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Payroll/ERP Project
Application Functionality Checklist
Instructions for Completion
Within the Functionality Checklist tab, there is a list of "Functional Descriptions" which we would like you
to individually address in the following manner:
1. Complete the Proposer information at the bottom of this worksheet.
2. Read each Functional Description within the Functionality Checklist tab.
3. Reply to each Functional Description by selecting one of the following choices from the dropdown box
in the column entitled "Vendor Response":
1 - Not Supported Not applicable or the system cannot support the
requirement.
2 - Accommodate via The system can accommodate this feature by customizing
Customization the application.
3 - Accommodate via The system can accommodate this feature if the process is
Work Around changed.
4 - Accommodate via The need of a 3rd party service provider support is required
3rd Party Solution for this element.
5 - Included in Base The system will accommodate this requirement with
Product standard configuration. No additional changes are
necessary.
4. When either (a) you have selected a response from the dropdown other than "5-Included in Base
Product" or (b) the Functional Description contains the words "Please Describe…" or "Define…," please
provide an explanation in the "Vendor Comments" column. Note that you also may provide further
explanation in the "Vendor Comments" column even if neither of the above criteria is applicable.
Proposer is Requested to supply the following information:
Proposer's Legal Name:
Contact Name:
Contact Phone Number:
Contact E-Mail:
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
GEN000 General General - The ERP application should support the following general abilities.
GEN001 General General ERP system will be utilized by Clerk & Required
County employees, where more than one
Federal ID number exists. Please describe
how licensing is handled.
GEN002 General General Ability to handle mass reorganizations. Optional
GEN003 General General Ability to interface with JWS or comparable Optional
software used by visually impaired staff.
GEN004 General General Where there are queries or lists of Required
summarized items provide drill down
capability to the lowest level of detail used to
create the summary list.
GEN005 General General Ability to perform general searches of the Required
data in the system across columns and rows,
system wide, functional area.
GEN006 General General Ability to search specific columns of specific Required
table(s)
GEN007 General General Ability to perform Boolean like searches Required
combining data from multiple columns.
GEN008 General General Ability to navigate forms without necessarily Required
stepping through menu tabs.
GEN009 General General Ability to design and enforce workflow rules Required
including levels of approvals for document
processing.
GEN010 General General Ability to track documents /work items Required
through the workflow process including
indication of where the document/work items
are in the process.
Revised 9/7/2006 Page 2 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
GEN011 General General Please describe the training options available Required
for the implementation team including: on-
site training, local training facilities, 3rd party
training options, and web-based/computer-
based training options
AUD000 Audit Tracking Audit Tracking - The ERP application should support the following audit tracking capabilities:
AUD001 Audit Tracking Edit Tracking Audit trail reporting of daily employee Required
changes entered by users, with date/time and
change detail; available on-line for viewing
and/or printing
AUD002 Audit Tracking Edit Tracking Audit trail reporting changes entered by Required
process
AUD003 Audit Tracking Process Tracking For PA increase process, system should be Required
capable of producing a report of eligible EE
who did not receive a semi-annual increase
for audit purposes
AUD004 Audit Tracking Process Tracking Audit to ensure employees are not paid Required
below their PG minimum
BEN000 Benefits Benefits - The Clerk's Office offers a rich benefits package to eligible employees including health, dental and life insurance. The Clerk
shares the premium costs for health, dental and life coverage with employees. Additionally, an excellent retirement program is
offered as a non-contributory plan, meaning all contributions are made for the employee by the Clerk.
BEN001 Benefits FMLA Comprehensive FMLA management system Required
Administration that allows decentralized approach of FMLA
administration with ER overview.
BEN002 Benefits FMLA Managers/supervisors will verify eligibility Required
Administration (length of employment & hours worked need
to be available to managers on one screen;
system needs to pull the date to indicate
eligibility to managers).
Revised 9/7/2006 Page 3 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BEN003 Benefits FMLA Allow managers to use a pre-certification tool Required
Administration to pre-qualify leave events (e.g. Eligibility
Wizard that prompts managers with leave-
related questions and determines if qualified
FMLA leave).
BEN004 Benefits FMLA System issues provisional letters to EE; allow Required
Administration for e-mail or US Postal mail depending on if
EE is at work or not with additional info (e.g.
policy, blank forms such as medical
certification, applicable job description;
fitness-for-duty forms; status reports).
BEN005 Benefits FMLA Alerts to be issued to Benefits Specialist that a Required
Administration FMLA leave event processing was started by
a manager.
BEN006 Benefits FMLA Managers/EEs should be able to confirm Required
Administration FMLA hours used in the last 12-month
period; FMLA hours remaining.
BEN007 Benefits FMLA Issue reminders for outstanding forms. Required
Administration
BEN008 Benefits FMLA Issue Employer Response letter either Required
Administration approving, denying, or closing out leave
request.
BEN009 Benefits FMLA If required forms are not received by Required
Administration established deadlines, leaves are
automatically closed out with a letter issued
to the employee with copies to Employee
Relations/manager.
BEN010 Benefits FMLA Allow tracking and reporting of employees Required
Administration who are using FMLA, remaining FMLA leave
time.
BEN011 Benefits FMLA Trigger alerts when EE is getting close to Required
Administration exhausting available FMLA leave time.
Revised 9/7/2006 Page 4 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BEN012 Benefits FMLA Issue letters regarding FMLA leave due to Required
Administration expire and notification of applying for
additional leave per set policy.
BEN013 Benefits FMLA Triggers LTD claim application to EE. Required
Administration
BEN014 Benefits FMLA Allow tracking and reporting at various Required
Administration levels (e.g. managers for their departments,
ER staff for entire organization and by
department and by individual.)
BEN015 Benefits FMLA Allow for reporting and tracking of FMLA Required
Reporting/Tracking information (number of employees using
leave; numbers of hours used, remaining, by
leave reason, etc.). Allow for reporting of
detailed FMLA information on an individual
employee basis, as well as by department and
other defined categories.
BEN016 Benefits FMLA System System must integrate with timekeeping Required
Integration system (currently KRONOS 5.1).
BEN017 Benefits Benefit Elections New hires make benefit elections online and Required
within allowable deadlines.
BEN018 Benefits Benefit Elections System triggers reminders to employees via e- Required
mail if elections have not been made.
BEN019 Benefits Benefit Elections Employee elections update payroll system Required
and updated various carriers.
BEN020 Benefits Benefit Elections Payroll deductions are automatically set-up Required
for applicable pay period.
BEN021 Benefits Benefit Elections SPDs are issued to employees for the various Required
benefits that were elected.
BEN022 Benefits Benefit Elections COBRA new hire notices are issued to Required
employee and qualified family member
(mailed to home address).
Revised 9/7/2006 Page 5 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BEN023 Benefits Benefit System needs to interface with e-mail system Required
Administration (Microsoft Outlook) and voicemail system
used by C & C so that benefit administration
can be accomplished via e-mail (e.g. SPD
distribution, deadline notification; FMLA
administration, reminder notices, etc.)
BEN024 Benefits Benefit Linkage to intranet site where benefit Required
Administration documentation/information is available such
as SPDs, benefit documents, benefit forms,
carrier information.
BEN025 Benefits Benefit Online paperless processing of qualified mid- Required
Administration year plan changes; set policy of allowable
changes (definitions/time period).
BEN026 Benefits Benefit Allow EEs to make changes following a Required
Administration qualified event within set parameters.
BEN027 Benefits Benefit Allow EEs to make name changes. Required
Administration
BEN028 Benefits Benefit Allow EEs to make dependent changes. Required
Administration
BEN029 Benefits Benefit Allow EEs to make address changes. Required
Administration
BEN030 Benefits Benefit Upon new elections of employee/dependents Required
Administration during the year, initiate new hire COBRA
notice.
BEN031 Benefits Retirement (New Online completion of FRS New Hire Required
Hires) Certification form.
BEN032 Benefits Retirement (New FRS New Hire Certification forms that Required
Hires) indicate prior service and/or current FRS
retiree need to be routed to Benefits Specialist
for further review/processing
Revised 9/7/2006 Page 6 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BEN033 Benefits Retirement (New If applicable, notify payroll of prior FRS plan Required
Hires) participation.
BEN034 Benefits Retirement (New If FRS New Hire Certification form is not Required
Hires) completed, trigger reminders/alerts.
BEN035 Benefits Retiree Ability of retirees to use self-service for Required
changes made during Open Enrollment;
update carriers; update Ceridian regarding
changes in payment amounts, benefits.
BEN036 Benefits Retirement Allows EE to make FRS plan election; verify Required
retirement benefits, years of service, run
calculations of FRS benefits, provide access to
myFRS website and Financial Guidance Line
information.
BEN037 Benefits COBRA When a qualified event occurs (e.g. Optional
Administration termination, divorce) system would
automatically issue COBRA notification; GTL
conversion/portability notices; notify carriers
of coverage termination (e.g. United
Healthcare, Delta Dental, UHC FSA, etc.)
