The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
# Work Functional Area Functional Area # Req When responding to the, "Solution Supports The Requirement" on each tab, use the above ratings.
shee Owner
t
1 GL General Ledger Meghan Brown 90 Rating Definition
GM Grant Management and Accounting Johnston
Chris 87 4 Standard. Is available in the current release. Software supports this requirement. No customization or
2 modification is required.
AP Accounts Payable Ron English 78 3 Is available with third-party application. The Offeror has established a relationship (for example, as an
OEM) with a business partner to provide this functionality, which doesn't need any customizing or work
around. Indicate the name of the application recommended and the number of installs completed.
3
FR Financial Reporting Meghan Brown & 108 2 Functionality is provided by the Offeror, but it requires customization. The functionality can be
Denise accomplished with the Offeror's product, but needs customizing or a work around. Identify any areas where
4 Carpenter modification will affect the application upgrade path.
PR Procurement Drexel Paulk 152 1 Functionality is provided, but it requires customized integration with a third party. The Offeror has
established a relationship with a business partner to provide this functionality, but it needs customizing or a
work around. Identify any areas where modification will affect the application upgrade path.
5
CM Contract Management Drexel Paulk 65 0
6 Functionality is not provided. The software will not meet the requirement.
BD Budget Rayford Harris 61 F Future release: The requirement will be available in a future release (indicate anticipated time of
7 update: month and year).
DM Debt Management Denise 47
8 Carpenter
HR Human Resources Lorraine Adeeb, 619
9 Ron English
RT Retirement Lorraine Adeeb, 139
10 Philip Langdon RPS = Richmond Public Schools
11 TA Time and Attendance Lorraine Adeeb 207
12 PY Payroll Lorraine Adeeb 366
FA Fixed Assets Meghan Brown & 101
Denise
13 Carpenter
IM Inventory and Asset Management Vaughan &
Billy 59
Denise
14 Carpenter
15 WO Work Orders/Capital Projects Billy Vaughan 138
16 GN General and Technical Chad Costello 107
17 IN Integration Points Chad Costello 34
Total Requirements 2,458
Page 1 of 270 Table of Contents Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General Ledger
Solution
Supports
Req # Description of Requirement Requirement
General Requirements
GL.1 The system has the ability to provide a General Ledger that is integrated with all other
system applications such as Budgeting, Payroll, Grant Management, Accounts Payable,
Procurement, and Fixed Assets, so that reconciliation between applications is user friendly
and efficient.
GL.2 The system has the ability to produce daily, weekly, monthly, and annual statements of
revenue and expense and can be subtotaled at multiple levels including by fund,
department, division, subdivision, program, project, and/or account.
GL.3 The system has the ability to allow month end closings to occur in a new fiscal year without
having to close the previous fiscal year, including producing all month end financial
statements.
GL.4 The system has the ability to produce detailed and summarized statements of revenue and
expense on a daily, weekly, monthly, and annual basis.
GL.5 The system has the ability to provide a financial statement report writer to allow end users to
create user-defined financial statement reports.
System should allow user abiltity to query and develop customized reports
GL.6 The system has the ability to budget at the fund organization code level.
GL.7 The system has the ability to budget at the agency organization code level.
GL.8 The system has the ability to budget at the organization code level.
GL.9 The system has the ability to budget at the object code level.
GL.10 The system has the ability to budget at the appropriation unit level.
GL.11 The system has the ability to support multi-year funds.
GL.12 The system has the ability to produce balance sheets and other financial reports from a prior
closed year and period.
GL.13 The system has the ability to automatically roll forward balances for balance sheet accounts.
GL.14 The system has the ability to store at least 10 years of transactional data.
GL.15 The system has the ability to restrict user inquiry access to a City defined group of account
numbers.
Page 2 of 270 1. General Ledger Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General Ledger
Solution
Supports
Req # Description of Requirement Requirement
GL.16 The system has the ability to restrict user transactions to a City defined group of account
numbers.
GL.17 The system has the ability to carry the entire chart of accounts forward, even accounts with
zero balances or accounts that have no activity to eliminate the need to manually key these
accounts into the system.
GL.18 The system has the ability to perform monthly closings.
GL.19 The system has the ability to perform "soft closes" on periods so that a period may be
opened again with proper permissions for the purposes of posting activity to that period.
GL.20 The system has the ability to record a journal entry type.
GL.21 The system has the ability to export data to common desktop applications such as Microsoft
Word and Microsoft Excel.
GL.22 The system has the ability to reverse a manual warrant with appropriate permissions.
GL.23 The system has the ability to restrict one-sided journal entries from being entered.
GL.24 The system has the ability to drill down online to see all account activities, to include the
related accounts of the source journal.
GL.25 The system has the ability to automatically reconcile with the City's banks.
GL.26 The system has the ability to allow users to retrieve GL related information that is more than
one year old with ease.
GL.27 The system has the ability to interface with analytical and reporting tools such as Crystal
Reports, Business Objects, etc.
GL.28 The system has the ability to perform basic validation routines before data can be entered,
e.g., data type checking, account validation.
GL.29 The system has the ability to create a treasury department file of unclaimed property to send
to the State. The file must contain check date, check number, amount of check, payee
name, last known address, vendor number, reason for original check, data from original
check stub, and VIN.
GL.30 The system has the ability to produce GASB 34, GASB 45, and other Sarbanes-Oxley
compliance reports.
GL.31 The system provides fund accounting capability that complies with GAAP and GASB
standards.
Page 3 of 270 1. General Ledger Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General Ledger
Solution
Supports
Req # Description of Requirement Requirement
GL.32 The system has the ability to display clear and understandable reasons for rejecting general
ledger transactions.
GL.33 The system has the ability to provide 13 periods, one for entering annual closing entries
which acts as a closing period.
GL.34 The system has the ability to allow selected accounts to be flagged in order to disallow any
postings to occur to those accounts.
Journal Entries
GL.35 The system has the ability to import and automatically edit journal entry transactions from
other vendor-developed and in-house developed systems.
GL.36 The system has the ability to automatically process accrual entries and reverse original
credit/debit entries.
GL.37 The system has the ability to use workflow technology to automatically route journal entries
to approvers prior to posting.
GL.38 The system has the ability to enter journal entries that must balance to a batch header
record.
GL.39 The system has the ability to provide standard and recurring journal entry capabilities.
GL.40 The system has the ability to maintain at least five years of detail journal entry transactions
and budget information and provides the ability to maintain greater than five years if desired.
Should coincide with GL.14 above
GL.41 The system has the ability to automatically populate fiscal year and period based on
transaction type.
GL.42 The system has the ability to automatically transfer activity from one account to another
account.
GL.43 The system has the ability to disallow further posting to an account that is being closed or
closed.
GL.44 The system has the ability to automatically create due-to and due-from entries for any
activity that crosses funds (an audit trail should be created). System should automatically
create interfund cash entries.
GL.45 The system has the ability to automatically assign sequential numbers to all journal entry
transactions for audit trail purposes.
Chart of Accounts
Page 4 of 270 1. General Ledger Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General Ledger
Solution
Supports
Req # Description of Requirement Requirement
GL.46 The system has the ability to provide a single chart of accounts file that is referenced by all
other system modules.
GL.47 The system has the ability to either automatically generate or copy chart of account records
when creating new funds, departments, and any other reorganizations.
GL.48 The system has the ability to inactivate parts of an account so no posting activity can take
place against the account.
GL.49 The system has the ability to provide chart of account number short codes for reducing the
number of key strokes when entering or looking up chart of account numbers.
GL.50 The system has the ability to activate new accounts or specific accounts based on dates or
date ranges.
GL.51 The system has the ability to support at least 6 component units or segments.
GL.52 The system has the ability to provide security at a City-determined level in the chart
accounts.
GL.53 The system has the ability to provide a flexible user defined chart of accounts which can be
modified as needed. For example segmented for: fund, department, account number,
location, or other segments.
GL.54 The system has the ability to support alpha numeric fields in the chart of accounts.
The system has the ability to support the following fields in the chart of accounts:
GL.55 "Fund", 4 characters in length;
RPS uses a three (3) character fund
GL.56 "Agency", 3 characters in length;
GL.57 "Org", 4 characters in length;
GL.58 "Sub Org", 4 characters in length;
GL.59 "Activity", 4 characters in length;
GL.60 "Function", 4 characters in length;
GL.61 "Object", 4 characters in length;
RPS: System should support a numeric field length of 20 and 2 decimal.
999,999,999,999,999,999.99
GL.62 "Sub Object", 2 characters in length;
Page 5 of 270 1. General Ledger Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General Ledger
Solution
Supports
Req # Description of Requirement Requirement
GL.63 "Revenue", 4 characters in length;
RPS: System should support a numeric field length of 20 and 2 decimal.
999,999,999,999,999,999.99
GL.64 "Sub Revenue", 2 characters in length;
GL.65 "Balance Sheet", 4 characters in length;
GL.66 "Project Code", 12 characters in length;
GL.67 "Account Type", 2 characters in length;
GL.68 "Budget Organization", 4 characters in length;
GL.69 "Appropriation Unit", 9 characters in length.
GL.70 The system has the ability to support a 32-character description field for each of the above
fields.
Page 6 of 270 1. General Ledger Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General Ledger
Solution
Supports
Req # Description of Requirement Requirement
Financial Compliance
GL.71 The system has the ability to allow Non Encumbered Invoices (NEI) to be keyed directly into
the Accounts Payable System.
GL.72 The system has the ability to produce reports of payments to vendors.
GL.73 The system has the ability to produce reports that reflect "discounts missed" due to
payments made to vendors outside of the discount period.
GL.74 The system has the ability to flag vendors as inactive and prohibit their use.
GL.75 The system has the ability to inactivate vendor records.
GL.76 The system has the ability to use workflow technology for digital signatures (allow electronic
approvals).
GL.77 The system has the ability to reconcile lockbox payment files with payment amounts
recorded in system.
GL.78 The system has the ability to schedule audit log reports to be run during user defined
periods.
GL.79 The system has the ability to produce audit logs that show rejected transactions.
Cost Allocation
GL.80 The system has the ability to have user-defined cost allocation codes.
GL.81 The system has the ability to have user-defined cost allocation codes that are table-based
and allows for user defined calculations and percentages.
GL.82 The system has the ability to sum all indirect costs and allocate all overhead to all projects
for a month.
GL.83 The system has the ability to enter a journal entry and have it automatically allocate across
selected divisions based on user-defined allocation codes.
GL.84 The system has the ability to allocate costs across selected user-defined agencies based on
user-defined allocation codes.
GL.85 The system has the ability to support fixed allocation codes.
GL.86 The system has the ability to support variable allocation codes.
GL.87 The system has the ability to automatically spread depreciation across all fixed assets based
on cost allocation codes.
GL.88 The system has the ability to report on and display employee pay allocation by month.
Page 7 of 270 1. General Ledger Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General Ledger
Solution
Supports
Req # Description of Requirement Requirement
GL.89 The system has the ability to forecast 3 years depreciation based on the straight line
depreciation method for budgeting purposes.
GL.90 The system has the ability to allow cost allocation codes to be applied to payroll or to an
employee's salary.
Page 8 of 270 1. General Ledger Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General Ledger
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 9 of 270 1. General Ledger Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General Ledger
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 10 of 270 1. General Ledger Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General Ledger
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Journal Entries
Chart of Accounts
Page 11 of 270 1. General Ledger Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General Ledger
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
t of accounts:
Page 12 of 270 1. General Ledger Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General Ledger
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 13 of 270 1. General Ledger Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General Ledger
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Financial Compliance
Cost Allocation
Page 14 of 270 1. General Ledger Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General Ledger
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 15 of 270 1. General Ledger Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Grant Management and Accounting
Solution
Supports
Req # Description of Requirement Requirement
General Requirements
GM.1 The system has the ability to administer sub-awards that are passed through to "sub-
recipients" who then become responsible for fulfilling the grant requirements.
GM.2 The system has the ability to display comments for a selected grant.
GM.3 The system has the ability to report by user-defined periods and category of expense (i.e.,
labor, materials, overhead, and other user-defined categories).
GM.4 The system has the ability to support the billing requirements of federal and nonfederal
sponsors.
GM.5 The system has the ability to allow multiple grants to be related to one project.
GM.6 The system has the ability to allow multiple projects to be related to one grant.
GM.7 The system has the ability to provide flexibility in the grant naming scheme to allow user
defined methodology.
GM.8 The system is integrated with the central receivables system.
GM.9 The system has the ability to archive grant information for a user-defined period of time.
GM.10 The system has the ability to allow a user to research archived grant information.
GM.11 The system has the ability to allow role based access to the grant system.
GM.12 The system has the ability to establish grant parameters (such as required matching funds,
grant allocations out to specific projects).
GM.13 The system has the ability to audit all fields on a grant record.
GM.14 The system has the ability to allow administrators to add new grant fields or descriptors and
delete existing grant fields or descriptors.
GM.15 The system has the ability to assign a unique alpha numeric tracking number to each grant.
GM.16 The system has the ability to perform grant forecasting which is integrated with the budget
module.
GM.17 The system has the ability to import grant information from Microsoft Excel and create
templates of grant records.
GM.18 The system has the ability to natively integrate with the budget module.
GM.19 The system has the ability to interface with Microsoft Project.
Page 16 of 270 2. Grant Management and Accounting Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Grant Management and Accounting
Solution
Supports
Req # Description of Requirement Requirement
GM.20 The system has the ability to generate a Gantt chart based on grant deliverables and dates.
GM.21 The system has the ability to interface with a document imaging system to store project
plans and other scanned documents containing approval signatures.
GM.22 The system has the ability to track multiple funding sources for one grant.
GM.23 The system has the ability to query by a date range for reporting on grant activity.
GM.24 The system has the ability to report on encumbrances, expenditures, and revenues by user-
defined period for submission to grant funder.
GM.25 The system has the ability to track unexpended funds that need to go back to a grantor at
the time of grant closing.
GM.26 The system has the ability to drill down into other areas of the system from within Grants for
more detailed information on individual transactions.
GM.27 The system has the ability to automatically transition accepted grant proposals into awarded
grants/projects.
GM.28 The system has the ability to copy user specified fields of an existing grant for the purpose of
establishing a new grant.
GM.29 The system has the ability to ensure that awards are properly closed with an automated,
system-based audit of required closeout activities based on user defined time periods.
System will prompt the user before completing any close-out activities.
Grant Tracking and Notifications
GM.30 The system has the ability to allow the creation of user-defined alerts, email notifications,
and warnings (such as at 90, 60, and 30 day warning of grant expiration).
GM.31 The system has the ability to track deliverables and deliverables dates associated with a
grant.
GM.32 The system has the ability to use electronic workflow to track where grants are in the
process, from pre-submission to award.
GM.33 The system has the ability to allow electronic signatures through workflow approval.
GM.34 The system has the ability to report on and identify all City grants.
GM.35 The system has the ability to allow employees of the City to enter and track grant
opportunities on a citywide basis, and automatically flag duplicate opportunities by grant
name, CFDA numbers, or other means.
Page 17 of 270 2. Grant Management and Accounting Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Grant Management and Accounting
Solution
Supports
Req # Description of Requirement Requirement
GM.36 The system has the ability to manage tracking and accounting of multi-year grants.
GM.37 The system has the ability to notify grant managers that request for reimbursements are due
for submission.
GM.38 The system has the ability to track indirect or direct grant expenditures.
GM.39 The system has the ability to utilize workflow to allow for Chief Administrative Officer (CAO)
approval once grant funds are made available by the grantor.
GM.40 The system has the ability to track phases of a grant including, but not limited to, planning,
submission, milestones, deliverables, and completion.
GM.41 The system has the ability to track grants by a user-defined status code such as pending,
closed, etc., including multi-year grants (entitlements).
GM.42 The system has the ability to track grants at budget level.
GM.43 The system has the ability to allow for multiple approval steps in the grant process based on,
but not limited to dollar amount, grant type, grantor, project, and account number.
GM.44 The system has the ability to notify a user that a grant submission period is approaching
and/or has ended.
GM.45 The system has the ability to track all grant funds all the way to the subcontractor or vendor
level (by project) in order to historically review direct uses of funds.
GM.46 The system has the ability to track all matching fund sources and amounts both separately
and consolidated.
GM.47 The system has the ability to track and manage matching funds, grant
specifications/conditions, grant use and reimbursement amounts (grant management).
GM.48 The system has the ability to create user-defined associations between grants.
GM.49 The system has the ability to track the grant application process with a complete history of
the grant.
Page 18 of 270 2. Grant Management and Accounting Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Grant Management and Accounting
Solution
Supports
Req # Description of Requirement Requirement
The system has the ability to search system for grants by:
GM.50 Name of grant;
GM.51 Funding agency;
GM.52 CFDA number;
GM.53 Grant type;
GM.54 Unique identifier;
GM.55 Funder grant number;
GM.56 Funding source;
GM.57 City fiscal year;
GM.58 Funder type;
GM.59 Grant period;
GM.60 Account number;
GM.61 City agency.
The system has the ability to generate the following grant reports:
GM.62 User-Defined Expenditures by Funder Grant Number;
GM.63 User-Defined Expenditures by Accounting String;
GM.64 User-Defined Expenditures by CFDA Number;
GM.65 Open Encumbrances by Grant;
GM.66 Cash Balance Report by Agency;
GM.67 Cash Balance Report by Org Code;
GM.68 Cash\Budget Variance Report;
GM.69 Lead Schedule (Summary Trial Balance);
GM.70 Close Out Checklist;
GM.71 New Fund/Organization Code Request Form;
GM.72 Funding/Grants by Department for Fiscal Year;
GM.73 Grants by Department for Time Span;
GM.74 Grants by Department.
Grant Compliance
Page 19 of 270 2. Grant Management and Accounting Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Grant Management and Accounting
Solution
Supports
Req # Description of Requirement Requirement
GM.75 The system has the ability to not allow any further activity on a grant account after it has
been closed.
GM.76 The system has the ability to establish internal controls and business rules to ensure that
grant and City funds are not being expended on disbarred vendors.
GM.77 The system has the ability to control spending against a grant, particularly against a
particular budget line within a grant.
GM.78 The system has the ability to track certification and federal/state compliance requirements.
GM.79 The system has the ability to prevent overspending on a specific grant fund with system-
based commitment control functionality.
GM.80 The system has the ability to establish internal controls and business rules to alert grant
managers when grant employees are being paid or subsidized out of an incorrect fund such
as the general fund.
GM.81 The system has the ability to perform checks and balances with amount of work completed
vs. funds expended.
GM.82 The system has the ability to assign controls and business rules to ensure that grant funds
are used in accordance with the grant agreement, i.e., grant funds are not used for items
that are unallowable per the grant agreement.
GM.83 The system has the ability to automatically prevent the user to spend additional monies
against the grant fund when all funds of that grant have been expended, and notify the user
to close the grant.
GM.84 The system has the ability to allow a manager to verify available funding before giving
authorization to spend grant money.
GM.85 The system has the ability to display City job positions and related information attached to
the grant, such as number of positions, title, salary, and position description, and allow the
users to add, delete, and modify these data.
GM.86 The system has the ability to automatically notify managers of out of balance conditions,
such as negative cash balances.
GM.87 The system complies with state and federal grant standards such as the Code of Federal
Regulations and the Davis Bacon Act.
Page 20 of 270 2. Grant Management and Accounting Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Grant Management and Accounting
Solution
Supports
Req # Description of Requirement Requirement
Page 21 of 270 2. Grant Management and Accounting Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 22 of 270 2. Grant Management and Accounting Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 23 of 270 2. Grant Management and Accounting Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 24 of 270 2. Grant Management and Accounting Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 25 of 270 2. Grant Management and Accounting Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 26 of 270 2. Grant Management and Accounting Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 27 of 270 2. Grant Management and Accounting Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Accounts Payable
Solution
Supports
Req # Description of Requirement Requirement
General Requirements
AP.1 The system has the ability to view approval status of Purchase Orders and Requisitions.
AP.2 The system has the ability to produce a full audit trail on all transactions that include every
field.
AP.3 The system has the ability to split an invoice into a payment schedule with up to twelve
different due dates and due amounts.
AP.4 The system as the ability to allow encumbrance across future fiscal years (for example a 3-
yr contract for a copier).
AP.5 The system has the ability to support decentralized invoice entry.
AP.6 The system has the ability to support 25 character invoice number field.
AP.7 The system has the ability to support 100 character invoice description field.
AP.8 The system has the ability to support alpha numeric invoice numbers.
AP.9 The system has the ability to print 1099 forms on a laser printer.
AP.10 The system has the ability to accommodate 3-way matching of purchase order, receiver, and
invoice.
AP.11 The system has the ability to have a pay date keyed off an invoice date, to accommodate old
invoice date from prior fiscal years.
AP.12 The system has the ability to support multiple status of invoices, pending, approved, held,
reject, and delete.
AP.13 The system has the ability to copy existing invoices to new ones.
AP.14 The system has the ability to set a tolerance at invoice level, which can limit the amount of
override allowed on an invoice.
AP.15 The system has the ability to accumulate multiple invoices into one vendor check--ability to
turn this on and off.
AP.16 The system has the ability to interface with a document imaging system.
AP.17 The system has the ability to support electronic workflow for approvals, by commodity code,
dollar amount, and general ledger account number.
AP.18 The system has the ability to create a transaction when a wire is run, for reporting purposes.
Page 28 of 270 3. Accounts Payable Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Accounts Payable
Solution
Supports
Req # Description of Requirement Requirement
AP.19 The system has the ability to "add back" percentages or amount discounts previously taken
(i.e., returned items).
AP.20 The system has the ability to import purchasing card information.
AP.21 The system has the ability to electronically attach scanned invoices to the payable entry.
AP.22 The system has the ability to allow the receiver to enter delivery information against the
purchase order.
AP.23 The system as the ability to allow for an invoice to be distributed to (at least) 99 different
general ledger accounts.
AP.24 The system has the ability to accommodate partial payments.
AP.25 The system has the ability to support "positive pay". The system has the ability to send an
electronic file of all checks, including system-driven manual checks, to the City's bank for
comparison with checks being cashed in order to help reduce opportunities for fraud.
AP.26 The system has the ability to automatically split invoices to different accounts based on user-
defined rules.
AP.27 The system has the ability to distribute journal entries from accounts payable to general
ledger immediately (real-time) or in batch.
AP.28 The system has the ability to provide a cash requirements report at user defined intervals
that shows cash needed to pay all City bills.
AP.29 The system has the ability to enter invoices upon receipt and select future payment date.
AP.30 The system has the ability to support recurring invoices and general encumbrances.
AP.31 The system has the ability to hold credit invoices and apply them to future invoices.
Check Processing, Printing and Reconciliation
AP.32 The system has the ability to interface with laser check printing.
AP.33 The system has the ability to import a file for bank reconciliation.
AP.34 The system has the ability to reprint cancelled checks with new addresses, and enhance the
check cancellation process.
AP.35 The system has the ability to prohibit duplicate check numbers.
AP.36 The system has the ability to generate manual checks through the system.
Page 29 of 270 3. Accounts Payable Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Accounts Payable
Solution
Supports
Req # Description of Requirement Requirement
AP.37 The system has the ability to generate printed checks one at a time.
AP.38 The system has the ability to print checks that can be mailed automatically.
AP.39 The system has the ability to print checks in a user-defined order such as in vendor code
order, alphabetically, etc.
AP.40 The system has the ability to cancel a check and reopen the check voucher and reschedule
the invoice for payment.
AP.41 The system has the ability to print checks to be picked up at the beginning of each check
run.
AP.42 The system has the ability to cancel a check and reopen the check voucher and not
reschedule the invoice for payment.
AP.43 The system has the ability to cancel a check and close the invoice completely.
AP.44 The system has the ability to cancel check from closed year and put it into a suspense
account.
AP.45 The system has the ability to support different options for canceling a check: 1) check is
rescheduled, 2) check is backed out completely from the system, and 3) check is put into a
liability account.
AP.46 The system has the ability to pay large number of invoices to one vendor with one check and
have stub information printed on overflow statement which isn't check stock.
AP.47 The system has the ability to provide check reconciliation tools.
AP.48 The system has the ability to produce digitized electronic signatures as part of the check
printing process.
AP.49 The system has the ability to print check register at pre-determined intervals and on demand
with notification to user and supervisor if check numbers are missing in that time period (i.e.,
voided or destroyed checks).
AP.50 The system has the ability to print a daily check register.
AP.51 The system has the ability to print year end check register which indicates cleared and/or
outstanding checks.
Vendor Processing
AP.52 The system has the ability to allow for the electronic submission of invoice from vendors,
e.g., e-bills.
Page 30 of 270 3. Accounts Payable Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Accounts Payable
Solution
Supports
Req # Description of Requirement Requirement
AP.53 The system has the ability to automatically assign payment terms for vendors and provides
the ability to override the payment terms at the vendor and/or invoice level.
AP.54 The system has the ability to check for and deduct outstanding vendor tax payments due the
City prior to sending payment to the vendor.
AP.55 The system has the ability to produce Form 1099 per federal standards.
AP.56 The system has the ability to correct errors made in 1099 boxes and recalculate at year end
so the information on the final 1099 form is correct.
AP.57 The system has the ability to calculate percentage and amount discounts (i.e., early
payment).
AP.58 The system has the ability to flag invoices (or groups of invoices) so that more than one
check may be written to a vendor in any given check run for those transactions or vendors
requiring separate checks.
AP.59 The system has the ability to calculate and track retainage for contractor or subcontractor
invoices.
AP.60 The system has the ability to flag vendor as being subject to backup withholding at
appropriate rate as established by IRS and provides the ability to calculate and report
backup withholdings.
AP.61 The system has the ability to track date of last activity for vendors.
AP.62 The system has the ability to track calendar year-to-date payments in addition to fiscal year-
to-date totals.
AP.63 The system has the ability to produce tentative 1099 list for review before printing or
transmitting final to IRS.
AP.64 The system has the ability to provide notification of duplicate invoice number entry of same
vendor and provides for authorized user override.
AP.65 The system has the ability to show amount retained on each vendor/subcontractor check.
AP.66 The system has the ability to view and search through vendor list on-line (alphabetically by
vendor name) and be able to select vendor from that screen for invoice entry.
AP.67 The system has the ability to change vendor remit to address.
AP.68 The system has the ability to allow inquiry only access to vendor file.
AP.69 The system has the ability to reverse a manual warrant with appropriate permissions.
Page 31 of 270 3. Accounts Payable Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Accounts Payable
Solution
Supports
Req # Description of Requirement Requirement
Travel and Expense Tracking
AP.70 The system has the ability to automatically flag travel advances when it is time to reconcile.
AP.71 The system has the ability to support direct deposit file for internal travel payments.
AP.72 The system has the ability to integrate with payroll for employee bank account information,
such as routing number and checking account number.
AP.73 The system has the ability to provide a travel and expense reporting component that may be
categorized to breakout different costs such as airfare, hotels, and meals.
AP.74 The system has the ability to support separate travel and expense tracking module, which is
integrated with all other system modules.
AP.75 The system has the ability to notify travelers when their advance/reimbursement amount has
been processed.
AP.76 The system has the ability to track total cost of travel by employee.
AP.77 The system has the ability to flag/classify pre-paid expenses associated with travel.
AP.78 The system has the ability to reconcile travel expenses with GL.
Page 32 of 270 3. Accounts Payable Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 33 of 270 3. Accounts Payable Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 34 of 270 3. Accounts Payable Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Vendor Processing
Page 35 of 270 3. Accounts Payable Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 36 of 270 3. Accounts Payable Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Travel and Expense Tracking
Page 37 of 270 3. Accounts Payable Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Financial Reporting
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
General Requirements
FR.1 The system has the ability to provide linkage between reportable sections of the CAFR (i.e.,
Exhibits, Management Discussion and Analysis, Notes to the Financial Statements and
Statistics).
FR.2 The system has the ability to provide an interface between a CAFR model and the financial
reporting capabilities of the system.
FR.3 The system has the ability to link the statement of net assets and the statement of
activities;
FR.4 The system has the ability to provide an ad hoc report writing tool.
FR.5 The system has the ability to export to various formats to create a custom designed CAFR
document.
FR.6 The system has the ability to export all reports to common desktop productivity tools such
as Microsoft Word, Microsoft Excel, Adobe PDF, etc.
FR.7 The system has the ability to provide native integration to an industry standard report
writing tool, i.e., Business Objects or Crystal Reports.
