IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
Account Payable: General Requirements
System provides the ability to automatically update the general ledger for pre-encumbrance,
FIN 6.1.1
encumbrance, payment voucher, and payment activities.
System provides the ability to record pre-encumbrances and encumbrances against all chart of account
FIN 6.1.2
elements.
System provides the ability to automatically relieve an encumbrance when an expenditure transaction is
FIN 6.1.3
posted.
System provides the ability to automatically update the general ledger on-line and in batch as pre-
FIN 6.1.4
encumbrances and encumbrances are liquidated upon entry of encumbrances/expenditures or payables.
System provides the ability to perform periodic and annual encumbrance reviews and close-outs at year
FIN 6.1.5
end.
System has the ability to encumber funds using a non-procurement transaction. Payment vouchers
FIN 6.1.6
should be able to reference the non-procurement transaction to liquidate the encumbrance.
System provides the ability to assign unique pre-encumbrance and encumbrance document numbers that
FIN 6.1.7
are system-generated or manually entered.
System is able to have a two part number which makes up the whole document number. The first part of
the document number is a user-defined prefix (e.g. fiscal year) of at least 6 characters maintained by
FIN 6.1.8 document type and agency, the second part of the number is an automated sequence number (never
duplicated for each agency/document type/prefix combination). Document number prefixes are defined
by agency and are unique within agency and document type.
FIN 6.1.9 System provides the ability to accommodate the recording of vouchers for:
FIN 6.1.9.01 Pre-encumbered encumbrances
FIN 6.1.9.02 Non pre-encumbered encumbrances
Non-pre-encumbered/non-encumbered Vendor invoices (direct payments), with the
FIN 6.1.9.03
appropriate security control.
System provides the ability to reject transactions for insufficient appropriation budget authority (only
FIN 6.1.10
users with the appropriate level of security having override ability).
System provides the ability to automatically establish recurring payments with an end date and frequency
FIN 6.1.11
(user defined), extension capability, and the ability to modify chart of accounts coding.
FIN 6.1.12 System provides the ability to process prepaid expenses (e.g., advanced payment, travel, etc.).
System provides the ability to generate accrual transactions for goods and services received and not
FIN 6.1.13
invoiced by period end (month end and year-end)
FIN 6.1.14 System provides the ability to associate multiple payment vouchers with a single purchase order.
System provides the ability to automatically generate a unique payment voucher number for each agency
FIN 6.1.15
or to manually assign the document number.
FIN 6.1.16 System prevents duplicate payment voucher numbers.
System provides ability to control payments in excess of encumbered amounts by user-defined tolerance
FIN 6.1.17 limits for each type of encumbrance (e.g., 10% or $50 over encumbrance amount), provided sufficient
spending authority exists.
FIN 6.1.18 System provides the ability to flag invoices for additional workflow approval upon entry.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 1
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to split payments that total over $99 million into multiple warrants of no more
FIN 6.1.19
than $99 million each.
FIN 6.1.20 System provides the ability to associate a Vendor number with an external financial/payment system.
System provides the ability to process invoices and payments from prior periods and properly update the
FIN 6.1.21
general ledger.
FIN 6.1.22 System provides the ability to retain payment information and associated mailing address together.
System provides the ability to maintain an open item file of unpaid Vendor invoices and allows inquiry
FIN 6.1.23
into that file by Vendor or invoice.
System provides the ability to maintain, track, and inquire on (on-line) the following payment voucher
FIN 6.1.24
history information:
FIN 6.1.24.01 Invoice number
FIN 6.1.24.02 Vendor name
FIN 6.1.24.03 Vendor number
FIN 6.1.24.04 Tax ID (SSN, FEIN or TIN)
FIN 6.1.24.05 Requisition number
FIN 6.1.24.06 Purchase order or Encumbering Document number
FIN 6.1.24.07 Contract number
FIN 6.1.24.08 Warrant/EFT amount
FIN 6.1.24.09 Warrant/EFT date
FIN 6.1.24.10 Payment Transaction Date
FIN 6.1.24.11 Warrant/EFT number
FIN 6.1.24.12 Chart of Account Elements
FIN 6.1.24.13 Unpaid invoices
FIN 6.1.24.14 Comments
FIN 6.1.25 System provides the ability for a standard interface for document imaging.
System integrates with other relevant modules, including but not limited to: procurement, asset
FIN 6.1.26 management, cost allocation, project accounting, accounts receivable, grants, and general ledger
modules.
Account Payable: Invoice Processing
If a payment is less than the amount of the outstanding encumbrance, the user may indicate it is a final
FIN 6.1.27 payment. The system provides the ability to automatically liquidate the entire outstanding encumbrance
balance. If the encumbrance is not a final payment, the encumbrance is liquidated by the amount of the
payment.
System provides the ability to prevent duplicate payments by editing Vendor invoice numbers and Vendor
FIN 6.1.28
payment amounts with override ability.
System provides the ability to determine if the duplicate invoice edit produces a fatal (prevents posting)
FIN 6.1.29
error, an error that may be overridden with appropriate security, or a warning message.
System provides the ability to change the invoice due date to expedite invoice payment, with appropriate
FIN 6.1.30
security.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 2
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to allocate an invoice amount to multiple chart of account distributions
FIN 6.1.31
according to a percentage of the invoice amount.
System provides the ability to allocate an invoice amount to multiple chart of account distributions
FIN 6.1.32
according to a user-defined distribution of the invoice amount.
System provides the ability to accept memo information related to an invoice (including the Vendor
FIN 6.1.33 invoice number) and pass that information along to the Vendor in the form of a remittance advice
associated with a warrant or ACH payment.
System provides the ability to change the chart of account information at the line item level on
FIN 6.1.34
requisition, P.O., invoice, and payment documents with appropriate security.
FIN 6.1.35 System provides the ability to charge an invoice payment to multiple funds.
FIN 6.1.36 System provides the ability to allow users to save, retrieve, and update invoice transactions by payee.
System provides the ability to allow users to access all purchase order information on-line during
FIN 6.1.37
payment voucher processing.
FIN 6.1.38 System provides ability to indicate whether payment is final or partial upon entry of the invoice.
FIN 6.1.39 System provides the ability to associate one payment voucher to multiple purchase orders.
System provides the ability to voucher a purchase order and a non-purchase order charge on the same
FIN 6.1.40
payment voucher.
System provides the ability to override chart of account elements from referenced encumbrance
FIN 6.1.41
documents when processing a payment, with the appropriate authority.
System provides the ability to process multiple Vendors on one payment voucher using the same chart of
FIN 6.1.42 account elements and the ability to use the same Vendor more than once, including the use of a
miscellaneous Vendor. The process creates multiple checks.
System provides the ability to capture commodity code information for a direct charge payment (i.e. a
FIN 6.1.43
voucher without a purchase order)
System provides the ability to require the user to enter additional information for assets valued at a
FIN 6.1.44
system configured dollar value and to integrate this information with the fixed asset module.
FIN 6.1.45 System provides the ability to prevent freight charges on invoices that have FOB destination terms.
System provides the ability to automatically default certain line item details for PO-related payments
FIN 6.1.46
during Vendor invoice entry, with override capability.
FIN 6.1.47 System provides the ability to copy vouchers to and from templates.
System provides the ability to indicate a check sorting value in a Check Sort field when entering a
FIN 6.1.48
payment voucher. The check sorting field is to be used when generating and sorting warrants.
Account Payable: Payment Matching
FIN 6.1.49 System provides the ability to match by combination of the items below based on system configuration:
FIN 6.1.49.01 One or more receiver documents
FIN 6.1.49.02 Purchase order (Encumbering Document)
FIN 6.1.49.03 Contract or other encumbering documents
FIN 6.1.49.04 Invoice
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 3
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to automatically generate payments based on three way matching (i.e.,
FIN 6.1.50
invoice, receipt, PO).
System provides the ability to associate a payment with matching purchase documentation and receiving
FIN 6.1.51
information.
System provides the ability to highlight discrepancies between purchase order, invoice and receiving
FIN 6.1.52
document, including:
FIN 6.1.52.01 Unit price variances
FIN 6.1.52.02 Quantity received vs. quantity ordered vs. quantity invoiced
FIN 6.1.52.03 Extended value of the PO vs. extended value of the invoice.
System provides ability to highlight discrepancies between encumbrance, invoice and authorizing
FIN 6.1.53
documents for non-commodity purchases:
FIN 6.1.53.01 Hourly rate for services (i.e., consulting, contracted personnel services, etc.)
FIN 6.1.53.02 Deliverables
FIN 6.1.53.03 Terms of contract
System provides the ability to define tolerances in price and quantity, both on the individual line level and
FIN 6.1.54 a cumulative tolerance on the header level. As long as match is within the tolerance, the payment
voucher transaction will be accepted.
System provides the ability to allow input of freight invoices/payments where there may be no
FIN 6.1.55
corresponding purchase order reference.
Account Payable: Disbursements
System provides the ability to determine how disbursement transactions should be edited (e.g., whether
FIN 6.1.56 the system should reject disbursement if the budget balance is insufficient or allow payment despite lack
of sufficient funds).
FIN 6.1.57 System provides the ability to flag a fund so that no payments can be disbursed.
FIN 6.1.58 System has the ability to have at least a 10-character check, EFT or ACH reference number.
System provides the ability to track and report daily, weekly, or monthly future payment requirement
FIN 6.1.59
schedules (i.e., cash requirements reporting) for disbursements.
System provides the ability to prevent un-authorized users from generating payments to Vendors that are
FIN 6.1.60
not in the Vendor table.
System provides the ability to permit disbursements (warrants) to Vendors that do not have a unique
FIN 6.1.61
number in the Vendor table (i.e., miscellaneous Vendors).
FIN 6.1.62 System provides the ability to accept inbound payment requests through an open interface.
System provides the ability to void or correct payments on-line, with appropriate corrections made to all
FIN 6.1.63
financial balances, sub ledgers and subsystems.
System provides the ability to allow users with appropriate security to override the default accounting
FIN 6.1.64
period presented to the user during payment cancellation.
FIN 6.1.65 System provides the ability to record refund payments to Customers.
System provides the ability to link refund payments to a specific receipt or collection and the associated
FIN 6.1.66
revenue transaction.
FIN 6.1.67 System provides the ability to produce payment registers.
System provides the ability to assign the accounting period automatically based on user-defined criteria
FIN 6.1.68
with the option of a manual override for payments to any open accounting periods.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 4
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability for a user to correct errors on-line prior to processing a payment (e.g.
FIN 6.1.69
voucher balance, account number, data error).
System provides the ability to allow for the release of payment vouchers for payment processing by the
FIN 6.1.70
following:
FIN 6.1.70.01 Batch
FIN 6.1.70.02 Document
FIN 6.1.71 System provides the ability to track the last warrant number.
System provides the ability to calculate late payment charges, which can be calculated based on a state
FIN 6.1.72
defined interest rate applied to the overdue balance as of a user defined date.
System provides the ability to consolidate payments into a single warrant across agencies, where
FIN 6.1.73
vouchers may have different agency numbers.
System does not process payments (warrants or direct deposits) until authorized personnel release
FIN 6.1.74
payment voucher records.
System provides the ability to apply credit and debit memo amounts before producing payment and apply
FIN 6.1.75
credit memos only to the extent that they do not produce a negative payment.
System provides the ability to notify users when a Vendor has a credit memo that exceeds the payment
FIN 6.1.76
voucher amount.
System provides the ability to allow recording of credit or debit memos that are netted against or added
FIN 6.1.77
to other payment vouchers during payment processing. Payment stub provides detail of netting.
System provides the ability to track the balance remaining on a credit memo and displays the invoices to
FIN 6.1.78
which the credit has been applied.
System provides the ability to produce a warning message if the account distribution on credit memo
FIN 6.1.79
transactions is not the same as the original expense account distribution.
System provides the ability to hold all payments to a Vendor (by agency) until the credit balance is
FIN 6.1.80
exceeded by the amount owed the Vendor, with the ability to override.
System provides the ability to automatically update liability account and accounts payable balances in
FIN 6.1.81
the general ledger for payment processes.
System provides the ability to track all cash disbursements by financial reporting categories required by
FIN 6.1.82
GAAP (e.g., other funds, component units, related governments, private customers, federal).
System provides ability to accept electronic billings from Vendors and process appropriate payments to
FIN 6.1.83
Vendors.
System provides the ability to cancel payments made in a previous period and generation of general
FIN 6.1.84
ledger transactions in the current period.
System allows a user with appropriate security, the ability to prevent a payment from being produced on
FIN 6.1.85
a processed payment voucher.
System provides the ability to consolidate (or choose not to consolidate) multiple invoices for the same
FIN 6.1.86 Vendor on one warrant and itemize the invoices (including the Vendor invoice number) on the remittance
advice.
System provides the ability to post accounting entries to record cancellation information accepted by the
FIN 6.1.87
system.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 5
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides ability to cancel a payment or warrant or a portion of or entire warrant run by entering
FIN 6.1.88 certain payment cancellation information, including a cancel reason code (e.g., pending cancel, cancel,
stop, etc.).
System provides the ability to place a “cancellation” on disbursements and generate the appropriate
FIN 6.1.89
General Ledger transaction.
Depending on the cancellation reason code, system may automatically update the financial balances
FIN 6.1.90
including general ledger and available budget in the appropriate budget year.
System provides the ability to track archived payments by Vendor name, warrant number, date and
FIN 6.1.91
amount.
FIN 6.1.92 System provides the ability to track pending payments by scheduled payment date.
System provides the ability to allow the user to retrieve payment information and determine its
FIN 6.1.93
redemption status (e.g., redeemed, stop payment, etc.).
Account Payable: Discounts
System provides the ability to set up standard payment terms at the Vendor level or specify individual
FIN 6.1.94
payment terms at the payment level.
FIN 6.1.95 System provides the ability to store a due date, discount date and discount percentage.
System provides the ability to automatically calculate invoice due date based on invoice date or a user-
FIN 6.1.96 specified date (such as 30 days from the date of receipt) and payment terms and schedule optimum
payment date based on that calculation.
FIN 6.1.97 System provides the ability to allow payment scheduling by discount date.
System provides the ability to automatically distribute discounts taken during payment processing to the
FIN 6.1.98
general ledger.
System provides the ability to automatically calculate discounts when the payment date is the same as,
FIN 6.1.99
or prior to, the discount due date with override capabilities on discount due date.
System provides the ability to generate Vendor payments based on federal rules, due date and discount
FIN 6.1.100
date (whichever is earliest) to maximize interest earned and discounts received by the State.
System provides the ability to accommodate time-based discounts based on quantity (e.g., $0.03/gallon
FIN 6.1.101
discount if a certain quantity of gasoline is purchased and paid for within a certain timeframe).
FIN 6.1.102 System provides the ability to add a discount to the invoice during processing.
Account Payable: Holds
FIN 6.1.103 System provides the ability to put an invoice on hold so that it is not paid.
FIN 6.1.104 System provides the ability to put a payment on hold.
System provides a mechanism for “holding” payment to Vendors (separate from a Purchasing "hold") who
FIN 6.1.105 have outstanding liabilities to the State, due to unresolved contractual problems, court-ordered
garnishments, or for other reasons as dictated by State law (e.g., failure to pay child support), with the
ability to override the hold with the necessary security.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 6
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to interface with the State Department of Revenue (DOR) to allow for the
FIN 6.1.106 interception of payments to Vendors to cover delinquent state tax debt and debts referred to the
Department of Revenue by state agencies, local governments or the IRS. Offset checks should be
created payable to the DOR or IRS.
System provides the ability to not produce a payment for Vendors in "hold" status, with the ability to
FIN 6.1.107
override.
System provides the ability to place a payment "hold" on encumbrances/payment vouchers such that no
FIN 6.1.108
payment can be generated until the "hold" is lifted.
System provides the ability to place a "hold" on payments from one agency to a Vendor, but maintain the
FIN 6.1.109
ability for other agencies to continue to make payments to that Vendor.
System provides ability to place a "hold" on payments related to a specific contract for a Vendor, but
FIN 6.1.110
maintain the ability to make payments associated with other contracts for that Vendor.
Account Payable: Banking
System provides the ability to generate outgoing ACH credit payments in any of the standard formats
FIN 6.1.111
(PPD, CCD+, CTX, etc.) for transmission to the Originating Depository Financial Institution.
FIN 6.1.111.01 System provides for optional prenoting of outgoing ACH credit payments.
FIN 6.1.112 System provides the ability to sort EFT pre-notes by account and bank for transmission to bank.
System provides the ability to accommodate management of bank transmission files (sorts pre-notes and
FIN 6.1.113
EFT payments by ACH clearing account and sends file at appropriate time).
FIN 6.1.114 System provides the ability to retain obsolete EFT Vendor bank information for research purposes.
System provides the ability to allow effective dating (including future dating) of updated EFT bank
FIN 6.1.115
information.
FIN 6.1.116 System provides the ability to issue EBT payments.
System provides the ability to use multiple banks with multiple accounts for warrants, ACH and wire
FIN 6.1.117
transfer payments.
System provides the ability to flag payments going to Local Government Investment Pools for
FIN 6.1.118
municipalities to be credited on the same day.
System provides the ability to make direct payments to a treasury account specifically set up for Local
FIN 6.1.119
Government Investment Pools.
System provides the ability to generate ACH credit payments if designated to do so in the Vendor file (for
FIN 6.1.120
Vendors) or in the employee master file maintained in the Human Resource module.
System provides the ability to update stored Routing Transit numbers through Notification of
FIN 6.1.120.01
Change files received from the Originating Depository Institution.
System has the ability to flag Routing Transit/account numbers for outgoing ACH credit payments
FIN 6.1.120.02
that have been returned.
Account Payable: Payment Authorization
System provides the ability to establish an electronic hierarchical approval path for approvals of payment
FIN 6.1.121
requests.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 7
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to hold processing of payments and wire transfers until funds are available or
FIN 6.1.122
request is deleted.
System provides the ability to manually delete payments and wire transfers based upon a single item or a
FIN 6.1.123
range of items.
System provides the ability for override capabilities to allow a payment or wire transfer when funds are
FIN 6.1.124
not available.
System provides the ability for automatic notification to specified users when a wire transfer payment is
FIN 6.1.125
approved.
Account Payable: Printing and Handling
FIN 6.1.126 System provides the ability for all standard warrant writing functionality including:
FIN 6.1.126.01 Producing a warrant register, in both paper or electronic format
Printing U.S. Post Office approved barcodes on warrants and printing Post Office reports
FIN 6.1.126.02
required to obtain mailing discounts
Printing warrants based on multiple sorts (e.g., bank account first, then Check Sort, then
FIN 6.1.126.03
agency, then Vendor number, etc.) as defined by the State.
FIN 6.1.127 System provides the ability to print warrants through the following means:
FIN 6.1.127.01 On-demand (override batch)
FIN 6.1.127.02 On-schedule/same day
FIN 6.1.127.03 Manual (immediate)
System provides the ability to prevent the printing or producing of warrants with no payee specified or
FIN 6.1.128
incomplete address information based on user defined criteria.
System provides the ability to prevent the printing or producing of blank, negative, or zero amount
FIN 6.1.129
warrants based on user defined criteria.
System provides the ability to suppress printing or producing of warrants under a user-defined dollar
FIN 6.1.130
amount parameter (e.g. $2.00).
System provides the ability for authorized users at multiple levels (i.e., agency, batch, org, etc.) to
FIN 6.1.131
override the user-defined warrant printing threshold.
System provides the ability to print on-demand warrants (exclusive of the normal payment processing
FIN 6.1.132
cycle) and record in a separate warrant register, bank file, and control file, if desired.
FIN 6.1.133 System provides the ability to reprint remittance advices.
System provides the ability to transmit remittance advices electronically (i.e. via e-mail using e-mail
FIN 6.1.134
address stored in Vendor table) for EFT transactions.
FIN 6.1.135 System provides the ability to enter "global" promotional or reminder comments on the remittance
advice.
System provides the ability to enter a user-specified payment message on one particular payment
FIN 6.1.136
voucher and have it print on the remittance advice.
FIN 6.1.137 System provides the ability to produce, through secure printers, warrants with:
FIN 6.1.137.01 MICR encoding
FIN 6.1.137.02 Post Office approved bar codes
FIN 6.1.137.03 Electronic Signatures
FIN 6.1.138 System provides the ability to print warrants at various locations with proper security.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 8
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides ability to generate replacement warrants to replace canceled, stale dated, lost, or voided
FIN 6.1.139
warrants and generate related table updates for the replacement warrants.
System provides the ability to designate warrants for special handling and specify sort in the printing
FIN 6.1.140
cycle.
System provides the ability to designate warrants for special handling when the source is an electronic
FIN 6.1.141
file.
System provides the ability to allow for overflow to a separate remittance advice when the number of
FIN 6.1.142
invoices exceeds available space on initial advice.
System provides the ability to optionally combine payment transactions by Vendor across the chart of
FIN 6.1.143
accounts (e.g., fund, agency, appropriation, and project).
FIN 6.1.144 System provides the ability to print warrants using blank check stock.
FIN 6.1.145 System provides ability to restart warrant and remittance advice printing at a user-specified starting
point.
FIN 6.1.146 System provides the ability to sequentially number and control payments and remittance advices.
FIN 6.1.147 System provides the ability to print multiple payees on one check.
Account Payable: Positive Pay Banking
FIN 6.1.148 System provides the ability to accommodate positive pay banking.
System provides the ability to record non-match paid warrants from the bank's warrant file to the system
FIN 6.1.149
for inquiry on an exception file.
System provides ability to transmit warrant number, dollar amount, payee name, general ledger
FIN 6.1.150
accounting information and issue date of warrants issued.
System provides ability to receive and post paid warrant information, including warrant number, issue
FIN 6.1.151
date, status/paid date, paid amount and status of warrant, based on the bank account number.
System provides ability to receive electronic payment files from bank and record discrepancies (i.e.,
FIN 6.1.152 differences in dollar amount, status, etc.) in a reconciliation database without updating financial balances
(suspense file).
After a mismatch has been identified, system provides the ability to accommodate the subsequent posting
FIN 6.1.153 of a bank reversal in the reconciliation database and reposts the corrected information to clear the
suspense file.
System provides the ability to change the issuance number (i.e., manual warrant number recorded
FIN 6.1.154
incorrectly) with proper security.
FIN 6.1.155 System provides the ability to allow electronic updates when payment cancellations are confirmed.
Account Payable: Stale Dating of Warrants
System provides the ability to generate reports and electronic files of cancelled and stale dated warrants
FIN 6.1.156
and allows for the transmission of electronic information.
System provides the ability to accept and post cancellation status and cancellation date of posted stale
FIN 6.1.157
dated warrants.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 9
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to post accounting entries to record cancellation information accepted by the
FIN 6.1.158
system.
Account Payable: Issuance Reconciliation
FIN 6.1.159 System provides ability to reconcile by issue date, issuance number, and dollar amount.
System provides the ability to retain cleared warrants in a warrant reconciliation database for inquiry
FIN 6.1.160
and/or reporting purposes, including the ability to view the remittance advice.
System provides for an automated reconciliation of all bank activity (including detailed reconciling items)
FIN 6.1.161
per the system to bank transactions received from the State‟s bank accounts through automated means.
FIN 6.1.162 System provides the ability to reconcile treasury cash balances with fund cash balances.
System automated bank reconciliation processes provide the ability to accommodate multiple bank
FIN 6.1.163
accounts with multiple banks.
System provides the ability to have a manual as well as an automated reconciliation process that can be
FIN 6.1.164
used at the user‟s discretion.
System provides the ability to make corrections or changes during the reconciliation process with
FIN 6.1.165
appropriate user authorization.
FIN 6.1.166 System provides the ability to reconcile cash in the bank with fund cash balances.
System provides the ability to have user-defined status codes that can be applied to warrants to track the
FIN 6.1.167 claims for warrant restoration and the stages of the research (i.e., requested, assigned, researched,
restored).
System provides the ability to have reports/inquiries to track history of claims for stale-dated warrants
FIN 6.1.168
through each successive status.
System provides the ability to produce a monthly detailed Stale Dated Warrants Listing by fund and by
FIN 6.1.169
warrant type.
System provides the ability to produce warrant reconciliation reports of manual transactions by fund and
FIN 6.1.170
warrant type on a daily, monthly, or annual basis or by a specified date range.
System provides the ability print a daily, monthly, annual, or specified date range report of all cleared
FIN 6.1.171
warrants by warrant type and by fund.
System provide the ability to print a daily, monthly, annual, or specified date range report of all cleared
FIN 6.1.172
warrants by bank account number and by fund.
System provides the ability to produce a daily general ledger accounting report of the warrant clearing
FIN 6.1.173
transactions.
System provides the ability to produce a daily, monthly, annual or specified date range report that shows
FIN 6.1.174
the total amount and number of outstanding warrants for the fund.
System provides the ability to compute the number and dollar amount of warrants written per warrant
FIN 6.1.175
run by day and per month.