BEN038 Benefits Exit Processing Allow employees to review policies regarding Required
employment separation and impact of
separation on benefit (termination dates,
premium processing; premium refunds, leave
policies regarding any payouts, run
projections on expected payouts).
BEN039 Benefits Exit Processing Provide preliminary COBRA benefit Required
information.
BEN040 Benefits Exit Processing Issue GTL conversion/portability notices. Required
BEN041 Benefits Exit Processing Update carriers with termination of benefit Required
information.
Revised 9/7/2006 Page 7 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BEN042 Benefits Open Enrollment Allow EEs to make online elections (self- Required
service).
BEN043 Benefits Open Enrollment Allow employees to review current benefits Required
and run "what-if" scenarios.
BEN044 Benefits Open Enrollment Allow access to plan summary information Required
and documents.
BEN045 Benefits Open Enrollment Update payroll and carriers with elections Required
that were made.
BEN046 Benefits Open Enrollment Issue SPD docs upon effective date. Required
BEN047 Benefits Open Enrollment Notify EE of change in deduction Required
(amounts/timing).
BEN048 Benefits Open Enrollment Issue automatic notice to EEs to review Required
paycheck information upon premium
changes becoming effective.
BEN049 Benefits Open Enrollment Trigger new hire COBRA notification to Required
employees and/or qualified dependents for
newly elected benefits.
BEN050 Benefits Open Enrollment System has to allow for parameters that will Required
determine what type of changes can be made
online and within set time periods.
BEN051 Benefits Open Enrollment Allow for rollover of prior Plan Year Required
elections.
BEN052 Benefits Benefit Linkage to intranet site where benefit Required
Administration documentation/information is available such
as SPDs, benefit documents, benefit forms,
carrier information.
BEN053 Benefits HIPAA System must be HIPAA compliant. Required
Revised 9/7/2006 Page 8 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BEN054 Benefits Workers' System must allow for online reporting on Required
Compensation injury/illness; track absences; track first seven
days of absences; provide reports on
open/closed WC cases; reports on open/closed
cases; settlements, also allow for WC to run
concurrent with FMLA per policy.
BEN055 Benefits Workers' Reporting needs to be available by Required
Compensation location/type of injury/department
occurrence, etc.
BEN056 Benefits Deferred Allow self-service of employees accessing Required
Compensation (457 account information; making contributions
Plan) changes within allowable contribution limits,
taking catch-up provisions into consideration.
BEN057 Benefits Deferred Allow self-service of employees making Required
Compensation (457 allocation changes.
Plan)
BEN058 Benefits Deferred Allow EEs to run "what-if" scenarios of Required
Compensation (457 changing their deduction and affect on net
Plan) paycheck.
BEN059 Benefits Deferred Update vendor with any Required
Compensation (457 deductions/allocation changes.
Plan)
BEN060 Benefits COBRA Participants Ability of COBRA participants to use self- Required
service for changes made during Open
Enrollment ; update carriers, update Ceridian
regarding changes in payment amounts;
benefits.
Revised 9/7/2006 Page 9 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BEN061 Benefits Benefit Information Allow EEs to view current benefit election, Required
Access plan description information; premium
information; links to carriers for provider
information and access to customer service
staff.
BEN062 Benefits Reporting Allow Benefits Specialist and other Required
Information appropriate staff access to custom reporting
(e.g. number of employees enrolled in
medical, dental; coverage types elected,
number of dependents, demographic
information).
BEN063 Benefits Beneficiary Allow for population and maintenance (via Required
Information EE self-service) of beneficiary information
BEN064 Benefits Dependent When events occur (new hire election, or mid- Required
Verification year changes; or Open Enrollment) and
dependent verification is required, system
sends notification to EE that info is required.
BEN065 Benefits Dependent System issues follow-ups as needed if Required
Verification information is not received by stated
deadline.
BEN066 Benefits Dependent If dependent information is not received, Required
Verification dependent coverage is terminated and
employee notified and COBRA notice issued
as required.
BEN067 Benefits Dependent The above also applies to annual verification Required
Verification of dependent info of adult children; system
needs to be able to identify those children that
require dependent verification
documentation.
Revised 9/7/2006 Page 10 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BEN068 Benefits Dependent System issues follow-ups as needed if Required
Verification information is not received by stated
deadline.
BEN069 Benefits Dependent System needs to be able to allow population, Required
Information storage, and update of dependent
information; dependent information may
vary by benefit type.
BEN070 Benefits HIPAA Certification System needs to be able to trigger automatic Required
notification to EE that HIPAA Certification
needs to be submitted for pre-existing
condition limitation purposes.
BEN071 Benefits HIPAA Certification EE should be able to submit HIPAA Required
certification via a self-service process directly
to the carrier.
BEN072 Benefits Retirement Allow for storage of retiree information; Required
Reporting Info current DROP participants to allow Benefits
Specialist to run reports on this information.
BEN073 Benefits LTD Claims Self-service process for Long-term disability Required
Processing claim filing. Claim form can be accessed
online and forwarded to the carrier (there
may be an issue with the required physician
statement and medical records).
BEN074 Benefits LOA Allow for entry of LOA information; Required
employees who are approved, approval
reason, duration of leave approved; allow for
reporting and tracking of approved LOA;
allow for reporting on employees currently
on LOA.
BEN075 Benefits LOA System should be able to distinguish between Required
LOA with Pay and LOA without Pay
Revised 9/7/2006 Page 11 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BEN076 Benefits FSA Administration Allow for self-service on electing FSA Required
participation, integrating with outside FSA
vendor, if applicable. Allow for online filing
of FSA claims (may be restricted by
requirement of receipts).
CMP000 Compensation/ Compensation/Classification - Salaries throughout the Clerk's Office are highly competitive with private industry and other local
Classification governmental entities. Salaries are established in accordance with the requirements of each position classification. There is a minimum
and maximum salary within each pay classification to allow for upward mobility.
The Clerk believes in rewarding individual performance and has instituted a "pay-for-performance" evaluation system. Regularly
scheduled Performance Appraisals are conducted and employees are eligible for pay for performance consideration once removed
from introductory status in conjunction with a regularly scheduled performance appraisal period.
CMP001 Compensation/ Special Pay Processes One Time Payments - December Pay Required
Classification Adjustment
CMP002 Compensation/ Special Pay Processes Multiple Pay Levels (Boca Mobile, CJIS, Required
Classification Courtroom, Shift, etc)
CMP003 Compensation/ Special Pay Processes One Time Payments - Attendance Awards Required
Classification
CMP004 Compensation/ Pay Management Comp Ratios Required
Classification
CMP005 Compensation/ Employee Job Evaluation/Position Audit - Allow for Optional
Classification Classification employee to complete audit form
electronically; allow for sharing of info
between ER staff & management
CMP006 Compensation/ Pay Management Automate/mass update salary increases based Required
Classification on performance appraisal ratings and budget
CMP007 Compensation/ Pay Management Perform What-if scenarios, for performance Required
Classification appraisal ratings and salary increases
CMP008 Compensation/ Employee Define different compensation plan eligibility Required
Classification Compensation groups
Revised 9/7/2006 Page 12 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
CMP009 Compensation/ Employee Ability to change PA systems/apply different Optional
Classification Compensation PA systems to different employee groups
CMP010 Compensation/ Classification Tables Table fields should include position (job) Required
Classification code, title, employee class, FLSA indicator,
EEO job category, EEO function code, PA
form code, PG plan year, pay grade number,
and pay ranges (minimum, market point, and
maximum)
CMP011 Compensation/ Classification Tables System allows for multiple business entities Required
Classification and multiple business organizations within
an entity
CMP012 Compensation/ Classification Tables Pay plan information should automatically Required
Classification update in position classification area upon
update to pay tables
CMP013 Compensation/ Employee Employee compensation should Required
Classification Compensation automatically update to new minimum when
pay tables are updated
CMP014 Compensation/ Employee System should be capable of receiving & Optional
Classification Compensation updating employee compensation via an
external data source
CMP015 Compensation/ Pay Tables Pay table fields should include pay plan year, Required
Classification Management pay grade, pay type (salary vs. hourly), and
pay range (minimum, market point, and
maximum)
CMP016 Compensation/ Pay Tables Interface with Compensation Manager to Optional
Classification Management update pay table ranges in HRIS system after
biennial comp & class study and/or as
positions are evaluated/reclassified
Revised 9/7/2006 Page 13 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
CMP017 Compensation/ Position Position fields should include position control Required
Classification Management number, position status (active, inactive,
frozen, on-hold), position type (single
incumbent vs. pooled), position begin & end
dates, job code, title, employee class, pay plan
year, pay grade, and pay range
CMP018 Compensation/ Position Position management should support future Required
Classification Management dating
CMP019 Compensation/ Position Classification information should interface Required
Classification Management and automatically update position
information when changes are applied to
classification fields/tables
CMP020 Compensation/ Position System should provide both historical Required
Classification Management position classification changes (position title
changes) and position incumbent history
with effective dates
DOC000 Document Document Management - The ERP application should support the following document management capabilities:
Management
DOC001 Document Imaging/Attaching Attach scanned documents such as college Required
Management Supporting transcripts, social security card, I-9 form,
Documents employment application. Types of
documents include images, Word documents,
and Excel documents.
