Microsoft Access Template Loan Amortization - Excel

Document Sample
Microsoft Access Template Loan Amortization - Excel Powered By Docstoc
					                                                   Vendor Demonstration Guide

General Instructions

The demonstration process is expected to take two days per software vendor. Vendors should prepare in advance to present the
material in the requested format and sequence. During the presentation, identify each module the process affects including any add-
on third-party software required to meet the scripted questions. Time spent constructing demonstration data or setting up scenarios
will slow down the meeting and ultimately reflect poorly on the vendor's product. Following the demonstration, vendors are
encouraged to present additional pertinent information in hard copy form for further evaluation.

We have planned two full days for each presentation, beginning at 8:00 am and ending at 4:30. Day 2 of the presentations will be
split into two rooms. Lunch will be brought in for the group so we can use the time for a working lunch if needed. The schedule
allows time for Q&A at the end of each functional presentation. Vendors are expected to run demos via the internet. A DSL line
will be available to provide internet connectivity. A representative from the School District will be available at 7am at the demo
location to assist with technical setup.

Vendors will be expected to provide high-level end-to-end process demonstrations as well as detailed demonstrations of the
scripted questions. High-level demonstrations should be used to demonstrate the flow of data through relevant modules and the
integration of those modules. Data or scenarios specific to Miami Dade County Public Schools is not required, but vendors should
demonstrate functionality in a manner closely aligned to the scripted questions and nature of a school district as possible.

During the demonstration, state whether any customizations or 3rd party solutions were used to demonstrate functionality or are
anticipated to meet the associated functionality. If so, also state whether the tools required to create the customization and/or the
custom code itself (in the case of a common or reusable solution) will be provided to The District as part of solution outlined on the
pricing worksheet.

The primary audience for the presentations will be the Miami Dade County Public Schools Executive Steering Committee, M-DCPS
functional subject matter experts, staff-members, non district advisors and technology team members. The Steering Committee will
make the final ERP software vendor recommendation to the Superintendent who will make a final recommendation to the School
Board of Miami Dade County Public Schools. Vendor should bring a minimum of 35 copies of any literature to be handed out and
one copy marked original. The original needs to be provided to Ms. Linda Leasburg-Kramer, Procurement Management or
designee.

Please contact Linda Leasburg-Kramer C.P.M., Supervisor Procurement Management Services via email at lleasburg-kramer
@dadeschools.net if you have any questions or special requests.
                                                                                                               Vendor Demos
              Day 1                                                                                                    Day 2
Time                                                               Time                            Room 1                             Time                  Room 2
8 - 8:30      Introductions and guidelines                         8 - 8:30 Introductions and guidelines                              8 - 8:30 Introductions and guidelines
8:30 - 9:30   Technical/General/Reporting                                   Budget & Position Management                                       Benefits
9:30 -9:45    Break                                                         General Ledger/Fixed Assets/Accounts Receivable                    Compensation
                                                                                                                                               Exit Management/ Organizational




                                                                          To be Determined




                                                                                                                                            To be Determined
9:45 - 10:45 General Ledger                                                                  Treasury/Cash Management                          Effectiveness
10:45 - 11:45 Recruiting & Staffing
11:45 - 12:15 Lunch                                                                          Lunch                                                             Lunch

12:15 - 2     Time & Attendance/Payroll                                                      Item/Vendor/Sourcing                                              Payroll/Travel/Time & Attendance
2 - 2:15      Break                                                                          Contract/Inventory/AP                                             Recruiting & Staffing
2:15 - 4      Purchasing Transaction/Accounts Payable
4 - 4:30      Closing




              Day 1 will be the vendor's ability to show general functionality of their product focusing on the specific modules and within the timelines defined.

              Day 2 will be the also be the vendor's ability to show general functionality of their products for the remaining modules and within the timelines defined. Day 2
              will allow for more questions and answers for each modules, including those demonstrated on day 1.
        Miami Dade County Public Schools ERP Vendor Demonstration Script
        Functional Area: Technology

Step    Description
1.0     Application Architecture
 1.1     Demonstrate the application's ability to support single signon capabilities from other portals, state which ones.
 1.2     Demonstrate authentication using Microsoft Active Directory.
 1.3     If your application provides a thin-client and a fat-client, please describe and demonstrate the limitations and additional
         features of each.
 1.4     Demonstrate the application's remote access capabilities using home based browsers and dial-up.
 1.5     Demonstrate the application's ability to provide web-based intranet and extranet self-service.
 1.6     Provide evidence of your ERP running under VMWare. Provide the recommended hardware required for VMWARE for your
         ERP.

2.0     Customizations / Configuration
 2.1     Describe and demonstrate the application's ability to include customized business rules.
 2.2     Demonstrate your screen tailoring capabilities.
 2.3     Describe / demonstrate how to move customization / modifications into production.
 2.4     Describe how customizations / modifications are migrated during an application upgrade.
 2.5     Demonstrate how to modify help content.
 2.6     Demonstrate how the application identifies which programs or databases have been modified, or are impacted by a
         modification, and where they are used when a change is required.
 2.7     Discuss how your organization gets input for future product modifications.
 2.8     Discuss what customization have been made recently that targets our industry.
 2.9     Discuss whether there are any restrictions or limitation to customizations.
 2.10    Describe your release management paradigm.
 2.11    Discuss how many user define fields are available per module.
 2.12    Discuss how many releases are supported at any one time.
 2.13    Do your support e-mail notification and use of SMTP?

3.0     Interfaces
 3.1      Demonstrate how external data is interfaced with the application.
 3.2      Demonstrate any data transformation / data migration tools provided to assist with data migration.
 3.3      Demonstrate how data can be extracted for existing required data formats such as those we need to provide to the Florida
          Department of Education.
 3.4      Demonstrate how data can be exported or imported from Excel.
4.0    Reporting / Batch Processing
 4.1    Demonstrate available ad-hoc reporting tools.
 4.2    Demonstrate how data from your application can be used by an OLAP tool like Cognos.
 4.3    Demonstrate search / query capabilities.
 4.4    Demonstrate drill down and drill up capabilities.
 4.5    Demonstrate how the application handles job and report scheduling, batch transaction processing, batch reporting, automated
        report distribution, output management, forms generation and forms modifications.
 4.6    Demonstrate your application's interoperability with SQL 2000/2005.
 4.7    Demonstrate how the application can reverse a mass posting (i.e. G/L Batch with thousands of entries was posted incorrectly
        due to a user error).

5.0    Administration
 5.1    Demonstrate creation of user roles and responsibilities.
 5.2    Demonstrate creation of a user.
 5.3    Demonstrate what happens to the access of a user that is terminated.
 5.4    Do you support an interface to our portal technology that would provide permissions associated with roles?
 5.5    Demonstrate security administration at:
        1. Application level
        2. Module level
        3. Screen level
        4. Field level
        5. Menu level
 5.6    Demonstrate your error notification process.
 5.7    Demonstrate application security logs and application security violation reporting. Show us how can we see who was the last
        to updated a particular field or record.
 5.8    Describe a feature that is unique to your software and how will it benefit M-DCPS.

6.0    Support
 6.1    Demonstrate your support process application. i.e. How are problems logged? When are they escalated? How can we track
        the resolution?
 6.2    Demonstrate online support tools for bug tracking, trouble logging, etc.
 6.3    To maintain your entire suite of products vanilla how many resources are required from an user standpoint and an IT
        standpoint. Please list resources required by module.
 6.4    Describe the level of supports you provide for implementation of upgrades, patches and bug fixes.
 6.5    What is the normal response time for productions problems?
             Miami Dade County Public Schools ERP Vendor Demonstration Script
             Functional Area: Accounts Payable

             Functional Narrative
             The Department performs invoice processing/paying function in the Requisition-Purchase Order-Payment cycle.
             Sufficient controls are inherent in the process to maintain and promote effectiveness. The Department envisions a
             paperless process environment to improve efficiency.

      Step   Description
1.0
             Invoice Processing
 1.1           Demonstrate the ability to generate an invoice transaction based on receipt of goods (ERS).
 1.2           Demonstrate the ability to receive invoices electronically.
 1.3           Demonstrate the ability to process an invoice against a 2-way match purchase order. (PO to Invoice)
 1.4           Demonstrate the ability to process an invoice against a 3 way match purchase order (PO to Receipt to Invoice)
               where the:
  1.4.1         Vendor to pay is different than the vendor on the purchase order
  1.4.2         Quantity invoiced is more than received
  1.4.3         Invoice unit price is greater than purchase order unit price exceeding tolerance
  1.4.4         Freight billed is not allowed by bid/contract
 1.5           Demonstrate the ability to process an invoice against a 3-way match purchase order where the:
  1.5.1         Vendor to pay is a 1099 vendor but the invoice is not subject to 1099 reporting
  1.5.2         Vendor is offering a discount that is not on the vendor record or purchase order
  1.5.3         Quantity invoiced is less than received
  1.5.4         Invoice unit price is greater than purchase order unit price but within tolerance

2.0          Demonstrate the process of approving and releasing invoices.

3.0         Payment functionality.
 3.1         Demonstrate the process of generating payments via:
   3.1.1       Checks
    3.1.1.1      Immediate (emergency)
    3.1.1.2      Scheduled to pay in the future
    3.1.1.3      Recurring
   3.1.2       Electronic Funds Transfer
   3.1.3       Wire Transfers
 3.2         Demonstrate the process of generating positive pay file.
 3.3       Demonstrate the ability to:
  3.3.1     Void a check with multiple invoices on it
  3.3.2     Cancel one invoice and show effect on Expense and Encumbrance
  3.3.3     Reissue remaining invoices
 3.4       Demonstrate the ability to place a stop payment on a check.