FIN 6.1.176 System provides the ability to store paid check images from CD input or other electronic means.
Account Payable: 1099 Processing
FIN 6.1.177 System provides the ability to create 1099-MISC, 1099-G, and 1099-INT forms at the state agency level.
FIN 6.1.177.01 System provides the ability to create all other 1099 forms at the state agency level.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 10
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.178 System provides the ability to track 1099 and W-9/W-8 forms.
FIN 6.1.179 System provides the ability to report 1099 amounts by Taxpayer Identification Number (i.e. SSN or
FEIN).
FIN 6.1.180 System provides backup withholding functionality.
FIN 6.1.181 System provides for payments to multiple 1099 codes.
System provides the ability to produce electronic 1099 files for transmission to the IRS. The files must be
FIN 6.1.182
in the IRS-specified formats as updated annually.
FIN 6.1.183 System provides the ability to query and print 1099 data.
System provides the ability to batch and individually print all parts of the 1099-MISC, 1099-G, and 1099-
FIN 6.1.184
INT.
System provides the ability to include 1099 information from interfaced disbursement systems for
FIN 6.1.185
consolidated reporting.
System provides the ability to maintain 1099 name and address separately from historical payment
FIN 6.1.186
information and retains it from one year to the next.
FIN 6.1.187 System provides the ability to reprint 1099 forms for an individual Vendor.
System provides the ability to correct 1099 information in the system, reprint the 1099 form, and
FIN 6.1.188
produce a correction file for the IRS and State (i.e., Department of Revenue).
System provides the ability to appropriately adjust 1099 reportable balances for both on-line and
FIN 6.1.189
batch/interface payments and payment cancellations.
System provides the ability to automatically identify transactions as 1099 reportable based upon the
FIN 6.1.190
expenditure object even if the Vendor is not 1099 reportable.
System provides the ability to have a field that indicates if a Vendor is 1099 reportable and at minimum
FIN 6.1.191
the following entity types:
FIN 6.1.191.01 Individual, Sole Proprietor, Limited Liability Company Single Owner
FIN 6.1.191.02 Limited Liability Company - Partnership
FIN 6.1.191.03 Limited Liability Company - Corporation
FIN 6.1.191.04 Government Entity
FIN 6.1.191.05 Hospital exempt from tax or Government owned
FIN 6.1.191.06 Long Term Care Facility exempt from tax or Government owned
FIN 6.1.191.07 All other entities
System provides the ability to independently control 1099 status for each Vendor, if one check is paid to
FIN 6.1.192
multiple payees.
Account Payable: Employee Reimbursement
FIN 6.1.193 System provides the ability to reimburse employees for travel and other expenses.
System provides the ability to generate payments (or invoices) to employees based on reconciliation of
FIN 6.1.194
advances vs. expense reports with the option of issuing payment through the payroll module.
System provides the ability to generate payments of travel reimbursement to employees through the
FIN 6.1.195
payroll module.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 11
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability for State employees to initiate reimbursement for their travel expenses
FIN 6.1.196 through direct entry of travel expenses into the System and to query on the status of their pending travel
reimbursements.
System provides the ability to have an optional travel authorization process that can be initiated by
FIN 6.1.197 individual agencies and must compare approved expenses per travel authorization to actual expenses
claimed for reimbursement.
System provides the ability to differentiate between accountable (detailed reporting and payment for
FIN 6.1.198
actual expenses) and non-accountable (per diem) travel reimbursements.
System provides the ability to report certain travel payments on a 1099 form in compliance with current
FIN 6.1.199
and ongoing IRS rules and regulations.
System provides the ability to report travel payments on a W-2 form in compliance with current and
FIN 6.1.200
ongoing IRS rules and regulations.
System provides the ability to automatically detect and reject any request for duplicate payment based on
FIN 6.1.201
time period, dollar amount, and invoice number with the ability to override with appropriate security.
System provides the ability to query or edit against employee master files in the Human Resources
FIN 6.1.202
module to verify that requestor was in fact an active State employee at the time of the expense.
System provides the ability to record the issuance of an advance as a receivable and reimbursement of
FIN 6.1.203 employee advance as a cash receipt and calculates any remaining amount due or receivable after the
employee has completed travel.
FIN 6.1.204 System provides the ability to differentiate between travel advance types.
System provides the ability for a flexible, hierarchical approval process for approving employee
FIN 6.1.205
reimbursement.
FIN 6.1.206 System provides the ability for the payment of per diem rates for meals.
System provides the ability to edit transactions to ensure that the State maximum meal and lodging rates
FIN 6.1.207
are not exceeded without appropriate approvals.
System provides the ability to permit entry and submission of claims by selected users on behalf of other
FIN 6.1.208
employees (proxy submission) with appropriate security and electronic signatures.
System provides the ability to require basic information included on the State of Wisconsin official travel
FIN 6.1.209
form. The information concerns the nature of the travel and includes but is not limited to:
FIN 6.1.209.01 Department/Division
FIN 6.1.209.02 State Officer or Employee Name
FIN 6.1.209.03 Month/Year
FIN 6.1.209.04 Travel Period From
FIN 6.1.209.05 Travel Period To
FIN 6.1.209.06 Taxpayer ID (SSN, FEIN or TIN)
FIN 6.1.209.07 Residence Street Address
FIN 6.1.209.08 City
FIN 6.1.209.09 State
FIN 6.1.209.10 Zip (plus 4)
FIN 6.1.209.11 Collective Bargaining Unit
FIN 6.1.209.12 Employee Type
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 12
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.209.13 Permanent
FIN 6.1.209.14 Project
FIN 6.1.209.15 LTE
FIN 6.1.209.16 Non State Employee
FIN 6.1.209.17 Fiscal Year
FIN 6.1.209.18 All Chart of Account Elements (e.g. Fund, Agency, Appropriation, etc.)
FIN 6.1.209.19 Amount
FIN 6.1.209.20 Official business date
FIN 6.1.209.21 Official business purpose of trip
FIN 6.1.209.22 Travel points From
FIN 6.1.209.23 Travel points To
FIN 6.1.209.24 Headquarters depart
FIN 6.1.209.25 Headquarters return
FIN 6.1.209.26 Personal vehicle miles
FIN 6.1.209.27 Lodging
FIN 6.1.209.28 Meals: Morning
FIN 6.1.209.29 Meals: Noon
FIN 6.1.209.30 Meals: Evening
FIN 6.1.209.31 Other Allowable expenses
System provides the ability to default the expenditure object based upon the selected travel category,
FIN 6.1.210
with the ability to override.
FIN 6.1.211 System provides the ability to permit authorized users to override/change the default object of
expenditure.
FIN 6.1.212 System provides the ability to default the chart of account elements based upon the traveler ID.
System provides the ability to permit authorized users to override/change the default chart of account
FIN 6.1.213
elements.
FIN 6.1.214 System provides the ability for an explanation field for each line item.
System provides the ability to generate a warning message when travel claims are entered for the same
FIN 6.1.215
traveler with overlapping travel periods.
FIN 6.1.216 System provides the ability to notify approvers that travel claims have overlapping travel periods.
System provides the ability to calculate mileage based upon user specified origination and destination,
FIN 6.1.217
with ability to override.
FIN 6.1.218 System provides the ability to record vicinity mileage.
System provides the ability to store an employees official station (city and state) to use in calculating
FIN 6.1.219
mileage, with ability to override.
FIN 6.1.220 System provides the ability to define multiple official stations by employee.
FIN 6.1.221 System provides the ability to apply user-defined rules for an employee's official station.
System provides the ability to generate a message and require an explanation if the amount of mileage
FIN 6.1.222
claimed by the user exceeds the amount of mileage calculated by the system (e.g. Vicinity Mileage).
FIN 6.1.223 System provides the ability to identify travel line items that require receipts.
System provides the ability to prevent an employee from altering the travel claim while it is being
FIN 6.1.224
reviewed by the approver.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 13
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.225 System provides the ability to automatically notify approvers that a travel claim has been submitted.
FIN 6.1.226 System provides the ability to allow employees to modify rejected travel claims.
FIN 6.1.227 System provides the ability to track submitted amounts and adjusted amounts separately.
FIN 6.1.228 System provides the ability to automatically notify the employee if the travel claim is adjusted.
FIN 6.1.229 System provides the ability to store default maximum rates by location for user-defined items.
System provides the ability to allow employees to override defaulted per diem rates with explanation
FIN 6.1.230
required.
FIN 6.1.231 System provides the ability to inquire and report with proper security:
FIN 6.1.231.01 Status of all travel claims by employee
FIN 6.1.231.02 Paid travel claims by employee
FIN 6.1.231.03 Unpaid travel claims by employee
FIN 6.1.231.04 Travel claims awaiting action by approver
FIN 6.1.231.05 Travel claims approved by approver
FIN 6.1.231.06 Travel claims rejected by approver
FIN 6.1.231.07 Travel claims awaiting payment by department
FIN 6.1.231.08 Travel Advance report (with ability to drilldown)
FIN 6.1.232 System provides the ability to store travel information for a minimum of two years.
System provides the ability for stored travel information to include all required fields on the State of
FIN 6.1.233
Wisconsin' basic travel form identified above.
System provides the ability to retrieve and maintain the Government Service Agency (GSA), Continental
FIN 6.1.234
United States (CONUS) travel rates for meals, lodging, and incidental per diem rates.
System provides the ability to retrieve and maintain the State of Wisconsin rates established by the UTSA
FIN 6.1.235
and rates for international travel established by the U.S. State Department.
Account Payable: Purchasing Card Requirements
FIN 6.1.236 System provides the ability to support the use of purchasing cards as a form of payment.
System provides the ability to import a single statement billing file from the bank which includes data for
FIN 6.1.237
all State agencies, campuses and institutions.
System provides the ability to capture chart of account elements that have been entered into the bank
FIN 6.1.238
system.
System provides the ability to create payment documents based on the chart of account elements in the
FIN 6.1.239
purchasing card statement billing file.
System provides the ability to capture vendor (merchant) ID to identify small business/minority-
FIN 6.1.240
owned/other targeted business status.
System provides the ability to reconcile the purchasing card statement billing file to individual cardholder
FIN 6.1.241
accounts and payment documents.
System allows coordination between the accounting system and the bank system for purchasing card
FIN 6.1.242 master data including, but not limited to: validity data, cardholder identification, dollar limits and
approvers.
FIN 6.1.243 System provides the ability to utilize workflow for card approvals.
FIN 6.1.244 System provides the ability to import cardholder and agency statements including transaction detail.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 14
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.245 System allows processing for transactions on ghost and cardless accounts.
FIN 6.1.246 System provides the ability to establish processing hierarchies.
System provides for the ability to utilize workflow for reviewing and making changes to the default chart
FIN 6.1.247
of account elements from statement billing file.
System generates the Electronic Funds Transfer (EFT) document to clear the vouchers payable entry
FIN 6.1.248
created from the purchasing card statement billing file.
FIN 6.1.249 System archives purchasing card statement billing files.
Account Payable: On-line Inquiry
System provides the ability to accumulate and display monthly, year-to-date (calendar or multiple fiscal
FIN 6.1.250
years), prior year-to-date and inception-to-date (for lifetime of Vendor) figures for:
Purchases by Vendor (i.e., by invoice, purchase order / contract number, purchase item,
FIN 6.1.250.01
agency, and budget unit).
FIN 6.1.250.02 Payments to Vendor, by Contract, Contract Type, Invoice
FIN 6.1.251 System provides the ability to allow on-screen review of unpaid invoices by Vendor and/or date.
System provides the ability to enter partial strings of data and to apply wildcards at various positions in a
FIN 6.1.252 partial data string (i.e., To find "Smith" possible use of wildcards would be *mith, or Smi* or Sm*t*) to
search for desired information.
System provides the ability to drill down from an inquiry screen to multiple levels and dimensions of
FIN 6.1.253
detail.
FIN 6.1.254 System provides the ability to allow the users to search and inquire by the following elements:
FIN 6.1.254.01 Invoice Number
FIN 6.1.254.02 Purchase Order (Encumbering Document)
FIN 6.1.254.03 Warrant Number
FIN 6.1.254.04 Payee
FIN 6.1.254.05 Contract Number
FIN 6.1.254.06 Commodity Code
FIN 6.1.254.07 Object
FIN 6.1.254.08 Voucher id
FIN 6.1.254.09 Vendor id
FIN 6.1.254.10 Invoice id
FIN 6.1.254.11 Chart of Account Elements
FIN 6.1.255 System provides the ability to track invoices that are pending department/agency approvals.
FIN 6.1.256 System provides the ability to track performance measures by user ID.
Account Payable: Reporting
System provides the ability to produce an accounts payable aging report according to user-defined aging
FIN 6.1.257
buckets.
FIN 6.1.258 System provides the ability to have user-defined sorting parameters (i.e., date ranges, funds, etc.).
FIN 6.1.259 System provides the ability for the following reports, including but not limited to:
FIN 6.1.259.01 Invoice Aging Report
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 15
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
Match Discrepancy Report (discrepancies between matched items by quantity and price) by
FIN 6.1.259.02
Vendor
FIN 6.1.259.03 Missing Match Report (2 out of 3 items in the 3 way match in the system)
FIN 6.1.259.04 Report of payments made within or on 30 days from receipt of the invoice
FIN 6.1.259.05 Report of payments not made within 30 days from the receipt of the invoice
FIN 6.1.259.06 Report of all outstanding encumbrances as of a user-specified date
FIN 6.1.260 System provides the ability to filter or sort the above reports by Vendor.
System provides the ability to produce a report that identifies the average number of days for
FIN 6.1.261
disbursements to be paid by bank account or in aggregate.
FIN 6.1.262 System provides the ability to produce a listing of invoices that have triggered the duplicate invoice edit.
System provides the ability to produce a listing of payment vouchers that have not been approved for
FIN 6.1.263
payment.
System provides the ability to allow on-line viewing or printing of a summary Outstanding Warrant Report
FIN 6.1.264 (including the actual date cleared) by fund and warrant type on a daily, monthly, or annual basis or by a
specified date range.
FIN 6.1.265 System provides a report of discounts taken.
System provides the ability to list all discounts lost by any or all of the following items: Vendor, time
FIN 6.1.266
period, agency, or organizations within the agency.
System provides the ability to have a report of all issuances in a "cancel pending" status for more than a
FIN 6.1.267
user-defined number of days (e.g., ten days).
System provides the ability to produce an activity report showing all the daily on-line update activity in
FIN 6.1.268
the system.
FIN 6.1.269 System provides the ability to produce an error report/listing that includes the error code and description.
System provides the ability to generate performance reports on operations, including but not limited to
FIN 6.1.270
the following:
FIN 6.1.270.01 Number of transactions corrected
FIN 6.1.270.02 Number of garnishments and liens processed
FIN 6.1.270.03 Number of warrants produced
FIN 6.1.270.04 Number of credit ACH payments
Accounts Receivable: Accts Rec/Billing/Cash Mgmt General Requirements
System provides the ability to integrate billing, accounts receivable, and cash receipts functions with
FIN 6.1.271 other relevant modules, including but not limited to: asset management, cost accounting, cost allocation,
human resources/payroll, accounts payable, general ledger, project accounting, and grant modules.
System provides the ability for the following open interfaces to facilitate the integration of specialized
FIN 6.1.272
billing systems:
FIN 6.1.272.01 Customer Invoices
FIN 6.1.272.02 Receipts
FIN 6.1.272.03 Customer Maintenance
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 16
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.272.04 Job or Time Data for Billing Purposes
System provides the ability to enter all Chart of Account elements on any type of transaction within the
FIN 6.1.273 revenue/receivables module and apply all edits and validations against those elements or combinations
thereof.
System provides the ability to calculate and include sales tax on all relevant revenue transactions based
FIN 6.1.274 on an external file of applicable regional (state, city, or county) taxes provided by the Department of
Revenue, as well as accommodating additional tax types (e.g., stadium, tourist, premium resort,
exposition).
System provides the ability to import credit/debit card, lockbox or eCheck payment files from a bank or
FIN 6.1.275
third party, and create cash receipt transactions based on an inference table.
System provides the ability to set up distribution sets that allow users to include as many Chart of
FIN 6.1.276 Account codes and a related allocation percentage as needed. Distribution sets are available for use for
any transaction.
System provides the ability to archive historical transactions for each agency by user-defined criteria into
FIN 6.1.277
a format that can be later accessed for reporting purposes.
System provides the ability to monitor collection dates and generate workflow transactions or notifications
FIN 6.1.278
based on user-defined date thresholds.
System provides the ability to maintain an audit trail of all billing, accounts receivable, and cash receipts
FIN 6.1.279
activity.
System provides the ability to associate attachments (e.g., Word, Excel, or scanned documents) with
FIN 6.1.280
accounts receivable, billing and cash management transactions.
System provides the ability to optionally print, email, fax or transmit via XML or EDI by customer, invoice,
FIN 6.1.281
invoice type, etc.
FIN 6.1.282 System provides the ability for upload and download capabilities for documents and interfaces.
System provides the ability for customer invoices, statements, and other customer communications to be
FIN 6.1.283
ADA compliant, allowing for changes to font, layout, etc.
FIN 6.1.284 System provides the ability to record billings, accounts receivables, and cash receipts.
System provides the ability to simultaneously work in multiple fiscal years (i.e., have periods open in two
FIN 6.1.285
or more fiscal years at one time).
FIN 6.1.286 System provides the ability for an audit trail on all major transactions including user ID, date, and time.
Accounts Receivable: Customer Maintenance
System provides the ability for a central file for storing all customer-related information (e.g., name,
FIN 6.1.287
address, contact, etc.).
FIN 6.1.288 System provides the ability to create user-defined customer types.
FIN 6.1.289 System provides the ability to bill, track and collect for 'one-time' customers.
System provides the ability to purge inactive customers based upon parameters defined at the agency or
FIN 6.1.290
at state-wide levels.
FIN 6.1.291 System provides the ability to deactivate and reactivate customers with appropriate security and control.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 17
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to record customer information by agency in which users can track
FIN 6.1.292 organization specific information regarding customer based upon agency-defined security rules, including
but not limited to the following:
FIN 6.1.292.01 Multiple addresses per customer.
FIN 6.1.292.02 Multiple contact names and numbers per customer.
FIN 6.1.292.03 At least 20 user-definable fields per customer.
FIN 6.1.293 System provides the ability to capture and retain a tax ID number associated with receivable customers.
FIN 6.1.294 System provides the ability to prevent duplicate customer numbers.
FIN 6.1.295 System provides the ability to record a customer as blocked from future services.
FIN 6.1.295.01 System provides the ability to block customers at the agency and at statewide levels.
System provides the ability to record customers as in dispute with a description field dedicated to the
FIN 6.1.296
reason and details of the dispute.
FIN 6.1.297 System provides the ability to maintain an on-line audit trail of changes made to the customer master.
FIN 6.1.298 System provides the ability for customer history to be retained when a customer name changes.
FIN 6.1.299 System provides the ability to copy a similar customer record when creating a new record.
FIN 6.1.300 System provides the ability to merge two different customer records and their associated history.
FIN 6.1.301 System provides the ability for a unique customer ID that is, at a minimum, 10 characters in length.
Accounts Receivable: Billing/Invoicing
System provides the ability to generate customer invoices and provides defaults by agency and/or
FIN 6.1.302
organizational sub-level, including but not limited to the following:
FIN 6.1.302.01 Enter multiple invoice lines per invoice.
Track, at minimum: item, description (up to 256 characters), quantity, unit cost, unit of
FIN 6.1.302.02
measure, and extended amount.
FIN 6.1.302.03 Default item unit cost and any applicable tax associated with the service code.
FIN 6.1.302.04 Automatically extend invoice lines, apply any taxes, and sum into the invoice total.
FIN 6.1.302.05 Invoice Number
FIN 6.1.302.06 Sales Order Number
FIN 6.1.302.07 PO Number
FIN 6.1.302.08 Customer Information, including name, address and number
System provides the ability for multiple user-defined tax percentages to be defined by item to be used in
FIN 6.1.303 calculating the customer invoice total. For example, a service is provided that has a liability insurance tax
rate of 6% and the cost of the service is $100. Line items for the service and the tax are itemized for
$100, and $6 respectively and the invoice total is $106.
System provides the ability to override sales tax on invoices for tax exempt customers for the total
FIN 6.1.304
invoice or individual line items on the revenue transaction.
System provides the ability to support automatic periodic billings to selected customers (e.g., rental of
FIN 6.1.305 state housing). These recurring invoices can be set up for user selected time periods and starting and
ending dates.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 18
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides ability for a single invoice item to be distributed across multiple Chart of Account
FIN 6.1.306
elements based on a user-defined (e.g., percentage) allocation.
System provides the ability to bill by agency on behalf of other state agencies or external agencies, which
FIN 6.1.307
consolidate and reconcile billing information from several sources and provides one consolidated bill.
FIN 6.1.308 System provides the ability to bill by type of customer.
FIN 6.1.309 System provides the ability to process uncollectible accounts as follows:
Generate dunning letter to customer, which is customizable by the agency and/or
FIN 6.1.309.01
organizational sub-level.
Export data to legal representatives or third-party collection agencies and record as bad debt,
FIN 6.1.309.02 with option to retain memo entries of the receivable balance in the accounts receivable
system.
Record receipt of cash and any collection fees associated with the collection, at any time
FIN 6.1.309.03 against the original receivable and maintain proper accounting entries to reverse the bad debt
and to record the collection fee.
Obtain proper approvals on a transaction to write-off account balance if not collected, based
FIN 6.1.309.04
on user-defined criteria such as receivable type and dollar amount.
System provides the ability to print comments on both an individual and group basis on the billing
FIN 6.1.310
documents.
System provides the ability to automatically calculate interest on an individual account and bill the
FIN 6.1.311
customer for the interest and principal. A single customer may have multiple receivable accounts.
FIN 6.1.312 System provides the ability for users to define billing cycles and frequencies.
System provides the ability for the user to document customer communication regarding an invoice and
FIN 6.1.313
associate it with the specific invoice, including the ability to attach documents or end-user comments.
System provides the ability to customize the printed invoice/adjustments form to include any field
FIN 6.1.314 entered in the invoice or adjustments transaction entry screen. This customization should be
accomplished using tools included in system.
System provides the ability for users to preview, print and re-print customized invoices/adjustments
FIN 6.1.315 (including color, font, type, size variations), including but not limited to: individually, by customer, range
of invoice/adjustment numbers, chart of account elements, time period ranges, and range of customer
numbers, etc.
FIN 6.1.316 System provides the ability to copy and modify existing invoices.
FIN 6.1.317 System provides the ability to create invoice templates.
System provides the ability to change account coding on invoices through a mass change functionality,
FIN 6.1.318
with audit trail and proper security.
System provides the ability to generate an invoice document number based upon a user-defined prefix
FIN 6.1.319
and a unique system-generated sequential number.
FIN 6.1.320 System provides the ability to generate customer statements by agency or organizational sub-level.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 19
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to note individual invoices as "In Dispute", with ability to record user
FIN 6.1.321
comments and associate file attachments with the comments (e.g., correspondence with the customer).
System provides the ability to flag invoices for "special handling" (e.g., confidentiality issues) with the
FIN 6.1.322
ability to enter comments.
Accounts Receivable: Accounts Receivable
System provides the ability for full integration of Accounts Receivable and Receipts subsystem with the
FIN 6.1.323 General Ledger. Also, the system generates receivable transactions in the General Ledger for all original
entries, adjustments, penalty and interest assessments, and write-offs.
System provides the ability to access up to 3 years of complete receivables information in detail format
FIN 6.1.324
online. For open balance transactions, history will be maintained regardless of any timeframe.
System provides the ability to generate either a positive or negative adjustment which can either be
FIN 6.1.325
applied or not applied to a specific customer invoice, with proper controls and audit trail.
System provides the ability for accounts/invoices to be maintained either on an “open item” or “balance
FIN 6.1.326
forward” basis as determined by an agency and/or organizational sub-level.
System provides the ability to apply a negative (overpayment) balance total existing in an account
FIN 6.1.327
against a new invoice, or create a refund transaction.
FIN 6.1.328 System provides the ability to convert negative A/R balances to deferred revenue at user-defined periods.
System provides ability to record a protested or unidentified payment as an unapplied receivable item
FIN 6.1.329
(e.g., maintains clearing accounts) that can later be applied to receivable balances.
System provides the ability to establish and maintain loan information including principal, interest, and
FIN 6.1.330
fluctuating interest rates and provide an audit trail.
System provides the ability to generate user-defined delinquency notices based upon user-defined aging
FIN 6.1.331 buckets (for example 30, 60, 90, 120, and greater than 120 days) using the original invoice or
transaction date and current system date based on receivable type.
System provides the ability for automatically or manually applying late charges (e.g. penalties, interest,
FIN 6.1.332 etc.) based upon user-defined criteria to the unpaid balance on selected accounts receivable. System
supports varying penalty amounts and interest by agency or organizational sub-level.
