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Request for Proposal
Financial Management System
Due: April 14, 2006, 5pm PDT
Sonoma County Office of Education
TABLE OF CONTENTS
1 Introduction................................................................................................................. 4
1.1 Project Scope ................................................................................................. 5
1.2 Project Goals And Objectives ......................................................................... 5
1.3 Guidelines....................................................................................................... 6
2 General Submittal Requirements ............................................................................... 8
2.1 Issuing Agent .................................................................................................. 9
2.2 Submission Requirements.............................................................................. 9
2.3 Submission Checklist.................................................................................... 10
2.4 Submittal Costs............................................................................................. 10
2.5 Acceptance Of Submittal Requirements....................................................... 10
2.6 Addenda ....................................................................................................... 10
2.7 Tentative Procurement And Implementation Schedule ................................ 11
2.8 Vendor Pre-Proposal Conference................................................................. 11
2.9 Award ........................................................................................................... 11
2.10 Indemnification Agreement ........................................................................... 12
2.11 Confidential Matters...................................................................................... 12
2.12 Retention Of Proposer Material .................................................................... 12
2.13 Warranty ....................................................................................................... 12
2.14 Cancellation Of Award/Termination .............................................................. 13
2.15 Legal Requirements...................................................................................... 13
2.16 Insurance Requirements............................................................................... 13
2.17 Independent Contractor ................................................................................ 13
2.18 Assignment And Subcontracting................................................................... 13
2.19 Subcontracts................................................................................................. 14
2.20 Non-Discriminatory Employment .................................................................. 14
2.21 Performance Standards................................................................................ 14
2.22 Services And Statement Of Work ................................................................. 14
3 Detailed Submittal Requirements ............................................................................. 15
3.1 Proposal Format ........................................................................................... 16
3.2 Executive Summary...................................................................................... 16
3.3 Scope Of Services ........................................................................................ 17
3.4 Company Background .................................................................................. 17
3.5 Proposed Application And Computing Environment..................................... 18
3.6 Third Party Products/Optional Software ....................................................... 19
3.7 Responses To Functional/Technical Requirements ..................................... 20
3.8 Implementation Plan ..................................................................................... 20
3.9 Data Conversion Plans ................................................................................. 21
3.10 Training Plan................................................................................................. 21
3.11 Maintenance And Support Program ............................................................. 22
3.12 Acceptance Testing ...................................................................................... 22
3.13 Cost Proposal ............................................................................................... 23
3.14 Client References ......................................................................................... 23
3.15 Exceptions To The RFP................................................................................ 24
3.16 Sample Documents ...................................................................................... 24
Sonoma County Office of Education
4 Evaluation of Proposals............................................................................................ 25
4.1 Selection Participants ................................................................................... 26
4.2 Evaluation Selection Process ....................................................................... 26
4.3 Current Systems Environment...................................................................... 27
5 Appendix A District ADA and W2 information........................................................... 28
6 Appendix B General Systems Functional Specifications.......................................... 30
7 Appendix C Financial Systems Functional Specifications ........................................ 42
8 Appendix D Personnel/Payroll Functional Specifications ......................................... 66
Sonoma County Office of Education
1 Introduction
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Sonoma County Office of Education
1.1 PROJECT SCOPE
Sonoma County Office of Education (SCOE), together with the public school districts in
Sonoma County (Sonoma County Schools), is soliciting proposals for a comprehensive,
fully integrated financial management information system that not only meets the
requirements set forth in this Request for Proposal (RFP), but is also flexible and
scaleable in order to meet its future business and technology needs. The purpose of the
RFP is to provide interested vendors with sufficient information to enable them to develop
and submit proposals for application software that will fulfill the specified information
processing needs of SCOE and the Sonoma County Schools. SCOE is looking for a
system that integrates the following modules:
General Ledger Personnel
Budgeting Time & Attendance
Accounts Payable Benefits Administration
Accounts Receivable Payroll
Purchasing Employee Self Service
Stores
Fixed Assets
The final scope of a new system and the timeline for its purchase and implementation will
depend on the responsiveness of the specific characteristics of the proposed system to
this Request for Proposals, the responsiveness of the proposed system as a whole to this
Request for Proposals, the capabilities of the proposing vendor and the price. SCOE's
preference is to go "live" (as that term is understood in the Industry) with Financial
applications in July 2007 and Personnel/Payroll applications in January 2008.
SCOE is seeking a vendor that has a broad experience in school solutions. To the
greatest possible extent, SCOE seeks to implement a "vanilla" software package (i.e., a
software package needing a relative minimum of modification) and to limit the modification
to the base application.
1.2 PROJECT GOALS AND OBJECTIVES
The following lists the major capabilities of the integrated financial system that SCOE and
the Sonoma County Schools wish to purchase. Each vendor is strongly encouraged to
address each and every one of these capabilities in its response, as well as to include
"value added" items that will supplement or enhance the capabilities listed below.
• Replace current financial and personnel systems.
• Provide complete integration between personnel/payroll and financial systems and
processes.
• As required by AB 1200, provide a full range of county oversight capabilities for all
school districts, ranging from review and monitoring of financial and budgetary
activities (including annual budget, interim reports and unaudited actuals) up
through individual transaction entry and/or approval.
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• Eliminate standalone business processing systems, independent tracking
mechanisms and paper-intensive manual processes.
• Increase information analysis capabilities that support enhanced decision-making
capabilities.
• Elimination of duplicate effort, especially concerning redundant data entry
processes.
• Allow SCOE and its districts to easily develop and deliver financial reports and
information that meet all State of California Department of Education, GAAP,
GASB and funding source requirements.
• Provide the ability to budget in multiple years and track multiple funding sources to
a single project.
• Provide modern processing capabilities such as drilldown, audit trail and workflow
approvals.
• Integrate and track the life cycle of the various personnel processes including but
not limited to: recruitment, background checks, staffing requests, classification
studies, personnel transactions, new hires, promotions, pay changes, transfers,
performance evaluation, and payroll.
• Provide integrated benefits management including the ability to effectively track
and process STRS, PERS and alternative retirement systems.
• Provide a consistent user interface, online documentation and context sensitive
help.
• Establish a foundation for integrating new systems in the future.
1.3 GUIDELINES
By virtue of submitting a proposal, interested parties are acknowledging:
This RFP is a request for both software and implementation services. As such,
proposals from implementation firms alone or software firms without an
implementation mechanism will not be considered.
SCOE reserves the right to reject any or all proposals if it determines that select
proposals are not responsive to the RFP or if the proposals are judged not to be in
the best interests of SCOE and the Sonoma County Schools. SCOE reserves the
right to reconsider any proposal submitted at any phase of the procurement. It also
reserves the right to meet with select proposers at any time to gather additional
information. Furthermore, SCOE reserves the right to delete or add functionality
(i.e., modules) up until the final contract signing.
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All third party software solutions proposed as part of this package are subject to
the same guidelines of this RFP, unless otherwise stated. The primary software
vendor will serve as the prime contact for all work related to this RFP.
Each and every vendor submitting a proposal agrees that the pricing and terms set
forth in its proposal shall remain firm, fixed and valid for a period of one year from
the date that SCOE receives the proposal. Such pricing and such terms shall also
remain firm, fixed and valid for the full duration of each and every agreement
arising out of this RFP executed by the successful vendor with SCOE and/or each
and every Sonoma County school district, except as otherwise agreed mutually by
the parties. Pricing and terms for implementation services shall be submitted on a
"not to exceed" basis and shall be firm, fixed and valid for the full duration of each
and every agreement executed by the successful vendor with SCOE and/or each
and every Sonoma County school district, except as otherwise agreed mutually by
the parties. No proposal shall be considered unless it contains pricing and terms
on a "not to exceed basis."
For implementation services under the said "not to exceed" basis, the successful
vendor who executes an agreement will be paid on the basis of hours and
expenses that the said vendor incurs up to the "not to exceed" amount. If hours
and expenses incurred fall short of the "not to exceed" amount, SCOE shall retain
the difference between the "not to exceed" amount and the costs and expenses
actually incurred. If the successful vendor exceeds the "not to exceed" amount, it
shall be required to finish the work at no additional cost to SCOE; however, this
obligation shall be relieved to the extent that it was materially caused by the failure
of SCOE to perform a specific obligation or specific obligations imposed on SCOE
by this RFP or by any agreement arising out this RFP. Each and every vendor
shall describe in detail in its proposal all work necessary to achieve the functional
requirements it obligates itself to perform in its proposal. SCOE reserves the right
to request each and every vendor to resubmit proposal pricing on either a fixed-fee
basis or a combination of fixed-fee and not to exceed bases.
Proposers short-listed for software demonstrations and oral presentations agree to
be available on dates specified by SCOE. Failure to be available on specified
dates may lead SCOE to elevate another proposal for further consideration.
When responding to this RFP, please follow all instructions carefully. Please
submit proposal contents according to the outline specified and submit all hard
copy and electronic documents according to the instructions. Failure to follow
these instructions may be considered an unresponsive proposal and may result in
elimination from further consideration.
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2 General Submittal
Requirements
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2.1 ISSUING AGENT
The Sonoma County Office of Education (SCOE) is issuing this RFP on behalf of SCOE
and all public school districts within Sonoma County.
Submit questions in writing by postal mail, e-mail or fax. No telephone questions will be
accepted or considered. E-mail is the preferred means of correspondence. Vendors
should refer to the specific RFP paragraph number and page and should quote the
passage being questioned. Send all inquiries to the attention of:
Daniel Bienkowski
Director, Data Processing
Sonoma County Office of Education
2615 Paulin Drive
Santa Rosa, CA 95403
E-mail: dbienkowski@scoe.org
Fax: 707-524-2932
Any questions received will be addressed at the Pre-proposal Conference April 4, 2006
(see Section 2.8), where attendees will also be permitted to ask oral questions. All
questions will be answered in an addenda document that will be distributed to interested
parties following the Pre-proposal Conference.
2.2 SUBMISSION REQUIREMENTS
In order to facilitate the analysis of responses to this RFP, proposers are required to
prepare their proposals in accordance with the instructions outlined in this part and
elsewhere in this RFP. Each proposer is required to submit its proposal in a sealed
package.
Two copies of a CD-ROM must be submitted containing the entire contents of your
proposal. In addition, twelve (12) hard copies shall be submitted to the address shown
below.
Mailing Address:
Sonoma County Office of Education
Attn: James O’Hare
Director, Operations
5340 Skylane Blvd.
Santa Rosa, CA 95403
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2.3 SUBMISSION CHECKLIST
Please use the following checklist to ensure that you are submitting a complete proposal.
Additionally, please ensure that all electronic files are clearly identified with your business
name and address.
• Two copies of the entire proposal submitted electronically on CD-ROM.
• Twelve (12) bound copies of the proposal (including hard copies of costs and
requirement responses), presented in a professional manner.
• Vendor references on forms supplied in this RFP (Microsoft Word).
• Microsoft Excel spreadsheet containing staffing loading matrix. This matrix should
be consistent with the hours submitted in the cost estimates spreadsheets.
• Microsoft Excel spreadsheet containing cost estimates. In addition, proposers are
expected to estimate the costs of additional hardware and footnote such added
costs appropriately in the cost estimates. It is also important to estimate work effort
required for implementation by SCOE staff and tie this directly to the proposed
implementation schedule.
• Microsoft Word documents containing functional requirements responses
(Appendices B, C and D).
• Microsoft Word document with any Written Exceptions to the Specifications.
2.4 SUBMITTAL COSTS
SCOE shall not be responsible for any costs incurred by the proposer for the preparation
of the proposal or any other costs related to this solicitation.
2.5 ACCEPTANCE OF SUBMITTAL REQUIREMENTS
All terms and conditions of this RFP, each and every addendum, the successful vendor’s
proposal and all negotiated terms, shall be incorporated into any and all agreements
arising from the RFP, either explicitly or by reference. Submission of any proposal
indicates a proposer’s acceptance of the conditions contained in this RFP unless clearly
and specifically noted otherwise in the proposal.
2.6 ADDENDA
Should any proposer find discrepancies, omissions or ambiguities in this RFP, the
proposer should at once request in writing an interpretation from the Issuing Agent. Any
changes, additions, deletions, or clarifications to this proposal package, including the
general provisions and specifications, shall be made by written addendum to the Request
for Proposal. Such addendum shall be issued by the Issuing Agent and will be made to all
prospective bidders who received the solicitation. The issuance of a written addendum is
the only official method by which interpretation, clarification, or additional information will
be provided by SCOE. Only questions answered by formal written addendum will be
binding. Oral and other interpretations or clarifications will be without legal effect.
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Addenda issued within five (5) calendar days of the proposal opening/date time shall be
cause for extension of the opening date in order to allow prospective bidders sufficient
time to prepare their proposals.
2.7 TENTATIVE PROCUREMENT AND IMPLEMENTATION SCHEDULE
The following is a list of the activities relevant to the RFP process. SCOE reserves the
right to change these dates and will notify proposers of any changes.
• RFP Release Date March 20, 2006
• Due Date for All Written Questions and Inquiries March 30, 2006
• Pre-Proposal Conference (2:00 p.m. PDT) April 4, 2006
• Proposals Due (5:00 p.m. PDT) April 14, 2006
• Proposal Evaluations and Software Demonstrations May and June, 2006
• Finalize & Sign Contracts July and August, 2006
• Implementation Start-Up September 2006 (approximately)
2.8 VENDOR PRE-PROPOSAL CONFERENCE
A pre-proposal conference will be held on April 4, 2006 at 2:00 P.M. (PDT) in the
Multipurpose Room
Sonoma County ISD Building
2615 Paulin Drive
Santa Rosa, CA 95403
The purpose of the conference is to allow each prospective vendor to review the RFP with
the Evaluation Team and to answer any questions. Answers provided to written questions
presented prior to and at the pre-proposal conference will be distributed to all known
proposers. Contact regarding the pre-proposal conference should be directed to issuing
agent, Daniel Bienkowski, Director, Data Processing.
2.9 AWARD
Formal award of contract by the Sonoma County Board of Education will signify the
acceptance of terms of any agreements. Written notification to proceed will follow a formal
agreement. SCOE reserves the right to accept or reject any or all proposals. SCOE
reserves the right to waive any irregularities and technicalities and may, at its sole
discretion, request a clarification or other information to evaluate any or all proposals.
SCOE reserves the right, prior to Board approval, to cancel the RFP or portions thereof,
without penalty. SCOE reserves the right to: (1) accept the proposals of any or all of the
items it deems, at its sole discretion, to be in the best interest of SCOE; and (2) SCOE
reserves the right to reject any and/or all items proposed or (3) award to multiple
proposers.
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2.10 INDEMNIFICATION AGREEMENT
As part of each and every agreement arising out of this RFP, the successful vendor shall
execute an indemnification agreement wherein the contractor agrees to indemnify,
defend, and hold SCOE harmless from any and all liabilities including, but not limited to,
litigation costs and attorney’s fees which it may incur as a consequence of this agreement
and from any and all claims and losses to anyone who may be injured or damaged by
reason of the contractor’s willful misconduct or negligent performance of the agreement.
2.11 CONFIDENTIAL MATTERS
All data and information gathered by the proposer and its agents, including this RFP and
all reports, recommendations, specifications, and data shall be treated by the proposer
and its agents as confidential. The proposer and its agents shall not disclose or
communicate the aforesaid matters to a third party or use them in advertising,
propaganda, and/or in another job or jobs, unless written consent is obtained from SCOE.
