employee association
PA54 6 Record of job classification code(s).
PA54 7 Licenses, certificates and registration requirements.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PERSONNEL RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
PA54 8 Degree requirements.
PA54 9 Minimum requirements.
PA54 10 Management and supervisory level.
PA54 11 Physical parameters.
PA54 12 American Disabilities Act (ADA) by classification/essential functions.
PA54 14 Exempt/Non-exempt
PA54 15 History of Exempt/Non-exempt
PA54 16 Employee Group
PA54 17 History of Employee Group
PA54 18 History of salary range
PA54 19 Job Title
PA54 20 History of Job Title
PA54 14 Normal Hours worked per year (i.e. 2080, 2920, 2756, or PPT)
PA54 15 Number of Holidays per year
Fiscal Year-end allotment of floating holidays, admin leave, management
PA54 15
benefit time
PA54 16 Allowable hours codes to be used in timekeeping system
The system should be able to create mailing lists for use in communication to
PA55
groups of employees with common user defined criteria.
The system should provide the ability to create e-mail notices or form letters for
PA56
automated mailings regarding user defined events.
The system should provide robust reporting capabilities to support the
PA57
management of employees and provide decision support data as needed.
The system should provide turnover reporting by organizational unit which lists
PA58
separately but can include transfers between units.
The system should provide turnover reporting by budgeted class, including
PA59
temporary employees.
The system should provide the capability to report on work related injuries
PA60 including employee name, work location, job code, department, Supervisor,
etc.
The system should provide the ability to track employees in all possible states
of employment status: recruitment, hiring, assigned positions, paid leaves,
PA61
unpaid leaves, separated, barred (prevented from being hired or rehired),
absences, etc.
The system should provide checklists for employee hire and termination
PA62 processes to ensure all steps are completed (checklist should include policy
and agreement documents).
The system should provide a disciplinary action report in a pre-defined and/or
PA63
user-defined format with user defined variables.
The system should provide a report of vacancies and hires by class and
PA64
department within a user defined date range.
The system should provide a report(s) documenting current employees on
PA65
leave with user defined parameters.
The system should provide a report documenting frequency of absenteeism or
PA66 tardiness by employee, by department, by manager or by user defined
parameters for a specified time range.
The system should provide the ability to create an employee history report
PA67 (date hired, date of increases, promotions, hourly rates, date of evaluations,
department changes, etc.).
The system should provide the ability to report using data from all positions,
PA68
both primary and otherwise, for all employees.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PERSONNEL RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
PA69 The system should provide the ability to allow employees with authorization to
access limited reports via the web or their desktop computer.
The system should provide detailed recap and summary reports for EEO
PA70
reporting.
The system should provide the ability to create all required state and federal
PA71
reports.
The system should provide the ability to create a labor distribution report which
PA72 identifies labor in hours, overtime, position, department, date, time of day or
shift, etc.
The system should provide the ability to create a Probation Status Report at
PA73
the organizational and individual employee level.
The system should provide the ability to create an anniversary date report by
PA74
department, month/year, etc.
The system should provide the ability to create a COLA History Report by
PA75
bargaining unit, COLA, effective date, etc.
The system should provide the ability to create a New Hire Report with user
PA76
defined data attributes.
The system should provide the ability to create a Termination Report with user
PA77
defined data attributes.
PA78 The system should provide the ability to create a Job Class Report.
The system should provide the ability to create an Average Salary Report by
PA79
class, bargaining unit, etc.
The system should provide the ability to create a report for tuition
PA80
reimbursement usage.
The system should provide the ability to create tickler reports for forthcoming
PA81
service awards.
The system shall provide the ability to create a turnover rate report by gender,
PA82 age, appointment to class, date, disciplinary release, promotion, race,
classification, probation release, transfer and/or resignation, etc.
The system should provide robust ad hoc reporting tools that easily access any
PA83
employee data field.
The system should provide the ability to generate reports based on a position
PA84 control number and all data related to that position from various tables and
employee files.
The system should provide code structures that are easily identifiable to ease
PA85
in report creation and recognition.
The system should provide for the creation of a detailed report of number of
PA86 people hired by job class, class code, subject area, department, fiscal year,
calendar year, month, year, etc.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for 3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
BENEFITS RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
BN General Operating Requirements Section
The system should provide the ability to seamlessly integrate with other
modules within the vendor's suite such as Payroll, Personnel Administration,
BN1
Leave Management, etc. providing one point of entry and processing that
updates throughout integrated modules.
The system should provide the ability to establish, manage and change
BN2
multiple benefit plans.
The system should provide the structure to designate the following data item
BN3 attributes related to the Organization's employee benefit programs including,
but not limited to:
BN3 1 Fiscal year.
BN3 2 Budget cycle.
BN3 3 Benefit plans covering dependents.
BN3 4 Benefit plans covering retirees.
BN3 5 Benefit plans covering retiree beneficiaries.
BN3 6 Benefit plans requiring COBRA management.
BN3 7 General ledger accounts related to benefit program management.
BN3 8 Payroll frequency specific to each benefit plan's deduction schedule.
BN3 9 Pre-tax designation if benefit plan deductions are non-taxable.
BN3 10 Definition of employee salary for benefit calculations.
BN3 11 Definition of employee groups for benefit eligibility calculations.
BN3 12 Definition of rounding rule for calculations.
BN3 13 Tax designations for benefit plans impacting W-2s.
Annual limitations on benefit plan deductions (401k, 403b, spending
BN3 14
accounts, etc.)
BN3 15 Vendor identification for each benefit plan.
BN3 16
Default options for Organization's default policy for specific benefit plans.
BN3 17 Budgeted expense per benefit type per budget year.
BN3 18 Budgeted expense per benefit type per benefit plan year.
BN3 19 Employee statuses eligible for benefit plan participation.
The system should provide the structure to designate the following data item
BN4 attributes related to each employee benefit program including, but not limited
to:
BN4 1 Plan type.
BN4 2 Plan name.
BN4 3 Plan vendor.
BN4 4 Vendor policy identification.
BN4 5 Plan beginning date.