DOC002 Document On-Line Forms System supports self-service, workflow, and Required
Management Management electronic signatures for PAN forms, direct
deposit, etc.
DTA000 Employee Data Employee Data Management - The following standard employee information must be captured within the ERP application.
Management
DTA001 Employee Data Flat Information Automatic generation of employee ID Required
Management number
Revised 9/7/2006 Page 14 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
DTA002 Employee Data Flat Information Fields to store employee name (first, middle, Required
Management and last) and name history with activity &
effective date fields
DTA003 Employee Data Flat Information Fields to store multiple employee addresses Required
Management (home/mailing), and phone numbers; include
tables for address and phone number types
(ex., cell phone); include ability to maintain
history; include activity, and effective date
fields
DTA004 Employee Data Flat Information Fields to store information on gender, date of Required
Management birth/age, and ethnicity; include tables to
store selection criteria for field data
DTA005 Employee Data Flat Information Field to store handicap/disability code Required
Management
DTA006 Employee Data Flat Information Field to store marital status; include table to Required
Management store selection criteria
DTA007 Employee Data Flat Information Field to store current spouse name as well as Required
Management prior spouse name
DTA008 Employee Data Flat Information Field to store social security number Required
Management
DTA009 Employee Data Flat Information Field to store citizenship & I-9 status; include Required
Management table to store selection criteria
DTA010 Employee Data Flat Information Fields to store Visa type information for non- Required
Management citizens (ex., Employment Authorizations),
including visa number, effective & expiration
dates
DTA011 Employee Data Flat Information System should have capability to provide a Required
Management notification alert prior to visa expiration date
DTA012 Employee Data Flat Information Field to store public record exemption status Required
Management
Revised 9/7/2006 Page 15 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
DTA013 Employee Data Flat Information System should provide warning to restrict Required
Management release of information for employees flagged
as public record exemption
DTA014 Employee Data Flat Information Fields to store multiple e-mail addresses with Required
Management type description
DTA015 Employee Data Flat Information Fields to store multiple emergency contacts, Required
Management with name, relationship and phone numbers;
include tables for relationship criteria
selections
DTA016 Employee Data Flat Information Fields to store employee education Required
Management information, including degree type, GPA,
graduation date, major/minor, skill
categories, and official transcript receipt
tracking; include table to store selection
criteria
DTA017 Employee Data Flat Information Fields to store professional, job related Required
Management certification information including certificate
type, cert. number, cert. effective & expiration
date; include table to store selection criteria
DTA018 Employee Data Flat Information System should provide alerts prior to Required
Management professional certification expiration date
DTA019 Employee Data Flat Information Fields to store foreign language skills, Required
Management including language type and fluency level
(read, write, speak, translate, teach, native
language); include a table to store foreign
language selection criteria
DTA020 Employee Data Flat Information Fields to store employee job related skills for Required
Management competency matchup to track for future
development; include tables for selection
criteria storage
Revised 9/7/2006 Page 16 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
DTA021 Employee Data Flat Information Fields to store employee honors and awards Required
Management including honor/award type, awarding
organization, and date received; include
tables for selection criteria storage
DTA022 Employee Data Flat Information Fields to store information on memberships Required
Management to professional organization including name
of organization, membership
effective/expiration dates
DTA023 Employee Data Flat Information Fields to store driver's license information, Required
Management including license number, issuing state,
status, and issue/expiration dates; include
table for storage of selection criteria
DTA024 Employee Data Flat Information Field to store driver's license type Required
Management
DTA025 Employee Data Flat Information Field to store County-Authorized Driver flag Required
Management
DTA026 Employee Data Flat Information Fields for previous work experience to Required
Management include employer name, supervisor name and
phone number, employment dates, title,
description of duties, ending salary,
employment type (professional, clerical,
supervisory), # of employees supervised, and
comments
DTA027 Employee Data Employment Fields for employment status (Active, Leave Required
Management Information Of Absence, Terminated......) with selection
criteria table
DTA028 Employee Data Employment Field for FLSA status of employee - FLSA Required
Management Information status should link & be established based on
employee class code
Revised 9/7/2006 Page 17 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
DTA029 Employee Data Employment Fields for employee class code/description Required
Management Information with effective date; EC codes should be linked
to and drive FLSA status & benefit
levels/eligibility; table for selection criteria
DTA030 Employee Data Employment Field for leave code/description for leave Required
Management Information accrual/leave type (PTO VS Vac/Sck); table for
selection criteria
DTA031 Employee Data Employment Would like system to automatically establish Optional
Management Information the correct leave accrual level for rehires
based on rehire policy (rehired < 6 months
from term. date = elig. to resume previous
leave accrual level)
DTA032 Employee Data Employment Fields for leave bank information by leave Required
Management Information code, including effective date, begin balance
(at start of yr.), hours accrued & taken, and
current balance
DTA033 Employee Data Employment Fields for department numbers/names (home, Required
Management Information check distribution and payroll depts.) with
effective date; table for selection criteria
DTA034 Employee Data Employment Fields for division and sub-division Required
Management Information codes/descriptions with effective date; table
for selection criteria
DTA035 Employee Data Employment Fields for service dates - current hire date, Required
Management Information previous hire date, original hire date,
adjusted service date, leave accrual effective
date, seniority date, last work date
DTA036 Employee Data Employment Fields for separation information, including Required
Management Information last day worked, separation effective date,
separation reason and field for eligibility for
rehire; include table for selection criteria
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
DTA037 Employee Data Employment System should support future dating Required
Management Information
DTA038 Employee Data Employment Fields for location code/description (Central Required
Management Information Judicial Ctr, Central Governmental Ctr, Gun
Club, West County, etc); table for selection
criteria
DTA039 Employee Data Employment Fields to record I-9 compliance including Required
Management Information record of receipt and date
DTA040 Employee Data Employment Employment history - should track changes Required
Management Information by effective date and user, and reflect changes
to employment status, employee class/leave
code, service dates, and separation reasons
DTA041 Employee Data Employment Fields for introductory period begin and end Required
Management Information date with automatic calculation of 90 day
introductory period
DTA042 Employee Data Employment System should be capable of scheduling Required
Management Information notifications to managers and/or ER for key
events, such as introductory completion date
and I-9 re-verification
DTA043 Employee Data Employment Would like system to notify managers of Optional
Management Information employee service anniversary milestones &
birthdays
DTA044 Employee Data Performance Eval Fields for performance appraisal history, Required
Management Information including review type, review due date,
completion indicator, completion date, PA
rating, and reviewer name; tables for storage
of selection criteria
DTA045 Employee Data Performance Eval System should be capable of interfacing with Required
Management Information other applications to record PA rating &
reviewer information into HRIS
DTA046 Employee Data Employee Position Field for PCN Required
Management Information
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
DTA047 Employee Data Employee Position Current PCN should automatically displays Required
Management Information on screen, not have to be looked up, however,
system should allow look up of prior
positions employees have held
DTA048 Employee Data Employee Position Position begin and end date fields Required
Management Information
DTA049 Employee Data Employee Position Position status Required
Management Information
DTA050 Employee Data Employee Position Position job type (primary/secondary) Required
Management Information
DTA051 Employee Data Employee Position Job title field Required
Management Information
DTA052 Employee Data Employee Position Position FTE field Required
Management Information
DTA053 Employee Data Employee Position Position hours per day and per pay cycle Required
Management Information
DTA054 Employee Data Employee Position Personnel action change reason description Required
Management Information
DTA055 Employee Data Employee Position Historical information (personnel changes) Required
Management Information
DTA056 Employee Data Employee Position Pay plan information including pay grade, Required
Management Information pay grade range, and pay plan year for
position classification;
DTA057 Employee Data Employee Position Pay plan information should automatically Required
Management Information update in employee record when pay plan
information is updated/revised in
classification table
DTA058 Employee Data Employee Position If possible, system should automatically Optional
Management Information update employee pay grade information
upon a position reclassification via interface
with Compensation Manager software
Revised 9/7/2006 Page 20 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
DTA059 Employee Data Employee Position Position requirements/designations, such as Required
Management Information deputy clerk, safety sensitive, driver,
courtroom clerk; table for selection criteria
DTA060 Employee Data Supervisor System should have multiple fields to Required
Management Information maintain management hierarchy (name &
title) for each employee; would like automatic
updates to fields by linkage to a key field
(such as PCN or dept. #) so, for example,
when employee is transferred from one dept
to another in system, this triggers a change in
key field and the system automatically
adjusts manager name & title record
DTA061 Employee Data Employee Base rate, both hourly and annualize Required
Management Compensation
DTA062 Employee Data Employee Field for additional or special pay with Required
Management Compensation description (for shift differentials, incentive
pay for special projects or for additional
duties, etc.); apply business rules; include
table for selection criteria
DTA063 Employee Data Employee Store employee pay history Required
Management Compensation
DTA064 Employee Data Employee Field for compa-ratio automatically Required
Management Compensation calculated by system
DTA065 Employee Data Employee System should have capability to interface Required
Management Compensation with other applications to calculate & apply
new salaries in mass for PA increases
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
DTA066 Employee Data Employee Personnel On-line Personnel Action Notice - initiated by Required
Management Actions manager/supervisor with designated
required fields, routed to upper management
levels, Finance & ER, based on established
work flow rules, for review/approval, and
auto processing into employee record
DTA067 Employee Data Employee Hire System should interface with applicant Required
Management Process tracking module or other application to
populate required fields on demand for new
hire process
DTA068 Employee Data Employee Health & Fields to record workers comp injures, Required
Management Safety including nature of injury, date of injury,
medical treatment record, lost time record
DTA069 Employee Data Employee Relations Fields to record employee warnings, Required
Management including date/time, nature of warning,
description of incident, warning level
DTA070 Employee Data Employee Data Data back up & recovery system required Required
Management
DTA071 Employee Data Employee Data Access to real-time HR information Required
Management
DTA072 Employee Data Employee Asset Tracking of agency issued items/devices such Required
Management Management as cell phones, pagers, PDAs, and ID badges;
fields to include item description, date issued
and date returned
DTA073 Employee Data Employee Asset Tracking of agency issued keys (desk, doors, Required
Management Management safes, etc.); fields to include item description,
date issued, date returned
DTA074 Employee Relations Issues Database Capture information/questions that Required
employees have, along with ER responses to
questions. Screen should display flat
employee information and allow for entry of
information.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
APP000 Employment Employment - The Clerk's Office has a centralized application process. Applications are accepted for posted positions only. The
organization offers a variety of office/clerical positions as well as professional-level positions in the areas of management, supervisory
and accounting/auditing/automation.