FR.8 The system has the ability to follow security procedures established in the application
without the need to establish security roles in the report writer.
FR.9 The system has the ability to come pre-configured with all tables "joined" appropriately.
FR.10 The system has the ability to distribute reports via electronic workflow.
FR.11 The system has the ability to provide a complete data dictionary and data model for use by
City staff for purposes of ad-hoc report development.
FR.12 The system has the ability to warn the user they are about to print a large report (displays
number of pages) with option to proceed.
FR.13 The system has the ability to print reports in a "printer-friendly" mode.
FR.14 The system has the ability to schedule reports to be run during non business hours on a
user defined schedule.
FR.15 The system has the ability to provide real-time reporting on current balances on specified
line item accounts and line item account activity.
FR.16 The system has the ability to produce all GASB 34 reports.
FR.17 The system has the ability to display all reports to the screen with a user-defined option for
printing.
FR.18 The system has the ability to update the data dictionary and data models provided by the
vendor with each software release.
FR.19 The system has the ability to provide comparison reports, e.g., between different periods.
FR.20 The system has the ability to print financial reports on closed periods.
RPS: and as of date activity (closed + open)
FR.21 The system has the ability to produce monthly financial statements. (Income Sheet,
Balance Sheet, Budget Comparisons by Department, Cash Flow, etc.)
FR.22 The system utilizes relational database architecture for ease of use reporting.
Page 38 of 270 4. Financial Reporting Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Financial Reporting
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
FR.23 The system has the ability to print graphs and charts for presentation style reports.
FR.24 The system has the ability to produce GASB 34, GASB 45, and other Sarbanes-Oxley
compliance reports.
FR.25 The system has the ability to provide Executive Dashboard Reporting and Business
Intelligence Capabilities.
The system, at a minimum, has the ability to produce the following reports (current and previous years):
FR.26 Cash balance by expense and revenue code;
FR.27 Inception to date, for total expenditures for all City projects;
FR.28 Expenditures relative to budget;
FR.29 Year-to-date expenditures;
FR.30 Year and month to date expenditures;
FR.31 Budget to actual by all budget line items;
FR.32 Budget to actual by agency and object;
FR.33 Budget to actual by agency and fund;
FR.34 Individual org budget;
FR.35 Open encumbrance report;
FR.36 Comparison of expenditures by month;
Expense Summary Report – Used to track year to date expense of each org code
FR.37 for completing monthly analysis report;
Personnel Payroll Report – Used to determine the salary and benefits expense for
each pay period. That data is then used to forecast total payroll cost for the full fiscal
FR.38 year;
Revenue Transaction Report – Used to track monthly revenue postings specifically
FR.39 for 911 special fund revenue;
Detailed Transaction Listing by Object Code – Used to track recorded expenses to
trace possible posting errors, confirm payments, confirm JV transactions and other
FR.40 expense bookings as required;
Activity Code Expense Report – Used to show expenses by related activity code, to
FR.41 track costs of each Program activity;
Detail Listing of Obligations vs. Budget – View by Budget Organization Unobligated
FR.42 Budget Balance by user-defined date range;
Detail Listing of Obligations vs. Budget – View by Budget Organization Unobligated
FR.43 Budget Balance (month end);
Detail Listing of Obligations vs. Budget – View by Budget Organization Unobligated
FR.44 Budget Balance (year-to-date);
Detail Listing of Revenues vs. Budget – View by Budget Organization Recognized
FR.45 Revenue by user-defined date range;
Detail Listing of Revenues vs. Budget – View by Budget Organization Recognized
FR.46 Revenue (month end).
Page 39 of 270 4. Financial Reporting Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Financial Reporting
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
Detail Listing of Revenues vs. Budget – View by Budget Organization Recognized
FR.47 Revenue (year-to-date);
Detailed Trial Balance by Accounting Distribution – View by Budget Organization per
FR.48 account type budget ending balance by user-defined time period;
Standard Detailed Trial Balance by Accounting Distribution – View by Budget
FR.49 Organization per account type budget ending balance (month end);
Statement of Budget Activity and Account Balances – View by Budget Organization
FR.50 per object class available balance (month end );
FR.51 Audit of Public Accounts Report;
FR.52 Income statement;
FR.53 Cash flow;
FR.54 Balance sheet;
FR.55 Statement of net assets;
FR.56 Schedule of expenditures and revenues based on type of revenue;
FR.57 Trial balance activity (debits and credits);
FR.58 Statement of revenues and expenditures;
FR.59 WIP construction and capital projects;
FR.60 Comparison of revenues and expenditures by month;
FR.61 Summary and detail trial balance by object code;
FR.62 Summary and detail trial balance by agency;
FR.63 Detail and summary project report;
Combined work order report of summary and detail by object code and agency at
FR.64 work order level;
FR.65 Inventory report including, vehicles, parts, and computers;
FR.66 Listing of current active orgs;
FR.67 Listing of current inactive orgs;
FR.68 Summary trial balance across all funds;
FR.69 Expense Budget by Object;
FR.70 Expense Budget by Object Class;
FR.71 Expense Budget by Object Category;
FR.72 Expense Budget by Object Type;
FR.73 Expense Budget by Object Group;
FR.74 Expense Budget by Object Agency;
FR.75 Cash Balance by Fund;
FR.76 Cash Balance by Fund with associated detail;
FR.77 Detailed Transaction Listing (Activity level);
FR.78 Detailed Transaction Listing (Object level) Search by $ Amount;
Page 40 of 270 4. Financial Reporting Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Financial Reporting
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
FR.79 Detailed Transaction Listing (Revenue Code #) Search by $ Amount;
FR.80 Detailed Transaction Listing by Vendor Check;
FR.81 Detailed Transaction Listing by Vendor Invoice #;
FR.82 Detailed Transaction Listing by Vendor Name;
FR.83 Summary Trial Balance by Accounting Distribution-Within Fund;
FR.84 Trend Analysis for Expenditures;
FR.85 Special Fund Cash Balance by Fund;
FR.86 Special Fund report of Revenue vs. Expenses, (with non-appropriated and
appropriated revenue);
FR.87 Performance measurement reports to track City established goals and metrics;
FR.88 Trust & Agency Funds;
FR.89 Capital Projects Schedule;
FR.90 Capital Projects Combining Statements;
FR.91 Trust & Agency Fiduciary Statements;
FR.92 Enterprise Fund Financial Statements;
FR.93 Proprietary Fund Financial Statements;
FR.94 Component Unit Financial Statements;
FR.95 Debt Service Fund Financial Statements;
FR.96 General Fund Financial Statements;
FR.97 Special Revenue Fund Financial Statements;
FR.98 Internal Service Fund Financial Statements.
MBE (Minority Business Enterprise) related reports including:
FR.99 Vendor Payment by contract;
FR.100 Vendor Payment by vendor;
FR.101 Sub-Vendor Payment;
FR.102 Fiscal Year Report for MBE sub vendor payment;
FR.103 MBE Payment by agency;
FR.104 Construction contract reports with MBE participation;
FR.105 Non-construction contract reports with MBE participation;
FR.106 Direct payments to MBEs by agency;
FR.107 Prime MBE report by ethnicity and location of firm (city or county);
FR.108 Report on all contracts with MBEs participation.
Page 41 of 270 4. Financial Reporting Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Procurement
Solution
Supports
Req # Description of Requirement Requirement
General Requirements
PR.1 The system has the ability to attach scanned documents to an electronic requisition, for
viewing. The attachment should include the date and user that attached the documents.
PR.2 The system has the ability to support an alpha numeric requisition number.
PR.3 The system has the ability to support an 11 character requisition number.
PR.4 The system has the ability to assign requisition numbers based on department.
PR.5 The system has the ability to check available budget by line item and stop if over total
appropriation.
PR.6 The system has the ability to partially reject a requisition.
PR.7 The system has the ability to convert requisitions to a purchase order.
PR.8 The system has the ability to set up recurring requisitions and purchase orders.
PR.9 The system has the ability to print purchase orders on a laser printer.
PR.10 The system has the ability to print multiple copies of purchase orders at once with an
identifier for vendor copy, City copy, etc. on the form.
PR.11 The system has the ability to auto forward or resend an item after certain amount of time has
elapsed.
PR.12 The system has the ability to allow for the pre-planning process by which the Central
Procurement Office is notified of all pending procurement activities taking place in the City.
PR.13 The system has the ability to change the account (GL) number that is assigned to a
purchase, with appropriate security permissions.
PR.14 The system has the ability to allow OMBD (Office of Minority Business Development)
personnel to view procurement requirements and contract value, and enter MBE percentage
requirements for a particular procurement.
PR.15 The system has the ability to display information to support the procurement planning
process such as budgets, requirements, timeframe, and MBE requirements.
PR.16 The system has the ability to pay requisitions and purchase orders with work allocation
codes.
PR.17 The system has the ability to support different types of requisitions: decentralized,
centralized, price agreement.
Page 42 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Procurement
Solution
Supports
Req # Description of Requirement Requirement
PR.18 The system has the ability to perform certain checks before a requisition can be generated,
e.g., a budget check and date range.
PR.19 The system has the ability to give users visibility into the status of the procurement and
where it is in the workflow and procurement stage.
PR.20 The system has the ability to notify users of action items.
PR.21 The system has the ability to check for or flag recurring purchase orders.
PR.22 The system has the ability to allow the agency procurement personnel to enter and access
delivery validation information.
PR.23 The system has the ability and the flexibility to print out any number procurement papers,
such as purchase orders and requisitions.
PR.24 The system has the ability to reprint duplicate Purchase Orders.
PR.25 The system has the ability to allow multiple GL numbers on one Purchase Order, provides
multiple line items with different funding sources on each purchase order, and allows each
item on a purchase order to have multiple funding sources.
PR.26 The system has the ability to match accounts payable invoices to purchase orders.
PR.27 The system has the ability to accommodate blanket purchase orders.
PR.28 The system has the ability to interface with fixed assets, contracts, inventory, budgeting, A/P,
and work orders.
PR.29 The system has the ability to provide a full audit trail including dates, user names, and
activity for purchase orders.
PR.30 The system has the ability for authorized users to modify the purchase order without having
to void the purchase order.
PR.31 The system has the ability to modify a purchase order with the option to reprint.
PR.32 The system has the ability to provide a check box on the purchase order to indicate change
order or modification and track the version number of the change.
PR.33 The system has the ability for users to see purchase order detail.
PR.34 The system has the ability to add or change commodity codes on purchase orders.
PR.35 The system has the ability to automatically fax and/or email purchase orders to vendors.
PR.36 The system has the ability to close purchase orders with a user-defined dollar amount or
percent remaining available, with ability to override that closing.
Page 43 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Procurement
Solution
Supports
Req # Description of Requirement Requirement
PR.37 The system has the ability to produce on demand a series of reports (in numeric order) of
requisitions, purchase orders, field purchase orders, blanket purchase orders, receiving
reports, and voucher release forms.
PR.38 The system has the ability to re-issue recurring purchase orders from previous fiscal year
without re-keying all the detail.
PR.39 The system has the ability to release encumbrances with invoice entry by accounts payable
or by closing or voiding the purchase order by purchasing.
PR.40 The system has the ability to store electronically received or scanned documents with every
Purchase Order.
PR.41 The system provides authorized personnel the ability to bypass requisition process and get a
purchase order number in emergency situations with appropriate audit controls.
PR.42 The system has the ability to provide access to account number and available balance at
any time during the process.
PR.43 The system has the ability to provide multiple "ship to" addresses for different facilities.
PR.44 The system has the ability to provide on-line receiving process for all items received at
decentralized receiving areas.
PR.45 The system has the ability to provide reporting capability of all sole source or emergency
purchase orders.
PR.46 The system has the ability to void purchase orders.
PR.47 The system has the ability to provide unlimited space for description on purchase order;
system provides ability to handle description overflow.
PR.48 The system has the ability to produce "Dear John" letters to unsuccessful bidders.
PR.49 The system has the ability to provide auto tabulation of electronically received quotes/bids.
PR.50 The system has the ability to integrate with an on-line inventory control module.
PR.51 The system has the ability to produce recommended purchase orders based on items that
have low or reorder stock quantities.
PR.52 The system has the ability to import commodity code numbering according to the National
Institute of Governmental Purchasing (NIGP) commodity code database standard.
Page 44 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Procurement
Solution
Supports
Req # Description of Requirement Requirement
PR.53 The system has the ability to provide electronic data interchange (EDI) capabilities for
electronic submission of purchase orders and contracts to vendors.
PR.54 The system has the ability to pre-encumber funds as part of the requisition process, (e.g.,
department budgets pre-encumber funds when a requisition is submitted, if approved it is
deducted from the budget).
PR.55 At the time of a requisition, purchase order, modification, the system verifies funding
availability from the department's budget.
PR.56 The system has the ability to, depending on requisition amount, require that a requisition
must include three (or more) bids.
PR.57 The system has the ability to allow different levels of online authorization.
PR.58 The system has the ability to allow requisition approval process rules to vary depending on
the type of item being requisitioned.
PR.59 The system has the ability to automatically assign requisition number by fiscal year at time of
entry.
PR.60 The system has the ability to provide a decentralized purchase requisition process that
allows requisitions to be entered on-line by all departments.
PR.61 The system has the ability to provide a paperless requisition approval process of user-
defined levels of approval and routing capabilities.
PR.62 The system has the ability to determine status of a requisition, receipt status, purchase
orders, and invoice/payable status at any time.
PR.63 The system has the ability to provide electronic notification of completed approval actions.
PR.64 The system has the ability to "receive all" goods/services with a single key stroke.
PR.65 The system has the ability to notify an employee if another contract exists for that
commodity.
PR.66 The system has the ability to place a requisition and/or purchase order on hold.
PR.67 The system has the ability to automatically combine multiple requisitions into one purchase
order if items are requested from different departments from the same vendor; system
provides for overrides to keep separate Purchase Orders as necessary.
PR.68 The system has the ability to route requisitions and purchase orders using workflow based
on account code.
Page 45 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Procurement
Solution
Supports
Req # Description of Requirement Requirement
PR.69 The system has the ability to route requisitions and purchase orders using workflow based
on dollar amount.
PR.70 The system has the ability to route requisitions and purchase orders using workflow based
on commodity code.
PR.71 The system has the ability to use allocation codes, (e.g., one printer for multiple
departments, default account codes split among departments).
Page 46 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Procurement
Solution
Supports
Req # Description of Requirement Requirement
Bid Process
PR.72 The system has the ability to support E-procurement.
PR.73 The system has the ability to support the online bid process.
PR.74 The system has the ability to provide electronic templates and selections to support the
building or composing of Request for Proposal (RFP) documents, depending on the type of
contract.
PR.75 The system has the ability to allow for addition of manually received quotes/bids.
PR.76 The system has the ability to create, modify and store standard Request for Quote (RFQ),
Invitation for Bid (IFB), Request for Proposal (RFP), contract and standard letter templates
with appropriate security controls.
PR.77 The system has the ability to distinguish between different types of bids, e.g., sole source,
emergency, under $5000, commodity, and services.
PR.78 The system has the ability to retain standard bid lists and current contract information
detailing the vendors, products, and prices in a decentralized requisition database which is
accessible to all authorized users and interfaces with the Purchase Order module.
PR.79 The system has the ability to retain bid lists for products and services. Bidder's information
must be web based, should be capable of being maintained by the vendors themselves, and
must include a purge function with user defined criteria.
PR.80 The system has the ability to send electronic bid requests to vendors.
PR.81 The system has the ability to provide an electronic bid system that provides project manager
or buyer to input Invitation for Bid (IFB) information, attach Request for Proposals and other
bid documentation, receive questions, and respond to questions electronically.
PR.82 The system has the ability to support complex business rules for approvals. These rules
must include a series of checks and balances based on dollar amount, which will alert the
user to the appropriate steps that must be taken, i.e., purchases over $50,000 require formal
bids. These rules must be configurable by the City.
PR.83 The system has the ability to sort bids by bid identifier, bid status, broadcast date and due
date.
PR.84 The system has the ability to track bids from non-City registered vendors, separate from the
City's vendor table.
Page 47 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Procurement
Solution
Supports
Req # Description of Requirement Requirement
PR.85 The system has the ability to change vendor remit to address at time of adding invoice.
PR.86 The system has the ability to post RFP's to nationally recognized proposal warehouses such
as Onvia and RFP Depot.
PALT (Procurement Administrative Lead Time)
PR.87 The system has the ability to determine overall PALT (Procurement Administrative Lead
Time) for each action as the requisition is entered into the system until the action is awarded
or completed (generating reports by Buyer, by requiring activity, by type of procurement
(e.g., small purchase, Invitation for Bid (IFB), Request for Proposal (RFP), construction,
service, commodity, etc.), by Amendment to the IFB or RFP or Change Order or Modification
to the Contract or Purchase Order).
PR.88 The system has the ability to determine workload (number of actions) by Buyer and
Department.
PR.89 The system has the ability to determine individual contract dollars awarded and expended,
including cumulative sorts by Buyer and Department.
Page 48 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Procurement
Solution
Supports
Req # Description of Requirement Requirement
The system has the ability to determine current status of PALT by using any combination of the following da
PR.90 Date Requisition Received in Procurement;
PR.91 Date Assigned to Buyer and Buyer ID;
PR.92 Date of Synopsis (e.g., “Intent to Solicit Bids/Offers”);
PR.93 Date Bid or Request for Proposal (RFP) Issued;
PR.94 Date Bids or Offers Due and Received;
PR.95 Date of Evaluation (Begin and End);
PR.96 Date of Final Approval to Award (may include Departmental, CAO, other approvals),
etc.;
PR.97 Date of “Intent to Award”;
PR.98 Date of Award;
PR.99 Contractor;
PR.100 Contractor Business Status (e.g., Large, Small, MBE, Women-owned, etc.);
PR.101 Contract Number;
PR.102 Change Order/Modification Number;
PR.103 Start Date;
PR.104 End Date;
PR.105 Option (Renewal) Periods (e.g., (1 of 5, 2 of 5, etc.);
PR.106 Option (Renewal) Exercise Date;
PR.107 Contract Budget $;
PR.108 Contract Value $;
PR.109 Final Invoice;
PR.110 Contract Close-out;
PR.111 Date Contract can be Archived;
PR.112 Date Archived;
PR.113 Contract $ Saved;
PR.114 Dollars Expended to Date.
Vendor Processing
Page 49 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Procurement
Solution
Supports
Req # Description of Requirement Requirement
PR115 The system has the ability to search by any field in the vendor file.
PR116 The system has the ability to support an alpha numeric vendor number.
PR117 The system has the ability to assign a classification to a vendor by user-defined drop down
table.
PR118 The system has the ability to provide multiple vendor address fields.
PR119 The system has the ability to allow inquiry only access to vendor table.
PR120 The system has the ability to identify vendors in order to note whether the vendor is a sole
source of a commodity, and ability to note what the commodity is.
PR121 The system has the ability to flag a vendor that is not to be used or is inactive.
PR122 The system has the ability to maintain one vendor file that is shared between requisitions,
purchase orders, inventory, contracts, and accounts payable.
PR123 The system has the ability to alert purchaser of existing contracts that allow for better pricing
(e.g., State contracts with vendors) and should recognize contracted vendors where
purchase may be made in absence of the competitive bid process. The alert should include
contract information to enable the user to understand where to find the associated contract.
PR124 The system has the ability to link business license information from vendor file.
PR125 The system has the ability to compare vendors that are owed money with vendors that owe
the city money and warn the user when this condition exists.
PR126 The system has the ability to cross reference from vendor table to contract file to see what
vendors are currently under contract with the City.
PR127 The system has the ability to automatically merge vendor records.
PR128 The system has the ability to send electronic bid requests to vendors.
PR129 The system has the ability to automatically notify vendors of the outcome of the online bid
process.
PR130 The system has the ability to allow vendors to register themselves and modify information in
their vendor profile via the web.
Page 50 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Procurement
Solution
Supports
Req # Description of Requirement Requirement
The system has the ability to provide a vendor table that supports the following fields:
PR.131 A vendor number that is not the vendor's EIN or SS;
PR.132 15 characters for vendor numbers;
PR.133 100 characters for vendor remit addresses;
PR.134 100 characters for the vendor name;
PR.135 Misc vendor indicator;
PR.136 Type of vendor such as corporation 1099, individual;
PR.137 Vendor tax ID;
PR.138 User-defined vendor fields;
PR.139 Fields for sale address and purchase order address;
PR.140 Comment or memo field;
PR.141 Record vendor performance;
PR.142 Commodity code;
PR.143 Ethnicity of firm;
PR.144 Active or non active vendor, vendor under contract;
PR.145 State-certified MBE and DBE (Disadvantaged Business Enterprise);
PR.146 City-certified ESB (Emerging Small Business);
PR.147 Vendor certifications;
PR.148 Searchable database by any field in the vendor table such as commodity code, vendor
type, last name, etc.;
PR.149 Ability to merge duplicate vendors;
PR.150 Flag vendors that are not in compliance, e.g., City taxes, debarred;
PR.151 Enter foreign addresses;
PR.152 Discount terms.
Page 51 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
General Requirements
Page 52 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 53 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 54 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 55 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 56 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Bid Process
Page 57 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
PALT (Procurement Administrative Lead Time)
Page 58 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
mine current status of PALT by using any combination of the following data elements:
Vendor Processing
Page 59 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 60 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
he ability to provide a vendor table that supports the following fields:
Page 61 of 270 5. Procurement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Contract Management
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
General Requirements
CM.1 The system has the ability to design standard and exception notification parameters in the
contract expiration process (e.g., notification to Purchasing if certain information hasn't
been received 10 days before expiration).
CM.2 The system has the ability to support various contract periods, including multiple year
contracts (i.e., those that span fiscal and/or calendar years).
CM.3 The system has the ability to control, record, and track contract limits at user-specified
(e.g., agency) levels of detail over the life of the contract.
CM.4 The system has the ability to flag and/or suspend approval of change orders that require
budget changes (greater than a certain user-defined percentage and/or dollar amount
change over original amount).
CM.5 The system has the ability to automate the closing and encumbering of contracts from one
fiscal year to the next.
CM.6 The system has the ability to encumber only a portion of a contract.
CM.7 The system has the ability to generate notifications to vendors and user agencies (in a user-
defined format), when milestones or thresholds are met (e.g., tax exempt certification,
insurance expiration date).
CM.8 The system has the ability to trigger alerts based on all user-defined thresholds when a
certain dollar amount of the contract is used (e.g., 75%).
CM.9 The system has the ability to trigger alerts based on all user-defined thresholds when a
certain period of time has elapsed (e.g., 75%).
CM.10 The system has the ability to drill down from contracts to Invitation For Bid/Request for
Proposal.
CM.11 The system has the ability to include or integrate with bid records (specifications,
advertisements, bids/proposals, council resolution, etc.).
CM.12 The system has the ability to set automated escalation charges that drive automatic
contract pricing changes.
CM.13 The system has the ability to providing various agreement levels, for example: general,
product class, and product.
CM.14 The system has the ability to support a cross-reference mechanism that connects contracts
to projects and vice-versa.
CM.15 The system has the ability to accommodate user-defined contract alerts for key dates
(renewal, expiration, rebid, etc.).
CM.16 The system has the ability to include a change-order function that allows the addition,
listing, and tracking of change orders.
CM.17 The system has the ability to note contract revisions, including date and source.
CM.18 The system has the ability to provide vendor performance tracking by contract.
CM.19 The system has the ability to track different types of contracts including payments
connected with deliverables, close-out, and other administrative management.
CM.20 The system has the ability to track budget compared to work authorized and completed.
Page 62 of 270 6. Contract Management Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Contract Management
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
CM.21 The system has the ability to integrate with all system applications.
CM.22 The system has the ability to keep track of historical contract costs that may be used for
doing comparison and future estimating when reviewing new contracts for the same or
similar services.
CM.23 The system has the ability to maintain contract information (including but not limited to
vendor, description, and dates).
CM.24 The system has the ability to track deliverables and invoice payments based on a contract
or vendor.
CM.25 The system has the ability to search by contract number, contract name, buyer and/or
commodity.
CM.26 The system has the ability to maintain contract history.
CM.27 The system has the ability to track insurance information for vendors.
CM.28 The system provides the ability to utilize user defined contract types.
CM.29 The system has the ability to attach vendor contracts and agreements (e.g., leases,
development agreements, and inter-governmental agreements).
CM.30 The system has the ability to show current encumbrances and the associated orders.
CM.31 The system has the ability to track and report on the start date of each contract.
CM.32 The system has the ability to track and report on the end date of each contract.
CM.33 The system has the ability to store contracts electronically.
CM.34 The system has the ability to integrate with the bid application.
CM.35 The system has the ability to track spending based on user-defined criteria (including but
not limited to year-to-date, inception-to-date, and by agency).
CM.36 The system has the ability to track prime contractors and associated sub contractors.
CM.37 The system has the ability to view all contract information online.
CM.38 The system has the ability to support a mandatory field for vendor ethnicity on the vendor
table.
CM.39 The system has the ability to support cost-reimbursable, fixed-fee contracts.
CM.40 The system has the ability to convert boiler-plate procurement data into contract data once
an award is made.
CM.41 The system has the ability to store contracts and the contract is linked to the vendor profile.
CM.42 The system has the ability to track vendor performance.
CM.43 The system has the ability to support the workflow process for change orders with digital
signature approval and document management system.
CM.44 The system has the ability to archive closed contracts and retrieve them when needed.
CM.45 The system has the ability to create and track standing/open order contracts and the
ongoing associated dollar amount per account.
CM.46 The system has the ability to allow multiple contracts per vendor, multiple items per
contract, and multiple dates.
Page 63 of 270 6. Contract Management Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Contract Management
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
CM.47 The system has the ability to attach many and/or large volume documents to a contract.
CM.48 The system has the ability to trigger a user-defined alert of necessary updates or changes
to existing documents based on the occurrence of certain events (including but not limited
to update contract when name changes, insurance renewals, and dollar limits).
CM.49 The system has the ability to close and reopen contracts across fiscal years, based on
appropriate user permissions.
CM.50 The system has the ability to link multiple contract amounts to individual projects or grants.
CM.51 The system has the ability to provide default retainage percentage and/or amount for
projects and contractors.
CM.52 The system has the ability to support user-defined, multi-level retainage structure.
CM.53 The system has the ability to log requests and amounts for proposed contract amendments
(change orders), using workflow by project code as well as by bid line items.
CM.54 The system has the ability to identify contract amendments either as quantity or rate
change or scope change.
CM.55 The system has the ability to calculate and report contract and project detail on the number
of contract amendments by user-defined reason code for a specific contract and project.
CM.56 The system has the ability to track and report expenditures for each individual contract,
including budget to actual comparisons by user-defined period (i.e., monthly, quarterly,
daily, contract year, fiscal year, contract term, etc.).
CM.57 The system has the ability to track all requirements and compliance for Federally funded
projects.
CM.58 The system has the ability to send notification to a user of a contract expiration with the
ability for user to set the number of days prior to expiration notification should be made.
Office of Minority Business Development (OMBD)
CM.59 The system has the ability to track and report on MBE/ESB contract participation.
CM.60 The system has the ability to send automatic notification to MBE/ESB vendors to validate
MBE/ESB contract amount and payments.
CM.61 The system has the ability to track all spending against all contracts, specifically spending
on MBE/ESB contracts.
CM.62 The system has the ability to allow prime contractors to enter contract amount given to
MBE/ESB subcontractors for OMBD to validate the amount subcontractors indicate they
received from the prime contractors.
CM.63 The system has the ability to track Disadvantaged Business Enterprise (DBE) requirements
and compliance for Federally funded projects.
Page 64 of 270 6. Contract Management Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Contract Management
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
CM.64 The system has the ability to notify OMBD (Office of Minority Business Development) to
support the renewal process based on vendor performance.
CM.65 The system has the ability to display registered MBE/ESB directory with business work
categories on the City website.
Page 65 of 270 6. Contract Management Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Budget
Solution
Supports
Req # Description of Requirement Requirement
General Requirements
BD.1 The system has the ability to export budget data to Microsoft Excel.
BD.2 The system has the ability to import budget data from Microsoft Excel.
BD.3 The system has the ability to provide a customizable Microsoft Excel export.
BD.4 The system has the ability for the Budgeting module to use the same chart of accounts as
the rest of the system.