System provides the ability to flag accounts with a user-defined follow-up date for collection related
FIN 6.1.333
activity.
System provides the ability to include or exclude disputed billings/customers from aging, finance charges,
FIN 6.1.334
invoice generation/printing, statistics, and dunning based upon user-defined parameters.
System provides the ability to calculate various types of interest/payment schedules, including but not
FIN 6.1.335
limited to:
FIN 6.1.335.01 Interest-free periods
FIN 6.1.335.02 Installment payments
FIN 6.1.335.03 Interest deferrals or suspensions of interest payments
System provides the ability to optionally generate an automatic refund transaction on a specified refund
FIN 6.1.336
date to issue a payment to the customer.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 20
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to optionally generate a refund to a non-invoiced customer (e.g., grant
FIN 6.1.337
overpayments), with proper approvals.
System provides the ability to issue refund payments to invoiced or non-invoiced customers without
FIN 6.1.338
establishing a Vendor ID in the payables system.
Accounts Receivable: Interagency Billing/General Services Billing (GSB)
System provides the ability to simultaneously create an interagency accounts receivable and payment
FIN 6.1.339
voucher that reference each other through unique identifiers in the system.
System provides the ability to use invoice number to link interagency receivables/payables for purposes
FIN 6.1.340
of clearing Central accounts receivable when a payment is approved by an agency.
System provides the ability to maintain offsetting account code distributions for expenditure items, by
FIN 6.1.341
agency, for each billable item on the general services invoice.
System provides the ability to generate differing accounts receivable balance sheet entries by the type of
FIN 6.1.342
accounts receivable transaction (e.g., by the type of invoice).
System provides the ability to notify other agencies of a newly created interagency Accounts Receivable
FIN 6.1.343
or payment voucher though workflow notification.
FIN 6.1.344 System provides the ability to pay interagency invoices without generating an actual payment.
FIN 6.1.345 System provides the ability to record partial payment of interagency receivable invoices.
FIN 6.1.346 System provides the ability to flag an interagency receivable or payable as "In Dispute".
System provides the ability to reference an encumbrance document and liquidate that encumbrance upon
FIN 6.1.347
payment.
Accounts Receivable: Receipts
System provides the ability to process receipts, including identifying the payment source, payment source
FIN 6.1.348 phone number, payee, and any element in the Chart of Accounts such as fund, agency, appropriation,
etc.
FIN 6.1.349 System provides the ability to process multiple and/or partial invoice payments on the same receipt.
System provides the ability to process receipts by customer number where receipt is applied to
FIN 6.1.350
outstanding balances on a First-In-First-Out (FIFO) basis against oldest invoices first.
System provides the ability to record the receipt amount to the correct account upon entry of the receipt
FIN 6.1.351
transaction. The data elements include, but are not limited to, the following:
FIN 6.1.351.01 Chart of Account code distributions to which each receipts was deposited
FIN 6.1.351.02 Date received
FIN 6.1.351.03 Name/ID of person collecting monies
FIN 6.1.351.04 Date deposited to bank
FIN 6.1.351.05 Name/ID of person depositing to bank
FIN 6.1.351.06 Unique, sequential receipt document number
FIN 6.1.351.07 Contact information for originating unit (e.g., name, phone number, fax, etc.)
FIN 6.1.351.08 Reference fields
At least 20 user-defined text fields that are minimally 60 characters (e.g., case ID, case
FIN 6.1.351.09
name, purpose)
FIN 6.1.351.10 Payment Identification Number (e.g., check number)
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 21
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.351.11 Payment Amount
FIN 6.1.351.12 Place of deposit (i.e., Bank Number)
FIN 6.1.351.13 Location of collection
FIN 6.1.351.14 Payment Type/Method
FIN 6.1.351.15 Who Paid
FIN 6.1.351.16 Item Count (number of individual payments included in cash receipt)
System provides the ability to supply an outbound interface for receipts in order to update multiple
FIN 6.1.352 specialized third-party billing systems whose functionality cannot be implemented in an ERP billing
system.
System provides the ability to support bar code or scan line printing on envelopes and remittance advice
FIN 6.1.353
to aid in remittance processing.
System provides the ability to utilize a predefined interface for bar code or scan line information which
FIN 6.1.354
can capture any and all fields of the coding block applied to financial transactions.
FIN 6.1.355 System provides the ability for remote users to collect funds, enter, and account for receipts.
System provides the ability to record pre-payments for service and generate balancing amounts (due
FIN 6.1.356 to/from) when reconciling revenue collected with specific services provided. For example, the system is
able to properly record deposits for reservation of conference rooms for events.
FIN 6.1.357 System provides the ability for on-line review of all items in a receipt batch before the batch is posted.
FIN 6.1.358 System provides the ability to correct a receipt batch at any time before the batch is posted.
FIN 6.1.359 System provides the ability for user-defined payment methods.
FIN 6.1.360 System provides the ability to create hard-copy receipts:
FIN 6.1.360.01 System provides the ability for users to specify how many receipt copies to print.
System provides the ability to customize hard copy receipts into as many formats with
FIN 6.1.360.02 specified data fields as needed (including any of the 20 custom fields from the receipt
transaction).
FIN 6.1.361 System provides the ability to minimally capture the following on each hard copy customer receipt:
FIN 6.1.361.01 Transaction Date
FIN 6.1.361.02 Cashier
FIN 6.1.361.03 Location
FIN 6.1.361.04 Payment Type/Method
FIN 6.1.361.05 Purpose/Description
FIN 6.1.361.06 Payment Amount
FIN 6.1.362 System provides the ability to process split or mixed tendering situations.
System provides the ability to enter, track separately, and process simultaneously the following tendering
FIN 6.1.363
situations (but not limited to):
FIN 6.1.363.01 Cash, including capture of Bank Code
FIN 6.1.363.02 Check, including capture of ABA number, Account number, and Check number
FIN 6.1.363.03 Credit Card
FIN 6.1.363.04 Money Orders, including capture of Bank Code
FIN 6.1.363.05 ACH
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 22
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.363.06 Debit Cards
FIN 6.1.363.07 Wire Transfers
FIN 6.1.364 System provides the ability to record and adjust receipts against the Chart of Accounts.
System provides the ability to enter detailed receipt transactions for cash collected (against all chart of
FIN 6.1.365
account elements) and apply receipts against appropriate accounts receivable balances or invoices.
System provides the ability for online entry of receipt information into daily cash deposits (corresponding
FIN 6.1.366
to actual bank deposits).
System provides the ability to compile receipts into deposits more or less frequently than daily and
FIN 6.1.367
provide the ability to drill back and forth between deposit and receipt.
System provides the ability for daily approval and clearance processes for previously unidentified receipts
FIN 6.1.368
held in clearing accounts.
System provides the ability to apply payments on receivables by referencing the invoice number, which
FIN 6.1.369
infers all invoice information to the receipt.
System provides the ability to optionally post partial payments by invoice line item. The system also has
FIN 6.1.370 a methodology for automatically applying partial payments (for example, applying the payments in line
order).
FIN 6.1.371 System provides the ability for processing receipts not associated with a specific receivable.
System provides the ability to code a receipt as a refund of expenditure, trust account deposit, revenue
FIN 6.1.372
transaction, etc.
System provides the ability to capture receipts via electronic funds transfers (EFT), ACH, “lock box”,
FIN 6.1.373
credit card, and/or other electronic receipts for payment.
FIN 6.1.374 System provides the ability to void receipts with proper controls and an audit trail.
System provides the ability to code, batch, collect and deposit funds on the behalf of other
FIN 6.1.375
agencies/external agencies within user-defined security rules.
FIN 6.1.376 System provides the ability to perform the following functions for receipts:
Record dishonored revenue payments (i.e., NSF) by name, account #, deposit #, date and
FIN 6.1.376.01 amount and reverse original receipt's accounting events, including proper accounting for NSF
fees.
FIN 6.1.376.02 Match a pending file of receipts to future payments (e.g., child support), for future coding.
System provides the ability for deposits not coded to a specific accounting entry to be posted to a clearing
FIN 6.1.377
account by bank code.
FIN 6.1.378 System provides the ability to correct misapplied payments.
Accounts Receivable: Point of Sale
FIN 6.1.379 System provides the ability to create user-defined screens for cashiers.
FIN 6.1.380 System provides the ability to require a valid operator code in order to process a receipt.
System provides the ability to define system security by register at various levels (e.g., clerk, manager,
FIN 6.1.381
etc.) depending on the function being performed.
System provides the ability to generate a customer receipt as well as an internal transaction tape for each
FIN 6.1.382 transaction processed. The internal transaction tape will be used to balance the drawer at the end of the
day.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 23
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.383 System provides the ability to capture the following on each customer receipt.
FIN 6.1.383.01 Transaction Time
FIN 6.1.383.02 Transaction Date
FIN 6.1.383.03 Cashier
FIN 6.1.383.04 Location
FIN 6.1.383.05 Register Number
FIN 6.1.383.06 Payment Type/Method
FIN 6.1.383.07 Payment Amount
FIN 6.1.383.08 Purpose/Description
System provides the ability to enter, track separately, and process simultaneously the following tendering
FIN 6.1.384
situations (but not limited to):
FIN 6.1.384.01 Cash
FIN 6.1.384.02 Check
FIN 6.1.384.03 Credit Card
FIN 6.1.384.04 Money Orders
FIN 6.1.384.05 EFT/ACH
FIN 6.1.384.06 Debit Cards
FIN 6.1.385 System provides the ability to process split or mixed tendering situations for point of sale transactions.
System provides the ability to inquire into all of a customer's outstanding invoices/fees when receiving
FIN 6.1.386
payments for any type of invoice/fee.
FIN 6.1.387 System provides the ability to supports multiple cash drawers.
System provides the ability to maintain default Chart of Account distributions for specific types of
FIN 6.1.388
payments or receipts.
System provides the ability to maintain default service codes (i.e., items) for specific types of payments
FIN 6.1.389
or receipts.
FIN 6.1.390 System provides the ability for a user override of the default Chart of Accounts, with appropriate security.
System provides the ability to accept any type of receipt, including accounts receivable, miscellaneous
FIN 6.1.391
permits, licenses, fees, taxes, etc.
System provides the ability to have more than one operator working at a cash register, with appropriate
FIN 6.1.392
security.
System provides the ability for on-line validation of accounts receivable payments, based upon the
FIN 6.1.393
following (but not limited to):
FIN 6.1.393.01 Invoice Number
FIN 6.1.393.02 Chart of Account Code
FIN 6.1.393.03 Customer
System provides the ability for cashier to collect payments for items that are not pre-billed in any system
FIN 6.1.394
(e.g., licenses, permits, etc.).
System provides the ability for daily cash drawer close out, including (but not limited to) the following
FIN 6.1.395
functionality:
Produce a close-out report to be balanced with the cash, checks, money orders, etc. in the
FIN 6.1.395.01
operator‟s drawer at the end of a cashier‟s scheduled work day.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 24
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
Allow users to enter counted monies by tender and the system automatically calculates any
FIN 6.1.395.02 overage or shortage amount by tender. The calculation includes any cash drawer bank
amount.
Create a receipt within the statewide system, crediting the appropriate accounting codes for
FIN 6.1.395.03
the revenue or expense abatement. The receipt reflects any overage or shortage calculated.
Print a deposit ticket for each day‟s sales, which include total receipts for all cash drawers
FIN 6.1.395.04
grouped by location.
FIN 6.1.395.05 Generate reports by service code (i.e., item) or revenue code.
FIN 6.1.396 System provides the ability to void a receipt, with proper security.
FIN 6.1.397 System provides the ability for multi-line descriptions to be entered on each receipt.
System provides the ability for scanned barcode sales at the cash register and have the sales price of the
FIN 6.1.398
good added to the sales total.
System provides the ability for the sales person to optionally enter the barcode number and have the
FIN 6.1.399
sales price of the good added to the sales total.
System provides the ability to automatically adjust inventory based upon completion of the sales or
FIN 6.1.400
return event.
FIN 6.1.401 System provides the ability to process return of goods transactions, with proper security.
System provides the ability to increase or decrease the sales price across all items or within a category of
FIN 6.1.402
items.
FIN 6.1.403 System provides the ability to calculate the markup amount per item.
FIN 6.1.404 System provides the ability for users to build multiple composite sales tax rates.
System provides the ability to maintain a customer check clearing history for the most recent 15 checks
FIN 6.1.405
received from each customer or provide the ability to link to a check verification system.
System provides the ability to reject (with approved manual overrides) a customer check for payment, if
FIN 6.1.406
that customer history has a user-defined number of checks that did not clear when deposited.
System provides the ability to store information for each item, including (but not limited to) item number,
FIN 6.1.407
description, cost, and sales price.
System provides the ability for an automated interface to the general ledger to record the sales and cost
FIN 6.1.408
of goods sold.
System provides the ability to track the cost of goods sold for each item, class of goods, location, and
FIN 6.1.409
region.
System provides the ability to automatically initiate requisitions for items designated for retail sale for the
FIN 6.1.410
location whose inventory has hit the reorder point with proper review and approval.
System provides the ability for users to record customer information at the time of the sale within proper
FIN 6.1.411
security rules.
System provides the ability to automatically print a receipt and allow for cashier to reprint the receipt
FIN 6.1.412
manually, if necessary. Note, this receipt must be in a form that is not easily duplicated.
System provides the ability to read credit card magnetic strips and if the transaction exceeds a user-
FIN 6.1.413 defined minimum, secure and retain the electronic approval for the charge transaction from the credit
card holding company.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 25
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to print the appropriate credit card receipt to secure the cardholder's
FIN 6.1.414
signature.
System provides the ability for a standard interface for processing transactions from POS and other cash
FIN 6.1.415
receipting systems.
Accounts Receivable: Reports and Inquiry
FIN 6.1.416 System provides the ability to run standard reports using user-defined sorts and filters.
System provides the ability for query of customer, billing, and cash receipts information based on various
FIN 6.1.417
user-defined criteria.
System provides the ability to generate various user-defined reports, based on any data field within the
FIN 6.1.418
invoice and all chart of account elements, including but not limited to the following:
FIN 6.1.418.01 Billing status
FIN 6.1.418.02 Billed and unbilled charges
FIN 6.1.418.03 Delinquent accounts and referrals of delinquent accounts and bankrupt customers
FIN 6.1.418.04 Receivables tracking
FIN 6.1.418.05 Long-term receivables
FIN 6.1.418.06 Memo billing status
System provides the ability to query all invoice/adjustments for a single customer online and print the
FIN 6.1.419
information queried.
FIN 6.1.420 System provides the ability to report and print customer activity by customer type.
System provides the ability to report revenue on any Chart of Account element with a user-specified date
FIN 6.1.421
range.
System provides the ability to generate reports of invoices billed, paid, or voided with a user-defined
FIN 6.1.422 timeframe. Also, the system provides the ability to generate a report of all outstanding invoices on a
given date by chart of account elements.
System provides the ability for aging analysis of outstanding accounts receivable based upon user-defined
FIN 6.1.423 aging buckets (e.g., 30, 60, 90, 120, and greater than 120 days) using the original invoice date and
current system date or a user-specified date.
System provides the ability to report dollars of delinquent accounts collected, collection cases, and results
FIN 6.1.424
of collection efforts.
System provides the ability to generate reports that separately identify collected revenues and accrued
FIN 6.1.425
revenues by chart of accounts elements.
System provides the ability to report on all overpayments, including the ability to report on the age of
FIN 6.1.426
customer credit balances.
System provides the ability to report and inquire on customer performance, including disputes, blocking,
FIN 6.1.427
payment history, etc.
Asset Management: General Requirements
System provides the ability to enter and maintain fixed asset records online and properly accounts for
FIN 6.1.428
assets in accordance with the State's chart of accounts.
System provides the ability to maintain pertinent data on both capitalized and non-capitalized assets,
FIN 6.1.429
which can be either portable or non-portable as follows:
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 26
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
Capitalize assets based upon a user-specified criteria, including amount threshold by asset
FIN 6.1.429.01
type.
Track assets (non-capitalized equipment) that are not to be capitalized per State policy but
FIN 6.1.429.02
have been deemed to be secured by State or department policy (e.g., mobile phones).
System technical design provides the ability to allow modification of asset capitalization and control rules
FIN 6.1.430
per State and agency policy, as necessary (i.e., no hard coding of rules).
FIN 6.1.431 At a minimum, system provides the following Asset Management functionality:
FIN 6.1.431.01 Additions
FIN 6.1.431.02 Changes to all asset information
FIN 6.1.431.03 Deletions/Disposals/Theft
FIN 6.1.431.04 Reverse previous transactions, including depreciation
FIN 6.1.431.05 Transfers
FIN 6.1.431.06 Inquiries
FIN 6.1.431.07 Betterments
FIN 6.1.431.08 Depreciation
FIN 6.1.431.09 Amortization (of leases) or other intangibles
System security provides the ability to limit the Asset Management functions based on the access granted
FIN 6.1.432
to users by each agency.
System provides the ability to generate "mass" asset transactions (such as mass additions, mass
FIN 6.1.433
disposals, mass transfers, and mass changes) by user-defined criteria, with proper security/authority.
System provides the ability to support a physical location hierarchy (i.e., parent/child relationship) of at
FIN 6.1.434 least four levels. For example, (1) a parcel of land can have multiple buildings on it, and each building
can have multiple rooms, etc., and (2) a piece of equipment can be comprised of multiple component
levels.
System provides the ability to link accounting activity (e.g., asset movement, depreciation, etc.) relating
FIN 6.1.435
a room(s) in a building and its contents to a cost center.
System provides the ability to graphically depict the physical layout of facilities along with the bar-code
FIN 6.1.436
number of each physical area (e.g., office, storage room, etc.).
System provides the ability to support Geographic Information Systems (GIS) technology for locating and
FIN 6.1.437
tracking assets.
System provides the ability to support Global Positioning System (GPS) technology for locating and
FIN 6.1.438
tracking assets.
FIN 6.1.439 System provides the ability to attach electronic documents (including photos) to an asset record.
System provides the ability to integrate between the Asset Management module and the Project
FIN 6.1.440
Management module.
System provides the ability to integrate between the General Ledger module and Asset Management
FIN 6.1.441 module to identify expenditure transactions as capitalized assets when items meet user-defined criteria
(e.g., capitalize if greater than $5,000 and controlled by a specific GL account.).
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 27
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to specify an effective/posting date for all transactions as long as the
FIN 6.1.442
associated accounting period is still open (transactions can only be applied to open fiscal periods).
Asset Management: Asset Additions & Maintenance
System is fully integrated with General Ledger, Procurement, and Accounts Payable to carry forward
FIN 6.1.443 relevant purchasing, descriptive, invoice and accounting information as a starting point for recording the
asset.
FIN 6.1.444 System tracks the following categories of assets:
FIN 6.1.444.01 Land
FIN 6.1.444.02 Buildings
FIN 6.1.444.03 Leasehold improvements
FIN 6.1.444.04 Equipment
FIN 6.1.444.05 Furniture and fixtures
FIN 6.1.444.06 Vehicles
FIN 6.1.444.07 Trailers
FIN 6.1.444.08 Capitalized leases
FIN 6.1.444.09 Construction in progress
FIN 6.1.444.10 Infrastructure
FIN 6.1.444.11 Collections of Artwork
FIN 6.1.444.12 Other user-defined categories
FIN 6.1.445 System provides the ability to support multiple user-defined asset types.
System provides a table to be used for establishing and associating standard asset descriptive data for all
FIN 6.1.446 assets. The standard asset descriptive data from this table reduces and standardizes data entry and
reporting.
FIN 6.1.447 System provides the ability to have a free-form narrative long description of each asset item.
FIN 6.1.448 System provides the ability to identify users of assets, in addition to recording property custodian.
System provides the ability to automatically create and assign an alpha-numeric asset number that is
defined by agency to a single item or multiple items purchased. An asset number is made up of two
FIN 6.1.449
parts, the first part is a user-definable prefix and the second part is a system generated sequence
number. System also provides the ability to manually assign an asset number.
FIN 6.1.450 System provides the ability to track the detailed cost for each item that makes up a whole asset.
FIN 6.1.451 System provides the ability to store up to 99 different asset numbers/references for assembled assets.
System provides the ability to change the asset number/reference and retain all associated information
FIN 6.1.452
and history.
System provides the ability to maintain detailed property information required to identify, properly
FIN 6.1.453
account for, and safeguard all assets, including but not limited to the following:
FIN 6.1.453.01 Asset Number
FIN 6.1.453.02 Property Tag Number (inventory control number)
FIN 6.1.453.03 User Defined Fields (at least 30)
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 28
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.453.04 Property Officer
FIN 6.1.453.05 Location Segments (up to ten), including but not limited to:
FIN 6.1.453.06 Address
FIN 6.1.453.07 Building
FIN 6.1.453.08 Floor
FIN 6.1.453.09 Section
FIN 6.1.453.10 Room
FIN 6.1.453.11 Cubicle Number
FIN 6.1.453.12 Multiple Organizational Ownership Info. (including assets loaned to/from other entities)
FIN 6.1.453.13 Funding Sources (multiple) by percentage or dollar amount
FIN 6.1.453.14 Chart of Account distribution
FIN 6.1.453.15 Budget Item
FIN 6.1.453.16 Requisition Number
FIN 6.1.453.17 Purchasing Document Number (multiple) including:
FIN 6.1.453.18 Purchase Order Number
FIN 6.1.453.19 Payment Voucher Number
FIN 6.1.453.20 Asset acquisition date
FIN 6.1.453.21 Asset acquisition source code (user-defined)
FIN 6.1.453.22 In-service Date
FIN 6.1.453.23 Asset Condition
FIN 6.1.453.24 Asset Type
FIN 6.1.453.25 Delivery Date
FIN 6.1.453.26 Warrant Number
FIN 6.1.453.27 Asset Status (e.g., inactive)
FIN 6.1.453.28 Unit Cost/Value
FIN 6.1.453.29 Original Cost
FIN 6.1.453.30 Value Basis
FIN 6.1.453.31 Trade-in Credit
FIN 6.1.453.32 Item Classification Code (user-defined) with multiple sub-class codes.
FIN 6.1.453.33 Insured value/insurance information with user defined fields
FIN 6.1.453.34 Vendor Number, Name
FIN 6.1.453.35 Asset Descriptive Information
FIN 6.1.453.36 Manufacturer Number, Name
FIN 6.1.453.37 Model Year
FIN 6.1.453.38 Model Number
FIN 6.1.453.39 Operator ID
FIN 6.1.453.40 Contact Information
FIN 6.1.453.41 Salvage Value
FIN 6.1.453.42 Serial Number
FIN 6.1.453.43 License Number (if applicable)
Employee Name (as established in human resources module) for employee to which asset is
FIN 6.1.453.44
assigned to (if applicable)
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 29
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
Employee Number (as established in human resources module) for employee to which asset is
FIN 6.1.453.45
assigned to (if applicable)
FIN 6.1.453.46 Driver license number of the State employee asset is assigned to (if applicable)
FIN 6.1.453.47 Warranty/Maintenance Information
FIN 6.1.453.48 Maintenance Company
FIN 6.1.453.49 Betterments
FIN 6.1.453.50 Disposal Information
FIN 6.1.453.51 Lease Asset Information (if applicable)
FIN 6.1.453.52 Estimated Useful Life
FIN 6.1.453.53 Estimated Residual Value (Trade-in Value)
FIN 6.1.453.54 Replacement Cost – This field can be updated as needed by users
FIN 6.1.453.55 Depreciation Schedule (Method and Life)
FIN 6.1.453.56 Depreciation Convention (Beginning of Month, Half-Year, Mid-Month, or user defined)
FIN 6.1.453.57 Budget Year (from which asset was purchased)
FIN 6.1.453.58 Content Rate
FIN 6.1.453.59 Content Value
FIN 6.1.454 System provides the ability to create hierarchies for fields listed above.
System is able to link component units (parent/child relationship) whereby each component maintains a
FIN 6.1.455
financial life of its own.
FIN 6.1.456 System provides an audit trail of all changes made to asset records.
System provides the ability to adjust original cost/value at any time, irrespective of fiscal year
FIN 6.1.457
boundaries, with proper security authorization.
System provides for the addition and maintenance of assets obtained through non-expenditure
FIN 6.1.458
transactions (e.g., gifts, donations, eminent domain).
FIN 6.1.459 System provides the ability to define estimated useful life by type.
System provides the ability to maintain estimated useful life from external sources such as AHA.
FIN 6.1.460
(Association of Hospital Assets)
FIN 6.1.461 System is able to copy an asset record to create a similar asset record.
Authorized users are able to correct discrepancies in asset records by overriding initially loaded
FIN 6.1.462 information (received from General Ledger, Accounts Payable, and Purchasing modules) with proper
authorization.