APP001 Employment Applicant Tracking KIOSK employment application completion Optional
APP002 Employment Applicant Tracking System sort application to link with Optional
PCN#'s/req. #, which applicant selects from a
field that is linked to our system.
APP003 Employment Applicant Tracking Link to Job posting/job board Optional
APP004 Employment Applicant Tracking Field where Requisitions are Optional
generated/created by Mgr. w/avail position.
APP005 Employment Applicant Tracking Electronic approval signatures up to Clerk. Optional
APP006 Employment Applicant Tracking The system sorts the application looking for Optional
minimum qualifications; "key" words i.e.
Clerk I (1yr. clerical, customer service exp.
H.S. diploma, Court exp. college degree, etc.)
APP007 Employment Applicant Tracking The system sorts app. Qualified/Not Optional
Qualified
APP008 Employment Applicant Tracking System generates a receipt/confirmation Optional
notice "we are in receipt of your application
for review; your application is considered
active for a period of 90 days
APP009 Employment Applicant Tracking After 90 days system will alert Administrator Optional
(and/or generate letter) to send notice to
candidate that application is no longer active.
APP010 Employment Applicant Tracking System generate sorry letter To candidates Optional
that were interviewed but not extended an
offer.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
APP011 Employment Applicant Tracking The system sorts app. into meets minimum Optional
requirement or does not meet minimum
requirement status.
APP012 Employment Applicant Tracking System will generate notice for pre-screen Optional
interview
APP013 Employment Applicant Tracking Non-qualified candidates are contacted via Optional
letter or e-mail regarding their status i.e.,
"Thank you for seeking employment with the
C&C w/the information we were provided
you do not meet the minimum requirements
(should list specifics).
APP014 Employment Applicant Tracking Field for Internal candidates to apply "on-line. Optional
APP015 Employment Applicant Tracking System will track application & req. until Optional
position is filled.
APP016 Employment Applicant Tracking Management can view all of the applications Optional
that meet minimum requirements.
APP017 Employment Applicant Tracking System can applicant track source Optional
(Jobing.com, Monster, Palm Beach Post, etc.)
and generate report
APP018 Employment Applicant Tracking System will allow for manual input of app. Optional
APP019 Employment Applicant Tracking Field listing candidates being phone screened, Optional
face to face pre screened, panel interviewed, a
checklist of entire process
APP020 Employment Applicant Tracking System will generate offer letter Optional
APP021 Employment Applicant Tracking Date field through orientation date. Optional
APP022 Employment Applicant Tracking Field for drug screen process, criminal Optional
background, & reference check completion a
checklist screen.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
APP023 Employment Applicant Tracking List the current exempt positions available & Optional
non-exempt pos. available by Div, dept. title,
req. #, PCN#, hiring manager, date req. #
approved/posted, and total # of candidate.
Total # of candidate Referred, date filled, # of
days it took to fill position name of candidate
who filled pos
APP024 Employment Applicant Tracking System provides report tracking all Optional
applications received in a calendar yr. i.e.
2006 that were not hired; & purges those
applications according to the record retention
law. Sys. Automatically purges all inactive
personnel records from system according to
record retention law. And provide a report of
purge.
APP025 Employment Applicant Tracking Ability to integrate applicant assessments Optional
from TPAs
APP026 Employment Applicant Tracking Ability to interface with recruitment vendors Optional
to post positions
APP027 Employment Applicant Tracking Tailor the requisition/selection process to Optional
different type of positions (exempt vs. non-
exempt, pools where there are multiple
openings for a position) & hiring processes
APP028 Employment Applicant Tracking Systematically notify hiring manager of job Optional
requisition status
APP029 Employment Applicant Tracking Interview process Optional
APP030 Employment Applicant Tracking Allow applicant to check status of application Optional
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
APP031 Employment Applicant Tracking Allow applicant to update status of Optional
application
APP032 Employment Applicant Tracking Identify recruitment source(s) of applicant Optional
APP033 Employment Applicant Tracking Ability to interface with TPAs involved in Optional
selection process
APP034 Employment Applicant Tracking Track & automate employee referrals Optional
APP035 Employment Applicant Tracking System will have option to share/refer Optional
candidate to other recruiters/hiring managers
APP036 Employment Applicant Tracking Provide for configurable fields that can be Optional
pulled for reporting purposes
APP037 Employment Applicant Tracking Job matching for applicants Optional
APP038 Employment Applicant Tracking Automate new hire offer process including Optional
offer templates (varies according to position)
and new hire letters
APP039 Employment Applicant Tracking System will have option to share/refer Optional
candidate to other recruiters/hiring managers
APP040 Employment Applicant Tracking System will accept historical data from Optional
system we currently use.
APP041 Employment Applicant Tracking Limited access to certain user population Optional
APP042 Employment Applicant Tracking System should allow applicants to submit Optional
resume to multiple positions
APP043 Employment Applicant Tracking One resume submitted to each position. Optional
System should not allow an individual to
submit app to position multiple times.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
APP044 Employment Applicant Tracking Applicants scores should be readily available Optional
in system (ex: scores on clerical tests)
APP045 Employment Applicant Tracking System should be able to safeguard sensitive Optional
data (e.g.,: social security #)
APP046 Employment Applicant Tracking System should allow applicants to choose Optional
what location in palm beach county they're
willing to work
APP047 Employment Applicant Tracking System should provide applicants with the Optional
option of defining minimum salary
requirements
APP048 Employment Applicant Tracking System should be able to handle high volume Optional
of applicants.
APP049 Employment Applicant Tracking Interview questions used by panels should be Optional
easily accessible.
FORM000 ER Form Management ER Form - ER requires automation of the following forms:
FORM001 ER Form Management Outside Employment Self help on-line access for employees to Required
Form complete the form
FORM002 ER Form Management Request for Donation On-line access for employees to request for Required
Leave Donation of Leave & forward electronically to
appropriate Management up to Clerk for
approval.
FORM003 ER Form Management Transfer/Promotion On-line access for employees to apply for Required
Application transfer/promotional opportunities
FORM004 ER Form Management Employment On-line processing of outside employment Required
Verification verification. Access for employees to give
electronic signature approval for request of
employment verification; i.e. mortgage,
School Board, AFLAC, Children& Families.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
FORM005 ER Form Management Employment On-line access to all managers to have ability Required
Requisition to create requisitions for open positions, with
electronic approval.
FORM006 ER Form Management W-4 On-line completion & auto processing to Required
payroll
HRINT000 HR Interface HR Interface - Banner HR/Finance currently interfaces with the following systems:
HRINT001 HR Interface First Advantage Ability to interface with First Advantage Required
(formally known as (formally known as Projectix), a separate
Projectix) application for applicant tracking.
HRINT002 HR Interface Compensation Ability to interface with Compensation Required
Manager Manager, a separate application for salary
planning.