BD.5 The system has the ability to allow the budget office to further drill down budget accounts for
detailed tracking purposes.
BD.6 The system has the ability to allow individual departments to submit budget revenue and
expenditures through electronic means.
BD.7 The system has the ability to support the submission of a detailed budget, one that includes
revenue sources, detailed expenditures, multi-funding sources, multi-year budget, and
matching funds.
BD.8 The system is integrated with the payroll system, enabling the inclusion of payroll information
into the budget in real-time.
BD.9 The system has the ability to allow administrators to pre-populate fields, allowing individual
departments to fill in budget information easily.
BD.10 The system has the ability to provide the option for users to key in actual budget numbers or
the calculated difference to change the pre-populated budget information, rather than just
calculated difference.
BD.11 The system has the ability to allow users to modify specific budget numbers and not have to
change the entire budget.
BD.12 The system has the ability to allow the submission of a budget at anytime or any period, i.e.,
monthly, yearly, or off-year submissions.
BD.13 The system has the ability to allow the breakdown, submission, and tracking of budget into
smaller periods than a year, (e.g., monthly, quarterly, semi-yearly).
BD.14 The system has the ability to support the workflow of the City's budget process, with different
phases and approval processes.
BD.15 The system has the ability to allow users to query the budget system for specific information.
Page 66 of 270 7. Budget Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Budget
Solution
Supports
Req # Description of Requirement Requirement
BD.16 The system has the ability to provide a framework or model for budgeting, so that once a
budget model is built, changes to the budget requires only variance input (bi-annual
process).
BD.17 The system has the ability to provide a budget model or framework for forecasting purposes.
BD.18 The system has the ability to create new budgets to be created from historical financial
information or past budgets with ease.
BD.19 The system has the ability to provide payroll information by position rather than by employee,
for budgeting purposes.
BD.20 The system has the ability to identify and provide last fiscal year's outstanding
encumbrances as adjustments to new fiscal year's adopted budget, and is automatically
incorporated into the general ledger.
BD.21 The system has the ability to automatically create budget amounts for accounts based on
amounts entered into other related accounts, i.e., payroll/benefits, based on user-defined
rules.
BD.22 The system has the ability to report on budgets at any level of the chart of account structure.
BD.23 The system has the ability to store minimum of five years budget-to-actual at any account
level.
BD.24 The system has the ability to provide on-line budgeting capabilities for individual
departments.
BD.25 The system has the ability to provide a department user interface to maintain, monitor, and
manage detailed department level budgets.
BD.26 The system has the ability to track the original budget, amendments made during the year,
and distinguish between the two.
BD.27 The system has the ability to provide a memo field of a minimum of 500 characters to store
notes for each budgeted account.
BD.28 The system has the ability to calculate a total for multiple sub-entries for each budgeted
account line to identify the budget line detail.
BD.29 The system has the ability to load budget amounts based on one or more of the following:
previous year budgets, previous year actual, and/or a user-defined growth percentage for
account and department level budgets.
Page 67 of 270 7. Budget Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Budget
Solution
Supports
Req # Description of Requirement Requirement
BD.30 The system has the ability to display budget-to-actual with percentages of available budget
for an account or group of accounts at any time.
BD.31 The system has the ability to provide budget trending and forecasting capabilities.
BD.32 The system has the ability to provide real-time reporting on current balances on specified
line item accounts and line item account activity.
BD.33 The system has the ability to automatically create budgets for depreciation accounts and
debt service schedules.
BD.34 The system has the ability to provide budgetary control to control spending based on user-
defined criteria.
BD.35 The system has the ability to allow analysis of current year budget by providing reports that
indicate all or any combination of budget-to-actual revisions, invoices, encumbrances, and
available balance.
BD.36 The system has the ability to load budget amounts on any level in the chart of accounts.
BD.37 The system has the ability to prevent users from making changes to a proposed
departmental budget at the discretion of the administrator.
BD.38 The system has the ability to "roll" budget through 5 process levels.
BD.39 The system has the ability to roll user-defined parts of the budget.
BD.40 The system has the ability to support web-based inquiry for account balances.
BD.41 The system has the ability to restrict users to a group of accounts at any level in the chart of
accounts.
BD.42 The system has the ability to support electronic workflow of notifications for reviewing the
budget.
BD.43 The system has the ability to add attachments at the detail level of the budget such as
Microsoft Word, Microsoft Excel, and Adobe PDF documents.
BD.44 The system has the ability to allow the budget to be amended during the year by authorized
personnel and provides audit trail of those amendments.
BD.45 The system has the ability to recognize when an employee is being paid out of one account
in General Ledger system and a different account in payroll system.
BD.46 The system has the ability to support roll-up codes for grouping accounts together for
budgeting.
Page 68 of 270 7. Budget Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Budget
Solution
Supports
Req # Description of Requirement Requirement
BD.47 The system has the ability to track and report on vacancy rates in each department by
payroll position.
BD.48 The system has the ability to carry all budget line accounts forward for budgeting purposes,
even accounts with zero balances or accounts that have no activity, to eliminate the need to
manually key these accounts into the system.
BD.49 The system has the ability to integrate with common desktop publishing applications for
producing the final or "presentation" budget document.
Page 69 of 270 7. Budget Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Budget
Solution
Supports
Req # Description of Requirement Requirement
Multi-Year and Capital Improvement Budgeting
BD.50 The system has the ability to accommodate multi-year projects for budget purposes, to
include life-to-date appropriations, adopted budget new appropriations, and be fully
integrated with financial system and other modules.
BD.51 The system has the ability to budget for revenue sources in the capital budget.
BD.52 The system has the ability to allow for multiple funding sources for multi year funds.
BD.53 The system has the ability to track budget, expenditures, and funding sources for grants and
multi year funds.
BD.54 The system has the ability to export CIP data to a project management tool.
Performance Based Budgeting
BD.55 The system has the ability to accommodate performance measures and performance based
budgeting, and be fully integrated with the financial system and other modules.
BD.56 The system has the ability to track performance measures.
BD.57 The system has the ability to store text that relate to performance measures.
BD.58 The system has the ability to capture and report on statistical data such as miles of roads
paved.
BD.59 The system has the ability to create reports based on user-defined criteria.
BD.60 The system has the ability to capture and report on 5-year actual results versus budget
results.
BD.61 The system has the ability to interface with CityStat application for statistical reporting.
Page 70 of 270 7. Budget Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
General Requirements
Page 71 of 270 7. Budget Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 72 of 270 7. Budget Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 73 of 270 7. Budget Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 74 of 270 7. Budget Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Multi-Year and Capital Improvement Budgeting
Performance Based Budgeting
Page 75 of 270 7. Budget Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Debt & Cash Management
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
General Requirements
DM.1 The system has the ability to calculate and record expenses such as bond insurance, letter
of credit fees, underwriter fees, and costs of issuance.
DM.2 The system has the ability to automatically reduce amounts outstanding on the payment
date.
DM.3 The system has the ability to calculate and amortize bond premiums or discounts.
DM.4 The system has the ability to develop forecasts for future cash sources, usage and needs
based on user-defined inputs (see City's DPU model).
DM.5 The system has the ability to calculate debt capacity to monitor user-defined debt limits.
DM.6 The system has the ability to run sample amortization schedules.
DM.7 The system has the ability to capture existing debt service and projected new debt to
calculate projected City debt service.
DM.8 The system has the ability to allow zero interest debt.
DM.9 The system has the ability to track individual bonds for the life of the amortization schedule.
DM.10 The system has the ability to provide user-defined payment schedules.
DM.11 The system has the ability to allow user-defined changes to payment schedules.
DM.12 The system has the ability to monitor principle and interest payments to escrow.
DM.13 The system has the ability to generate and post entries automatically based upon payment
information on a user-defined basis.
DM.14 The system has the ability to monitor actual expenditures for arbitrage analysis including
(but not limited to) the State Non-Arbitrage Program (SNAP).
DM.15 The system has the ability to assign a code for tracking of all bond ordinances.
DM.16 The system has the ability to track all bond ordinances based upon user defined criteria
(e.g., legal requirements from bond counsel, date of sale of bonds, etc.).
DM.17 The system has the ability to track authorized but un-issued debt by fund and prove to the
General Ledger.
DM.18 The system has the ability to maintain debt payment schedules with full payment details that
allow for the scheduling and issuance of a check/initiate wire transfer that is in proof with
the current portion of long-term debt and total-long term debt by fund and account.
DM.19 The system has the ability to provide automated bank reconciliation for bond trust escrow
accounts.
DM.20 The system has the ability to integrate with external banking institutions to monitor cash and
investment status real-time.
DM.21 The system has the ability to provide cash forecasting reports.
DM.22 The system has the ability to store, consolidate, and report on cash flow projections by
project or contract (CIP).
DM.23 The system has the ability to report variances between actual and forecast cash balances.
DM.24 The system has the ability to calculate potential earnings and loss based on projected cash
receipts and disbursements, and update projected balance sheet.
DM.25 The system has the ability to provide a projected balance sheet.
DM.26 The system has the ability to calculate Average Daily Balance for cash balances by fund,
organization, and/or project/grant.
DM.27 The system has the ability to allocate interest or investment income based on average daily
cash balance by fund code, organization, and/or project/grant. The allocation should
produce a General Ledger journal entry.
DM.28 The system has the ability to schedule interest income allocation to automatically run
monthly.
DM.29 The system has the ability to determine refund analysis calculations, including but not
limited to: current, advanced, or crossover.
DM.30 The system has the ability to calculate transferred proceeds penalties.
DM.31 The system has the ability to book the deferred amortization expense to the General Ledger.
DM.32 The system has the ability to track monies kept with paying agents and trustees, including
(but not limited to): bonds, and escrow accounts.
DM.33 The system has the ability to provide fully integrated functionality with the General Ledger,
Budget, Accounts Payable, Capital Projects, and Accounts Receivable Modules.
Page 76 of 270 8. Debt Management Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Debt & Cash Management
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
Cash Management
DM.34 The system has the ability to calculate expected outgoing cash uses (purchasing, AP, and
miscellaneous cash).
DM.35 The system has the ability to monitor expected pay dates for incoming and outgoing cash
maintenance.
DM.36 The system has the ability to complete cash projection by fund, category, entity, expected
date, and terms.
DM.37 The system has the ability to book cash inflow and outflow by bank, year, and statement
code.
DM.38 The system has the ability to record General Ledger journal entries to cash.
DM.39 The system has the ability to record cash receipts automatically from a bank.
DM.40 The system has the ability to allow revenue collection to post cash receipts of any dollar
amount.
DM.41 The system has the ability to allow revenue collection to post cash receipts to corresponding
accounts receivable account and appropriate revenue account.
DM.42 The system has the ability to produce a cash receipts edit report to review before posting.
DM.43 The system has the ability to automatically assign a number (per user-defined number
convention) to payments as they are entered for tracking purposes.
DM.44 The system has the ability to review real-time budget information and revenue estimates.
DM.45 The system has the ability to monitor cash spending by department in a real-time basis, with
budget, incoming, and outgoing cash.
DM.46 The system has the ability to forecast cash reserves based on estimated revenues,
accounts receivables versus outgoing expenditures, and maintain annual histories of the
data.
DM.47 The system has the ability to look at cash reserve historical trends for at least ten years.
Page 77 of 270 8. Debt Management Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
General Requirements
The system should integrate with the XEROX scanning system recently implemented
HR.1 The system has the ability to provide employee benefits reporting.
HR.2 The system has the ability to create employee badges.
HR.3 The system has the ability to support a system-generated employee number with override
capabilities and no duplication.
HR.4 The system has the ability to track various employee information through unique employee
identifier.
HR.5 The system has the ability to capture and maintain I-9 documentation and track status.
HR.6 The system has the ability to, via automated workflow, generate personnel status email
notices on-line (e.g., FMLA, applicant rejection, military leave, leave donation, return to work,
benefit information, etc.).
HR.7 The system has the ability to accommodate workflow approvals of human resources-related
processes and documents.
The system has the ability to maintain and manage employee personnel information, including (but not limited to) th
HR.8 Name;
HR.9 DOB;
HR.10 SSN;
HR.11 Employee number;
HR.12 Spouse information;
HR.13 Dependent information;
HR.14 Contact detail (phone, cell, e-ddress);
HR.15 Date of hire;
HR.16 Leave date/s;
HR.17 Benefit detail (benefit eligible date, retirement date);
HR.18 Emergency contact information (name/s, phone, address, e-ddress);
HR.19 Other standard and user-defined fields.
HR.20 The system has the ability to capture at least one emergency contact.
Page 78 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.21 The system has the ability to capture multiple emergency contacts.
HR.22 The system has the ability to, via automated workflow, flag employees that require personnel
action (e.g., evaluation) and initiates notification to appropriate personnel based on user-
defined criteria.
HR.23 The system has the ability to, upon new hire, notify all pertinent departments (based on user-
defined criteria) and trigger appropriate workflow processes (e.g., IT established network
access and sets up workstation, Payroll set-up, Benefits enrollment, equipment issued, etc.).
HR.24 The system has the ability to provide for an orientation process checklist that can be
customized by and for each department/division and by job title.
HR.25 The system has the ability to, upon employee termination, notify all pertinent departments
(based on a user-defined criteria) and trigger appropriate workflow processes (e.g., IT
suspend network access, Payroll, Benefits, equipment, etc.).
HR.26 The system has the ability to provide a termination process checklist that can be customized
by and for each department/division and by job title.
HR.27 The system has the ability to automatically generate internal and external termination
communications (e.g., COBRA documents, exit interview documents, etc.).
HR.28 The system has the ability to trigger appropriate workflow processes upon termination of an
employee, including (but not limited to): termination process checklist; and internal and
external communications.
The system should calculate all pay-out monies owed to the employee (vacation,
compensatory time and if granted severance pay).
HR.29 The system has the ability to accommodate planned or immediate terminations.
HR.30 The system has the ability to support emergency hiring process.
HR.31 The system has the ability to define multiple separation codes (discharged due to
misconduct, performance issues, poor attendance, other user-defined; resignation due to
mutual agreement, career advancement, career change, relocation, retirement, other user-
defined).
HR.32 The system has the ability to record employee's and supervisor's reasons for
termination/separation.
Page 79 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.33 The system has the ability to track the length of time an employee has filled a position.
HR.34 The system has the ability to track dates of licensure, certification, training, permits, and
other expirations (especially Fire & Rescue, Police, and Utilities departments).
HR.35 The system has the ability to provide employee and supervisor notices when expirations are
within a user-defined time period.
HR.36 The system has the ability to provide employee and supervisor notices of violation and
expirations.
HR.37 The system has the ability to record and track items assigned to employee (e.g., cell phone,
keys, pager, ID card, parking pass, etc.).
HR.38 The system has the ability to generate personnel action forms on-line.
HR.39 The system has the ability to transfer employees from one position to another.
HR.40 The system has the ability to require an employee be removed from one position before
transferring to another.
HR.41 The system has the ability to accommodate user-defined rules for employee transfer (e.g.,
employees assigned to multiple departments are flagged as exceptions).
HR.42 The system has the ability to track the following position data: fiscal year, job title, job code,
position number, type (e.g., skilled labor, management, etc.), EEO code (State and Federal),
supervisor position number, physical work location, department/program/project,
exempt/non-exempt status, percent of full time, pay rate, probation end date/period, salary
range, FT/PT/retiree flag, temp/permanent flag, department/division/program start date, hire
date, promotion date, anniversary date, unlimited text field for comments, other user-defined
field/s.
HR.43 The system has the ability to establish and maintain multiple probation codes (including
probation rules for temporary employees).
HR.44 The system has the ability to automatically calculate new annual salary for budgeting and
pay calculations based on changes to pay tables, etc.
HR.45 The system has the ability to accommodate multiple labor codes.
HR.46 The system has the ability to track driver's license requirements for various job classes.
HR.47 The system has the ability to maintain job descriptions online.
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Req # Description of Requirement Requirement
HR.48 The system has the ability to allow positions to be budgeted for partial year (e.g., 3, 6, 9
months).
HR.49 The system has the ability to reinstate a separated employee, requiring approval sign-off per
user-defined rules (at multiple levels if necessary).
HR.50 The system has the ability to maintain current salary information including (but not limited
to): effective date, salary range, wage range, employee review date, pay change
reason/action code, amount of change, unlimited memo field to describe pay change
reason/action, other user-defined fields.
HR.51 The system has the ability to provide for multiple salary schedules.
HR.52 The system has the ability to accommodate multiple salary tables linked to multiple
job/description classes.
HR.53 The system has the ability to meet all Federal Americans with Disabilities Act (ADA)
requirements.
HR.54 The system has the ability to capture employee language skills (speaking and writing) other
than English, including American Sign Language (ASL).
HR.55 The system has the ability to capture identifiers for departments, divisions, teams, team
work, and job sharing.
System should capture VEC work locations information. Identifier should be by in the North
American Industry Classification System (NAICS) code.
HR.56 The system has the ability to accommodate tracking work location/shift structure for
employees.
HR.57 The system has the ability to capture full-time and part-time job-type indicators.
HR.58 The system has the ability to capture permanent and temporary job-type indicators, including
(but not limited to): seasonal and provisional employees.
HR.59 The system has the ability to capture the typical hours of a position (e.g., 9am to 5pm).
The system should capture the work location/and “essential employee” distinction for each
employee
HR.60 The system has the ability to maintain job descriptions for each title.
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Solution
Supports
Req # Description of Requirement Requirement
HR.61 The system has the ability to allow an employee to be a full-time employee AND a part-time
employee concurrently (with multiple levels of approval sign-off per user-defined rules).
HR.62 The system has the ability to provide multiple pay grades.
HR.63 The system has the ability to track salary grades in steps and/or open salary ranges into
quartiles.
HR.64 The system has the ability to assign employees to single or multiple jobs and grades (with
multiple levels of sign-off approval per user-defined rules).
HR.65 The system has the ability to perform comp-ratio and range penetration analysis by grade
and job.
HR.66 The system has the ability to provide positions filled/available reporting.
HR.67 The system has the ability to provide intelligent rules-based wage exception notification to
HR (and other departments as appropriate).
HR.68 The system has the ability to identify leadership and talent gaps within the organization.
HR.69 The system has the ability to monitor base salary and additional compensation components
by employee.
HR.70 The system has the ability to import salary survey data for comparisons and analysis.
HR.71 The system has the ability to export compensation and benefit details to spreadsheet for
survey comparisons.
HR.72 The system has the ability to track temporary alternate duty assignments and restrictions.
HR.73 The system has the ability to record physical restrictions (e.g., lifting, confined space entry,
etc.).
HR.74 The system has the ability to generate seniority reporting.
The system should provide reporting relationships w/in a hierarchy.
HR.75 The system has the ability to track service award eligibility and gift orders associated with
appropriate eligibility. The system should also keep an historical record of service awards.
General - Employee Relations
HR.76 The system has the ability to record and track various discipline types that are maintained by
the HR department.
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Solution
Supports
Req # Description of Requirement Requirement
HR.77 The system has the ability to record and track disciplinary actions (and maintain history)
including information on incidents causing the action, steps taken in resolution, and the
personnel involved.
HR.78 The system has the ability to allow a new supervisor (within the City) to view prior discipline
action, with appropriate security.
HR.79 The system has the ability to automatically route information to HR, supervisors, etc.,
regarding disciplinary actions.
HR.80 The system has the ability to capture user-entered narrative for each step of grievance
process.
HR.81 The system has the ability to track all disciplinary complaints, investigations, and actions,
including (but not limited to): letters of reprimand; warnings; suspensions; discharges.
HR.82 The system has the ability to capture and maintain disciplinary action detail, including (but
not limited to): file number; employee name; home department; issue; proposed discipline;
date; date discipline rendered; supervisor's name; grievance filed indicator; unlimited notes
and/or text entry.
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Solution
Supports
Req # Description of Requirement Requirement
The system has the ability to record and track a multi-step grievance process, including the following information throu
HR.83 Grievance number;
HR.84 Grievance filed date;
HR.85 Step 1 (2, 3, etc.) Scheduled Date;
HR.86 Step 1 (2, 3, etc.) Decision Issued (e.g., denied, upheld, reduced, settled, reversed);
HR.87 Date grievance closed;
HR.88 Date declared inactive;
HR.89 Hearing officer/Department Head;
HR.90 Mediator;
HR.91 Prevailing party;
HR.92 Leave without pay penalty flag;
HR.93 Early discovery violated flag;
HR.94 Discipline to remain in file flag;
HR.95 Last chance agreement flag;
HR.96 Cost of back pay and related expenses;
HR.97 Cost of mediation;
HR.98 Any other associated costs;
HR.99 Total cost;
HR.100 Additional hearing dates;
HR.101 Remedy;
HR.102 Unlimited notes and/or text entry.
HR.103 The system has the ability to accommodate user-defined discipline steps/levels.
HR.104 The system has the ability to record and track grievance actions (and maintain history)
including information on details incident, steps taken in resolution, and the personnel
involved.
HR.105 The system has the ability to track all activities associated with the management of the
grievance.
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Solution
Supports
Req # Description of Requirement Requirement
HR.106 The system has the ability to track suspensions and trigger notifications/ticklers on
suspension dates (via workflow).
HR.107 The system has the ability to purge files of disciplinary actions and/or grievances after a user-
defined period.
HR.108 The system has the ability to archive files of disciplinary actions and/or grievances after a
user-defined period.
HR.109 The system has the ability to define multiple grievance rules.
HR.110 The system has the ability to maintain historical disciplinary action detail, including (but not
limited to): employee, date, type of incident, follow-up action.
General - Occupational Health and Accidents/Risk Management
HR.111 The system has the ability to provide medical procedure scheduling and reminders for
procedures like annual physicals, Hepatitis-B shots, PPD, MMR, tetanus shots, hearing
tests.
HR.112 The system has the ability to maintain medical files for certain employees (e.g., fire and
public safety).
HR.113 The system has the ability to archive medical records for terminated employees.
HR.114 The system has the ability to maintain records of physical exams, injuries, illnesses, and
audiometric test results.
HR.115 The system has the ability to accommodate all HIPAA compliance rules and regulations for
maintaining health-related information.
HR.116 The system has the ability to track accidents and injuries.
HR.117 The system has the ability to maintain property and casualty insurance information.
HR.118 The system has the ability to maintain vehicle insurance information.
HR.119 The system has the ability to support employee health and incident tracking.
HR.120 The system has the ability to track accidents and injuries and follow-up for all employees.
HR.121 The system has the ability to allow for the input of unlimited history on accidents and injuries.
HR.122 The system has the ability to allow inquiry capabilities on accident and injury histories
(access defined by user security).
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Solution
Supports
Req # Description of Requirement Requirement
HR.123 The system has the ability to allow unlimited text descriptions for accident and injury
reporting.
HR.124 The system has the ability to attach associated documentation to accident or injury reports
(e.g., scanning and imaging).
HR.125 The system has the ability to record physical restrictions.
HR.126 The system has the ability to track timelines and conditions related to accidents and injuries.
HR.127 The system has the ability to receive/suspend reminders for required timelines regarding
appeal of an action; appeal of a previous action; suspension without payment; violation of
drug policy; and other user-defined criteria.
HR.128 The system has the ability to track history of claims, lost time, medical only, totals, paid and
incurred claims.
HR.129 The system has the ability to estimate payroll liability for workers' compensation for each job
classification code.
HR.130 The system has the ability to track accidents, injuries, and follow-ups in all employees
including workers compensation.
The system has the ability to track accidents and injuries by the following:
HR.131 Type;
HR.132 Cause;
System should allow user to enter “cause” or provide generic drop down list (maybe
too extensive) or an “other” field;
HR.133 Department/division;
HR.134 Individual;
HR.135 Equipment, including cost and inventory number;
HR.136 Date of incident;
HR.137 Investigator's name;
HR.138 PIR number;
HR.139 Investigation type;
HR.140 Injury type;
System should allow user to enter “cause” or provide generic drop down list (maybe
too extensive) or an “other” field;
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Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.141 Disposition;
HR.142 Adjudication.
HR.143 The system has the ability to create first aid reports by employee, occupation, nature of
illness or injury, and type of medical treatment.
HR.144 The system has the ability to track building safety and health inspections by date, type, and
recommendations received.
HR.145 The system has the ability to track accident recommendations and preventive measures.
HR.146 The system has the ability to track workers' compensation approvals, denials, and appeals.
HR.147 The system has the ability to track multiple employees involved in a single accident or
incident.
HR.148 The system has the ability to track accidents on either employees or non-employees injured
or involved in an accident on City property.
HR.149 The system has the ability to store eye-witness accounts to accidents.
HR.150 The system has the ability to store and/or generate an employee statement and an employer
statement.
HR.151 The system has the ability to relate accidents to injuries and injuries to accidents
automatically.
HR.152 The system has the ability to maintain online tables of accident types, injury types, and
OSHA types, and verify real-time during entry to assure consistent usage and reporting.
HR.153 The system has the ability to allow for unlimited text description to be maintained for each
accident or injury.
HR.154 The system has the ability to attach associated documentation to accident or injury reports in
the system.
HR.155 The system has the ability to track timelines and conditions related to permitting return to
work.
HR.156 The system has the ability to estimate payroll liability for workers' compensation for each job
classification code.
HR.157 The system has the ability to track history of claims, lost time, medical only, totals, paid, and
incurred claims.
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Solution
Supports
Req # Description of Requirement Requirement
HR.158 The system has the ability to import historical workers' compensation information from past
third-party vendors or systems.
HR.159 The system has the ability to import current claim data (e.g., first report of accident, medical
notes, initial claim information).
HR.160 The system has the ability to provide records management capability (e.g., to store doctor
reports, first report of accident, authorization of medical treatment forms).
HR.161 The system has the ability to provide contact management and documentation capability to
capture information like phone calls from claimees, time for issue resolution, etc.
HR.162 The system has the ability to integrate with the current and other third party workers'
compensation vendors.
HR.163 The system has the ability to maintain and track information related to drug testing, including
(but not limited to): date of test; test outcome (P/F); date pass/fail; reason for test (e.g.,
reasonable suspicion, random selection, new employee).
HR.164 The system has the ability to maintain drug testing information including (but not limited to):
pool indicator (prior, CDL, sensitive, water/gas pipelines, etc), test date/s, test outcome.
HR.165 The system has the ability to randomly select employees for drug testing, based on specified
variables (e.g., pool indicator).
HR.166 The system has the ability to maintain drug testing history, including chain of custody
information.
The system has the ability to provide user-defined workflow to accommodate random drug testing process, including
HR.167 Selection of employees for testing;
HR.168 Supervisor notification of testing;
HR.169 Employee notification of testing.
The system has the ability to track and maintain shared leave detail including (but not limited to) the fol
HR.170 Donating employee;
HR.171 Receiving employee;
System should maintain start & end; and return to duty dates for shared leave;
HR.172 Leave balances;
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Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.173 Supervisor;
HR.174 Other user-defined fields.
System should maintain and track Worker’ Comp, LTD and other replacement income
sources
HR.175 The system has the ability to generate an alert when shared leave time reaches a user -
defined limit or maximum amount.
- System should alert responsible party of employee approval for LTD payment
- System should maintain name of supervisor & Appointing Authority approving shared
leave application
- System should calculate eligible employee salary/hourly wage rates to determine donation
hours for retroactive and current pay periods
- System should allow keying of donated hours (input) by Shared Leave Coordinator vs.
manual (HUF) process
General - Position Control
The system has the ability to perform the following position transactions:
HR.176 Add or delete positions;
HR.177 Reclassify positions (including Substance Abuse Program code review);
HR.178 Change job title;
HR.179 Transfer positions;
HR.180 Freeze or unfreeze positions;
HR.181 Activate or inactivate positions;
HR.182 Split position funding and/or labor allocation;
HR.183 Change the number of authorized full-time equivalents per position;
HR.184 Record associated effective dates of position transactions.
HR.185 The system has the ability to ensure that a position is defined and authorized before it can
be budgeted.
HR.186 The system has the ability to move positions from one location to another.
HR.187 The system has the ability to track employee movement between positions.
HR.188 The system has the ability to maintain job announcement and job specification information.
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Solution
Supports
Req # Description of Requirement Requirement
HR.189 The system has the ability to set up and maintain multiple probation/adjustment period
codes (including temporary position codes).
HR.190 The system has the ability to set up and maintain multiple adjustment period codes
(including temporary position codes).