2.12 RETENTION OF PROPOSER MATERIAL
SCOE reserves the right to retain all proposals regardless of which response is selected.
No proposals will be returned to the proposer.
2.13 WARRANTY
A warranty is sought for both the software and implementation services. It is assumed that
proposers have priced their services to recognize these warranty provisions. The extent of
the warranty coverage will be evaluated as part of the overall procurement process.
Software. The selected software vendor will warrant that the proposed software will
conform in all material respects to the requirements and specifications as stated in this
RFP. That is, the detailed requirements as stated in this RFP will become part of the
selected software vendor's license and the software vendor will warrant to the
requirements. The selected vendor must warrant that the content of its proposal
accurately reflects the software's capability to satisfy the functional/technological
requirements as included in this RFP. Furthermore, the warranty, at a minimum, should be
valid for the duration of the implementation and until final acceptance (as will be defined
during the negotiation process) of all applications included in the implementation. SCOE
will look more favorably at proposers with warranty periods longer than the minimum
specified herein.
Implementation Services. SCOE also seeks a warranty for implementation services
(e.g., work products, developed modifications, and system configuration) for a minimum of
eighteen months after the final acceptance date (as will be defined during the negotiation
process) of the respective modules. The implementation services firm must ensure that
the implemented software conforms to the requirements responses warranted by the
software vendor.
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2.14 CANCELLATION OF AWARD/TERMINATION
SCOE shall have the right to terminate this award or any subsequent agreement by
delivering to the contractor, at the contractor’s address shown in the bid, thirty (30) days
written notice of cancellation, in the event that the performance of the contractor is
unsatisfactory to SCOE. SCOE shall be the sole judge of whether such performance is
unsatisfactory. SCOE warrants that it has funds available to remit payments on the
resulting agreement(s) at the time any agreement is executed. Should appropriated funds
during the term of the agreement become unavailable for the purpose of the agreement,
SCOE may cancel the agreement by providing the contractor with written notice. Such
notice shall release both SCOE and contractor from all obligations under the agreement.
2.15 LEGAL REQUIREMENTS
This request for proposal and any resulting agreement, contract and purchase order shall
be governed by all federal, state and local laws, codes, ordinances, and regulations
including, but not limited to, those promulgated by CAL-OSHA, FED-OSHA, EPA, EEOC,
DFEH, the California State Department of Health Services, and Sonoma County
Environmental Health Division. This agreement shall be in accordance with the substance
and procedural laws of the State of California.
2.16 INSURANCE REQUIREMENTS
Prior to commencing work, the vendor shall acquire and maintain, at its own cost and
expense, the insurance required below and shall provide a certificate of insurance naming
SCOE, its officers, agents, and employees as an additional insured. The vendor shall
provide proof of the following coverage:
State Workers’ Compensation – Statutory Limits
Employer’s Liability – Minimum $2,000,000
General Liability – Minimum $2,000,000
2.17 INDEPENDENT CONTRACTOR
The contractor/vendor agrees and certifies that neither they nor any of their agents,
servants or employees is an agent or employee of SCOE. The contractor is an
independent solely responsible for the contractor’s acts. The resulting agreement(s) shall
not be construed as an agreement for employment with SCOE.
2.18 ASSIGNMENT AND SUBCONTRACTING
The vendor shall have no right, authority or power to sell, mortgage or assign the resulting
agreement(s) or purchase order(s) or any interest herein, or any right, power or authority
to allow or permit any other person or persons or organizations to have any interest in or
use any part of the rights or obligations granted hereunder for any purpose whatsoever
without the prior written consent of SCOE. Neither the agreement(s) nor any interest
created thereby shall pass by operation of law to any trustee or receiver in bankruptcy or
to any other receiver or assignee for the benefit of creditors or any claim hereunder to any
other party or parties, except as expressly authorized by SCOE.
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2.19 SUBCONTRACTS
Nothing contained in this solicitation will be construed as establishing any contractual
relationship between any subcontractor(s) and SCOE. The proposer(s) will be fully
responsible to SCOE for the acts and omissions of the subcontractor(s) and their
employees. After award of contract, any changes in subcontractors require prior written
approval from SCOE.
2.20 NON-DISCRIMINATORY EMPLOYMENT
Contractor and/or any permitted subcontractor shall not unlawfully discriminate against
any individual based on race, color, religion, nationality, sex, sexual orientation, age or
condition of disability. Contractor and/or any permitted subcontractor understands and
agrees the contractor and/or any permitted subcontractor is bound by and will comply with
the nondiscrimination mandates of all Federal, State, and local statutes, regulations and
ordinances.
2.21 PERFORMANCE STANDARDS
The vendor will be required to meet specific performance standards established during the
contract negotiation process. A project schedule specifying significant benchmark events
and a project completion date will be required as part of the agreement. This plan will
include vendor delivery deadlines and will be jointly developed by SCOE and the vendor.
SCOE also reserves the right as a condition of entry into any agreement with the
successful vendor to demand financial security for performance including a performance
bond, insurance policy, on-demand letter of credit, or other reasonable security.
2.22 SERVICES AND STATEMENT OF WORK
SCOE expects to enter into a software licensing agreement with the software firm and an
implementation services agreement with an implementation firm (if it is different from the
software firm). “Services” means all work performed by the vendor for SCOE as agreed to
in writing under the Implementation Services Agreement. Such services are set forth in
the Statement of Work which will be developed during contract negotiations.
The intent of the Implementation Services Agreement is for the services to be completed
in detail as described in the Statement of Work, which is attached to, and is part of the
Implementation Services Agreement. Except as otherwise explicitly stated in the
Implementation Services Agreement, the vendor will furnish all labor, materials,
equipment, products, tools, transportation, and supplies required to complete the services.
The vendor will provide services to SCOE as required in the Implementation Services
Agreement and the Statement of Work. Any additional services must be mutually agreed
to in writing by each party through a Change Order process.
In connection with its proposal, each vendor shall submit all documents, including but not
limited to agreements and or licenses of every kind that the vendor would incorporate into
any agreement with SCOE arising out of this RFP.
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3 Detailed Submittal
Requirements
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3.1 PROPOSAL FORMAT
Proposers shall prepare their proposals in accordance with the instructions outlined in this
section. Each proposer is required to submit the proposal in a sealed package. Proposals
should be prepared as simply as possible and provide a straightforward, concise
description of the proposer’s capabilities to satisfy the requirements of the RFP. Utmost
attention should be given to accuracy, completeness, and clarity of content. All parts,
pages, figures, and tables should be numbered and clearly labeled. The proposal should
be organized into the following major sections:
Proposal Section Title
Title Page
Letter of Transmittal
Table of Contents
1.0 Executive Summary
2.0 Scope of Services
3.0 Company Background
4.0 Proposed Application Software and Computing Environment
5.0 Third-Party Products/Optional Software
6.0 Responses to Functional/Technical Requirements
7.0 Implementation Plan
8.0 Data Conversion Plans
9.0 Training Plan
10.0 Maintenance and Support Program
11.0 Acceptance Testing
12.0 Cost Proposal
13.0 Client References
14.0 Exceptions to the RFP
15.0 Sample Documents
Instructions relative to each part of the response to this RFP are defined in the remainder
of this section.
3.2 EXECUTIVE SUMMARY
(Proposal Section 1.0) This part of the response to the RFP should be limited to a brief
narrative summarizing the proposer’s proposal. The summary should contain as little
technical jargon as possible and should be oriented toward non-technical personnel. This
section should include cost quotations at a summary level only, for software and services
totals at most. Please note that the executive summary should identify the primary
engagement contact for the software vendor, the contact for the implementation services
firm if different, and the contact for any third-party software being proposed. Contact
information should include a valid e-mail address and a toll free telephone number.
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3.3 SCOPE OF SERVICES
(Proposal Section 2.0) This section of the vendor’s proposal should include a general
discussion of the vendor’s understanding of the “overall” project and the scope of work
proposed. The response must clearly describe the software products or modules included
in the proposal that are necessary to meet SCOE’s business requirements, as well as any
software products or modules included in the proposal that are “value-added” or
“optional.” The response must also confirm that the proposal includes all of the work effort
necessary to implement the software products or modules included in the proposal.
3.4 COMPANY BACKGROUND
(Proposal Section 3.0) Each proposer must provide the following information so that
SCOE can evaluate the proposer’s stability and ability to support the commitments set
forth in response to the RFP. SCOE, at its option, may require a proposer to provide
additional support or clarify requested information.
Background information shall include:
• How long the company has been in business.
• A brief description of the company size and organizational structure.
• How long the company has been selling the proposed software to clients similar to
SCOE.
• Most recent audited financial statements for the vendor as contained in relevant
annual reports. The statements should include information on annual sales,
profitability, etc.
• Listing of installs at entities similar to SCOE. The number of users, distinguished
by type if relevant, should also be included.
• Any material (including letters of support or endorsement from clients) indicative of
the proposer’s capabilities.
• If partnering, how long the implementer has worked with the software vendor and
how many implementations the two parties have completed together. Evidence
that the implementation vendor is a corporation, is in good standing and qualified
to conduct business in California.
• Copies of business licenses, professional certifications or other credentials.
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3.5 PROPOSED APPLICATION AND COMPUTING ENVIRONMENT
(Proposal Section 4.0). The proposer must present, in detail, features and capabilities of
the proposed application software. In addition to the description, please provide in
succinct narrative form (at least one paragraph per item) answers to the following
questions:
Modular Integration. Which of the proposed modules are fully integrated (part of the
base software) into the main application? What processes are handled in “real-time,” and
which of them require a batch process? What are the proposed third-party applications? If
there are proposed third-party applications, explain how they are integrated into the main
application, including whether the applications will share security definitions and have
similar menu structures.
Technology and System-Wide Features. Proposals must provide, in succinct narrative
form (at least one paragraph per item), a description of the following software features and
capabilities: (1) Embedded Best Business Practices and Opportunities for Process
Improvement; (2) Drill Down Capabilities; (3) Audit Trail Features; and (4) Employee Self-
Service Capabilities.
Hardware Environment. Describe the optimal hardware configuration required to utilize
the proposed software. In the event there is more than one suitable hardware platform, list
all options indicating the relative strengths and drawbacks (if any) of each. Identify the
optimal server and desktop requirements including the required number of servers and
how they are distributed.
Network Environment. Describe the ideal network environment required to utilize the
proposed software. In the event that there is more than one suitable network
configuration, list all options, including the relative strengths and weaknesses (if any) of
each.
Database Platform: SCOE would prefer Microsoft SQL Server for its database platform.
The vendor is requested to provide the ideal database platform choices for the proposed
software. In the event that there is more than one suitable database platform, please list
all options, including the relative strengths and drawbacks (if any) of each. What is the
required experience utilizing both the database and other technical areas? Also, please
indicate the primary development platform and whether underlying code is generic or
platform specific.
Administration/Development Toolsets. What application toolsets are included with the
software? What programming languages and skills are required to maintain the software?
What tools are available to customize the software (e.g., add fields, create new tables,
change menus, etc.)? What monitoring is routinely required for optimal system
performance (e.g., monitoring of audit files)?
Security. What security tools are included with the software? How are the following
restrictions accomplished: administrative tool access; application access; menu access;
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record access; field access; and querying/reporting access? How is the security profile
defined? What is included in the user security profile?
Workflow. Describe the workflow (electronic routing of documents) tools available in your
software. How are the workflow rules established and maintained? Identify the email
systems that are compatible with the system. List the standard workflows that are inherent
in the system. Also please describe the skillsets required to make changes to workflow
routines including whether workflow is easily maintained by functional staff or requires
detailed technical skills.
Upgrade tools. What is the upgrade frequency? How are patches and fixes applied? How
are patches and fixes deployed? How are upgrades applied? How much training
(technical training and end user) is generally required with upgrades to the system? What
happens to software customizations (e.g., user-defined tables and fields) during the
upgrade? How many versions of the software does your company support? Please
provide details of all upgrades and bug patches over the last three years.
Reporting and Analysis Tools. What internal and external (third-party) reporting tools
are available in the software? What OLAP tools are available? Are there any interfaces to
Microsoft Office? Do the same security definitions apply to the reporting tools as
established in the main software? Include a list of the standard reports, by module, that
come “out of the box” with the software.
Document Imaging and Records Management. Describe the document management
and storage capabilities of the proposed software. What types of tools are needed to
utilize these features in your product? Provide examples of how other organizations have
used the software to provide these capabilities.
Disaster Recovery and System Backup. Detail the optimum process for system backup
and any delivered disaster recovery processes that will need to be configured by SCOE.
3.6 THIRD PARTY PRODUCTS/OPTIONAL SOFTWARE
(Proposal Section 5.0) The proposer shall explicitly state the name of any third-party
products that are part of the proposed solution to SCOE. For each third-party product
there should be a statement about whether the proposer’s contract will encompass the
third-party product and/or whether SCOE will have to contract on its own for the product.
A proposal must describe any products, features or other value added components
recommended for use with the proposed administrative system that have not been
specifically requested in this RFP. The proposer should also provide proof that it has
access to the third-party software source code (owned or in escrow) and that the proposer
has the ability to provide long-term support for the third-party software components of its
system. Consideration of these products, features or other value-added components will
be given where they may be of value to SCOE. Proposers must include the cost of any
third party products, including the software license cost, maintenance, implementation,
training cost, and any other related costs in the total cost of this proposal.
Financial Management System RFP 19
Sonoma County Office of Education
3.7 RESPONSES TO FUNCTIONAL/TECHNICAL REQUIREMENTS
(Proposal Section 6.0) Responses to the requirements listed in Appendix B, C and D to
this RFP must be provided in this section of the proposer’s proposal. Proposers should
use the format provided and add explanatory details as necessary in a separate
spreadsheet using the requirement number as a reference. The following answer key
must be used when responding to the requirements:
Y Yes, the software provides this functionality.
N No, the software does not provide this functionality.
CU The software can be Customized via software modification
to provide this functionality. Provide cost estimate in the
“Comments” section.
F Functionality will be available in a future release. Provide
anticipated release date in the “Comments” section.
TP Third Party Software required to fully provide requirement.
R Provided with reporting tool.
Proposers must use one code only per requirement. Any requirement that is answered in
any other way will be treated as a negative/non-response. Proposers should feel free to
create their own separate spreadsheet for lengthy comments on particular requirements
that are cross-referenced to specific requirement numbers. All requirement responses
must be submitted in the format presented in the attached documents. The proposals
submitted, including requirement responses, will become attached to the software license
and implementation services contract. All responses that indicate that functionality is
available out-of-the-box, through customization, or a reporting tool, or through a third party
product should be included in the costs submitted in this proposal. Furthermore, the
module necessary to perform that functionality must be included in the scope and cost of
this proposal. If functionality is expected to be available in future release, please indicate
the expected release date in the Comments column.
3.8 IMPLEMENTATION PLAN
(Proposal Section 7.0) The proposer must provide a detailed plan for implementing the
proposed system. This information MUST include:
• Detailed methodology for implementing software. Methodology shall include
estimated timeframe, overview of phases and milestones, assumptions, and
assumed responsibilities.
• Detailed methodology for implementing third-party software. Methodology shall
include estimated timeframe, overview of phases and milestones, assumptions,
and assumed responsibilities.