BN4 6 Plan ending date.
BN4 7 Coverage type (options, salary based, default, etc.)
BN4 8 Contribution type (flat, table driven, salary based, age graded, etc.)
BN4 9 Eligible employee groups.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
BENEFITS RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
BN4 10 Employee elgibility rules.
BN4 11 Employee waiting period rules.
BN4 12 Dependent eligibility rules.
BN4 13 Dependent waiting period rules.
BN4 14 Evidence of insurability rules for life/STD/LTD plans.
BN4 15 Premium waiver rules for life/STD/LTD plans.
BN4 16 Employee contribution schedule.
General ledger accounts related to employee/employer contribution
BN4 17
schedule.
BN4 18 Covered participants (employees, dependents, retirees, COBRA, etc.)
BN4 19 Vesting schedule, if applicable.
BN4 20 Retirement Tier(s)
BN4 21 Coverage termination rules.
BN4 22 Deduction frequency schedule.
BN4 23 Deduction codes.
BN4 24 Deduction arrears accumulator.
BN4 25 Tax designation for W-2 handling, if applicable.
BN4 26 Initial enrollment options.
BN4 27 Effective date of initial enrollment (1st, 15th, etc.)
BN4 28 Re-enrollment options.
BN4 29 Effective date of re-enrollment (1st, 15th, etc.)
BN4 30 Coverage options.
BN4 31 Coverage defaults.
BN4 32 Premiums per eligible employee group.
Premium cost sharing between employer/employee per eligible employee
BN4 33
group.
Personnel actions impacting benefit plan coverage (hire, transfer, change
BN4 34
of status, etc.)
Rules defining the impact of each personnel action create automated
BN4 35
updates (leave status, termination, etc.)
BN4 36 Termination rules.
The system should have the ability to calculate premiums based on a flat
BN5 amount, a percentage, age graded, or other calculations as required by the
benefit plan.
The system should have the ability to enforce table-driven limits and
BN6
maximums.
The system should have the ability to track vesting and breaks in service as
BN7
defined by each benefit plan.
The system should have the ability to track deferred retirement benefit plans
BN8
through the benefit plan set up.
The system should provide the ability to report on budgeted vs. actual costs
BN9 based on user defined criteria by benefit plan, by plan year, by budget year,
including employer and employee costs, etc.
BN10 The system should provide the ability to project the cost impact to changes in
benefits, accruals, allowances, etc. for current employees and retirees.
The system should provide the ability to create a disability retirement report by
BN11
name, SSN, department, month/year, bargaining unit, etc.
BN12
The system should provide the ability to establish multiple vendors per plan.
The system should provide the ability to generate automated billings to vendors
BN13
based on enrollment data.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
BENEFITS RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to define benefit options and associated
BN14
costs.
The system should provide the ability to maintain dependent and/or beneficiary
BN15 information including but not limited to relationship, date of birth, address, and
phone.
BN16 The system should provide the ability to track survivor coverage.
The system should provide Social Security Number (SSN) on all benefit
BN17 screens for employee, beneficiary or dependent with security allowing only
authorized personnel to have visibility to the SSN.
The system should provide a master screen including name, address, phone
BN18
number, date of birth, date of hire, status date, employee identification number,
SSN, plan enrollment, etc., with additional screens for plan enrollments.
The system should automatically disenroll employee/retiree in previous plan
BN19
when change/new enrollment of plan occurs.
The system should automatically calculate balance due from employee/retiree
BN20 and create an arrears amount when payroll deduction is less than full amount
due.
The system should not allow a rehired employee to be automatically enrolled in
BN21
old benefits.
The system should automatically verify benefits status based on employee
BN22
status and eligibility rules.
The system should provide the ability for an employee to have an employee
BN23 status for benefits eligibility that is different from their position oriented
employee status.
The system should provide the ability to enroll employees in multiple plans with
BN24
one point of data entry.
The system should provide the option for self-service enrollment of
organization approved benefit plans with interface to the organization's Intranet
BN25 or via an Internet portal. The self-service tools should include the ability to set
up appropriate workflow/security to produce notifications, warnings and
approval path.
The system should "pend" online request for changes or updates if participant
BN26
is required to submit proof/documentation.
The system should provide electronic enrollment process with user defined
BN27
frequencies.
BN28 The system should allow users to program/configure benefits reports.
The system should provide the ability to print benefits statements as needed or
BN29
on a user defined frequency basis.
The system should provide automated notice when employee / retiree / term /
BN30
beneficiary becomes Medicare eligible.
The system should provide the ability to generate advance notices to
BN31
employees and retirees who are eligible for Medicare.
The system should provide automated letters using Microsoft or Rich Text
BN32 editor capabilities, based on user defined criteria, to notify members of benefit
options.
The system should provide automated benefits letter with options based on
BN33 employee status changes, including but not limited to, job data and family
status changes.
The system should provide mass change process for current and retroactive
BN34
benefit adjustments.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
BENEFITS RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
BN35 The system should provide the ability to calculate benefit deduction amounts
based on user defined table of rates, formulas, and eligibility/coverage rules.
The system should provide the ability to track, bill and collect benefits costs
BN36
from employees on leave.
The system should provide integration between accounts receivable and
BN37
benefits billing.
BN38 The system should provide benefit eligibility tracking by employee group.
The system should provide the ability to assign benefit plan codes, deduction
BN39 codes, and related premiums based on employee groups and employee
statuses.
The system should provide the ability to track employee’s coverage and
BN40
coverage level based on class and bargaining unit.
The system should provide the ability to track beneficiaries (e.g., for life
BN41
insurance, final paycheck, retirement contributions).
The system should provide the ability to prorate benefits for part-time
BN42
employees based on user defined formulas.
The system should provide the ability to track COBRA eligibility based on
BN43
Federally defined criteria with the ability to enhance but not reduce.
BN44 The system should provide the ability to generate automated feeds to vendors
for benefit plan billing reports including, but not limited to, the following:
BN44 1 Employee name.
BN44 2 Employee social security number.
BN44 3 Employee date of birth..
BN44 4 Employee address.