HR.191 The system has the ability to assign a unique identifier and title to each position.
HR.192 The system has the ability to track position budgeted cost.
HR.193 The system has the ability to track position characteristics including (but not limited to): job
classification; position title; work schedule; skills, training, and certification requirements.
HR.194 The system has the ability to track incumbents in positions and vacancies.
HR.195 The system has the ability to track position history, including (but not limited to): a history of
position characteristics; position vacancy; and position budgeted cost.
HR.196 The system has the ability to track internal promotions.
HR.197 The system has the ability to track deleted positions.
HR.198 The system has the ability to perform human capital information analysis.
HR.199 The system has the ability to calculate human capital metrics including (but not limited to): a
listing or count of employees eligible for retirement in the next XX years; a listing or count of
employee training needs; a listing or count of employee competencies, skills, language
abilities.
HR.200 The system has the ability to create budgets at job, grade, position, and organizational
levels.
HR.201 The system has the ability to calculate total HR costs by headcount and other user-defined
factors.
HR.202 The system has the ability to provide budget comparisons against actual costs.
HR.203 The system has the ability to perform multiple personnel budgeting forecast scenarios, with
the ability to save information ("what-if" scenarios).
HR.204 The system has the ability to capture and maintain organization change history.
HR.205 The system has the ability to develop new organizational models.
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Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.206 The system has the ability to provide dynamic graphical organization chart development.
The system should allow incumbents to occupy the same position on more than one
occasion
HR.207 The system has the ability to perform organizational model comparison and "what-if"
analysis for potential changes.
HR.208 The system has the ability to capture job title history.
HR.209 The system has the ability to accommodate budgeting for overall and departmental
headcount salaries.
HR.210 The system has the ability to accommodate single or multiple funding sources for each
position.
HR.211 The system has the ability to maintain unlimited history on job vacancy (position)
information.
HR.212 The system has the ability to allow employees to hold single or multiple positions.
General - Performance Evaluations
HR.213 The system has the ability to accommodate job-specific employee evaluation forms in
various formats that can be easily customized by the City.
HR.214 The system has the ability to attach at least three performance evaluations per year to the
employee record.
HR.215 The system has the ability to attach unlimited performance evaluations to the employee
record.
HR.216 The system has the ability to capture performance and salary review information.
HR.217 The system has the ability to perform performance evaluation scheduling (including
employee, reviewer/s, date).
HR.218 The system has the ability to record performance evaluation detail, including narratives.
HR.219 The system has the ability to review historical job performance evaluations.
HR.220 The system has the ability to accommodate electronic performance evaluations, utilizing
electronic signatures to notate approval.
HR.221 The system has the ability to accommodate various performance evaluation schedules (e.g.,
every 6 months, annual, special situations, etc.) with override capabilities.
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Preliminary Functional and Technical Requirements
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Solution
Supports
Req # Description of Requirement Requirement
HR.222 The system has the ability to notify employees and supervisors of evaluation due dates
(through workflow).
HR.223 The system has the ability to track evaluation completion and overdue status (through
workflow), with periodic and/or continued automatic notifications until completion.
HR.224 The system has the ability to automatically link evaluations (evaluation scores) to
performance increases (percentage and/or dollar amount).
HR.225 The system has the ability to accommodate performance evaluation "forms" that are linked
to employee class (e.g., occupational types, etc.).
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Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
General - Training
The system has the ability to record and update employee training data, including (but not limited t
HR.226 Skills profile;
HR.227 Education profile;
HR.228 Honors;
HR.229 Special projects;
HR.230 Licenses;
HR.231 Certificates;
HR.232 Qualifications;
HR.233 Competencies;
HR.234 Course enrollment/completion;
HR.235 Other internal training;
HR.236 Other external training;
HR.237 Other internal experience;
HR.238 Other external experience;
HR.239 Other user-defined fields.
HR.240 The system has the ability to compare employee skills and competencies to necessary skills
and competencies, and recommend training.
HR.241 The system has the ability to track training attendance/completion by employee, division, and
department.
HR.242 The system has the ability to track course information, including (but not limited to): date;
instructor, title/description of training; internal or external provider; instructor; date; hours.
HR.243 The system has the ability to print course description and schedules.
HR.244 The system has the ability to generate training costs and other reporting.
HR.245 The system has the ability to calculate predicted course demand for a time period based on
pre-bookings or actual attendance from previous years.
HR.246 The system has the ability to automatically add registrants to a training waiting list.
HR.247 The system has the ability to schedule internal and external training activities.
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Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.248 The system has the ability to identify training requirements for City employees and notify HR
when employees have not met the minimum training requirements established.
HR.249 The system has the ability to track tuition reimbursement eligibility, costs, and payment
status.
HR.250 The system has the ability to track progress toward degree completion.
HR.251 The system has the ability to track progress toward and completion of licenses and
certifications as required for specific jobs.
HR.252 The system has the ability to accommodate electronic/online registration for City training
classes with supervisor approval.
HR.253 The system has the ability to generate and send training registration confirmation to
employees and supervisors.
HR.254 The system has the ability to notify employees and supervisors of upcoming courses.
HR.255 The system has the ability to generate online course evaluations and route to attendees
upon completion of the course.
HR.256 The system has the ability to generate a scannable hard copy of the course evaluation that
may be completed immediately following training.
HR.257 The system has the ability to scan course evaluations to capture results for analysis.
HR.258 The system has the ability to incorporate existing best practices for employee training.
HR.259 The system has the ability to track cumulative number of training hours, by type and by
calendar year, 5-year period, and/or for entire length of service.
HR.260 The system has the ability to assign mandatory training to employees and positions.
HR.261 The system has the ability to track satisfaction of mandatory training by employee, and send
reminders to employee and supervisor when training is not met.
HR.262 The system has the ability to track training instructors' skill sets.
HR.263 The system has the ability to provide notification to user-defined individuals if mandatory
training is not met within a user-specified period of time.
HR.264 The system has the ability to integrate with Johnson Controls' Pegasus security system.
HR.265 The system has the ability to replace the Neo Gov applicant tracking system - should meet
or exceed all existing functionality. http://www.neogov.com/
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Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.266 The system has the ability to integrate with the Pegasus employee badge system, Card Key
2000.
HR.267 The system has the ability to interface with the State Child Support system.
HR.268 The system has the ability to integrate with imaging/scanning/document management
systems.
HR.269 The system has the ability to export data to the Virginia Retirement System (VRS).
HR.270 The system has the ability to integrate with the State of Virginia Social Services System
(LETS).
HR.271 The system has the ability to integrate with the Commonwealth of Virginia's payroll system.
HR.272 The system has the ability to export time and attendance system data into other internal
systems.
General - Miscellaneous Reporting
HR.273 The system has the ability to generate reports and forms that comply with EEOC, OSHA,
FMLA, Department of Labor, Military Status, and FLSA standards and regulations.
The system should generate and electronically send a daily error report to responsible party
regarding any errors entered into the system. (Ex. Employee info does not match assigned
position information).
HR.274 The system has the ability to provide standard data and reports to meet established State
and Federal reporting requirements.
HR.275 The system has the ability to generate a list of all employees charged to departments other
than their home department.
HR.276 The system has the ability to query and generate reports on all information that is tracked
and maintained.
HR.277 The system has the ability to generate Virginia Employment Commission (VEC) quarterly
reporting.
HR.278 The system has the ability to generate a labor utilization report that shows filled and unfilled
positions with user-defined dates and position salary information.
Benefits
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Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.279 The system has the ability to provide for a Benefits-specific new employee orientation
checklist that can be customized by and for each department, job class, and status
(temporary or permanent) (all items assigned to employee).
HR.280 The system has the ability to capture and track information regarding HIPAA notices and
certificates of credible coverage of Medicare Part D.
HR.281 The system has the ability to accommodate participant and dependent benefit enrollment
processing for benefit options.
HR.282 The system has the ability to administer rollover benefit options.
HR.283 The system has the ability to establish multiple eligibility rules.
HR.284 The system has the ability to calculate premium amounts based on user-defined tables.
HR.285 The system has the ability to start and stop any deductions at any given time.
HR.286 The system has the ability to restrict certain benefits-related entry based on user-defined
characteristics (e.g., deductions of part-time employees).
HR.287 The system has the ability to support flexible benefit accounts.
HR.288 The system has the ability to capture annual designations for flexible spending accounts.
HR.289 The system has the ability to support flexible spending accounts enrollment and
reimbursement.
HR.290 The system has the ability to deny flexible spending account duplicate submissions, and
print denial on a separate form.
HR.291 The system has the ability to add grace period to flexible spending accounts.
HR.292 The system has the ability to look up flexible spending balances for past years.
HR.293 The system has the ability to capture and maintain Health, Dental, and other insurance ID
numbers.
HR.294 The system has the ability to support tuition reimbursement, including a running total of
credit hours.
HR.295 The system has the ability to identify type of coverage (e.g., single, 2-person, family).
HR.296 The system has the ability to capture and maintain waiting period by employee.
HR.297 The system has the ability to track benefits eligibility.
HR.298 The system has the ability to notify employees of benefit eligibility dates.
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Preliminary Functional and Technical Requirements
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Solution
Supports
Req # Description of Requirement Requirement
HR.299 The system has the ability to maintain coverage and deduction detail by date.
The system has the ability to track the following:
HR.300 Coverage effective dates;
HR.301 Coverage history;
HR.302 Name change history;
HR.303 Dependent information;
HR.304 Beneficiary information;
HR.305 Years of service.
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Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
The system has the ability to maintain premium and deduction amounts for multiple benefit plans including (bu
HR.306 Health Insurance;
HR.307 Dental Insurance;
HR.308 Vision Insurance;
HR.309 Life Insurance;
HR.310 Deferred compensation plans, including retirement plans;
HR.311 Flexible spending accounts for medical and child care reimbursement accounts;
HR.312 Bank or credit union deductions;
HR.313 Long term disability;System should alert responsible party of employee approval for
LTD payment
HR.314 Short term disability;
HR.315 529/Education Savings Plan;
HR.316 457 Plan.
HR.317 The system has the ability to produce benefits certificates including plan, coverage,
dependent coverage, and SSN.
HR.318 The system has the ability to have two years open for benefits enrollments and closeouts.
HR.319 The system has the ability to establish multiple eligibility rules.
HR.320 The system has the ability to support benefit programs for separate Divisions such as Public
Utilities and other City Divisions (e.g., gym memberships).
HR.321 The system has the ability to track benefit allowance contributions to insurance and other
than health insurance.
HR.322 The system has the ability to differentiate, for deferred compensation purposes, any
employer match.
HR.323 The system has the ability to establish the appropriate tax ramifications for the deferred
compensation amounts.
HR.324 The system has the ability to manually adjust benefit withholdings.
HR.325 The system has the ability to maintain the benefit pool even in certain user-defined non-paid
statuses.
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The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
The system has the ability to maintain benefit eligibility data including:
HR.326 Length of service;
HR.327 Age;
HR.328 Marital status;
HR.329 Dependent information for multiple dependents (including name, SSN, address, other
contact information);
HR.330 Employee status (active, retired, leave of absence, suspension, termination, FMLA,
military leave, etc.);
HR.331 Hours worked by various search criteria (e.g., weekly, bi-weekly, pay period, annually);
HR.332 Other user-defined.
HR.333 The system has the ability to provide tracking for death of employees, retirees, or
dependents.
HR.334 The system has the ability to allow mass updates of employee plan designation.
HR.335 The system has the ability to allow online update of benefits individually and as a group.
HR.336 The system has the ability to generate summary statements by employee.
HR.337 The system has the ability to track relevant COBRA information.
HR.338 The system has the ability to track employees who are eligible for COBRA benefits.
HR.339 The system has the ability to print COBRA notifications for all terminated employees and
their dependents.
HR.340 The system has the ability to add individuals who are not employees to the database who
are covered under COBRA provisions (e.g., dependents).
HR.341 The system has the ability to record COBRA elections.
HR.342 The system has the ability to bill COBRA employees and retirees for benefits.
HR.343 The system has the ability to integrate COBRA and Retiree Benefits with General Ledger
and Accounts Receivable.
HR.344 The system has the ability to track and bill health and other benefit payments for retirees.
Page 99 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.345 The system has the ability to accumulate benefits for part-time employees by pro-rating
hours worked and/or passage of time.
HR.346 The system has the ability to create a computer-generated application packet for mailing
(e.g., annual benefits enrollment).
HR.347 The system has the ability to support a leave exchange program that allows eligible
employees to use paid personal leave to purchase additional retirement service credit.
HR.348 The system has the ability to support sick and lost time reporting.
HR.349 The system has the ability to support absence analysis by department and by supervisor.
HR.350 The system has the ability to support employee absence profile reporting.
HR.351 The system has the ability to prepare and maintain leave timelines.
HR.352 The system has the ability to identify leave start and end dates.
HR.353 The system has the ability to capture and maintain special reasons for short term leaves of
absence (paid or unpaid) in service.
HR.354 The system has the ability to identify and monitor against estimated date of return.
HR.355 The system has the ability to identify employee status (e.g., FMLA leave, military leave,
retired).
HR.356 The system has the ability to track different leave types which accumulate concurrently as
defined by user for each employee (e.g., military annual leave, military leave, workers'
compensation).
HR.357 The system has the ability to track leave and place a manual or automatic stop on accruals
when contract maximums are reached.
HR.358 The system has the ability to reclassify excess leave for purposes of leave donation.
HR.359 The system has the ability to accommodate electronic requests and approvals for leave.
HR.360 The system has the ability to provide notices to employees for Family Medical Leave Act
(FMLA) events, based on user-defined criteria.
HR.361 The system has the ability to monitor against estimated FMLA date of return.
HR.362 The system has the ability to track FMLA based on use-defined criteria (e.g., length of
service, eligibility, previous FMLA use, etc.).
Page 100 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.363 The system has the ability to maintain benefit coverage for employees on leave who elect to
pay for his or her own coverage.
HR.364 The system has the ability to produce letters, emails, and other notifications to employees
announcing open enrollment.
HR.365 The system has the ability to produce confirmation letters indicating the employee's current
participation levels in all benefit plans.
HR.366 The system has the ability to interface with the employee self-service module for benefit plan
open enrollment, benefits and other changes, etc., (with verification process).
HR.367 The system has the ability to provide on-line view of employee's total compensation package
(with security restrictions).
HR.368 The system has the ability to track current and historical benefit costs including (but not
limited to): employer cost; employee cost; and total premiums/contributions.
HR.369 The system has the ability to track eligible benefits of retirees and their dependents.
HR.370 The system has the ability to maintain a record of employee plan history.
HR.371 The system has the ability to validate that the employee is eligible for the plan selected.
HR.372 The system has the ability to determine coverage and deduction amounts for the employee
using parameters stored in the benefit plan structure tables.
HR.373 The system has the ability to support pre and post tax payroll deductions.
HR.374 The system has the ability to automatically produce payroll deductions based on benefit plan
enrollments.
HR.375 The system has the ability to process and pay benefits reimbursement on payroll check.
HR.376 The system has the ability to retroactively enroll employees in plans, and automatically
impact payroll to compute the proper pay adjustments and deductions.
HR.377 The system has the ability to retroactively enroll dependents in plans, and automatically
impact payroll to compute the proper pay adjustments and deductions.
HR.378 The system has the ability to recalculate life insurance amounts and costs to be recalculated
for all employees at any time during the year based on changed salary, coverage, and/or
plan cost parameters.
Page 101 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.379 The system has the ability to automatically calculate long/short term disability premiums and
deductions based on salary amounts.
HR.380 The system has the ability to enter new enrollment data for a future date without changing
the current elections until the date of the new enrollment period begins.
HR.381 The system has the ability to compile, process, and electronically transfer enrollment
information to vendors according to their data specifications.
HR.382 The system has the ability to interface with the City's current benefit programs, including
AFLAC, Cigna, and other benefit providers.
Page 102 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
Benefits - Miscellaneous Reporting
HR.383 The system has the ability to generate all benefits reporting necessary and required to meet
external mandates (for example State, Federal, SHE, ERISA, USERRA, etc.). The system
should integrate web based health information from the provider into HRIS software
Employee Self Service
The system has the ability to provide employees view access to personal information, including (but not li
HR.384 Name;
HR.385 Address;
HR.386 Emergency contact information;
HR.387 Demographics;
HR.388 Benefit information (selected plans, dependents, beneficiaries);
HR.389 Salary information (base, supplemental, YTD, history);
HR.390 Other deduction information (garnishments, child support, voluntary deductions);
HR.391 Flexible spending information (amount spent, remaining balance);
HR.392 Leave balances;
HR.393 Other user-defined fields.
The system has the ability to allow employees to update personal information with appropriate verification process, including (b
HR.394 Address;
HR.395 Phone number/s;
HR.396 Contact information;
HR.397 Emergency contact information;
HR.398 Direct deposit;
HR.399 W4;
HR.400 Voluntary deduction amounts;
HR.401 Open enrollment at appropriate dates;
HR.402 Other user-defined fields.
Page 103 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.403 The system has the ability to provide notification of changes (as described above) to
employee and supervisor (or other user-defined department).
HR.404 The system has the ability to accommodate user-defined approval for Employee Self Service
activities (changes, information entry) performed by the employee, including (but not limited
to) user verification (via password or other identification verification means).
HR.405 The system has the ability to require on-line verification of data entered immediately upon
entry or at user-defined intervals (e.g., changes made to address, W4, benefits information,
etc.).
HR.406 The system has the ability to review and maintain name, address, telephone number, etc.
HR.407 The system has the ability to review and request enrollment in benefits for open enrollment
periods.
HR.408 The system has the ability to allow employees to request changes in benefits related to life
events.
HR.409 The system has the ability to allow employees to update W4 information such as tax filling
status, number of exemptions, and withholding information pending benefit administration
approval.
HR.410 The system has the ability to allow employees to view pay stub information including (but not
limited to) the following: gross pay; taxes; other deductions; net pay; pay period; and year-to-
date totals.
HR.411 The system has the ability to allow employees to maintain emergency contacts.
HR.412 The system has the ability to allow employees to review vacation and sick day balances and
submit leave requests.
HR.413 The system has the ability to allow employees to submit leave requests electronically.
HR.414 The system has the ability to adjust sick and vacation leave both positively and negatively,
and indicate a reason for the adjustment.
HR.415 The system has the ability to allow employees to review and request changes for bank info
for direct deposit and reimbursements.
HR.416 The system has the ability to allow employees to review and enter/submit expenses,
including the collection of paper-based receipts.
HR.417 The system has the ability to allow employees to submit City job applications.
Page 104 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.418 The system has the ability to allow employees to view the status of previously submitted City
job applications.
HR.419 The system has the ability to allow employees to post and update resumes.
HR.420 The system has the ability to allow employees to view training and certification history,
including detail such as expiration date.
HR.421 The system has the ability to allow employees to search for available City training courses
based on topic, text, language, and location.
HR.422 The system has the ability to allow employees to view course/seminar calendars for all
training offered by the City.
HR.423 The system has the ability to allow employees to enroll in or cancel participation in courses.
HR.424 The system has the ability to allow employees to pre-book for courses not yet scheduled.
HR.425 The system has the ability to maintain an event schedule that includes courses, seminars,
and other City events.
HR.426 The system has the ability to allow employees to calculate "what-if" scenarios for changes to
paycheck deductions/taxes/gross pay.
HR.427 The system has the ability to allow employees to calculate "what-if" scenarios to estimate
retirement benefits (i.e., retirement calculator) for normal retirement, early retirement, and
other user-defined scenario types.
HR.428 The system has the ability to allow employees to complete and submit a retirement
application that will be automatically electronically routed to supervisor/s for approval and
then submitted to the City's Retirement Department.
HR.429 The system has the ability to allow employees to review expense and time history.
HR.430 The system has the ability to allow employees access to on-line web-based course offerings.
HR.431 The system has the ability to allow employees to order/select service and recognition
awards.
HR.432 The system has the ability to allow employees to submit time/leave online.
HR.433 The system has the ability to display W2s for viewing and printing in a secure environment.
Page 105 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.434 The system has the ability to display most recent pay stub for viewing and printing in a
secure environment.
HR.435 The system has the ability to display all benefit forms for viewing and printing in a secure
environment.
HR.436 The system has the ability to display contact information for benefit providers, including html
links to their websites.
Page 106 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
Application Tracking
Application Tracking requirements have been marked in the "COMMENTS" field with either a number or "BDMP." The numbered requirements are fro
System Requirements (as listed in the NeoGov proposal - August, 2006), and the number corresponds to the numbering used in that document. Require
Consultants.
Application Tracking - Job Requisition
HR.437 The system has the ability to administer tests to City employees for various reasons.
HR.438 The system has the ability to maintain historical test results for City testing.
HR.439 The system has the ability to automatically score and analyze City test results.
HR.440 The system has the ability to administer tests in an online fashion.
HR.441 The system has the ability to allow job posting web screens to be customized to include City
of Richmond logos and changing placement of logos on the screen.
HR.442 The system has the ability to generate electronic requisitions to fill position vacancies.
Page 107 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
The system has the ability to generate electronic requisitions to fill vacancies, containing:
HR.443 Department Number;
HR.444 Division;
HR.445 Location;
HR.446 Shift;
HR.447 Position number;
HR.448 Job/Position title;
HR.449 Role title;
HR.450 Working title (optional);
HR.451 Job category (selected from drop down box);
HR.452 Class code;
HR.453 Status (unclassified/classified, permanent/temporary);
HR.454 Position classification (selected from drop down box);
HR.455 Reason for vacancy (e.g., promotion, transfer, termination, etc.);
HR.456 Date vacancy created;
HR.457 Date needed;
HR.458 Closing date (date field);
HR.459 Open until filled (Yes/No);
HR.460 Pay Grade;
HR.461 Salary range;
HR.462 Budget account codes;
HR.463 Recruitment Type (general public, City only, department only);
HR.464 Classified/Unclassified;
HR.465 Exempt/non-exempt status;
HR.466 Residency required;
HR.467 User-defined special requirements for the position (e.g., CDL);
HR.468 Hiring officer/Division Director;
Page 108 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.469 Contact name;
HR.470 Contact phone;
HR.471 Other Contact Information;
HR.472 Requisition Status Update (close, re-open, or update requisition);
HR.473 Other user-defined fields.
HR.474 The system has the ability to, upon creation of a job requisition, create a system-generated
requisition number and creation date based on the system date (real date).
HR.475 The system has the ability to support the following types of job openings: promotions,
internal postings, external postings.
HR.476 The system has the ability to track and maintain single or multiple funding sources for each
position.
HR.477 The system has the ability to maintain a skills inventory for each position.
The system has the ability to allow authorized users to view and sort all job requisitions on various fields, including
HR.478 Requisition;
HR.479 Requisition creation date;
HR.480 Requisition status (open/closed);
HR.481 Filled requisitions.
HR.482 The system has the ability to automatically close a requisition at 5:00 p.m. to reflect the close
of business for the requisition closing date.
HR.483 The system has the ability to permit authorized users to close or delete a requisition
manually.
HR.484 The system has the ability to automatically close the requisition when the hiring process has
been completed.
HR.485 The system has the ability to automatically track "Date of last update, " including user ID of
user making the last saved update.
HR.486 The system has the ability to restrict user access according to user-defined authorization
rules.
HR.487 The system has the ability to ensure whether appropriate approvals have been received on
position requests.
HR.488 The system has the ability to notify requestor when position has been approved and initiate
other related events (e.g., recruitment process).
Page 109 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.489 The system has the ability to perform position posting.
HR.490 The system has the ability to set a user-defined job posting time period.
HR.491 The system has the ability to permit authorized users delete a requisition.
HR.492 The system has the ability to require users to key in a reason upon deletion of a requisition.
Page 110 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
Application Tracking - Application Data
The system should also completely replace the NEOGOV Applicant tracking system. The system has the ability to maintain, at a min
HR.493 Date of application;
HR.494 Applicant Name;
HR.495 Address;
HR.496 Phone number/s;
HR.497 Email address/es;
HR.498 Positions applied/referred for;
HR.499 Citizenship;
HR.500 Ability to be legally employed in the USA (Y/N);
HR.501 Reference detail;
HR.502 Attached resume (Word or pdf);
HR.503 Criminal background information;
HR.504 Previous employment information;
HR.505 Certificates/licensure;
HR.506 Results of required tests;
HR.507 Date/s of drug screening;
HR.508 Result/s of drug screening;
HR.509 Other user-defined.
Page 111 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
The system has the ability to track and maintain EEO data for use in statistical analysis and reporting, including (b
HR.510 Requisition Number;
HR.511 Selected Flag;
HR.512 Applicant name;
HR.513 Applicant ID;
HR.514 Applicant Record Number;
HR.515 Applicant address;
HR.516 Home phone;
HR.517 Application received date;
HR.518 Email address;
HR.519 Race;
HR.520 Gender;
HR.521 Date of Birth;
HR.522 Department;
HR.523 Highest grade completed;
HR.524 GED;
HR.525 Post high school education;
HR.526 Recruiting Source;
HR.527 Interviewed Flag;
HR.528 Pay Band;
HR.529 Other user-defined fields.
HR.530 The system has the ability to store EEO data separate from the applicant record.
HR.531 The system has the ability to restrict access to EEO data to authorized users as determined
by City of Richmond user profiles.
HR.532 The system has the ability to populate EEO data by electronic submissions from applicant
record and requisition data. Changes cannot be made.
HR.533 The system has the ability to save EEO data upon initial entry for user's profile with blocks
prefilled for multiple application submissions.
Page 112 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.534 The system has the ability to track ADA accommodations with an applicant.
HR.535 The system has the ability to support EEO and ADA analysis.
HR.536 The system has the ability to flag an employee record, once terminated, as unable to
reapply.
Page 113 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
Application Tracking - On-Line Employment Application
HR.537 The system has the ability to provide an online employment application interface.
HR.538 The system has the ability to restrict user-access through use of user-ID and password.
HR.539 The system has the ability to provide online completion of application on any Internet
enabled computer through a web browser.
HR.540 The system has the ability to provide City of Richmond users the ability to access system on
any Internet-enabled computer through a web browser.
The system has the ability to provide applicants with an interface that should include, but not be limited to, the fo
HR.541 Instructions for system use;
HR.542 Create new employment application;
HR.543 Print application;
HR.544 Save application.
HR.545 The system has the ability to allow applicants to create a new employment application.
HR.546 The system has the ability to accommodate an online application form in the same format as
the current hard copy City of Richmond employment application.
HR.547 The system has the ability to allow applicants to retrieve and print previously created
applications.
HR.548 The system has the ability to allow applicants to save their own application data for future
retrieval (using user-ID and password).
HR.549 The system has the ability to allow applicants to submit one application per open requisition.
HR.550 The system has the ability to require that all applications correspond to an open requisition.
HR.551 The system has the ability to allow applicants to update previously created and saved
applications.
HR.552 The system has the ability to allow applicants to review applications prior to submittal.
HR.553 The system has the ability to allow applicants to search posted jobs before and after
submitted applications.
Page 114 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.554 The system has the ability to allow applicants to save information and return later to
complete and/or update their application.
HR.555 The system has the ability to allow customized supplemental questions/sections option as
determined by City of Richmond.
HR.556 The system has the ability to allow applicants to attach supplement documentation when
applying for positions (via electronic files and/or scanned files).
HR.557 The system has the ability to track and maintain application status (e.g., application
received, meets/does not meet qualifications, vacancy filled, referred for interview, vacancy
cancelled).
HR.558 The system has the ability to allow applicants to check the status of their application.
Application Tracking - Applicant Screening
HR.559 The system has the ability to permit the user to develop a criteria matrix sheet used to
identify applicant qualifications and determine the applicants to be interviewed.
HR.560 The system has the ability to allow the user to cut and past information from the job
requisition into the criteria matrix sheet, (e.g., to develop a Training and Experience point
scale).
HR.561 The system has the ability to allow a point value to be assigned for qualifications associated
with user-defined point scales (e.g., Training and Experience scale).
HR.562 The system has the ability to permit online form completion and should store the values
entered to be analyzed for determining applicant ranking.
HR.563 The system has the ability to route applicant information to the appropriate departments and
personnel.
HR.564 The system has the ability to perform on-line searches for qualified applicants and
employees based on requirements.
HR.565 The system has the ability to capture job requirements, such as necessary skills and
competencies, for use in recruiting, and analytics and reporting.