• Explain how each of the following types of testing has been addressed in your
implementation plan: (a) module testing; (b) integration testing; (c) parallel testing
and (d) stress/load testing.
Financial Management System RFP 20
Sonoma County Office of Education
• Work effort estimates. A "staff loading" chart listing resource utilization by each
month should be included. Include names, titles, and resumes of implementers
likely to be assigned to this project. Work effort estimates must match assumptions
presented in the cost schedule and the assumptions presented in the
implementation methodology. SCOE reserves the right to alter work effort
estimates after further discussion with the vendor.
• Staffing. Provide the names and vitae of personnel who would be responsible for
implementation in all stages, including training, warranty response and customer
service. Vendor should give SCOE reasonable rights to approve or disapprove
personnel and personnel changes during the term of any Agreement.
• Anticipated SCOE support staff levels. Vendors should identify the expected IT
staffing levels to support the on-going operations of the proposed system. This will
be verified with vendor references.
3.9 DATA CONVERSION PLANS
(Proposal Section 8.0) Describe the process for designing a data conversion plan to
migrate SCOE’s historical data from various legacy systems to a standard common
database format; ensuring the integrity and accuracy of that data. SCOE maintains the
current year plus 3 years of historical data.
Responses should detail the proposers expectations of the activities that SCOE personnel
and the proposer will be expected to perform with regards to data conversion. Proposers
should detail their past experience with data conversion, especially the main types of
databases and business information systems for which they have successfully completed
conversions. Proposers should describe how they would approach conversion of the main
systems and describe their methodology for managing the required conversions.
3.10 TRAINING PLAN
(Proposal Section 9.0) SCOE is interested in utilizing both vendor and SCOE provided
training. The proposer must provide a detailed plan for training. This information MUST
include:
• Overview of proposed training plan/strategy, including options for on-site or off-site
training services, for the core project team, end-users, and technology personnel.
• The role and responsibility of the software vendor in the design and
implementation of the training plan (e.g., development of customized training
materials, delivering training to SCOE and Sonoma County Schools end-users).
• The role and responsibility of SCOE staff in the design and implementation of the
training plan.
• The knowledge transfer strategy proposed by the software vendor to prepare
SCOE staff to maintain the system after it is placed into production.
Financial Management System RFP 21
Sonoma County Office of Education
• Descriptions of Classes/Courses and training materials proposed in the training
plan. (The proposer should specify the unit of measure for its training (e.g., units,
classes, days, etc.) and define the hours associated with these units of measure.)
The proposer must be very clear about exactly what training courses are included
in the cost of the proposal.
3.11 MAINTENANCE AND SUPPORT PROGRAM
(Proposal Section 9.0) The proposal must specify the nature of any post-implementation
and ongoing support provided by the vendor including:
• Post-implementation support (e.g., one month of on-site support after go-live).
• Telephone support (e.g., include toll-free support hotline, hours of operation,
availability of 24 x 7 hotline, etc.).
• Special plans defining “levels” of customer support (e.g., gold, silver, etc.). Define
what level of support is being proposed.
• Delivery method of future upgrades and product enhancements including historical
frequency of upgrades by module.
• Availability of user groups in general, and education user groups in particular, and
their geographic areas.
• Problem reporting and resolution procedures.
• Bug fixes and patches.
• Other support (e.g., on-site, remote dial-in, Web site access to patches, fixes and
knowledge base).
• If there is to be a separate maintenance contract, vendor should attach form of
such contract.
3.12 ACCEPTANCE TESTING
(Proposal Section 11.0) Specific mutually agreeable criteria for successful system
operation will be established during the contract negotiation process, taking into account
SCOE's functional specifications and the vendor's own software documentation. The
selected vendor will be required to participate with appropriate SCOE personnel in testing
the functionality of the proposed system to ascertain conformance with the acceptance
criteria before SCOE will accept the system. Proposers should detail their approach to
acceptance testing and what criteria were generally used to signify acceptance at
previous implementations. Explain how each of the following types of testing has been
addressed in your implementation plan: (a) module testing; (b) integration testing; and (c)
stress/load testing. Also explain any anticipated parallel testing that will be part of the
overall implementation process.
Financial Management System RFP 22
Sonoma County Office of Education
3.13 COST PROPOSAL
(Proposal Section 12.0) Proposers should submit an estimate for all hardware, software
licenses, support, training and implementation services being proposed.
There are currently 40 public schools districts, 14 charter schools and 2 J.P.A.’s using the
SCOE system with the largest district, Santa Rosa City Schools (SRCS) operating the
same software system under their own license and on their own mainframe system, with
data transfers for payroll and commercial warrants. In addition to providing pricing for a
combined system for SCOE and SRCS (one system/license), please provide pricing
information for separate licenses for SCOE and SRCS (two licenses/systems.)
SCOE reserves the right to contact proposers on cost and scope clarification at any time
throughout the selection process and negotiation process. Do NOT use “TBD” (to be
determined) or similar annotations in the price estimates. SCOE is asking proposers to
estimate costs for all categories with the understanding that they may have to make
assumptions. Such assumptions should be stated. Failure to fully provide cost and work
effort estimates may lead to elimination prior to software demonstrations.
SCOE may award a purchase contract, based on initial offers received without discussion
of such offers. A proposer’s initial offer should, therefore, be based on the most favorable
terms available. SCOE may, however, have discussion with those proposers that it deems
in its discretion to fall within a competitive range. It may also request revised pricing offers
from such proposers, and make an award and/or conduct negotiations thereafter. The
information provided in Section 4.3, Current Systems Environment, should assist
proposers with pricing this proposal. Further useful information is included in Appendix A
of this RFP.
3.14 CLIENT REFERENCES
(Proposal Section 13.0) SCOE considers references for the software, implementation
proposers (if different) and third-party vendors (if any) to be important in its decision to
award a contract. SCOE will not call proposers to tell them that their references will be
contacted because all references provided will be contacted by SCOE during the selection
process. Similarly, SCOE will not work through a proposer's Reference Manager to
complete a reference. The names and phone numbers of the project manager for each
reference must be listed. Failure to provide this information may result in the proposer not
being elevated to software demonstrations.
Vendors should provide at least five (5) client references that are similar in size and
complexity to this procurement and have utilized the proposed system (including the
proposed version) in a comparable computing environment. References should be for fully
completed (live) installations. California clients are preferred. Each reference should
include information on the “breadth” of the software solution (e.g., GL, AP, AR, etc.).
Information should include at the minimum: date of installation, length of implementation,
name of client reference, name of agency’s project manager, address, telephone and fax
numbers. Please confirm that each reference is willing to participate in a 30 – 45 minute
reference check call and inform references that SCOE will contact them. All contact
information must be correct and up-to-date. Reference checks may include queries
concerning specific line personnel and managers.
Financial Management System RFP 23
Sonoma County Office of Education
Third-Party software firms addressing particular functionality (e.g., budget preparation
software) should provide at least five (5) client references that are similar in size and
complexity to this procurement and that have used the main software system. Submit
references for fully completed (live) installations. Please confirm that each reference is
willing to participate in a 30 – 45 minute reference check call and inform references that
SCOE will contact them. All contact information must be correct and up-to-date.
3.15 EXCEPTIONS TO THE RFP
(Proposal Section 14.0) All requested information in this RFP must be supplied. Proposers
should refer to Attachment 8, Standard County Contract. Proposers may take exception to
certain requirements in this RFP or the Standard County Contract. All exceptions shall be
clearly identified in this section (utilizing Attachment 7) and a written explanation shall
include the scope of the exceptions, the ramifications of the exceptions for SCOE, and the
description of the advantages or disadvantages to SCOE as a result of exceptions. SCOE,
in its sole discretion, may reject any exceptions or specifications within the proposal.
Proposers may also provide supplemental information, if necessary, to assist SCOE in
analyzing responses to this RFP.
3.16 SAMPLE DOCUMENTS
(Proposal Section 15.0) In connection with its proposal, each vendor shall submit all
documents, including but not limited to agreements and or licenses of every kind that the
vendor would incorporate into any agreement with SCOE arising out of this RFP. This
may include sample copies of the following documents:
• Sample software licensing agreement
• Sample implementation services agreement
• Sample standard reports
• Sample documentation (user guides, training materials, etc.)
Financial Management System RFP 24
Sonoma County Office of Education
4 Evaluation of Proposals
Financial Management System RFP 25
Sonoma County Office of Education
4.1 SELECTION PARTICIPANTS
Three groups will evaluate and select vendor proposals. The groups are as follows:
• Data Processing Advisory Group. The Data Processing Advisory Group will play
the main “governance” role on the project and will make the final recommendation
to the Sonoma County Board of Education. It will base the recommendation on the
input of the Evaluation Team and its own assessment of software demonstrations
and other information.
• Evaluation Team. The Evaluation Team is responsible for the evaluation and
rating of the proposals and demonstrations and for conducting interviews during
the optional site visits. The Evaluation Team is responsible for evaluating software
functionality, technology architecture, implementation capabilities, costs, and other
selection criteria. The team’s objective is to make recommendations for vendor
selection to the Data Processing Advisory Group.
• End User Team. The End User team consists of personnel from SCOE
departments and various Sonoma County school districts that have knowledge of
specific business processes. The End User Team’s responsibility during selection
is to support the Evaluation Team. Members of this team will be called as needed.
4.2 EVALUATION SELECTION PROCESS
SCOE will use a competitive process based upon elevating a certain number of vendors
to compete against each other at different levels (stages) of the process. If a vendor fails
to meet expectations during any part of the process, SCOE reserves the right to proceed
with the remaining vendors or to elevate a vendor that was not elevated before. Selection
of the final vendor will be based upon the following steps and factors:
Level 1 — Procurement Requirements Assessment
• Conformance with RFP guidelines and detailed submittal requirements
Level 2 — Detailed Proposal Assessment
• Cost of Software License and Implementation Services
• Maintenance and Support Costs
• Vendor Experience with Similar Implementations
• Implementation Plan/Staffing
Level 3 — Software Demonstrations and Vendor Interviews
• Vendor References
• Quality of the Implementation Plan/Staffing levels
• Completeness of Cost Proposal and Value of the Solution
• Software Demonstrations
• Findings from Site Visits, if SCOE chooses to conduct any
Level 4 — Final Contract Negotiations
• Responsiveness to Contract Terms and Conditions
• Completion of the Statement of Work
Financial Management System RFP 26
Sonoma County Office of Education
4.3 CURRENT SYSTEMS ENVIRONMENT
SCOE currently uses CECC Financial/Personnel/Payroll software, developed by San
Bernardino County Office of Education. The hardware running the main applications is an
HP3000 969/420 using MPE/iX version 7.0. Workstations are primarily Dell computers
running Windows 2000 or Windows XP. Access to the HP3000 is through either
Reflections or Minisoft terminal emulation software.
Santa Rosa City Schools is running the same CECC software on a separate HP3000
969/220 using MPE/iX version 6.02.
The following tables contain data about SCOE’s current computer systems by function.
Additional volume and size information is presented in Appendix A.
Type of User Estimate Number Estimated Number
of Named Users of Concurrent
Users
SCOE
Casual/Inquiry Users 150 50
Professional/Power Users 200 100
Employee Self Service 14,000 100
SRCS
Casual/Inquiry Users 100 25
Professional/Power Users 60 25
Employee Self Service 1500 10
Total – expected combined
Casual/Inquiry Users 300 100
Professional/Power Users 300 150
Employee Self Services 15,500 100
Financial Management System RFP 27
Sonoma County Office of Education
5 Appendix A
District ADA and W2
information
Financial Management System RFP 28
Sonoma County Office of Education
2003-04 2005
SONOMA COUNTY P2 ADA Expenditures W2's
1 Alexander Valley 119.99 $ 1,037,000 36
5 Bellevue 1,598.70 $ 12,314,764 420
6 Bennett Valley 907.84 $ 5,823,182 200
11 Cinnabar 257.63 $ 1,793,468 64
15 Dunham 168.77 $ 1,186,907 38
17 Forestville 576.45 $ 4,383,726 127
18 Fort Ross 53.98 $ 704,645 31
20 Gravenstein 486.65 $ 3,132,137 141
22 Guerneville 355.90 $ 2,723,311 90
24 Harmony 303.74 $ 2,683,147 85
26 Horicon 75.84 $ 1,114,463 36
29 Kenwood 140.68 $ 1,475,530 63
31 Liberty 191.41 $ 1,390,092 65
34 Mark West 1,546.01 $ 9,926,443 323
35 Monte Rio 124.03 $ 1,035,098 52
36 Montgomery 62.56 $ 630,337 17
38 Oak Grove 607.78 $ 3,723,648 226
39 Old Adobe 1,876.85 $ 13,529,796 470
43 Piner-Olivet 1,457.32 $ 9,971,407 391
46 Kashia 8.49 $ 157,173 11
47 Rincon Valley 2,632.67 $ 18,134,426 648
48 Roseland 1,244.57 $ 10,180,320 400
51 Sebastopol 1,042.53 $ 6,816,363 266
53 Twin Hills 632.84 $ 4,075,852 157
54 Two Rock 150.64 $ 1,693,080 52
60 Waugh 829.95 $ 5,343,549 226
61 West Side 147.44 $ 1,019,011 52
62 Wilmar 198.92 $ 1,701,634 58
63 Windsor Unified 4,439.55 $ 28,710,660 972
64 Wright 1,308.61 $ 9,839,298 292
88 Sonoma Valley Unified 4,442.99 $ 32,129,534 864
71 West Sonoma Co High 2,458.06 $ 19,942,430 591
81 Cloverdale Unified 1,475.27 $ 10,737,507 317
82 Cotati-Rohnert Park Unified 7,128.68 $ 49,431,968 1,174
84 Geyserville Unified 248.12 $ 2,843,998 102
85 Petaluma Unified 7,548.56 $ 53,348,711 1,578
86 Santa Rosa City Schools 16,144.00 $ 117,516,359 2,684
87 Healdsburg Unified 2,536.98 $ 19,355,697 559
Sub-Total 65,531.00 $ 471,556,671 13,878
Charter Schools P2 ADA Expenditures W2's
24 Harmony Pathways CS 710.00 $ 3,931,139 75
12 Petaluma Live Oak CS (Elem 95.74 $ 792,107 40
44 Piner Olivet CS 155.71 $ 868,172 60
4 SR Co-Op ED CS (Elem) 153.32 $ 819,019 35
2 Sebastopol CS 221.88 $ 1,284,221 57
70 Sonoma CS 218.51 $ 1,337,586 44
21 Twin Hills SunRidge CS 187.33 $ 1,365,214 43
27 West Sonoma CS - Russian R 68.16 $ 364,561 15
Sub-Total 1,810.65 $ 10,762,019 369
Sonoma COE 1092.87 $ 114,000,000 1,279
Total 68,434.52 $ 596,318,690 15,526.00
Financial Management System RFP Appendix A 29
Sonoma County Office of Education
6 Appendix B
General Systems
Functional Specifications
Financial Management System RFP 30
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
B. General System Requirements
General Design
B.1 System architecture supports client/server processing.
System utilizes an industry standard relational database with robust
B.2
administration tools.
Ability for all suites/modules/applications of the solution to be fully
B.3 integrated. Specifically, updating of any data elements occurs only
once, and is then reflected throughout all applications.
Ability to have system-wide inquiry ability to any module, with security
B.4
control.