4.0       Period Close
 4.1       Demonstrate the process for feeding the general ledger.
 4.2       Demonstrate the process for creating accruals.

5.0       Vendor Inquiry
 5.1       Demonstrate the process for viewing invoices via the Web.
 5.2       Demonstrate the process for viewing image of invoice via the Web.
 5.3       Demonstrate the process for viewing vendor and department performance indicators.

6.0       Effect on other modules
 6.1       Demonstrate the effect that processing and paying invoices has on Purchase Orders, Vendor History, Item Master,
           Contract Master, General Ledger, Fixed Assets, Grants and Capital Planning.
       Miami Dade County Public Schools ERP Vendor Demonstration Script
       Functional Area: Budget Development

       Functional Narrative
       The budget preparation process is interactive and dynamic. Budget Supervisors prepare the budget templates based on
       analysis and projections. User schools create their operating budgets based on School Improvement Plan (SIP) and district
       goals. User departments are currently employing ZBB (Zero Based Budget) to create their operating budget based upon
       expected annual activities. Through a series of School Board meetings , public hearings and revisions, the budget is approved.
       The tentative budget is published with the Executive Summary.

Step   Description
1.0    Build the base District budget using a combined method (i.e. allocation and zero based budgeting)
 1.1   Demonstrate how trend analysis can be used to create multiple revenue source ( FEFP, State Categorical, Grants & local
       property taxes) budget scenarios based on flex FEFP, Categorical and local tax roll.
 1.2   Demonstrate the ability to override calculated or seeded values.
 1.3   Demonstrate the ability to select elements from different scenarios to build the budget.

2.0    Demonstrate how user departments can enter budget requirements via distributed front end interface.
 2.1   Demonstrate the ability to enter qualitative data such as Zero Based Budgeting (Decision Packages) at various levels (line item,
       summary level).


3.0    Demonstrate the ability to create, track and manipulate multiple versions of the budget (Recommended, Approved, Adopted,
       Amended).
 3.1   Demonstrate how workflow is used to automate the approval process.

4.0    Generate presentation quality documents to automate production of the budget book, incorporating quantitative and qualitative
       information collected from multiple sources to budget to actual expenditures, Position Management, job classification into year.
 4.1   Demonstrate the ability to incorporate text, organizational charts, summary data, bar graphs, pie charts.
 4.2   Demonstrate the ability to incorporate general ledger data which details budget and rebudgets.

5.0    Export budget data to central repository.
 5.1   Demonstrate the ability to pre-populate the base budget with historical amounts.
Step   Description (30 min)
1.0    Build the base school budget
 1.1    Demonstrate how trend analysis based on 1,000 students with historical FTE (900 hours of instruction per student) can be
        used to create multiple budget scenarios.
 1.2    Demonstrate the ability to pre-populate the base budget with historical amounts.
 1.3    Demonstrate the ability to override calculated or seeded values.
 1.4    Demonstrate the ability to select elements from different scenarios to build the budget.

2.0    Demonstrate how user schools can enter budget requirements via distributed front end interface.
 2.1    Demonstrate the ability to enter qualitative data such as tactical plans (SIP) at various levels (line item, summary level).

3.0    Demonstrate the ability to create and manipulate multiple versions of the budget (Recommended, Approved, Adopted,
       Amended).
 3.1    Demonstrate how workflow is used to automate the approval process.

4.0    Generate presentation quality documents to automate production of the budget book, incorporating quantitative and qualitative
       information collected from multiple sources.
 4.1     Demonstrate the ability to incorporate text, organizational charts, summary data, bar graphs, pie charts.
 4.2     Demonstrate the ability to incorporate general ledger data.

5.0    Export budget data to central repository.
 5.1    Demonstrate the ability to pre-populate the base budget with historical amounts.
6.0     Demonstrate the Budget Development Interface with the General Ledger
 6.1           Change an opening budget balance in the general ledger once the interface is run
 6.2             Demonstrate the audit trail for budget changes once the ledger interface is completed
       Miami Dade County Public Schools ERP Vendor Demonstration Script
       Functional Area: Budget Salary Forecast

       Functional Narrative
       Personnel related costs comprise approximately 78% of the School District annual operating budget. The monthly, annual, and
       future forecasting of personnel related costs such as salaries and fringe benefits are dictated largely by contract terms
       negotiated with the various collective bargaining units. Forecast scenarios are developed and manipulated based on current
       pay grade and salary and applying global parameters such as cost of living adjustments (COLA) or individual user-defined
       parameters. These parameters may be applied for individual positions or groups of positions such as Union, classification, cost
       center, department.
       The Office of Budget Management is responsible for developing salary projections for all areas of responsibility during the
       budget development process and for the monthly forecast.

Step   Description
1.0    Utilizing HR database with budget module to create various salary forecast scenarios.
 1.1    Apply user-defined cost of living increase for employees within defined employee groups and driven by a date function.
 1.2    Apply user-defined annual merit based increases for employees within defined employee groups and driven by a date
        function.
 1.3    Apply position modeling, i.e. positions are created, modified, or deleted and could later be approved into the actual position
        data.

2.0    Compare and select scenarios.
 2.1    Show a comparison of the scenarios created from user-defined parameters at various summarized levels such as employee
        group and funding department.
 2.2    Show a comparison of the scenarios created from user-defined parameters broken down by base salary and the various user
        defined parameters.

3.0    Show how a scenario can be incorporated into the budget formulation process, including how it would be used to establish the
       approved budget amount into the correct GL account.

4.0    Show change tracking through the modeling process, how to identify the parameters changed and the user who made the
       change.

5.0    Create a five-year projection utilizing a rolling base year for each future year projected; based on the user-defined parameters
       and position modeling mentioned above.
       Miami Dade County Public Schools ERP Vendor Demonstration Script
       Functional Area: Budget Forecast

       Functional Narrative
       The OBM prepares a five year forecast which is presented to the School Board by the Superintendent of Schools by January of
       each year as required by the School Board. The Office of Budget Management also prepare a monthly report comparing actual
       to budgeted revenues and expenditures (Statement of Operations). Budget resolutions are normally the result of state
       revenue recalculations which stem from actual FTE counts in October and February that increase or decrease state revenues
       funds and amend the budget.

Step   Description
1.0    Demonstrate the ability to define rule sets and analysis methods at different levels, by individual account or grouped by major
       object or department.

2.0    Create various forecast scenarios by incorporating major revenue and expenditure objects housed in the departments
       (Treasurer, Grants, Risk Management, Tax Assessors Office, etc…)
 2.1     Show how the user-defined rule sets and analysis methods can be used to create a forecast scenario based on current actual
         figures for individual accounts.
 2.2     Show how the user-defined rule sets and analysis methods can be used to create a forecast scenario for accounts grouped at
         department level .
 2.3     Change individual elements of the system-generated forecast.

3.0    Show comparison of scenarios.

4.0    Demonstrate the ability to accommodate organizational restructuring with drag and drop on the organization structure.

5.0    Show how a scenario can be incorporated into the budget formulation process, including how it would be used to establish the
       approved budget amount into the correct GL account.

6.0    Demonstrate the ability to create forecasts for different time periods including monthly, annual and five year.

7.0    Demonstrate standard reporting capabilities as well as ad hoc report writer.
         Miami Dade County Public Schools ERP Vendor Demonstration Script
         Functional Area: Finance - General Ledger

Step     Description
1.0      Open GL Accounting Period
   1.1     Open a current period in GL
   1.2     Open a future period in GL

2.0      Journal Entry Processing
   2.1      Upload a journal entry in the current GL period (using Excel worksheet or other standard file formats - .txt, .csv) with total
            debits and total credits equaling $20,000.
  2.2       Enter a journal entry in a future GL period with total debits and total credits equaling $25,000.
  2.3       Enter a journal entry in the current GL period that is unbalanced. (See next step).
  2.4       For the journal entry that is unbalanced (see step 2.3), show your software's capabilities for providing error identification and
            correction before posting occurs, including exception reporting/notification to user.
  2.5
            Enter a journal in the current GL period with total debits and total credits being $30,000 using multiple companies (funds).
            Insure that the journal entry is out of balance by company (fund). The entire journal, however, is in balance. (See next step).
  2.6       Review journal entry that was out of balance by company (fund) and review the creation of the inter-fund journal lines (see
            step 2.5).
  2.7       Run journal import (interface) for accounts payable sub-ledger.
  2.8       View journal import (interface) from accounts payable sub-ledger.
  2.9       Run journal entry report to view all unposted journals, including imported journals.
  2.10      Post all journal entries for the current GL period. (Navigate to the post journals screen and post all journal entries.)
  2.11      Run a journal entry report to view output of posted journals.

3.0
         Accounting Rules control how transactions are handled in the General Ledger. M-DCPS uses accounting rules to generate
         distributions (allocations) of transactions to different accounts; create offsetting transactions; and create additional transactions.
  3.1       A sub-system (e.g., payroll) interfaces a one-sided entry to the general ledger with an accounting rule code to generate the
            off-setting entry. Demonstrate how this is handled by your software.
  3.2       Using an accounting rule, demonstrate how your software will generate distributions (allocations) of an amount to different
            account structures in various funds in the general ledger.