HR.566 The system has the ability to permit the creation of a pre-application questionnaire to be
completed prior to completing application to advise applicant of qualifying for minimum
requirements of the position.
Page 115 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.567 The system has the ability to generate an automatic response for applicants who do not
meet the minimum requirements as defined in the pre-application questionnaire (i.e.,
advising that it does not appear as if he/she meets minimum standards for the position, and
providing an option to return to the job posting list or to continue with the completion of the
application).
HR.568 The system has the ability to produce an alphabetical report listing of applicants and their
rankings, based on data recorded in the screening data matrix.
HR.569 The system has the ability to allow the user to select candidates based on multiple user-
defined criteria (e.g., top 6 candidates, Training and Experience score greater than 100,
etc.).
HR.570 The system has the ability to match applicant based upon skills, training, etc., to open
positions.
HR.571 The system has the ability to match competencies of internal candidates to job
requirements.
HR.572 The system has the ability to scan resumes for electronic viewing and archiving.
HR.573 The system has the ability to import resumes from the Internet and e-mail.
HR.574 The system has the ability to match current employees based upon skills, training, etc., to
open positions.
HR.575 The system has the ability to inactivate applications after a user-defined period (e.g.,
application only kept for 6 months from last update).
HR.576 The system has the ability to accept applications over the Internet and via email.
HR.577 The system has the ability to support various workflow approval routing for departments with
openings to make them aware of qualified applicants.
HR.578 The system has the ability to allow applicants to apply for multiple job openings.
HR.579 The system has the ability to respond to applicants via email, and forward applicant
information to hiring official/s via email.
HR.580 The system has the ability to accept unsolicited applicants and for ability to indicate which
positions they may be qualified for.
HR.581 The system has the ability to maintain an eligible application list for at least two years with
option for extension.
Application Tracking - Specific Application Tracking
Page 116 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.582 The system has the ability to store applicant records that are received in response to a
specific job requisition.
HR.583 The system has the ability to perform resume routing.
HR.584 The system has the ability to schedule interviews with specified individuals, and notify hiring
manager of interview schedule when it is complete.
HR.585 The system has the ability to track interview results.
Page 117 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
The system has the ability to allow inquiry on applicant records, where users can track, but not be limited to, the fo
HR.586 Applications received to date;
HR.587 Pre-employment testing;
HR.588 Screening results;
HR.589 Applicants selected for interview;
HR.590 Number of applications applied for position;
HR.591 Background and reference check dates;
HR.592 Position numbers;
HR.593 Declined offer (reason for decline);
HR.594 Selected for hire;
HR.595 Number/types of positions applicant applied for.
HR.596 The system has the ability to track applications by personal data, skills, education, training,
and test results.
The system has the ability to provide search capabilities on data fields including (but not limited to
HR.597 Job title;
HR.598 Requisition number;
HR.599 Applicant last name;
HR.600 Position number;
HR.601 Department name;
HR.602 Department Number.
HR.603 The system has the ability to allow view of all records of specific applicant.
HR.604 The system has the ability to track multiple position opportunities for a single applicant.
HR.605 The system has the ability to send automatic email notification to hiring administrators with
applicant information based on specific qualification criteria of candidates or groups of
candidates.
HR.606 The system has the ability to track position offer detail in conjunction with the applicant
record (e.g., date of offer, amount, status, etc.).
HR.607 The system has the ability to generate interview invitations.
Page 118 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Human Resources
Solution
Supports
Req # Description of Requirement Requirement
HR.608 The system has the ability to support authorizations for hiring, with the ability to appoint
approval power.
HR.609 The system has the ability to move applicant information from app tracking to employee
record if hired.
HR.610 The system has the ability to generate customizable offer (a.k.a., new hire) letters.
HR.611 The system has the ability to generate thank you letters to unsuccessful candidates from a
menu of templates.
HR.612 The system has the ability to calculate applicant flow statistics (e.g., number of applications
received, percent interviewed, percent meeting requirements, etc.).
HR.613 The system has the ability to calculate the effectiveness of recruiting efforts in various
mediums (e.g., Internet, newspaper, internal posting).
Application Tracking - Miscellaneous
HR.614 The system has the ability to integrate with third party HR systems.
HR.615 The system has the ability to archive applications for a user-specified period of time.
HR.616 The system has the ability to track cost of recruiting for specific job openings.
HR.617 The system has the ability to track recruitment advertising effectiveness by type and location
of ad.
HR.618 The system has the ability to accommodate continuous recruitment (e.g., Police
recruitment).
HR.619 The system has the ability to interface with word processing applications (e.g., MS Word) for
customizing recruitment letters.
Page 119 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
General Requirements
uld integrate with the XEROX scanning system recently implemented
d manage employee personnel information, including (but not limited to) the following fields:
Page 120 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
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The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
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The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
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The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
General - Employee Relations
Page 124 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 125 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
k a multi-step grievance process, including the following information through multiple iterations:
Page 126 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
al - Occupational Health and Accidents/Risk Management
Page 127 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
has the ability to track accidents and injuries by the following:
Page 128 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 129 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
defined workflow to accommodate random drug testing process, including (but not limited to):
track and maintain shared leave detail including (but not limited to) the following:
Page 130 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
General - Position Control
m has the ability to perform the following position transactions:
Page 131 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 132 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
General - Performance Evaluations
Page 133 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 134 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
General - Training
y to record and update employee training data, including (but not limited to):
Page 135 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 136 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
General - Miscellaneous Reporting
Benefits
Page 137 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 138 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
The system has the ability to track the following:
Page 139 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
premium and deduction amounts for multiple benefit plans including (but not limited to):
Page 140 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
m has the ability to maintain benefit eligibility data including:
Page 141 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 142 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 143 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 144 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Benefits - Miscellaneous Reporting
Employee Self Service
ovide employees view access to personal information, including (but not limited to):
ate personal information with appropriate verification process, including (but not limited to) the following:
Page 145 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 146 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 147 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 148 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Application Tracking
NTS" field with either a number or "BDMP." The numbered requirements are from the City of Richmond's Application Tracking
, and the number corresponds to the numbering used in that document. Requirements marked "BDMP" have been added by the
Consultants.
Application Tracking - Job Requisition
Page 149 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
e ability to generate electronic requisitions to fill vacancies, containing:
Page 150 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
ized users to view and sort all job requisitions on various fields, including (but not limited to):
Page 151 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 152 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Application Tracking - Application Data
Applicant tracking system. The system has the ability to maintain, at a minimum, the following applicant data:
Page 153 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
maintain EEO data for use in statistical analysis and reporting, including (but not limited to):
Page 154 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 155 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
pplication Tracking - On-Line Employment Application
pplicants with an interface that should include, but not be limited to, the following options:
Page 156 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Application Tracking - Applicant Screening
Page 157 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Application Tracking - Specific Application Tracking
Page 158 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 159 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
ry on applicant records, where users can track, but not be limited to, the following activities:
ty to provide search capabilities on data fields including (but not limited to):
Page 160 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Application Tracking - Miscellaneous
Page 161 of 270 9. Human Resources Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Retirement
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
General Requirements
General Requirements
RT.1 The system has the ability to import all current City retirement data.
The system has the ability to retrieve, track and maintain all City employee payroll and payroll history data, including (but not limited to):
RT.2 Social Security Number or Employee ID
RT.3 Personal Info (i.e. name/address/email address/phone number/emergency contact/date of
birth/gender)
RT.4 Job Code/Job Position/Job Title/Employer (i.e. City of Richmond, RBHA, Schools) history
detail (including dates)
RT.5 Salary history detail (including dates)
RT.6 Employee Status (i.e. Active, Terminated, Deceased, Leave Without Pay, Military Leave,
Leave With Pay, STD, Suspended, Retired) to include dates and history
RT.7 Employee Type (i.e. General, Public Safety, Senior Executive)
RT.8 Employment Date
RT.9 Termination Date
RT.10 Termination Reason (i.e. Job Elimination, Voluntary, Involuntary)
RT.11 Rehire Date (if applicable) and Rehire Reason
RT.12 Retirement Date
RT.13 Employee Supervisor
RT.14 Retirement Membership Plan (i.e. DB, DB Enhanced, DC plan, or 2-for-1 Plan)
RT.15 Beneficiary contact information (i.e. name, address, phone number)
RT.16 Paycheck History (Gross Pay, Earnings Code Detail, Deductions Code Detail, Net Pay,
Payperiod, Pay date, Payment Method, On or Offcycle Check, Check Status
(Reversed/Reissued))
RT.17 Earnings Code detail (when totaled comprise gross payroll expense for employee);
RT.18 Deduction Code detail, (including garnishments)
RT.19 Payment addresses for all payroll deduction codes.
RT.20 Actuary Data (i.e. Amount of Employer and Employee Contributions to Retirement Plans
(DB, DB Enhanced, or DC Plan, 2 for 1 plan) at an employee level by pay period)
RT.21 Field to indicate if someone is receiving Worker's Compensation payments and the
amounts
RT.22 Federal/State/FICA/Local Tax Withholding
RT.23 Benefits Selection (Specific Healthcare, Dental care plans, etc.)
RT.24 Payment Method (i.e. Check or Direct Deposit, complete with Bank Acct and Routing Info)
RT.25 Field to indicate whether a check has been reversed and/or reissued
RT.26 Oncycle or offcycle check
Page 162 of 270 10. Retirement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Retirement
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
RT.27 Vacation/PTO hours earned
RT.28 Accumulated Sick Leave
RT.29 Unpaid leave detail;
RT.30 Accounting string associated with Job Code and Department (i.e. Fund-Agency-Org-Activity-
Object)
RT.31 Accounting string associated with Earning and Deduction Codes (i.e. Fund-Agency-Org-
Activity-Object)
RT.32 Effective and Action dates of keyed changes
RT.33 Comment field
RT.34 The system has the ability to receive interfaces from RBHA and the Schools with the above
listed fields (if compatible and applicable).
The system has the ability to process retiree payroll as well as retrieve, track and maintain all retiree payroll and payroll history data, including (but not limited to the following):
RT.35 The system has fields to indicate Social Security Number and Retiree ID
RT.36 The system has fields to maintain personal Info (i.e. name/address/phone
number/emergency contact/date of birth/gender)
RT.37 The system has a field to indicate Employee Type (i.e. General, Public Safety, Senior
Executive)
Page 163 of 270 10. Retirement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Retirement
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
RT.38 The system has a field to indicate Employee Status (Retired, Leave With Pay (Disability,
Compensable Disability), DROP Member, Deceased) to include dates and history
RT.39 Job Code/Job Position/Job Title/Employer (i.e. City of Richmond, RBHA, Schools) history
detail (including dates)
RT.40 The system has a field to indicate Employment Date
RT.41 The system has a field to indicate Termination Date
RT.42 The system has a field to indicate Rehire Date (if applicable) and Rehire Reason
RT.43 The system has a field to indicate Retirement Date
RT.44 The system has a field to indicate Retirement Membership Plan (i.e. DB, DB Enhanced,
DROP, 2 for 1 Plan)
RT.45 The system has a field to indicate Retirement Type (i.e. Service, Early Service (Age &
Service), Early Service (Service), Deferred Service, Deferred Early Service, Deferred Early
Service (DC Plan), DROP, Ordinary Disability, Compensable Disability)
RT.46 The system has a field to indicate DB Retirement Payment Benefit Option (i.e. Basic
Benefit; Level Payment; Smooth-Out; 25, 50, 75, 100% Pop-Up Joint and Last
Survivorship; 25, 50, 75, 100% Joint and Last Survivorship, DROP)
RT.47 The system has fields to indicate Beneficiary and Survivor Contact Information (i.e. Name,
Address, Phone Number)
RT.48 The system has a field which can be flagged for returned mail
RT.49 The system can calculate non-taxable pension payments for members with post tax
contributions.
RT.50 The system can process retiree payroll using multiple Earnings Codes per retiree (when
totaled comprise gross payroll expense for retiree);
RT.51 The system can process retiree payroll using multiple Deduction Codes, (including child
support and garnishments)
RT.52 The system can capture payment addresses for all payroll deduction codes.
RT.53 The system has the ability to maintain paycheck history (Gross Pay, Earnings Code Detail,
Deductions Code Detail, Net Pay, Payperiod, Paydate, Payment Method, On or Offcycle
Check, Check Status (Reversed/Reissued)) for all retirees and beneficiaries.
RT.54 The system can calculate Federal and State Withholding Taxes
RT.55 The system can maintain retiree/spouse/dependent Benefits Selection (Specific
Healthcare, Dental care plans, etc.)
RT.56 The system has a screen to indicate the Payment Method (i.e. Check or Direct Deposit,
complete with Bank Acct and Routing Info)
RT.57 The system has the ability to reverse and reissue checks.
RT.58 The system has a field to distinguish if a check has been reversed and/or reissued
RT.59 The system has the ability to inhibit checks issued in the previous calendar year from being
reversed.
RT.60 The system has the ability to process offcycle checks.
Page 164 of 270 10. Retirement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Retirement
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
RT.61 The system has a field to indicate the Retiree status (i.e. alive/deceased) and has the
ability to automatically update the Retirement Payment Benefit Option, and calculate any
prorated adjustments to payroll (if a beneficiary option is selected) if the retiree
predeceases the beneficiary upon the effective date of the death.
RT.62 The system has a field to indicate Beneficiary status (i.e. alive/deceased) and has the
ability to automatically update the retirement payment benefit option, and calculate any
prorated adjustments to payroll (if a beneficiary option is selected) if the beneficiary
predeceases the retiree upon the effective date of the death.
RT.63 The system has the ability to generate a death benefit payment payable to beneficiary(ies)
and to calculate any prorated adjustments to this payment based on the effective date of
the retiree's death.
RT.64 The system has a field to distinguish between an oncycle or offcycle check
RT.65 Accounting string associated with Earning and Deduction Codes (i.e. Fund-Agency-Org-
Activity-Object)
RT.66 The system has the ability to implement Cost of Living Adjustments
RT.67 The system has the ability to implement tax table increases
RT.68 The system has the ability to implement updated health and dental insurance rates
RT.69 The system has the ability to create Payroll Journal Entries to GL once payroll is confirmed.
RT.70 The system maintains the Effective and Action dates of keyed changes
RT.71 The system can process 1099's and 1099R's
RT.72 The system can maintain a check stub message
RT.73 The system can automatically process age 60/65 benefit adjustments to payroll.
RT.74 The system can process age 65 healthcare terminations to payroll.
RT.75 The system produces Payroll Confirm reports to include (Gross Pay broken down by
Earnings Code, All Deductions, Net Pay, ACH total, Check Total, Total Number of
Payments (Checks/Direct Deposit), MTD activity, YTD activity, Retiree Demographics,
etc.).
RT.76 The system is able to update the GL daily as offcycle checks are processed, as opposed to
updating offcycle checks to GL once a pay period.
The system has the ability to capture and maintain user-defined rules for use in retirement and actuary calculations, including (but not limited to) calculation rules for the following:
RT.77 Creditable service;
RT.78 Creditable compensation;
RT.79 Average final compensation;
RT.80 Normal retirement date(s);
RT.81 The system has a field to indicate whether a signed Acknowledgment Form has remitted.
RT.82 The system has the ability to produce JV files each payroll to serve as a record of the City's
contribution to the retirement fund.
Page 165 of 270 10. Retirement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Retirement
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
RT.83 The system can accommodate Employer and Employee Retirement Plan Contribution
accruals to GL.
RT.84 The system has the ability to generate and transmit reports of the Employer Contributions
to the DC Plan at an employee level each pay period.
RT.85 The system has the ability to generate and transmit reports of the Employer and Employee
Contributions to the DB Plan at an employee level each pay period.
RT.86 The system has the ability to calculate biweekly and annual Employer Contributions to
Retirement Plans (i.e. DB, DB Enhanced, DC, 2 for 1) based on years of service and
employee type (i.e. General, Public Safety, Senior Executive Group)
RT.87 The system has the ability to generate biweekly employee rehire reports and to calculate
the period between the termination date and the rehire date.
RT.88 The system has the ability to generate biweekly employee termination reports and
determine vesting status, broken down by retirement membership plan, employer and
employee contributions.
RT.89 The system has the ability to generate and transmit biweekly files once the City payroll is
confirmed with the following information: employee hire date, termination date, rehire date,
date of birth, social security number or employee id, name, and agency.
RT.90 The system has the ability to calculate retirement benefits for specific employee scenarios
(e.g., benefits based on hire date and specific retirement date, retirement membership plan
selected, and payout options, etc.) using multiple formulas and actuary tables.
RT.91 The system has the ability to apply user-defined rules to automatically calculate employee
retirement deduction amounts.
RT.92 The system has the ability to calculate retiree benefit adjustments (i.e. Social Security
Disability Audits, Excessive Income Audit, or Worker's Compensation)
RT.93 The system has the ability to update contribution calculation for employee's retirement or
other employee retirement data due to legislative changes.
RT.94 The system has the ability to maintain user-defined vesting schedules.
RT.95 The system has the ability to support multiple retirement plans per employee.
RT.96 The system has the ability to accommodate several retirement scenarios, including (but not
limited to): disability retirement; early retirement; special plans for Public Safety Members
and the Senior Executive Group; enhanced plan; and multiple general plans.
RT.97 The system has the ability to apply user-defined rules to automatically update employee
retirement benefits (with appropriate management approval).
RT.98 The system has the ability to support various ways for an employee to accrue retirement
credits. For example, accruing through employment, purchase based on prior service,
portability, leave exchange.
Page 166 of 270 10. Retirement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Retirement
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
RT.99 The system has the ability to support transfer of retirement benefits from other participating
programs (for example: Virginia Retirement System portability agreement and the Newport
News Employee Retirement portability agreement).
RT.100 The system has the ability to produce a projected retirement benefits report for each
employee.
RT.101 The system has the ability to identify and flag employees eligible for retirement.
RT.102 The system has the ability to produce DROP plan reports (SSN, Name, Cash Flow
Projections/Expected Liability based on an Estimated Exit Date).
RT.103 The system has the ability to calculate DROP members' current account balances (sum of
all undistributed pension payments since the effective date of entering the DROP program).
RT.104 The system has the ability to allow employees to complete and submit a retirement
application that will be automatically electronically routed to supervisor/s for approval and
then submitted to the Richmond Retirement System
RT.105 The system has the ability to query data and produce reports.
RT.106 The system has the ability to perform reconciliations on a regular basis.
RT.107 The system has a field in the Retirement Module upon receipt of approved Retirement
Application.
RT.108 The system has the ability to prorate retirement benefits based upon retirement date.
The system has an HRIS module to provide Active Employee (Member) and Retiree Self Service functionality including, (but not limited to):
RT.109 Allow retirees to maintain/update address, phone number/s, email addresses, emergency
contact information, bank account's) and routing numbers, Federal and State Withholding,
and other demographic information (with appropriate validation);
RT.110 The system can track the date and time that the retiree logged in to the system and made
changes.
RT.111 Display recent direct deposit stubs for all (or user-defined number of) payperiods since their
hire date.
RT.112 Display benefit elections (specific health and dental care plans) and any associated forms.
RT.113 Submission of life qualifying event for change to health/dental benefits.
RT.114 The system has the ability to administer benefit programs.
RT.115 The system has the ability to process enrollment in benefits programs.
RT.116 The system has the ability to track eligible benefits of retirees and their dependents.
RT.117 The system has the ability to enter new benefits data for a future change date without
changing the current elections until the date of the new period begins (i.e. Effective Date
and Action Date).
RT.118 The system has the ability to provide tracking for death of employees, retirees, or
dependents.
RT.119 The system has the ability to allow the benefits unit administrator to access retiree
information to make changes to benefits details.
Page 167 of 270 10. Retirement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Retirement
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
RT.120 The system has the ability to electronically send data to third party providers. (For example,
Actuaries, VRS, ICMA, and supplemental benefit providers.)
RT.121 The system can post upcoming retirement class schedules and allow members to sign up
online. The system will provide class registration details to an administrator.
RT.122 The system has the ability to upload a picture with the retiree's information for security
identification.
RT.123 The system has the ability to notify members and retirees of recent announcements from
our website.
RT.124 The system has the ability to process payments to benefit vendors.
RT.125 Ability to generate emails based on system generated queries.
RT.126 Ability to generate reports based on queries.
RT.127 The system has the ability to survey members on their experience with the RRS and
website.
The system has the ability to maintain member contact detail, including (but not limited to) the following:
RT.128 Member name, SSN and/or Retiree #;
RT.129 Date of contact;
RT.130 Contact Type (e.g., phone call, walk-in, appointment);
RT.131 Purpose (e.g., request for service, benefits changes);
RT.132 Contact synopsis (unlimited text);
RT.133 The system has the ability to scan and image documents for archiving and viewing.
RT.134 The system has the ability to attach electronic documents to retiree files (e.g., scanned
documents).
RT.135 The system has the ability to integrate with the Payroll module.
RT.136 The system has the ability to integrate with the Benefits module to administer retiree
benefits.
RT.137 The system has the ability to integrate with the Time and Attendance module.
RT.138 The system has the ability to integrate with the Finance module.
RT.139 The system has the ability to integrate with the HRIS module.
Page 168 of 270 10. Retirement Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Time and Attendance
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
Time Entry and Approval
TA.1 The system has the ability to track user-defined information on non-City employees (e.g.,
contractors, interns) and identify them as such.
TA.2 The system has the ability to provide decentralized automated time and attendance data
entry and time reporting capabilities for all City employees.
TA.3 The system has the ability to support an exception-based timesheet entry process, which
only requires the employee to make adjustments to information that is in the timesheet
template.
TA.4 The system has the ability to support positive time reporting.
TA.5 The system has the ability to support both in/out and elapsed time formats for data
collection.
TA.6 The system has the ability to enter time by day and shift and also at the summary level
(e.g., pay period totals).
The system has the ability to support a variety of data collection methods and devices, including (but not limited to):
TA.7 Terminal/PC entry;
TA.8 Biometric scan (hand, fingerprint, retina, etc.);
TA.9 Time clocks;
TA.10 Swipe card readers;
TA.11 Bar coding;
TA.12 PDA and mobile devices;
TA.13 Telephone;
TA.14 Web (electronic timesheets);
TA.15 Manual.
TA.16 The system has the ability to support the concurrent use of different types of devices for
data collection.
TA.17 The system has the ability to print weekly timesheets for user-selected employees as
necessary.
TA.18 The system has the ability to support time collection for employees who clock in/out at
various locations throughout the day.
Page 169 of 270 11. Time and Attendance Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Time and Attendance
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
The system has the ability to track and adjust time in the following manner:
TA.19 Earned;
TA.20 Used;
TA.21 Paid;
TA.22 Unpaid leave;
RPS: should integrate with payroll for accurate pay of terminiation benefits
TA.23 Adjusted;
TA.24 Lost (e.g. vacation not rolled over);
TA.25 Compensatory (non-exempt employees only);
TA.26 Shared leave (city policy);
TA.27 FLSA hours;
TA.28 FMLA hours (available and used).
The system has the ability to support the following types of time entry:
TA.29 Employee self-entry;
TA.30 Batch entry by data entry personnel;
TA.31 Third party time entry system;
TA.32 Assignment and reassignment of employee time entry by a different supervisor.
TA.33 The system has the ability to accommodate remote site on-line timesheet data entry with
on-line account validation.
TA.34 The system has the ability to allow employees to record comp time for pay-out or comp
time accrual (for non-exempt employees only).
TA.35 The system has the ability to allow a user defined comments field in the timesheet.
TA.36 The system has the ability to restrict time entry to pre-established ranges, with authorized
override capabilities.
TA.37 The system has the ability to record time to varying levels including (but not limited to) 30-
min increments, 15-min increments, 6-min increments.
TA.38 The system has the ability to provide user-defined authorized override capabilities at the
employee and group level (e.g., where overtime is authorized for an entire department,
manager may perform a mass authorization to effect all employees).
TA.39 The system has the ability to restrict time entry for future date/s, with authorized override
capabilities.
TA.40 The system has the ability to periodically reconcile future leave time approved against leave
time available, and send employee and supervisor updates of approved leave in violation of
policy.
TA.41 The system has the ability to accommodate employee job change during a shift.
TA.42 The system has the ability to allow employees to record time for up to 15 different jobs per
shift.
TA.43 The system has the ability to process and approve time sheets and time reports in a
decentralized and electronic format.
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The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Time and Attendance
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
TA.44 The system has the ability to provide administrative rights to managers (e.g., allow
managers to enter employee sick time).
TA.45 The system has the ability to require online approval of time by managers.
TA.46 The system has the ability to provide edit reports after time input that will capture user-
defined deviations such as excessive overtime or zero hours for active employees.
TA.47 The system has the ability to display employee's timesheet totals to enable timekeeper
administration (e.g., supervisor) to validate, confirm and approve data.
TA.48 The system has the ability to route (through workflow) timecards to multiple managers
(including Accounting Department) for review, edit, and approval (i.e., in instances where
employee has worked for multiple managers).
TA.49 The system has the ability to allow management review of timecards on the detail and
summary levels.
TA.50 The system has the ability to notify employees/supervisor of rejected timecard (via
workflow).
TA.51 The system has the ability to notify employees of rejected timecards.
TA.52 The system has the ability to notify employees of rejected leave requests.
TA.53 The system has the ability to designate a back-up for timecard and leave requests
approval.
TA.54 The system has the ability to require electronic signatures for time approval.
TA.55 The system has the ability to allow overtime approval to occur prior to or after the work has
been performed.
TA.56 The system has the ability to reverse overtime with user-defined authorization.
TA.57 The system has the ability to hold data entered on-line in a suspense or pending file until
approved electronically and released for processing.
TA.58 The system has the ability to review and edit batch time entry on-line prior to processing or
approval.
TA.59 The system has the ability to allow managers to edit employee timecards (with appropriate
authorization).
TA.60 The system has the ability to allow managers to perform mass edits on employee
timecards (with appropriate authorization).
TA.61 The system has the ability to notify employees of any edits to their reported time.
TA.62 The system has the ability to electronically notify all employees of pay periods and
approved holiday schedule.
TA.63 The system has the ability to adjust sick and vacation leave both positively and negatively,
and indicate a reason for the adjustment.
TA.64 The system has the ability to adjust time entries in the current period (and not yet paid).
TA.65 The system has the ability to adjust time entries in prior periods, with an audit trail of
change (user, date, change).
TA.66 The system has the ability to provide an option for employee to acknowledge changes
made to their timecard (submitted by anyone other than the employee).
Page 171 of 270 11. Time and Attendance Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Time and Attendance
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
TA.67 The system has the ability to process a mass absence.
TA.68 The system has the ability to perform edits to previous pay periods and recalculate pay and
leave accruals from previous pay period forward.
The system has the ability to store time and attendance history data, including (but not limited to):
TA.69 Employee name;
TA.70 Dates;
TA.71 Time/leave (e.g. overtime);
TA.72 Manager approval history.
TA.73 The system has the ability to store time and attendance history for indefinite amount of
time, to be specified by the organization.
TA.74 The system has the ability to accommodate Fair Labor Standards Act (FLSA) laws without
customization.
TA.75 The system has the ability to adhere to all current and future local, State, and Federal laws.
Page 172 of 270 11. Time and Attendance Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Time and Attendance
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
Leave Time Accrual and Use
TA.76 The system has the ability to provide query capabilities for leave and accrual balances.
The system has the ability to capture and track leave for multiple leave types, including (but not limited to):
TA.77 Vacation (used and unused);
TA.78 Sick leave with pay;
TA.79 Sick leave banked;
TA.80 Sick leave/vacation after death;
TA.81 Workers' Compensation;
TA.82 Holiday;
TA.83 Floating holidays;
TA.84 Fire holiday (Fire department only);
TA.85 Personal days;
TA.86 Compensatory (non-exempt employees only);
TA.87 FMLA;
TA.88 Leave of absence without pay;
TA.89 Military leave with pay (15 days/yr);
TA.90 Military leave without pay (typically, active duty);
TA.91 Funeral/bereavement leave;
TA.92 Education leave;
TA.93 Administrative leave;
TA.94 Administrative leave of absence with pay;
TA.95 Administrative leave of absence without pay;
TA.96 Shared leave;
TA.97 Civil leave (jury duty, witness duty);
TA.98 Election leave time;
TA.99 Short term disability;
TA.100 Long term disability;
TA.101 Bereavement/funeral/death leave;
TA.102 Education leave;
TA.103 Other user-defined.