B.5 Ability to utilize a TCP/IP network connection.
Database platforms supported: DB2, Oracle, Microsoft SQL Server
B.6
(preferred)
B.7 Ability to support Microsoft NT/2000/XP, Linux, Unix
B.8 Ability to utilize effective dates (past and future) for all transactions.
Provides the ability to input, store, and report on unlimited years of
B.9
historical information on-line.
System performance must provide for concurrent use by a minimum of
300 users and be able to grow to as many as 500. Provide costs to
upgrade number of users. All processor, memory, disk, or other
B.10
system resources, as delivered initially must support growth to 500
concurrent users, the associated transaction volumes of such use, and
the database requirements for this use.
Provide for maximum system response time of no more than four (4)
B.11 seconds for standard system transactions utilizing vendor
recommended hardware configuration.
General User Interface
The software should be menu-driven with comprehensive utility and
B.12
help screen capabilities.
B.13 Consistent use of command keys and screen layouts
B.14 Consistent user interface across all components.
Financial Management System RFP Appendix B Page 31
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
B. General System Requirements
Ability to utilize online drop down lists of all valid values for each
B.15
validated field.
B.16 Ability to open multiple screens/windows/sessions concurrently.
Software complies with accessibility standards. To comply with the
Americans with Disabilities Act (ADA), Information technology must be
accessible to people with disabilities. And the information technology's
B.17 accessibility level must comply with accessibility standards set forth in
Section 508 of the Rehabilitation Act. Section 508 requires that
Federal agencies' electronic and information technology is accessible
to people with disabilities
On-line graphics, capabilities are provided for financial (and other)
B.18 presentations of trends, percentage breakdowns, comparisons of data
groupings, etc.
B.19 Allows user to attach notes or memos to transactions.
Ability for all modules to be image-enabled (e.g. ability to attach any
B.20
electronic document to any module.)
Supports a user-friendly view of the system using a browser based
B.21
system.
B.22 Ability to navigate quickly through screens and menus,
All user and field labels use English-language text as opposed to
B.23
code-based representations or elements.
Ability to access other input screens and modules without backing out
B.24
of menus or menu paths.
All application modules must incorporate a method for adding,
changing, and deleting data records on-line in real time. All related
B.25
data fields are automatically updated. Batch purging of inactive
records and/or transaction history is accommodated.
Ability to drill down, drill up, and create cross tabs (drill around) to
B.26 supporting documents and related transactions from appropriate fields
in the system.
Data Entry
Ability to do both online immediate updates as well as batch
B.27
processing for all transactions.
B.28 Ability to highlight required elements upon transaction entry.
Financial Management System RFP Appendix B Page 32
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
B. General System Requirements
Ability to perform partial queries or wildcard functionality in fields
B.29
where appropriate.
Ability to provide keystrokes for rapid data entry and movement from
B.30
screen to screen. (hotkeys or coding reduction techniques)
B.31 Ability to define edits as hard or soft.
Ability to copy one line of field values to the next line and change one
B.32
or more field value elements when using input screens.
Capable of allowing multiple users to view a record simultaneously,
B.33
e.g. no lockouts for viewing a record.
Help System
B.34 Ability to provide descriptive error messages.
Ability to utilize online error message help screens, which can be
B.35
accessed directly from the error message.
Ability for online error messages to appear in a consistent format
B.36
across all system modules with like codes, text and screen locations.
In addition to an online help system, we need a printable version of
B.37
instructions for each component of the system.
B.38 On-line tutorials for new users.
Workflow
B.39 General Workflow
B.40 Ability to provide workflow throughout all suites/modules/applications.
Workflow rules can be based upon tolerances, events or triggers,
B.41
financial rules, user-defined parameters.
B.42 Ability to provide a hierarchical approval process.
B.43 Ability to track and report electronic approvals.
B.44 Ability to record free form text in comments fields.
Ability to set number of approvals required by type of transaction or
B.45
threshold such as dollar value.
Financial Management System RFP Appendix B Page 33
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
B. General System Requirements
Ability to automatically re-route transactions if an individual does not
B.46
act within a specified timeframe.
Ability to provide notification to parties involved in workflow chain when
B.47
escalation is needed.
Ability to allow individuals with higher levels of authority to approve
B.48 transactions that have not been approved by individuals with lower
levels of authority.
Ability to capture performance statistics based on workflow activity ( or
B.49
inactivity.)
B.50 Describe each module and function that supports workflow.
General Query and Reporting
B.51 Ability to utilize application security profiles for reporting and queries.
Ability to route reports to various network printers as defined by the
B.52
user with proper security.
B.53 Ability to completely view / scroll through reports on-line/screen.
B.54 The system provides ability to scroll through detail lines.
Ability to support a separate database for reporting and business
B.55
intelligence capabilities.
Supports ability to export all queries and ad hoc reports to MS Word,
B.56
Excel and Adobe PDF formats.
B.57 Ability to utilize SCOE's existing email client.
Ad Hoc Reporting
B.58 Contains toolsets for report design
Ability to generate ad-hoc queries and reports based on user-defined
B.59
parameters.
Ad hoc queries can access any fields within the system based in
B.60
security access.
Ability to export to and import from popular desktop word processing
B.61
and spreadsheet applications.
Financial Management System RFP Appendix B Page 34
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
B. General System Requirements
Ability to save ad hoc reports as templates for future use so that users
B.62
o not have to recreate report templates.
Printing
B.63 Ability to print multiple copies of reports at one time.
Ability to print all reports to laser or inkjet printers (in either portrait or
B.64
landscape format)
B.65 Capability to print screen contents (format and data) of each display.
Capability to spool print files and reprint as required with system
B.66
administrator control over queue contents and priorities.
Ability to use blank paper stock exclusively (i.e., system generates
B.67 forms on blank paper, routing & check numbers on blank check paper,
etc.).
Capability to reprint reports, checks, or bills with restart capability
B.68 when reports, checks, or bills being printed are interrupted. Includes
ability to print only certain pages within the report.
Multiple page sizes (8.5*11, 8.5*14, Green-bar) are supported based
B.69
on the format of each specific report.
B.70 Ability to support faxing or email as an output option.
B.71 Ability to print OCR & bar codes.
The system must accommodate remote printing (i.e. printers not
B.72
physically attached to the host/server computer) for all reports.
B.73 Ability to print reports in a "2 up/2 sided" format.
Check Printing
Ability to print Accounts Payable and Payroll checks to laser printers
with signatures and MICR coding. Must also provide interface
B.74
necessary for payroll and Accounts Payable checks to be printed by
Sonoma County ISD.
General System Administration
B.75 Provides system diagnostics capabilities
Financial Management System RFP Appendix B Page 35
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
B. General System Requirements
The vendor must supply various utilities to facilitate file maintenance,
B.76 data manipulation, and backup/recovery. These may include, but are
not limited to, sorts, file generators, and file-to-file copying utilities.
B.77 Contains toolsets for application upgrade administration
Security
B.78 Contains toolsets for security administration
B.79 Ability to turn access on and off by user with proper security.
Ability to restrict access to data fields and windows to users with
B.80
proper security.
Ability to support a minimum of 128 bit data encryption, for data being
B.81
sent out from or received by SCOE via the Intranet or Internet.
B.82 Ability to support decentralized security administration
B.83 Ability to support set-up of security by groups or user classes.
B.84 Ability to limit the type of transactions that a user can process.
Ability to integrate security (log on ID's and passwords) to the existing
B.85
operating system (OS) security.
Ability to support passwords that must meet specific length and or
B.86
complexity guidelines.
Ability to support suspension of user ID after user-defined number of
B.87
failed login attempts.
B.88 Ability to support alpha/numeric/special character passwords.
B.89 Ability to support required password changes on a user-define basis.
Ability to support automatic logoff (timeout) when system is left unused
B.90
for a user-defined period of time.
Ability to provide report of failed login attempts and unauthorized
B.91
attempts.
Ability to prevent users from using old passwords as the new
B.92
passwords at time of forced change.
Financial Management System RFP Appendix B Page 36
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
B. General System Requirements
B.93 System security is delivered in a layered format.
B.94 Ability to reports on unused or inactive user ID's.
Software includes functions that are designed to ensure data integrity,
B.95
especially at system failure time.
Ability to maintain security restrictions at the fund level, at any level of
B.96
the account string.
Ability to determine and track which employees are using the system
B.97
at any point in time, with appropriate security control.
Ability to accommodate remote Intranet and Internet access while
B.98
maintaining strict security of data.
Ability, based on users' security profile to customize/develop the
B.99 following parameters specific to their user ID: input screens, fields,
menus, notifications, default field values.
Support
B.100 Availability of online help and the official user-manual online.
Complete system documentation, for support staff, system users and
B.101
system administration.
At least one copy of the Users Guide, User’s Manual, and File Layouts
B.102
are provided in electronic format.
Support will be provided from 8:00 a.m. to 5:00 p.m. (local time) all
B.103
work days and after hours emergency support available.
B.104 Availability of after hours support.
Provide or support regularly produced newsletters and/or web site
B.105
discussion groups.
Sponsor industry segmentation for local school systems within general
B.106
user group.
Sponsor a user group for exchange of ideas and methods with other
B.107
users.
Does the user group establish an enhancement list and priority for the
B.108
vendor?
Data Integrity
Financial Management System RFP Appendix B Page 37
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
B. General System Requirements
B.109 System has one common logical database.
Database platforms supported: DB2, Oracle, Microsoft SQL Server
B.110
(preferred)
System is normalized, with all unique data elements occurring only
B.111
once in the database.
Should any system failure occur, application would maintain the data
integrity based on logic unit of work within the application, i.e. no data
B.112
change committed to database before all related data for a given
function is successfully done.
System provides mirror image of all data for disaster recovery
B.113
procedures.
System Performance
System performance must provide for concurrent use by a minimum of
300 users and be able to grow too as many as 500. Provide costs to
upgrade number of users. All processor, memory, disk, or other
B.114
system resources, as delivered initially must support growth to 500
concurrent users, the associated transaction volumes of such use, and
the database requirements for this use.
Performance monitoring, diagnostics, and resource utilization
B.115 software/hardware tools should be provided with all host/server
computer systems for aide in system administration and management.
Backup and Recovery
B.116 Adequate backup and recovery process.
Provide full recovery and restart facilities following program or system
B.117
failure, or data exception detection.
Archiving
B.118 Contains toolsets for Archiving and purging data.
B.119 Ability to ensure that all data is archived before being purged.
B.120 Ability to restore archived data in its production state.
Source Code
Financial Management System RFP Appendix B Page 38
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
B. General System Requirements
Current source code, database schema, data dictionary and
documentation for the software must be made available to SCOE on
demand or placed in escrow for access by SCOE should the vendor
be declared bankrupt, transfer of ownership, discontinuance of the
product or insolvency by a court of competent jurisdiction. It is SCOE’s
B.121
preference that source code shall be delivered to SCOE upon software
installation and upon each and every enhancement delivered to the
District. Proponents must stipulate their policy toward source code.
Deposits of source code to escrow must be validated with a proof of
deposit at time of contract award.
Auditing
B.122 All transactional data must have date and time stamps.
B.123 Ability to provide an automated audit trail of system transactions
Ability to record the following minimum data on all transactions: type of
B.124 change, log on ID, workstation, effective date of change, date, time,
old value, new value, trans type, trans ID
Ability to provide a method for archival, as defined by systems
B.125
administrator.
The system must record audit trail information including operator
B.126 employee identification, date/time record updated, date/time of
transaction, and application code.
External System Interfaces
Software will comply with all current and future federal and state
B.127
mandates.
Must provide interface data necessary for California Public Employees
Retirement System (PERS) in output media and format suitable for
B.128
transfer to PERS. Reports providing summary and detailed data in
electronic and paper formats must be available.
Must provide interface data necessary for State Teachers Retirement
System (STRS), in output media and format suitable for transfer to
B.129
STRS. Reports providing summary and detailed data in electronic and
paper formats must be available.
Financial Management System RFP Appendix B Page 39
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
B. General System Requirements
Must provide interface data necessary for Federal Income Tax
withholding, Social Security tax, and Medicare tax reporting in output
B.130 media and format suitable for transfer to U. S. Internal Revenue
Service. Reports providing summary and detailed data in electronic
and paper formats must be available.
Must provide interface data necessary for California state income tax
withholding, disability insurance tax reporting, and unemployment
B.131 insurance reporting in output media and format suitable for transfer to
state of California. Reports providing summary and detailed data in
electronic and paper formats must be available.
Health Insurance (Dental, Health, and Life), electronic file and printout,
no tape. Format details to be supplied after contract award. Fields
include: Name, social security number, plan codes, group numbers,
B.132 section numbers, bargaining unit code, date of birth, coverage date,
coverage termination date, eligibility code, action code, action date,
and insurance carrier code for all personnel additions, deletions, and
changes effecting the fields included.
Provide interfaces necessary for printing payroll and Accounts Payable
checks on laser printers. Must also provide interface necessary for
B.133
payroll and Accounts Payable checks to be printed by Sonoma County
ISD.
Must provide interface necessary for W2 laser printing as well as
B.134 electronic file with output media and format suitable for transfer to IRS
and state of California.
Must provide interface necessary for tax form 1099 laser printing as
B.135 well as electronic file with output media and format suitable for transfer
to IRS and state of California.
Provide interface data necessary for payroll direct deposit. This output
will be in electronic file format and suitable for transfer to Exchange
B.136
Bank for their use in funds dissemination. Outputs of summary and
detailed data in electronic and paper formats must be available.
Provide interface data necessary for vendor payment direct deposit
using ACH transaction processing. THis output will be in electronic file
B.137 format and suitable for transfer to Exchange Bank. Outputs of
summary and detailed data in eleronics and paper formats must be
available.
Provide interface data necessary for credit union payroll deductions to
Community First Credit Union and Redwood Credit Union. Outputs of
B.138
summary and detailed data in electronic and paper formats must be
available.
Financial Management System RFP Appendix B Page 40
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
B. General System Requirements
B.139 Provide interface to Sonoma County Auditors Office.
B.140 Supports OCR or bar code scanning.
B.141 Ability to interface with imaging hardware/software.
Provide a download and interface to the State of California's SACS
B.142
software.
Must include time & attendance module or provide interface with thrid
B.143 party products. Include name and details of third party products
supported.
System should provide interface with SEMS substitute reporting
B.144 system and/or SubFinder to automatically update leave balances and
create payroll "time sheet" transaction to pay stubs.
B.145 Provide interface for importing CTC Credential files
Financial Management System RFP Appendix B Page 41
Sonoma County Office of Education
7 Appendix C
Financial Systems
Functional Specifications
Financial Management System RFP 42
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
General Design
Provide for a fully integrated system including general ledger, budget,
C.1 accounts receivable and payable, purchasing, stores, fixed assets,
payroll and HR modules.
All system modules must allow for a complete workflow process that
incorporates both county and district levels of over-site for all
C.2
transactions. The workflow and security levels can be changed any time
during the fiscal year with the proper authority.
System modules allow county and districts to tailor district transaction
processing to the specific needs of the district and county based on the
C.3
current circumstances of the district. (i.e. budget variances, immediate
posting vs. batch basis, district account heirarchy)
All system modules allow online inquiry of detailed transactions making
up each account balance along with all appropriate transaction
C.4
references. The inquiry program needs to be able to incorporate
security level access.