In addition to asset information listed previously, system maintains detailed property information required
FIN 6.1.463
to identify, properly account for, and safeguard State lands, including but not limited to the following:
FIN 6.1.463.01 Legal description per survey
FIN 6.1.463.02 Property's full address
FIN 6.1.463.03 Acquisition information
FIN 6.1.463.04 Number of acres
FIN 6.1.463.05 Value per acre
FIN 6.1.463.06 Fair market value
FIN 6.1.463.07 Cost per acre (multiple)
FIN 6.1.463.08 Deed information
FIN 6.1.463.09 Options to purchase property
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 30
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.463.10 Geographic Information System technology location (latitude and longitude)
FIN 6.1.463.11 Other user-defined fields
FIN 6.1.463.12 Mapping
FIN 6.1.464 System provides the ability to record insurance information including:
FIN 6.1.464.01 Insurance company name
FIN 6.1.464.02 Insurance company address
FIN 6.1.464.03 Insurable value
FIN 6.1.464.04 Policy number
FIN 6.1.464.05 Policy period (term)
FIN 6.1.464.06 Type of coverage
FIN 6.1.464.07 Coverage limits
FIN 6.1.464.08 Premium
FIN 6.1.464.09 Other User-defined fields
During mass additions process, user can split asset record entries for identical items and then assign
FIN 6.1.465
separate property tag / inventory control numbers (e.g., purchase of 20 identical personal computers).
System provides the ability to transfer fixed assets within or between organizations at the individual asset
FIN 6.1.466
level and to generate the appropriate accounting entries.
System provides the ability to store accumulated depreciation in a static field for purposes of transferring
FIN 6.1.467
the asset.
FIN 6.1.468 System provides the ability to start depreciation on an asset based on user specified amounts.
FIN 6.1.469 System provides the ability to store the calendar year for a particular asset.
System provides the ability to maintain information about the condition of the asset (e.g., good, idle,
FIN 6.1.470
obsolete, broken, etc.)
System supports multiple organization asset ownership for each property item. (Many organization units
FIN 6.1.471
or funds may finance an asset)
FIN 6.1.472 System tracks assets purchased with various funding sources (e.g., grants).
Asset Management: Asset Disposition, Retirement, & Theft
System can generate either financial or memo transactions to the General Ledger to reflect the financial
FIN 6.1.473
impact of asset dispositions, and should automatically compute the gain/loss associated with a disposal.
System allows for recording of the following information related to disposals, trade-ins, missing, lost, or
FIN 6.1.474
stolen assets:
FIN 6.1.474.01 Property tag / inventory control number
FIN 6.1.474.02 Reporting individual
FIN 6.1.474.03 Date of occurrence or date first noticed missing
FIN 6.1.474.04 Description of circumstances surrounding the disappearance/disposition
FIN 6.1.474.05 Steps taken to locate item
FIN 6.1.474.06 Disposal date
FIN 6.1.474.07 Disposal amount
FIN 6.1.474.08 Disposal method
FIN 6.1.474.09 Disposal type
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 31
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.474.10 Police report information (multiple jurisdictions)
FIN 6.1.474.11 Gains on sales of disposed property by user defined criteria.
System provides the ability to track replacement needs for assets. Tracks estimated useful life and
FIN 6.1.475
provides electronic notification to users when useful life threshold is nearing.
Ability to allow the application of indices and/or factors to historical costs to asset(s) to update the
FIN 6.1.476
replacement cost data.
System records grant asset dispositions and proceeds of sales which integrate with the Grants
FIN 6.1.477
Management module.
System has the ability (optional) to attach grant expiration date to asset and notify users when expiration
FIN 6.1.478
date is imminent.
System provides the ability to flag assets with disposal restrictions and display the restriction message for
FIN 6.1.479
user handling (e.g., federal grant items that must be returned to the federal government)
Asset Management: Surplus Property
FIN 6.1.480 System provides the ability to split and distribute the proceeds of an asset disposition.
FIN 6.1.481 System provides the option to establish an electronic approval path for dispositions.
FIN 6.1.482 System provides the ability of owning agency to change the asset status to/from "surplus".
FIN 6.1.483 System provides the ability to transfer ownership to retired status.
System should provide ability to support electronic advertisement of items for sale (e.g., on the web) to
FIN 6.1.484
designated customers.
FIN 6.1.485 System supports receipt of bid responses through electronic means.
If bid opening date and time has expired, the System must prohibit the acceptance of a bid through
FIN 6.1.486
electronic means.
FIN 6.1.487 System should support the publishing of surplus properties to be sold to a common State web site.
FIN 6.1.488 System maintains a file of customers that commonly bid on surplus properties.
FIN 6.1.489 System should provide a field that indicates the condition of the item.
System should provide the ability to maintain multiple individual bin locations for any item within any
FIN 6.1.490
storeroom while retaining ownership information for each individual item.
FIN 6.1.491 System should allow for sale of items via sealed bid and perform bid tabulations to show highest bidder.
System should allow for grouping of items into lots for sale while retaining specific item owner
FIN 6.1.492
information.
FIN 6.1.493 System should allow for recording of sale price received when item is sold.
FIN 6.1.494 System produces a bill of sale that includes dollar amount cost and item number.
FIN 6.1.495 System provides a report of items sold that are greater than a user- specified dollar amount.
System should provide for interfacing to/from-banking systems for credit card authorizations and check
FIN 6.1.496
verifications.
FIN 6.1.497 System provides the ability to process the disposition of donated federal property, including:
FIN 6.1.497.01 Ability to treat proceeds as revenue
FIN 6.1.497.02 Ability to generate federal reporting
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 32
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
Asset Management: Depreciation
System can generate either financial or memo transactions to the General Ledger for capital asset
FIN 6.1.498
depreciation expense in using any of the chart of account elements specified by the user.
FIN 6.1.499 System provides the option to process depreciation on-line or in a batch process.
FIN 6.1.500 System provides the following depreciation functionality:
FIN 6.1.500.01 Provide depreciation schedules on fixed assets
FIN 6.1.500.02 Generate monthly depreciation by asset for any element in the classification structure.
Automatically calculate depreciation in accordance with the depreciation method and
FIN 6.1.500.03
convention where designated for an asset.
Maintain multiple asset basis values for each asset if desired, utilizing industry-standard
FIN 6.1.500.04
depreciation methods.
FIN 6.1.500.05 Automatically charge depreciation to multiple chart of accounts for split-ownership assets
FIN 6.1.501 System supports user-defined time periods for recording depreciation.
System allows for multiple depreciation schedules to be applied to an asset to support varying
FIN 6.1.502
depreciation reporting requirements.
System allows for changing asset useful life, value basis, salvage value, and depreciation method, when
FIN 6.1.503 necessary, and automatically recalculate depreciation expense in accordance with such changes (with
proper authorization).
System provides the ability to simulate depreciation calculations for individual assets or a group of assets
FIN 6.1.504
without being required to post the results.
System provides allocation tables that can be user-defined to allocate asset cost and depreciation
FIN 6.1.505
expense.
System provides the ability to store an acquisition date and a depreciation-start date, without the dates
FIN 6.1.506
having to be the same.
FIN 6.1.507 System provides multiple depreciation methods, including but not limited to:
FIN 6.1.507.01 Straight Line
FIN 6.1.507.02 Declining Balance
FIN 6.1.507.03 Sum of the Years Digits
FIN 6.1.507.04 Hours/Mileage
FIN 6.1.507.05 User-Defined
FIN 6.1.508 System prevents the depreciating of an asset's value below zero.
Ability to record different conventions for depreciable assets, such as beginning of month, half year, mid-
FIN 6.1.509
month, etc.
Ability to allow depreciation methods to be changed for an asset or a group of assets, to depreciate the
FIN 6.1.510
assets for the balance of the asset's useful life with proper authorization.
FIN 6.1.511 Ability to allow individual assets to be designated as non-depreciable (e.g., land).
System provides the ability to calculate and allocate depreciation based on the funding source used to
FIN 6.1.512
purchase the asset.
Asset Management: Physical Inventory
System provides fully integrated bar-code technology for physical inventory tagging upon
FIN 6.1.513
acquisition/purchase and annual inventory certification(s).
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 33
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides ability to create a scanned record file from bar-coding for comparison to fixed asset and
FIN 6.1.514
portable equipment records.
System is able to update asset location information and “last inventoried date” for each scanned asset
FIN 6.1.515
based on scanned data.
FIN 6.1.516 System provides the ability to report and adjust variances between system amounts and physical counts.
System is able to generate customized bar-coded labels for asset identification (inventory control and
FIN 6.1.517
property number tags), including building, floor and room information.
FIN 6.1.518 System provides the ability to enter data manually, in addition to using bar coding technology.
FIN 6.1.519 System provides the ability to be updated real time from bar code scanners.
Asset Management: Capital Projects
System is able to identify/record all capitalizable costs associated with the construction or
FIN 6.1.520
purchase/acquisition of an asset.
System identifies, records, and depreciates betterments associated with an asset, including optional
FIN 6.1.521
unique identification of betterments associated with component units.
FIN 6.1.522 System provides complete integration with the Project Accounting module.
System provides the ability to capture activity/costs resulting from several State agencies working
FIN 6.1.523
concurrently on a project.
System provides the ability to produce notification of project status (e.g., completed) based upon user-
FIN 6.1.524
defined criteria.
System captures and maintains construction work in progress information and provides the ability to
FIN 6.1.525 recognize fixed/capital assets when they are substantially completed, regardless of whether the project
has been completed.
Asset Management: Leases
System tracks assets in accordance with the requirements of FASB Statement No. 13: Accounting for
FIN 6.1.526
Leases, as amended, including but not limited to:
Recording of the capital lease or operating lease and the corresponding leasehold
FIN 6.1.526.01
improvements
FIN 6.1.526.02 Tracking lease payments
FIN 6.1.526.03 Periodic cost recognition
FIN 6.1.526.04 Tracking lessee and lessor
Tracking facility accessibility and responsible party for making accessibility modifications
FIN 6.1.526.05
(lessee or lessor)
FIN 6.1.526.06 Tracking rental income
FIN 6.1.526.07 Tracking purchase options
FIN 6.1.526.08 Tracking lease terms
FIN 6.1.526.09 Tracking lease type (e.g., capital, operating, etc.)
FIN 6.1.526.10 Tracking schedule of lease payments
FIN 6.1.527 System is able to differentiate between leased assets and purchased assets.
System facilitates determination of FASB 13 lease type (i.e., capital, operating, etc.) based on terms and
FIN 6.1.528
conditions of lease agreement.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 34
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.529 System provides the ability to perform lease/purchase comparative analyses.
FIN 6.1.530 System provides the ability to record the transfer of leases to the State.
FIN 6.1.531 System functionality includes processing leases from a lessee's and a lessor's perspective.
FIN 6.1.532 System provides the ability to amortize leases in compliance with FASB 13 and GASB 13.
FIN 6.1.533 System supports changes required due to lease amendments.
FIN 6.1.534 System provides complete integration of lease functionality with the Project Management module.
System provides the ability to automatically generate a notification that a lease is going to expire within a
FIN 6.1.535
certain number of days as specified by the user.
FIN 6.1.536 System should provide the ability to send an electronic notification if lease is terminated.
FIN 6.1.537 System is able to maintain lease payment schedules.
Asset Management: Asset Warranties & Service
System should provide the ability to maintain online maintenance history information for assets, by user-
FIN 6.1.538
defined criteria such as type.
FIN 6.1.539 System is able to maintain warranty/service agreement information for assets, by type of asset.
System should support hyperlinks to the vendor‟s web site to reference asset maintenance and warranty
FIN 6.1.540
information.
Authorized staff should be able to inquire on maintenance and service information through the entry of a
FIN 6.1.541
serial number and property tag/inventory control number.
FIN 6.1.542 System is able to record and track regular/preventive maintenance performed on selected assets.
FIN 6.1.543 System provides the ability to notify of warranty or service agreement expiration.
Asset Management: Querying & Reporting
FIN 6.1.544 System is able to report on assets for all fields required for financial reporting purposes.
System is able to generate standard governmental fixed asset reports and user-defined fixed asset
FIN 6.1.545
reports in compliance with GASB 34.
FIN 6.1.546 System generates a fixed assets report sorted and filtered by one or more user-defined criteria.
FIN 6.1.547 System allows online inquiry for each asset of a group of assets.
System allows user to print a listing of all table structures that are established for asset management
FIN 6.1.548
(e.g., location table, asset categories, etc.).
FIN 6.1.549 System can display or print subsidiary ledgers of fixed asset balances.
FIN 6.1.550 System can display or print a report of surplus property, including each item's history.
System produces a transaction register audit trail of all acquisitions, transfers, change and retirements
FIN 6.1.551
during a user-defined time period by asset type, department, transaction date or purchase amount.
FIN 6.1.552 System can report asset transfers from the perspective of lessor or lessee.
System can provide a dollar total of fixed asset purchases by their funding source and
FIN 6.1.553
department/organization.
FIN 6.1.554 System reports assets due for disposition, based on the scheduled disposal date and type.
FIN 6.1.555 System can provide a vendor/PO listing of assets by vendor or in purchase order number sequence.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 35
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System can produce a disposition report showing items by asset type that have physically been disposed
FIN 6.1.556
of but still remain on file for information purposes.
FIN 6.1.557 System can produce a listing of all inactive/idle or retired assets by location and asset category.
System can produce a listing of all disposed assets showing any gains or losses and the associated
FIN 6.1.558
account coding with the ability to sort by asset type or any chart of account element.
System allows the reporting and inquiry of replacement cost by department or organization unit and by
FIN 6.1.559
asset type.
System can produce a forecast of assets scheduled for replacement, based on user-specified criteria, such
FIN 6.1.560
as useful life, scheduled disposition date, or odometer readings.
System has the ability to produce depreciation reports by multiple levels (e.g., All Chart of Account
FIN 6.1.561
Elements, product line, responsibility area, etc.).
FIN 6.1.562 System can produce a depreciation report by asset category, such as buildings and equipment.
FIN 6.1.563 System can produce a report by fields that include but are not limited to the following:
FIN 6.1.563.01 Financial statement category (major asset type code)
FIN 6.1.563.02 Minor asset type code
FIN 6.1.563.03 Fund
FIN 6.1.563.04 Agency/Department
FIN 6.1.563.05 Organization (Allotment, Division, Cost Center)
FIN 6.1.563.06 Program
FIN 6.1.563.07 Appropriation
FIN 6.1.563.08 Location
FIN 6.1.563.09 Project
FIN 6.1.563.10 Expenditure object (based on original purchase)
FIN 6.1.563.11 Source of Revenue
FIN 6.1.563.12 General Ledger Account
FIN 6.1.563.13 Grant
FIN 6.1.563.14 Manufacturer
FIN 6.1.563.15 User Id
FIN 6.1.563.16 Tag Number
FIN 6.1.563.17 Serial Number
FIN 6.1.563.18 Custodian
FIN 6.1.563.19 GAAP Fund
FIN 6.1.563.20 Fiscal Year
FIN 6.1.563.21 Fiscal Month
System provides the ability to produce a physical inventory worksheet to be sorted, grouped and
FIN 6.1.564 aggregated based on user defined criteria (i.e. Boolean criteria can be applied) to assist in conducting
physical inventory.
FIN 6.1.565 System can produce a report that facilitates reconciliation to physical inventory counts.
FIN 6.1.566 System provides a report of all property changes as of a user specified date
System provides a property insurance schedule that displays the property value and associated insurance
FIN 6.1.567
amount.
FIN 6.1.568 System provides a square footage by occupancy report
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 36
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to print reports at various remote locations, based on user security and with
FIN 6.1.569
appropriate clearances)
System provides the ability to report all fixed asset balances in the standard CAFR format. With all notes
FIN 6.1.570
and supporting schedules. (Such as by GAAP Fund)
FIN 6.1.571 System can generate a report for assets purchased with grant funding by year.
System provides a report that forecasts depreciation by individual asset, groups of assets, or total assets
FIN 6.1.572
for a user-specified period of time.
FIN 6.1.573 System can identify and sort items ordered and received by organizational unit
System provides the ability to generate reports for all items assigned to a specific location by asset
FIN 6.1.574
classification and by individual. (e.g., portable equipment and fixed assets).
System provides the ability to report acquired, disposed and active assets purchased with federal funds
FIN 6.1.575
by user defined period.
FIN 6.1.576 System provides the ability to capture/report the parent/child relationships of an asset and their location.
FIN 6.1.577 System provide the ability to generate exception reports as defined by users.
FIN 6.1.578 System provides the ability to report on individual assets.
System provides the ability to establish online edits that provide warnings or fatal errors according to user
FIN 6.1.579
defined parameters.
System provides the ability to maintain an audit record of any and all changes to assets by User ID and
FIN 6.1.580
date-time stamp.
FIN 6.1.581 System provides the ability to report on building contents and values.
Cost Allocation: General Requirements
System provides the ability to allocate within/across agencies by the chart of account elements and other
FIN 6.1.582
data elements, including, but not limited to the following:
FIN 6.1.582.01 Fund
FIN 6.1.582.02 Agency/Department
FIN 6.1.582.03 Appropriation
FIN 6.1.582.04 Organization
FIN 6.1.582.05 Program
FIN 6.1.582.06 Balance Sheet Account
FIN 6.1.582.07 Expenditure Object
FIN 6.1.582.08 Project
FIN 6.1.582.09 Grant
FIN 6.1.582.10 Function Code (e.g., administration, supportive services, etc)
FIN 6.1.582.11 Activity
FIN 6.1.582.12 Responsibility Area
FIN 6.1.582.13 Location
FIN 6.1.582.14 Source of Revenue
FIN 6.1.582.15 Budget Code (e.g., Fiscal Operations)
FIN 6.1.582.16 Multiple User-defined levels
FIN 6.1.582.17 Municipal Code (e.g., CVT Code - City/Village/Town)
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 37
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to interface with other State activity tracking systems to assign costs and
FIN 6.1.583
measure performance.
FIN 6.1.584 System provides the ability to accommodate both fixed and variable costs.
System provides the ability to support full costing of State-provided services to carry out programs and
FIN 6.1.585 provides allocation processing to distribute overhead or indirect costs that cannot be directly assigned to
a direct cost pool at the time incurred.
System should provide ability to allocate financial balances from any account coding distribution to any
FIN 6.1.586
other account coding distribution.
System provides the ability to create intermediate pools to accumulate lower-level allocations and
FIN 6.1.587
redistribute them under another allocation.
FIN 6.1.588 System provides the ability to allow user agencies to determine frequency of allocation processing.
System provides the ability to allow users to determine which indirect costs are to be allocated, including
FIN 6.1.589
the time period in which those costs occurred (e.g., effective start and end dates).
System provides the ability to allocate indirect financial balances based on pre-determined rates, ratios,
FIN 6.1.590
or statistics.
FIN 6.1.591 System provides the source and disposition information on the results of allocation processing.
System provides the ability to allow users to import allocation pool or statistical information from
FIN 6.1.592
spreadsheets or other desktop tools as a starting point for allocations.
System provides the ability to allow for the processing of a preliminary allocation process for “what if”
FIN 6.1.593
analysis purposes before the results of the allocation are officially recorded as final.
System provides the ability to maintain cost account financial information that is consistent and
FIN 6.1.594
reconcilable with related general ledger and budget accounts.
FIN 6.1.595 System provides allocation screens that provide totals for percentages allocated.
System provides the ability to capture budgeted and actual non-financial statistical information at
FIN 6.1.596 indicated levels of the agency structure and capture non-financial statistical information for various units
of service.
System provides the ability to capture and calculate cost allocation factor information and statistics that
FIN 6.1.597 will control the accounting and allocation of indirect and direct costs to activities through the use of cost
pools.
FIN 6.1.598 System provides the ability to allocate to unlimited amount of targets (i.e., distribution lines).
System provides information on the factors and specifications applied during the cost allocation process
FIN 6.1.599
on a historical basis.
FIN 6.1.600 System provides information on the cost per unit of service being delivered by activities.
FIN 6.1.601 System provides the ability to have a multiple step (at least 15) cost allocation process.
System provides for automated computing and posting of allocation journal entries on a user-defined
FIN 6.1.602
frequency.
FIN 6.1.603 System provides the ability to perform allocations for reporting purposes only.
System provides the ability to reverse actual allocation and spread based on overall rates at the end of
FIN 6.1.604
the year.
System provides the ability to allocate, based on user-defined criteria, a difference between selected
FIN 6.1.605
revenue and expense accounts, leaving the corresponding revenue in place.
FIN 6.1.606 System provides the ability to allocate costs among unlimited funds.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 38
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.607 System provides multiple standard cost allocation reports.
FIN 6.1.608 System provides a user-definable report writer that supports paper or electronic reporting.
FIN 6.1.609 System provides the ability to support compliance with OMB Circular A-87.
FIN 6.1.610 System provides the ability to calculate and post within any open period.
System provides the ability to re-allocate costs due to changing rates, formulas, or basis with all the
FIN 6.1.611
appropriate journal entries, adjustments and audit trails.
System provides the ability to mark the status of a transaction to identify where transactions are in the
FIN 6.1.612
allocation process (e.g., allocable, non allocable, fringe, direct, done, in error).
Cost Allocation: Labor Distribution
System provides the ability to allocate to the Chart of Account elements and other data fields, including,
FIN 6.1.613
but not limited to the following:
FIN 6.1.613.01 Fund
FIN 6.1.613.02 Agency/Department
FIN 6.1.613.03 Appropriation
FIN 6.1.613.04 Organization
FIN 6.1.613.05 Program
FIN 6.1.613.06 Balance Sheet Account
FIN 6.1.613.07 Expenditure Object
FIN 6.1.613.08 Project
FIN 6.1.613.09 Grant
FIN 6.1.613.10 Location
FIN 6.1.613.11 Source of Revenue
FIN 6.1.613.12 Responsibility Area
FIN 6.1.613.13 Activity
FIN 6.1.613.14 Fiscal Year
FIN 6.1.613.15 Fiscal Month
FIN 6.1.613.16 Budget Code (i.e., Fiscal Operations)
FIN 6.1.613.17 Activities
FIN 6.1.613.18 Cost accumulator code
FIN 6.1.613.19 Multiple User-defined levels
FIN 6.1.613.20 Municipal Code (e.g., CVT Code - City/Village/Town)
FIN 6.1.613.21 Phase
FIN 6.1.613.22 Task
System should integrate with Time and Attendance function in the Human Resources/Payroll module to
FIN 6.1.614 identify combinations of budget accounts, projects, grants, programs, funds, and other State-designated
structures to which time was charged and the number of hours charged to each per automated employee
timesheets.
System should integrate with the Human Resources/Payroll module to extract actual payroll costs and
FIN 6.1.615
codes (including Earnings and Bonus Codes) by employee, cost center or position number.
System provides the ability to use year-to-date information by employee for use in projection of
FIN 6.1.616
remaining fiscal year costs.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 39
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to allow users to define specific payroll-related costs to be considered in
FIN 6.1.617
distribution process.
System provides the ability to distribute non-labor costs (e.g., vehicle mileage) based upon employee
FIN 6.1.618
time data.
System provides the ability to retrieve labor cost distribution transactions for audit and reconciliation
FIN 6.1.619
purposes for at least the current period plus 6 years.
System provides the ability to employ easy to maintain effective-dated system tables that provide edit
FIN 6.1.620
checks and cross-validation of key fields.
FIN 6.1.621 System provides the ability to maintain transaction level detail online for a minimum of three years.
System provides a mechanism to make mass corrections/updates to groups of transactions selected by
FIN 6.1.622
key fields while maintaining an audit trail.
System provides the ability to support a labor distribution process based on random moment time study
FIN 6.1.623
results or prior history data.
System provides the ability to use the results of random moment time studies and other statistical
FIN 6.1.624
information maintained in Labor Distribution to allocate costs.
System provides the ability to distribute employer-paid benefits and costs of paid leave taken and the
FIN 6.1.625
hours associated with each cost.
System provides the ability to optionally account for and distribute agency-defined non-labor costs based
FIN 6.1.626 on hours worked (e.g., inmate labor, volunteers) and should process appropriate transactions (i.e., job
costing, general ledger, journal, etc).
FIN 6.1.627 System provides the ability to distribute costs based upon time reported in user-defined increments.
Cost Allocation: Cost Accounting Design
FIN 6.1.628 System provides the ability to maintain the following cost assignment rules:
FIN 6.1.628.01 Direct tracking of costs
FIN 6.1.628.02 Cost Allocation
FIN 6.1.629 System provides the ability to assign both productive and non-productive costs.
FIN 6.1.630 System provides the ability to accommodate both fixed and variable costs.
FIN 6.1.631 System provides the ability to support the following costing methodologies:
FIN 6.1.631.01 Standard
FIN 6.1.631.02 Activity-Based
FIN 6.1.631.03 Process
User-defined methodologies (Vendor should specify in the comments column which other
FIN 6.1.631.04
methods have been used with their system.)