TA.104 The system has the ability to track all types of leaves of absence in user-defined units.
TA.105 The system has the ability to capture and maintain breaks in service.
TA.106 The system has the ability to provide comp time calculation functionality (non-exempt
employees only).
TA.107 The system has the ability to perform advanced time tracking which includes the ability to
accumulate overtime.
Page 173 of 270 11. Time and Attendance Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Time and Attendance
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
TA.108 The system has the ability to accrue vacation leave time on July 1st for unclassified
employees, every pay period for classified employees (on a work status).
TA.109 The system has the ability to accrue sick leave time every pay period for all qualified
employees (on a work status).
TA.110 The system has the ability to provide separate user-defined accrual processes by leave
type (such as vacation, comp, sick, and personal time).
TA.111 The system has the ability to account for all leave time at varying accrual rates.
TA.112 The system has the ability to define and enforce user-defined rules for holiday accrual for
employee groups and types as defined by user.
TA.113 The system has the ability to set and maintain leave and vacation accrual schedules by job
class (or other user-defined classification).
TA.114 The system has the ability to allocate a user-specified amount of sick and vacation leave as
of July 1st for unclassified positions.
TA.115 The system has the ability to accrue sick and vacation time at the end of a user specified
period (e.g., day, week, pay period, or month).
TA.116 The system has the ability to accommodate partial leave accrual on a temporary and/or
permanent basis (e.g., during FMLA leave).
TA.117 The system has the ability to accommodate cumulative (rollover) and non-cumulative (use-
it-or-lose-it) leave accruals.
TA.118 The system has the ability to accommodate partial leave accrual for part-time employees
based on actual time worked.
TA.119 The system has the ability to set a maximum for cumulative (rollover) leave accruals.
TA.120 The system has the ability to maintain leave accrual schedules, containing leave type and
accrual rates.
TA.121 The system has the ability to temporarily suspend leave accrual (e.g., during unpaid leave).
TA.122 The system has the ability to calculate liability for unused earned leave at regular intervals
and on demand.
TA.123 The system has the ability to track and calculate the value of lost earned time at regular
intervals and on demand.
TA.124 The system has the ability to alert managers on leave usage exceptions.
Page 174 of 270 11. Time and Attendance Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Time and Attendance
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
The system has the ability to perform electronic approval process to approve overtime and leave time, including (but not limited to):
TA.125 Request submittal;
TA.126 Manager(s) review/decisioning;
TA.127 Request status monitoring;
TA.128 Notification of request approval/decline;
TA.129 Other user-defined.
TA.130 The system has the ability to administer all leave in accordance with City policy.
TA.131 The system has the ability to set limits and qualifying conditions on use of leave time.
TA.132 The system has the ability to notify user of attempt to submit leave request where accrued
time is less than requested time.
TA.133 The system has the ability to forecast leave time and apply to future leave requests.
TA.134 The system has the ability to allow supervisor override for leave requests where accrued
time is less than requested time.
TA.135 The system has the ability to provide employees online access to leave request status
(e.g., pending, under review, etc.).
TA.136 The system has the ability to automatically track FMLA leave based on Federal
requirements.
TA.137 The system has the ability to track and maintain shared leave detail including (but not
limited to) donating employee, receiving employee, leave balances.
TA.138 The system has the ability to generate an alert when shared leave time reaches a user -
defined limit or maximum amount.
TA.139 The system has the ability to restrict or allow sick and vacation leave to be used only after it
is earned.
TA.140 The system has the ability to define and enforce user-defined rules for sick time and annual
leave usage in accordance with City policy. (For example, in the case of unpaid leave used
the day before and/or the day after holiday, employee will not be paid for the holiday).
TA.141 The system has the ability to send an alert/notification to employee and supervisor when
accrual maximum/minimum for leave time/s is approaching.
TA.142 The system has the ability to deduct military, vacation, and/or personal leave time if not
used by year end, with option to override with appropriate security.
TA.143 The system has the ability to allow employee, supervisor, and/or department head to view
accumulated leave on-line.
TA.144 The system has the ability to allow employee, supervisor, and/or department head to view
forecasted leave on-line.
TA.145 The system has the ability to allow real-time access to accumulated sick and vacation time,
based on access level of the user.
TA.146 The system has the ability to define and enforce user-defined rules for holiday (e.g.,
constitutional officers in the City have a different set of holidays), annual, and sick time
usage.
Page 175 of 270 11. Time and Attendance Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Time and Attendance
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
Pay Rules
TA.147 The system has the ability to generate one and only one payroll record per employee.
TA.148 The system has the ability to perform time and rate calculations.
TA.149 The system has the ability to accommodate user-defined tables of acceptable ranges for
time entry according to work groups.
TA.150 The system has the ability to accommodate an infinite number of employees, departments,
jobs, shifts, pay rules, and other user-defined variables.
TA.151 The system has the ability to update pay rules and set effective date as desired (including
retroactive, immediate/real-time, next payroll, any other future date).
TA.152 The system has the ability to define rules at the employee or user defined group level.
Rules should be restricted for those not eligible, such as employees within a probation
period.
TA.153 The system has the ability to accommodate multiple pay periods, including (but not limited
to): weekly; bi-weekly; semi-monthly; and monthly.
TA.154 The system has the ability to maintain a calendar of all holidays and populate timecards.
TA.155 The system has the ability to maintain holiday rules which may vary based on department,
division, job class or other user-defined criteria.
TA.156 The system has the ability to establish standard hours for a work order or activity, which will
then show as defaults in the timesheet.
TA.157 The system has the ability to accommodate user-defined leave rules (e.g., for 40-hr/wk
employees, a holiday worked results in 4 hrs regular, 4 hrs overtime).
TA.158 The system has the ability to accommodate user-defined overtime rules, including
start/stop times, scheduled hours, type of duty performed.
TA.159 The system has the ability to accommodate up to a 4-week rotational schedule for a 28-, 27-
, 24-day work period, which pays out on a bi-weekly basis, but also must calculate overtime
at the end of a work period, and include payment for overtime and other incentive type pay
as per FLSA work period rules.
TA.160 The system has the ability to accommodate and adjust to average hours to pay on a bi-
weekly basis, as employee who is on a fixed hourly rate, and works varied shifts and/or
schedules (e.g., employee may work 112 hrs one pay period and 40 hrs the next). System
must calculate and payout the fixed rate hours, overtime hours, or other incentive type pay
that would be included in the hourly rate, along with capturing the real hours worked.
TA.161 The system has the ability to accommodate user-defined rules for shift differentials.
TA.162 The system has the ability to maintain a listing of scheduled shift times.
TA.163 The system has the ability to accommodate user-defined rules for premium pay (overtime
and "time and a half") calculations, using variables such as scheduled hours, scheduled vs.
actual hours.
Page 176 of 270 11. Time and Attendance Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Time and Attendance
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
TA.164 The system has the ability to accommodate user-defined rules for workday (i.e., outside the
boundaries of the 24-hr clock), with the ability to vary rules by department or workgroup.
TA.165 The system has the ability to accommodate user-defined rules for comp time for non-
exempt employees.
TA.166 The system has the ability to track employee time to user-defined, hierarchical activity
codes, including (but not limited to): project; grant; task force (Police); and activity codes.
TA.167 The system has the ability to track employee assignments to grants/projects/programs,
including the percentage of time spent on those activities.
TA.168 The system has the ability to produce default hours for exception-based employees based
on user-defined profiles.
TA.169 The system has the ability to send records to Accounts Payable for payment (e.g., election
workers).
TA.170 The system has the ability to natively integrate with the Payroll system.
TA.171 The system has the ability to integrate with Project Management tools (such as MS
Project).
TA.172 The system has the ability to integrate with the Sheriff's Department Time &
Attendance/Payroll system.
TA.173 The system has the ability to integrate with the Department of Public Works' CityWorks
work order system.
TA.174 The system has the ability to integrate with third-party GPS software products.
Page 177 of 270 11. Time and Attendance Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Time and Attendance
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
Scheduling - City Requirements
TA.175 The system has the ability to accommodate an unlimited number of user-defined shifts,
where variables include (but are not limited to) the following: location, schedule pattern,
length of day.
The system has the ability to accommodate the following scheduling rules:
TA.176 Administration: M-F, 8:00a-5:00p;
TA.177 Fire shift workers: three days, 24 hrs each; 112 hrs per pay period;
TA.178 IT/Computer Operations: 12hr shift (6:00a/6:00p start/stop); 24/7 coverage; 3 days
on, 2 days off; work every other weekend;
TA.179 Public Works: M-F, 2 shifts; emergencies as necessary;
TA.180 Parks & Recreations: M-F, 7a-10p coverage;
TA.181 Police: 8hr and 10hr shifts, 24/7 coverage (schedule determined by platoon
assignment);
TA.182 Police: communication officers, 24/7 coverage, 8 hour rotating shift every three
weeks;
TA.183 Sheriff: three shifts - 12 midnight-8a, 8a-4p, 4p-12 midnight; 7 days on/7 days off or
6 days on/3 days off; 10 hr shifts: 4 days on 3 days off; 12hr shifts: varying days on
and days off;
TA.184 Part-time: no more than 1664 hrs/calendar year.
TA.185 The system has the ability to set default shift patterns to be repeated or rolled forward to
future weeks.
TA.186 The system has the ability to set and view future schedules not less than one year in
advance for each employee that also captures secondary City employment schedule details
(e.g., Police).
TA.187 The system has the ability to allow creation of employee schedules (with appropriate
security controls).
TA.188 The system has the ability to set shift patterns to reoccur on a user-defined basis (e.g.,
every other week, once a month, etc.).
TA.189 The system has the ability to display employee work schedule.
TA.190 The system has the ability to display employee's work history for actual schedule worked.
TA.191 The system has the ability to accommodate unlimited schedule changes on demand.
TA.192 The system has the ability to perform automatic schedule changes per user-defined rules.
TA.193 The system has the ability to automatically generate the on call schedule per user-defined
rules.
TA.194 The system has the ability to allow employees to view scheduling and sign up for open
shifts.
TA.195 The system has the ability to accommodate split shift rotations.
TA.196 The system has the ability to assign employees to any shift at any point in the shift.
Page 178 of 270 11. Time and Attendance Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Time and Attendance
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
TA.197 The system has the ability to schedule shifts that cross multiple days.
TA.198 The system has the ability to schedule employees to multiple shifts and apply the
appropriate pay rate per pay differentials.
TA.199 The system has the ability to view employee leave information for use in scheduling.
TA.200 The system has the ability to provide workload balancing for shift scheduling.
TA.201 The system has the ability to accommodate user-defined scheduling rules (e.g., leave time
cannot be booked for work, overtime eligibility, employee seniority).
TA.202 The system has the ability to apply scheduling rules to provide alerts when rules are
violated (e.g., scheduling violations, budget violations).
TA.203 The system has the ability to track employee preference and availability for shift
scheduling.
TA.204 The system has the ability to assess shift coverage for over- and under-staffing.
TA.205 The system has the ability to automatically alert scheduler of shift coverage for over- and
under-staffing.
TA.206 The system has the ability to use (integrated voice recognition).
TA.207 The system has the ability to provide Labor Distribution Reports by activity code.
Page 179 of 270 11. Time and Attendance Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
General Requirements
The system has the ability to track date information including (but not limited to):
PY.1 Date of hire;
PY.2 Date of birth;
PY.3 Creditable service dates (start date/s, end date/s, break in service date/s);
PY.4 Review date(s);
PY.5 Raise date(s);
PY.6 Promotion date(s);
PY.7 Demotion date(s);
PY.8 Class change date(s);
PY.9 Termination date;
PY.10 Last paycheck;
PY.11 Other user-defined fields.
PY.12 The system has the ability to store pay/salary history for each employee.
PY.13 The system has the ability to enter narrative comments for salary changes and other
personnel actions.
The system has the ability to provide an unlimited number of earning types, including (but not limited to) th
PY.14 Hourly;
PY.15 Salaried;
PY.16 Weekly;
PY.17 Bi-weekly;
PY.18 Semi-monthly;
PY.19 Monthly;
PY.20 Seasonal;
PY.21 Special (executive) pay cycle;
PY.22 Other user-defined.
PY.23 The system has the ability to provide unlimited user-definable and maintainable table of pay
codes/special pay codes.
Page 180 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
The system has the ability to accommodate various pay codes and special pay codes including (but not limited t
PY.24 Regular (full-time, part-time, temporary, etc.);
PY.25 Supplemental earnings;
PY.26 Second job pay;
PY.27 Acting pay;
PY.28 Stipend;
PY.29 Out of division work;
PY.30 Overtime;
PY.31 Holiday;
PY.32 Floating holidays;
PY.33 Fire holiday (Fire department only);
PY.34 User-defined premium pay;
PY.35 Personal days;
PY.36 Vacation;
PY.37 Sick leave with pay;
PY.38 Bereavement/funeral/death leave;
PY.39 Comp time accrual;
PY.40 Retroactive pay;
PY.41 Civil leave (jury duty, witness duty);
PY.42 Military leave (15 days/yr, with pay);
PY.43 Military leave without pay;
PY.44 Military active duty pay differential;
PY.45 FMLA leave;
PY.46 Worker's Compensation;
PY.47 Worker's compensation supplemental pay (taxable);
PY.48 Election work pay;
PY.49 Severance/termination pay;
PY.50 Short term disability;
Page 181 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
PY.51 Long term disability;
PY.52 Health/dependent care reimbursement;
Page 182 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
The system has the ability to accommodate various pay codes and special pay codes including (but not limited to) the
PY.53 Sick leave/vacation after death;
PY.54 Leave of absence with pay;
PY.55 Leave of absence without pay;
PY.56 Administrative leave of absence with pay;
PY.57 Administrative leave of absence without pay;
PY.58 Shared leave;
PY.59 Non pay;
PY.60 Bonus;
PY.61 Off-duty police officer;
PY.62 Hourly rate;
PY.63 Travel reimbursement;
PY.64 Educational incentive pay (Police and Fire);
PY.65 Education leave;
PY.66 Auto allowance;
PY.67 Personal vehicle usage;
PY.68 Housing allowance;
PY.69 457 maximums (deferred compensation);
PY.70 Disaster (reimbursed by FEMA);
PY.71 Other earnings;
PY.72 Merit service pay;
PY.73 Exemplary award (employee of the year);
PY.74 Bonus;
PY.75 Group term (taxable and non-taxable);
PY.76 Wellness;
PY.77 Miscellaneous special pay;
PY.78 Other user-defined.
PY.79 The system has the ability to allow setup of new payroll codes as needed.
Page 183 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
PY.80 The system has the ability to provide one time payment (frequency code).
PY.81 The system has the ability to calculate and pay the differential between military and regular
pay.
PY.82 The system has the ability to ensure that sick leave is not used before it is earned.
PY.83 The system has the ability to maintain multiple leave accruals and usage programs.
PY.84 The system has the ability to accommodate leave payoff.
PY.85 The system has the ability to provide for refund of vacation, sick allowance, or other (on final
paycheck).
PY.86 The system has the ability to automatically recalculate wage due to personnel actions such
as promotions, demotions, etc.
PY.87 The system has the ability to establish a holiday calendar before the beginning of the year
that may be different by employee group.
PY.88 The system has the ability to update pay rules and set effective date as desired (including
retroactive, immediate/real-time, next payroll, any other future date).
PY.89 The system has the ability to automatically include all federal and state regulations for
taxable and nontaxable income.
The system has the ability to accommodate payroll for the following types of employees:
PY.90 Regular employees;
PY.91 Full-time employees;
PY.92 Part-time employees;
PY.93 Constitutional officers;
PY.94 Temporary employees;
PY.95 Seasonal employees;
PY.96 Annual appointments;
PY.97 Probationary appointments;
PY.98 Shift employees;
PY.99 Hourly wage employees;
PY.100 Salaried employees;
PY.101 FLSA exempt/non-exempt employees;
Page 184 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
PY.102 Interim employees;
PY.103 Acting employees;
PY.104 Contract employees;
PY.105 Second "jobbers" (full time City employees with a second part time job);
The system has the ability to accumulate earnings on the following bases:
PY.106 Weekly;
PY.107 Bi-weekly;
PY.108 Monthly;
PY.109 Quarterly;
PY.110 Annually;
PY.111 Multi-fiscal year.
Page 185 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
PY.112 The system has the ability to accommodate an indefinite number of working status types
including (but not limited to): regular duty; light duty; out of work; non-active; short and long-
term military leave; intern; retired.
PY.113 The system has the ability to accommodate differential pay (e.g., Police Department, Fire
Department, military service differential).
PY.114 The system has the ability to allow salary and wages to be pulled from a user-defined
table(s).
PY.115 The system has the ability to define effective date range for all pay codes.
PY.116 The system has the ability to have position control file (to ensure that new employees are
linked to authorized pay and position, and to ensure that employment does not exceed
authorized levels and adopted budget funding).
PY.117 The system has the ability to maintain pay scales with multiple pay scales per employee
group.
PY.118 The system has the ability to fund each employee from multiple funding sources.
PY.119 The system has the ability to track funding sources by each employee on a pay period,
monthly, quarterly, and annual basis.
The system has the ability to track the following:
PY.120 Employee shift differential;
PY.121 Incentive pay;
PY.122 Overtime rates;
PY.123 Holiday pay;
PY.124 Vacation pay;
PY.125 Sick Pay;
PY.126 Personal Time;
PY.127 Compensatory time
PY.128 Other City defined types.
PY.129 The system has the ability to track workers' compensation wages at different rates by
employee.
PY.130 The system has the ability to maintain a break-down of the constitutional officers and other
employees for reimbursement purposes from various funding sources.
Page 186 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
The system has the ability to accommodate the following:
PY.131 Rate based on job class table;
PY.132 Rate based on service years/hours;
PY.133 Leave accruals/subtractions;
PY.134 Base pay as defined by use;
PY.135 Exception reporting;
PY.136 Earnings type (e.g., regular, overtime, etc.);
PY.137 Hours/units;
PY.138 Various work schedules;
The system has the ability to display salary in the following ways:
PY.139 Hourly salary;
PY.140 Daily salary;
PY.141 Semi-monthly salary;
PY.142 Bi-weekly salary;
PY.143 Monthly salary;
PY.144 Yearly/annual salary.
PY.145 The system has the ability to accommodate rate changes within a pay period for specific
date range/s.
The system has the ability to accommodate pay increases based on the following:
PY.146 Earnings factor (formula);
PY.147 Fixed percentage rate/s;
PY.148 Fixed dollar amount/s;
PY.149 Fixed dollar amount/s.
PY.150 The system has the ability to specify overtime parameters by employee job class,
department, and other user-defined parameters.
PY.151 The system has the ability to track and report on overtime by parameters including (but not
limited to): date; department; employee; number of hours.
PY.152 The system has the ability to accommodate electronic pay cards.
Page 187 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
PY.153 The system has the ability to issue pay stubs electronically.
PY.154 The system has the ability to allow employees to receive their pay stubs or direct deposit
remittance slips via email, based on the choice of each employee.
PY.155 The system has the ability to accommodate and track indirect labor costs.
PY.156 The system has the ability to fully comply with the FLSA (Fair Labor Standards Act) and
allow the City to establish less stringent rules if necessary.
PY.157 The system has the ability to meet all federal tax table and payroll law updates - all updates
will be provided by the vendor as part of software maintenance fees.
Deductions
PY.158 The system has the ability to provide unlimited user definable and maintainable table of
deductions.
The system has the ability to support the following deductions:
PY.159 Charitable contributions (e.g., United Way);
PY.160 Medical (multiple);
PY.161 Life insurance (multiple);
PY.162 Child support (multiple, including out of state and VA);
PY.163 Garnishments, Liens, and Levies (multiple, including City, County, State, and Federal);
PY.164 Student loan liens;
PY.165 Bankruptcy liens;
PY.166 Tax payments (real estate and personal property);
PY.167 Deferred compensation plans (multiple);
PY.168 Retirement plans (multiple);
PY.169 Educational savings accounts (529);
PY.170 Flexible spending accounts (multiple);
PY.171 Clothing allowance;
PY.172 Direct deposit to banking institutions (including credit unions);
PY.173 Savings bonds;
PY.174 Dues (Police, fire);
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Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
PY.175 Miscellaneous travel;
PY.176 Other user-defined deductions.
PY.177 The system has the ability to provide an unlimited number of deduction codes for earnings
deduction.
PY.178 The system has the ability to allow setup of new deduction types as needed.
PY.179 The system has the ability to accommodate an unlimited number of deductions and fringes
assigned to an employee.
PY.180 The system has the ability to specify logic for new deductions (e.g., pre-tax, post-tax, etc.).
PY.181 The system has the ability to allow for manual prioritization of deductions.
Page 189 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
The system has the ability to accumulate deductions on the following bases:
PY.182 Weekly;
PY.183 Bi-weekly;
PY.184 Monthly;
PY.185 Quarterly;
PY.186 Annually;
PY.187 Multi-fiscal year.
The system has the ability to provide for taxable and non-taxable earnings and deductions for:
PY.188 Federal taxes;
PY.189 State taxes.
PY.190 The system has the ability to notify employees prior to a deduction being taken based on a
user-defined number of days.
PY.191 The system has the ability to schedule a deduction for a future pay period with the ability to
cancel.
PY.192 The system has the ability to suppress deductions for a user-specified length of time with
auto-reinstatement by user-defined date.
The system has the ability to provide employee insurance premium withholding by the following
PY.193 Quarter-to-date;
PY.194 Year-to-date (calendar and fiscal);
PY.195 User-defined periods (e.g., weekly, bi-weekly, monthly, semi-monthly).
The system has the ability to provide workers' compensation withholding by the following:
PY.196 Quarter-to-date;
PY.197 Year-to-date (calendar and fiscal);
PY.198 User-defined periods (e.g., weekly, bi-weekly, monthly, semi-monthly).
The system has the ability to provide other withholding by the following:
PY.199 Quarter-to-date;
PY.200 Year-to-date (calendar and fiscal);
PY.201 User-defined periods (e.g., weekly, bi-weekly, monthly, semi-monthly).
Page 190 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
PY.202 The system has the ability to identify beneficiary and/or QDROs (Qualified Domestic
Relation Orders) distribution of retirement pension plan, for example, in case of employee
death.
PY.203 The system has the ability to calculate deductions based on (but not limited to) the following:
flat amount, percentage of gross, percentage of any combination of pay.
Page 191 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
The system has the ability to handle the following deduction controls:
PY.204 One time only, flat amount;
PY.205 Percent of gross;
PY.206 Percent on any combination of pay with and without maximums;
PY.207 Every pay period;
PY.208 Once monthly;
PY.209 Specified weeks each month (e.g., 1st, 2nd, 3rd…);
PY.210 Once quarterly;
PY.211 Once bi-annually;
PY.212 Start/stop dates;
PY.213 Total amount outstanding/balance due;
PY.214 Annual dollar limits;
PY.215 Pay period dollar limits;
PY.216 Suspension of deductions and/or withholdings;
PY.217 Multiple times per month as defined by user;
PY.218 Other user-defined.
PY.219 The system has the ability to automatically handle arrears and retroactive processing.
PY.220 The system has the ability to generate future fiscal year forecasts regarding salary and
benefits.
PY.221 The system has the ability to calculate garnishments based on user-defined criteria.
The system has the ability to calculate garnishments based on the following:
PY.222 Flat amount;
PY.223 Percentage;
PY.224 Flat amount plus percentage;
PY.225 Not-to-exceed amount;
PY.226 Not-to-exceed percentage of pay;
PY.227 User-defined maximum.
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The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
PY.228 The system has the ability to print third-party checks for garnishments and miscellaneous
deductions.
PY.229 The system has the ability to generate electronic payments for garnishments and
miscellaneous deductions as defined by the user.
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The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
The system has the ability to compute employer and employee portions of deductions for items inclu
PY.230 Taxes (Federal, State, local, etc.);
PY.231 Life insurance (multiple);
PY.232 Medical insurance;
PY.233 Dental/Vision insurance;
PY.234 Social Security and/or Medicare;
PY.235 Retirement;
PY.236 Other user-defined deductions.
PY.237 The system has the ability to print special deduction checks.
PY.238 The system has the ability to designate whether compensation is taxable or non-taxable.
PY.239 The system has the ability to electronically remit deduction remittances to various vendors
(e.g., insurance vendors).
PY.240 The system has the ability to accommodate unlimited special pay accounts.
PY.241 The system has the ability to withhold state taxes.
PY.242 The system has the ability to withhold multiple locality taxes.
PY.243 The system has the ability to apply short term disability and workers' compensation and
other check reductions to net and gross pay as well as the appropriate General Ledger
accounts, leave balances, and weekly and master deduction amounts and balances.
PY.244 The system has the ability to accommodate multiple levels of approval for pay changes.
PY.245 The system has the ability to support user-defined approval and routing of all compensation
changes (base rate, bonuses, additional pay, etc.).
Payroll Processing
The system has the ability to print the following information on pay stubs:
PY.246 Benefit tracking;
PY.247 Leave tracking;
PY.248 YTD payroll;
Page 194 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
PY.249 YTD benefits;
PY.250 YTD leave;
PY.251 Other user-defined fields.
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The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
The system has the ability to print multiple messages on pay stubs, specific to any combination of the fo
PY.252 City-wide;
PY.253 Department;
PY.254 Division;
PY.255 Job classification;
PY.256 Benefits status;
PY.257 Health plan;
PY.258 Any deduction category;
PY.259 Other user-defined categories.
PY.260 The system has the ability to sort paychecks by user-specified criteria (e.g., location, shift,
etc.).
PY.261 The system has the ability to print payroll direct deposit pay stubs.
PY.262 The system has the ability to print benefit value listing and amounts on employee pay stubs.
PY.263 The system has the ability to provide a user-defined payroll check and check stub format.
PY.264 The system has the ability to print excess deductions on a supplemental report (overflow
report) that does not utilize check or voucher stock (e.g., when all deductions will not print on
the check stub).
PY.265 The system has the ability to send electronic payroll stubs to employees through email.
PY.266 The system has the ability to print "self seal" check runs for checks that don't require an
enclosed documentation.
PY.267 The system has the ability to allow employees to view their pay stubs or direct deposit
remittance slips on-line, through employee self-service.
Page 196 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
PY.268 The system has the ability to issue one paycheck/pay stub for employees holding multiple
jobs with the City.
PY.269 The system has the ability to automatically produce direct deposit tapes/files for banks.
PY.270 The system has the ability to transmit direct deposit funds to more than one account within
the same banking institution (e.g., savings, checking and loan accounts).
PY.271 The system has the ability to accommodate direct deposit to multiple accounts.
PY.272 The system has the ability to accommodate direct deposit of paychecks through electronic
fund transfer (EFT).
PY.273 The system has the ability to interface with bank card/debit card functionality to produce a
City Payroll Card.
PY.274 The system has the ability to require all employees to be paid by Direct Deposit.
PY.275 The system has the ability to accommodate multiple pay schedules/tables.
PY.276 The system has the ability to deduct/reduce vacation and holiday time if not used by
calendar or fiscal year end (as specified by the user), with override option with appropriate
security.
PY.277 The system has the ability to allow manual adjustments to vacation, sick allowance, and
other leave types and automatically calculate pay based upon these adjustments.
PY.278 The system has the ability to accommodate special pays (e.g., bonus, advanced pay for
vacations, etc.) with appropriate tax rate, benefit, calculations, and deductions.
PY.279 The system has the ability to reimburse employees for travel and other expenses.
PY.280 The system has the ability to prevent negative or zero dollar amount checks from being
printed.
PY.281 The system has the ability to calculate compensated and non-compensated absences.
PY.282 The system has the ability to accommodate review and approval of payroll prior to
production run (e.g., first by department heads, second by the HR and Payroll departments).
PY.283 The system has the ability to generate a hardcopy payroll pre-list prior to final payroll
production run.
PY.284 The system has the ability to provide the option to calculate and run payroll on demand
(either during the day or to schedule it to be run in the evening).
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The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
PY.285 The system has the ability to do "what-if" scenarios of payroll runs, prior to running the actual
payroll.
PY.286 The system has the ability to produce non-standard payrolls, with an automatic update of all
employee and employer accumulators.
PY.287 The system has the ability to issue manual checks outside of the regular payroll schedule.