4.0      Demonstrate Commitment (Pre-encumbrance) and Encumbrance Accounting in the GL
   4.1
            Create a requisition for the purchase of supplies (from an existing vendor) against the general fund budget. (See next step).
  4.2       Show how the pre-encumbrance (commitment) is recorded in the general ledger, to include its impact on the "Reserve For
            Commitments" account.
  4.3       Turn above requisition into purchase order. (See next step).
  4.4       Show how the pre-encumbrance (commitment) to encumbrance is recorded in the general ledger, to include its impact on
            the "Reserve For Commitments" and "Reserve For Encumbrances" accounts.
  4.5       Liquidate the above purchase order and show the elimination of encumbrance and recording of expenditure in the general
            ledger.
  4.6       Run an appropriations analysis report showing expenditure object (account), annual budget, actual expenditures YTD,
            unpaid purchase orders (encumbrances), requisitions (commitments), and available balance.

5.0      On-line Inquiry
   5.1     Inquire on Account Balances on-line and drill down to source (e.g., payables, payroll sub-ledgers)
   5.2     Show general fund actual versus budget for account balances.
   5.3     Show available funds (budget minus commitments minus encumbrances minus expenditures) by account structure and
           budget control account group.

6.0      Reporting & Consolidation
   6.1     Run a trial balance - detail report by fund (entity)
   6.2     Run a balance sheet report by fund (entity)
   6.3     Run an income statement (statement of revenues, expenditures and changes in fund balance) report by fund (entity).
   6.4     Run a YTD transaction register - detail report by fund (entity).
   6.5     Demonstrate the consolidation mapping process (i.e., roll-up of funds) and run a consolidated trial balance, balance sheet,
           and income statement for the Capital Projects Funds (entities)
  6.9      Demonstrate the parent/child account relationship mapping process (i.e., roll-up of accounts) and produce a balance sheet
           and income statement using the defined parent/child relationship roll-ups.

7.0      Close GL Accounting Period
   7.1
            Run reports for month-end close (transaction registers, journals, trial balances, balance sheets, income statements, etc.)
  7.2       Close current period.
  7.3       Try to enter a journal for closed period.
  7.4       Open the next period.

8.0      GL Reconciliation (to sub-ledgers)
   8.1
            Demonstrate how the AP system transaction details and balances are reconciled to (agree with) the GL (control accounts).
        Miami Dade County Public Schools ERP Vendor Demonstration Script
        Functional Area: Fixed Assets

        Functional Narrative
        With approximately 1,500 construction projects per year (Primary Projects), of which approximately one third are expensed and one half are completed
        and capitalized in any one year, the ability to identify Construction in Progress costs by project, including the allocation of overhead, and the capitalization
        of completed projects by depreciable category is of great importance to the District. The District envisions a system that incorporates appropriate controls
        over payments and retainage to contractors, has the ability to identify costs that should be expensed and/or capitalized, including the ability to incorporate
        change orders, and allocate costs among appropriate categories of depreciable assets for the continued compliance with the requirements of GASB 34.


Step    Description
        Demonstrate the system's capability to support coding schemes for projects and sub-projects with different funding, interface from/to other modules and
1.0     capitalize completed projects.
  1.1     Import / Create a project that includes land improvements (10%), HVAC (10%) construction (70%) and equipment (10%).
  1.2     Import / Load the budget for this project.
  1.3     Import a P.O. for the project.
  1.4     Import a Request for Payment at 20% completion {consider 10% retainage}.
  1.5     Input / Incorporate a Change Order that only affects land improvement and construction.
  1.6     Post a payment received for the above Request for Payment applied to the above PO.
          Upon completion and full payment, capitalize the completed project (land improv. is non-depreciable, equipment has a useful life of 5 years, HVAC
 1.7      becomes part of the building and its useful life is 15 years, and the useful life of the completed building is 50 years)
          Run the depreciation at the end of the fiscal year (Fixed Assets are depreciated on a Straight line method and buildings are depreciated under the Half
 1.8      Year Convention of the Straight Line Method)

        Functional Narrative
        The District records capital leases as assets and obligations at an amount equal to the present value at the beginning of the lease term of minimum lease
        payments during the lease term.

2.0     Demonstrate the system capability to track and amortize capital leases.
  2.1    Add a leased copy machine with the following data:
         Location Number:        2661
         Location Name:          Kensington Park El.
         Serial No.            NJK58725
         Model                 Cannon IR 1600
         Lease term:            36 Months
         Imputed Interest Rate: 8%
         Monthly payment:       $104.00
         Delivery Date:         3/1/06

 2.2     Demonstrate the details of the lease at year end:
         The amortization schedule detailing principal and interest for each applicable fiscal year.
 2.3        Demonstrate the removal of the asset at the end of the lease term.

           Functional Narrative
           The Property Department maintains the inventory of approximately $376 Million in Furniture, Fixtures, Equipment and Vehicles. Currently these are mostly
           acquired through the purchasing department and automatically interfaced into the Property System; however, some are manually entered. The department
           also processes approximately 20,000 disposals and 13,000 transfers per year. The system should be able to track the changes to an asset through its
           entire life, from the moment it is entered into the system through its eventual disposal. The system should also handle at least 60 categories of assets with
           different useful lives, purging of assets that are deemed non-capitalizable, the classification of transactions by description (unlocated, plant security,
           recoveries from unlocated, warranty replacements, value adjustments, etc.), as well as support the inventory scanning system. The Fixed Asset Module
           needs to maintain PO information including funding source.

3.1        Demonstrate asset additions and editing capabilities.
  3.1.1    Add assets via interface (e.g., Mass Additions) at time of payment and assign an identification number.
  3.1.2    Add an asset manually
  3.1.3    Purge items that will not be posted to Fixed Assets (non-capitalizable).
  3.1.4    Modify owner location, category, and description.
  3.1.5    Post new assets
  3.1.6    Demonstrate how your software handles asset identification numbers to support the inventory scanning system.
  3.1.7    Combine up to 20 asset identification numbers into one asset.
  3.1.8    Unbundle one asset identification number into more than one asset.
  3.1.9    Enter a room number for an asset.
  3.1.10   Adjust the value of an asset.
  3.1.11   Demonstrate warranty replacement for an asset.

3.2        Demonstrate deletions, write-offs, recoveries and transfers.
  3.2.1    Write-off an unlocated asset and a stolen asset.
  3.2.2    Recover an unlocated asset and a stolen asset.
  3.2.3    Dispose of an obsolete asset.
  3.2.4    Recover an obsolete asset.
  3.2.5    Transfer asset between physical locations.
  3.2.6    Demonstrate mass transfer of ownership.
  3.2.7    Show how your software tracks assets loaned to employees.

3.3        Demonstrate the depreciation and period end processes.
  3.3.1    Run monthly depreciation.
  3.3.2    Demonstrate effect on depreciation for asset category changes.

3.4        Demonstrate Screen Views of all asset information as of a certain date.
  3.4.1    Status of assets (e.g., "retired", "stolen", "deleted", "active", "recovered", etc.)
  3.4.2    Current value and net book value.
  3.4.3    Show additional fields where asset information can be stored (e.g., PO number, funding structure, etc.)
3.5       Demonstrate Search Capabilities.
  3.5.1   Search by: Location, Category, Status, Asset Number, Bar Code, Serial Number, PO Number, Acquisition Check number, Vehicle tag number.
         Miami Dade County Public Schools ERP Vendor Demonstration Script
         Functional Area: Finance - Accounts Receivable

Step     Description
1.0      Establish Customer
   1.1      Set up the following customer receivable accounts:
             Grants Agency
             School
             Student

2.0      Customer Billing / Invoicing
   2.1     Enter invoice for $500,000 to Grants Agency customer.
   2.2     Enter invoice for $50,000 to School customer.
   2.3     Enter invoice for $200 to Student customer.
   2.4     Generate and view billing statements for above customers/accounts.

3.0      Cash Receipts Process
   3.1     Post (apply) the following check receipts to the individual customer accounts:
             $1,000,000 Grants Agency account
             $50,000 School account
             $100 Student account
  3.2      Demonstrate how the above cash receipts reflect in respective accounts receivable accounts.
  3.3      Demonstrate how the above cash receipts reflect in the Treasury daily cash position report.
  3.4      Run cash receipts journal entry report.
  3.5      Create journal to post to general ledger

4.0      Demonstrate on-line query and reporting
   4.1     Customer payment history inquiries and reports
   4.2     AR aging inquiries and reports
   4.3     Customer outstanding balances
        Miami Dade County Public Schools ERP Vendor Demonstration Script
        Functional Area: Cash Management

        Functional Narrative
        Provide a summary demonstration of the Treasury Module's capabilities, not to exceed 10 minutes, as a prelude to the following script demo:


Step    Description
1.0     Cash and Forecasting
 1.1     Generate a Cash Position with the following elements:
 1.2     Parsed balances from the following 3 separate banks
           $100,000         Bank 1
           $1,000,000      Bank 2
           $100,000,000 Bank 3
 1.3     Parsed checks (clearings) from the following 2 separate banks
           $50,000         Bank 1
           $300,000        Bank 2
 1.4     Incoming ACH credit to Bank 3 totaling $200,000
 1.5     Outgoing ACH debit from Bank 3 totaling $500,000
 1.6     Maturing Commercial Paper as listed in Investment section
 1.7     Settlement of Commercial Paper as listed in Investment section
 1.8     Demonstrate drill down capability for all of the above elements
 1.9     Demonstrate reconciliation of actual vs. forecast
 1.10    Demonstrate Cash Flow Forecasting capabilities