HRINT003 HR Interface Performance Impact Ability to interface with Performance Impact, Required
a separate application for performance
appraisals
HRINT004 HR Interface Pathlore Ability to interface with Pathlore, the Clerk's Required
current Learning Management System
HRINT005 HR Interface Benefit Providers Ability to interface with benefit providers. Required
Examples that are subject to change: United
Health Care, Delta Dental, Ceridian, Standard
Life, Florida Retirement System, AFLAC
HRRPT000 HR Reporting Reporting - The Clerk's ER department office runs over 140 standards reports. Below are some key reports. Please indicate whether
or not the ERP application delivers the described report within the base product.
HRRPT001 HR Reporting Standard Monthly Turnover statistics - system generated report Required
Reports providing YTD monthly turnover stats
including number & percentage turnover,
number voluntary/involuntary, top voluntary
separation reasons, and summary totals;
system should be capable of providing trend
info. in turnover for evaluation purposes
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
HRRPT002 HR Reporting Standard Monthly Length of Tenure/Reason for Leaving - Required
Reports system generated report detailing separated
employee name, division/dept names, length
of tenure (based on current DOH), vol/invol
separation status, separation reason, and
summary stats by division for # of
separations, avg length of tenure, and top vol
separation reasons
HRRPT003 HR Reporting Standard Monthly Position Vacancies - system generated report Required
Reports by dept., detailing vacant PCNs with job
code, position title, position budget, YTD
budget expended, remaining position budget,
position class, position FTEs, vacancy date, #
of days position vacant and last incumbent in
position; both ER & managers should be able
to run report on demand; should have
capability to run report at a particular point
in time
HRRPT004 HR Reporting Standard Monthly Introductory Status - system generated report Required
Reports by dept. detailing employees reaching the
completion of 90 day introductory period;
include employee name, DOH, and
introductory period completion date; system
should be capable of sending alert via e-mail
directly from HRIS system to manager
notifying manager of req. actions
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
HRRPT005 HR Reporting Standard Monthly LTD Eligibility - system generated report Required
Reports listing benefit elig. employees reaching 1 year
of service; includes employee name, home
address, and DOH; option should be
available to interface report with e-mail
system to alert employee of eligibility & send
insurance cert. to eligible employees
HRRPT006 HR Reporting Standard Monthly Sixty Day Post Hire Orientation Follow-up - Required
Reports system generated report of employees
reaching 60 days of employment (survey
follow-up); includes 60 days from hire date,
dept., employee name, title, and DOH; system
should offer option of sending survey link to
employees via e-mail when report is
generated
HRRPT007 HR Reporting Standard Monthly Employee Birthday List - system generated Required
Reports report of employees by birth month; includes
birthdate (month & day), employee name and
home address; option should be available to
prepare mailing envelopes directly from
report writer
HRRPT008 HR Reporting Standard Monthly Docket & Ledger Shining Staff - system Required
Reports generated reports listing service anniversaries
(name & dept.), retirements (name, dept., yrs
of svc., and retirement date), promotions
(name, from/to titles, dept.), and educational
degrees earned (name, dept., degree)
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
HRRPT009 HR Reporting Standard Monthly Position control reports - includes dept., PCN, Required
Reports job code, position title, position budget, FTE,
incumbent name (or "vacant" if position not
filled), DOH, employee class, pay grade, and
employee salary (both hourly & annual for
non exempt)
HRRPT010 HR Reporting Standard Quarterly Salary & education report for managers, Required
Reports supervisors, and executive staff
HRRPT011 HR Reporting Standard Quarterly Turnover category report Required
Reports
HRRPT012 HR Reporting Standard Quarterly Turnover % for Top Performers Required
Reports
HRRPT013 HR Reporting Standard Quarterly Hearing impaired Employee Report Required
Reports
HRRPT014 HR Reporting Standard Quarterly Quarterly Turnover by Division stats. Required
Reports
HRRPT015 HR Reporting Standard Quarterly Foreign Language Translation Skills Report Required
Reports
HRRPT016 HR Reporting Standard Quarterly Employee Count by Department Required
Reports
HRRPT017 HR Reporting Standard Semi- Absenteeism Rate Statistical Report Required
Annual Reports
HRRPT018 HR Reporting Standard Semi- EEO Demographic Statistical Report Required
Annual Reports
HRRPT019 HR Reporting Standard Semi- Employee Education Report Required
Annual Reports
HRRPT020 HR Reporting Standard Semi- Max of Paygrade Report Required
Annual Reports
HRRPT021 HR Reporting Standard Semi- Below Market Point Report Required
Annual Reports
HRRPT022 HR Reporting Standard Semi- Exit Questionnaire Response Report Required
Annual Reports
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
HRRPT023 HR Reporting Standard Semi- Job Classifications by PA Form Report Required
Annual Reports
HRRPT024 HR Reporting Standard Semi- Length of Tenure/Reason for Leaving Required
Annual Reports
HRRPT025 HR Reporting Standard Semi- Medical Accommodations Required
Annual Reports
HRRPT026 HR Reporting Standard Semi- PA Ratings by Division Report Required
Annual Reports
HRRPT027 HR Reporting Standard Semi- PA Worksheet - to perform hypothetical cost Required
Annual Reports analysis for PA increases
HRRPT028 HR Reporting Standard Semi- PA Rebuttal Log Required
Annual Reports
HRRPT029 HR Reporting Standard Semi- Employee PA Ratings Under 2.0 Required
Annual Reports
HRRPT030 HR Reporting Standard Semi- Employee PA Ratings 2.60 or Greater Required
Annual Reports
HRRPT031 HR Reporting Standard Semi- Semi-Annual Summary of Compensation Required
Annual Reports Activity
HRRPT032 HR Reporting Standard Semi- Safety Sensitive Employee Report Required
Annual Reports
HRRPT033 HR Reporting Standard Semi- Turnover by Division Required
Annual Reports
HRRPT034 HR Reporting Standard Semi- Turnover by Division/Department Required
Annual Reports
HRRPT035 HR Reporting Standard Semi- Employees by Supervisor Rpt (for transcript Required
Annual Reports distribution)
HRRPT036 HR Reporting Standard Annual Administrative Assistant Compensation Required
Reports Report
HRRPT037 HR Reporting Standard Annual Average Rate of Pay by Division & FLSA Required
Reports Status
HRRPT038 HR Reporting Standard Annual Clerk Zone Movement Report Required
Reports
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
HRRPT039 HR Reporting Standard Annual Deputy Clerk Employee Report Required
Reports
HRRPT040 HR Reporting Standard Annual DROP Eligibility Projection Report Required
Reports
HRRPT041 HR Reporting Standard Annual Employee Professional Certifications Rpt Required
Reports
HRRPT042 HR Reporting Standard Annual Employee Rehire Rpt Required
Reports
HRRPT043 HR Reporting Standard Annual Service Award Recipient Rpt Required
Reports
HRRPT044 HR Reporting Standard Annual Insurance Plan Census Rpts Required
Reports
HRRPT045 HR Reporting Standard Annual Length of Tenure/Reason for Leaving Rpt Required
Reports
HRRPT046 HR Reporting Standard Annual New Hire Turnover Within 90 Days by Div. Required
Reports
HRRPT047 HR Reporting Standard Annual Turnover by Division Required
Reports
HRRPT048 HR Reporting Standard Annual Turnover by Division/Department Required
Reports
HRRPT049 HR Reporting Standard Annual Personalized Statement of Combined PA Required
Reports Increases
HRRPT050 HR Reporting Standard Annual Reports for Compliance Training - Ethics, Required
Reports FMLA
HRRPT051 HR Reporting Standard Biennial EEO-4 Report Required
Reports
HRRPT052 HR Reporting Ad Hoc Reporting System report writer should have capability Required
to produce reports with multiple criteria and
be capable of cross-referencing a variety of
data; management access based on set up by
organization groups
HRRPT053 HR Reporting Ad Hoc Reporting Temporary Employees Report Required
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
HRRPT054 HR Reporting Ad Hoc Reporting Salary at point in time report Required
HRRPT055 HR Reporting Ad Hoc Reporting Classification effective date/point in time Required
HRRPT056 HR Reporting Ad Hoc Reporting Terminations - specified time period Required
HRRPT057 HR Reporting Ad Hoc Reporting Organization charts Required
REW000 Rewards/ Rewards/Recognition - The Clerk's office tracks employee rewards and recognitions.
Recognition
REW001 Rewards/ Info Management Tracking issuance of awards/pins Required
Recognition
REW002 Rewards/ Info Management Tracking of participation in teams Required
Recognition
RSK000 Risk Management Risk Management - The Clerk's office tracks ergonomic and work schedule accommodations.