FIN 6.1.632 System provides the ability to accumulate user-defined (at the agency level) resource costs such as:
FIN 6.1.632.01 Rent
FIN 6.1.632.02 Shipping
FIN 6.1.632.03 Labor (Salary and Wage)
FIN 6.1.632.04 Labor (Employee Benefits)
FIN 6.1.632.05 Labor (Overtime - various types)
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 40
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.632.06 Additional Labor Costs
FIN 6.1.632.07 Classification of Labor
FIN 6.1.632.08 Overhead
FIN 6.1.632.09 Mileage
FIN 6.1.632.10 Insurance Expense
FIN 6.1.632.11 Supplies
FIN 6.1.632.12 Materials
FIN 6.1.632.13 Equipment
FIN 6.1.632.14 Inventory
FIN 6.1.632.15 Contractual Services (multiple items and rates)
FIN 6.1.632.16 Facilities (Rental, Leases, etc.)
FIN 6.1.632.17 Utilities
FIN 6.1.632.18 Furniture and Fixtures
FIN 6.1.632.19 Information Technology
FIN 6.1.632.20 Indirect Costs
FIN 6.1.632.21 Other Expenditures (Cost Payment Vouchers, journal entries) done separately
FIN 6.1.632.22 Any User-defined Resource Cost
FIN 6.1.633 System provides the ability to assign resource costs to any element of the Chart of Accounts structure.
FIN 6.1.634 System provides job definition capabilities such as:
FIN 6.1.634.01 Description
FIN 6.1.634.02 Location
FIN 6.1.634.03 Geographical Information System coordinates
FIN 6.1.634.04 Begin Date
FIN 6.1.634.05 End Date
FIN 6.1.634.06 Elements of the Chart of Accounts Structure
FIN 6.1.634.07 Multiple State Reporting Code Fields
FIN 6.1.634.08 Billing Information
FIN 6.1.634.09 Department Service Order
FIN 6.1.634.10 Pre-encumbrance
FIN 6.1.634.11 Purchase Order
FIN 6.1.634.12 Job or Project Code
FIN 6.1.634.13 Maximum Dollar Amount for Job
FIN 6.1.634.14 Revenue Source
FIN 6.1.634.15 Audit Start Date
FIN 6.1.634.16 Actual Field Work Date
FIN 6.1.634.17 Actual Field Work Completed Date
FIN 6.1.634.18 Draft Report Date
FIN 6.1.634.19 Report Issued Date
FIN 6.1.634.20 Multiple User-defined Fields
FIN 6.1.635 System provides the ability to roll up several jobs to a project.
FIN 6.1.636 System provides the ability to associate a fixed asset with a job.
FIN 6.1.637 System provides the ability to record all revenue at the job series level.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 41
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.638 System provides the ability to capture costs as direct, intra-entity or inter-entity.
FIN 6.1.639 System provides the ability to create multiple user-defined work input categories.
FIN 6.1.640 System provides statistical tracking capabilities for the purpose of distributing costs to outputs.
FIN 6.1.641 System provides the ability to classify work activities as value-added or non value-added.
FIN 6.1.642 System provides the ability to classify costs as direct expense or asset related.
FIN 6.1.643 System provides the ability to classify costs as reimbursable or non-reimbursable.
FIN 6.1.644 System provides the ability to transfer cost information to accounts receivable for billing by job series.
FIN 6.1.645 System provides the ability to group job series for billing purposes.
System provides the ability to set up terms for lease or monthly rental costs and automatically generate
FIN 6.1.646
billing.
System provides the ability to support full costing of State provided services and carrying out programs,
FIN 6.1.647 and provides allocation processing to distribute overhead or indirect costs that cannot be directly assigned
to a direct cost object at the time incurred.
System provides the ability to calculate various user-defined rates, including the ability to calculate
FIN 6.1.648
different internal and external rates for the same task, job, etc.
FIN 6.1.649 System provides the ability to redistribute and amend overhead rates at user-defined periods.
System provides the ability to maintain the identity for the source of costs and the ability to drill down to
FIN 6.1.650
the source of costs.
FIN 6.1.651 System provides for jobs that collect costs (pools) and jobs where costs are distributed (bases).
FIN 6.1.652 System provides the ability to enter negative overhead rates.
System provides the ability to capture budgeted and actual non-financial statistical information at
FIN 6.1.653 indicated levels of the agency structure and capture non-financial statistical information for various units
of service.
FIN 6.1.654 System provides information on the cost per unit of service being delivered by activities.
System provides the ability to accommodate the systematic distribution of payroll expense to various
FIN 6.1.655 levels, such as, job, project, activity, grant, and task levels, based on information reported on the
timesheet.
System provides the ability to accommodate offsetting entries for the redistribution of salary expenses
FIN 6.1.656
recorded to clearing account jobs.
System provides the ability to distribute payroll expenses from and within the user-defined cost pools
FIN 6.1.657 such as Internal Services Fund, Organization etc. by application of rates to hours worked (e.g., straight
time hourly rate, paid and unpaid employee benefit rates, and overhead rates).
System allows the costing of usage to a job or project and the recording of an offsetting entry to a
FIN 6.1.658
clearing account for the corresponding cost pool.
System provides the ability to distribute indirect costs to multiple indirect cost centers or split funded
FIN 6.1.659
costs to multiple split funded direct jobs (cost allocation).
FIN 6.1.660 System provides an automated mechanism for extracting and costing the following types of resources:
FIN 6.1.660.01 Labor
FIN 6.1.660.02 Equipment
FIN 6.1.660.03 Mileage
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 42
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.660.04 Material Usage
FIN 6.1.660.05 Chargeback
FIN 6.1.660.06 Space
FIN 6.1.661 System provides Labor Costing of timesheet data based on the following factors:
FIN 6.1.661.01 Type of job
FIN 6.1.661.02 Type, credentials, or classification of employee
FIN 6.1.661.03 Contractual Services (multiple items and rates)
FIN 6.1.661.04 Other Services
FIN 6.1.661.05 Organization to which employee reports
FIN 6.1.661.06 Rates applied for employee salaries/benefits
FIN 6.1.661.07 Rates applied for department, division and section overhead.
FIN 6.1.661.08 Type of work such as regular time, overtime, bonus time, time off
FIN 6.1.661.09 Time period worked
System provides the ability to cost equipment usage based on equipment number and units (e.g., hours
FIN 6.1.662
and miles).
FIN 6.1.663 System provides the ability to manually enter equipment usage.
System provides the ability to group equipment into classes and associate rates with each class in order
FIN 6.1.664
to perform costing.
System provides the ability to allow the flexibility to apply equipment usage rates by class, equipment, or
FIN 6.1.665
groups of classes.
FIN 6.1.666 System provides the ability to manually enter mileage data.
FIN 6.1.667 System provides the ability to utilize a specified rate per mile to calculate the mileage cost.
FIN 6.1.668 System provides the ability to manually enter material issued.
System provides the ability to import/export costed or un-costed records for labor, equipment, materials,
FIN 6.1.669 mileage, reproduction, materials laboratory, or any other State-defined usage defined as requiring the
information.
System provides the ability to prevent changes to supporting allocation records once the allocation
FIN 6.1.670
process starts.
System provides the ability to track production and performance units to the individual and system
FIN 6.1.671
reporting the units.
System provides the ability to summarize costed transactions at various user-defined levels (i.e., by
FIN 6.1.672 levels in the GL Chart of Accounts/reporting hierarchy, such as, but not limited to, organization, program,
task, project, general reporting category, etc.).
System provides the ability to report cost information through a set of predefined parameters (i.e., no
FIN 6.1.673
programming necessary on part of user) and report formats.
System provides the ability to extract statistical data captured as data elements in the system, such as,
FIN 6.1.674 but not limited to: vehicle hours, kilowatt hours, number of employees used on a job, number of tasks
used on a project, number of documents processed, etc.
System provides the ability to prepare system-generated journal entries of summarized cost data for
FIN 6.1.675
updating of the general ledger.
System provides the ability to maintain historical cost data for at least three years on-line and access to
FIN 6.1.676
current plus 6 years (including 3 years online) archived data for use in determining rates.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 43
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to compute and use system-generated rates, compare and report past actuals
FIN 6.1.677 to standard allocations, compute the variance, and calculate new allocation rates for user-specified
categories and criteria.
System provides the ability to apply usage rates to various types of activities so that costed data are
FIN 6.1.678
available for on-line inquiry and reporting. Examples of rate calculations and applications are:
FIN 6.1.678.01 Labor
FIN 6.1.678.02 Each individual‟s actual rate per hour
Average rate for a class of personnel or personnel in a user-defined category (e.g., cost
FIN 6.1.678.03 center, grant, project, etc.) based on (a) an average calculated from actual cost for a user-
defined period, or (b) a predetermined average rate adjusted periodically
FIN 6.1.678.04 Fixed percentage
FIN 6.1.678.05 Non-labor
FIN 6.1.678.06 Actual cost
FIN 6.1.678.07 Moving average actual cost
FIN 6.1.678.08 Average cost over a user-defined time period
FIN 6.1.678.09 Actual cost for user-defined quantity
FIN 6.1.678.10 User-specified cost
System provides the ability to cost contract payments and other direct charges based on actual costs
FIN 6.1.679
posted to and received from the General Ledger.
System provides the ability to cost labor, equipment, mileage, reproduction, or any other user-defined
FIN 6.1.680
usage at predefined fixed or variable rates.
System provides the ability to maintain standard rate tables describing effective dates for rate per unit
FIN 6.1.681 value, value per unit of each resource (labor hour, mile, etc.) and how the rate is to be applied (hour,
unit, etc.).
System provides the ability to allow the user to define chargeback/equipment rates to bill by chargeback
FIN 6.1.682
item/equipment classes.
System provides the ability to track historical fixed and variable costing rates for reporting and for the
FIN 6.1.683
purpose of reversing and reapplying costs to new accounting distributions.
System provides the ability to adjust the booked cost in a prior period to the actual cost, based on the
FIN 6.1.684
following:
FIN 6.1.684.01 Calculated actual rates
FIN 6.1.684.02 Preset parameters
FIN 6.1.684.03 User command
FIN 6.1.684.04 Selected criteria
FIN 6.1.685 System provides the ability to accept a user-entered adjusted rate to recalculate costs.
System provides the ability to use estimated actual costs for costing when actual costs are unknown but
FIN 6.1.686
resource has been utilized.
FIN 6.1.687 System provides the ability to calculate and post memo costing entries to jobs.
System provides the ability to account for and monitor performance measure budgets in order to track
FIN 6.1.688
dollars spent versus service delivered.
Cost Allocation: Cost Accounting Billing
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 44
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to create intra/inter department/agency billings from detailed cost information
FIN 6.1.689
and data.
System provides the ability to create an inter/intra departmental/agency encumbrance for department to
FIN 6.1.690
department charges that create an encumbrance.
System provides the ability to create an internal voucher that charges expenses to the user
FIN 6.1.691
agency/department and credits the service agency/department.
System provides the ability to transmit inter/intra departmental/agency billings with line-item detailed
FIN 6.1.692
charges.
FIN 6.1.693 System provides the ability to collect units of service and bill at pre-determined rates.
System provides the ability to process charge backs that create journal vouchers with the offsets to
FIN 6.1.694
appropriate accounts to be able to measure what is billed out at rates against the actual costs.
System provides the ability for the agency receiving charges to establish parameters that determine
FIN 6.1.695
where items are charged.
System provides on-line accounts receivable status by user-defined data fields and parameters (e.g., by
FIN 6.1.696
customer name or number).
System provides the ability to allow for user definition of long-term receivables, segregation from
FIN 6.1.697
standard receivables, and tracking and control through a control account and subsidiary detail.
System provides the ability to create system-generated, automated billings from time and material and
FIN 6.1.698
/or non-direct charges such as surcharges, sales tax and rates and units of service data.
FIN 6.1.699 System provides the ability to generate customized billings based on user-defined parameters.
FIN 6.1.700 System provides the ability to generate scannable invoices with a user-defined scan line.
System provides the ability to have the option to bill by work order, job, or any element in the chart of
FIN 6.1.701
accounts.
System provides the ability to exclude or include billing detail data elements, allowable charges and
FIN 6.1.702
overheads on specific bills/invoices or on all billings.
System provides the ability to use different overhead rates, employee benefits, and other factors for
FIN 6.1.703
billing purposes depending on the entity being billed.
System provides the ability to determine the lower of actual cost or agency allowable charges for billing
FIN 6.1.704
purposes.
System provides the ability to handle billings with multiple work orders, jobs, projects, tasks, programs,
FIN 6.1.705
and activity codes.
FIN 6.1.706 System provides the ability to generate progress and final billings.
FIN 6.1.707 System provides the following billing capabilities:
FIN 6.1.707.01 Actual cost billings
FIN 6.1.707.02 Fixed fee billings
FIN 6.1.707.03 Hourly rate billings
FIN 6.1.707.04 Fixed rate billings
FIN 6.1.707.05 Combination of actual cost and/or hourly rate and/or fixed rate billings
FIN 6.1.707.06 Federal and State reimbursed projects‟ billings
FIN 6.1.707.07 Time payments (e.g., monthly, quarterly, semiannual, annual)
FIN 6.1.707.08 Billings to other state agencies
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 45
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.707.09 Unit Based
FIN 6.1.707.10 Prorated (e.g., utility charge by square footage allocated)
FIN 6.1.708 System provides the ability to establish contractual billings on-line.
FIN 6.1.709 System provides the ability to produce trial billings for users to review before producing the actual bill.
System provides the ability to cancel billings and re-establish billing parameters directly into the billing
FIN 6.1.710
application prior to transmittal to the General Ledger.
FIN 6.1.711 System provides for invoices to include location of work performed by date.
FIN 6.1.712 System provides for the accumulation of charges for multiple fiscal years.
FIN 6.1.713 System provides for date sensitivity for all billing-related tables.
System provides for maintenance of tables for overhead and allowable charges for Federal, State, and
FIN 6.1.714
local government agency requirements for user-defined time periods.
System provides the ability to support invoices with a report of detailed cost information, including all
FIN 6.1.715
labor, equipment, material, and other expenditure transactions for a specified job.
FIN 6.1.716 System provides the ability to maintain detail of unbilled charges and memo billed charges.
FIN 6.1.717 System provides a billing indicator to be used to indicate type of account (e.g., agency, project).
System provides the ability to create a single record and distribute costs that are the same for any
FIN 6.1.718
module in the ERP system where the cost allocation module integrates.
FIN 6.1.719 System provides the ability to accommodate multiple billing arrangements.
Cost Allocation: Cost Accounting Reporting
FIN 6.1.720 System provides multiple standard labor distribution reports.
FIN 6.1.721 System provides a user definable report writer.
FIN 6.1.722 System provides the ability to report exception records that fail edits.
FIN 6.1.723 System provides for multiple user-defined cost reports.
System provides the ability to report expenses, statistics, and revenue by any element in the chart of
FIN 6.1.724
accounts.
System provides departmental reports broken down by user-defined chart of account elements and
FIN 6.1.725
levels.
System provides a set of system assurance reports and control totals that reconcile with data source
FIN 6.1.726
systems.
System provides user-defined reports showing any of the labor distribution elements by a user-specified
FIN 6.1.727
date range.
System provides a summary report that groups detailed direct expenditures and indirect (allocated) costs
FIN 6.1.728
by any combination of chart of account elements.
General Ledger: General Requirements
System provides control by updating the general ledger and all subsidiary ledgers from the same
FIN 6.1.729
transaction source.
System has the capability to reflect credits as negative numbers and debits as positive numbers within
FIN 6.1.730 the database. On screens and reports, system must reflect positive numbers for nominal balances (e.g.,
Credit side entries for revenue show positive, but negative for cash).
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 46
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
General Ledger: Organizational Design
System provides current year reorganization functionality by moving and merging all actual, budget, and
FIN 6.1.730 historical data when the organization is changed. The following functionality is available to users while
performing a reorganization within the system:
FIN 6.1.731 The ability to split an old organization to multiple organizations by amount.
FIN 6.1.732 The ability to split an old organization to multiple organizations by percent.
FIN 6.1.733 System uses reports to restate or not restate history after a reorganization.
FIN 6.1.734 System provides multiple organizational structures concurrently for reporting purposes.
FIN 6.1.735 System provides the ability to group or ungroup Chart of Accounts fields for reporting purposes.
General Ledger: Chart of Account Design
System provides the ability to permit authorized users to establish and maintain a standard Chart of
FIN 6.1.736 Accounts to meet statewide and user (agency) accounting and financial reporting needs, using tables that
do not require programming knowledge to establish or modify.
FIN 6.1.737 System provides up to 15 levels of structure for each field in the Chart of Accounts.
FIN 6.1.738 System allows Chart of Accounts field lengths to be configured during the installation.
FIN 6.1.739 System permits the length of each Chart of Accounts field to be up to 12 alphanumeric characters.
System should provide the capability to match the State Chart of Accounts and record transactions by the
FIN 6.1.740
following segments, including but not limited to:
FIN 6.1.740.01 Fund
FIN 6.1.740.02 Agency/Department
FIN 6.1.740.03 Organization (Division, Cost Center)
FIN 6.1.740.04 Program
FIN 6.1.740.05 Appropriation
FIN 6.1.740.06 Location
FIN 6.1.740.07 Project
FIN 6.1.740.08 Expenditure Object
FIN 6.1.740.09 Source of Revenue
FIN 6.1.740.10 Balance Sheet Account
FIN 6.1.740.11 Grant
FIN 6.1.740.12 Responsibility Area
FIN 6.1.740.13 Activity
FIN 6.1.740.14 Function
FIN 6.1.740.15 Period (Fiscal Month/Fiscal Year or Fiscal Year)
FIN 6.1.740.16 Other Reporting Period (e.g.. Calendar Month/Year, Federal Month/Year)
FIN 6.1.740.17 User-Defined Field
FIN 6.1.740.18 User-Defined Field
FIN 6.1.740.19 User-Defined Field
System should have the capability for General Ledger accounts to be designated by a user-definable
FIN 6.1.741
"account type," which can be tracked on all transactions, including but not limited to:
FIN 6.1.741.01 Asset account
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 47
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.741.02 Liability account (including trust)
FIN 6.1.741.03 Fund Equity account
FIN 6.1.741.04 Collected Revenue account (Collected and Accrued)
FIN 6.1.741.05 Expense or Expenditure account (Paid and Accrued)
FIN 6.1.741.06 Encumbrances
FIN 6.1.741.07 Budgetary
FIN 6.1.741.08 Statistical (e.g., Budgeted positions)
FIN 6.1.742 System permits Accounts to be shared across multiple years (e.g., project accounts, grant accounts).
FIN 6.1.743 System can accumulate costs by user-defined values that are not part of the Chart of Account elements.
FIN 6.1.744 System permits for sorting of the Chart of Accounts.
FIN 6.1.745 System permits all Chart of Account elements to be added or changed to an active or inactive status.
System permits segments of the Chart of Accounts to be grouped on a user-defined basis into multiple
FIN 6.1.746
reporting hierarchies.
System uses effective dating when adding or deleting any segment of the Chart of Accounts (at all levels)
FIN 6.1.747
and validates entries based upon the effective date.
System permits Chart of Accounts organization structure changes to be tracked for a user-defined period
FIN 6.1.748
of time.
System provides a hierarchical structure that groups projects across agencies for Statewide reporting
FIN 6.1.749
purposes.
System provides an option for coding reduction techniques or tools to significantly reduce the amount of
FIN 6.1.750
data entry required on a transaction and the likelihood of data entry errors.
Creation and editing of these reduction codes would be at the agency level, and use would be
FIN 6.1.750.01
optional.
A coding reduction value or code references specific user-defined combinations of any
FIN 6.1.750.02
segment of the Chart of Accounts.
Data entry of this specific coding reduction value on a transaction can infer or “look up” the
FIN 6.1.750.03 combination of segments instead of requiring data entry of each of these segments on the
transaction.
Data entry into a specific segment of the Chart of Accounts defaults or “looks up” the
FIN 6.1.750.04 combination of values for other Chart of Accounts segments by referencing a user-defined
mapping table.
System provides for correct recording of revenue to the revenue coding structure and monitoring against
FIN 6.1.751
estimated revenues to meet Statewide and agency-specific reporting and control requirements.
System provides an optional level of detail below the Statewide revenue source and expenditure object
FIN 6.1.752 codes, established for use by individual agencies at their discretion. The agency codes should
automatically roll up to Statewide codes.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 48
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides an optional level of detail below the statewide general ledger account (Balance Sheet
FIN 6.1.753 Accounts), established for use by individual agencies at their discretion. The subsidiary general ledger
account should automatically roll up to the statewide general ledger account (Balance Sheet Accounts).
FIN 6.1.754 System allows Chart of Accounts changes and maintains records of the historical Chart of Accounts.
System provides the ability to copy accounts from one organizational unit to another to facilitate Chart of
FIN 6.1.755
Accounts maintenance.
System allows the user to upload Chart of Accounts records from third-party products, including but not
FIN 6.1.756
limited to: Microsoft Excel, Microsoft Access, and other accounting packages.
System provides for Chart of Accounts elements to have a long description of at least 50 alphanumeric
FIN 6.1.757
characters.
System provides for Chart of Accounts elements to have a short description of at least 25 alphanumeric
FIN 6.1.758
characters.
FIN 6.1.759 System provides the ability to record and report transactions by location.
System allows a many-to-many relationship while creating transactions between Chart of Accounts
FIN 6.1.760
elements within user-defined security rules, including but not limited to the following:
FIN 6.1.760.01 Fund
FIN 6.1.760.02 Agency/Department
FIN 6.1.760.03 Organization
FIN 6.1.760.04 Program
FIN 6.1.760.05 Project
FIN 6.1.760.06 Expenditure Object
FIN 6.1.760.07 Source of Revenue
FIN 6.1.760.08 Balance Sheet Account
FIN 6.1.760.09 Grant
FIN 6.1.760.10 Appropriation (Budgeted Revenue and Expense)
FIN 6.1.760.11 Responsibility Area
FIN 6.1.760.12 Activity
FIN 6.1.760.13 Function
FIN 6.1.760.14 Period (Fiscal Month/Fiscal Year or Fiscal Year)
FIN 6.1.760.15 Other Reporting Period (e.g.. Calendar Month/Year, Federal Month/Year)
FIN 6.1.760.16 Location
FIN 6.1.760.17 User-Defined Field
FIN 6.1.760.18 User-Defined Field
FIN 6.1.760.19 User-Defined Field
FIN 6.1.761 System is self balancing by any user-specified or all Chart of Account elements.
System provides the ability to summarize or present detail based on user-defined parameters on any
FIN 6.1.762
Chart of Accounts combination from subsidiary ledger systems.
System provides the capability to infer the GAAP funds (code and name as another field) based on
FIN 6.1.763
designated Chart of Accounts fields (such as fund, agency, appropriation).
FIN 6.1.764 System provides the ability to have multiple ledgers that are able to be updated simultaneously.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 49
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to store, update, and use hyperlinks in data fields that allow the user to link
FIN 6.1.765
to a item inside or outside of the ERP system with proper security.
General Ledger: Fund Accounting
System provides for the maintenance of funds, each of which is a self balancing set of accounts, with all
FIN 6.1.766
fund records being processed simultaneously by the common system.
System edits transactions to ensure that each entry to a fund is balanced and complete, and each fund is
FIN 6.1.767
maintained as a self-balancing entity during all processing.
System must balance at a lower level than fund, by additional Chart of Account elements (e.g.
FIN 6.1.768
appropriation, organization, activity, etc.), if specified by the user.
System provides all procedural functions of a fund accounting system in conformity with GAAP, GASB,
FIN 6.1.769
OMB (Office of Management and Budget) and regulatory standards and guidelines.
System provides the appropriate accounting treatment for each fund type in accordance with GAAP, as
FIN 6.1.770
promulgated by GASB.
System simultaneously supports multiple bases of accounting for the appropriate fund types, including
FIN 6.1.771
but not limited to:
FIN 6.1.771.01 Cash basis
FIN 6.1.771.02 Modified cash basis
FIN 6.1.771.03 Modified accrual basis
FIN 6.1.771.04 Accrual basis
System provides capability to report expenditure activity on a cash basis (budgetary compliance and
reporting) and accrual basis (CAFR reporting) within the same fund and to provide reconciling transaction
reports as needed, including the transactions that may be reported in different fiscal years based on the
FIN 6.1.772
method of reporting. For example, for transactions that need to update prior year non-cash accounts, but
affect current year cash accounts, the system updates cash in the current year and sets up 'due to' and
'due from' appropriately across the fiscal years.
System properly accounts for inter-fund transfers of cash in accordance with GAAP and maintains the
FIN 6.1.773 associated audit trail. Such transfers include loans, advances, intra/interfund transfers, intra/interfund
services provided and used transactions, and reimbursement transactions.
System provides ability to balance interfund receivable, payable, and operating transfer accounts within
FIN 6.1.774
funds and agencies, as well as across the entire system.