BN44 5 Employee coverage election.
BN44 6 Effective date of employee coverage.
BN44 7 Covered dependents, if applicable for benefit plan.
BN44 8 Covered dependents' names.
BN44 9 Relationship of covered dependents.
BN44 10 Covered dependents dates of birth.
BN44 11 Covered dependents social security numbers.
BN44 12 Eligibility status of dependent(s).
BN44 13 Effective date of each covered dependent's coverage.
BN44 14 Covered dependents' address if different from employee.
BN44 15 Covered Retirees participants
The system should provide the ability to create automated feeds to vendors to
BN45 process updates to benefit plan eligibility and billing on a weekly, biweekly,
monthly, quarterly, or annual basis.
The system should provide the ability to include all covered individuals in any
automated vendor feed including, but not limited to, employees, employees'
BN46
dependents, retirees, retirees' dependents, COBRA, COBRA beneficiaries,
employees on leave, etc.
The system should provide the ability to create online benefits information and
BN47
eligible enrollment options for the employee and/or organization.
System should provide the ability to view the following information online
BN48
including, but not limited to, the following:
BN48 1 Employee leave balance information.
BN48 2 Employee benefits enrollment history.
BN48 3 Employee time record history.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
BENEFITS RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
Employee gross pay, deduction and net pay information for each pay
BN48 4
period.
The system should provide the ability to refund benefits premiums to
BN49
employees.
The system should provide the ability to capture information on eligible
BN50 participants who do not normally reside in the HR database (e.g., retirees,
retiree beneficiaries).
The system should provide the ability to create notifications regarding benefits
BN51 to all levels of participants (COBRA, retirees, etc.) in hard copy and electronic
format.
The system should provide the ability to automate reconciliation of enrollment
BN52
information with benefit providers.
The system should provide the ability to have benefit premiums paid in full or
BN53
part by the Organization.
The system should provide the ability to process grandfathered pension
BN54
eligibility and participation.
The system should provide the ability to process retirement plan eligibility
BN55
based on employee groups.
The system should provide the ability to specify which pay types are
BN56
pensionable.
The system should provide the ability to have applicable retirement plan
BN57 contributions calculated and deducted through the payroll system (in
compliance with CALPERS requirements.)
The system should provide the ability to track retirement benefit cost by plan
BN58
and by employee.
The system should provide the ability to calculate the employee's average
salary for benefit computation purposes based on user defined criteria,
BN59
including but not limited to, employee pay, base pay, shift differential, specified
overtime hours, over a defined time period.
The system should provide the ability track and query the following, but not
BN60 limited to, name, identification number and social security number of
participant.
The system should provide the ability to track an employee's salary history
BN61
(e.g.,, date of hire) when identification number changes.
The system should provide the ability to track employees not eligible to
BN62
participate in the pension system.
The system should provide the ability to track and maintain benefit information
BN63 and changes in status for retired employees, surviving spouse and dependents
that includes, but is not limited to, the following:
BN63 1 Retirement date
BN63 2 Date of death
BN63 3 Type of retirement (e.g service, early, disability)
Name, social security number, address, telephone number, and date of
BN63 4
birth of beneficiaries both primary and contingent
BN63 5 Dependent coverage eligibility and expiration dates
BN63 6 Last day paid updated from payroll system
BN63 7 Last day worked tied to leave status
BN63 8 Retire/ rehire status
BN63 9 Medical coverage provider eligibility and expiration dates
BN63 10 Medical coverage
The system should provide the ability to generate a list of retirees and benefit
BN64
information.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
BENEFITS RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
BN65 The system should provide the ability to extract and report benefit information
and changes in status into a form letter for retiree/beneficiary correspondence.
The system should provide the ability to define and track multiple defined
BN66
contribution benefit plans.
BN67
The system should track employee contributions for various retirement plans.
The system should provide the ability to define defined benefit and defined
BN68
contribution eligibility rules on an organizational and benefit plan level.
The system should provide the ability to configure and change employee and
BN69
employer contribution rates for current calculations (e.g., calculation of
benefits, eligibility rules, retirement plan, retirement plan eligibility date etc.)
The system should provide the ability to configure and change employee and
BN70
employer contribution rates for retroactive calculations (e.g., calculation of
benefits, eligibility rules, retirement plan, retirement plan eligibility date etc.)
The system should provide the ability to manage retroactive adjustments to
BN71 employee data based on retroactives changes to contribution levels,
calculation of benefits, etc.
The system should provide the ability for the system to update an employee's
BN72 retirement plan eligibility based on plan rules and the personnel actions
processed on the employee's record.
The system should provide the ability to automatically configure and re-
configure employee pension information (i.e., pension plan code and deduction
BN73
amount) for new hires, re-hires, and transfer between retirement plans as
needed based on plan rules.
The system should provide the ability to generate reporting on a pay period,
BN74
monthly, quarterly, annual, and fiscal year basis.
The system should provide the ability to generate a "Newly Enrolled/Change
BN75
Report."
The system should provide a report of terminated employees with the reason
BN76
for termination, date of termination, and benefits code.
The system should provide participant reports, including but not limited to,
BN77
enrollment, dependent names and relationships, department name, pay group,
social security number, etc. that can be generated by individual or group.
The system should provide the ability to track employees by hire date,
BN78
insurance plan, gender, department, and bargaining unit, etc.
The system should provide the ability to manage pension eligibility rules and
BN79 affect an employee's record automatically when an employee's job information
and assignment change.
The system should provide the ability to generate insurance billing reports
BN80
including, but not limited to, the following:
BN80 1 type of coverage,
BN80 2 class code,
BN80 3 employee name
BN80 4 amount
BN80 5 number of insured,
The system should provide the ability to generate a Pay Period Insurance
BN81
Report.
BN82 The system should provide the ability to generate an Enrollment Report.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
BENEFITS RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to calculate the premium for life and
BN83 disability insurance each month based on age, coverage level, salary and
waiting period.
The system should provide the ability to manage and track retiree health
BN84 savings accounts or trusts and/or retiree reimbursement accounts per Federal
guidelines for administration.