RSK001 Risk Management Ergonomic Fields for tracking ergonomic Required
Accommodations accommodations such as providing
ergonomic chair, adapted keyboard or mouse
pad, or foot stool; include fields for
accommodation date from/to, medical
condition, and equipment type
RSK002 Risk Management Work Schedule Fields for tracking reduced work schedule Required
Accommodations including accommodation date from/to and
reason for accommodation
HRSEC000 Security/ HR Security/Administration - The ERP application should accommodate appropriate security configuration levels.
Administration
HRSEC001 Security/ Employee Access HR View Access Required
Administration
HRSEC002 Security/ Employee Access Mgr/Supv View Access Required
Administration
HRSEC003 Security/ Employee Access Employee View Access Required
Administration
HRSEC004 Security/ Employee Access Role based security Required
Administration
HRSS000 Self Service/Employee Self Service/Employee Kiosks - An ERP application should allow access via web and kiosks to view and update appropriate
Kiosks information.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
HRSS001 Self Service/Employee Employee View Read-Write capability to address, phone Required
Kiosks numbers, W-4 status, emergency contacts,
benefit selections; read capability to
compensation information, service dates
HRSS002 Self Service/Employee Employee Entry Online exit interview process Required
Kiosks
HRSS003 Self Service/Employee Employee Entry Employees should be able to update Required
Kiosks knowledge, skills, and abilities online
HRSS004 Self Service/ Reports Management staff should have a library of Required
Employee Kiosks reports or ad hoc reporting capability to run
on-demand reports
HRSS005 Self Service/ Training Provide FAQs and tutorials/training for Required
Employee Kiosks employees using self-service
HRSS006 Self Service/ Employee Entry Employees should be able to update/change Required
Employee Kiosks W4, direct deposit, emergency contact,
address information online
HRSS007 Self Service/ Employee Entry Employees should be able to view online W2 Required
Employee Kiosks and benefit statements
HRSS008 Self Service/ Employee Entry Employees should be able to nominate Optional
Employee Kiosks employees for various awards via online
forms (ACE & Raving Fans)
TRN000 Training Training - The Clerk's Office offers professional growth opportunities for all employees through its Training and Development
Department. Training and Development supports The Clerk's commitment to increase individual and organizational knowledge
through planning, implementing and administering training in the following areas: Leadership and Management Development,
General Development, Professional Development, Support Staff Development, Technical Skills Development, On-the-Job Training
and Development.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
TRN001 Training Employee Info Any personnel changes (e.g., new EE, changes Required
in EE status, new student intern, EE
promotion, EE termination, etc.) will update
the LMS system on a nightly basis
TRN002 Training Recognition-Svc. Produce report for EEs recognized for years Required
Awards of service
TRN003 Training Onboarding Process Automate onboarding checklist and processes Required
where possible (e.g., email new employee
electronic policies instead of manual step)
TRN004 Training Recognition-Perf. Produce report for EEs recognized for Required
Attend. designated year(s) of attendance
TRN005 Training Performance Track EE Competencies Required
Appraisals
TRN006 Training Employee Track degrees, certifications, etc. Required
Development
TRN007 Training Wellness Track wellness/awareness training (e.g., Required
Trg./Awareness Pandemic Overview)
TRN008 Training Tuition Program Track pre-post approvals, courses completed, Required
degree achieved
TRN009 Training Clerk's Academy Monitor career paths Required
TRN010 Training Clerk's Academy Support Succession planning Required
TRN011 Training Clerk's Academy Track IDP (Individual Dev. Plans) Required
TRN012 Training Compliance Training Track mandatory compliance courses Required
TRN013 Training Contracts Track contracts and support ability to attach Required
contracts (e.g., Achieve Global,
WorkplaceAnswers, Knowledgepoint, HR
Classroom, Pathlore, elementK)
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
TRN014 Training Employee Info For certain courses taken, if an EE leaves Required
within 1 year, the EE has an obligation to pay
the course cost back on a pro-rata basis.
Automate this process to calculate the pro-
rated amount due and send info to payroll to
process.
TRN015 Training Employee Info After an EE completes a course, update EE Required
profile with appropriate training credits.
TRN016 Training Team Membership Manage teams and team memberships (e.g., Required
CORPSS - Clerk's Orientation Representative
to Promote Superior Service)
TRN017 Training Training Needs Support analysis of employee development & Required
Survey curriculum needs
TRN018 Training Employee Opinion Track EE opinion survey results, stats, action Required
Survey plans
TRN019 Training Assessments Track results of Assessments taken (e.g., Required
Predictive Index, Profile XT, etc.)
TRN020 Training Assessments Track results of 60-day post hire assessment Required
TRN021 Training Administrative/Mana Analyze effectiveness of corporate learning Required
gement Functionality strategy through LMS reports
TRN022 Training Administrative/Mana Analyze student training gaps Required
gement Functionality
TRN023 Training Administrative/Mana Assign curriculums or courses to individuals Required
gement Functionality or groups
TRN024 Training Administrative/Mana Assign resources to courses Required
gement Functionality
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
TRN025 Training Administrative/Mana Build course components Required
gement Functionality
TRN026 Training Administrative/Mana Configure to align with business rules via Required
gement Functionality user-defined fields in database
TRN027 Training Administrative/Mana Create and manage groups and curriculums Required
gement Functionality
TRN028 Training Administrative/Mana Create course catalogs Required
gement Functionality
TRN029 Training Administrative/Mana Create course templates and classes Required
gement Functionality
TRN030 Training Administrative/Mana Create multiple security profiles based on Required
gement Functionality static or dynamic groups
TRN031 Training Administrative/Mana Define resource groups or pools for easier Required
gement Functionality workflow
TRN032 Training Administrative/Mana Link courses to skill Required
gement Functionality
TRN033 Training Administrative/Mana Localize user interface for multiple languages Required
gement Functionality
TRN034 Training Administrative/Mana Manage administration and reporting via Required
gement Functionality web-accessible interface
TRN035 Training Administrative/Mana Manage or assign resource items (projectors, Required
gement Functionality instructors, etc.)
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
TRN036 Training Administrative/Mana Manage wait lists Required
gement Functionality
TRN037 Training Administrative/Mana Schedule resources with classes Required
gement Functionality
TRN038 Training Administrative/Mana Sequence content objects Required
gement Functionality
TRN039 Training Administrative/Mana Set up approvers (other than direct Required
gement Functionality supervisor)
TRN040 Training Administrative/Mana Use system for conflict checking (eligibility, Required
gement Functionality instructor, resources, time, etc.) and
notification
TRN041 Training Administrative/Mana Blend courses and curriculums Required
gement Functionality
TRN042 Training Administrative/Mana Manage reusable learning objectives (RLOs) Required
gement Functionality
TRN043 Training Administrative/Mana Track content object completion Required
gement Functionality
TRN044 Training Administrative/Mana Construct and deconstruct Content Library Required
gement Functionality using imported content objectives
TRN045 Training Administrative/Mana Deliver blended learning (online, classroom, Required
gement Functionality virtual classroom, offline resources)
TRN046 Training Administrative/Mana Incorporate instructor-led & self-paced Required
gement Functionality content objects (no differentiation) for true
blended learning
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
TRN047 Training Administrative/Mana Utilize content objectives as pre-tests/course Required
gement Functionality requirements
TRN048 Training Administrative/Mana Analyze and report on skills and Required
gement Functionality competencies
TRN049 Training Administrative/Mana Analyze student skills gaps Required
gement Functionality
TRN050 Training Administrative/Mana Manage competency models Required
gement Functionality
TRN051 Training Administrative/Mana Provide competency-based decision support Required
gement Functionality for strategic initiatives such as succession
planning
TRN052 Training Administrative/Mana Batch Enrollment based on Manager, Job, Required
gement Functionality Organization, Domain, Group or Individual-
Selection
TRN053 Training Reporting Create custom reports using MS Reporting Required
Services or Crystal Reports
TRN054 Training Reporting Create regulatory compliance reports for Required
OSHA (Occupational Safety and Health
Administration), HIPAA, etc.
TRN055 Training Reporting Perform training gap analysis via web-based Required
Training Gap Analyzer reports
TRN056 Training Reporting Perform skills gap analysis via web-based Required
Gap Analyzer reports
TRN057 Training Reporting Contains Built-in Reporting Engine Required
TRN058 Training Correspondence Copy email correspondence to a secondary Required
address, i.e. manager
TRN059 Training Correspondence Fully integrate email alerts/notifications Required
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
TRN060 Training Correspondence Generate auto-correspondence, i.e. Required
enrollment confirmation, completion
certificates, etc.
TRN061 Training Security and Access Create flexible roles around organizational Required
Control domains
TRN062 Training Security and Access Define security at field level Required
Control
TRN063 Training Security and Access Utilize Domains to manage all user and Required
Control activity access
TRN064 Training Security and Access Utilize electronic signatures Required
Control
TRN065 Training Enterprise Integrate with other enterprise systems via Required
Integration (portals, batch imports/exports
ERP, HR, etc.)
TRN066 Training Enterprise Access client process directly via embedded Required
Integration (portals, urls
ERP, HR, etc.)