System provides transaction edits at the fund, agency, or department level that permit, warn, or reject
FIN 6.1.775
transactions across funds, based on user-defined allowable Chart of Accounts code combinations.
System provides the ability to perform a cash available edit and commits the transaction if it passes the
FIN 6.1.776 edit or produces an error message if the transaction fails the edit. These edits will be performed for every
transaction (including expenditure, revenue). Edit option to be controlled by Fund or group of Funds.
FIN 6.1.777 The system allows for establishing funds that are exempt from cash available edits.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 50
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System performs an appropriated budget available edit and commits the transaction if it passes the edit
FIN 6.1.778 or produces an error message if the transaction fails the edit. These edits will be performed for every
transaction (including expenditure and revenue).
System performs a operating budget available edit (which is user-defined) and commits the transaction if
FIN 6.1.779 it passes the edit or produces an error message if the transaction fails the edit. These edits will be
performed for every transaction (including expenditure, revenue).
System provides the ability to record a transaction that uses both an Expenditure Object and a Balance
Sheet Asset account. The transaction would be used for disbursing appropriated funds as an expenditure
FIN 6.1.780 against the appropriation for budgetary purposes as well as an asset receivable for financial reporting.
e.g. Loan Disbursements. The transaction should be posted uniformly against all sub ledgers including,
but not limited to Grant Accounting and Project Accounting.
System provides the ability to record a transaction that uses both Revenue Source Code and Balance
Sheet Asset account. The transaction would be used for receipting revenues and posting to
FIN 6.1.781 appropriations for budgetary reporting as well as offsetting Asset Receivables for financial reporting. e.g.
Receipt of Loan repayments. The transaction should be posted uniformly against all sub ledgers
including, but not limited to Grant Accounting and Project Accounting.
System provides the ability to record a transaction type that uses an Expenditure Object but does not edit
or update the Appropriation or Operating Budget balance. i.e. the transaction posts an expenditure and
FIN 6.1.782 related offsets to the general ledger, but does not affect appropriation or operating budget authority or be
reflected in the calculated balance. The transaction should be posted uniformly against all sub ledgers
including, but not limited to Grant Accounting and Project Accounting.
FIN 6.1.783 System provides ability to process transfers between funds.
System allows users to perform the following intra-agency and inter-agency fund transfers: real (i.e.,
FIN 6.1.784
cash), nominal (i.e., expenses).
System provides ability for one agency to process a payment to another agency for goods or services
FIN 6.1.785
rendered without issuing a warrant.
FIN 6.1.786 System supports a fund having multiple bank accounts.
FIN 6.1.787 System has the ability to record and maintain the following non-financial data for each unique fund:
FIN 6.1.787.01 Date Established
FIN 6.1.787.02 Purpose of Fund
FIN 6.1.787.03 Source of Revenue
FIN 6.1.787.04 Acceptable Uses
FIN 6.1.787.05 Legal Authority (for creation of fund)
FIN 6.1.787.06 Date Closed
FIN 6.1.787.07 Fund Type
FIN 6.1.787.08 Fund Group
FIN 6.1.787.09 Interest bearing and not interest bearing indicator
System has the ability to record and maintain the following non-financial data for each unique
FIN 6.1.788
appropriation (using user-configurable lengths).
FIN 6.1.788.01 Date Established
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 51
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.788.02 Purpose of Appropriation (minimum 256 characters)
FIN 6.1.788.03 Funding Source (minimum 15 characters)
FIN 6.1.788.04 Acceptable Uses (minimum 256 characters)
FIN 6.1.788.05 Legal Authority for Creation (minimum 25 characters)
FIN 6.1.788.06 Date Closed
FIN 6.1.788.07 Appropriation Type (minimum 15 characters)
FIN 6.1.788.08 Appropriation Title (minimum 256 characters)
FIN 6.1.788.09 Multiple User-Defined Indicators (at least 5)
FIN 6.1.788.10 Multiple User-Defined Fields (at least 15)
FIN 6.1.789 System has the ability to record and maintain the following financial data for each unique fund:
FIN 6.1.789.01 Adopted Annual Budget
FIN 6.1.789.02 Adjusted Annual Budget
FIN 6.1.789.03 Agency Annual Budget
FIN 6.1.789.04 Total Expenditures
FIN 6.1.789.05 Total Revenue
FIN 6.1.789.06 Pre-Encumbrances
FIN 6.1.789.07 Encumbrances
FIN 6.1.789.08 Interfund Transactions
FIN 6.1.789.09 Fund Balance
FIN 6.1.789.10 Breakdown of fund balance into reserved, unreserved, designated, and undesignated
FIN 6.1.790 System has the ability to record and maintain the following financial data for each unique appropriation:
FIN 6.1.790.01 Adopted Annual Budget
FIN 6.1.790.02 Adjusted Annual Budget
FIN 6.1.790.03 Agency Annual Budget
FIN 6.1.790.04 Total Expenditures
FIN 6.1.790.05 Total Revenue
FIN 6.1.790.06 Pre-Encumbrances
FIN 6.1.790.07 Encumbrances
FIN 6.1.790.08 Interfund Transactions
FIN 6.1.790.09 Fund Balance
FIN 6.1.790.10 Breakdown of fund balance into reserved, unreserved, designated, and undesignated
FIN 6.1.791 System maintains expenditure and revenue details on a fund-by-fund basis.
FIN 6.1.792 System provides an on-line interfund/interagency reconciliation.
System provides for the maintenance of funds on the GAAP fund structure, which differs significantly from
FIN 6.1.793 the statutory fund structure (currently defined by several elements of the Chart of Accounts including but
not limited to Fund, Agency, Group etc.).
General Ledger: Journal Entry
FIN 6.1.794 System has the ability to enter journal transactions online or in batches.
System has the ability when entering a journal voucher to view the multiple entries within the journal
FIN 6.1.795
transaction .
FIN 6.1.796 System defaults data within journal fields (e.g., year, current date) with override capability.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 52
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.797 System defaults data (e.g., cost center, department) within journal fields by user with override capability.
System has the ability to electronically attach or reference multiple supporting documents to the journal
FIN 6.1.798
entry. In addition to printing the journal entry, the user should also be able to print attached documents.
System allows users to input journal entries as a correction or adjustment to any open accounting
FIN 6.1.799
periods.
System allows users to import journal entries from desktop applications (e.g., Microsoft Excel) and
FIN 6.1.800
validate the entry against the Chart of Accounts and allowed Chart of Accounts code combinations.
FIN 6.1.801 System provides end users with the ability to customize their view of the journal entry screen.
System automatically generates and assigns document control numbers for all system generated
FIN 6.1.802
documents and transactions at the agency level.
FIN 6.1.803 System allows users to cancel or back-out transactions, with audit trail.
System provides ability to trace summarized transactions online in the General Ledger back to detail
FIN 6.1.804 source documents in other system modules or subsystems within the enterprise system. If the
information must be retrieved from these modules or subsystems, it should be transparent to the user.
System provides ability to trace summarized transactions on a General Ledger report back to detail
FIN 6.1.805 source documents in other system modules or subsystems within the enterprise system. If the
information must be retrieved from these modules or subsystems, it should be transparent to the user.
System supports establishment of rules for each journal type, which determine the appropriate
FIN 6.1.806
processing, including but not limited to:
FIN 6.1.806.01 Account default to reduce keystrokes
FIN 6.1.806.02 Type of data to be entered
FIN 6.1.806.03 Whether data is required, optional, or not allowed
System provides ability to generate default offset entries for non-journal voucher financial documents
FIN 6.1.807 from sub-ledgers (e.g., payment requests, purchase orders, encumbrances, requisitions, cash receipts,
etc.).
System is able to have a two part number that makes up the whole journal entry number. The first part
of the journal number is a user-defined prefix (e.g., fiscal year) of at least 6 characters, maintained by
FIN 6.1.808 document type and agency. The second part of the number is an automated sequence number (never
duplicated for each agency/document type/prefix combination). Journal entry number prefixes are
defined by agency and are unique within agency and document type.
System processes batch files during the day without closing out other users from online transaction
FIN 6.1.809
processing.
System provides online validation and editing for error identification and correction before actual posting
FIN 6.1.810 occurs, including the notification of out-of-balance batches with correction capability prior to posting at
the detail level.
System provides each agency with the ability to print a copy of approved journal vouchers and/or internal
FIN 6.1.811
vouchers.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 53
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides accrual journals, which can (optionally) automatically reverse themselves on a user-
FIN 6.1.812
specified date in the following period.
FIN 6.1.813 System provides for the automatic reversal of specified journal entries using a system generated date.
FIN 6.1.814 System supports automatic recurring journal entries.
FIN 6.1.815 System allows creation of a journal entry using a previously entered journal entry format (copy journal).
FIN 6.1.816 System provides journal entry footnotes or a line item description area.
System provides users the capability to select summary or detailed posting of transactions to the general
FIN 6.1.817
ledger from subsidiary ledgers/modules within the system.
System provides ability to create and process transactions against statistical and memo accounts in
FIN 6.1.818
addition to financial accounts.
System provides for users to save journal entries that have not yet been posted or cleared of all online
FIN 6.1.819
validation errors.
System provides the ability to record Units of Measure (Hours, FTE, Lots, etc.) and amounts in the same
FIN 6.1.820 line of a journal entry. This needs to integrate with other modules, including, but not limited to cost
allocation, time reporting and projects.
General Ledger: Recurring Transactions / Transaction Templates
System should allow for the use of coding block templates for transactions that use a common coding
FIN 6.1.821
block but differing transaction amounts (e.g., distribute a dollar amount by percentage).
FIN 6.1.822 System supports user-defined recurring transactions based upon the following schedules:
FIN 6.1.822.01 Periodic
FIN 6.1.822.02 Fixed
FIN 6.1.822.03 Open
FIN 6.1.822.04 Percentage allocation
FIN 6.1.822.05 Amount
FIN 6.1.823 Supports workflow processes for recurring transactions.
FIN 6.1.824 Validates all fields in recurring transaction entries.
FIN 6.1.825 Notifies users that recurring transactions are about to generate.
System provides recurring transaction indicator (a document type) for every financial and statistical
FIN 6.1.826
transaction.
Provides the ability to have multiple open periods within each sub-ledger/sub-module, as well as the
FIN 6.1.827
general ledger.
System prevents transactions from posting unless the transaction updates open periods within each sub-
FIN 6.1.828
ledger/sub-module and within the general ledger.
General Ledger: Intra-/Interfund and Intra/Interagency Vouchers
System provides all the functionality specified for the journal entry requirements for inter/intra-fund and
FIN 6.1.829
inter/intra-agency vouchers.
System provides the ability to enter journal entries for multiple agencies and funds under one journal
FIN 6.1.830
header, with appropriate security.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 54
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to create an encumbrance for estimated costs for inter/intra-agency and
FIN 6.1.831
inter/intra-fund work to be provided.
System provides capability to route created inter/intra-agency and inter/intra-fund vouchers to a user-
FIN 6.1.832 specified approval structure for review and either approval or rejection. Transaction will not commit until
it is approved.
System will have the capability to send a user-specified notification (e.g., email), if the inter/intra-agency
FIN 6.1.833
or inter/intra-fund vouchers are rejected or a specified period of time lapses.
System provides the capability for an inter/intra-agency or inter/intra-fund voucher (IV) to reference a
FIN 6.1.834 previously established encumbrance. After the IV transaction is posted, the referenced encumbrance
document should automatically liquidate.
FIN 6.1.835 System restricts inter-fund postings based upon security.
System provides the capability to flag an inter-agency voucher "in dispute" and allow user-defined
FIN 6.1.836
workflow rules to resolve dispute.
General Ledger: Interfund and Interagency Billing and Receipts
System provides all the functionality specified for the journal entry requirements for inter/intra-fund and
FIN 6.1.837
inter/intra-agency billing and receipts
System provides the capability for an inter/intra-agency inter/intra-fund receipt to reference a previously
FIN 6.1.838 established bill (invoice). After the transaction is posted, the referenced bill (invoice) document should
automatically reflect a payment application.
General Ledger: Encumbrances
System has the ability to generate appropriate type and stages of encumbrance based on type of "legal
FIN 6.1.838
authority to spend" (approved contract, purchase order, etc.).
System has the ability to adjust, change, supplement, or reduce existing encumbrances and pre-
FIN 6.1.839
encumbrances, maintaining an audit trail of all adjustments.
FIN 6.1.840 Encumbrance process should include the following data:
FIN 6.1.840.01 Type of encumbrance
FIN 6.1.840.02 Date requested
FIN 6.1.840.03 Date set up
FIN 6.1.840.04 Chart of Accounts codes (multiple sets)
FIN 6.1.840.05 Originating unit & contact info
FIN 6.1.840.06 Encumbrance number (auto-generated by type of encumbrance)
FIN 6.1.840.07 Fiscal year
FIN 6.1.840.08 Description
FIN 6.1.840.09 Amount
FIN 6.1.840.10 Payee
FIN 6.1.840.11 Approval fields (allowing up to 10 levels of approval)
FIN 6.1.840.12 Text fields (at least up to 5)
FIN 6.1.840.13 Multiple vendor numbers
System provides standard and user-defined year-end close encumbrance rules and functionality, including
FIN 6.1.841
but not limited to:
FIN 6.1.841.01 Carry-forward user-selected encumbrances as commitments
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 55
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
Carry-forward encumbrances based on user defined criteria using any element of the Chart of
FIN 6.1.841.02 Accounts or fields associated with the Appropriation (e.g. appropriation type, fund source) or
Fund.
FIN 6.1.841.03 Non-selected encumbrances are not carried forward
FIN 6.1.841.04 Carry all selected encumbrances forward
Cancel blanket purchase orders (open pre-encumbrances) that have no outstanding items on
FIN 6.1.841.05
order at year end, with appropriate notification required.
FIN 6.1.841.06 Create year end accruals
Ability to maintain the same encumbrance document number on encumbrances that have been liquidated
FIN 6.1.842
in one fiscal year and carried forward into the next fiscal year.
When encumbrances are selected to be carried forward, system is able to track them as prior year
FIN 6.1.843 encumbrances based on criteria, including but not limited to appropriation type, specific appropriation,
etc., with the following functionality:
FIN 6.1.843.01 Encumbrances are reported as fund balance reserves and rolled forward to the current year.
Keeping prior year funding and tracking fund balance reserve by original budget year
FIN 6.1.843.02
separately from the new current year fund balance reserve.
Liquidate prior year encumbrance from prior year budget reserve due to encumbrance
FIN 6.1.843.03
cancellation or payment activity in the current year.
Report and display prior year encumbrance reserve separately from current year
FIN 6.1.843.04
encumbrance reserves.
When the encumbrance is closed with a residual unspent amount, the residual amount is
FIN 6.1.843.05 tracked and controlled separately and not added back to current year available funds for
selected appropriation types.
FIN 6.1.844 System provides the ability to close encumbrances by type of encumbrance.
FIN 6.1.845 System allows negative encumbrance amounts with appropriate security.
General Ledger: Closing
System provides automated year-end close processes (i.e., close nominal accounts to fund balance or
FIN 6.1.846 fund equity, roll real accounts forward) for all modules as needed. System should close to the level of
detail (Chart of Accounts Elements) determined by the user.
System allows users to initiate year-end processing at any point in time after the end of the fiscal year
FIN 6.1.847
(i.e., doesn't have to occur on last day or on any particular day).
FIN 6.1.848 System rolls forward or closes grant and project accounts based on the type of project or grant.
System allows users to run a process that closes all selected open purchase orders/encumbrances and
FIN 6.1.849 requisitions/pre-encumbrances with user-defined parameters at year-end. Such parameters include, but
are not limited to, the encumbrance document number.
FIN 6.1.850 System has the ability to close by fund or by fund group.
FIN 6.1.851 System provides the ability to perform period-end closings (e.g., monthly).
System allows for maintaining multiple fiscal years (at least 3) and periods concurrently, which allows
FIN 6.1.852
users to post transactions for a new fiscal year prior to closing the previous year.
System allows new year inputs to be entered before the old year's preliminary closing, with the
FIN 6.1.853
transactions held in suspense until the new year is opened.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 56
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.854 System allows users to set a default accounting period.
FIN 6.1.855 System allows users to define closing periods and the period closing dates.
FIN 6.1.856 System provides support for multiple open periods.
FIN 6.1.857 System prevents transactions from posting into a closed period (month or year).
System allows reopening a closed period (either month or year) for transaction processing, with
FIN 6.1.858 appropriate security. User is able to reopen a prior period that is several periods back without opening all
the prior periods sequentially.
FIN 6.1.859 System permits prior period adjustments.
System allows user-defined types of transactions to post into a future period as long as the period is open
FIN 6.1.860
and the user has appropriate security authority.
System should support pre-close (i.e., trial closes) and generates pro forma financial statements without
FIN 6.1.861
restriction.
FIN 6.1.862 System allows posting of expenditure and revenue accruals required for end of fiscal year closings.
FIN 6.1.863 System provides access to 3 years of complete financial information in detail format online.
System provides for at least 16 user-definable accounting periods per year that can either be used for
FIN 6.1.864 transacting against financial balances, adjusting periods against financial balances, or adjusting periods
that are for memo entries only and do not update financial balances, but will be reflected in annual
reports.
System provides the functionality to roll appropriations or any Chart of Account elements forward at year
FIN 6.1.865
end according to user-defined criteria.
General Ledger: Budget Control
General Ledger Budget Control is fully integrated with the receivables, payables, purchasing, inventory,
payroll, cost allocation and human resources modules to ensure that all transactions using or affecting
FIN 6.1.866
budget (appropriation, grant, project, operating budget) authority are validated online, real-time against
up-to-date budget totals based on established budgetary controls.
System provides the ability to control by expenditure group, giving the user the ability to designate a "no
FIN 6.1.867
spending" control.
FIN 6.1.868 System tracks transaction detail at the level of entry.
FIN 6.1.869 System provides multiple levels of controls for operating budgets.
System provides the ability to override appropriation, operating budget, grant, project, and contract
FIN 6.1.870 budget edits with the appropriate security authority for each type of budget, without opening the budget
to other users.
System provides an indicator that determines whether payroll transactions are edited against the
FIN 6.1.871
appropriation, operating budget, grant, and project budgets
System provides separate data entry and document types for appropriation and operating budget
FIN 6.1.872
transactions.
System separately tracks original budget, budget adjustment, and budget transfer line items for each
FIN 6.1.873
appropriation.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 57
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System separately tracks original budget, budget adjustment, and budget transfer line items for each
FIN 6.1.874
operating budget.
System uses the following formula to calculate available budget (original budget +/- budget adjustments
FIN 6.1.875 +/- budget transfers - reversions/lapses - pre-encumbrances - encumbrances - expenditures). Note the
inclusion of pre-encumbrances and encumbrances depends on the system configuration.
System should provide appropriation budget controls by user-defined combinations of the
FIN 6.1.876 elements/element hierarchies shown below: Appropriation budgets will be set up at the level of the
expenditure group (major line of expenditures, such as permanent salaries, fringe benefits,
supplies/services, etc.)
FIN 6.1.876.01 Fund
FIN 6.1.876.02 Agency/Department
FIN 6.1.876.03 Appropriation
FIN 6.1.876.04 Expenditure Group (i.e., Major Line of Expenditure) See budget development requirements.
FIN 6.1.877 System provides multi-year appropriation budget control.
System provides appropriation budget control at varying levels and combinations of the Chart of Accounts
FIN 6.1.878 to be specified by authorized users. (i.e., 3rd level of fund; 2nd level of agency, 3rd level of expenditure
group).
System provides an indicator, for each appropriation, that determines if pre-encumbrances are included in
FIN 6.1.879
the available appropriation budget edit.
System provides an indicator, for each appropriation, that determines if encumbrances are included in the
FIN 6.1.880
available appropriation budget edit.
System edits pre-encumbrances, encumbrances, and expenditures against the appropriation distributed
FIN 6.1.881
budget (e.g., by fund, appropriation and major line of expenditure).
System provides the ability to carry forward appropriation balances to the next period, based on user-
FIN 6.1.882
defined criteria.
FIN 6.1.883 System rolls up budget details to a user-defined summary level.
System distributes the adopted budget (summary level) and budget adjustments to detail Account and
FIN 6.1.884
Organization levels based on user-defined criteria.
System edits all transactions to ensure that appropriation budget is available before posting the
FIN 6.1.885
transaction.
System prevents transactions not meeting available appropriation budget by user-defined criteria for
FIN 6.1.886
those appropriations with absolute control from being transmitted to the next approval stage.
System prevents transactions not meeting available expenditure group (i.e., major line of expenditure,
FIN 6.1.887 see budget development requirements "-----") budget for those appropriations with absolute control from
being transmitted to the next approval stage.
FIN 6.1.888 System allows negative amounts budgeted for major expenditure line with appropriate security.
FIN 6.1.889 Individual agency, fund, and appropriation budgetary control options in the system include:
FIN 6.1.890 Absolute Control - prevents transaction from processing, may not be overridden
Override Control - prevents transaction from processing with the ability to override error with
FIN 6.1.890.01
appropriate security
FIN 6.1.890.02 Warning - provides warning message but allows transaction to process
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 58
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.890.03 No Control - allows transaction to process without warning
System provides a flag that sets the default appropriation control option (i.e., absolute, override,
FIN 6.1.891
warning, no control).
System provides multiple levels of appropriation budget control (i.e., absolute, override, warning, no
FIN 6.1.892
control).
System provides an on-line inquiry screen that displays original appropriation budget, budget
FIN 6.1.893 adjustments, budget transfers, reversions/lapses, pre-encumbrances, encumbrances, expenditures,
revenue, and calculated budget. The numbers displayed should reflect posted and unposted (saved but
not posted) transactions.
System provides an on-line inquiry screen that displays original appropriation budget, budget
FIN 6.1.894 adjustments, budget transfers, reversions/lapses, pre-encumbrances, encumbrances, expenditures,
revenue, and available budget. The numbers displayed should be the same balances used by the budget
edit program.
System provide the ability to drill down from the appropriation budget error message to the budget
FIN 6.1.895
inquiry screen and automatically retrieve budget data.
System provides on-line inquiry screens that display the appropriation budget, adjustments, transfers,
FIN 6.1.896 reversion/lapses, pre-encumbrances, encumbrances, expenditures, revenues, and available budget data
at varying levels of the Chart of Accounts structure, including by major line of expenditure.
General Ledger: Operating Budget
System provides operating budgets. Note: the operating budget is separate from the appropriation
FIN 6.1.897
budget and is used to control budgets at a lower or different level of detail than the appropriation budget.
System provides operating budget controls for each agency with user-defined combinations of the
FIN 6.1.898
elements shown below:
FIN 6.1.898.01 Fund
FIN 6.1.898.02 Agency/Department
FIN 6.1.898.03 Organization
FIN 6.1.898.04 Program
FIN 6.1.898.05 Appropriation
FIN 6.1.898.06 Location
FIN 6.1.898.07 Project
FIN 6.1.898.08 Expenditure Object
FIN 6.1.898.09 Source of Revenue
FIN 6.1.898.10 General Ledger Account
FIN 6.1.898.11 Grant
FIN 6.1.898.12 Responsibility Area
FIN 6.1.898.13 Activity
FIN 6.1.898.14 Expenditure Group
System provides operating budget control at varying levels and combinations of the Chart of Accounts
FIN 6.1.899
(i.e., 4th level of fund; 4th level of organization, 2nd level of object of expenditure).
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 59
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides multiple levels of operating budget (e.g., level 1 and level 3 of the organization) within
FIN 6.1.900
the same organizational branch.
FIN 6.1.901 System provides ability to create, enter, track, and analyze agency spending and receipt plans.
System provides an indicator that determines whether pre-encumbrances are included in the available
FIN 6.1.902
operating budget edit.
System provides an indicator that determines whether encumbrances are included in the available
FIN 6.1.903
operating budget edit.
FIN 6.1.904 System provides the ability to distribute and control the operating budget by the following periods:
FIN 6.1.904.01 Semi-Annual
FIN 6.1.904.02 Quarter
FIN 6.1.904.03 Month
FIN 6.1.904.04 Allocation (based on seasonal trend)
FIN 6.1.904.05 User-defined period (manually input budget for each month)
FIN 6.1.905 System rolls up operating budget details to a user-defined summary level.
System distributes the adopted operating budget (summary level) to detail Account and Organization
FIN 6.1.906
levels.
FIN 6.1.907 System edits all transactions to ensure that operating budget is available before posting the transaction.
System prevents transactions not meeting available operating budgets that are absolutely controlled from
FIN 6.1.908
being transmitted to the next approval stage.
System allows negative amounts to be budgeted in an agency Operating Budget with appropriate
FIN 6.1.909
security.