The system should provide the ability to create an electronic feed between the
BN85 City and insurance carriers in a file format that is 834 compliant for HIPAA
regulations.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for 3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
TRAINING RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
TR General Operating Requirements Section
TR1 The Training module should be fully integrated with Personnel Administration,
Applicant Tracking, Tuition Reimbursement and Performance Evaluation.
TR2 The system should provide the ability to track all required and optional training,
licenses, certifications, skills, etc., per employee, by the topic and department.
The system should provide the ability to track the history of all training/licensing
TR3
related activity by department.
TR4 The system should provide the ability to track the last activity date and next
required action date per employee and per training and licensing requirement.
The system should provide the ability to provide automated reminder notices of
TR5
internally scheduled training courses.
The system should provide the ability to track multiple types of tests, both
TR6
pass/fail and scored for employees.
TR7 The system should provide the ability to maintain an education plan, including
recommended course and curriculum by position and/or employee.
The system should provide the ability to track internally sponsored and vendor
TR8
sponsored training all in one system.
The system should provide the ability to provide electronic registration with
TR9
automated integration on the employee's calendar via Outlook.
The system should provide electronic registration with validation of course
capacity, transfer of registrants to wait list, and validation of attendee
TR10
qualifications such as position, recent training, status, rate class, identification
of paid professional development.
The system should provide electronic training approval routing based on user
TR11
defined routing paths.
The system should provide the ability to provide automated notification that
TR12
certifications, contracts and licenses, etc. are about to expire.
The system should provide the ability to maintain course development data,
TR13
including, but not limited to:
TR13 1 Course Title
TR13 2 Course ID number/code number
TR13 3 Course description
TR13 4 NEW: Course capacity
TR13 5 Course category
TR13 6 Course learning objective
TR13 7 Course duration
TR13 8 Course prerequisite
TR13 9 Facility requirements
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
TRAINING RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
TR13 10 Equipment requirements
The system should provide the ability to track employees who have completed
TR14
a class, no shows, cancellations, etc.
The system should provide for employee self service access to review
TR15
individual training and licensing information on file, as defined by the users.
The system should provide interface with position requirements and match
TR16
them to employee profiles
The system should provide the ability to generate reports for individuals,
TR17 departments, and divisions showing individual training history for employees
and user defined group statistics.
The system should provide the ability to notify supervisor when training is
TR18
expected.
The system should provide the ability to notify supervisor when employee
completes the training; automatically send a follow up form to the supervisor
TR19
XX days (as defined by the supervisor) after completion of designated training
to assess the impact of the training on performance.
The system should provide the ability to define a training schedule based upon
TR20
the employee's professional development path.
The system should provide employees the ability to evaluate the course, the
TR21
instructor and provide constructive comments for improvement.
The system should provide the ability to print certificates for those employees
TR22
who are in (or who successfully completed) the course.
The system should provide the ability to show which employees have not taken
TR23
a required class.
TR24 The system should provide the ability to track training costs
The system should provide automated marketing campaigns for training
TR25
sessions.
The system should provide the ability to track certificates and training achieved
TR26
prior to becoming an employee.
The system should provide webinar training and allow employees to access
TR27
these from their work station
The system should provide the ability to track certificates and training achieved
TR28
prior to becoming an employee.
The system should be able to track classes employee has taken through the
TR29
Tuition Reimbursement program
The system should enable users to track expenses and make payments,
including making mass update ot Tuition Reimbursement allownace, tracking
TR30
individual use of Tuition Reimbursement in a fiscal year, and integrating
payment requests with Accounts Payable
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for 3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
POSITION CONTROL RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
PC General Operating Requirements Section
The system should provide tracking of the following data item attributes related
PC1
to each position including but not limited to:
PC1 1 Job classification and associated history
PC1 2 Current position title
PC1 3 History of position titles.
PC1 4 Current job code.
PC1 5 History of job codes.
PC1 6 Position status
PC1 7 Number of position FTE/hours
PC1 8 History of position FTE/hours assigned per budget year.
PC1 9 Number of employees in same position
PC1 10 User comment section for each change to position structure.
PC1 11 Date created
PC1 12 Date and time stamp of each change to position structure.
PC1 13 Expiration date
PC1 14 Position review dates
PC1 15 Budgeted beginning/end dates
PC1 16 Budgeted/un-budgeted status
PC1 17 Funding source for position, i.e. grant, internal, etc.
PC1 18 Name of funding source and ID# if applicable.
PC1 19 History of funding source for position, i.e. grant, internal, etc.
PC1 20 Length of time funding is awarded.
PC1 21 History of length of time funding is awarded.
PC1 22 Organizational codes (such as department, division, etc.)
The system should provide the ability to track position attributes by user
PC2
defined structure, i.e. the rate class grouping used by the City.
The system should provide the ability to designate an unfilled position pending
PC3
available budget.
The system should provide the ability to designate the number of authorized
PC4
positions by department and classification code.
The system should provide the ability to assign multiple employees to a single
PC5
position.
The system should provide the ability to assign an employee to multiple
PC6
positions.
The system should provide the ability for employees to be assigned to and paid
PC7 from multiple positions in different funds, organizational units, classes,
statuses, etc.
The system should provide the ability to track position history for each position
PC8 including date created, date authorized, funding history, budgeted positions by
year, etc.
The system should provide the ability to designate a position as "on hold" or
PC9
"pending" with an explanatory comment.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
POSITION CONTROL RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to track history of authorized or
unauthorized positions separate from incumbents with totals by user-defined
PC10
criteria, including but not limited to, fund code, department, project number,
location, etc.
The system should provide decentralized job description maintenance with
PC11 appropriate security authorization structure with automated workflow for
approval through HR.
The system should provide position control at both the City and the department
PC12
level with inquiry and print capability.
The system should provide the ability to forecast payroll costs over various
"what if" scenarios for analysis and budgeting purposes by applying user
PC13
defined criteria such as percentage change in earnings, change in FTEs,
payroll factors, etc.
The system should provide the ability to establish and maintain a unique
PC14
position identifier for each position.