2.0     In House Bank
 2.1      Set up 3 separate internal funds or companies with the following average balances for one month:
           $10,000          Fund 1
           $100 000         Fund 2
           $500,000         Fund 3
 2.2      Apportion interest at month end (May) from pooled investments as per Investment Section
 2.3      Show May's apportioned interest for each fund and demonstrate drill down capability
 2.4      Provide the following detail data elements for the 3 Funds:
           Interest Received
           Net Earnings
           Yield and Weighted Average Yield
           Weighted Average Days to Maturity
3.0    Investments
 3.1     Enter the following investments with prior month settlements and current month maturities
          Par Amount           Settlement       Maturity        Interest    Type
           $1,000,000           5/1/06          5/29/06          4.93%   Bankers Acceptance
           $5,000,000           5/5/06          6/3/06           4.98%   Commercial Paper
          $14,000,000           5/8/06         CPW Date        5%        Commercial Paper
          $10,000,000           5/9/06         5/9/07          5.25%     FHLB Agency
 3.2     Show the following earned income detail elements for the above investments as of May month end:
          Ending Par Maturity
          Prior Period Stored Accrual
          Scheduled Accruals
          Posted Receipts
          Period End Accrued
          Earned This Period
          Total/Net Earnings
          Fair Market Value

4.0    Debt
 4.1    Demonstrate entering the following debt instruments
         $10,000,000 General Obligations Bond (30 Years) with fixed 4% rate (Premium 101.0 price)
         $200,000,000 Certificate of Participation (25 Years) with variable rate (@Par)
         $50,000,000 Tax Anticipation Note (1 Year) with 4.5% fixed rate
 4.2    Show interest and principal payments schedule for above debt instruments
 4.3    Show the premium and discount amortization/accretions under GASB 34 requirements
         Miami Dade County Public Schools ERP Vendor Demonstration Script
         Functional Area: Procurement - Transactional Activities

         Functional Narrative
         With the creation of approximately 70,000 Purchase Orders annually for the purchase of goods and services secured through
         the various solicitation processes, Miami Dade County Public Schools generally follows the following process for the creation
         and issuance of Purchase Orders:
            The using department enters a requisition which is normally the driver for the solicitation process.
            The requisition is approved through multiple approval levels which may be based upon dollar amount, commodity type, etc.
            The requisition is routed to the appropriate person within the Purchasing Department which is by commodity type.
            The Purchasing Department buyer will formulate the solicitation document.
            The Purchasing Department will create the Purchase Order, attach required, auditable documents, scan the package, mail
            purchase order to the awarded vendor, with a copy to the using department.
            Upon delivery of the goods or services, the using department receives on-line, and may sign the invoice before forwarding
            for payment.
         Purchase Order Monitoring
         M-DCPS envisions a system that will comprehensively support the entire Requisition-Purchase Order-Payment life cycle.
         Tracking progress of payments electronically is critical to an effective process. In addition, tracking expenditures against Bids
         and/or approved limits established for a Purchase Order is also vitally important.
         Revisions
         Revisions to requisitions and purchase orders must be supported and tracked.

  Step   Description
1.0      Demonstrate the entire requisition - Purchase Order - payment process with regard to the following activities:
           -Approvals: requisition, Purchase Order, legal, Superintendent if required.
           -Ability to search and select vendor, item, funding source, payment type and Buyer information.
           -Attaching documents to the requisition (e.g. text Files, excel, .PDF, etc.)
           -Distribution of Purchase Order to vendor and originator
           -Reference to a bid/contract.
           -Validation and update of pre-encumbrance, encumbrance and expense dollars.
           -Ability to support exceptions (i.e. insufficient funds in account structure, vendor not on file, etc.)
           -Display workflow if a requisition or purchase order is amended or cancelled.

2.0      Demonstrate the ability to handle the following procurement scenarios:
 2.1       One-time small dollar (< $6,000) purchase
 2.2       Requisition requiring quotes (between $6k and $25K)
 2.3       Requisition requiring formal bid (over $25K)
 2.4       Requisition requiring a professional services contract (or other contract), including legal review and Superintendent's
           signature.
 2.5       Blanket Purchase Orders and releases
 2.6       Purchase Orders generating multiple payments over time
 2.7       Purchase Orders distributed or shipped to multiple expense locations (i.e. one accounting structure that affects multiple
           locations).
 2.8       Shopping Cart (web-based catalogs) purchase orders
 2.9       Stock item(s) from sub-system.
 2.10      Multiple Purchase Orders from a requisition
 2.11      A single Purchase Order from multiple requisitions.

3.0     Demonstrate report and query capabilities with regard to the following:
 3.1      Status of requisitions and purchase orders
 3.2      Spend (by buyer, vendor, category, month, bid, etc.).
 3.3      Location, program or other fund structure component.
 3.4      Vendor performance indicators
 3.5      Buying staff performance indicators

4.0     Demonstrate the revision process supported by your application, including descriptions of functionality that supports the
        tracking, editing, and approval routing of such revisions.

5.0     Demonstrate the process by which suppliers can view and acknowledge Purchase Orders via the web.

6.0     Demonstrate the ability to accommodate freight (i.e. prepaid, distributed, % fixed).
         Miami Dade County Public Schools ERP Vendor Demonstration Script
         Functional Area: Item Master

  Step   Description
1.0      Demonstrate your software's ability to:
 1.1       Create, change, inactivate or delete items.
 1.2       Attach items to vendors, bids, or contracts.
 1.3       Maintain price quotations and notify buyer prior to expiration of quote.
 1.4       Attach images to an item.
 1.5       Create a link from an item to suppliers in the vendor master.
 1.6       Attach item or service to one or more commodity codes.

2.0      Demonstrate your software's ability to search for item information while in other procurement processes, such as requisition,
         purchase order, contracts etc.

3.0      Demonstrate the coding system of your item master.

4.0      Demonstrate how item information is loaded into the system (i.e. from a catalog, Excel spreadsheet etc.)

5.0      Demonstrate the report and query capabilities including spend, by item, historical spend etc.
         Miami Dade County Public Schools ERP Vendor Demonstration Script
         Functional Area: Vendor Master File

  Step   Description
1.0      Demonstrate your ability to allow the vendor to initiate the setup process and maintain the vendor file pending M-DCPS
         approval with regard to the following:
 1.1      Designating order from, remit to and correspondence addresses and contact info.
 1.2      Linking parent/child vendors.
 1.3      Attach documents to the vendor file (i.e. new licenses, certification)

2.0       Demonstrate your ability to allow M-DCPS to do the following:
 2.1      Track and flag effective dates for licenses, insurance, etc.
 2.2      Link to item master file for ordering and shipping locations.
 2.3      Mass e-mail all vendors, or select vendors according to pre-determined parameter(s).
 2.4      Set up multiple payment terms at vendor or Purchase Order level, for discounts.
 2.5      Validate vendor's information, i.e., SS# or TIN or FEIN.

3.0      Demonstrate your ability to handle 1099 vendor with respect to identification and reporting.

4.0      Demonstrate your software's ability to utilize vendor information while in other procurement processes, such as requisition,
         purchase orders, receiving.
 4.1     Demonstrate your software's ability to link contracts to the vendor database.

5.0      Demonstrate how vendor performance indicators are captured, updated and communicated.

6.0      Demonstrate how M-DCPS can attach documents to a vendor file.

7.0      Demonstrate how vendors are inactivated or reinstated.
 7.1     Demonstrate your ability to purge a vendor.

8.0      Demonstrate how your software ensures security of vendor file including, SSN, FEIN, banking data, etc.
           Miami Dade County Public Schools ERP Vendor Demonstration Script (30 min)
           Functional Area: Contract Management

  Step     Description
           M-DCPS desires to create a Contract Management repository, with all contracts residing in a centralized database.

           Contracts are developed in various ways:

           -     Upon completion of a formal RFP process, a contract is negotiated.
           -     Upon award of a bid, the terms and conditions of the bid become the contract
           -     Contracts are originated by using departments usually with a template

           Except for formal bids awarded by the Board, all contracts are reviewed by the Board Attorney, and signed by the
           Superintendent or his designee. Contracts are tied to a Purchase Order, and payment for contractual services requires signed
           acknowledgment by the originator.

           M-DCPS envisions a system that will comprehensively support the entire contract life cycle, from pre-encumbrance through a
           contractor's provision of goods or services. The system should enable contract milestones and expenditures to be tracked and
           monitored. The system should provide notice of expiration dates of required licenses or insurance. Contract extensions should
           be attached to the original contract. Revenue generating contracts should be tracked. Vendor performance should be
           attached to the contract.

1.0        Demonstrate your software's ability to support the contract process. Include:
 1.1            Workflow for contract development, tied to the requisition/Purchase Order/Legal Review/Vendor review/Bid/RFP process.
   1.1.1          The approval/signature process by M-DCPS and vendor
   1.1.2          Validation of funding sufficiency
   1.1.3          Cross referencing to Purchase Order and invoice.
 1.2            Tracking edits to contracts during the review/approval.
 1.3            Ability to link contract to vendor database.
 1.4            Ability to link contract to other contracts for the same vendor.
 1.5            Ability to auto-populate contracts with Bid, RFP, or template information.
1.6            Ability to set multiple dates for automatic notification, including insurance expirations, licenses, extension, and termination.
 1.7            Ability to attach images, scanned documents, text files to the contract.
 1.8            Ability to track payments real time against a contract, and tie current spend to a contract.
2.0   Ability to develop a contract using standard templates.