FIN 6.1.910 Operating budget control options in the System include:
FIN 6.1.910.01 Absolute Control - prevents transaction from processing, may not be overridden
Override Control - prevents transaction from processing with the ability to override error with
FIN 6.1.910.02
appropriate security
FIN 6.1.910.03 Warning - provides warning message but allows transaction to process
FIN 6.1.910.04 No Control - allows transaction to process without warning
System provides a flag that sets the default operating budget control option (i.e., absolute, override,
FIN 6.1.911 warning, no control). Control is by agency and may be in detail by one or more of the chart of account
elements.
FIN 6.1.912 System provides multiple levels of operating budget control (i.e., absolute, override, warning, no control).
System provide the ability to drill down from the operating budget error message to the budget inquiry
FIN 6.1.913
screen and automatically retrieve budget data.
System provides an on-line inquiry screen that displays operating budget adjustments, transfers, pre-
FIN 6.1.914 encumbrances, encumbrances, expenditures, revenue, and available budget. The numbers displayed
should be the same balances used by the budget edit program.
System provides on-line inquiry screens that display the operating budget, adjustments, transfers, pre-
FIN 6.1.915 encumbrances, encumbrances, expenditures, and available budget data at varying levels of the Chart of
Accounts.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 60
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.916 System provides the ability to establish multiple levels of control for changes in budget authorization
System provides the ability to record a journal voucher type that bypasses edits in the system with
FIN 6.1.917 appropriate security. Such journal vouchers would be used to make corrections to the General Ledger
and/or Balance Sheet for Chart of Account elements that are no longer active or valid.
General Ledger: Inquiry and Reporting
System provides the ability to report on all detailed data for up to 10 years to meet legislative and
FIN 6.1.918
management report needs both on a standard and ad-hoc reporting basis.
System has the ability to summarize individual line-item accounts into meaningful groups of accounts for
FIN 6.1.919
use in financial reporting, based on user-defined criteria.
System provides ability to report budget, encumbrances, pre-encumbrances, actual revenues, and actual
FIN 6.1.920
expenditures by user-defined period using any of the following Chart of Account elements:
FIN 6.1.920.01 Fund
FIN 6.1.920.02 Agency/Department
FIN 6.1.920.03 Organization
FIN 6.1.920.04 Program
FIN 6.1.920.05 Appropriation
FIN 6.1.920.06 Location
FIN 6.1.920.07 Project
FIN 6.1.920.08 Expenditure Object
FIN 6.1.920.09 Source of Revenue
FIN 6.1.920.10 Balance Sheet Account
FIN 6.1.920.11 Grant
FIN 6.1.920.12 Responsibility Area
FIN 6.1.920.13 Activity
FIN 6.1.920.14 Function
FIN 6.1.920.15 Period (Fiscal Month/Fiscal Year or Fiscal Year)
FIN 6.1.920.16 Other Reporting Period (e.g.. Calendar Month/Year, Federal Month/Year)
FIN 6.1.920.17 GAAP Fund
FIN 6.1.920.18 Funding Source
FIN 6.1.921 System can produce ad-hoc reports using any field in the General Ledger.
System maintains a history of all General Ledger transactions and produces detailed transaction reports
FIN 6.1.922
to provide an appropriate audit trail.
By user-defined detail, system provides a trial balance by fund, or select Chart of Account elements, to
FIN 6.1.923
obtain a running total of debits and credits.
System complies with GASB 34 financial reporting (e.g., Comprehensive Annual Financial Report) and
provides the ability to prepare adjusting entries to account balances of individual GAAP funds and to
FIN 6.1.924 accumulate, reclassify and prepare adjusting entries to account balances of government-wide activities.
The main statements should be run across all fund types and by specific fund. The main statements in
the CAFR include the following:
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 61
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.924.01 Statement of Net Assets
FIN 6.1.924.02 Statement of Activities
Balance Sheet Governmental Funds; Reconciliation of the Governmental Funds Balance Sheet
FIN 6.1.924.03
to the Statement of Net Assets;
Statement of Revenues, Expenditures, and Changes in Fund Balances-Governmental Funds;
FIN 6.1.924.04 Reconciliation of the Change in Fund Balances of the Governmental Funds to the Statement of
Activities;
FIN 6.1.924.05 Statement of Net Assets-Proprietary Funds;
FIN 6.1.924.06 Statement of Revenues, Expenses, and Changes in Fund Net Assets-Proprietary Funds;
FIN 6.1.924.07 Statement of Cash flows-Proprietary Funds; (Direct Method)
FIN 6.1.924.08 Statement of Fiduciary Net Assets;
FIN 6.1.924.09 Statement of Changes in Fiduciary Net Assets
FIN 6.1.925 System presents financial statements on an accrual, modified cash, modified accrual, and cash basis.
System provides subsidiary ledgers for balance sheet accounts as needed. These subsidiaries must
FIN 6.1.926
generate reports of open transactions that accumulate to the balance sheet account totals.
System has the capability to show different organizational structures on a single report displaying
FIN 6.1.927 accurate prior and current year data. Within the report, a unit existing under one division in the prior
year may be reflected under a new division or may not exist in the current year.
System provides the ability to filter, search, and report month-to-date and year-to-date budget,
FIN 6.1.928 estimated revenue, expenditures, revenue, encumbrances, and pre-encumbrances by any element in the
Chart of Accounts.
System provides fund transfer reports, such as interfund receivables, interfund payables, and interfund
FIN 6.1.929
transfers, that displays month and year-to-date transfer information.
System provides the ability to produce the following financial reports based upon user-defined criteria
FIN 6.1.930 (e.g., transaction date ranges to produce monthly, quarterly, and yearly reports) for each unique fund,
fund type, and fund group:
FIN 6.1.930.01 Trial Balance
FIN 6.1.930.02 Cash Flow
FIN 6.1.930.03 Fund Balance Report
FIN 6.1.930.04 Balance Sheet
FIN 6.1.930.05 Income Statement
FIN 6.1.930.06 Cash Balance Report
FIN 6.1.931 System displays names for all Chart of Accounts data included when producing reports.
System is capable of producing a 10-year comparison report by user-defined periods, which details
FIN 6.1.932
revenue accruals, expenditures, commitments, and balance sheet accounts.
FIN 6.1.933 System provides a listing of encumbrances by funding year or by user-defined chart of account elements.
Grant Accounting: General Requirements
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 62
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability for integration with other relevant modules, including but not limited to:
FIN 6.1.934 procurement, asset management, cost accounting, cost allocation, human resources/payroll, projects,
accounts payable, accounts receivable, budget development, and general ledger modules.
FIN 6.1.935 System provides the ability to track grant activity over multiple years.
System provides the ability to track and report grant operations (i.e., budget, expenditures,
FIN 6.1.936 encumbrances, revenue) over several different periods including state fiscal year, federal fiscal year,
multiple-year grant period, and any specified period within the grant period.
FIN 6.1.937 System provides the ability to track grant applications.
System will facilitate notification of grant applications, approvals and awards via workflow. Workflow
FIN 6.1.938 may be set up for notifications that cross agencies to facilitate central reporting (e.g. DOA Division of
Intergovernmental Relations receives reports from all state agencies.)
System provides the ability to uniquely identify each grant through the assignment of an agency-defined
FIN 6.1.939 grant number and maintain grant-related descriptive information (e.g., grantor‟s grant number) in a grant
table.
System provides the ability to allow identification of grants by multiple user-defined identifiers (e.g.,
FIN 6.1.940 award number, state or Board assigned contract number, Catalog of Federal Domestic Assistance (CFDA)
number, agreement number, reporting category, grant award number and/or project number).
System provides the ability to track grant information by agency, with the ability for the agency to require
FIN 6.1.941
or make optional the following fields:
FIN 6.1.941.01 Grant number
FIN 6.1.941.02 Grant name
FIN 6.1.941.03 Grant description
FIN 6.1.941.04 Grantor
FIN 6.1.941.05 Grantor Contact Name
FIN 6.1.941.06 Grantor‟s mailing address and email
FIN 6.1.941.07 Grantor‟s phone number
FIN 6.1.941.08 Original grant approval amount
FIN 6.1.941.09 Grant budget
FIN 6.1.941.10 Grant amendments
FIN 6.1.941.11 Grant carryovers
FIN 6.1.941.12 Grant fiscal calendar
FIN 6.1.941.13 Date application submitted
FIN 6.1.941.14 Date application approved or denied
FIN 6.1.941.15 Application type (e.g. New, Amendment, Formula, Continuation, Discretionary)
FIN 6.1.941.16 Memo of Understanding Indicator (used in workflow for approval routing)
FIN 6.1.941.17 Federal Executive Order EO 12372 Indicator (Yes or No)
FIN 6.1.941.18 Grant beginning date
FIN 6.1.941.19 Grant expiration date
FIN 6.1.941.20 Letter of Intent to Award Date
FIN 6.1.941.21 Approved Contract Date
FIN 6.1.941.22 Grant Extension Date
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 63
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.941.23 Grant Budget Begin Date
FIN 6.1.941.24 Grant Budget End Date
FIN 6.1.941.25 Close-out End Date
FIN 6.1.941.26 Award Date
FIN 6.1.941.27 Letter of credit/draw-down
FIN 6.1.941.28 Responsible agency or division (multiple)
FIN 6.1.941.29 Agency or division contact and phone number (multiple)
FIN 6.1.941.30 Agency Contact Personal Identification Number (PIN)
FIN 6.1.941.31 Reimbursement schedule
FIN 6.1.941.32 Contract Award Number
FIN 6.1.941.33 Contract Number
FIN 6.1.941.34 Original Request Amount
FIN 6.1.941.35 Award Amount
FIN 6.1.941.36 Retainage
FIN 6.1.941.37 Amounts of State matching funds
FIN 6.1.941.38 Amounts of Federal matching funds
FIN 6.1.941.39 Amounts of In-kind matching funds
FIN 6.1.941.40 Amounts of 3rd Party matching funds
FIN 6.1.941.41 Matching funds description
FIN 6.1.941.42 Matching funds contact information
FIN 6.1.941.43 Matching funds percentages
FIN 6.1.941.44 State Matching funds appropriation
FIN 6.1.941.45 New FTE Positions and Type
FIN 6.1.941.46 Existing FTE Positions and Type
FIN 6.1.941.47 FICR Allowable indicator (yes/no)
FIN 6.1.941.48 Application FICR Base $
FIN 6.1.941.49 Application FICR Amount $
FIN 6.1.941.50 Application FICR Rate %
FIN 6.1.941.51 Multiple Location Codes (e.g. CVT, City-Village-Town, Municipal ID)
FIN 6.1.941.52 Supports Geographic Information Systems (GIS) technology to map grant disbursements.
FIN 6.1.941.53 Grant Type (e.g., Federal, State, etc.)
FIN 6.1.941.54 CFDA number
FIN 6.1.941.55 CFDA title
FIN 6.1.941.56 CMIA Indicator
FIN 6.1.941.57 Federal Agency Code
FIN 6.1.941.58 Federal Agency Name
System provides the ability for an edit that ensures the CFDA number is valid for the grantor assigned to
FIN 6.1.942
the grant.
FIN 6.1.943 System provides the ability to upload grant information from an Excel template.
FIN 6.1.944 System provides the ability to duplicate preexisting grants to establish templates for new grants.
FIN 6.1.945 System provides the ability to perform mass updates to enter new year grant and descriptive information.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 64
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to allow interfaces to Federal or State grant systems so that grant information
FIN 6.1.946
can be automatically exchanged (e.g., Grants.gov).
System provides the ability to comply with the Federal Government‟s Single Audit Act and cash
FIN 6.1.947
management legislation.
System provides the ability to complete accounting in conformity with all U.S. Government and State of
FIN 6.1.948
Wisconsin requirements.
System provides the ability to add, modify, inactivate or delete grant information on-line with audit trail
FIN 6.1.949
of all changes.
Grant Accounting: Budget
FIN 6.1.950 System provides the ability to establish grant budgets
System provides the ability to establish grant budgets for and track multiple funding sources and
FIN 6.1.951
expenditures against the budget.
System provides the ability to budget grants at varying user-defined levels and combinations of chart of
FIN 6.1.952
account elements.
System provides the ability to establish expendable budgets for grants at the grant, grant phase or
FIN 6.1.953 function, and object level at the user‟s discretion. Expendable budgets control total expenditures and
encumbrances charged to the grant.
System provides the ability for a grant budget that is separate and independent of all other budgets (i.e.,
FIN 6.1.954
appropriation, department, project, and contract).
System provides the ability for grant budgetary control options (at agency, division, or grant level) as
FIN 6.1.955
follows:
FIN 6.1.955.01 Absolute Control - prevents transaction from processing, may not be overridden;
Override Control - prevents transaction from processing with the ability to override error with
FIN 6.1.955.02
appropriate security;
FIN 6.1.955.03 Warning - provides warning message but allows transaction to process.
FIN 6.1.955.04 No control - allows transaction to process without warning.
System provides the ability to establish reimbursable budgets for grants at the grant, grant phase or
FIN 6.1.956 function, and object level at the user discretion. Reimbursable budgets control expenditures available for
grant billing.
System provides the ability to allow the definition of the program or budget year of the grant differently
FIN 6.1.957
than the system established fiscal year.
System provides the ability to set up and report budget items based on multiple fiscal years, grant years,
FIN 6.1.958
or other user-defined periods.
System provides the ability to support annual or multi-year funding allocation process that allows for
FIN 6.1.959
expenditures or carry-over of prior year budget and fund balances.
System provides the ability to accommodate grant year accounting and comply with both federal fiscal
FIN 6.1.960
year and State of Wisconsin fiscal year budgeting requirements.
System provides the ability to track actual expenditures and encumbrances against budgeted/allowable
FIN 6.1.961
expenditures by user-defined period (i.e., monthly, quarterly, daily, etc.).
System provides the ability to estimate expenses through the duration of the grant and compare these
FIN 6.1.962
estimates against the budget and award.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 65
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
Grant Accounting: Transaction Processing
FIN 6.1.963 System provides the ability to capture all financial grant activity through the general ledger.
System provides the ability to infer components of the grant accounting distribution in all modules of the
FIN 6.1.964
system.
System provides the ability to differentiate between federal, state, and other agency grants for audit
FIN 6.1.965
purposes.
System provides the ability to allow for multiple federal appropriation codes, State of Wisconsin
FIN 6.1.966
appropriation codes and participation percentages and limits.
FIN 6.1.967 System provides the ability to link grants to multiple projects.
FIN 6.1.968 System provides the ability to link multiple grants to a single project.
System provides the ability for establishing grant activity at lower levels of detail than grant number
FIN 6.1.969 (e.g., by activity, location, or waiver for Medicaid) and track financial activity associated with each lower
level.
FIN 6.1.970 System provides the ability to support multiple programs and/or multiple sub-grants per grant.
System provides the ability to allow multiple divisions to enter information on a single grant with security
FIN 6.1.971
constraints established at transaction level.
System provides the ability to utilize workflow to notify grant administrators and other users (at user-
FIN 6.1.972
defined time periods) of grant milestones (expiration dates etc.).
System provides the ability for workflow to notify grant administrators when a review and/or approval of
FIN 6.1.973
information is required.
System provides the ability to make adjustments for any open accounting period in any grant or fiscal
FIN 6.1.974
year.
System provides the ability for expenditures and billing to a grant for a user-defined period beyond the
FIN 6.1.975
grant fiscal year.
System provides the ability to roll over appropriations, revenue sources, and expenditures from one grant
FIN 6.1.976
year to the next, until the grant expires.
FIN 6.1.977 System provides the ability for a flag/indicator that prevents transactions from posting against the grant.
System provides the ability to suspend grant transactions based on user-defined criteria (e.g., expiration
FIN 6.1.978
date or grant status).
System provides the ability for a warning message if a transaction contains a grant number but the grant
FIN 6.1.979
file will not be updated.
FIN 6.1.980 System provides the ability to suspend a grant prior to completion.
FIN 6.1.981 System provides the ability to support grant closing independent of State of Wisconsin fiscal year.
FIN 6.1.982 System provides the ability to archive closed grants with no activity beyond a user-defined time interval.
System provides the ability to archive or purge expired grants or non-awarded grants after a user-
FIN 6.1.983
specified period of time.
FIN 6.1.984 System provides the ability to track grant expenditure activity.
FIN 6.1.985 System provides the ability to track grant expenditures to multiple funding sources.
FIN 6.1.986 System provides the ability to track expenditures from multiple funding sources to a single program.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 66
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to prohibit processing of grant-related expenditure transactions not within
FIN 6.1.987
grant service dates (with override capability).
System provides the ability to accumulate total costs without regard to the funding source and then bill
FIN 6.1.988
each funding source according to the user-defined percentage and limits.
FIN 6.1.989 System provides the ability to allow recording of memo and statistical transactions.
System provides the ability to access actual expenditure information from other modules (e.g., fixed
FIN 6.1.990
assets, salaries, supplies, etc.) at a detail and summary level for each grant.
System provides the ability to check actual expenditures and encumbrances against allowable
FIN 6.1.991
expenditure type.
FIN 6.1.992 System provides the ability to allow distributed users (station/units) to enter grant expenditures on line.
System provides the ability to hold grant expenditures in suspense until audited and approved for
FIN 6.1.993
payment.
FIN 6.1.994 System provides the ability to designate whether costs are participating or non-participating.
System provides the ability to track grantor match rates and/or 3rd party match rates and amounts by
FIN 6.1.995
grant.
System provides the ability to track grantor match rates and/or 3rd party match rates and amounts by
FIN 6.1.996
grant phase.
System provides the ability to track grantor match rates and/or 3rd party match rates and amounts by
FIN 6.1.997
object.
System provides the ability to track grantee match rates or amounts by grant, grant phase or function
FIN 6.1.998
and object.
System provides the ability to calculate on a user-defined basis matching fund requirements associated
FIN 6.1.999
with any grant and to provide system generated entries.
System provides the ability to support unique match rates for each grant award by grant, grant phase
FIN 6.1.1000 and object, including individual objects or groups of objects (e.g., personnel at 100% and supplies at
25% for grant 1, personnel at 90% and supplies at 40% for grant 2).
System provides the ability for automated front-end splitting of transactions across multiple account
coding distribution. If the grant on the transaction is a parent transaction, the system should
FIN 6.1.1001 automatically split the transaction and create secondary transactions (e.g., Grant A is a parent of grants B
and C with a split of 60% and 40% respectively. When an encumbrance transaction is processed for grant
A, it is automatically split along predefined percentages to create encumbrances for grants B and C).
System provides the ability for encumbrance liquidation functionality such that when a voucher is
FIN 6.1.1002 processed against an encumbrance that references a parent grant it will automatically split and
appropriately liquidate the secondary encumbrances.
System provides the ability to not post any of the secondary transactions unless all of the secondary
FIN 6.1.1003
transactions pass data and funding edits.
System provides the ability to maintain a link between the secondary transactions and the parent
FIN 6.1.1004
transaction.
System provides the ability to record as a memo entry the „in-kind‟ value (e.g., non-cash match) as part
FIN 6.1.1005
of grant activity.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 67
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to uniquely identify each sub grantee for grants and all grant financial activity
FIN 6.1.1006
related to sub grantees, including the following:
FIN 6.1.1006.01 Ability to record awards made to sub grantees
Ability to record funds received from federal government (or other sources) for pass-through
FIN 6.1.1006.02
purposes as either revenue or as non-revenue liabilities
FIN 6.1.1006.03 Ability to record funds disbursed from the agency as transfers or as reductions of liabilities
Ability to record sub grantee budget by categories as defined by the grant and/or sub grant
FIN 6.1.1006.04
contract
Ability to enter as memo entries sub grantee actual expenditures by categories as defined by
FIN 6.1.1006.05
the grant and/or sub grant contract
FIN 6.1.1006.06 Ability to capture the effective beginning and end date of the sub grant
FIN 6.1.1006.07 Ability to warn user if draw-down or reimbursement request exceeds grant award
System provides the ability to record direct and indirect costs associated with a grant as memo or actual
FIN 6.1.1007
entries, both for fixed dollars and for applied rates to labor or allowable expenses.
System provides the ability to calculate on a user-defined basis indirect costs associated with any grant
FIN 6.1.1008
and to provide system generated entries.
System provides the ability to store multiple indirect cost rates along with the effective time period for
FIN 6.1.1009
each grant, grant phase, and object.
System provides the ability to apply the indirect cost rate to certain direct costs and store the result as an
FIN 6.1.1010
actual entry associated with the grant, grant phase, and object.
System provides the ability to apply the indirect cost rate to certain direct costs and store the result as a
FIN 6.1.1011
memo entry associated with the grant, grant phase and object.
FIN 6.1.1012 System provides the ability to identify revenue to a funding source and/or grant.
System provides the ability for user-defined fields that document the required submissions for grant
FIN 6.1.1013
reimbursement.
FIN 6.1.1014 System provides the ability to generate revenue/receivable transactions from grants expenditure data.
System provides the ability to recognize revenue only after expenditures have been incurred. System
FIN 6.1.1015
allows unrecognized revenues to be carried forward at year end.
System provides the ability to prompt or alert users to recognize (realize) grant revenues after grant
FIN 6.1.1016
expenditures have been recorded for a user-specified period of time.
System provides the ability to recognize (for accounting purposes) grant revenues after a user-specified
FIN 6.1.1017
period of time once the grant expenditure has been recorded.
FIN 6.1.1018 System provides the ability to link receipt of revenue to grants.
System provides the ability to transfer draws between years of multi-year grants and, depending on
FIN 6.1.1019
transaction type, adjust or not adjust the general ledger accordingly.
System provides the ability to account for and track advance payments to subgrantees and their related
FIN 6.1.1020
expenditures as required by Federal cost principles.
FIN 6.1.1021 System provides the ability to bill by any grant component.
System provides the ability to automatically bill the grantor from grant data (e.g., grant phase, object,
FIN 6.1.1022
match rate) when a bill is required.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 68
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability for a mechanism to bill multiple participants on a grant. (e.g., Federal, local,
FIN 6.1.1023
other state, other state agency, or private entity)
System provides the ability for an edit to ensure that grant billings do not exceed the reimbursable
FIN 6.1.1024
budget.
System provides the ability for a tickler or warning message to user for outstanding receivables after a
FIN 6.1.1025
user-specified length of time.
System provides the ability to integrate with Accounts Receivable to provide all billing, aging, and
FIN 6.1.1026
tracking capabilities.
System provides the ability to calculate amount to be billed taking into consideration amounts previously
FIN 6.1.1027 billed, accumulated costs incurred prior to federal authorization, and/or limits of matching funds, based
on user-defined rules (e.g., by grant).
FIN 6.1.1028 System provides the ability to track retainage withheld on each contract for each grant.
System provides the ability to track program income by source as either recycled funds or reduction of
FIN 6.1.1029
future federal draws.
Grant Accounting: Grant Inquiry and Reporting
System provides the ability to roll-up grant to user-defined, higher levels for internal and external
FIN 6.1.1030
reporting.
System provides the ability to produce the Schedule of Expenditures of Federal Awards and State
FIN 6.1.1031
Financial Assistance
System provides the ability to produce reports using both grantor-defined categories and/or the State of
FIN 6.1.1032
Wisconsin‟s chart of accounts.
FIN 6.1.1033 System provides the ability to report on grants both cumulatively and by user-defined periods.
FIN 6.1.1034 System provides the ability to track and report remaining grant authority.
System provides the ability to track and report federal, state, 3rd party and local grant matching
FIN 6.1.1035
requirements.
FIN 6.1.1036 System provides the ability to produce a list of total draws by grant for a user specified period of time.
System provides the ability to support financial report preparation for grants (i.e., monthly, quarterly, and
FIN 6.1.1037
annual federal reporting requirements).
System provides the ability to report summary expenditure activities based upon the grantor reporting
FIN 6.1.1038
requirements.
System provides the ability to report actual employee and contractor hours worked and leave time by
FIN 6.1.1039
grant and grant phase.
FIN 6.1.1040 System provides the ability to report inmate hours worked by grant and grant phase.
System provides the ability to report by grant and grant phase the employee name and number of
FIN 6.1.1041
individuals that worked on the grant and phase by work or leave type.
FIN 6.1.1042 System provides the ability to report inmate leave hours by grant and grant phase.
System provides the ability to categorize and report on grant revenue/expenditures and encumbrances,
FIN 6.1.1043 start/end dates and other information within user-defined time periods, such as fiscal year, federal
reporting year, grant term, etc.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 69
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to report on the detail that supports letters of credit, requests for
FIN 6.1.1044 reimbursement, and the cash drawdown process, including application of indirect costs on a grant-by-
grant basis.