The system should provide the ability to track user defined reasons for
PC15
increased salaries related to a position.
The system should provide the ability to reclassify positions without extensive
PC16
rebuilding of table driven attributes.
The system should provide the ability to change funding sources associated
PC17 with positions with full integration and update of related employee records upon
processing of the change.
The system should provide the ability to log and report on progress of position
PC18
fulfillment efforts.
The system should provide the ability to designate a position with an expiration
PC19 date, i.e. establish time limited positions or positions that are only valid for a
defined period of time.
PC20 The system should provide the ability to value budgeted positions in different
ways (e.g., by dollar amount, by full time equivalent (FTE), by period).
PC21 The system should provide the ability to track variances between budget and
actual costs by position, by business entity, by department, by FTEs, etc.
The system should provide the ability to create and maintain position
PC22
definitions/classifications with rules and salary ranges/tables.
The system should provide edits to prevent action on a position which is not
PC23
authorized and budgeted.
The system should provide the ability to create salary schedules tied to specific
PC24
positions.
The system should provide the ability to track and report on filled and vacant
PC25 positions by position number, budgeted vs. non-budgeted, pending,
department, date range, union affiliation, or other user defined parameters.
The system should provide the ability to revise and update any table driven
attributes through a user friendly interface such as position numbers, number
PC26
of FTEs approved per position, department/division numbers and/or titles
without complete re-creation of the table.
The system should provide the ability to create a set of standard reports related
PC27
to position control.
The system should provide the ability to create ad hoc reports based on user
PC28
defined criteria.
The system should provide the ability to charge the funding source for a
PC29
position based on effective dates (e.g., grant funded positions).
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
POSITION CONTROL RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to prioritize the use of funding from
PC30
multiple sources for a position.
The system should provide the ability to assign correct level of benefits,
PC31 retirement, etc. to employees with multiple positions based on organizational
policy.
The system should provide the ability to perform mass changes by user-
PC32 defined criteria, including but not limited to, bargaining unit, class code, etc.
and update the employee record or appropriate databases.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
City of Santa Rosa INSTRUCTIONS RATING LEGEND
SUP Supported as delivered "out-of-the-box"
Complete the worksheet by placing MOD Supported via modifications (screen configurations, reports, GUI tailoring, etc)
an X in the appropriate column for 3RD Supported via a third party solution
each criterion. The X's should
represent the current state of a CST Supported via customization (changes to source code)
particular product or service. FUT Will be supported in a future release (within 18 months of response date)
NS Not supported
PAYROLL RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
PY General Operating Requirements Section
The system should provide the ability to interface payroll information to and
PY1 from the General Ledger, Human Resources, Personnel Administration,
Recruitment/Applicant Tracking, Timekeeping, Leave Management, Benefits
Administration, Grants/Activities, Accounts Payable and Accounts Receivable.
The system should provide the ability to calculate earnings per employee
based on employee pay attributes, taxes based on tax tables as mandated by
PY2
Federal, State and local requirements, and deduct expense deductions
assigned to the employee arriving at a net pay check value.
The system should track an unlimited number of earnings/pay codes, including
PY3
but not limited to:
PY3 1 Regular
PY3 2 Overtime
PY3 3 Bonuses
PY3 4 Premium Pay
PY3 5 Vacation
PY3 6 Holiday
PY3 7 Shift Differentials
PY3 8 Function Pay
PY3 9 Sick Pay
PY3 10 Personal Days
PY3 11 Comp Time
PY3 12 Auto and Mileage Reimbursement
PY3 13 Relocation Reimbursement
PY3 14 Employee Association Dues
PY3 15 Uniform Allowance
PY3 16 Longevity (Career Enhancement)
PY3 17 Garnishments
PY3 18 Retroactive Adjustment
PY3 19 User Defined Earnings
PY3 20 Bond Calculation
PY3 21 Charity Tracking
The system should provide the ability to create multiple definitions of pay
PY4 cycles and pay periods including but not limited to weekly, biweekly, semi-
monthly, monthly, 27-day cycle, etc.
The system should provide a hierachical code structure within the organization
PY5 (i.e. Company, EIN, Business Unit, Division, Department, Employee Groups,
Employees
The system should provide the ability to group employees by common
PY6 attributes within any organizational unit without having to set up multiple
employee records for each unit.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PAYROLL RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to pay an employee at more than one pay
PY7
rate within a single pay period.
The system should provide the ability for General Ledger and Project Ledger
PY8
distribution based upon timesheet data.
The system should provide the ability to calculate Workers Compensation
PY9
gross pay and leave.
The system should provide the ability to make adjustments to W-2 data such
PY10
as taxable earnings, deductions, etc. with the proper authority.
The system should provide the ability to allocate an employee's earnings to
more than one organizational unit, job code,or project code and to track the
PY11
labor distribution throughout the relevant General Ledger accounts based on
percentages or time entries.
The system should provide the ability to allocate salary and benefits expense,
PY12 including retirement benefits, to more than one distribution level within the
organizational account structure.
PY13 The system should provide the ability to default basic pay and deduction codes
for new hires based on user defined employee groups and parameters.
The system should provide the ability to restrict the use of pay and deductions
PY14 codes based on user defined criteria linking codes to specific employee
groups, payroll groups, or bargaining units.
The system should provide the ability to link earnings and deduction codes to
PY15
specific payroll cycles and frequency cycles.
PY16 The system should provide ability to set a default number of hours for hourly
employees and alter the number of hours worked on an exception basis.
The system should provide the ability to utilize different GL account codes to
PY17
record vacation pay, sick pay, etc.
The system should provide the ability to track payment information in detail,
including but not limited to, check issue date, pay cycle, pay rate, location, job
PY18
cost, hours worked, pay type, labor distribution, deduction type, taxes, taxable
amount, etc.
The system should provide the ability to automatically update employee
PY19
records with each payroll cycle and each adjustment cycle.
The system should provide the ability to process and update employee records
PY20 based on personnel transactions entered through Human Resources or
satellite payroll offices.