The online query system must allow full or partial account code
C.5
searches.
Provides different levels of transaction editing for county/manager and
C.6
district/staff users in all modules.
C.7 Supports access to 4 years of data in all system modules.
Provides integrated report writer/ad hoc functions in all system
modules. Training should be minimal for the basic report writer
C.8
programs. The ad hoc reporting function should not require more than
one hour in the basic elements of training.
General Ledger
Financial applications meet Generally Accepted Accounting Principals
C.9 (GAAP). Financial internal controls comply with Governmental
Accounting and Financial Reporting standards.
Provides all procedural functions of a governmental fund accounting
system on a modified accrual basis of accounting, including
C.10
governmental, proprietary (enterprise and internal) and fiduciary fund
types and account groups (general long-term debt and fixed assets).
Financial Management System RFP Appendix C Page 43
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
Ability to provide for the maintenance of separate funds, each of which
is a self-balancing set of accounts by fund and resource, with all
C.11
fund/resource records being processed simultaneously by the common
system.
All transactions, whether posted manually or automatically, update both
C.12 the general and subsidiary ledgers immediately and reflect a real time
cash position.
C.13 Provides automatic interface between all system modules.
Ability to drill down from summary account totals to the underlying detail
transactions and provide the ability to screen print the results. Drill
C.14
down function must be able to be limited to certain
accounts/departments for defined users per security level.
All online drill down menus need to support both expense/revenue
C.15 (1xxx-8xxx) and general ledger accounts (9xxx). Menus should provide
separate totals for 1-7XXX, 8XXX and 9XXX accounts.
Ability to "view only" separate fiscal years during a single session
C.16
without having to log off and log on to a different year.
Ability to work in two fiscal years simultaneously during the year end
period without having to log in and out of the different fiscal years. This
C.17
ability should be tied to workflow/security levels to insure the proper
security of the data.
Provides an automatic online balancing edit for all entry types (i.e.
journal vouchers, budget transfers, cash transfers) at both a county and
C.18
district level. System requires that all transactions are two-sided and
balanced.
For all entries where cash is involved the system must automatically
C.19
provide the appropriate cash entry to balance the transaction.
For all entries where fund balance is affected and the entry is not
balanced, the system must provide an option for an automatic 9790
C.20 entry creation that will balance the entry by fund and resource prior to
release for posting. This option should be optional but the entry must
always be balanced before release.
Verifies that each transaction being posted accesses accounts that are
C.21 permissible for the journal type in which the transaction is being
entered.
Financial Management System RFP Appendix C Page 44
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
Verifies that each transaction type being posted has a posting date that
C.22 is correct for the current fiscal month and year. The system allows for
the correction of entry dates when needed with the proper authority.
C.23 Provides for on-line transaction restrictions controlled by security levels.
Provides bank reconciliation capabilities for all funds at both a county
C.24
and district level.
Must allow for county control of month and year cutoffs and provide
C.25 means for altering transaction dates for new and still unprocessed
entries at both the county and district level with proper authority.
Should restrict user posting to prior periods with allowances for users
C.26
with the proper authority.
System automatically creates and allows reversing entries with proper
C.27
authorization.
Ability to define manager/county level approvals required for all entry
C.28
types.
System provides for different levels of transaction editing for county
C.29
office vs. district levels prior to posting to the general ledger.
Produce reports that tract the status of all general ledger adjustments at
C.30
both the county and district level.
Provides both a warning and blocking capability upon entry of a
C.31 financial transaction that exceeds the budgetary amount available in the
account. Provides override capability with designated authority.
Supports the ability to enter transaction amounts up to
C.32
$999,999,999.99.
Ability to verify/add valid account codes during transaction entry without
C.33 having to leave the journal, budget transfer or cash deposit currently in
progress.
C.34 Ability to suspend transactions for later handling.
Provides a budgetary and expense retrieval system that rolls up user-
C.35 defined formats into the state mandated formats for use in the current
state reporting software. (i.e. SACS2005ALL)
An audit trail is maintained on all activities on all accounts including
C.36
time and user identification.
Chart of Accounts
Financial Management System RFP Appendix C Page 45
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
C.37 Supports the Standardized Account Code Structure (SACS).
Must support at least a 31digit account code string. The district code
C.38
designator must be able to handle at least three digits.
Support the ability to define shortened codes (key codes) that expand
C.39
to the 31digit code during transaction entry.
Ability to create either district or state level rollups of account codes for
C.40
the districts. This function should be controlled at the county level.
Ability to control account code structure at a county level as well as
C.41 maintain district-defined fields for user definition. User defined fields
can be alpha or numeric or a combination of both.
Provide a flexible method of interfacing a user-defined chart of accounts
for all codes that roll up to state required SACS codes. This would
C.42 include the ability to change, delete and modify the field definition codes
based on both state and county guidelines on a need to alter basis at
both the county and district level throughout the fiscal year.
Allows user maintenance on both expense/revenue (1XXX-8XXX) and
general ledger (9xxx) accounts at a district and county level. (i.e.
establish, close, delete) All maintenance of accounts must be
C.43 automatically verified against the most current state combination tables
available before the update of any entries. System should allow account
maintenance any time during the fiscal year with the proper authority
level.
System should allow accounts that have been closed during the fiscal
C.44
year to be viewable on all drill down menus and on all reports.
The system should not allow accounts that do not have a zero balance
C.45
to be closed or deleted.
Journal Entries
Prevents out of balance entries from being entered through normal
transaction entry. All transactions are automatically summed, balanced
C.46
and verified for correct account and combination usage prior to release
for posting to the general ledger at both the district and county level.
Allows up to 999 detail lines and text descriptions per journal entry.
C.47 User is warned when the total line count is within 10 lines of the
maximum.
Allows entries to auto-number based on district and month
C.48
designations/restrictions.
Financial Management System RFP Appendix C Page 46
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
Allows entries to be made in either batch or direct entry mode based on
a district designator. When a batch containing multiple journals is
C.49
transferred to the county for processing/posting all entries in the batch
are allowed to process.
Upload journal entries from spreadsheets with upfront account
C.50
verification.
Interfund Entries
Process to identify and control interfund transfers as defined by
C.51
state/auditor requirements.
Prevents out of balance entries from being entered through normal
transaction entry. All transactions are automatically summed, balanced
C.52
and verified for correct account and combination usage prior to release
for posting to the general ledger at both the district and county level.
Allows up to 999 detail lines and text descriptions per interfund entry.
C.53 User is warned when the total line count is within 10 lines of the
maximum.
Allows transactions to be done in either batch or direct entry mode.
C.54 When a batch containing multiple entries is transferred to the county all
entries in the batch are allowed to process.
County ability to post entries between districts as well as itself using a
C.55 single, county office screen. (i.e. interest allocations, state
apportionments)
Cash Deposits
Ability to post cash receipts for deposit at both the district and county
C.56 levels and provide the ability for the county to review transactions prior
to posting at the County Treasury.
Provides an easy means for transfer of deposit information from the
C.57
county office to the County Treasury.
Allows up to 999 detail lines of fund and account code entry per
C.58 individual receipt and deposit with online verification at entry. User is
warned when the total line count is within 10 lines of the maximum.
Ability to alter the deposit information prior to the actual posting with
C.59
proper authorization.
Automatically posts revenue entries and offsetting cash entries to the
C.60
general ledger when deposit is approved.
Financial Management System RFP Appendix C Page 47
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
Budget Transfers
Prevents out of balance entries from being entered through normal
transaction entry. All transactions are automatically summed, balanced
C.61
and verified for correct account and combination usage prior to release
for posting to the general ledger at both the district and county level.
Allows up to 999 detail lines and text descriptions per budget transfer
C.62 entry. User is warned when the total line count is within 10 lines of the
maximum.
Ability to transfer data from the Position Control module directly to a
C.63 budget entry system that incorporates an upfront online account
verification program.
Ability to transfer spreadsheet entries directly to a budget entry system
C.64
that incorporates an upfront online account verification program.
Closing
To have more than one monthly period open at a time with access to
C.65
both controlled by the workflow/security program.
C.66 County level ability to close any month or fiscal year period.
Ability to establish accruals of accounts receivable and payable in
accordance with generally accepted accounting principals (GAAP),
C.67
Financial Management Advisory Committee (FMAC) and the State
Accounting Manual.
The county office must have the ability to establish and clear district
C.68
accounts receivable and payable from county screen menus.
Provide a definite method of adjustment and systematic clearing of prior
C.69
year accounts receivable and accounts payable entries.
Rules for year-end closing can be defined differently for the different
C.70
types of accounts.
Provide easy means of moving field definitions, valid accounts and final
C.71
balances to the new fiscal year.
Financial Management System RFP Appendix C Page 48
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
Provides an automatic method to roll only ending cash balances by
fund and resource to the next fiscal year. This needs to be on a district-
by-district basis with edit reports available that contain all accounts that
C.72
could not be rolled due to invalid account usage in either fiscal year.
This function should be controlled at the county level via a single county
use screen.
Provides an automatic method to roll all final ending balances including
cash to the next fiscal year by fund and resource. This needs to be
done on a district by district basis with edit reports available listing all
C.73
accounts that could not be rolled due to invalid account usage in either
fiscal year. This function should be controlled at the county level via a
single county use screen.
Ability to process year end transactions in the next fiscal year for a
C.74 defined period of time with access controlled by the workflow/security
program.
Ability to produce an electronic and printed copy of cumulative to date
C.75 transactions after a fiscal year has closed and has been certified as the
"permanent record".
Reporting
Produces complete set of financial reports including detailed transaction
journals, encumbrance journals and budget journals as well as
C.76
comprehensive balance-forward (beginning balance + monthly activity)
general ledger reports.
Ability to view a posted document screen that would include all the
transactions associated with any individual entry. This would include all
C.77
the behind the scene entries that happen as a result of the internal
system balancing of each transaction.
Capability to produce both standard and ad hoc reports on all accounts
C.78
including any user defined accounts.
System reporting allows up to six columns of activity using a 132-
C.79 character format or eight columns of activity using a 167character
format (compressed print).
C.80 Reporting system should allow user-defined page breaks.
Ability to include/exclude ranges of accounts for reporting. (i.e. 2500-
C.81
2536 but not 2520)
Financial Management System RFP Appendix C Page 49
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
Budgeting
General Design
Provide for a budgetary development process that allows sites,
C.82 departments, and county offices to directly develop their budgets using
on-line methods with appropriate controls.
Ability to create an initial version, by line item, of the budget using zero
balances in all accounts, current year's original budget, last year's
C.83
budget or actuals, or the current year's budget or actuals modified by a
percentage of the defined amounts.
C.84 Supports both revenue and expense budgeting.
Provide ability to support multiple versions from initial request through
C.85
final approval with version dates available.
County ability to "freeze" budgets on a district-by-district basis when
C.86 appropriate to allow for final transfer of account and dollar data to the
general ledger.
Allows the ability for the county to "unfreeze" the budget system for
C.87 individual districts when the need arises prior to budget adoption by the
county.
Provides ability for the county to provide oversight, approval and
C.88 transfer of district budgets to a final "adopted" status on a district-by-
district basis.
Provides for automatic county initiated updates of the beginning budget
C.89 fields for both revenue and expense accounts for the new fiscal year.
This function must be available on a district-by- district basis.
The budget projection module is to interface with all the financial
C.90
subsystems and project data for at least 4 fiscal years out.
Allows the continual update of budget and actuals in the budget
C.91
development module beyond the current cycle.
C.92 Supports up to four years of actual and budget data.
Budget Maintenance
Financial Management System RFP Appendix C Page 50
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
Ability to validate field values within the budget entry screen as single
C.93 entries or in mass. (i.e. all accounts for an entire resource done at
once)
Ability to apply a percentage, fixed amount or other formula driven
C.94
increases or decreases to a single budgeted figure or in mass.
Upload/download budgets from spreadsheets or databases into the
C.95 development module. This includes the ability of departments to roll up
worksheets into a master district budget.
C.96 Allows mass update of budget fields with user-defined calculations.
C.97 Ability to add budget narrative on a line-by-line basis.
Allows the automatic integration of updated personnel information to the
C.98
budget development system at any time during the fiscal year.
Allows the differences from a budget development comparison report to
C.99 be uploaded into an automatic budget transfer program for approval
and posting throughout the fiscal year.
Salary Analysis
Must support and integrate into the budget development system and
C.100
allow for modeling.
Must allow for the modeling of all components of the salary accounts.
C.101
This ability must be available throughout the entire fiscal year.
Allows for the integration of additional earning into any budget
C.102
development models.
Ability to drill down to detail underlying budgeted salary amounts with
C.103
proper authorization.
Reporting
Provides comparison and summarization capabilities and reports for
C.104
analyzing changes on all or part of the budget.
Provides comparison and summarization capabilities and reports for
C.105
analyzing changes on all or part of the budget compared to actuals.
C.106 Ability to generate ad hoc reports and queries.
Ability to generate standard reports and save a set of reports and
C.107
inquiries for end users.
Financial Management System RFP Appendix C Page 51
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
C.108 Ability to generate reports in graphical form.
Online Lookup
Ability to view both budgetary and general ledger accounts and print
C.109
queries of both.
C.110 Ability to request reports based on a date range.
C.111 Ability to query on full or partial account codes in multiple fiscal years.
Accounts Payable
General Design
Uses a single integrated database for financial accounting, purchasing,
C.112 receiving, and vendor maintenance to insure integrity of payment
records.
Provides warning or block when payments would exceed either the
C.113 purchase order total or the budgeted amount for the account to be
used. Provides the ability to override the block with the proper authority.
Provides for automatic voiding of manually prepared checks and the
C.114 automatic reversing of all associated accounting entries (both cash and
expense entries).
Must provide an easy means of producing manual warrants and the
C.115 transference of all the information to the appropriate general ledger
accounts.
Ability to perform online validity of proposed warrants prior to the
C.116
processing of payments in batch mode.
Provides a standard table of general ledger accounts to be charged as
C.117 offsets when accounts payable checks are posted. (i.e. freight, sales
tax, encumbrance control and interfund accounts)
Provides ability to calculate and manage multiple sales tax or use tax
C.118
rates for all invoices.
System must warn/prohibit the entry of duplicate invoices for payment.
C.119 There must be an override feature that can be used based on the
appropriate authorization level.
Financial Management System RFP Appendix C Page 52
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
Vendors
Should contain the following minimum fields: vendor name, number,
address/remit to, federal TIN/social security number, phone/fax
C.120
numbers, vendor minority code, independent contractor flag, 1099 flag,
vendor status and sales tax rates.
Ability to automatically assign sequential vendor numbers. There should
C.121 also be a method that would allow the district/county office to assign
vendor numbers as needed with the proper authority.
C.122 Ability to search by wildcarding on any part of the vendor database.
Ability to accommodate one-time vendors and identify them as such on
C.123
all vendor reports.
Ability to assign multiple addresses to the vendor file (i.e. purchase
C.124
order, remit to, sales office)
Provides standard vendor reports including an alpha/numeric listing,
C.125
vendor status and last used sort listings.
Integrate with the purchasing/requisition, receiving, accounts payable
C.126
and fixed asset modules.
Ability to print vendor labels with the vendor name only or with name
C.127
and full address.
C.128 Provide a complete vendor history report.
Ability to add, change or delete vendor master file information with
C.129
authorized security level.
Ability to track vendor 1099 and SB 542 information and change
C.130
information throughout the fiscal year.