3.0   Ability to monitor vendor performance to a contract.

      Ability to query contract database for variable including vendor, expiration date, using department, commodity, spend, and to
4.0
      create ad-hoc reports.

5.0   Ability to view contracts on the web, with specific security filters.
       Miami Dade County Public Schools ERP Vendor Demonstration Script
       Functional Area: Sourcing

       Functional Narrative
       M-DCPS utilizes three primary of Solicitation Documents; Bids, Quotes and Request for Proposals (RFPs). A Bid is the
       solicitation document used in a sealed competitive bidding process, and provided to potential suppliers to bid on goods or
       services to be purchased. The RFP is a solicitation document used to obtain offers which may include price and a proposed
       method to execute a service or project. Quotes are informal solicitations for pricing, which may include effective dates.
       User department representatives generally develop the technical specifications and/or scope of services. The Purchasing
       Department will determine the method of procurement and complete the Solicitation Document.
       Bids and Quotes are normally evaluated on price only, whereas, RFPs, are evaluated on other factors contained in the
       solicitation document.
       Bid solicitation documents may consist of, but are not limited to the sections described below, and may not be necessarily
       organized in the same format. Suggested parts of a document may include the following:
         Bidder Qualification Form
         Instructions to Bidders
         Vendor Information
         Jessica Lunsford Documents
         Special Conditions
         Technical Specifications
         Response Form
       Once completed, the document is assigned a bid opening date and time and posted on the Procurement website. A pre-
       proposal conference may be held to clarify requirements. Responses received up to the assigned timeframe will be
       considered. All Bids and RFP's over $25K are included on a published Agenda, to be considered by the School Board.
       Bids are awarded for an initial contract period by the Board. Extensions to the contract are authorized by the Superintendent or
       his designee. Quotations are faxed electronically to selected vendors with buyer intervention. M-DCPS envisions an electronic
       system of selecting requisitions, vendors, and receiving responses.

Step   Description
1.0    Demonstrate your ability to create, send, and receive quotations.

2.0    Demonstrate your ability to support spend analysis on all transactional information, including P-card, by various fields including
       commodity, vendor, location, timeframe.

3.0    Demonstrate your ability to search for vendors based on various criteria.
4.0    Demonstrate your ability to create bids, post to a website, provide vendor access for viewing and response.
 4.1    Demonstrate how vendors are notified of a bid/RFP solicitation.
 4.2    Demonstrate how addendums are managed.
4.3    Demonstrate how vendors are able to complete a bid, sign and return via a lockbox, prior to posted opening date and time.

5.0    Demonstrate your software's ability to tabulate responses to competitive solicitations and highlight lowest bidders for
       evaluation.

6.0    Demonstrate your software's ability to post completed tabulations online and update the M-DCPS Procurement website.

7.0    Demonstrate your software's ability to create Agenda items in text format, from bid documents.

8.0    Demonstrate your software's ability to incorporate terms and conditions on to contract management indicators.

9.0    Demonstrate your software's ability to track spend against a bid, by PO or vendor.

10.0   Demonstrate your software's ability to manage multiple awarded vendors, secondary or alternate vendors, or multiple item
       awards to one vendor.

11.0   Demonstrate the extension process, when not all vendors are offered extensions of a contract.
       Miami Dade County Public Schools ERP Vendor Evaluation Script
       Functional Area: Inventory Management

       Functional Narrative
       MMM provides the Maintenance Department with quality building materials, parts and supplies in support of their capital outlay
       and maintenance programs at the time and in the quantity needed to maximize their productivity in the most cost effective and
       efficient manner. Delay in providing adequate services may adversely impact the learning environment. MMM maintains an
       inventory of approximately 3750 SKUs with an average value of $2.5M. The value of the total inventory turned annually is about
       $8M

Step   Description
1.0    Create an Item Master with details pertaining to a stock item.

2.0    Requisition Processing
 2.1    Demonstrate the process of creating requisitions.
 2.2    Show the algorithms that are used to obtain minimum quantity, maximum quantity and reorder quantity.
 2.3    Show the method of calculating lead-time.

3.0    Receiving
        Demonstrate the processes for receiving single purchase orders, blanket purchase orders, procurement card purchases for
 3.1    both stock and non-stock items at a Parent and Satellite warehouses.
 3.2    Process short and over receipt.

4.0    Issue Transactions
 4.1     Demonstrate issue transactions to a work order.
 4.2     Verify that the work order is funded and is authorized to receive materials.
 4.3     Issue two stock items, one full and one partial.
 4.4     Place the remaining balance on backorder.
 4.5     Print pick list.
 4.6     Conclude issue transaction.
 4.7     Receive/transfer item to satisfy backorder.
 4.8     Demonstrate backorder notification process.
          ERP Vendor Demonstration Script
          Functional Area: Benefits

Step      Description
1.0       Annual Plan Maintenance
          Demonstrate the ability to create a new plan year and show how data can be entered for current and future years
          Demonstrate the ability to create a new plan for the new plan year and change the credit calculations for a different
          plan.
 1.1      Demonstrate ability to set up new plan year costing of benefits plans using future dates.
 1.2       Demonstrate ability to set up options (i.e. packages of flexible benefits).
 1.3       Demonstrate ability to set up employer funding towards the cost of options (i.e. bundled flexible benefits)
 1.4       Demonstrate ability to set up employer funding to vary based upon employee status and bargaining unit.
 1.5       Demonstrate ability to set up new plan structure and costing for a particular union/bargaining unit.
 1.6       Demonstrate ability to restrict specific benefits to specified bargaining units and/or job codes.
 1.7       Demonstrate ability to set up new plan structure and costing for a subset of a particular union based upon specific criteria
  1.7.1      Criteria: Based on a specific job code or set of job codes
  1.7.2      Criteria: Based on a specific Board code or set of Board codes.
  1.7.3      Criteria: Based on the number of hours worked or tenure.
 1.8       Demonstrate ability to create and test plan billing reports and vendor interface; show integration with AP for electronic
           payments to vendor.
  1.8.1      Demonstrate ability to have life insurance coverage amounts automatically adjust, based upon an employee's salary
             change. Demonstrate ability to have employer-paid life insurance coverage amount automatically vary (1x or 2x) by
             bargaining unit. Demonstrate appropriate tax reporting implications for amounts in excess of $50,000.
  1.8.2      Demonstrate ability to track employee-paid life insurance coverage in multiples of base employer-paid life insurance (1x);
             demonstrate appropriate premium calculations based upon coverage amount.
  1.8.3      Demonstrate ability to reduce life insurance to 65% of salary once employees attain age 70; to 45% once employees reach
             age 75; to 30% once employees reach age 80. Demonstrate ability to no longer cover any employees under the accidental
             death and dismemberment benefit once employees reach age 70.

2.0       Scenario - New Enrollment
          Demonstrate the enrollment process for a new employee with dependents. Demonstrate the ability to prevent an
          ineligible employee from enrolling in a particular benefit plan while defaulting enrollment into a specified plan.

 2.1       Demonstrate initial self-service for new employee
 2.2       Demonstrate ability to allow enrollment of separate medical plans for employees and dependents; demonstrate ability to allow
           employee to select no medical coverage and dependent to have medical coverage
 2.3       Demonstrate ability to limit enrollment to a single medical plan for both employees and dependents
 2.4       Demonstrate controls that limit enrollment to plans for which the employee is eligible
 2.5       Demonstrate automatic enrollment into default plans
 2.6       Demonstrate ability to capture dependent information and beneficiary information; demonstrate ability to have different
           beneficiaries for different benefits, as well as different dependents for different benefits.
 2.7       Demonstrate ability to capture different effective dates for each benefit.
 2.8       For all of the above, demonstrate record creation for payroll deduction records and notification to employee of confirmed
           enrollment.
 2.9       Demonstrate ability to transmit eligibility data to third party administrator (TAP) and apply enrollment data received from TAP.


3.0       Open Enrollment
          Demonstrate annual open enrollment that allows both passive enrollment for options that do not need to change and
          forced enrollment for medical plan because providers are changing. Employee confirmation, update reporting and
          final open enrollment reporting should also be demonstrated.
 3.1        Demonstrate setup and maintenance of self-service functionality that enables an employee with no changes to continue plan
            enrollments without taking any action. Show workflow confirmation to employee.
 3.2        Demonstrate missed passive and required updates based upon medical plan changes for providers. Show workflow
            confirmation of enrollment to employee.
 3.3         Demonstrate interim progress and final audit reports for open enrollment process
 3.4        Demonstrate ability to send paper-based confirmation notices to employees

4.0       Life Event/Career Event Processing
          Demonstrate life event functionality for the birth of a child that enables enrollment of the child, increase in life
          insurance, and prompts for changes in W-4. Demonstrate career event functionality that enables enrollment in level
          driven benefits plan that was not available to the employee prior to the career event. Include workflow that pends life
          event enrollments until the proper documentation is received by the benefits department. Provide confirmation of
          transactions when complete.
 4.1        Demonstrate self-service life event functionality for birth of a child, and pend transaction until actual documentation has been
            received and approved.
  4.1.1       Provide pending transaction notice to employee, notice that paperwork has been received and is pending review, and final
              transaction notice when paperwork has been approved or denied.
  4.1.2       Demonstrate ability to apply change retroactively to date of request by employee (i.e., the actual birth date of the child);
              demonstrate ability to collect appropriate arrears for any increase in premium; demonstrate ability to directly bill the
              employee if employee cannot have deductions taken (i.e., a ten-month employee during the summer).
 4.2    Demonstrate career event functionality that provides the employee a list of available benefits changes for which he or she is
        eligible based upon the career event.
 4.3    Demonstrate ability to prorate monthly benefits premiums across plans based on effective date change.
 4.4    Demonstrate ability to prorate monthly benefits premiums into daily, weekly, bi-weekly and per-pay period amounts.
        Demonstrate recalculation of deduction amounts for employees that switch between 10-,11-, and 12-month positions.
 4.5    Demonstrate ability to calculate benefits premiums for half-time employees (i.e., employer contribution is one-half that of a
        typical full-time employee) and establish appropriate deduction amounts.
 4.6    Demonstrate ability to generate arrears for benefits premiums owed by the employee that will be collected via payroll
        deduction and/or direct billing. Demonstrate ability for arrears to be tracked and collected across fiscal, calendar, and plan
        years.
 4.7    Demonstrate ability to allocate pre- and post-tax deductions based on mid-year changes as well as changes made
        retroactively. Demonstrate effect on year-end W-2 reporting.