The system should provide the ability to automatically generate payroll posting
PY21 entries to the General Ledger and validate General Ledger account codes
against the chart of accounts before processing posting.
The system should provide the ability to default earning and deduction codes
PY22 from the earning and deduction master based on, but not limited to, the payroll
organizational unit or group.
The system should provide the ability to locate and display employee data
PY23
based on SSN, employee identifier and/or name.
The system should provide the ability to locate and display employee
PY24
information using a portion of a name or letter sort.
The system should provide the ability to affect mass action payroll changes for
PY25 a large group by, but not limited to, organizational unit, bargaining unit, or
employee group.
The system should maintain historical payroll detail for a user defined time
PY26
period within the master database.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PAYROLL RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide access to recent payroll data for each employee via
PY27
online access for a user defined period of time.
The system should provide ad hoc query capability accessible to employees on
PY28
line to inquire on history based on user defined criteria.
The system should provide the ability to calculate tax witholding amount on a
percentage, flat amount, or percentage plus flat amount basis and/or interface
PY29
with tax software to ensure updated tax tables are used at all times for
employer/employee tax deductions.
The system must be FLSA compliant (e.g., regular rate calculations, required
PY30
reports, archives).
The system should provide the ability to perform pay period, month end,
PY31
quarter end, and year end accruals.
The system should provide the ability to deduct designated deductions pre-tax
PY32 and apply the correct taxing calculations to the employee's adjusted gross
income.
The system should post payroll accruals to the applicable expenditure/expense
PY33
accounts and to the accrued payroll account.
The system should have the ability for users with the appropriate authority to
PY34 drill-down to payment details to view labor distribution, expense allocation, etc.
in the General Ledger.
The system should have the ability to calculate an amount needed for accruing
PY35 compensated absences, including but not limited to, FICA and Medicare in
accordance with GASB requirements.
The system should provide edit and validation codes that are both system and
PY36
user defined.
The system should provide the ability to create user defined and/or multiple
PY37
formulas for complex earning and deduction codes.
The system should provide the ability to define codes for, but not limited to,
PY38 checks and automatic deposit, automatic deposit only, multiple automatic
deposits, check only, etc.
The system should provide the automated calculation of shift differential based
PY39
on rules for employee groups.
The system should provide the ability to establish user-defined parameters for
PY40 deductions and earnings codes for taxing and withholding purposes (based on
straight pay as well as a percentage.)
The system should provide the ability to create and track employee deductions
per employee/COBRA/retiree for benefit payments deducted from the
PY41
employee's paycheck including, but not limited to, insurance plans, retirement
plans, voluntary plans, non-voluntary plans, etc.
The system should provide the ability to make mass changes to earnings,
PY42 deductions, and rate amounts by bargaining unit, classification, or any other
defined criteria.
The system should provide the ability to calculate the payout of an eligible
PY43 leave balance based on user defined criteria and initiated by a personnel
action.
The system should calculate all types of employee garnishments (e.g.,
PY44
effective date, limit, establish priority).
The system should provide the ability to take current and/or arrears (wage
PY45
assignments) for court ordered garnishments.
The system should provide the ability to develop user-defined cap for earnings
PY46
and deductions.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PAYROLL RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to develop user-defined effective dates,
PY47
anniversary dates, and expiration dates for earnings and deductions.
The system should automatically update accruals for vacation, sick leave, etc.
PY48
based on user defined plan rules and employee groups.
The system should provide the ability to calculate vacation and sick leave
PY49
accruals on partial pay periods for both hourly and salaried employees.
PY50 The system should have the ability to calculate supplemental payrolls.
The system should provide the ability to pay at a higher or lower step for any
PY51
period of hours, calendar days, pay periods, or until a specified date.
PY52 The system should provide the ability to have payroll adjustments reflected in
correct pay period through a reporting mechanism or user initiated functionality.
The system should provide the ability to pay employees for authorized hours
PY53
from multiple assignments up to a user-defined limit.
The system should provide the ability to calculate benefits based on a "benefit
PY54 eligible FTE value" and/or a "position FTE value" and to prorate benefits based
on either or both of these FTE definitions.
PY55 The system should provide the ability to perform retroactive pay adjustments by
individual, bargaining unit, and any other user defined criteria.
The system should provide the ability to automatically calculate retro pay, if
PY56 necessary, and transfer salary when an employee transfers to a different
organizational unit as authorized, even mid-pay period.
The system should provide the ability for online ad-hoc calculation of employee
PY57 paycheck amount through a "what if" modeler allowing changes to deductions,
pay rates, withholding allowances, etc.
The system should provide the ability to set final check flag for terminated
PY58
employees to prevent further timesheet processing and check printing.
The system should provide the ability to interface with the Accounts Payable
module to create payment to specified vendors or agencies for deductions
PY59
taken from employees' payroll checks each pay cycle or at a user defined
frequency.
The system should provide the ability to void/reverse checks including
PY60 cancellation of an automatic payroll deposit, with accompanying adjustments
integrated to General Ledger.
The system should provide the ability to automatically reverse a
PY61
check/automatic payroll deposit with an audit trail.
The system should provide the ability to generate supplemental checks with
PY62
immediate update of year-to-date payroll information.
The system should provide the ability to allow supplemental payroll checks with
PY63
appropriate deductions reported in the regular pay cycle.
The system should provide the ability to take deductions and use special
PY64
earnings outside of the regular pay cycle (e.g., special pay).
The system should provide the ability to review and modify pending payroll
PY65 transactions prior to final processing of each standard or supplemental payroll
cycle.
PY66 The system should provide the ability to correct errors and reprocess
exceptions online prior to printing checks and/or automatic payroll deposits.
The system should provide the ability to view manual checks online
PY67
immediately after they are generated.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PAYROLL RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
PY68 The system should provide the ability to produce and/or allow direct deposit
payments to be made to multiple banks or payees for each employee.
The system should provide the ability to automatically adjust all accrual
PY69
balances (e.g., illness, vacation) resulting from activity or time taken.
The system should provide the ability to automatically adjust liability values in
PY70 the General Ledger as a result of adjustments to the accrual balances or pay
rates.