FIN 6.1.1045 System provides the ability to generate reports, including but not limited to:
FIN 6.1.1045.01 Expenditures and revenues and encumbrances
FIN 6.1.1045.02 Sources of revenues
FIN 6.1.1045.03 Reimbursed costs
FIN 6.1.1045.04 Budget vs. actual costs
FIN 6.1.1045.05 Comparison between Claim Submitted and Actual Revenue Received
FIN 6.1.1045.06 Projected Estimated Budget vs. Actual Estimated Report
FIN 6.1.1045.07 Combined grant revenue, expenditure and encumbrance reports
FIN 6.1.1045.08 Pending approval grant application report
FIN 6.1.1045.09 Pending expiration or expired grant report
FIN 6.1.1045.10 Grant financial year end statements
FIN 6.1.1045.11 Advances of grantor funding vs. Actual costs, including interest earned on reserves
FIN 6.1.1045.12 Provide for narrative information appended to reports
FIN 6.1.1045.13 Cash balance report
FIN 6.1.1045.14 Federal Form OMB 269 - Financial Status Report
FIN 6.1.1045.15 Federal Form OMB 269a - Financial Status Report (short form)
FIN 6.1.1045.16 Federal Form OMB 270 Request for Advance for Reimbursement
FIN 6.1.1045.17 Federal Form OMB 272 - Federal Cash Transaction Report
FIN 6.1.1046 System provides the ability to maintain statistical information and produce reports on services provided.
FIN 6.1.1047 System provides the ability to include all memo entries as available for reporting.
System provides the ability to generate report to show costs accumulated prior to federal award date or
FIN 6.1.1048
other date defined by user.
System provides the ability to generate report to show federal share of costs that have been accumulated
FIN 6.1.1049
in excess of the authorized agreement amount.
System provides the ability to generate report to show costs accumulated after the projects has been
FIN 6.1.1050
closed for billing.
FIN 6.1.1051 System provides the ability to import/export Word, WordPerfect, and PDF files without loss of formatting.
System provides the ability to import/export information into spreadsheets (e.g., Excel) or databases
FIN 6.1.1052
(e.g. Access, FoxPro) for "What-If" analysis.
FIN 6.1.1053 System provides the ability to display on-screen data including, but not limited to the following :
FIN 6.1.1053.01 Grant identifiers (name, number, etc.)
FIN 6.1.1053.02 Grant budget(s)
FIN 6.1.1053.03 Current year-to-date fiscal budget, revenues and expenditures
FIN 6.1.1053.04 Grant-to-date budget, revenues, expenditures
FIN 6.1.1053.05 Unexpended balance
FIN 6.1.1053.06 Encumbrances
FIN 6.1.1053.07 Listing of Draw-down Documents including date and dollar amount
FIN 6.1.1053.08 Listing of Advances Documents including date and dollar amount
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 70
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.1053.09 Grant transaction detail
FIN 6.1.1053.10 Grant authorized amount
System provides the ability for on-line inquiry screens that display information such as, but not limited to,
FIN 6.1.1054
grant reimbursable budget, encumbrances, expenditures, revenues, and amount billed budget.
System provides the ability for grant on-line inquiry screens that allow the user to select the time period
FIN 6.1.1055 of the data displayed including the month and year as well as the type of activity (e.g., monthly activity,
quarter-to-date, year-to-date activity, or life-to-date activity).
System provides the ability for on-line inquiry screens that display information such as, but not limited to,
FIN 6.1.1056 the grant expendable budget, encumbrances, expenditures, revenues, available budget, and available
approved authority.
FIN 6.1.1057 System provides the ability to process the disposition of donated federal property, including:
FIN 6.1.1057.01 Ability to treat proceeds as revenue
FIN 6.1.1057.02 Ability to generate federal reporting: GSA 3040
System provides the ability to maintain detailed transaction history on-line for life of grant and for a user-
FIN 6.1.1058
defined period beyond the grant life.
FIN 6.1.1059 System provides the ability to track by individual sub-categories within a single grant.
System provides the ability to track revenue and expenditure actuals and budget (including
FIN 6.1.1060
encumbrances) by current fiscal year and grant inception date to current date.
FIN 6.1.1061 System provides the ability to view grant summary history on-line.
System provides the ability to monitor progress of grant expenditures/revenues and encumbrances
FIN 6.1.1062
against original grant contract information.
FIN 6.1.1063 System provides the ability to track milestones and expiration & extension dates.
FIN 6.1.1064 System provides the ability to track and monitor cash flow.
Project Accounting: General Requirements
System provides the ability to uniquely identify each project through the assignment of a project number
FIN 6.1.1065 and provide a comprehensive accounting for all project activity, including project-related descriptive
information. Information to be maintained includes, but is not limited to, the following:
FIN 6.1.1065.01 Project Number (at least 12 characters in length)
FIN 6.1.1065.02 Project Type
FIN 6.1.1065.03 Category
FIN 6.1.1065.04 Project Phase
FIN 6.1.1065.05 Project Task
FIN 6.1.1065.06 Project Begin Date
FIN 6.1.1065.07 Project End Date
FIN 6.1.1065.08 Effective Start Date (Phase or Task)
FIN 6.1.1065.09 Effective End Date (Phase or Task)
FIN 6.1.1065.10 Project Title
FIN 6.1.1065.11 Phase Title
FIN 6.1.1065.12 Task Title
FIN 6.1.1065.13 Project Approval Request Date
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 71
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.1065.14 Project Approval Date
FIN 6.1.1065.15 Project Denial Date
FIN 6.1.1065.16 Descriptive Information/Comments
FIN 6.1.1065.17 Project Role (e.g., Project Manager, Supervisor) - Table driven with user-defined values
FIN 6.1.1065.18 Project Role Name
FIN 6.1.1065.19 Agency
FIN 6.1.1065.20 Agency Contact
FIN 6.1.1065.21 Group Code (i.e., value used to group like or associated projects together)
FIN 6.1.1065.22 Institution
FIN 6.1.1065.23 Location
FIN 6.1.1065.24 GIS Information
Project Purpose Code (e.g., "Private Activity" or "Governmental" for legal issues pertaining to
FIN 6.1.1065.25
bond funding)
FIN 6.1.1065.26 Project Status (e.g., Open, Open for GL Entry, Closed) - Table driven with user-defined values
FIN 6.1.1065.27 Multiple user-defined fields
System provides the ability for entry of a variety of descriptive information about a project,
FIN 6.1.1065.28
such as a narrative.
FIN 6.1.1065.29 Project Fiscal Year
FIN 6.1.1065.30 Project Fiscal Year Start
FIN 6.1.1065.31 Supervisory District or other geographical breakdown (e.g., legislative district)
FIN 6.1.1065.32 Federal Authorization Date
System provides the ability to update information maintained in the project module through interfaces
FIN 6.1.1066 with external project management applications where information is not updated through project budget
transactions.
FIN 6.1.1067 System provides the ability to allocate direct and indirect financing costs to projects.
FIN 6.1.1068 System provides the ability to link multiple projects to a grant.
System provides the ability to establish project accounts to record project budgets, pre-
FIN 6.1.1069
encumbrances/encumbrances, expenditures, anticipated revenues, and receivables.
System provides the ability to upload and download various data from spreadsheets, word processors,
FIN 6.1.1070
and databases.
FIN 6.1.1071 System provides the ability to access prior years' project costs.
System provides the ability to establish project activity at a lower level of detail (e.g., phase) than project
FIN 6.1.1072
number and track financial activity associated with each location, phase, or activity within a phase.
FIN 6.1.1073 System provides the ability to track projects over multiple years.
System provides the ability for users to create and maintain project schedule templates for all levels of
FIN 6.1.1074
project detail.
System provides the ability for users to reference a project schedule template when establishing the
FIN 6.1.1075
project-specific schedule.
FIN 6.1.1076 System provides the ability for users to manually create the project schedule.
System provides the ability to monitor project progress and milestone accomplishments against a project-
FIN 6.1.1077
specific schedule.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 72
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.1078 System provides the ability to enter and track project issues, including but not limited to:
FIN 6.1.1078.01 Creator
FIN 6.1.1078.02 Responsible Person
FIN 6.1.1078.03 Create Date
FIN 6.1.1078.04 Issue Description
FIN 6.1.1078.05 Status (e.g., open, closed, or assigned)
FIN 6.1.1078.06 Resolution Date
FIN 6.1.1079 System provides the ability for an automated cross reference to all internal and external project numbers.
System provides the ability to bill other agencies or internal organizational units for services or
FIN 6.1.1080
commodities rendered.
System provides the ability to integrate with the Accounts Receivable module to provide all billing, aging,
FIN 6.1.1081
and tracking capabilities.
System provides the ability to maintain historical data for all projects independent of GL data (across
FIN 6.1.1082
multiple fiscal years).
FIN 6.1.1083 System provides the ability to accommodate resource scheduling on projects.
FIN 6.1.1084 System provides the ability to assign resources (e.g., people, equipment) to a project.
System provides the ability to completely integrate with other system modules, including but not limited
FIN 6.1.1085 to procurement, asset management, cost allocation, human resources, payroll, accounts payable,
accounts receivable, grants, and general ledger modules to provide real-time transactional information for
requisitions, contracts and labor distributions.
System provides the ability to utilize workflow to obtain project manager and/or supervisory approval
FIN 6.1.1086
upon creation of new projects or change of project status.
System provides the ability to utilize workflow to notify project managers and other users (at user-
FIN 6.1.1087
defined time periods) of project milestones (e.g., expiration dates, etc.).
System provides the ability for workflow to notify project managers and other users when review and/or
FIN 6.1.1088
approval of transactions is required.
FIN 6.1.1089 System provides the ability to interface with other applications to capture project expenditure details.
System provides the ability to associate electronic files in common formats (e.g., Word, Excel,
FIN 6.1.1090 PowerPoint, MS Project, etc.) to projects at various levels of the project hierarchy (e.g., project, phase,
task levels).
FIN 6.1.1091 System provides the ability to establish a project hierarchy of at least four levels, such as:
FIN 6.1.1091.01 Project
FIN 6.1.1091.02 Category
FIN 6.1.1091.03 Phase
FIN 6.1.1091.04 Task
Project Accounting: Project Budgets
System provides the ability to perform flexible budgeting for capital and operating projects while adhering
FIN 6.1.1092
to the level of budgetary controls established in the General Ledger.
System provides the ability to interface project budget transactions from external project management
FIN 6.1.1093
applications.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 73
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.1094 System provides the ability to differentiate all transactions between operating and capital budgets.
System provides the ability to create project budgets with multiple funding sources, including but not
FIN 6.1.1095
limited to:
FIN 6.1.1095.01 Grants
FIN 6.1.1095.02 Bonds
FIN 6.1.1095.03 General Fund
FIN 6.1.1095.04 Enterprise and Internal Service Funds
FIN 6.1.1095.05 Federal Funds
FIN 6.1.1095.06 State Funds
FIN 6.1.1095.07 Trust Funds/Donations
FIN 6.1.1095.08 Fee-supported Projects
FIN 6.1.1095.09 Earned Interest Income
FIN 6.1.1095.10 Other User-Specified Operating Funds
FIN 6.1.1095.11 Local Funds (e.g., City or County)
FIN 6.1.1096 System provides the ability to forecast budgets for multi-year periods.
FIN 6.1.1097 System provides the ability to maintain multiple fiscal year budgets for projects.
System provides the ability to establish summary and detailed capital and operating project budgets in
FIN 6.1.1098 dollar amounts and/or units (e.g., hours) optionally by any or all of the elements listed below. Required
fields can be optionally controlled by project type.
FIN 6.1.1098.01 Project
FIN 6.1.1098.02 Project Phase
FIN 6.1.1098.03 Agency (Department)
FIN 6.1.1098.04 Fund
FIN 6.1.1098.05 Organization (Division, Cost Center)
FIN 6.1.1098.06 Task
FIN 6.1.1098.07 Appropriation
FIN 6.1.1098.08 Grant
System provides the ability to maintain multiple revisions and amendments to the budget in the above
FIN 6.1.1099
detail, including audit trail.
FIN 6.1.1100 System provides the ability to track projects by budget revisions.
FIN 6.1.1101 Project budgets are maintained through budget transactions, including description of the transaction.
All project budget transactions are posted to a "budget" ledger in sufficient detail to account for all details
FIN 6.1.1102
of budget transactions.
System provides the ability to record and maintain data at the following levels of detail, including but not
FIN 6.1.1103
limited to:
FIN 6.1.1103.01 Fiscal Year (State)
FIN 6.1.1103.02 Funding Source Fiscal Year
FIN 6.1.1103.03 Type
FIN 6.1.1103.04 Phase
FIN 6.1.1103.05 Contract
FIN 6.1.1103.06 Task
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 74
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.1103.07 Agency
FIN 6.1.1103.08 All chart of accounts elements as defined in the General Ledger requirements
FIN 6.1.1103.09 GIS Information
System provides the ability to inquire into budgets, pre-encumbrances/encumbrances, revenues, and
FIN 6.1.1104
expenditures at any level described above.
FIN 6.1.1105 System provides the ability to roll forward unexpended project budgets over year-end.
System provides the ability to establish reimbursable budgets for projects. Reimbursable budgets control
FIN 6.1.1106
expenditures available for project billing only.
FIN 6.1.1107 System provides the ability to accumulate and bill for all reimbursable portions of projects.
FIN 6.1.1108 System provides the ability for users with security authorization to override the reimbursable budget.
FIN 6.1.1109 System provides the ability for project budgetary control options by project budget line as follows:
FIN 6.1.1109.01 Absolute control - prevents transaction from processing, may not be overridden
Override Control - prevents transaction from processing with the ability to override error with
FIN 6.1.1109.02
appropriate security
FIN 6.1.1109.03 Warning – provides warning message but allows transaction to process
FIN 6.1.1109.04 No control – allows transaction to process without warning
System provides the ability to establish project budgets and track/control revenues and expenditures
FIN 6.1.1110
against the budget.
FIN 6.1.1111 System provides the ability to establish projects that may cross funds or budget units.
System provides the ability to associate project budgets with budgetary control appropriations in the
FIN 6.1.1112
General Ledger ensuring consistency across applications.
System provides the ability to summarize or "rollup" expenditures to a higher budget level (i.e., budget
FIN 6.1.1113
not requiring minute detail).
System provides the ability to support project budgets and expenditures down to funding source,
FIN 6.1.1114
category, phase and task levels.
System provides the ability to alert user with a flag or warning when project budget is overcharged either
FIN 6.1.1115
by overall project, category, phase, or task and allows the overcharge only with proper security.
FIN 6.1.1116 System provides the ability to allocate and track budget dollars by selected user-defined levels.
Project Accounting: Project Funding
System provides the ability to classify sub-categories for each funding source (e.g., breakdown of
FIN 6.1.1117
different Federal sources or breakdown of local funds by CVT:City-Village-Town, or Municipal ID code).
FIN 6.1.1118 System provides the ability to maintain demographic information for the following:
FIN 6.1.1118.01 Agency (Department)
FIN 6.1.1118.02 Designer
FIN 6.1.1118.03 Contractor
FIN 6.1.1118.04 Institution
FIN 6.1.1118.05 Location
FIN 6.1.1119 System provides the ability to create debt service budgets for bond-funded projects.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 75
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.1120 System provides the ability to allocate interest income as a funding source.
System provides the ability to move funding from one project to another, with appropriate security
FIN 6.1.1121
control.
System provides the ability to increase or decrease project funding after project is in place, with the
FIN 6.1.1122
appropriate security control.
FIN 6.1.1123 System provides the ability to track the application of funding to actual expenditure.
FIN 6.1.1124 System provides the ability to associate multiple funding sources with projects.
FIN 6.1.1125 System provides the ability to associate multiple funding sources to multiple phases within projects.
FIN 6.1.1126 System provides the ability to accommodate multiple transfers of funds between projects.
System provides the ability to increase or decrease the maximum amount of project funding with proper
FIN 6.1.1127
security.
Project Accounting: Project Details
FIN 6.1.1128 System provides the ability to track the change order process for projects.
FIN 6.1.1129 System provides the ability to track retainage and release by user-defined percentages.
FIN 6.1.1130 System provides the ability to track both contracts and in-house spending to a project.
FIN 6.1.1131 System provides the ability to transfer transaction detail from one project to another.
FIN 6.1.1132 System provides the ability to accommodate multiple change orders.
System provides the ability to automatically set aside retainage by multiple user-defined percentages and
FIN 6.1.1133
release formulas.
FIN 6.1.1134 System provides the ability to record non-financial data without affecting financial accounts.
FIN 6.1.1135 System provides the ability to track multiple contracts to a single project.
FIN 6.1.1136 System provides the ability to track a single contract to multiple projects.
System provides the ability for input, adjustments, and transfer of costs at the lowest level of account
FIN 6.1.1137
coding.
System provides the ability to generate on-line, user-defined warnings when project and phase
FIN 6.1.1138
expenditures nears or exceeds the original project estimates.
System provides the ability to maintain multiple types of project completion/status indicators. For
FIN 6.1.1139
example, a project may be complete from a performance viewpoint but still open for accounting purposes.
System provides the ability to prevent charges from being allocated to a closed project, sub-project, or
FIN 6.1.1140
phase with the ability to override with the proper security.
FIN 6.1.1141 System provides the ability to validate charges against project master files to determine if:
FIN 6.1.1141.01 Charges are to open projects.
FIN 6.1.1141.02 Accounts charged are valid for specified projects.
FIN 6.1.1142 System provides the ability to obtain project titles online to assist in proper identification for data entry.
Project Accounting: Project Accounting
System provides the ability to edit transaction to ensure that project billings do not exceed the
FIN 6.1.1143
reimbursable budget.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 76
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to carry forward fiscal year appropriation and cash balances for multi-year
FIN 6.1.1144
projects.
FIN 6.1.1145 System provides the ability to calculate capitalized interest by project.
FIN 6.1.1146 System provides the ability to separate costs by real estate acquisition and construction.
System provides the ability for hierarchical approach to tracking and reporting projects costs and other
FIN 6.1.1147
user-defined fields (e.g., main project, sub-project, task, sub-task).
FIN 6.1.1148 System provides the ability to link a project to multiple bond issues.
FIN 6.1.1149 System provides the ability to assign indirect cost codes.
System provides the ability to differentiate between direct and indirect costs and identify the type of costs
FIN 6.1.1150
(i.e., fixed, fixed plus flat fee, etc.).
System provides the ability to prevent contractors from receiving payment prior to certain user-defined
FIN 6.1.1151 criteria being met (e.g., prior to the official start date of the project or until access requirements and ADA
regulations are met) with the ability to override with the proper security.
System provides the ability to allow processing of project-related revenue transactions outside of the
FIN 6.1.1152
project service dates by having the ability to override.
System provides the ability to identify expenditures by grant number, project number, and outstanding
FIN 6.1.1153
encumbrances for a specific project number.
System provides the ability to allow overcharges by specific users with appropriate security and
FIN 6.1.1154
authorization.
System provides the ability to track project and contract costs and encumbrances by equipment/asset
FIN 6.1.1155
categories.
System provides the ability to allocate an amount of revenue/expenditure by entered percentages to
FIN 6.1.1156
various projects.
System provides the ability to post non-financial transactions to project ledgers without corresponding
FIN 6.1.1157
posting to general ledger accounts.
FIN 6.1.1158 System provides the ability to maintain accrual, modified accrual, cash, and modified cash basis balances.
FIN 6.1.1159 System provides the ability to track multiple year expenditures.
FIN 6.1.1160 System provides the ability to accumulate balances for:
FIN 6.1.1160.01 Actuals
FIN 6.1.1160.02 Budgets
FIN 6.1.1161 System provides the ability to allow or disallow spending of anticipated revenue for each project.
System provides the ability to calculate and record multiple rates to multiple bases (e.g., grouping of
FIN 6.1.1162
object codes or budget categories) for indirect cost calculations.
System provides the ability to default certain portions of the account code distribution based upon fund,
FIN 6.1.1163
agency, project, and/or user combinations, with ability to override the defaulted values.
System provides the ability to require that Project ID be included in the account code distribution to pass
FIN 6.1.1164 general ledger edits on specified transactions (e.g., editing against valid chart of account element
combinations).
System provides the ability to distribute project-related transactions across multiple accounting
FIN 6.1.1165 distributions according to predefined percentages and limits, with override capability through proper
security.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 77
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
System provides the ability to apply funding for projects via user-defined prioritization formulae by
FIN 6.1.1166
priority order, amounts, percentages, limits, or a combination of priority elements.
System provides the ability to capture employee or contractor work and/or leave hours by project
FIN 6.1.1167 according to user-defined account code templates for use in distributing costs to applicable projects.
Account code templates should be flexible to allow for static and variable distribution of costs (e.g., by
percentage of hours worked).
System provides the ability to integrate with the time and leave functions of the system to distribute (or
FIN 6.1.1168 allocate) salaries and wages to projects, phases, tasks, or other hierarchical project structures along with
the proper accounting distributions.
System provides the ability to interface with legacy time, leave, and work tracking systems to distribute
FIN 6.1.1169 (or allocate) salaries and wages to projects, phases, tasks, or other hierarchical project structures along
with the proper accounting distributions.
System provides the ability to control the valid types of project transactions based upon project status
FIN 6.1.1170
(e.g., closed for expenditures but open for GL entries).
Project Accounting: Project Close
System provides the ability to suspend a project (i.e., prevent transactions from posting against the
FIN 6.1.1171
project).
System provides the ability to identify projects lacking financial activity for a user-defined period for
FIN 6.1.1172
possible closeout.
FIN 6.1.1173 System provides the ability to identify inactive projects for possible close.
System provides the ability to allow the user to specify and control the project closing process through
FIN 6.1.1174
user tables and security.
FIN 6.1.1175 System provides the ability to support multiple closing of projects at the user's option.
FIN 6.1.1176 System provides the ability to close projects partially or completely.
FIN 6.1.1177 System provides the ability for an automated procedure to purge and archive data for closed projects.
FIN 6.1.1178 System provides the ability to close a project at user-specified date (e.g., future dated).
System provides the ability to close and capitalize or expense each project as completed and make
FIN 6.1.1179 required entries to the asset or expense accounts and work-in-progress accounts. See related
requirement in Asset Management.
FIN 6.1.1180 System provides the ability to re-open a closed project with proper security.
System provides the ability to transfer construction-in-progress accounts to fixed asset accounts at
FIN 6.1.1181
project close or completion.
FIN 6.1.1182 System provides the ability to close projects independent of the State fiscal year.
Project Accounting: Reporting and Inquiry
System provides the ability to report actual project-to-date expenditures for the capital or operating
FIN 6.1.1183
budget.
System provides the ability to generate reports for specified values or ranges thereof, including but not
FIN 6.1.1184
limited to the following:
FIN 6.1.1184.01 Project Number or Name
FIN 6.1.1184.02 Type (capital or operating)
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 78
IBIS BUSINESS REQUIREMENTS SCORING
Area Number High Level Description Default Config Custom N/A
FIN 6.1.1184.03 Agency and Organization/Division
FIN 6.1.1184.04 Year
FIN 6.1.1184.05 Funding Source
FIN 6.1.1184.06 Group Code (i.e., value used to group like or associated projects together)
FIN 6.1.1184.07 Any project-related date field
FIN 6.1.1184.08 Any Chart of Accounts element
FIN 6.1.1184.09 User-defined Fields
System provides the ability to produce variance reports (e.g., budget-to-actual) according to the data
FIN 6.1.1185
elements specified above.
System provides the ability to produce reports listing expenditures by funding sources and type, including
FIN 6.1.1186 but not limited to associated invoice and warrant numbers at a summary and detail level, including the
ability to drill down to detail in all modules.
FIN 6.1.1187 System provides the ability to generate the following reports at all levels of the project hierarchy:
FIN 6.1.1187.01 Project expenditures by type of expenditure (i.e., fixed asset, component, etc.)
FIN 6.1.1187.02 Project expenditures by vendor and invoice number
FIN 6.1.1187.03 Project expenditures by funding source.
System provides the ability to produce project status reports for the current month, quarterly, YTD, fiscal
FIN 6.1.1188
year, inception-to-date, and any user-defined range of dates.
System provides the ability to report direct and indirect costs associated with a project, including
FIN 6.1.1189 assessment of fringe benefit and/or overhead costs associated with direct project labor or other allocation
base.
System provides the ability to track and report revenue and expenditure actuals and budget (including
FIN 6.1.1190
encumbrances) for current fiscal year and inception-to-date at user-defined levels of detail.
FIN 6.1.1191 System provides the ability for resource monitoring and resource utilization queries and reports.
System provides the ability to perform project inquiry using on-line inquiry screens that allow the user to
FIN 6.1.1192 select the time period of the data displayed, including the month and year as well as the type of
transaction (e.g., monthly expenditures, year-to-date revenues, life-to-date encumbrances).
System provides the ability for on-line inquiry that displays project budget, encumbrances, expenditures,
FIN 6.1.1193 revenues, vendors, project manager, customers, and available budget. The numbers displayed should be
the same balances used by the budget edit program.
System provides the ability to search for projects on-line by project number, title, etc. using wildcards,
FIN 6.1.1194
keyword searches, etc.
C:\Docstoc\Working\pdf\5360ddc7-c26c-42fc-95a0-1fc09336c36c.xls Page 79