Provides an ad hoc reporting feature for vendor report information. This
C.131
feature should encompass vendor history tracking by all fields available.
C.132 Ability to search and report by any combination of the vendor fields.
Invoice Processing
Allows a payment entry directly to a vendor without the use of a
C.133
purchase order.
System warns/prohibits the entry of duplicate invoices. The system
C.134
should provide an override method with proper authorization.
Financial Management System RFP Appendix C Page 53
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
Automatically verifies that items have been received prior to payment.
C.135
Does allow override ability with proper authority.
C.136 Ability to process debit/credit memos.
C.137 Allows partial payments without closing the purchase order.
Allows for the deletion of payment lines on a payment screen prior to
C.138 batch submission. This would include any payment lines above the final
entry line on a multi-line entry.
Automatic reversal of any remaining encumbrance dollars when final
C.139
payment is made.
Automatic reversal of any remaining encumbered dollars at the time a
C.140
purchase order line is closed or as the entire purchase order is closed.
Ability to allocate an invoice amount to various accounts according to a
C.141
percentage of the invoice amount or by dollar amount.
Provides for easy void and reversal of warrants by authorized
C.142
personnel.
C.143 Ability to record void warrants online.
Tracks vendors requiring W-9 forms and provides means to withhold
C.144
payments if forms are not on file.
Warrant Processing
Provides for county or upper level control of final release for payment of
C.145
district accounts payable batches.
Provides option to post only error free invoice batches, or to process
individual error free invoices within the selected batch identifier, and
C.146
leave error invoices on file for appropriate correction or manager-level
user approval.
Ability to generate accounts payable warrants daily, weekly, monthly or
C.147
on demand.
Ability to generate individual warrants that include payments from
C.148
multiple funds.
Ability to accommodate electronic payments with remittance advises to
C.149
vendor.
Warrant Reconciliation
Financial Management System RFP Appendix C Page 54
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
Handles both manual and electronic bank reconciliation of cleared and
C.150
outstanding warrants.
Ability to stale date warrants. This process would require the means to
C.151
notify the proper personnel to cancel or reverse payments.
Ability to generate general ledger transactions to cancel stale dated
C.152
warrants.
Allows online inquiry into warrant clearance status at both the district
C.153
and county office level.
Reporting
C.154 Online access to the last four years of vendor payment data.
Provide detailed listing of invoice batches with appropriate user-defined
C.155
error and warning messages.
Provide standard approved purchase order report, accounts payable
C.156
commercial warrant report and non-warrant disbursement report.
Must produce a full warrant register that contains all warrant
C.157
information.
Must be able to produce a full vendor history report including vendor
C.158 name, number, account code, individual/ total payment totals, use
tax/asset flags, warrant number and date issued.
Ability to produce an open purchase order listing by site, vendor name,
C.159 vendor number, date, federal TIN, purchase order number and account
code.
Produce board payment report per user requested parameters including
C.160
date, dollar amount, and batch number or account code selection.
1099 Reporting
System process for 1099 miscellaneous income reporting in
C.161 accordance with federal/state regulations on either paper forms or on
magnetic media.
Reports individual invoices to be included or excluded from the 1099
C.162 income for a vendor as appropriate and provides a mechanism to adjust
amounts to be reported.
Provides a method to adjust the amounts to be reported between
C.163
income types. (i.e. misc. income to rents)
Financial Management System RFP Appendix C Page 55
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
Allows for the entry of vendor payments from outside the accounts
C.164
payable system. (i.e. student body accounts, petty cash accounts)
Allows 1099 data to be pulled from two fiscal year databases showing
C.165
totals by either vendor name and/or taxpayer identification number.
SB 542 Reporting
Offers various vendor-oriented reports and online queries in compliance
C.166 with SB 542 for reporting independent contractor information to the
state including reports by vendor or range of vendors.
Ability to compile a SB 542 report for the government at both the county
C.167 office and district sites. The county office listing must be able to include
a single district or grouping of districts.
Ability to laser print SB 542 information in the standard state-prescribed
C.168
format.
C.169 Provide process for paper, electronic and/or magnetic media filing.
Accounts Receivable
General Design
System automatically posts revenue entries and offsetting cash entries
to the general ledger and all subsidiary ledgers where appropriate. A
C.170 detailed listing of individual cash receipts and deposits would be system
generated. The immediate posting of deposits should be county office
controlled.
System provides for billing statement and invoice generation with the
C.171 ability to produce multiple statements at both the county and district
levels.
C.172 Validates state/user-defined codes during online entry.
C.173 Allows the use of automatic or user generated invoice numbers.
Customer Data
Ability to maintain a master customer file which allows for multiple
C.174
billing addresses.
Financial Management System RFP Appendix C Page 56
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
Ability to check for duplicate customers based on user-defined criteria
C.175
(e.g., social security number, alphabetic similarity, phone number, etc.).
C.176 Ability to attach/convert multiple customers to a single account.
Invoices
Ability to produce ready-to-mail invoices prepared in accordance with
C.177 governmental regulations and in the format required by reimbursing
department/agencies.
Allows for the generation of invoice/statements by specific accounts,
C.178 range of accounts within a department/agency, range of customers or
delinquent accounts.
C.179 Allows for the attachment of scanned or electronic backup to invoices.
C.180 Ability to correct and reprint invoices.
C.181 Ability to print a duplicate invoice online.
Allows the application of specific credit memos to specific invoices and
C.182
invoice items.
Receipts
Ability to accommodate single or multiple payments applied against
C.183 single or multiple invoices and have the invoices remains open for final
payments.
Allows automatic write-off of small discrepancies between amount due
C.184
and amount received with proper authority.
All receipts must interface with the general ledger and cash deposit
C.185 processes. This must be true for both current year invoices and prior
year receivables.
Allows the posting of payments that are greater than or lesser than the
C.186
invoice total based on a variance percent.
Reporting
Ability to produce reconciliation statements showing beginning balance,
C.187 charges, credits, payments and a new ending balance by selected
period.
Financial Management System RFP Appendix C Page 57
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
C.188 Ability to develop ad hoc reports.
Ability to drill down to the customer level and view/print receivable
C.189
detail.
C.190 Ability to generate countywide, district or department aging reports.
Ability to export queries to popular desktop applications. (i.e. Excel,
C.191
Word)
Year Closing
Ability to generate an accounts receivable item for all remaining open
invoices at year close. This process would need to have a receiving
C.192
process for cash receipts that interfaced with the general ledger in both
fiscal years and posted the receipts in the new fiscal year.
The year-end rollover of receivables must allow for an adjustment
C.193
period that is defined by the county.
The county office must be able to establish and clear district
C.194
receivables from county screen menus.
Fixed Assets
General Design
Provides for interactive entry and control of all fixed asset records
C.195
including adds, changes, deletes and retirements.
The system should track asset number, description, serial number, item
location, classification code, acquisition cost, purchase order, date of
C.196
purchase, vendor, useful life, date and reason of disposal as well as
funding source.
Module must meet all audit requirements for the tracking of both
inventory and capital project items as defined by the California State
C.197
Audit Guide.
Ability to define assets as inventory or capital acquisition and set the
C.198
depreciation flag as appropriate.
C.199 Ability to track improvements made to any asset.
Financial Management System RFP Appendix C Page 58
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
C.200 Provides means for tracking maintenance on all assets.
Provides the ability to create user defined drop-down menu screens of
C.201 fields and tables to customize the fixed asset data to the unique needs
such as locations, categories and departments.
Provide a method for the transfer of assets from one location to another
C.202
for either a single asset or a group of assets.
C.203 Ability to manually or automatically assign asset numbers.
Provides ability to assign and identify assets by multiple or single asset
C.204
numbers.
C.205 There should be an ability to replicate any assets.
Supports automatic interface with the purchasing, receiving, stores and
C.206
accounts payable modules.
General ledger transactions are automatically calculated for
depreciation, usage allowances and asset disposal. This must include
C.207
the ability to turn on/off automatic posting to the general ledger by the
user with proper authority.
Provides for bar code interface at both the front and back end of asset
C.208
assignment and maintenance.
GASB 34 Compliance
For each asset the system must maintain depreciation data including
C.209 depreciable life, salvage value, depreciation method (straight-line), and
accumulated depreciation by fiscal year.
Should be able to produce a report that provides all data required by
the state for the completion of the GASB34 statements including
C.210 beginning and ending balances and depreciation totals on a fiscal year
basis. This would also include a report for the account code breakout of
depreciation totals.
Ability to automatically transfer asset depreciation amounts to the
C.211
financial system if desired with proper authority.
Reporting
Financial Management System RFP Appendix C Page 59
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
Provide the following standard reports: Detail Listing of Fixed Assets,
Fixed Asset by Category, Fixed Asset by Location, Retired Fixed
C.212
Assets, Transaction History Report, Total Depreciation and
Depreciation by Asset report.
C.213 Ability to create ad hoc queries and reports on all asset fields.
Provides for online query of each fixed asset field with screen print
C.214
ability.
Year Close
Provide a means for locking asset information from one fiscal year to
C.215 the next. This would include all report dates and depreciation
calculation updates.
Provides an easy and complete process for moving asset
C.216 information/tables from one fiscal year to the next with proper
authorization.
Purchasing
General Design
Ability to electronically create, process and turn site-based requisitions
C.217 to purchase orders. The system must interface completely with the
general ledger, accounts payable, receiving and stores modules.
Supports a complete workflow process from the requisition state to the
C.218 final purchase order. Must contain date and time stamp for
change/approval capability.
Must provide a simple messaging system within the module for internal
C.219
requests regarding requisition/purchasing items.
Provides tables and menus that contain standard information that can
C.220 be tailored to each districts unique need such as a unit of measure
table, receiving location table and requester table.
Allows for the attachment of scanned or electronic backup to either
C.221
requisitions or purchase orders.
Vendors
Ability to interface with the vendor database but not alter the data. (See
C.222
Vendor section under the Accounts Payable section)
Financial Management System RFP Appendix C Page 60
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
C.223 Method to forward requisitions with proposed new vendor information.
Requisitions
Ability to electronically process stock, non-stock, multi-delivery, direct
C.224
ship and blanket requisitions from a local or remote site.
Provides for manual or auto requisition numbering that is different from
C.225
the purchase order numbering sequence.
Ability to track requisitions and automatically dates and time stamp
C.226
(received, accepted, returned, re-received) with notes and comments.
Provides for unlimited multiple, split and percentage based account line
C.227
code functionality at both requisition and purchase order level.
Ability to handle zero dollar items as a requisition/purchase order line
C.228
item.
C.229 Ability to auto calculate sales tax, freight and shipping percents.
Provides real time account and budget verification with an ability to
C.230
override when necessary and approved.
C.231 Provides requisition total as items are added during requisition creation.
C.232 Pre-encumbers at the requisition level.
C.233 Allows for a blanket requisition process.
C.234 Return/credit requisitions are supported.
C.235 Allows for default shipping/receiving addresses.
C.236 Ability to forward incomplete requisitions to other users for completion.
Purchase Order Management
C.237 Automatic or manual assignment of numbers to purchase orders.
Provides ability to convert requisitions to purchase orders in mass or
C.238
convert individually from a single requisition.
Financial Management System RFP Appendix C Page 61
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
C.239 Allows for emergency purchase order creation.
Ability to automatically encumber final purchase order amount as the
C.240
purchase order is created.
Ability to warn/prohibit the creation of purchase orders if the account to
C.241 be used will be overdrawn. System should allow for an override feature
with the proper authority.
Ability to print duplicate or revised purchase orders with the proper
C.242
authority.
C.243 Allows for the reprint of purchase orders with the proper authority.
Ability to automatically or manually close, cancel and/or adjust
C.244 purchase orders without receiving merchandise, with proper authority.
This should also encompass a complete change order process.
Receiving
Ability to automatically match vendor invoice, purchase order and
C.245
purchase order receipt for both partial and final receipts.
C.246 Ability to override unmatched status with the proper security level.
C.247 Ability to override quantity discrepancies with the proper authority.
C.248 Allows multiple receiving documents for a single purchase order.
C.249 Allows receiving by line item or by entire purchase order.
C.250 Allows receipt to multiple warehouses.
C.251 Allows for the attachment of scanned or electronic backup for receivers.
Ability to flag purchase of fixed asset for entry into the fixed asset
C.252
module upon receipt of item.
Prints detailed receiving log in either vendor alphabetical, numeric or
C.253
transaction date order.
Reporting
Financial Management System RFP Appendix C Page 62
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
C.254 Ability to support laser printing of purchase orders.
Ability to produce an open purchase order listing by site, vendor name,
C.255
vendor number, federal TIN, purchase order number or account code.
User ability to query on any field defined in the requisition/purchase
C.256 order system including date, vendor, site, account code, text field, and
creator and have the ability to screen-print the results.
Ability to track and report on all requisition, purchase order and
C.257 receiving information including orders, receipts, unmatched/mismatched
items and purchase order changes.
Provides at least the following standard requisition reports: requisition
C.258 status report, requisition status detail report, requisition by buyer,
requisition by location and aged requisitions report.
Ability to create ad hoc reports on all requisition/purchase order system
C.259
fields.
Year Close
Ability to automatically convert all open purchase orders to estimated
C.260 liabilities for payment in the following fiscal year. These entries need to
be recognized as expense in the year being closed.
Rollover process must include an adjustment process to alter the newly
C.261 established liabilities for a county defined period of time before they
become final.
Ability to generate/allow annual automatic processing or renewal of
C.262
ongoing blanket purchase orders.
System for changing account codes on blanket purchase orders that
C.263
have been re-established for the next year.
Ability to work in two fiscal years simultaneously during the year-end
C.264
period based on a defined timeframe determined at the country level.
Stores
General Design
C.265 Must support workflow.
Financial Management System RFP Appendix C Page 63
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
Provides the capability to track, receive, disburse and backorder
C.266 inventory supplies from multiple warehouse types and integrate all
transactions with the purchasing, budgeting, and financial systems.
Ability to track inventory by item description, stock location, unit of
measure, unit cost, calculated average price, vendor number, quantity
C.267
on hand, quantity received on orders, ordered/received year to date and
issued to date.
Ability to establish, maintain, adjust and delete inventory stock item
C.268
records in real time.
Provide picking slip report to serve as picking slip, receiving document,
C.269
and accounting log to reduce paperwork and errors.
Ability to accommodate items with zero dollar value and/or zero
C.270
quantity.
Provides for online requisitioning of supplies with real time account
C.271
code and budget verification.
Ability to calculate inventory by actual cost, moving average, LIFO,
C.272
FIFO and replacement values.
C.273 Ability to generate stock labels for bin tags.
C.274 Ability to use general bar code methods for inventory control.
Reports
Ability to generate standard warehouse inventory report by warehouse
product number, location, description, unit of issue, on hand quantity,
C.275
maximum quantity, unit price, prior year, month-to-date, year-to-date,
inventory value, and date of last issue.
C.276 Ability to produce low stock report for the trigger of inventory purchase.
Ability to produce ad hoc queries from any stores inventory module
C.277
field.
Provide on-line inquiry of inventory in warehouses with screen print
C.278
functionality.
Year Close
Provide for means of year-end inventory and rollover of stock to new
C.279
fiscal year.