The system should provide the ability to process catastrophic leave donations
PY71
to other employees.
PY72 The system should provide the ability to adjust retirement contributions as a
result of retroactive pay adjustments and/or changes in retirement systems.
The system should provide the ability to produce W-2 Forms at the end of each
PY73
calendar year.
The system should provide the ability to print fiscal year-to-date total per
PY74
employee by any attribute in the account code structure.
The system should provide ability to establish a limit on the dollar amount of an
PY75
individual payment (e.g., net pay).
The system should have the ability to process a deceased employee's
PY76
payments in accordance with Internal Revenue Service requirements.
The system should have the ability to perform calendar year end updates on
PY77 employee records based on defined criteria (e.g., year-to-date gross earnings,
social security and Medicare taxes).
The system should have the ability to set up appropriate approval and audit
PY78
trail procedures for all interfaces.
PY79 The system should provide the ability to enter time in future pay periods.
The system should provide comments fields associated with time entry data
PY80
(e.g., user can provide narrative reason for overtime).
The system should provide the ability to enter and process non-hourly/wage
reimbursements, including but not limited to mileage and other non-taxable
PY81
reimbursements, etc. through Accounts Payable, with payments to the
employee through Payroll.
The system should provide the ability to interface with Accounts Payable and
PY82
initiate the generation of a check to deduction agencies as part of a payroll or
monthly closing process with the option to create EFT payments if available.
PY83 The system should provide electronic signature features.
The system should provide the ability to create automated workflows for payroll
PY84
and time and attendance processing.
The system should have the ability to keep track of work hours when an
PY85
employee works several different shifts.
PY86 The system should allow time entry by shift.
The system should provide tracking of compensatory time with different rules
PY87
for different groups of employees.
The system should provide the ability to assign employee hours to capital
PY88
improvement projects, special projects and grants.
The system should provide the ability to trigger shift differentials based on user
PY89
defined criteria.
The system should provide work history accessible to departments for on-line
PY90
viewing of hours worked.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PAYROLL RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should validate employee sick time, leave, and other time bank
PY91 balances at time entry and generate warnings and/or prohibitions for time
usage exceeding balances.
The system should provide the ability for rapid data entry across days and
PY92
across employees.
The system should provide the ability to enter time adjustments for prior pay
PY93
periods.
The system should provide the ability to generate and print manual payroll
PY94
checks for immediate payment outside the normal processing cycle.
The system should provide the ability to create user defined deduction classes,
PY95 deduction codes and maintain a variety of employee payroll deductions,
including standard deductions for tax purposes as well as pre-tax deductions,
state mandated deductions, benefit deductions, and user defined deductions.
The system should provide the ability to integrate and update information
PY96 automatically to the General Ledger with the complete processing of each
standard or supplemental payroll cycle.
The system should provide the ability to eliminate the processing and
distribution of check stubs by allowing payment information to be accessible,
PY97
viewable, and printable to authorized users and employees via an on-line
portal.
The system should have the ability to post direct deposit/checks remittance
PY98 advice to a secured website where employees can view and print their own
information.
The system should provide the ability to process hours and time worked based
PY99 on multiple positions, pay rates, and function pays during each standard and/or
supplemental payroll cycle.
The system should provide the ability to support voiding of an entire payroll and
PY100 re-running it if significant errors are discovered after the payroll has been run
and posted.
The system should provide the ability to designate employees as exempt or
PY101 non-exempt and to process their pay appropriately according to FLSA
regulations.
The system should provide the ability to pay inactive employees, but should
PY102 provide a warning at the point of data entry and on an edit report during payroll
processing.
The system should provide the ability to view timesheets related to each pay
PY103
period and historically for a user defined period of time.
The system should provide the ability to calculate contributions and set
PY104 maximums on deductions related to benefit plans, retirement plans and any
other user defined deductions code.
The system should provide the ability to build user defined earnings
PY105
accumulators which will accumulate specific earnings codes into cumulative
totals throughout the year for purposes of pension, 401k, 403b, etc.
The system should provide the ability to cancel a check by check number and
PY106 have totals automatically reverse from the employee pay history, the leave
system and General Ledger.
The system should provide the ability to check for duplicate and/or incorrect
PY107
social security numbers.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PAYROLL RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to pay overtime at time and one half,
PY108 straight time or double time based on user defined criteria and FLSA
regulations.
The system should provide the ability to track employee paid benefits for an
PY109
employee on a non-paid status.
The system should provide the ability to provide pro-rated calculations for mid-
PY110
period hires, rate changes, and terminations.
The system should provide support for automatic and manual wage
PY111 adjustments, in accordance with federal and/or state-of-origin requirements in
regards to:
PY111 1 Garnishment
PY111 2 Child Support
PY111 3 Federal and state levies
PY111 4 Other wage assignment computations
PY111 5 Any combination of the above
The system should provide the ability to enter payroll overrides and
adjustments for one-time dollar hour adjustments and other miscellaneous
PY112
transactions affecting an employee’s check including, but not limited to, the
following:
PY112 1 Withholding both additional and specific deductions.
PY112 2 Withholding both additional and specific tax amounts.
The system should provide the ability to enter time at decentralized locations
PY113
by the following methods, including but not limited to:
PY113 1 By timekeeper
PY113 2 By employee
PY113 3 Intranet
PY113 4 File transfers
The system should provide the ability to audit, modify, and approve
PY114 timekeeping data and adjustments prior to final processing of a standard or
supplemental payroll cycle.
The system should provide the ability to establish a default configuration that
PY115 limits the menus available to the employee for inputting time to only those
items relevant to that employee.
The system should allow entry of time by exception only and positive entry
PY116
capabilities.
The system should provide the ability to adjust exception hours based on user
PY117 defined criteria (i.e., classification, physical location, bargaining unit, work year,
etc.).
The system should provide the ability to generate Accounts Receivable entries
PY118
based on non-hourly/wage reimbursements.
The system should provide a pay check stub, including but not limited to the
PY119
following information:
PY119 1 Employee Number.
PY119 2 Organizational unit number (dept, division, project, etc.)