PY.288 The system has the ability to allow multiple pay period payroll checks/vouchers to be
produced with appropriate calculation of taxes and other standard deductions.
The system has the ability to provide a payroll proof list of all payroll calculations, gross-to-net, before checks are produced,
PY.289 Hours by type;
PY.290 Earnings by type;
PY.291 Employee tax liabilities;
PY.292 Employee deduction amount;
PY.293 Employer contribution amount;
PY.294 Deductions not taken and set-up in arrears;
PY.295 Employer portion of all taxes;
PY.296 Totals by employee, grant, project, cost center, division, department, location, total
City;
PY.297 User-specified ranges.
PY.298 The system has the ability to accommodate on-demand and scheduled audit reporting.
PY.299 The system has the ability to run audit report to reflect payroll has captured benefit
deductions.
PY.300 The system has the ability to run audit report to reflect discrepancies between benefits and
payroll information.
PY.301 The system has the ability to identify potential areas of abuse of time and expense entry.
PY.302 The system has the ability to allow payroll administrators to review expense and time history.
PY.303 The system has the ability to provide for adjustments to final paycheck.
PY.304 The system has the ability to issue payment corrections.
Page 198 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
PY.305 The system has the ability to perform overpayment adjustments.
PY.306 The system has the ability to accommodate industry standard controls for balancing payroll.
PY.307 The system has the ability to calculate retroactive amounts due on all forms of pay for
individual employees for up to 24 months.
PY.308 The system has the ability to calculate retroactive amounts due on all forms of pay and
provides ability to produce separate checks/vouchers, if desired.
PY.309 The system has the ability to maintain a detailed employee pay history for a user-defined
period of time.
PY.310 The system has the ability to maintain up to four years of summary pay information and at
least three years of detail pay information with the ability to retrieve from older archived files.
PY.311 The system has the ability to calculate terminal pay according to a user-defined table based
on years of service and other user-defined factors.
PY.312 The system has the ability to apply different separation pay-out rules depending on factors
including (but not limited to): contract date; leave balance as of a certain date; other user-
defined factors.
PY.313 The system has the ability to pay out comp time at year end, or other specified period,
according to user-defined criteria.
PY.314 The system has the ability to pay out or buy back vacation leave if user-defined number of
days have accumulated at specified time of the year.
PY.315 The system has the ability to maintain employee positions and pay grade rates for at least
ten years with effective dates.
PY.316 The system has the ability to accommodate pay rate ranges (min and max) for pay grades
(at least at the hourly, bi-monthly, and annual levels).
PY.317 The system has the ability to provide allowances for multiple pay frequencies and tax tables
that accommodate those frequencies.
PY.318 The system has the ability to automatically allocate employee benefit costs across multiple
funds based on user-defined criteria.
PY.319 The system has the ability to charge overtime to several different overtime accounts .
Page 199 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
The system has the ability to provide reconciliation functionality, including (but not limited to):
PY.320 Changes to employee pay, deductions and taxes;
PY.321 Changes to employer deductions and taxes;
PY.322 Gross pay changes;
PY.323 Number of paychecks/direct deposits per pay cycle;
PY.324 Supplemental pays;
PY.325 Federal and State government reporting for each employee;
PY.326 Other user-defined reconciliation.
PY.327 The system has the ability to print/re-print W-2s on a laser printer (for copies).
PY.328 The system has the ability to generate bi-weekly tax deposits (City - more info).
PY.329 The system has the ability to not withhold state and federal taxes when termination reason is
death of employee.
PY.330 The system has the ability to allow user-defined rules to establish an unlimited number of
accounting strings (to at least 6 levels).
PY.331 The system has the ability to allow for user-defined additional fields that will flow from Time
and Attendance into the Payroll module (for example the need to track codes in addition to
Org/Labor such as Capital Projects for report).
PY.332 The system has the ability to process the first of the year payroll with the year end W-2
simultaneously in production.
PY.333 The system has the ability to accommodate unlimited number of user-defined pay rates.
PY.334 The system has the ability to automatically pass cost detail to the Budget system.
PY.335 The system has the ability to natively integrate with General Ledger and does not require a
separate chart of accounts.
PY.336 The system has the ability to interface with external time reporting systems.
PY.337 The system has the ability to interface with external Payroll vendors.
PY.338 The system has the ability to interface with external compensation systems.
PY.339 The system has the ability to interface with State and Federal compensation systems (e.g.,
Virginia State Compensation System).
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The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
PY.340 The system has the ability to interface with LETS system (State of Virginia Social Services
system).
PY.341 The system has the ability to interface with COIN (Constitutional Officers Information
Network) system.
Page 201 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
Reporting
PY.342 The system has the ability to produce and modify Form 941s in electronic format.
PY.343 The system has the ability to produce ad hoc reports.
PY.344 The system has the ability to query online data from all modules in the ERP system.
PY.345 The system has the ability to generate a labor utilization report that shows filled and unfilled
positions with user-defined dates and position salary information.
PY.346 The system has the ability to accommodate proper reporting of all taxed and non-taxed
employee income.
PY.347 The system has the ability to produce all quarterly federal reports (e.g., W-2).
PY.348 The system has the ability to produce 941, W3, Census Bureau and other Federal or State
required reports.
PY.349 The system has the ability to produce all W-2 information for employees and reporting
agencies (e.g., IRS, state, etc.).
PY.350 The system has the ability to support electronic submission of reports for certain grants
and/or federal requirements (e.g., 1099, W-2, time and effort reporting, etc.).
PY.351 The system has the ability to provide workers' compensation reporting capabilities according
to Commonwealth of Virginia regulations.
PY.352 The system has the ability to track and generate reports on employees paid through
Accounts Payable and Payroll (reconciliation of the two modules for "checks and balances).
PY.353 The system has the ability to report on (and reconcile) unclaimed checks by user-defined
times.
PY.354 The system has the ability to support 1099s for retirement annuities.
The system has the ability to generate reconciliation reporting including (but not limited to) the follow
PY.355 Biweekly payroll balancing - exception reporting by Department and Citywide;
PY.356 Biweekly payroll reconciliation to the General Ledger - exception reporting;
PY.357 Monthly payroll liability accounts reconciliation - exception reporting;
PY.358 Ad hoc reconciliation reporting at the department level.
Page 202 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Payroll
Solution
Supports
Req # Description of Requirement Requirement
The system has the ability to generate Payroll reporting, including (but not limited to) the followin
PY.359 Payroll balancing, including wages, taxes, withholdings;
PY.360 Tax reporting for remitting payroll tax deposits;
PY.361 Employee Labor Distribution Report (by department at the employee level);
PY.362 Audit reporting showing journal voucher than passes to the General Ledger;
PY.363 Direct deposit report to reconcile ACH and identify potential errors;
PY.364 Emergency time reporting (e.g., FEMA compliant time reporting).
PY.365 The system has the ability to provide online screens and reports related to earnings
including quarter-to-date, year-to-date (calendar and fiscal), and user-defined period
(weekly, bi-weekly, monthly, semi-monthly).
PY.366 The system has the ability to query and generate reports for one-time deductions.
Page 203 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
General Requirements
s the ability to track date information including (but not limited to):
ide an unlimited number of earning types, including (but not limited to) the following:
Page 204 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
odate various pay codes and special pay codes including (but not limited to) the following:
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
various pay codes and special pay codes including (but not limited to) the following (continued):
Page 207 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
e ability to accommodate payroll for the following types of employees:
Page 208 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
has the ability to accumulate earnings on the following bases:
Page 209 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
The system has the ability to track the following:
Page 210 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
e system has the ability to accommodate the following:
stem has the ability to display salary in the following ways:
s the ability to accommodate pay increases based on the following:
Page 211 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Deductions
ystem has the ability to support the following deductions:
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
has the ability to accumulate deductions on the following bases:
bility to provide for taxable and non-taxable earnings and deductions for:
ility to provide employee insurance premium withholding by the following:
ability to provide workers' compensation withholding by the following:
m has the ability to provide other withholding by the following:
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
em has the ability to handle the following deduction controls:
has the ability to calculate garnishments based on the following:
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
o compute employer and employee portions of deductions for items including:
Payroll Processing
m has the ability to print the following information on pay stubs:
Page 218 of 270 12. Payroll Last Modified Date: 02/21/2007
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 219 of 270 12. Payroll Last Modified Date: 02/21/2007
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
rint multiple messages on pay stubs, specific to any combination of the following:
Page 220 of 270 12. Payroll Last Modified Date: 02/21/2007
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
f list of all payroll calculations, gross-to-net, before checks are produced, including (but not limited to):
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
bility to provide reconciliation functionality, including (but not limited to):
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Reporting
to generate reconciliation reporting including (but not limited to) the following:
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
ity to generate Payroll reporting, including (but not limited to) the following:
Page 227 of 270 12. Payroll Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Fixed Assets
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
General Requirements
The system has the ability to calculate using all depreciation method options, including (but not limited to):
FA.1 Straight-line;
FA.2 Modified straight line;
FA.3 Declining balance;
FA.4 Sum of year's digits;
FA.5 Flat rate.
FA.6 The system has the ability to calculate using all accepted depreciation balance and
depreciation methods.
FA.7 The system has the ability to store depreciation expense account.
FA.8 The system has the ability to capture depreciation balance at the date of transfer.
FA.9 The system has the ability to project current year's depreciation by cost center as well as
add a future year's capital budget, and then project the future year's depreciation by cost
center.
FA.10 The system has the ability to calculate depreciation retroactively.
FA.11 The system has the ability to provide depreciation calculation results for user defined
periods of time.
FA.12 The system has the ability to amortize or expense adjustments to cost, depreciation
method, and salvage value.
FA.13 The system has the ability to set user-defined depreciation calendars.
FA.14 The system has the ability to set rule-based user-definable depreciation.
FA.15 The system has the ability to set standard and user-controlled depreciation methods.
FA.16 The system has the ability to report depreciation sortable by existing fields including, (but
not limited to): asset; type; fund; and department.
FA.17 The system has the ability to provide an automatic calculation of depreciation changes at
period end.
FA.18 The system has the ability to calculate "back" depreciation to original acquisition date.
FA.19 The system has the ability to produce depreciation schedules for all funds, utilizing user
defined method(s) of depreciation.
FA.20 The system has the ability to disallow object codes to be applied to commodity codes.
FA.21 The system has the ability to update or change depreciation information for a group of
assets.
FA.22 The system has the ability to transfer data from the purchase order to the fixed asset
record.
FA.23 The system has the ability to enter fixed asset (FA) codes when the invoice is entered into
the system.
FA.24 The system has the ability to generate monthly reconciliation reports.
FA.25 The system has the ability to mass transfer assets from one organization/agency code to
another.
FA.26 The system has the ability to only transfer within the same fund type.
FA.27 The system has the ability to enter assets retroactively.
FA.28 The system has the ability to set classifications for each asset. (For example, change
department number to classification codes from General Services to Public Works.)
RPS: The system has the ability to set categories for each asset. (For example, Vehicles,
Machinery, Lawn/Yard Equipment,Computer Equipment); and sub categories for each
asset (example, passenger bus, utility van, work van)
FA.29 The system has the ability to delete/reverse a fixed asset with a proper audit trail.
FA.30 The system has the ability to track construction projects that have fixed assets with
automated depreciation.
FA.31 The system has the ability to cross reference commodity codes and object codes to ensure
accuracy.
FA.32 The system has the ability to automatically flag an asset when it's time to retire it from the
fixed assets system.
FA.33 The system has the ability to search by history and user tracking.
FA.34 The system has the ability to provide tracking by Fund, Agency, Organization, and Activity.
Page 228 of 270 13. Fixed Assets Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Fixed Assets
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
FA.35 The system has the ability to track assets by fleet number, description, type, unique tag
number, location, bar code, and lease.
FA.36 The system has the ability to track lease information.
FA.37 The system has the ability to track lease asset and intangible tracking.
FA.38 The system has the ability to provide controls for maintaining unique City generated tag
numbers.
FA.39 The system has the ability to store original purchase order number and original vendor
information.
FA.40 The system has the ability to track acquisition date, cost, and Accounts Payable reference.
RPS: system should track original expense code, purchase order and invoice information
and cross reference it for match to the A/P system.
FA.41 The system has the ability to generate tax basis cost at acquisition.
FA.42 The system has the ability to track multiple user-defined dates, including but not limited to
transfer dates.
FA.43 The system has the ability to report a disposal date and value.
FA.44 The system has the ability to report gain and loss by the book value.
FA.45 The system has the ability to allow access and restore capabilities for archived data.
FA.46 The system has the ability to report against a capital budget.
FA.47 The system has the ability to compare actual additions to the capital budget and calculate
variances.
FA.48 The system has the ability to compare approved funds request to a capital budget as well
as actual additions to the approved funds request (actual, approved funds, and budget can
all be different numbers).
FA.49 The system has the ability to provide on-line access to the fixed asset module.
FA.50 The system has the ability to store leased property detail.
FA.51 The system has the ability to report by historical, constant, and current dollar.
FA.52 The system has the ability to provide capital lease obligation and payment reporting.
FA.53 The system has the ability to report operating lease payments.
FA.54 The system has the ability to report construction-in-progress.
FA.55 The system has the ability to transfer asset options including fully or partially, current period
or retroactively, and mass transfer.
FA.56 The system has the ability to report transactions: period additions, transfers, disposals, and
depreciation by asset, type, and department.
FA.57 The system has the ability to report transactions, including (but not limited to) the following:
gains/losses by asset, type, and department.
FA.58 The system has the ability to conduct asset reporting including (but not limited to) the
following: acquisition; transfers and retirements; adjustments; expense ledger; property
listing; and reserve summary.
FA.59 The system has the ability to allow for an unlimited number of assets.
FA.60 The system has the ability for unlimited fiscal periods/calendars.
FA.61 The system has the ability to automatically update the General Ledger at period end.
FA.62 The system has the ability to automatically update fixed assets system from the Accounts
Payable entry.
FA.63 The system has the ability to automatically validate manually entered fixed asset entries
against an associated Accounts Payable record, including the City's receiver (RC) date.
FA.64 The system has the ability to automatically update fixed asset records based on journal
entries of transfers or disposals.
FA.65 The system has the ability to calculate gain or loss on disposal.
FA.66 The system has the ability to be in full compliance with FASB 13 for leases.
FA.67 The system has the ability to be in full compliance with GASB34.
FA.68 The system has the ability to determine and maintain salvage values for assets.
FA.69 The system has the ability to monitor, or report on, assets based on department, category
code, or other description or serial number.
FA.70 The system has the ability to output listings of assets by any system-defined field, including
(but not limited to) the following: room, floor, and building location; category; department;
and value.
Page 229 of 270 13. Fixed Assets Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Fixed Assets
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
FA.71 The system has the ability to accommodate separate fields for including (but not limited to)
the following: room, floor, and building location; category; department; and value.
FA.72 The system has the ability to report on assets based on funding source.
FA.73 The system has the ability to maintain and track physical location, person responsible, and
department responsible for a particular asset.
FA.74 The system has the ability to maintain and track non-depreciated assets (general fixed
assets and land).
FA.75 The system has the ability to import records from other systems.
FA.76 The system has the ability to establish asset groups.
FA.77 The system has the ability to store user-defined asset information.
FA.78 The system has the ability to allow for the ability to account for the sale of surplus
equipment.
FA.79 The system has the ability to automatically archive retired and/or sold assets on a
scheduled or user-defined basis.
FA.80 The system has the ability to store asset record that includes disposal category or method
(Transfer, Sale, Salvage, Obsolete).
FA.81 The system has the ability to do periodic inventories via methods including (but not limited
to): barcode reading; bar-code scanning; and RFID.
FA.82 The system has the ability to allow for automatic reminders to update asset records based
on activity initiated by Accounts Receivable, Accounts Payable, or some other non-
standard transaction.
FA.83 The system has the ability to archive and/or purge retired fixed assets based on user-
defined criteria (including but not limited to fiscal year rollover).
FA.84 The system has the ability to code by buildings and improvements.
FA.85 The system has the ability to code by improvements other than buildings.
FA.86 The system has the ability to code by machinery and equipment.
FA.87 The system has the ability to code by land.
FA.88 The system has the ability to code by infrastructure.
FA.89 The system has the ability to code by vehicles.
FA.90 The system has the ability to integrate the Fixed Assets module with the Work Order,
Inventory Management, General Ledger, Purchasing/Receiving, Accounts Payable, Project
Accounting, and all other Finance modules.
FA.91 The system has the ability to integrate/interface with Azteca's Cityworks (Work Order)
system to maintain value of assets.
FA.92 The system has the ability to integrate/interface with Extended Projects (capital projects)
system to maintain value of assets.
FA.93 The system has the ability to integrate/interface with other industry standard work order
systems, including but not limited to SAP, Lawson, and Peoplesoft to maintain value of
assets.
FA.94 The system has the ability to integrate vehicle asset records with a vehicle maintenance
and tracking system.
FA.95 The system has the ability to fully integrate fixed asset tracking and monitoring with all other
system modules.
FA.96 The system has the ability to integrate with GIS systems for fixed asset tracking.
Reporting
FA.97 The system has the ability to print ad hoc reports.
FA.98 The system has the ability to create depreciation reports and other types, both canned and
ad-hoc.
FA.99 The system has the ability for the City to meet CAFR and other required reporting activities.
FA.100 The system has the ability to provide GASB34 reports.
FA.101 The system has the ability to provide exception reporting on Fixed Assets/Accounts
Payable reconciliation.
Page 230 of 270 13. Fixed Assets Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Inventory and Asset Management
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
General Requirements
IM.1 The system has the ability to group parts by user-defined criteria.
IM.2 The system has the ability to group items by several characteristics, including (but not
limited to): part number, part type, and other user-defined fields.
IM.3 The system has the ability to integrate with Internet-based vendor systems, including (but
not limited to): NAPA; automotive service providers; and car dealers.
IM.4 The system has the ability to provide master inventory system (all department inventory
locations combined), with the capability to view inventory by department.
IM.5 The system has the ability to charge parts to a specific fleet unit directly from the Inventory
Management module.
IM.6 The system has the ability to support bar-coding technology.
IM.7 The system has the ability to provide unique inventory numbers for each inventory item.
IM.8 The system has the ability to accommodate bulk inventory (e.g., sand piles).
IM.9 The system has the ability to track hazardous materials inventories.
IM.10 The system has the ability to utilize RFID technology.
IM.11 The system has the ability to support use of bar coding for all inventory items.
IM.12 The system has the ability to rate vendors based on user-defined performance metrics.
IM.13 The system has the ability to track contracts with vendors.
IM.14 The system has the ability to support cycle counts.
IM.15 The system has the ability to support physical counts.
IM.16 The system has the ability to track office supplies.
IM.17 The system has the ability to support multiple user-defined numbering conventions for
inventory items.
IM.18 The system has the ability to accommodate multi-line item description, to provide as many
lines as necessary to describe an item.
IM.19 The system has the ability to display a picture of an item as it is being ordered.
IM.20 The system has the ability to support serial numbering and serialized inventory capabilities.
IM.21 The system has the ability to support shelf life tracking.
IM.22 The system has the ability to prompt user to use the oldest lot number or other marking
number first. (This could apply to a lot as well.)
IM.23 The system has the ability to support single and mass changes to inventory items, with
appropriate audit trails.
IM.24 The system has the ability to copy all of the information from a similar record and modify
accordingly. (Copy Vendor Information for New Items.)
IM.25 The system has the ability to support multiple stocking locations in the same warehouse.
Page 231 of 270 14. Inventory and Asset Management Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Inventory and Asset Management
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
IM.26 The system has the ability to cost inventory using an average costing method, including,
but not limited to: FIFO (first-in, first-out), LIFO (last-in, first-out) , average costing method,
etc.
IM.27 The system has the ability to query on-line all items below the reorder point.
IM.28 The system has the ability to maintain vendor item numbers for cross referencing multiple
vendors.
IM.29 The system has the ability to produce inventory count worksheets upon demand.
IM.30 The system has the ability to maintain equipment service records.
IM.31 The system has the ability to set user-defined alerts for re-order of supplies.
IM.32 The system has the ability to support multiple units of measure (e.g., #, mL, linear feet,
gallons, etc.) and provide flexible conversions from US measures to the metric system
(e.g., from meters to feet, and feet to meters).
IM.33 The system has the ability to allow for the ability to account for the sale of surplus
equipment.
IM.34 The system has the ability to recalculate the recommended minimum on-hand quantity
(a.k.a., safety quantity) on a continuous basis for user-selected inventory.
IM.35 The system has the ability to maintain different ordering lead times for each inventory item.
IM.36 The system has the ability to create warehouse automatic reordering system to reduce
manual input of requisitions by warehouse staff.
IM.37 The system has the ability to track multiple warehouse locations.
IM.38 The system has the ability to move inventory between warehouse locations.
IM.39 The system has the ability to track work done to maintain assets.
IM.40 The system has the ability to utilize inventory tracking methods in compliance with standard
audit practices in the State of Virginia.
IM.41 The system has the ability to comply with GASB-34 and all other federal audit requirements
without exception.
IM.42 The system has the ability to accommodate inventory requests (from submitting request to
fulfillment) via automated workflow.
IM.43 The system has the ability to track inventory requests by (but not limited to) the following:
employee; job; division; and other user-defined fields.
IM.44 The system has the ability to track employees on user-defined fields including (but not
limited to): order fulfillment accuracy; time to fulfill order; and number of orders filled.
IM.45 The system has the ability to allow users to submit inventory requests.
IM.46 The system has the ability to display user-defined notices to system users (e.g., warehouse
closure, etc.).
IM.47 The system has the ability to interface with industry standard municipal control
management systems (MCMS), including CGI Maximus.
IM.48 The system has the ability to interface with the CribMaster application in the City's
Department of Utilities.
Page 232 of 270 14. Inventory and Asset Management Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Inventory and Asset Management
Solution
Supports ERP Offeror Reponse Comments
Req # Description of Requirement Requirement (Indicate if any manual processes are required)
IM.49 The system has the ability to interface with industry standard inventory management
systems.
IM.50 The system has the ability to interface with the MainSaver application in the City's
Department of Utilities.
IM.51 The system has the ability to be interfaced with industry standard fleet management
systems, including (but not limited) to Maximus.
IM.52 The system has the ability to fully integrate inventory and asset management with other
system modules, including (but not limited to): Purchasing and Fixed Assets.
IM.53 The system has the ability to interface with the Banner customer service module.
IM.54 The system has the ability to integrate/interface with standard Work Order systems,
including (but not limited to) Azteca's Cityworks, in order to transfer items.
IM.55 The system has the ability to integrate/interface with other industry standard work
order/inventory systems such as SAP, Lawson, and Peoplesoft to transfer items.
Reporting
IM.56 The system has the ability to produce month end inventory valuation reports for General
Ledger.
IM.57 The system has the ability to produce standard year-end reports required for the City to
meet all financial reporting requirements, including (but not limited to) the CAFR.
IM.58 The system has the ability to generate ad-hoc reports.
IM.59 The system has the ability to print a report of all items at or below the reorder point.
Page 233 of 270 14. Inventory and Asset Management Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Work Orders/Capital Projects
Solution
Supports
Req # Description of Requirement Requirement
General Requirements - Work Orders
WO.1 The system has the ability to create, edit, assign, dispatch, prioritize, and close work orders.
WO.2 The system has the ability to support the work order needs of various municipal
departments, including (but not limited to): Public Utilities; Public Works; Parks and
Recreation; Fleet Maintenance; and Building Maintenance.
WO.3 The system has the ability to track standard work order fields, including (but not limited to):
man hours; material/equipment costs; trade group/s responding; employee unique identifier;
hourly wage; hours worked; associated hours; and contract services.
WO.4 The system has the ability to search the system by user defined periods of time.
WO.5 The system has the ability to interface/integrate with handheld devices.
WO.6 The system has the ability to support wireless communications.
WO.7 The system has the ability to have a web-interface.
WO.8 The system has the ability to identify projects by city council district.
WO.9 The system has the ability to identify projects by county.
WO.10 The system has the ability to identify projects by neighborhood.
WO.11 The system has the ability to view and report work orders by city council district.
WO.12 The system has the ability to view and report work orders by county.
WO.13 The system has the ability to view and report work orders by neighborhood.
WO.14 The system has the ability to capture spatial information, including but not limited to streams,
intersections, and fields.
WO.15 The system has the ability to provide a description field for non-standard address
information.
WO.16 The system has the ability to generate work order estimates based on user defined inputs.
WO.17 The system has the ability to retain work order estimate data for historical reference.
WO.18 The system has the ability to close out work order and automatically transfer to fixed asset
module.
WO.19 The system has the ability to zero out work orders. (But does not close out the project.)
Page 234 of 270 15. Work Orders/Capital Projects Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Work Orders/Capital Projects
Solution
Supports
Req # Description of Requirement Requirement
WO.20 The system has the ability to close out a project, but still be able to see history of
expenditures.
WO.21 The system has the ability to track retainage (amount held in escrow for vendor while project
is being completed.)
WO.22 The system has the ability to accommodate user-defined recurring work orders (blanket
orders).
WO.23 The system has the ability to use GIS resources for best routing.
WO.24 The system has the ability to use GPS resources for best routing.
WO.25 The system has the ability to close a project partway through.
WO.26 The system has the ability to plan, budget, and track labor distribution hours by project or
work order.
WO.27 The system has the ability to support automatic entry into other modules, such as inventory
and fixed assets and work order from purchasing.
WO.28 The system has the ability to generate routine work order(s) for non-capital expenditures.
WO.29 The system has the ability to search work orders by divisions, City Council districts, and/or
departments at different locations using an unlimited number of search criteria.
WO.30 The system has the ability to store task procedures for standard procedures (such as
maintenance procedures).
WO.31 The system has the ability to include standard completion dates at the task and project level.
WO.32 The system has the ability to calculate project cost estimating and comparison – actual vs.
estimate.
WO.33 The system has the ability to create preventative (scheduled) or reactive maintenance work
orders.
WO.34 The system has the ability to schedule printing, print lists of searched work orders, print
individual work orders, and customize work order printouts.
WO.35 The system has the ability to create user defined work orders with customization specific for
each division.
WO.36 The system has the ability to create work order forms/notice to
proceed/messages/certificates of completion to provide approval to vendor to begin work on
specific project tasks and/or phases of work.
Page 235 of 270 15. Work Orders/Capital Projects Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Work Orders/Capital Projects
Solution
Supports
Req # Description of Requirement Requirement
WO.37 The system has the ability to create and maintain user-defined work phases (also referred to
as work breakdown structure).
WO.38 The system has the ability to reschedule uncompleted work by maintaining constraints when
uncompleted work is rescheduled and select any rescheduled date.
WO.39 The system has the ability to establish standard hours for a work order or activity, which will
then show as defaults in the timesheet.
WO.40 The system has the ability to provide a work order statistical summary report showing
information on completed work orders.
WO.41 The system has the ability to provide performance metrics based on work orders and
workflow options.
WO.42 The system has the ability to track work orders and approve electronically.
WO.43 The system has the ability to capture shared (cross-departmental) work orders.
WO.44 The system has the ability to evaluate resource workload and availability in order to identify
the best resource available for the task.
WO.45 The system has the ability to archive and/or purge closed or canceled work orders based on
user-defined criteria.
WO.46 The system has the ability to track work requests that have not yet been approved.
General Requirements - Capital Projects
WO.47 The system has the ability to report construction-in-progress.
WO.48 The system has the ability to track anticipated and current project schedules for the life of
the project.
WO.49 The system has the ability to associate work orders with capital projects and accommodate
for multiple work orders (e.g. for various phases, trades, etc.).
WO.50 The system has the ability to apply direct labor, overhead costs, capitalized interest to
project costs.
WO.51 The system has the ability to track capital project costs from inception until the project is fully
capitalized, with the ability to store other data such as measurements, quantities, and other
statistics.
WO.52 The system has the ability to link capital projects to fixed assets, so that upon completion of
the phases of the project, capital expenditures are converted to fixed assets.
Page 236 of 270 15. Work Orders/Capital Projects Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Work Orders/Capital Projects
Solution
Supports
Req # Description of Requirement Requirement
WO.53 The system has the ability to maintain historical data for all capital and operating projects
across multiple fiscal years.
WO.54 The system has the ability to track capital project revenues by source and type of revenue.