5.0    Leave of Absence/COBRA Administration
 5.1    Demonstrate ability to have a plan design for COBRA participants that is based upon a plan for active employees
 5.2    Demonstrate ability to generate COBRA-related notices (i.e., enrollment confirmation statements, payment coupons)
 5.3    Demonstrate ability to post payments received by participants against the individual's account; illustrate how these payments
        are posted against the GL.
 5.4    Demonstrate ability to issue remittances of payments by participants to benefit providers.
 5.5    Demonstrate ability to account for administration fees collected (i.e., 2% as permitted in COBRA).
 5.6    Demonstrate ability to receive payments by participants electronically; demonstrate ability to pay providers electronically.

 5.7    Demonstrate ability to invoice employees on leave or employees for whom payroll deductions are not taken.
 5.8    Demonstrate ability to determine eligibility for benefits based on leave status.
 5.9    Demonstrate ability to retroactively waive either employer-paid or employee-paid premiums for a benefit based upon
        notification from the benefit provider. Demonstrate ability to automatically collect premiums paid by the employer or refund
        premiums paid by the employee.

6.0    Retirement Incentive Plans Administration
 6.1    Demonstrate ability to extend employer-paid benefits to retirees for a specified period of time.
 6.2    Demonstrate ability to establish specific plan designs with fixed employer-paid dollar amount contributions towards the cost of
        plans; demonstrate ability to allocate employer contribution towards medical plan only, flexible benefits only, or a combination
        of the two.
 6.3    Demonstrate ability to issue billing information to retirees in plans that are not entirely funded by the employer
 6.4    Demonstrate ability to base eligibility for a given plan by bargaining unit, job code, or retirement date.
 6.5    Demonstrate ability to specify ending date for a given incentive plan by bargaining unit or retirement date
 6.6    Demonstrate ability to track employer costs by specific incentive plan and/or bargaining unit
 6.7    Demonstrate ability to determine earliest retirement eligibility date according to Florida Retirement System guidelines.

7.0    Workers' Compensation
 7.1    Demonstrate ability to track the full history of an accident/injury.
 7.2    Demonstrate ability to flag settlements that stipulate "Do Not Rehire" and prevent re-hiring of individuals with a settlement that
        stipulates "Do Not Rehire."
 7.3    Demonstrate ability to pay exempt employees on an hourly basis based upon limitations stipulated from a workers'
        compensation claim.
 7.4    Demonstrate ability to track number of days returned to work following a workers' compensation claim.
 7.5    Demonstrate ability to route injury in the line of duty retirement requests for workflow approval.

8.0    Supplemental Retirement Plans
 8.1    Demonstrate ability to track contribution thresholds being approached by plan participants; demonstrate ability to coordinate
        limits across applicable plans (401(k), 403(b), 457(b)).
 8.2    Demonstrate ability to suspend contributions across all plans based upon hardship notification received from a single plan.
 8.3    Demonstrate ability to coordinate contribution limits and thresholds between elective and non-elective plans (i.e., 401(k),
        403(b) and BENCOR).
 8.4    Demonstrate ability to automatically suspend contributions once contribution limits have been met.
 8.5    Demonstrate ability to track contribution amounts across calendar years; demonstrate ability to track catch-up provisions
        exercised by employees for each calendar year.
 8.6    Demonstrate self-service capability to enroll in multiple retirement and deferred compensation plans.
 8.7    Demonstrate ability to send electronic group billing information to supplemental retirement plan providers.
       Miami Dade County Public Schools ERP Vendor Demonstration Script
       Functional Area: Travel and Expense

       Functional Narrative
       The District would like to set up a self-service functionality for several T&E processes. Including the ability to report and submit
       in and out-of-county expenses electronically.

       In-County Travel –

       Transportation expenses between the employees’ home and their main, or normal, place of work (base of operations) and back
       home, are considered personal commuting expenses, and therefore, are never reimbursable (including weekends and
       holidays) Employees who depart from and return to their work location may claim the total miles driven while on official
       business. Miles traveled by an employee who departs from home to a business location shall not be reimbursed if the mileage
       traveled to the first business location is less than the mileage from home to the employee’s regular work location. However,
       any excess mileage on the first trip and all mileage on subsequent trips is reimbursable. Mileage traveled by an employee who
       returns home from a business location is not reimbursable if the mileage from the employee’s last business location to home is
       less than the mileage from the employee’s regular work location to home. However, any excess mileage is reimbursable.


Step   Description
1.0    Demonstrate the ability of the system to calculate employees’ in-county mileage expenses for travel to/from District work
       locations and non-M-DCPS locations.
 1.1     Demonstrate the ability to reimburse mileage based on various IRS rates with different effective rates (set parameters).
 1.2     Demonstrate the ability to notify employees and managers when expenses for dates traveled have already been submitted
         and/or paid previously.
 1.3     Demonstrate the ability to calculate mileage based on Board policy (Daily Commute).
 1.4     Demonstrate the ability to link bar-coded receipt submission to on-line travel submitted.
 1.5     Demonstrate the ability to route to different levels of approval.
 1.6     Demonstrate the ability to indicate a purpose for each trip.
 1.7     Demonstrate the ability to indicate a/several charge structures
 1.8     Demonstrate the ability to validate against the employee’s leave history.

       Out-of-County Travel –
       The District reimburses expenses for pre-approved business related travel based on Board rules, as follows: Meals and per
       diem are reimbursed following state statute guidelines; mileage is reimbursed based on IRS guidelines; Superintendent’s
       signature and Board approval required for travel expenses exceeding $1,500 and $2,500 respectively (excluding
       registration/tuition); all expenses for car rental, common carrier and hotel, must be at the most economical rate.

2.0    Describe the ability to update employee data via self-service (credit card #, etc.)
 2.1    Demonstrate the ability to electronically prepare, submit, audit and pay expense reports.
 2.2    Demonstrate the ability to reimburse expenses, such as, meals/per diem based on set District parameters.
 2.3    Demonstrate the ability to link to T&E policies and notify traveler and managers of non-compliance with Board rules.
 2.4    Demonstrate the ability to route travel through workflow to different levels of pre/post approval.
 2.5    Demonstrate the ability to itemize charges to different funding structures.
 2.6    Demonstrate the ability to track travel advances, including payment and post travel validation
 2.7    Demonstrate the ability to validate against the employee’s leave history.
       Miami Dade County Public Schools ERP Vendor Demonstration Script
       Functional Area: Payroll

       Functional Narrative
       The District has seven (7) bargaining units among its employee groups. Labor agreements are negotiated to establish rules
       regarding salaries, benefits and other terms of employment. The agreements are typically negotiated retroactively, and are not
       always effective on the first day of a pay cycle (pay period). These agreements for salary increases could be percentage based
       as well as step increases (steps and salary grades vary by bargaining unit).

Step   Description
1.0    Describe the ability to apply mass updates.
 1.1   Demonstrate the ability to calculate retroactive pay, including step/percent increases.
 1.2   Demonstrate the ability to calculate retroactive pay for employees that have had other salary changes within the specified
       period (i.e., transferred work locations with a promotion).
 1.3   Demonstrate the ability to calculate retroactive pay for time worked during emergency periods, vacation payouts for Drop
       employees.
 1.4   Demonstrate the ability to generate a separate check/advice within the same payroll cycle for set parameters on amounts (i.e.,
       > $500).
 1.5   Demonstrate the ability to take specific deductions from the retroactive payments (i.e. mandated, union dues, etc.)
 1.6   Demonstrate the ability to make adjustments to calculated retroactive pay before payment is issued.