PY119 3 Employee name.
PY119 4 Period ending.
PY119 5 Issue date.
PY119 6 Pay rate per earnings code.
PY119 7 Message field for general or employee specific notes.
PY119 8 Gross earnings.
PY119 9 Adjusted taxable earnings.
PY119 10 Medicare earnings.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PAYROLL RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
All earning and deduction types adequately itemized on each stub and
PY119 11
defined by taxability status.
PY119 12 Withholding status.
PY119 13 Current and Year to Date Totals.
PY119 14 Federal Income tax.
PY119 15 FICA/Social Security tax.
Employer contribution/employee contribution amount for any user defined
PY119 16
deduction code.
PY119 17 State income tax
PY119 18 Direct deposit (multiple accounts)
PY119 19 Group insurance.
PY119 20 Medicare tax.
PY119 21 Vacation hours balance
PY119 22 Sick leave hours balance
PY119 23 Other leave hours balances
PY119 24 Taxable/non-taxable earnings
PY119 25 Workers’ comp (injury leave)
PY119 26 Other deductions and amounts
PY119 27 Total deductions
PY119 28 Net pay
PY119 29 Direct deposit portion
The system should provide reports of all changes to employee's pay,
PY120
deductions, taxes, etc.
The system should provide reports of all changes to employer's deduction and
PY121
taxes, etc.
PY122 The system should provide reports on FLSA calculations.
PY123 The system should provide reports of tax payments by employee.
PY124
The system should provide the ability for exception reports for leave balance.
PY125 The system should provide reports of retirement deductions by employee.
The system should provide all mandated governmental reports, including but
PY126
not limited to PERS payoll contribution reports.
The system should provide the ability to identify, enter and report, with
appropriate security, those hours charged to any fund, department and
PY127
organization for positions that do not exist or are not authorized in position
control.
The system should provide the ability to inquire or run reports on earnings
balances based on a variety of time periods, including but not limited to pay
PY128
period, monthly, quarterly, year-to-date, fiscal year-to-date, and employee
service-to-date.
The system should have the ability to provide garnishment reports, including
PY129
but not limited to the following:
Garnishment report of employees after each payroll run who have active
PY129 1
garnishment on their payroll record and have been garnished.
Garnishment insufficient fund report after each payroll run to identify
PY129 2 employees who have active garnishment on their payroll record but did
not earn enough to be garnished.
Garnishment warrant report (issued to creditors) drawn from garnished
PY129 3
employees.
Garnishment report after each payroll run of employees whose
PY129 4
garnishment has been satisfied.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PAYROLL RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should provide the ability to produce reports including, but not
PY130
limited to:
Payroll register per organizational unit per standard and/or supplemental
PY130 1
payroll cycle.
Deduction registers per deduction per standard and/or supplemental
PY130 2
payroll cycle.
Labor distribution by General Ledger code, by organizational unit or any
PY130 3 other user defined parameters per standard and/or supplemental payroll
cycle.
PY130 4 Tax register per standard and/or supplemental payroll cycle.
PY130 5 Overtime and compensatory time accruals by period
FMLA, stand-by hours, extended leave, safety leave, awarded hours,
PY130 6
excused absence, unexcused absence, suspension, worker's
compensation and non-pay activities including the reason and description.
The system should provide time collection data reporting at any user defined
PY131
level.
The system should provide the ability to track and report absence history from
PY132
time and attendance records.
The system should provide the ability to create deduction overrides for one
PY133 time adjustments or transactions which are temporary. (For example, the need
to change the direct deposit to savings only for one check.)
The system should provide the ability to accommodate vacation buy back and
PY134
sell programs, i.e. leave conversion based on user defined criteria.
The system should be FLSA compliant in the public sector. The system should
provide the ability to accurately calculate both MOU overtime and FLSA
PY135
overtime obligations, compare the two, and pay the higher amount in the
following situations:
For employees who are on the 9/80 work schedules, the system should have
PY136 the ability to split hours worked in one day into two separate work weeks
without averaging.
The system should accommodate any length of work period between 7 and 28
days (ie: MOU overtime is based on hours in a paid status in a 7-day work
PY137 period, and FLSA overtime is based on hours worked for work periods ranging
anywhere from 7 to 28 days. The start and end of an FLSA work period may
not coincide with the pay period.
The system should accommodate any number of hours in the designated work
period between 40 and 212 (ie: MOU overtime may be paid after 40 hours in a
PY138 week, however, the FLSA may not require overtime until after 43 hours. If an
employee works 45 hours, the FLSA calculation should assume that the City is
required to pay the 3 hours between 40 and 43 at the straight time MOU rate,
and hours 44 and 45 at 1.5 times the FLSA regular rate.)
The system should accommodate employees who receive special
PY139 compensation that may be based on a flat amount, a percentage, a daily rate,
an hourly rate or a weekly rate.
The system should accommodate employees who receive a lump sum
payment that must be allocated back over the period in which the payment was
PY140
earned (ie: FLSA overtime for all periods in which the lump sum was earned
must be recalculated to determine if any FLSA obligation exists.)
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls
PAYROLL RATING RESPONSE ADDITIONAL COMMENTS
SUP MOD 3RD CST FUT NS
The system should accommodate employees who works at more than one rate
of pay during the work period (the system must calculate a weighted average
PY141
rate, or perform a chronological analysis of the hours worked to determine
which rate applies to what hours).
PY142 The system should provide the ability to designate special compensation items
as being includable or not includable in the FLSA regular rate calculation.
The system should provide the ability to pay both exempt and non-exempt
employees based on a "level pay plan" (ie: Fire and Police personnel work a
PY143
varying number of hours per week based on a yearly average, but their weekly
pay remains static.)
The system should be able to distinguish between FLSA and non-FLSA
PY144
compensatory time.
The system should provide the ability to cash out CTO time at termination
PY145
based on the higher of the employee's regular rate of pay at the date of
termination, or the average regular rate during the last 3 years of employment.
City of Santa Rosa 47d6a84f-b5f2-4b82-98d8-ba156b0e613b.xls