TRN067 Training Enterprise Integrate real-time embedded learning access Required
Integration (portals, and admin processes via Web Services
ERP, HR, etc.)
TRN068 Training Standards AICC (Aviation Industry Computer-Based Required
Compliance & Training Committee) Certified
Interoperability
TRN069 Training Standards SCORM (Sharable Content Object Reference Required
Compliance & Model) Certified
Interoperability
TRN070 Training Standards Interoperability with industry-leading Required
Compliance & packaged content providers (self-certified)
Interoperability
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
TRN071 Training Standards Certified interoperability with third-party Required
Compliance & skills dictionaries
Interoperability
TRN072 Training Web Site Configure which functions students are able Required
Configuration to access/view
TRN073 Training Web Site Create a look and feel that aligns with Required
Configuration corporate standards
TRN074 Training Web Site Localize user interface for multiple languages Required
Configuration
TRN075 Training Learning Center/ Access all enterprise learning via a single Required
Learner Mode Web interface
(Student Access)
TRN076 Training Learning Center/ Access easy-to-use, intuitive interface Required
Learner Mode
(Student Access)
TRN077 Training Learning Center/ Access training bulletins/news Required
Learner Mode
(Student Access)
TRN078 Training Learning Center/ Add self to database via Learning Center Required
Learner Mode
(Student Access)
TRN079 Training Learning Center/ Assign curriculum to self Required
Learner Mode
(Student Access)
TRN080 Training Learning Center/ Change password/personal data capability Required
Learner Mode
(Student Access)
TRN081 Training Learning Center/ Coordinate schedule easily with Outlook Required
Learner Mode Calendar integration
(Student Access)
TRN082 Training Learning Center/ Require students to complete course Required
Learner Mode evaluation before giving them credit
(Student Access)
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
TRN083 Training Learning Center/ Localize user interface for multiple languages Required
Learner Mode
(Student Access)
TRN084 Training Learning Center/ Perform training gap analysis Required
Learner Mode
(Student Access)
TRN085 Training Learning Center/ Proactively plan and manage career Required
Learner Mode development
(Student Access)
TRN086 Training Learning Center/ Review transcript, learning plan, training Required
Learner Mode calendar
(Student Access)
TRN087 Training Learning Center/ Self-register, cancel and wait-list via web- Required
Learner Mode based interface
(Student Access)
TRN088 Training Learning Center/ View course catalog Required
Learner Mode
(Student Access)
TRN089 Training Learning Center/ Collaborate with other students via chat Required
Learner Mode rooms
(Student Access)
TRN090 Training Learning Center/ Complete pre and post assessments Required
Learner Mode
(Student Access)
TRN091 Training Learning Center/ Launch and track online Learning Required
Learner Mode
(Student Access)
TRN092 Training Learning Center/ Receive immediate feedback from online Required
Learner Mode assessments
(Student Access)
TRN093 Training Learning Center/ Stop and resume started self-paced course Required
Learner Mode
(Student Access)
Revised 9/7/2006 Page 43 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
TRN094 Training Learning Center/ View blended course catalog Required
Learner Mode
(Student Access)
TRN095 Training Learning Center/ Perform skills gap analysis Required
Learner Mode
(Student Access)
TRN096 Training Learning Center/ Perform skills proficiency analysis Required
Learner Mode
(Student Access)
TRN097 Training Learning Center/ Perform skills profile/job analysis for career Required
Learner Mode planning
(Student Access)
TRN098 Training Learning Center/ View system-recommended training Required
Learner Mode interventions to achieve desired proficiencies
(Student Access)
TRN099 Training Learning Center/ Self-Reported Training Required
Learner Mode
(Student Access)
TRN100 Training Learning Center/ Multiple Views of Training Activities Required
Learner Mode
(Student Access)
TRN101 Training Manager Center/ Manage learning for direct and indirect Required
Manager Mode reports
(Manager Access)
TRN102 Training Manager Center/ View or modify transcripts, plans, or Required
Manager Mode registrations for students
(Manager Access)
TRN103 Training Manager Center/ Assess or compare skills for students Required
Manager Mode
(Manager Access)
TRN104 Training Manager Center/ View Team Training Expectations from Required
Manager Mode Manager Interface
(Manager Access)
Revised 9/7/2006 Page 44 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
TRN105 Training Learning Center/ Finalize registrations and content Required
Learner Mode -
Instructor
Functionality
TRN106 Training Learning Center/ Record completed training Required
Learner Mode -
Instructor
Functionality
TRN107 Training Collaboration Support Bulletins Required
TRN108 Training Collaboration Support News area Required
TRN109 Training Content Easily integrate courseware that complies Required
Management & with AICC or SCORM standards
Delivery
TRN110 Training Content Integrate any courseware/training material Required
Management & created with standard authoring tools, i.e.
Delivery Authorware
TRN111 Training Content Launch non-standards-compliant courseware Required
Management &
Delivery
TRN112 Training Evaluations/ Course/Class evaluations Required
Assessments
TRN113 Training Evaluations/ Enforce mastery of material before Required
Assessments completion credit is awarded
TRN114 Training Evaluations/ Ensure testing integrity through server-based Required
Assessments grading
TRN115 Training Evaluations/ Randomize presentation of test questions Required
Assessments from question banks
TRN116 Training Evaluations/ Utilize powerful, built-in assessment engine Required
Assessments to author evaluations and assessments
TRN117 Training Evaluations/ Utilize 360-degree assessments Required
Assessments
Revised 9/7/2006 Page 45 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
TRN118 Training Evaluations/ Create from Scratch Evaluation Questions Required
Assessments
TRN119 Training Evaluations/ Multi-Point Evaluation Opportunities Required
Assessments
TRN120 Training Advanced 100% Web Based Required
Functionality
TRN121 Training Advanced Integrated Skills Analysis Required
Functionality
TRN122 Training Advanced System has an integrated Report Manager Required
Functionality tool
VOL000 Volunteer Volunteer - The Clerk values the skills of our diverse community and has implemented a Volunteer Program. Volunteers are placed
in many different departments and provide a valuable service to our organization and the public. Clerk volunteers work alongside
employees, providing information and assistance to the public and performing duties such as filing, research and data entry.
Qualified volunteers may also provide specialized assistance in the areas of finance, human resources, communications, and
technology.
VOL001 Volunteer - School Credit Record student participation for school Required
Recruitment requirement
VOL002 Volunteer - Community Service Record participation for school or court Required
Recruitment requirement
VOL003 Volunteer - Event Volunteer Track vols. Recruited for a special event (pre-, Required
Recruitment during, post-)
VOL004 Volunteer - On Going Track regular service vols. weekly Required
Recruitment participation
VOL005 Volunteer - Seasonal Track regular service vols. seasonal Required
Recruitment participation
VOL006 Volunteer - One time Track one time event/project participation Required
Recruitment
VOL007 Volunteer - Employee's Child Track Child of Employee volunteer Required
Recruitment participation
VOL008 Volunteer - Telephone Contacts Tracking unsolicited inquiries from telephone Required
Recruitment
VOL009 Volunteer - How many "Hits" Track of promotional efforts Required
Recruitment
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
VOL010 Volunteer - How Referred Record how volunteer became aware of Required
Recruitment program
VOL011 Volunteer - Which Web Sites Record which websites post Clerk vol. Required
Recruitment opportunities
VOL012 Volunteer - Who Has Brochures Record who in community dispenses Clerk Required
Recruitment vol. brochures
VOL013 Volunteer - Track Efforts Track all recruitment methods Required
Recruitment
VOL014 Volunteer - Target markets Allow for sort capabilities to allow specific Required
Recruitment population solicitation
VOL015 Volunteer - Variety of recruiters Track of who recruited individual to Clerk's Required
Recruitment program
VOL016 Volunteer - Age Limitations Allow for sort capabilities to allow specific Required
Recruitment population solicitation
VOL017 Volunteer - Prospects Track history of all prospects not just Required
Recruitment applicants
VOL018 Volunteer - Job Descriptions Track volunteer position description with Required
Recruitment preferred requirements
VOL019 Volunteer - Staff Needs Ability for self service vol recruitment Required
Recruitment Assessment
VOL020 Volunteer - Skills Required Ability to match skills with volunteer Required
Recruitment prospects
VOL021 Volunteer - Time Commitment Track vol. jobs with different time Required
Recruitment commitment
VOL022 Volunteer - Physical Track vol. jobs that demand specific physical Required
Recruitment Requirements requirements
VOL023 Volunteer - Locations for Service Track variety of sites including home (virtual Required
Recruitment volunteers)
VOL024 Volunteer - Outreach/Booth Ability for technology/system (kiosks) to Required
Recruitment Mobility input data from field
VOL025 Volunteer - Benefits Track list of privileges specific to volunteers Required
Recruitment
Revised 9/7/2006 Page 47 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
VOL026 Volunteer - Date of Orientation Track date of volunteer participation in Required
Orientation orientation
VOL027 Volunteer - By Whom Track orientation instructor's name Required
Orientation
VOL028 Volunteer - Location Track place where orientation was delivered Required
Orientation
VOL029 Volunteer - Duration Track time commitment involved with Required
Orientation orientation
VOL030 Volunteer - Credits Track school credit for participation hours Required
Orientation
VOL031 Volunteer - Refresher Date Track scheduled date for recommended Required
Orientation refresher course
VOL032 Volunteer - Method of Delivery Track orientation instructor, CD-ROM, video, Required
Orientation on-line
VOL033 Volunteer - Others present Ability for class roster to link each participant Required
Orientation for cross reference
VOL034 Volunteer - Online Track on-line delivery with verification of Required
Orientation completion
VOL035 Volunteer - Survey Completed Track record of evaluation or survey Required
Orientation completed and collected
VOL036 Volunteer - Privacy Issues Describe what safeguards are in place for Required
Application electronic files
VOL037 Volunteer - Filing Space Describe storage capacity of electronic files Required
Application
VOL038 Volunteer - Where to Get Ability to download application and enter Required
Application Application online
VOL039 Volunteer - Availability Ability to report vols. availability to be Required
Application compared with jobs
VOL040 Volunteer - Skills Ability to report vols. skills, interests, and Required
Application languages to be compared with jobs
VOL041 Volunteer - Prerequisites Track minimum requirements for Required
Application consideration
Revised 9/7/2006 Page 48 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
VOL042 Volunteer - Direct to Mgr. Dept.Ability for workflow to submit vol Required
Application application directly to mgr. or dept.