       All eligible district employees who are retiring and have accumulated at least $1,000 of sick/vacation pay will participate in an
       automatic rollover distribution to a qualified 403b retirement plan (which has IRS limits-currently the limit is $44,000) through
       BENCOR, except employees represented by the AFSCME bargaining unit. If a 12 month employee joins the DROP (Deferred
       Retirement Option Plan), they have the option of having their accumulated vacation leave balance paid to BENCOR.
       Employees who resign or retire are eligible for the vacation and sick leave balance payout. The maximum number of terminal
       vacation days that can be paid out per Florida Statute is 60 days, there is no limit on terminal sick leave. Retirees are paid their
       terminal sick leave at a special calculated retirement rate. Employees who resign are paid their sick/vacation days at the last
       payrate at which they were paid. However, for all Managerial Exempt Personnel (MEP) there is a special calculation
       procedure. For this group of employees days earned prior to July 2001 are paid the current payrate if they resign or at the
       special calculated retirement rate if they retire. Days earned between July 2001 and June 2004
       are paid at the pay rate effective July 1, 2004. From July 1, 2004 forward sick days earned each fiscal year are paid at the rate
       effective at the beginning of the fiscal year. Employees participating in DROP will have a percentage of their accumulated sick
       leave pay balance deposited to a 403b through BENCOR annually in July. The percentage is based on their DROP end date:
       year one 20%, year two 25%, etc.
2.0    Demonstrate the ability to calculate DROP payments when the total exceeds 44K.
 2.1    Demonstrate the ability to calculate vacation final payout when original payout was made for 49.5 days and balance is 10.0
        days, plus a pending accrual of 1.847 days.
 2.2    Demonstrate the ability to pay 2nd year of sick day payout for a MEP employee who had sick days earned at different rates.
 2.3    Demonstrate the ability to collect a salary overpayment from the final sick days payout.
 2.4    Demonstrate FRS reporting when collecting an overpayment from final sick days payout.
 2.5    Demonstrate the ability to notify employees when payments are made including a detail of the payment.
 2.6    Demonstrate the ability to track employees whose DROP vacation payment has not been processed, and because they are
        at max, have missed a vacation accrual which must be credited.

       Garnishment –
3.0    Demonstrate the ability to deduct the following mandated deductions from an employee whose gross income fluctuates on a
       biweekly basis between $300 and $1,500, and whose filing status is Head of Household:
       (Applies to 3.1-3.7)

       -- ACS Case #1                       $90.00/biweekly                         Involuntary
       -- ACS Case #2                       $25.00/biweekly                         Involuntary
       -- ACS Case #3                       $50.00/biweekly                         Voluntary
       -- ACS Arrears Case #1              $15.00/biweekly                         Involuntary
       -- Student Loan #1                  10%                                         Involuntary
       -- IRS Levy                           $325 employee share                      Involuntary
                                             100% IRS share                             Involuntary
       -- Creditor Garnishment             25%                                       Involuntary

 3.1   Demonstrate the ability to prioritize garnishments.
 3.2   Demonstrate the ability to prorate ACS deductions based on formulas.
 3.3   Demonstrate the ability to generate notices to payee (various medias) when a deduction was partially deducted or not
       deducted at all.
 3.4   Demonstrate the ability to refund a deduction for Case #3 with the ability to not affect the payee’s subsequent check.
 3.5   Demonstrate the ability to increase the percentage to be garnished for ACS by case, based on the arrears limits.
 3.6   Demonstrate the ability to deduct child support based on filing status.
 3.7   Demonstrate the ability to specify an exact number of deductions to be collected, and to specify a limit amount.

4.0    Demonstrate the ability to do ad-hoc reporting for deductions offset by refunds/voids/etc.
 4.1   Demonstrate the ability to withhold a mandated deduction and not to release the funds, pending a court order.
 4.2   Demonstrate the ability to refund to the employee, and release to a creditor, funds being held from one particular case.
4.3   Demonstrate the ability to create an “overpayment field” and to notify the employee when a released deduction payment is
      reversed via a voided check.
4.4   Demonstrate the ability to interface with agencies to notify them when employees have been terminated, etc.
4.5
      Demonstrate the ability to code deductions to exclude specific pay dates, months, etc. (specifically last paycheck of the month).
4.6   Demonstrate the ability to issue future effective dates of when a deduction should change.
4.7   Demonstrate the ability to notify agencies when partial/no payments are collected.
4.8   Demonstrate the ability to void an employee’s paycheck with required deductions, and how does it affect the funds sent to the
      payee and the employee’s next check.
4.9   Demonstrate the ability of the system to create arrear deductions.
        Miami Dade County Public Schools ERP Vendor Demonstration Script
        Functional Area: Time and Attendance

        Functional Narrative
        A group of 10 employees, 7 with over 10 years of service each and 3 with 1 year each, was changed from 10-month
        managerial employees (ZM) to 12-month managerial employees (HA), retroactive to one month ago. Vacation is accrued at the
        rate of 1.539 per accrual for < 3 years and 1.847 thereafter. Defer pay is an option under which the employee elects to have
        monies withheld (15.8735% of the gross) from his/her payment throughout the regular school year, and receives four (4) equal
        payments during the summer months when he/she may not be working. (Applies to 1.0-1.3).

Step    Description
1.0     Describe the ability to cancel and payout defer pay.
 1.1     Describe the ability to properly adjust vacation accruals.
 1.2     Describe the ability to properly credit/adjust FRS earnings.
 1.3     Describe the ability for the T&A system to interface with the Payroll system to adjust earnings

2.0     Demonstrate the ability to handle different work schedules (shifts).
 2.1     Demonstrate the ability to accrue sick and vacation based on rules set by Florida Statute and labor contracts.
 2.2     Demonstrate the ability to charge time to a specific project, structure, across departments etc.
 2.3     Demonstrate the ability to create workflow for approvals of timesheets.
 2.4     Describe the ability to track hours worked during declared “emergency time” for reconciliation of FEMA claims. Demonstrate
         the ability to record a disaster number on all time reporting, as well as the ability to track what specific activities were
         performed, for how long, what equipment was used, and the length of time the equipment was used. Demonstrate the ability
         to report this information by day, bargaining unit, disaster number, type of equipment used, and type of work performed.

 2.5     Demonstrate the ability for the storage of rules by labor agreements, to calculate time collection, overtime, overtime callback
 2.6     seniority.
         Demonstrate the ability of the system to calculate regular, over time pay for an employee who works as a bus driver with a
         guaranteed 6 hour minimum, but who also works as a lunch monitor and a night part-time custodian, based on FLSA
         compliance.
 2.7     Demonstrate the ability to pay an employee who is partially funded by a grant (20%) and 80% are local funds. Additionally
         who works P/T on Saturdays funded by a different grant.
 2.8     Demonstrate the ability to adjust and update leave balances based on days used.
 2.9     Demonstrate the ability to transfer and track sick days between employees.
 2.10    Demonstrate the ability to join and issue payments from the sick leave banks including maintaining balances by labor
         contracts.
 2.11    Demonstrate the ability to transfer and to track sick days in/out of Miami-Dade County.
2.12   Demonstrate the ability to track days reported for “elected officials” and to recover the payments made by the Specific entities
       (i.e. State Representatives, City of Hialeah, City of Miami, etc.)
       Miami Dade County Public Schools ERP Vendor Demonstration Script
       Functional Area: Exit Management

       Functional Narrative
       The management of those leaving the system to ascertain relevant facts to achieve maximum return for the amount invested.

Step   Description
1.0    Demonstrate the ability of the software to:
 1.1    Extract exit data and analyze for trends on a regular basis.
 1.2    Track and ensure properly conducted exit interviews as provided by specific business rules.
 1.3    Provide analysis of exit trend analysis results to management.
 1.4    Track specific flags and provide analysis as specified by business rules.

2.0    Demonstrate the ability of the software to:
 2.1    Provide Web enabled exit interviews questionnaires/surveys.
 2.2    Provide for employees access to exit and termination procedures per business rules.
 2.3    Provide exit information summarized by data warehouse so that trends are easily extracted.

3.0    Demonstrate the ability of the software to:
 3.1    Drive the workflow based on bargaining unit contracts.
 3.2    Auto populate and amend the workflow routing upon changes to the organization such as transfers or terminations.
 3.3    Provide self-service checklists that guide managers and employees through the separation process.
 3.4    Maintain an on-line inventory of property held by employees, provide appropriate security access to employees that are role
        based and automatically calculate employee leaves and the appropriate level benefits by each bargaining unit.
       Miami Dade County Public Schools ERP Vendor Demonstration Script
       Functional Area: Position Management

       Functional Narrative
       The efficient management of taxpayer dollars tied to budgeted positions and non-budgeted positions

Step   Description
1.0    Demonstrate the ability of the software to:
 1.1    Assign different pay rates to different jobs for any employee, report on “Who reports to whom” within the organizational
        structure and analyze, monitor and report position related data in an automated fashion.
 1.2    Support employee holding multiple positions and assignments, provide transactions that are completed via workflow and
        eliminate paper backup and track positions by funding, department and location.
 1.3    Support the organizational hierarchy that can be used to generate organizational charts, regardless of whether or not there
        are persons currently filling the positions as defined by the business rules, support standard definitions of positions,
        variances, headcount across the organization and provide workflow to accommodate status change notifications to
        appropriate parties, including such tasks as changing job codes when employee is reclassified.
 1.4    Allocate positions against multiple funding sources, track by workflow those that spend in excess of allocated expenditures
        related to part-time hires, support tracking positions that are budgeted and unbudgeted.
       Miami Dade County Public Schools ERP Vendor Demonstration Script
       Functional Area: Organizational Effectiveness

       Functional Narrative
       The degree to which the organization achieves its objectives related to efficient business practices

Step   Description
1.0    Demonstrate the ability of the software to:
 1.1    Perform environmental scan to identify anomalies and non-standard issues, track specific change related to goals, objectives,
        scorecards and accommodate mass changes across the organizations, job and positions
 1.2    Provide for easy and robust reporting capabilities as well as communications mechanisms with current and/or historical data
        to facilitate information exchange and analysis and track new business rules when modified
 1.3    Create unique job codes and track job descriptions, job description changes, and job description history, track all licenses and
        certifications, including expiration/renewal dates that can be reported on
        Miami Dade County Public Schools ERP Vendor Demonstration Script
        Functional Area: Recruiting and Staffing