Financial Management System RFP Appendix C Page 64
Sonoma County Office of Education
Response
Reference Y, N, CU,
Number Functional Requirements F, TP, R Comments
C. Financial Management
Ability to automatically update inventory adjustments with the
C.280
appropriate approval and security.
Ability to calculate dollars associated with any inventory adjustments at
C.281 year-end or any other defined period of time. This should include the
ability to update the general ledger with the proper authority.
Financial Management System RFP Appendix C Page 65
Sonoma County Office of Education
8 Appendix D
Personnel/Payroll
Functional Specifications
Financial Management System RFP 66
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
Personnel/Human Resources
General Design
D.1 System should provide basic programs, screens and reports for
employee and position information.
Multiple Access
Payroll, Human Resources, Credentials, Position Control, Applicant
D.2
Tracking and Recruitment must share the same employee data
elements.
HR Documentation Manual
Documentation should be available in a variety of formats. There
D.3
should be the ability to access documentation easily and adapt it to
county or district guidelines.
Screen Entry Programs
D.4 The screen entry program should provide pull-down menus for table
data and numerous search and listing functions.
Tables and Master Files
D.5 Table entries and coding systems should be alphanumeric and allow
enough characters to adequately support the structure being defined.
Report Writer
There should be a flexible report writing system that integrates all
D.6
aspects of the personnel application. There should be “canned” reports
available for common reporting scenarios.
Report Templates
D.7 Clients should be able to save report templates for specialized reports
that are not available through standard reports.
Report Printing
Clients should have typical Windows printing abilities such as selecting
D.8
a different printer, printing certain pages only or printing a highlighted
selection.
Labels
D.9 Clients should be able to quickly and easily format a variety of labels,
such as home address, work mail, paycheck location, etc.
Financial Management System RFP Appendix D Page 67
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
Merges from HR Information
Clients should be able to save reports as tables or spreadsheets in
order to merge the information with letters or forms. If there are
D.10
multiple entries for the same employee, there should be an option to
create a string of information that could then merge to a single
document for the employee.
Access Level
There are certain aspects of the system that require county monitoring
D.11 (credentials), other aspects that require county inquiry (name, address,
district, last date paid) and other aspects that are maintained solely at a
district level; all of these should be provided.
Access Control
Clients should have various levels of access based on an authorization
D.12
form. The setup of levels of access should be a simple, screen-driven
process.
SSN & Employee ID#
System should provide for both types of employee identification, SSN
D.13 and employee ID#. For SSN, there should be a method for correcting
wrong numbers and deleting incorrect numbers if the employee was not
paid under that number. System should comply with SB101.
Employee Personnel Data
Basic employee information should include name, former name,
nickname, gender, driver license number, language fluency, address,
D.14
city, state, zip, work and home telephone number and extension,
restrict address and phone flag, work mail location and address, email,
cell phone and birth date.
Affirmation Action Information
D.15 System should provide for ethnic, disability, veteran, citizen and
immigration status.
Directory
D.16
Clients should be able to select certain fields for use in a directory.
Address other than USA
D.17 There should be a provision for country other than USA and an address
in that country.
Classification and Type of Employee
D.18 There should be an ability to define groups of employees, such as
regular certificated, substitute classified, etc.
Financial Management System RFP Appendix D Page 68
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
District Specific Employee Information
D.19 There should be certain flexible areas to allow for tracking and reporting
of district-specific data.
New Employee Entry
D.20 There should be a link of certain screens that are required for entering a
new employee.
Employee Evaluations
D.21 System should provide a method for tracking various reasons for
evaluations and scheduling employees for those evaluations.
Employee Events
System should provide for tracking of different types of event dates; for
D.22 example, hire, termination, TB expiration, longevity, seniority, etc. If
any of these events need to link to payroll or other applications, there
should be consistent codes for all districts.
New Employee Checklist
System should provide checklists for new hire employees that contain a
D.23
flexible listing of any forms, policies, procedures, etc. that need a
response by the employee or verification by the district.
Continuing Employee Checklist
System should provide checklists for continuing employees that contain
D.24
a flexible listing of any forms, policies, procedures, etc. that need a
response by the employee or verification by the district.
Checklist for Equipment
D.25 This checklist should include items such as keys or computers that are
given to employees but need to be returned upon termination.
Emergency Information
System should provide for entering emergency information on
D.26
employees, including emergency contacts, allergies, medications and
preferred hospitals.
Employment Verification Forms
Districts currently use a standard employment verification form to
D.27
respond to requests for employment information. This form should be
provided.
Text Screen
Connected to each employee screen should be a text screen for
D.28
additional comments. Header fields might include date entered, person
entering and purge date.
Financial Management System RFP Appendix D Page 69
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
Information Missing Report
D.29 For all of the above screens, clients should be able to run a report to
locate missing information on employee records.
Termination Process
D.30 System should provide a process for terminating employees, entering a
date, reason and comments.
Deletion Process
System should provide a process for identifying terminated employees,
D.31
flagging those records for deletion, verifying the records to be deleted,
storing the records and deleting the records.
Position Control
A full position control system should be offered. This includes an
alphanumeric position code, description, a table driven organization
D.32 structure, job code, link with a salary schedule and work calendar,
multi-account code distribution and various approvals. There must be a
start and end date on the position and a provision for continuing a
position.
Position Requisitions
System should provide a method for school or department sites to
D.33
request a new position or change an existing position, subject to proper
approvals.
Effective Date Processing
D.34 There should be the ability to change factors within the position as of
certain date or dates.
Copying a Position
D.35 There should be an ability to copy positions or set a position for multiple
attachments.
Vacant Position
A position should contain sufficient guidelines so that it can be used for
D.36 budget purposes if it is partially or fully vacant at any point in time.
Report initiators should offer a choice to report vacant positions, or not
report them, or report only vacant positions.
Full-Time Equivalent
Full time equivalent designation should be to four decimal places. In
D.37
reports that require only two decimal places, standard rounding should
apply.
Integration with Payroll
D.38 Any changes in Position Control, such as account code, should
integrate with payroll.
Financial Management System RFP Appendix D Page 70
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
Stored Salary Calculations by Account Code and Effective Date
D.39 As salaries are calculated in position control, there should be a means
to store salary information based on all of the above changes.
FTE Calculation
D.40 There should be a provision to determine FTE on hours per day, hours
per week and days per year.
Account Code Verification
D.41 Account codes should be verified for accuracy both on the entry screen
and on reports.
Deleting or Abolishing Positions
D.42 There should be a provision for ending, deleting or abolishing positions
that keeps the system accountable but provides flexibility.
Salary Schedules
D.43 Salary schedules should be flexible in length and width, or ranges and
steps, allowing for various descriptions of each.
Types of Salary Schedules
Schedules should provide for annual, monthly, daily and hourly pay.
D.44
They should support regular earnings from position attachments as well
as supplemental and substitute earnings.
Salary Schedule Rules
The definition of a salary schedule should be sufficiently clear that
D.45
payroll earnings generated from that schedule will have the correct
retirement base and earnings.
Salary Schedule Generated Increases and Decreases
There should be methods for increasing or decreasing salary schedule
D.46
amounts that follow typical spreadsheet formulas. Changes can be
effective both at the beginning of the year and mid-year.
Work Calendars
Work calendars should be easy to set up and show the year at a
D.47
glance. They should link with the salary schedule so that earnings and
retirement bases generated to payroll will be correct.
Work Calendar Codes
D.48 There should be a provision for various types of paid and unpaid days
such as holidays, recesses, staff development days, etc.
Financial Management System RFP Appendix D Page 71
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
Employee Position Information
There should be a process for attaching an employee to one or more
positions or more than one employee to the same position. Position
D.49 attachments should contain defaults from position control but also
reflect specific employee information. There should be accurate and
complete employee position information available that can be used for
payroll, budgeting, negotiations and other county and district functions.
Step Increases and Increment Dates
System should provide methods for employees to receive an automatic
D.50 step increase as of an increment date. Reports should be available
showing employees scheduled for a step increase as of a period of
time.
Integration of Position Earnings with Payroll
Salaries from position attachments should integrate with the payroll
D.51
system accurately, setting both reasonable earnings and correct
retirement base.
Attachment Frequencies
Employees can work in positions with different frequencies. System
D.52
should be able to generate payroll earnings for each of these
frequencies.
Overlap of Position Attachment
If there is a period of time that two employees overlap the FTE for a
D.53
position, system should be able to account for this without duplicating
the FTE.
Job and Position History
System should provide both online and report capability of employee
D.54 job and position history. System should collect this information from
position attachment or clients should be able to import past years of
data from a separate database.
Employee Status in Position
D.55 System should provide fields to indicate an employee’s status in a
position and the original starting date.
Online Salary Calculations
System should provide accurate and complete online salary
D.56
calculations so that clients can verify the accuracy of hourly, daily,
monthly and annual salaries.
Financial Management System RFP Appendix D Page 72
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
Prime Position Designation
For employees holding multiple positions, clients should be able to
D.57
designate a single position attachment as prime. Reports should allow
for selection of prime position only or all positions.
Long Term Leave Status
There must be a method for placing an employee on long term or full
D.58
year leave without ending the position attachment. There should be a
designation of type of leave, FTE of leave and effective dates of leave.
Other Contract Earnings
System should provide for additional dollars or percentages that are
part of an employee’s contract, such as a masters or doctorate degree.
D.59
These amounts can be dollars or percentages. If both, there should be
a method for calculating the base figure that the percentage is based
on.
Total Contract Earnings for Payroll
D.60 These amounts should blend with the employee’s base earnings to
provide the total contract amount and retirement base for payroll.
Other Earnings
System should provide for various additions to employee’s earnings
D.61 that are not part of the retirement base. These might include longevity,
shift differential, department chairperson, education bonuses and
stipends. These amounts can be dollars or percentages.
Personnel Action Forms and Payroll Transmittals
System should provide an electronic form that is prompted by changes
D.62 in employee records. These forms can be used for a variety of
purposes, such as payroll notification, employee file, budget analysis,
and notification to benefit providers.
Benefits Plans
There must be ability to track employee health and welfare plans of
D.63
great variety. These can include medical benefit caps, cafeteria type
plans and a mix of required and permissive plans.
Benefit Offerings to Employees
Benefit plans should be gathered in a logical manner, such as by
D.64
bargaining unit, so that employees are offered only the plans that are
available to that group.
Benefit Prorate Rules
System should provide many different methods of prorating employer
D.65
and employee costs of H&W benefits, such as FTE factor, ranges of
hours per day or days per year or percentage of salary.
Financial Management System RFP Appendix D Page 73
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
Integration of Benefit Information with Payroll
D.66
Data available through this module should integrate with payroll.
Benefit Frequencies
D.67 System needs to account for various frequencies that employer and
employee benefit amounts are collected, charged and paid.
Open Enrollment
There should be methods for presenting possible changes to
D.68
employees at open enrollment and automating employees’ responses
to the benefit programs.
Benefit Information for Providers
Integration with provider’s billing system or employee data collection is
D.69
necessary. This could include census information required by providers
for renewal.
Dependent Tracking
D.70 System should provide programs to track dependents, their ages,
ineligibility date and plans they are on.
Mandatory and Retirement Rates
There should be a system at the county level for maintaining mandatory
D.71 and retirement rates for districts. If the rate is the same for all districts
or if the rate is the same for certain districts only, it should only have to
be entered once.
Effective Dates for Mandatory and Retirement Rate Changes
System should provide for actual dates of changes of rates and allow
D.72
for entry of future date changes. Coordination with retirement reporting
and tax reporting timelines is required.
PERS Reduction
Accounting for PERS Reduction should be available from the
D.73
perspective of salary and benefits budgeting and reporting as well as
payroll. This includes a link with federal resource codes.
Salary Analysis & Projection
System must be able to use salary and benefit information for various
D.74 types of projects and scenarios. These could include models of salary
schedules, mandatory and retirement rates, benefit premiums and
employer caps on benefits.
Cost of a Step Advance
D.75 There should be a method for determining the cost of a step advance
and the ability to project these costs for multiple years.
Financial Management System RFP Appendix D Page 74
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
Updating Budgets from Salary and Benefit Changes
D.76 Revised salary and benefit information should in some manner form
budget transfers in order to update budgets.
Multi-year Projection
System should provide for multi-year projections of salaries and
D.77
benefits. This includes giving employees a step advance or any other
increases they would get as part of a fiscal year advance.
Supplementary Salary and Benefit Information
The projection programs should include supplementary salary and
D.78
benefit information, for example, substitute, coaching, retiree benefits,
etc.
Credential Tracking
This is both a county and district function that requires entry by the
D.79 county, either by the CTC download or manual entry. In addition to
information from the credential itself, there is CBEDS dates, medical
exam dates, primary working district and substitute information.
Credential Requirements
D.80 Credential tracking program should meet requirements of the CA
Commission on Teacher Credentialing.
District Credential Inquiry and Reporting
D.81 Credential information should be available on an inquiry and reporting
basis by districts for their employees only.
Held Paychecks Due to Expired or Non-existent Credentials
D.82 There should be a provision for holding paychecks or canceling
automatic deposit due to a credential problem.
Assignment Tracking
This requires combining credential information with teacher assignment
D.83 information that is typically located in a separate system. It should be
possible to extract pertinent information in a file format that can be used
with another system.
Revoked Credentials
D.84 County and district staff should be able to verify that a credentialed
employee does not have a revoked credential.
Department of Justice Requirements
D.85 There should be a method for verifying that fingerprinting requirements
have been fulfilled.
Financial Management System RFP Appendix D Page 75
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
Skills Tracking
System should provide a method for tracking compliance with
D.86
professional requirements such as No Child Left Behind legislation,
proficiency requirements, etc.
Centralized Substitute System
Certificated substitutes register at SCOE and work in various districts.
D.87 There should be a system for identifying these substitutes and
transferring the basic employee information entered at the COE to the
district personnel entry screen.
Reporting
There must be an ability to report on all aspects of the system. Report
D.88 initiators should be user friendly. Reports should be able to combine
information from different areas of the personnel and in some cases,
the payroll system.
FTE Authorization
System should provide for control of total FTE by school, department
D.89
and job code by not allowing establishment of position above the total
FTE allowed.
Access Levels for Screens and Functions
There should be various levels of access for screens and processes.
D.90 For example, one client should have full access to a screen but another
client should have inquiry only. There should also be limited
authorization to establish positions.
CBEDS Information
D.91 System should provide some support for gathering CBEDS employee
information.
Termination and Deletion Processes
D.92 There should be processes for terminating, un-terminating and deleting
position records.
Time and Attendance
General Design
System should include comprehensive functions for tracking all types of
D.93
employee leave. This includes basic sick leave, vacation and personal
necessity as well as other types of leave that are district defined.
Leave for Multiple Positions
D.94 If an employee holds multiple positions, system should be able to define
leaves for each position.
Financial Management System RFP Appendix D Page 76
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
Accruals & Balances
Allocations of types of leave should be both automated and manual.
D.95
Leave can affect more than one allocation for example; personal
necessity affects both sick leave and personal necessity balances.
Leave Balances on Pay stubs
Various leave balances and descriptions are printed on pay-stubs.
D.96
There should be a process for storing this information for printing when
payroll runs.
Fiscal Year Process
D.97 There should be a process for setting beginning and ending balances
for the fiscal year.
Payroll Integration
If an employee has exhausted all of a particular leave and a payroll
D.98
dock is necessary, system should provide notification and/or integration
of the dock.