WO.55 The system has the ability to roll-up or summarize project expenditures to a higher budget
level.
WO.56 The system has the ability to customize workflow options for all capital project accounting
processes.
WO.57 The system has the ability to record timesheet information against a project.
WO.58 The system has the ability to account for grant and other reimbursements after a project has
been closed.
WO.59 The system has the ability to enter text or comments on-line to a specific project.
WO.60 The system has the ability to accommodate multiple adjustments and multiple transfers of
funds within projects, with proper authorization and audit trail.
WO.61 The system has the ability to establish project budgets (balanced) across funds and
divisions.
WO.62 The system has the ability to track versions of the project budget (e.g., Original or Proposed,
Council Approved, etc.).
WO.63 The system has the ability to associate multiple funding sources with projects and track the
application of funding to actual expenditure.
WO.64 The system has the ability to establish project accounts to record and track project budgets,
encumbrances, and expenditures.
WO.65 The system has the ability to copy project accounts established from previous projects, then
modify for a newly created project.
WO.66 The system has the ability to maintain data across multiple fiscal years for as long as the
project is open and for a user-specified period after project close.
WO.67 The system has the ability to record project activity across multiple divisions.
The system has the ability to accommodate a variety of projects such as:
WO.68 Small capital expenses (e.g., remodeling);
WO.69 Large capital projects (e.g., buildings, infrastructure).
The system has the ability to classify the project by:
Page 237 of 270 15. Work Orders/Capital Projects Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Work Orders/Capital Projects
Solution
Supports
Req # Description of Requirement Requirement
WO.70 Type of project (water, sewer, building, etc.);
WO.71 GIS Coordinates;
WO.72 Location (City Council district, neighborhood association, enterprise zone, geographical
area, etc.);
WO.73 Administering division.
WO.74 The system has the ability to provide user defined categories, including but not limited to,
CAFR or GASB 34 categories.
Page 238 of 270 15. Work Orders/Capital Projects Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Work Orders/Capital Projects
Solution
Supports
Req # Description of Requirement Requirement
The system has the ability to track the following dates, including original and all revisions:
WO.75 Funding Year;
WO.76 Bid Date;
WO.77 Planned start date;
WO.78 Notice to Proceed Date;
WO.79 Construction start date;
WO.80 Actual start date;
WO.81 Planned completion date;
WO.82 Substantial Completion Date (per phase or other user-specified period);
WO.83 Project completion date;
WO.84 Critical Dates/Milestones (unlimited);
WO.85 City Council approval date.
WO.86 The system has the ability to track the City Council approval ordinance number.
WO.87 The system has the ability to prioritize projects according to department-level user-defined
criteria.
WO.88 The system has the ability to classify project costs according to task (i.e., inspection,
design).
WO.89 The system has the ability to close a project upon a user specified date.
WO.90 The system has the ability to alert user and other specified personnel/departments if there
are outstanding commitments or unsatisfied deadlines in a project upon attempt to close.
WO.91 The system has the ability to alert specified users and/or management when a project is
nearing specified deadline/s.
WO.92 The system has the ability to prevent charges from being allocated to a closed project, sub-
project, or phase.
WO.93 The system has the ability to maintain multiple user-defined types of project
completions/status. For example, project may be complete from a performance viewpoint
but still open for accounting purposes.
WO.94 The system has the ability to track dedicated funds set aside for selected activities in
projects (e.g., set aside funds for planned activities as they become known).
Page 239 of 270 15. Work Orders/Capital Projects Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Work Orders/Capital Projects
Solution
Supports
Req # Description of Requirement Requirement
WO.95 The system has the ability to account for advance planning activities prior to the
establishment of a project and transfer the costs to the project after it is established.
WO.96 The system has the ability to ensure that accounts charged are valid for specified projects
(e.g., costs are valid or budgeted for the project).
WO.97 The system has the ability to allow allocating an amount by entered percentages to various
projects (e.g., bond funds vs. customer deposits).
WO.98 The system has the ability to allow user-defined rules to validate work order charges are
applied against valid accounting strings.
WO.99 The system has the ability to make overhead/indirect cost allocations to projects, including
the use of multiple, flexible overhead rates.
WO.100 The system has the ability to perform flexible budgeting for projects while adhering to the
level of budgetary controls established in the adopted budget.
WO.101 The system has the ability to track unfunded projects.
WO.102 The system has the ability to accommodate scheduled projects where funding approval is
pending.
WO.103 The system has the ability to set tolerances (by dollar amount or a percentage) for
notification of appropriate users when the balance in a user defined account (e.g., a capital
improvement project account) drops to a user-defined level.
WO.104 The system has the ability to reconcile capital project accounting and financial accounting
records (to identify whether they balance).
WO.105 The system has the ability to trigger a notification upon substantial completion and other
user-defined critical milestones.
Project Costing
WO.106 The system has the ability to provide Budget vs. Actual reports per project or across multiple
projects for any date range.
WO.107 The system has the ability to track grant revenues, both anticipated and actually received,
allocated to a project.
WO.108 Ability to rollover remaining budgets from one year to another (e.g., grant ends in June, but
can continue to spend through the end of July, etc.).
WO.109 The system has the ability to create user-defined reimbursement categories.
WO.110 The system has the ability to assign overhead costs to specific cost classifications.
Page 240 of 270 15. Work Orders/Capital Projects Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Work Orders/Capital Projects
Solution
Supports
Req # Description of Requirement Requirement
WO.111 The system has the ability to accumulate, track, and report on costs by user-defined
organizational level.
WO.112 The system has the ability to accumulate, track, and report on costs associated with a
particular activity or type of service.
WO.113 The system has the ability to provide on-line access to actual and budgeted cost information
for supplies and services.
WO.114 The system has the ability to provide on-line access to actual and budgeted cost information
for salaries and employee benefits.
WO.115 The system has the ability to maintain, track, and accumulate actual costs, and combine
these actual costs with user-calculated or user-input costs.
WO.116 The system has the ability to manipulate combined costs (system-maintained costs and user-
input costs) and generate user-defined cost statistics.
WO.117 The system has the ability to track and report a reimbursable percentages on an associated
expenditure.
WO.118 The system has the ability to identify, track, and monitor matching funds.
WO.119 The system has the ability to support analysis of project costs, both prior to a project ("what
if" scenarios) and on an ongoing basis throughout the life of the project.
The system has the ability to accumulate costs either manually or automated from the following sources (including,
WO.120 Timesheets and other time entry devices;
WO.121 Information from the payroll system;
WO.122 Pay variances including overtime, sick days, holidays, etc.;
WO.123 Accounts payable information;
WO.124 Mileage/fuel expenditures;
WO.125 Equipment/asset costs.
WO.126 The system has the ability to integrate with the City's General Billing, Fixed Assets,
Inventory, Payroll, Permits and Code Enforcement, Project and Grant Accounting, and all
other Finance modules.
WO.127 The system has the ability to natively integrate with Public Works Cityworks (Work Order)
system.
Page 241 of 270 15. Work Orders/Capital Projects Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Work Orders/Capital Projects
Solution
Supports
Req # Description of Requirement Requirement
WO.128 The system has the ability to interface/integrate with other work order systems, including (but
not limited to): Maintenance Man, Extended Projects (Advantage Financial System),
Maximus, and the City's Department of Public Works Capital Budget Database (Oracle
database).
WO.129 The system has the ability to interface with Banner customer service module.
WO.130 The system has the ability to integrate with the City's citizen request system.
WO.131 The system has the ability to integrate with the City's GIS system.
Reporting
WO.132 The system has the ability to aggregate reports by user defined levels, (including but not
limited to): city-wide; departments; city council districts; and divisions.
WO.133 The system has the ability to generate aggregate reports for user defined time periods.
WO.134 The system has the ability to generate executive level reports by status, including but not
limited to in progress, complete, scheduled, and future projects (executive dashboard).
WO.135 The system has the ability to provide business intelligence reports.
WO.136 The system has the ability to produce life-to-date reports.
WO.137 The system has the ability to develop dashboard reports based on user-defined business
intelligence criteria.
WO.138 The system has the ability to generate FEMA compliant reporting.
OPTIONAL REQUIREMENTS FOR CUSTOMER RELATIONSHIOP
MANAGEMENT WORK ORDER FUNCTION
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
General Requirements - Work Orders
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
General Requirements - Capital Projects
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
m has the ability to accommodate a variety of projects such as:
The system has the ability to classify the project by:
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
ability to track the following dates, including original and all revisions:
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Project Costing
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
costs either manually or automated from the following sources (including, but not limited to):
Page 250 of 270 15. Work Orders/Capital Projects Last Modified Date: 02/21/2007
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Reporting
Offerer: These requirements are an opportunity to note how
your ERP solution might help the City of Richmond meet its
CRM needs.
Page 251 of 270 15. Work Orders/Capital Projects Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General and Technical
Solution
Supports
Req # Description of Requirement Requirement
Technical Environment
GN.1 All changes made in the system will flow throughout the System's modules without the need
for duplicate data entry.
GN.2 The system has the ability to import and export data from (to) standard file formats such as
XML, MS Word, MS Excel, and MS Access.
GN.3 The system has the ability to post data in a real-time fashion.
GN.4 The system has the ability to provide a compliment of standard reports, an ad-hoc reporting
environment that is ODBC compliant, and the ability to modify existing standard reports.
GN.5 The system has the ability to access data files at the same time without collision or
file/record/field locking problems.
GN.6 The system has the ability to support foreign zip codes.
GN.7 The system has the ability to provide a centralized data dictionary, that fully describes table
structure, and appropriate levels of metadata.
GN.8 The screen response time is sub-second for all applications.
GN.9 The system can generate all standard reports in less than five minutes. Reports that will
require more than this amount of time should be listed in the comments section with a
description of the reason so much time is required.
GN.10 The system has the ability to be completely web-enabled and does not require the
installation of software on each desktop.
GN.11 Customizations paid for by the City become part of general release.
GN.12 Major releases are sent once a year with appropriate fixes sent as needed.
GN.13 Notification is sent to City when releases are available to be loaded.
GN.14 Each release contains detailed documentation with each release that describes what was
fixed and what was new in the release.
GN.15 The system has the ability to provide vendor supplied out-of-the-box test scripts that can be
modified by the City.
GN.16 The system has the ability to provide SOAP-compliant services.
GN.17 The system has the ability to operate on a virtual machine.
GN.18 The system has the ability to schedule reports and processes to be run after hours.
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The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General and Technical
Solution
Supports
Req # Description of Requirement Requirement
GN.19 The database must meet the City’s standards and listed on the approved database list which
currently includes SQL, and Oracle.
GN.20 The system has the ability to be hosted on Windows, UNIX (HP-UX), or LINUX (Suse).
GN.21 The system has the ability to support common web browsers, such as Internet Explorer and
Mozilla.
GN.22 The system has the ability to perform report generation processes that require a large
volume of CPU cycles, and provide the ability to generate reports from a separate server,
avoiding slow-downs in the transactional system.
GN.23 The system has the ability to deposit software source code with Iron Mountain naming the
City as a beneficiary under the City's current agreement with Iron Mountain, or the vendor
may utilize the City's Department of Information Technology as the Escrow Agent. The City
shall not be charged a fee regardless of the method selected.
GN.24 The system has the ability to contain the capability to configure the system, including but not
limited to: Screen formats and function keys; command subsets for context menus; and
codes and keywords.
GN.25 The system has the ability to adapt to four regions: (1) a test region/environment, (2) a
staging region/environment, (3) a production region/environment, and (4) a training region,
all of which shall be independent regions. Under no circumstances will the test, staging, and
training regions be housed on the same hardware as the production region. The training
region shall contain a copy of the information that is defined in the production system.
Vendors may not invoke additional license fees for the test, staging, and training
environments.
GN.26 The vendor must perform data conversion to facilitate acceptance testing with City data.
GN.27 The system has the ability to provide a method to archive and purge historical data older
than a specified date, based on appropriate legal record retention requirements.
GN.28 The system has the ability to clearly define archival and purge procedures that do not
degrade or interrupt the ERP system.
GN.29 The system has the ability to be table driven and contain a secured system to update code
table items.
GN.30 Once a time is recorded by the system (automatically associated with an activity), it shall not
be modifiable.
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The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General and Technical
Solution
Supports
Req # Description of Requirement Requirement
GN.31 The ERP system must be an established system. The City will not be a beta site.
GN.32 The system has the ability to operate in a redundant fashion whereby the primary hardware
can be failed over to a hot standby system.
GN.33 The system has the ability to allow administrators to schedule downtime for the entire
system.
GN.34 The system will provide a report and/or pop up window identifying critical tasks assigned to
an individual that needs to be reassigned (i.e., table maintenance responsibility, journal entry
approval, etc.).
Security - Authentication
GN.35 The system has the ability to allow all system access to occur by entry and validation of a
user identification number (ID) and password (preferably active directory and pass-thru
authentication).
GN.36 The system has the ability to store passwords in encrypted form.
Security - Access Control
GN.37 The system's import and export capabilities provide user-level security options to control
access to sensitive information.
GN.38 The system has the ability to support file, record, and field level security.
GN.39 The system has the ability to provide role-based security.
GN.40 The system has the ability to provide document-based security.
GN.41 The system has the ability to update all security roles automatically when a change in the
"master" role is made.
GN.42 The system has the ability to provide functional security to control what processes can be
performed by certain users.
GN.43 The system has the ability to provide access to audit trails for only the users with proper
security based upon the user’s security profile.
GN.44 The system has the ability to allow any user with the proper security, to be able to print event
information or event audit trail information.
GN.45 The system has the ability to allow system hardware to integrate security and file system
permissions with the City’s Active Directory environment.
GN.46 The system has the ability to allow the System Administrator to add and change permissions
for the system access.
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The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General and Technical
Solution
Supports
Req # Description of Requirement Requirement
GN.47 The system has the ability to log users off the system after an administrator-defined period
of inactivity.
Security - Audit
GN.48 The system has the ability to track audit changes throughout the system that creates a log of
all records maintained, and includes date, time, user, information prior to change, and
changed information.
GN.49 The system has the ability to provide customizable audit reports.
GN.50 The system has the ability to provide audit reports.
GN.51 The system has the ability to provide exception reports.
GN.52 The system has the ability to provide configurable exception reports.
GN.53 The system has the ability to allow the audit trail to record the user ID and IP address/MAC
address/PC name associated with each incident/unit history.
GN.54 The system has the ability to allow authorized users to have access to a log of security
activity to determine users that have signed on and off the system, as well as unsuccessful
attempts to sign on to the system.
GN.55 The system has the ability to provide automated Sarbanes-Oxley reporting for compliance
purposes.
GN.56 The system has the ability to allow the audit trail to have a date/time stamp to the nearest
second.
Security - Continuity
GN.57 The system has the ability to provide total hardware redundancy.
GN.58 The system has the ability to not be susceptible to any single point of failure (software
redundancy).
GN.59 The system has the ability to be operational on a 24 x 7 scheduled basis.
GN.60 The system has the ability to support both tape and tape less backups.
GN.61 The system has the ability to provide roll-back capability in the database in order to rebuild
data files, if necessary.
User Interface
GN.62 The system has the ability to provide drop down boxes for code selection.
Page 255 of 270 16. General and Technical Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General and Technical
Solution
Supports
Req # Description of Requirement Requirement
GN.63 The system has the ability to ensure access to "quick keys" on keyboard to facilitate rapid
data entry that gives user another option that reduces computer mouse use.
GN.64 The system has the ability to provide online help documentation.
GN.65 The system must be ADA (Americans with Disabilities Act), 508-compliant.
GN.66 The system has the ability to provide integration with the Microsoft clipboard.
GN.67 The system has the ability to provide administrator configurable error messages.
GN.68 The system has the ability to provide user-defined fields.
GN.69 The system has the ability to allow the City to determine which fields are required.
GN.70 The system has the ability to identify fields that the City has determined are required for
users.
GN.71 The system has the ability to provide an administrative messaging system.
GN.72 The system has the ability to provide customizable screens based on roles and permissions.
GN.73 The system has the ability to provide contextual help.
GN.74 The system has the ability to provide customizable help.
GN.75 The system has the ability to provide validate data on entry.
GN.76 The system has the ability to provide table-driven drop down menus.
GN.77 The system has the ability to attach files to records in the system.
GN.78 The system has the ability to accommodate a City-defined limit type of file.
GN.79 The system has the ability to allow an administrator to add a new value to a drop down table
without having to leave table.
GN.80 The system has the ability to accommodate City-defined limitations on the size of file
attachments.
GN.81 The system has the ability to provide an Executive Information System (EIS).
GN.82 The system has the ability to add a hyperlink to an external City-developed executable
routine, which takes a record from the ERP system and launches into a subsystem such as
the assessor's real estate parcel database.
GN.83 The system has the ability to provide reconciliation tools for all modules.
GN.84 The system has the ability to provide drill down capability on all screens.
Page 256 of 270 16. General and Technical Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
General and Technical
Solution
Supports
Req # Description of Requirement Requirement
GN.85 The system has the ability to provide the user with standard field editing capabilities
including but not limited to: navigation forward and backward to complete data entry; the
ability to correct spelling mistakes without having to retype the entire word again; and the
ability to move from one task to another easily using the mouse or a single keystroke.
GN.86 The system has the ability to provide customizable screens.
GN.87 The system has the ability to search by wild cards.
GN.88 When performing a search in the system, if no matching record is found, the system will
display a message indicating such. The system shall not display a similar record instead of
an "exact match record".
GN.89 The system has the ability to display search results that will display user-defined number of
records per page; each record will contain basic information for the searched item.
GN.90 The system has the ability to allow a user to be able to page up and down search results and
sort by different fields of the search item.
GN.91 The system has the ability to produce error reports for statistical analysis and potential
training.
GN.92 The system has the ability to support pre-filled fields in appropriately pre-formatted screens
eliminating redundant data entry.
GN.93 The system has the ability to provide links to associated modules from any display screen to
minimize backing out of one screen to access another.
GN.94 The system has the ability to support mobile devices (Blackberries, Windows Mobile).
GN.95 The system has the ability to provide the user with integrated application modules that offer
a consistent user interface to minimize user training and administration of the system.
Support
GN.96 The vendor must proactively notify the City which releases of third-party software (JAVA
virtual machine, Internet Explorer, Mozilla, Safari, etc.) are known to create problems with
the current version of the vendor software.
GN.97 The vendor, at a minimum must adhere to City standards for issue resolution:
GN.98 Severity Level 1, system is down. City needs a live person right away, with a 1 hour
resolution time.
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Preliminary Functional and Technical Requirements
General and Technical
Solution
Supports
Req # Description of Requirement Requirement
GN.99 Severity Level 2, major functionality of the system is impacted or parts of the system are
down. City would like a 4 hour resolution time.
GN.100 Severity Level 3, non-mission critical processes are impacted. City would like a 24 hour
resolution time.
GN.101 The system has the ability to allow for City-defined severity levels for support.
GN.102 The vendor will provide web-based support, with a searchable database of common
problems, to assist end user in facilitating error messages.
GN.103 The system has the ability to adhere to City policy, which requires vendors to request for
access to the application for trouble shooting.
GN.104 The system has the "built-in" capability to provide support through remote access to the
application.
GN.105 The Vendor must provide software application helpdesk support 24 x 7.
GN.106 The system has the ability to provide a project management website, that includes ftp
process for file sharing between the vendor and client.
GN.107 The vendor provides 24 x 7 support for hardware.
GN.108 The vendor provides the ability to host the application in an ASP (Application Service
Provider) model.
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Technical Environment
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
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The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Security - Authentication
Security - Access Control
Page 261 of 270 16. General and Technical Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Security - Audit
Security - Continuity
User Interface
Page 262 of 270 16. General and Technical Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
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The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Support
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Preliminary Functional and Technical Requirements
ERP Offeror Reponse Comments
(Indicate if any manual processes are required)
Page 265 of 270 16. General and Technical Last Modified Date: 02/21/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Integration Points
The chosen ERP system will need to integrate with the following third party applications in use by the City. The types of integration are:
SEND: The ERP system will only need to SEND data to the third party application.
RECEIVE: The ERP system will only need to RECEIVE data from the third party application.
BOTH: The ERP system will need to both SEND and RECEIVE information to/from the third party application.
Database Type of City
System Vendor Version Platform Integration Reason for Integration Response Criticality Comments
All system modules must
natively integrate with BOTH New Critical
one another.
Refund, Journal Entries, Tax
Tyler SQL Server
MUNIS 7.2 BOTH Billing, Debt Set Off, Chart of Modified Critical
Technologies 2005
Accounts
Oracle 9i -
HP-UX
being
CIS Banner City Custom upgraded to BOTH Utility Billing System Modified Critical
10g and
Itanium
server
MCMS is being retired
2.0.0 Journal Vouchers (used by and replaced with the
M5 (Fleet) AssetWorks Oracle RECEIVE Modified Critical
DPW) M5 application from the
same vendor
Proposed changes to
Payment vouchers, vendor the Advantage
Harmony (Case Mgt SQL Server maintenance, Social service Interface will clear the
Harmony 3.5.2 BOTH Modified Critical
System) 2000 payments, check requests path for a Harmony
(used by Social Services) upgrade to the web
version (3.55).
Central Address File City Web Confirmation of Addresses
Custom DB2 zOS RECEIVE Modified Critical
(CAF) Service (used by everyone)
Oracle 8.x - Export/Import data for
City Data Warehouse Oracle DB Custom BOTH Modified Critical
HP-UX reporting
Importing state purchase
eVA (State of Virginia
CGI NA NA BOTH order number to match with Modified Desired
Procurement System)
City Purchase Order number.
Multiple
Bank Interfacing for
(Currently NA NA BOTH Check Reconciliation Modified Critical Messaging (desired)
Reconciliation
Wachovia)
Submit file of checks to
Positive Pay Multiple NA NA SEND Yes Critical
Banks for fraud prevention.
Payment of election workers
Voter Registration City Custom DB2 zOS RECEIVE Modified Critical
(used by City Registrar)
Access Dunn and Dunn and Credit rating information for
NA NA SEND Modified Desired
Bradstreet Bradstreet vendors
Page 266 of 270 18. Integration Points Last Modified Date: 02/20/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Integration Points
The chosen ERP system will need to integrate with the following third party applications in use by the City. The types of integration are:
SEND: The ERP system will only need to SEND data to the third party application.
RECEIVE: The ERP system will only need to RECEIVE data from the third party application.
BOTH: The ERP system will need to both SEND and RECEIVE information to/from the third party application.
Database Type of City
System Vendor Version Platform Integration Reason for Integration Response Criticality Comments
Interface with fixed assets
SQL Server
Cityworks Azteca 4.4 BOTH and payroll for GASB Modified Critical
2000
reporting (used by DPW)
Oracle 9i -
HP-UX
being
Inventory management (used
Cribmaster WinWare 10.1.3 upgraded to BOTH Yes Desired
by DPU)
10g and
Itanium
server
Oracle 9i -
HP-UX
6.2 being
Inventory Management (used
Mainsaver Mainsaver upgrading upgraded to BOTH Yes Desired
by DPU)
to 7.8 10g and
Itanium
server
Fixed assets, Purchasing
Radio Shop MCM MCM 5.0 BOTH Yes Desired
(used by DPW)
Fixed assets, journal
TMS (Telephone Oracle 9i -
Paytech x? BOTH vouchers, telephone bills Modified Desired
Management System) HP-UX
(used by DIT)
Oracle 9i -
HP-UX
being
Budget Application (used by
DPU Budget System City Custom upgraded to BOTH New Desired
DPU)
10g and
Itanium
server
SQL Server Geographical representation
GIS ESRI 9.3 RECEIVE New Desired
2005 of data (used city wide)
Johnson
Pegasus security system (Human Resources session) Yes Critical
Controls
Applicant Tracking process
Applicant Tracking
Neo Gov BOTH facilitation (Human New Critical
System
Resources)
Employee badge system
Card Key 2000 Pegasus New Critical
(Human Resources session)
Page 267 of 270 18. Integration Points Last Modified Date: 02/20/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Integration Points
The chosen ERP system will need to integrate with the following third party applications in use by the City. The types of integration are:
SEND: The ERP system will only need to SEND data to the third party application.
RECEIVE: The ERP system will only need to RECEIVE data from the third party application.
BOTH: The ERP system will need to both SEND and RECEIVE information to/from the third party application.
Database Type of City
System Vendor Version Platform Integration Reason for Integration Response Criticality Comments
Virginia State Child Garnishments? (Human
Yes Critical
Support System Resources session)
Virginia Retirement
(Human Resources session) Yes Critical
System (VRS)
Garnishments (other unclear)
State of Virginia Social
(Human Resources and Modified Critical
Services System (LETS)
Payroll sessions)
Commonwealth of
(Human Resources session) Yes Critical
Virginia's payroll system
Virginia State (Payroll session -- same as
Yes Critical
Compensation System above?)
Constitutional Officers
City constitutional officers
Information Network Yes Critical
paid via this system (Payroll)
(COIN) system
Oracle 9i -
HP-UX
City's Department of being
Capital Budget management
Public Utilities Capital City Custom upgraded to BOTH Yes Critical
(DPU)
Budget Database 10g and
Itanium
server
Ztech Inc.
Zoltan Forray Integration with Work Orders
xBase
Maintenance Man (402-5239) (Parks and Recreation Work New Critical
(Foxpro)
ztechinc@com Order System)
cast.net
Extended Projects Advantage Integration with Work Orders
Module New Critical
Financial (DPU)
City's citizen request internally Integration with Work Orders
system
DB2 BOTH? New Critical
developed (from WO session)
Sheriff's Department Payroll processing for
Time & internally Sheriff's Department, and
BOTH Yes Critical
Attendance/Payroll developed possible scheduling (Payroll
System session)
Richmond Public Schools
Payroll processing for RPS,
(RPS) Time &
TSSI & CIMS SQL & DB2 BOTH and possible scheduling Yes Critical
Attendance/Payroll
(Payroll session)
System
Page 268 of 270 18. Integration Points Last Modified Date: 02/20/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Integration Points
The chosen ERP system will need to integrate with the following third party applications in use by the City. The types of integration are:
SEND: The ERP system will only need to SEND data to the third party application.
RECEIVE: The ERP system will only need to RECEIVE data from the third party application.
BOTH: The ERP system will need to both SEND and RECEIVE information to/from the third party application.
Database Type of City
System Vendor Version Platform Integration Reason for Integration Response Criticality Comments
Exchange VALIC TSA payroll
AIG VALIC In House DB2 BOTH deduction information with Yes Critical
AIG
Trans Exchange VALIC TSA payroll
America In House DB2 BOTH deduction information with Yes Critical
AIG
Send Minnesota Life payroll
Minnesota Life In House DB2 SEND Critical
billing info.
Send Colonial Life payroll
Colonial Life In House DB2 SEND Critical
billing info.
Send employee child support
VA Child Support EFT in House DB2 SEND garnishment payments via Critical
electronic file transfer.
Receive monthly bank
Bank Recon. For
reconciliation data from
Wachovia and In House DB2 RECEIVE Critical
Wachovia and Consolidated
Consolidated
Bank.
Executive
Send invoice data to Search
Search Express Technologies DB2 SEND Not Critical
Express server in Finance.
Inc.
Teacher Certification
EMS CIMS SQL & DB2 BOTH Critical
Tracking
Combined
Computer Applicant Tracking and
Winocular SQL BOTH Critical
Resources, Electronic Filing
Inc.
Highland
OnBase SQL SEND Electronic Filing Critical
Software
Page 269 of 270 18. Integration Points Last Modified Date: 02/20/2007
The City of Richmond, Virginia
Preliminary Functional and Technical Requirements
Integration Points
The chosen ERP system will need to integrate with the following third party applications in use by the City. The types of integration are:
SEND: The ERP system will only need to SEND data to the third party application.
RECEIVE: The ERP system will only need to RECEIVE data from the third party application.
BOTH: The ERP system will need to both SEND and RECEIVE information to/from the third party application.
Database Type of City
System Vendor Version Platform Integration Reason for Integration Response Criticality Comments
VA State
LiveScan Police IDs Webbase BOTH Hiring Critical
Livescan
Integration for the Proposed Software Package
Requirement # Description of Requirement Solution ERP Offeror Reponse Comments
Supports (Indicate if any manual processes are
Requireme required)
nt
Page 270 of 270 18. Integration Points Last Modified Date: 02/20/2007