        Functional Narrative
        The location, recruitment and selection of human resources to educate our children so that they can achieve far beyond their
        expectations

Step    Description
1.0     Demonstrate the ability of the software to:
 1.1     Provide requisition forms to pre-populate user specific constant data such as organization, business unit, manager, recruiter,
         while automatically pulling in position data from the job code, and creating a requisition for one or many hires
 1.2     Automatically remove “on hold” or “cancelled” requisitions from postings, track requisitions at all stages and provide for
         internal and external candidates to search for open positions
 1.3     Provide for internal and external candidates to apply directly to the position (s) via self service portal, provide for robust
         candidate search capabilities and track the cost per hire
 1.4     Track candidate source, cost per hire and time to fill position(s) accept historical data from the legacy applicant tracking
         system and provide for automated candidate correspondence capabilities.
 1.5     Accept historical data from the legacy applicant tracking system and provide for automated candidate correspondence
         capabilities.
 1.6     Track each applicant throughout the entire hiring process, permit manual entry of applicants, leads, recruits and applicant who
         are already in the system
 1.7     Automatically route offer to appropriate people for approval or review, define job grades associated with each job code, define
         salary ranges for each job code and define approval workflow
 1.8     Define standard interview questions based on job description/family, link candidate data to multiple requisitions and define
         assessment criteria and drive scoring as a defined step in the process as specified by business rules
 1.9     Provide overrides on budgeted position enables temporary overage to enable proactive recruiting, provide for “PC” coding,
         restricted range coding per business rules
 1.10    Provide that positions and requisitions to tie back to student systems for validation of schedules, support retention and
         reporting of candidate history and support self service for Candidates, Managers and Employees
 1.11    Provide standard interview questions based upon job type, provide for application to multiple jobs by a single individual
         through one application and provide automated workflow and notification of events to all related parties per business rules

 1.12    Enable applicants to search work locations based on geographical proximity locators to enable choices of schools, enable
         recruiters and hiring managers to search for qualified applicants based on geographical proximity of hiring locations and
         support streaming video for on-demand viewing of promotional videos, and video-based assistance
Miami Dade County Public Schools ERP Vendor Demonstration Script
Functional Area: Compensation Organization

Functional Narrative
Miami-Dade County Public Schools has seven collective bargaining units and among its employee groups. These bargaining
groups include United Teachers of Dade (UTD), American Federal State and Municipal Employees, Dade County Schools
Maintenance Employee Committee, Fraternal Order of Police, Dade County School Administrators Association, Confidential
Exempt Personnel, and Managerial Exempt Personnel. Labor agreements are negotiated periodically to establish rules
regarding benefits, compensation, and other terms and conditions of employment. Rules may include, but not be limited to pay
rates, pay cycles, special conditions for working hours, and other conditions that meet standards and regulations governing the
collective bargaining units as well as State and Federal law. Contracts are negotiated typically for three year periods with the
exception of salaries which are negotiated separately each of the three years due to limits in state budgeting. It is the goal of
the district to resort back to negotiating three year contracts with salary starting with the 2006-2007 school year. In instances
when labor contracts are not ratified on or before the expiration date of the previous labor agreement, terms and conditions

Premium Holidays – Employees in the American Federal State and Municipal Employees employee group are not eligible for
all holidays; therefore, they do not receive payment on those holidays not covered.

Uniform Allowance: Employees in the American Federal State and Municipal Employees employee group receive an annual
reimbursement for wearing a uniform if their job position requires a uniform.

Emergency Pay : Selected employees in the various bargaining units receive 2 times their daily rate if called in to work during a
period schools are normally closed (i.e., Hurricane).

Shift Differentials – The contracts define several special shifts that require special pay rates. These pay rates may vary by
bargaining unit. The amounts vary from fixed amount to percentage of steps above employee’s current salary.

Longevity Pay – Employee’s pay is increased by a user-defined rate for each time he meets a user-defined period of service.
These periods may or may not be at even intervals, and the intervals may vary per bargaining unit.

Incentive Pay – It is possible that employees could receive special pay for special skills or for working on special assignments,
which include but are not limited too: special certification pay, professional development pay, and standby pay. When being
paid retro pay the automatic earning must be included in retro payments.
Salary Supplements -- Employees in United Teachers of Dade are compensated for extra duties beyond the workday or
specific responsibilities based on their position. Amounts are fixed or based on their salary (i.e., 1/8 of base salary). The
additional compensation is added to the employee’s base salary and paid as part of the employee’s daily rate. Supplement is
included in pay if employee uses sick or vacation leave.

Stipends -- A one time payment is made to certain employee groups based on provisions of labor contract which include bonus
payment for newly hired teachers in a critical staff shortage area, performance pay, advanced placement bonus for teaching
students who receive a high score on AP test, and alternative education teachers.

Effective Dates of Personnel Actions – All changes in salary for reasons of promotion, demotion, acting appointments or
longevity shall be effective date of request; however, certain payments for incentive Pay are effective the first day of the
following payroll period following the effective date of the change.

Compensatory Time – Provisions of the labor agreement outline the increments in which compensatory time may be taken (Ex:
Not less than ½ hour increments) as well as the maximum number of hours that can be accumulated.

Across-the-Board-Increases – Based on user-defined amounts and agreed upon schedules during the life of the contract.


Red Circle: Due to a reorganization, demotion, or similar action, if the employees rate of pay exceeds the maximum of his/her
respective pay range, the employee may not receive increases of any kind (including cost-of-living) until the maximum of the
range exceeds his/her rate of pay.

Performance (Bad Evaluation) -- Some of the labor agreements contain provisions to freeze an employee’s salary until
improvement in areas noted of evaluation is corrected. Until such time the employee’s salary is frozen and no increase is
authorized.

Work week -- Several employee groups within the school district work on a 37 hour work week as opposed to a 40 hour work
week. Hours worked above the 37 hour work week but less than 40 hours are not subject to overtime; however, our current
software doesn’t provide proper tracking tools and employees are paid time and a half.

 Pay Type -- All employees are paid bi-weekly; however, the bulk of our employees are 10-month employees (teachers) and are
only compensated during the summer if they are employed in the summer school program. All full-time employees are paid a
daily rate which is calculated by dividing the number of days from the annual salary (i.e., 212 for 10-month, 251 for 11-month,
and 260 for 12-month employees); however, there are some exceptions to this.
       Fair Labor Standard Act (FLSA) -- While the district has to keep track of these work schedules, it must also meet the rules
       governing the Fair Labor Standards Act. At times, conditions set up by the collective bargaining contracts conflict with the rules
       of the FLSA (i.e. employees are paid daily instead of hourly)

       Probationary period -- The great majority of district employees operate in an environment where its employees, after serving a
       probationary period and achieving permanent status, enjoy job security if they have performed satisfactorily, based upon the
       date permanent status was achieved in a given classification. The Probationary period is defined differentially in the various
       labor agreements.

Step   Description – Annual salary planning and administration
1.0    Demonstrate the ability to update salary schedules based on job family, bargaining unit or other criteria. P+B58erform a mass
       update and show the audit trail. Demonstrate the ability to flag exception employees whose increase results in above and
       below the guidelines.
 1.1    Salary updates: Demonstrate ability to manage salary tables and provide mass update capability for compensation tables
        for a particular bargaining unit
        Ability to handle multiple compensation schedules (10, 11, and 12 month)
        Demonstrate ability to determine eligibility for annual increase based on Calculation of "Good Years" (must work at least 99
        days in previous fiscal year as defined in Florida state statue).
 1.2    Demonstrate application of mass salary update to affected population with audit trail records of changes
 1.3    Salary Exceptions: Demonstrate system ability to flag employees for whom the change would cause salary to be out of
        salary guidelines and enable override/modification
        Demonstrate method for tracking time bound "acting appointment" that generates additional compensation during time bound
        period and turns it off at end of time bound period
 1.4    Demonstrate employee and manager notification via self service or email that change has occurred
 1.5    Demonstrate ability to analyze base, stipend and supplements over a 15-year period by individual, bargaining unit, and
        system-wide

Step   Description – Job Description Setup and Maintenance, Salary Survey setup and maintenance
2.0    Demonstrate setup and maintenance of job descriptions based on roles, responsibilities and defined competencies. Manage
       compensation surveys for key local and national comparisons of salary data:
 2.1    Demonstrate creation, and workflow based approvals of job description based on system defined roles, responsibilities, and
        competencies
 2.2    Demonstrate how job descriptions are leveraged for processes such as recruiting, performance management, succession
        planning and workforce planning.
 2.3    Demonstrate how system can support import and analysis of survey data to provide analysis internally to compensation
        department and system-wide for salary communications
Step   Description – Tuition Reimbursement
       The Miami-Dade County Public School Board offers tuition reimbursement in varying amounts to employees who have
       completed their coursework towards a degree. There are limits in the amount reimbursed per credit and total number of credits
       that can be reimbursed depending upon the bargaining unit. All coursework, grades, dates, and tuition paid must be tracked to
       ensure compliance of labor contracts contract.
3.0    Define rules for terms and allowable amounts for different employee groups.
 3.1     Track course registration for tuition reimbursement eligibility including institution, course, dates, grades, cost.
 3.2     Track initial and final approvals by employee supervisor and compensation administration.
 3.3     Demonstrate electronic registration and correspondence (i.e., rejection letter with explanation)

				
DOCUMENT INFO
Description: Microsoft Access Template Loan Amortization document sample