Reporting
D.99 A variety of flexible reports should be available that serve the
employees’ as well as the district's needs.
Electronic Timecards
D.100 Employees should be able to submit attendance and absence
information electronically.
Recruitment
General Design
D.101 System should include a method for entering and updating applicant
data.
Recruitment Process
There should be a provision for entering and updating vacancy
D.102
announcements, including a link to position control and salary
schedules.
Applicant Tracking
D.103 System should provide for entering applicant information or uploading
the information from online applications.
Reporting
D.104 There should be a variety of reports available for every aspect of the
recruitment module.
Financial Management System RFP Appendix D Page 77
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
Online Applications
There should be an online application process available that includes
D.105
flexible application forms for various types of positions. This process
should also integrate with online programs such as EdJoin.
Payroll
General Design
System should provide accurate and flexible payroll entry and reporting
D.106
that supports annual, monthly, daily and hourly types of earnings and
the retirement bases of those earnings.
Payroll Entry Screens
The basic payroll entry screen should provide for description of
earnings, type of earnings, relationship to salary schedule, relationship
D.107 to position control, frequency, time period if prior, retirement base,
retirement edits for STRS and PERS reporting, account codes with
percentages or units of distribution and employer benefits distribution
flag.
All Pay Cycles for a Fiscal Year
D.108 All cycles for the fiscal year should be available at all times so that
entries can be made when information is known.
On-line Inquiry of Employee Information
D.109 The system should allow on-line inquiry of employee payroll information
at any district at the External Services level.
Import of Files from Other Entities
Sonoma COE imports payroll files from Santa Rosa City Schools and
D.110 Santa Rosa Junior College. If either of these entities maintain separate
licenses for software, it will be necessary to import their payroll files for
production at SCOE.
General Ledger Payroll Postings from Other Entities
D.111 System should provide summary level posting of payroll from other
entities.
Link with Position Control
The payroll system should be driven by position control but flexible
D.112
enough for districts not using position control and employee earnings
not associated with position control.
Earnings from Position Attachment
There should be a clear process for position earnings to reach payroll.
D.113
Reports should show exact calculations. Payroll should give the final
approval on generated lines being paid.
Financial Management System RFP Appendix D Page 78
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
County Control of Retirement Edits and Earnings
There must be a link between the retirement edit combination that is
D.114
being used in conjunction with the earnings, retirement system and pay
calendar. These combinations are controlled by External Services.
Employee Tax and Retirement Information
There should be a single screen that shows the tax and retirement
D.115
subjectivity for an employee. This screen should connect to the
External Services retirement program for auditing.
Standard Edits between Earnings and Tax/Retirement Information
System should offer user defined edits that prevent common errors
D.116
from happening, such as, a member of STRS should not have FICA
and student earnings are exempt from UI.
District Payroll Control Record
D.117 This record sets guidelines for a district regarding type of retirement
systems, ID numbers, types of payroll taxes, etc.
County Payroll Control Record
D.118 This record set guidelines for all districts such as object codes that can
be used on payroll and the TSA limit.
Payroll Calendars
There is a regular end of the month payroll, a supplemental payroll on
the 10th of the month, an additional supplemental cycle paid in the new
D.119
fiscal year as a liability payroll and a semi-monthly payroll for student
workers. All of these should be provided as well as any additional
payroll cycles that might be required.
Payroll Reports
System should provide the ability to turn off and on specific payroll
D.120
reports, to print either 1-up or 2-up and to determine the number of
copies to be printed.
Deferred Net Pay
There is a provision for employees to defer part of their net pay each
D.121
month and receive this pay with their June Regular paycheck or the last
paycheck of the year and this should be provided.
Electronic Money Transfer
About 65% of regular employees use EMT on regular and supplemental
D.122
payroll. This requires a file layout and transfer process as well as
safeguards for balancing the file total with payroll.
Financial Management System RFP Appendix D Page 79
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
Direct Deposit
System should provide multiple direct deposit capabilities with pre-note
D.123
editing and the ability for External Services to re-instate direct deposit
without pre-noting.
Hand Warrants
System must provide for emergency hand warrants that integrate with
the County check printing process. This action should be initiated at
D.124
the district level and approved at the External Services level. It should
integrate completely with the general ledger both at the district and
External Services levels.
Canceled Warrants
System must provide a method for canceling warrants. The
cancellation should adjust the employee’s month to date totals,
D.125 employee’s pay history and the general ledger at both the district and
External Services. There should be an indicator on the deductions if
they were actually canceled or if the employee needs to be charged for
them.
Cancellation of Automatic Deposit
There should be a method for locating the trace number on an
D.126
automatic deposit and canceling it at the district and External Services
levels.
Cancelled Warrant Replacement
D.127 The system should have the option to create a replacement warrant
during the cancellation process.
Pay History Adjustments
There should be a district-initiated program for pay history adjustments.
D.128 These adjustments are approved at the External Services level before
pay history is changed. All general ledger accounts should also be
adjusted.
Reports for Miscellaneous Payroll Transactions
D.129 Detail and summary reports should be available for the above three
transactions.
Payroll Journal Entries
System should offer a separate journal entry transaction for payroll
D.130
adjustments. These adjustments would become part of historical
payroll reports and reflect the expenditure history.
Email of Pay stubs
D.131
The ability to email pay stubs to employees should be offered.
Financial Management System RFP Appendix D Page 80
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
Warrant/Advice of Deposit Print Programs
System should provide programs for laser printing of advice of deposit
and a file layout for the printing of warrants by the County of Sonoma.
D.132
The program should include clear descriptions of earnings, deductions,
leave balances, employee information, user defined messages, pay
location and both current and year-to-date totals.
Regular Pay
System should offer a flexible payroll entry for regular earnings that are
hourly, daily, monthly and annual. Most regular pay should come from
position attachment but also can be manually entered. Regular pay
D.133
should also mainly be linked to salary schedules but sometimes they
are not. Retirement bases or pay rates should be accurate. With many
different types of regular pay, system should be able to integrate and
separate all types of pay as required by retirement and tax reporting.
Longevity Pay for PERS classified employees
The payroll programs should handle longevity pay and certain other
D.134 types of pay for PERS members that must be coded as special
compensation. Payroll staff should be able to code prior period
adjustments correctly.
Supplemental Pay
With many different types of supplemental pay, system should be able
to integrate and separate all types of pay as required by retirement and
D.135 tax reporting. This includes stipend amounts that require the
employee's full annual retirement base, substitute pay, supplemental
amounts being paid to classified employees that require longevity to be
coded separately.
Limits on Earnings
System should also accumulate payroll earnings that have limits, such
D.136
as classified employees meeting or exceeding their retirement base and
retirees earning the limit of dollars or hours.
Retroactive Pay
System should be able to calculate retroactive pay for the current fiscal
D.137 year and prior fiscal years. This includes mid-year salary schedule
changes for position earnings, supplemental earnings and stipends as
well as off schedule salary bonuses.
Financial Management System RFP Appendix D Page 81
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
District Payroll Processing
Each district should be able to verify sufficiently that payroll is accurate
D.138 and ready for production. This includes reports showing changes from
the prior pay period, retirement warning and error reports, exception
reports and transmittal reports to submit to External Services.
External Services Payroll Processing
The County Office of Education is required to integrate all districts
payrolls for one production, including districts on other systems. This
D.139
integration requires countywide prelist reports, verification sheets from
districts with payroll totals, and post-payroll reports that give
summarized payroll expenses for each district.
Payroll “What If” Program
D.140 System should provide a method for projecting changes to an
employee’s payroll without affecting actual payroll records.
External Services Functions
D.141 Garnishments, expired credential tracking, retirement reporting are all
functions of the COE level and should be supported.
External Services Payroll Revolving Funds
External Services maintains the funds that gather all payroll related
D.142
expenses. System should provide for this fund structure along with
reports and balancing mechanisms.
Fiscal Year Roll and Generation of Earnings
There should be rules and methods for rolling or not rolling pay lines
D.143
from one year to the next. Generation of earnings from position
attachment should take place at the beginning of the fiscal year.
Updating Position Attachments and Payroll
D.144 There should be clear guidelines regarding changes to an employee’s
position and how they will affect payroll.
Deductions
System should provide for a full range of employee and employer
deductions. If certain limits apply, there should be sufficient tracking
D.145
ability to determine if limits are met or exceeded. Payment of employee
and employer deductions should be handled in such a way that
adjustments can be made.
Tax Related Deductions
System should provide for tax related adjustments, such as federal or
D.146
state taxes or FICA or Medicare adjustments, through the use of county
or district deductions.
Financial Management System RFP Appendix D Page 82
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
Deduction Tax Subjectivity
System should provide ability to set deductions with correct tax
D.147
subjectivity, such as S125 being pre-tax and exempt from FICA and
Medicare.
Integration of Benefits from the HR System
D.148 Districts should have a choice to integrate health and welfare benefits
from the HR system.
Mass Changes in Deductions
System should provide the ability to mass change various aspects of
D.149
deductions such as, employer and/or employer amounts, changing
medical provider or changing the name of a deduction.
EFT for Deductions
D.150
EFT for deduction payments should be provided.
Deductions for Non-Pay Employees
Retirees and Board members might not receive pay but receive
D.151
employer paid benefits. There should be a provision for correctly
charging these amounts to 3XXX objects and 9XXX clearing accounts.
Mapping of Benefits
There must be a process for distributing employer costs as payroll is
D.152 produced. The mapping process replaces object codes on pay lines
with a debit to benefit object codes 3XXX and a credit to 957X clearing
accounts.
Producing Vendor Warrants for Employee and Employer
Deductions
D.153
System should provide vendor warrants for employer and employee
deductions, properly charging clearing accounts by fund.
Garnishment Program
System should offer a comprehensive garnishment program that
D.154 calculates types of garnishments that have set rules, accesses payroll
for correct earnings and deduction and automatically updates
deductions for garnishments.
Relationship with County Auditor
Interaction with the County of Sonoma is required for cash processing,
D.155
payroll warrant security and actual printing of payroll warrants. Support
of these functions is required.
Reporting
There should be a variety of reports for earnings and deductions for
D.156
each payroll cycle, as well as comparison reports, history reports,
retirement reports and tax reports.
Financial Management System RFP Appendix D Page 83
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
Tax Tables
System should use annual tax tables to provide more accurate taxation
for school year employees. Earnings from regular and supplemental
D.157 payroll should be combined for FIT and SIT purposes, rather than the
supplemental percentages being applied. Flat tax should be an option
for individual situations. There should also be a provision for lump sum
payments that are added to the annualized taxable gross.
Effective Date Changes on Tax Tables
D.158 System should allow the entry of new tax tables with a future effective
date.
Earned Income Credit
D.159
EIC adjustments should be provided using monthly calculations.
Federal Reporting
Must provide interface for Federal Income Tax withholding, Social
Security tax, and Medicare tax reporting in output media and format
D.160
suitable for transfer to U. S. Internal Revenue Service. Reports
providing summary and detailed data in electronic and paper formats
must be available.
State Reporting
Must provide interface data necessary for California state income tax
withholding, disability insurance tax reporting, and unemployment
D.161
insurance reporting in output media and format suitable for transfer to
state of California. Reports providing summary and detailed data in
electronic and paper formats must be available.
Bonds
Employees should be able to purchase bonds in a variety of
D.162
denominations and External Payroll should be able to submit these
bonds in the correct format.
W2 Reporting
System must provide interface necessary for W2 laser printing as well
D.163 as electronic file with output media and format suitable for transfer to
IRS and State of California. Special reporting requirements such as
dependent care, term life over $50,000, etc. must be provided.
W2 Reprints
D.164 System should be able to selectively reprint W2’s for current and
previous years
Financial Management System RFP Appendix D Page 84
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
PERS Reporting
Must provide interface data necessary for California Public Employees
Retirement System (PERS) in output media and format suitable for
D.165
transfer to PERS. Reports providing summary and detailed data in
electronic and paper formats must be available. Adjustment screen is
required.
PERS Retirement System
There should be a full separate retirement database for PERS
D.166 members, retirees and non-members. External Services must be able
to set an employee up in a particular system and districts must be able
to view this information.
Monitoring Requirements of PERS
There must be methods for editing and monitoring PERS information at
D.167 the district payroll level. This includes coding of earnings to reflect
correct PERS reporting and monitoring various limit, such as,
membership qualifications and retiree earnings limits.
STRS Reporting
Must provide interface data necessary for State Teachers Retirement
D.168 System (STRS), in output media and format suitable for transfer to
STRS. Reports providing summary and detailed data in electronic and
paper formats must be available. Adjustment screen is required.
STRS Retirement System
There should be a full separate retirement database for STRS
D.169 members, retirees and non-members. External Services must be able
to set an employee up in a particular system and districts must be able
to view this information.
Monitoring Requirements of STRS
There must be methods for editing and monitoring STRS information at
D.170 the district payroll level. This includes coding of earnings to reflect
correct STRS reporting and monitoring various limit, such as,
membership qualifications and retiree earnings limits.
Alternative Retirement System
Currently three types of alternative retirement systems are used by
D.171
Santa Rosa Junior College. There should be a provision to handle
multiple alternative retirement systems.
Cash Balance System Reporting
This alternative retirement system requires special reporting to STRS.
D.172
System should provide adjustment screen and download in proper file
layout
Financial Management System RFP Appendix D Page 85
Sonoma County Office of Education
Response
Reference (Y, N, CU,
Number Functional Requirement F, TP, R) Comments
D. Payroll & Personnel
Charter Schools Retirement Reporting
Charter Schools could use a separate accounting system but SCOE is
D.173
required to report STRS and PERS earnings. System should provide
an upload method for this reporting.
Payroll Encumbering
D.174 Districts should have the choice to do payroll encumbering, with
automatic release of encumbrances when payroll is produced.
Termination and Deletion Processes
There should be a process for terminating employees from payroll with
D.175 provisions to continue employer benefits, delete earnings and
deductions that are no longer valid, stop EMT and stop future
payments.
Archiving and Storage
D.176
There should be a method for archiving reports from payroll.
Employee Self-Help
Employee Personnel Information Access
D.177 Employees should be able to access defined fields of personnel
information and notify the district or COE of changes.
Employee Leave Information Access
D.178 Employees should be able to access defined fields of leave tracking
information and notify the district of changes.
Employee Payroll Information Access
D.179 Employees should be able to access defined fields of payroll
information and notify the district of changes.
Financial Management System RFP Appendix D Page 86
VENDOR REFERENCE FORM
Please provide at least five (5) reference for the software that most closely reflect projects that are similar
to SCOE’s scope of work and that have been cvompleted within the past three (3) years. These
references should be sites at which the software has been FULLY IMPLEMENTED and is “live.” Please
use the following format in submitting references.
GENERAL BACKGROUND
Name of Client: Phone:
Address:
Project Manager: Title:
Phone: Email:
Service Dates: Software Version:
Summary of Project:
Operating Budget: No. of Employees:
PROJECT SCOPE
Please indicate (by checking box functionality installed:
General Ledger Personnel
Budget Time & Attendance
Accounts Payable Benefits Administration
Accounts Receivable Payroll
Purchasing Employee Self Service
Stores Fixed Assets
PROJECT COST
Hardware Cost $ Implementation Services: $
Software Cost $ Other: $
Total: $
TECHNOLOGY INFORMATION
Hardware Platform:
Database Platform:
Operating System:
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