VOL043 Volunteer - Location Specific Ability for workflow to route based on vols. Required
Application interested in spec locations
VOL044 Volunteer - Position Specific Ability for workflow to route based on vols. Required
Application interested in spec positions
VOL045 Volunteer - Parental Consent Link to youth volunteer for liability Required
Application protection
VOL046 Volunteer - Electronic Version Provide application in electronic format via Required
Application email
VOL047 Volunteer - Photo Image Release Track applicant Record of Receipt Required
Application
VOL048 Volunteer - Interactive/Self Post application online for self service data Required
Application Service entry
VOL049 Volunteer - Percent Placed Track % of applicants actually placed Required
Application
VOL050 Volunteer - Training Date of Training Track date of volunteer participation in Required
Training
VOL051 Volunteer - Training Dept. Specific Track departments that offer specialized Required
training
VOL052 Volunteer - Training Certifications Track volunteer's certifications existing or Required
earned through Clerk
VOL053 Volunteer - Training Skills obtained Track volunteer's skills existing or earned Required
through Clerk
VOL054 Volunteer - Training Cross Trained What other departments can utilize services Required
VOL055 Volunteer - Interview Who Track who conducted the interview Required
VOL056 Volunteer - Interview Method/How Track method of interview - Telephone? Required
Panel? Off-site?
VOL057 Volunteer - Interview Questionnaire Ability for an interactive - self service Required
questionnaire
Revised 9/7/2006 Page 49 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
VOL058 Volunteer - Interview Responses Record how volunteer responded to Required
interview questions
VOL059 Volunteer - Interview Recommendation Track recommendation (What did the Required
interview determine?)
VOL060 Volunteer - Interview Location of Interview Track interview location - At vol. fair? At Required
branch? Telephone?
VOL061 Volunteer - Interview Date Track date of interview Required
VOL062 Volunteer - Interview Time Track time of interview Required
VOL063 Volunteer - Interview Potential Resource Track volunteer capabilities Required
VOL064 Volunteer - Interview Future Consideration Track future consideration - Asset to Required
organization? Now? Later?
VOL065 Volunteer - Value Per Hour Track monetary value of service per hour Required
Added Service
VOL066 Volunteer - Value Per Day Report on monetary value of service per day Required
Added Service
VOL067 Volunteer - Value Per Week Report on monetary value of service per week Required
Added Service
VOL068 Volunteer - Value Per Month Report on monetary value of service per Required
Added Service month
VOL069 Volunteer - Value Per Year Report on monetary value of service per year Required
Added Service
VOL070 Volunteer - Value Year to Date Report on monetary value of service YTD Required
Added Service
VOL071 Volunteer - Value Compared to Goal Report on monetary value of service Required
Added Service compared to annual goal
VOL072 Volunteer - Value By Dept. Report on monetary value of service by Required
Added Service department
VOL073 Volunteer - Value By Location Report on monetary value of service by Required
Added Service volunteer classification
Revised 9/7/2006 Page 50 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
VOL074 Volunteer - Value By vol classification Report on monetary value of service per vol Required
Added Service classification
VOL075 Volunteer - Value Placed vs. Requested Report on % of staff requests filled with Required
Added Service volunteers
VOL076 Volunteer - Reference By Whom Track person who checks the references of Required
Check volunteers
VOL077 Volunteer - Reference Database of reference Track references for future checks Required
Check contacts
VOL078 Volunteer - Reference Who else by same Ability to report vols. with common reference Required
Check reference
VOL079 Volunteer - Reference Contact Method Track methods of contacting references: Required
Check phone, e-mail, letter
VOL080 Volunteer - Reference Results Track feedback from references Required
Check
VOL081 Volunteer - Reference Disqualifying factors Track factors that eliminate a prospect from Required
Check consideration
VOL082 Volunteer - Reference Remote Access Data Ability to record reference feedback from the Required
Check Entry field and/or on the road
VOL083 Volunteer - Reference Verified Ability to track a verified reference Required
Check
VOL084 Volunteer - Reference Disputed Ability to track a disputed reference Required
Check
VOL085 Volunteer - Reference Multiple Entries Capacity for multiple references Required
Check
VOL086 Volunteer - Evaluation Score Track results of volunteer evaluation Required
VOL087 Volunteer - Evaluation Recommendation Track evaluation recommendation Required
VOL088 Volunteer - Evaluation Feedback Track feedback results of evaluation Required
VOL089 Volunteer - Evaluation Reassignment Track renewal of placement Required
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
VOL090 Volunteer - Evaluation Reviewer Track who conducted evaluation Required
VOL091 Volunteer - Evaluation Method Track method for evaluating volunteers Required
VOL092 Volunteer - Evaluation 360 Degree Input Ability to record 360 degree input of vol Required
VOL093 Volunteer - Evaluation Last Review Track date of last review Required
VOL094 Volunteer - Evaluation Next Review Track date of next review Required
VOL095 Volunteer - Evaluation Goals Track goals to work on by next review Required
VOL096 Volunteer - Evaluation Hours Earned Track time sheets for appraisal period Required
VOL097 Volunteer - Evaluation Absences Track number of absences Required
VOL098 Volunteer - Screening Fingerprints Track fingerprint requirement for vol position Required
Required
VOL099 Volunteer - Screening Fingerprints Track completion of fingerprint collection Required
Collected completed within vol's record
VOL100 Volunteer - Screening Drug Test Required Track drug test requirement for vol position Required
VOL101 Volunteer - Screening Drug Test Collected Track completion of drug test completed Required
within vol's record
VOL102 Volunteer - Screening Cleared Track if vol passed screening requirements Required
VOL103 Volunteer - Screening Failed Track if vol failed screening requirements Required
VOL104 Volunteer - Screening Released Track if vol removed from consideration Required
VOL105 Volunteer - Screening Placed Track if vol forwarded to department for Required
placement
Revised 9/7/2006 Page 52 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
VOL106 Volunteer - Screening Date of Screening Track date of volunteer was screened Required
VOL107 Volunteer - Screening Location of Screening Track place where volunteer was screened Required
VOL108 Volunteer - Screening Screener Track who performed screening Required
VOL109 Volunteer - Screening Cost Track costs Required
VOL110 Volunteer - Screening Method of Collection Track method of collection - County Required
fingerprint service
VOL111 Volunteer - Years of Service Track start date & prompt awards Required
Recognition
VOL112 Volunteer - Awards Received Report on awards earned by volunteer Required
Recognition
VOL113 Volunteer - Birthday Card Generate vol birthdate and card Required
Recognition
VOL114 Volunteer - Vol Apprec. Week Track vol appreciation week participation Required
Recognition
VOL115 Volunteer - Shirt Track shirt size and who has one Required
Recognition
VOL116 Volunteer - Certificate Track if vol received certificate Required
Recognition
VOL117 Volunteer - Pin Track if vol received Milestone award Required
Recognition
VOL118 Volunteer - Dept. Award Track department recognition received Required
Recognition
VOL119 Volunteer - Org. Award Track organization recognition received Required
Recognition
VOL120 Volunteer - Natl. Award Track national recognition received Required
Recognition
VOL121 Volunteer - Automated Thank Produce tickler file for generating Thank You Required
Recognition You notes for vols.
Revised 9/7/2006 Page 53 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
VOL122 Volunteer - Breakfast Track RSVP record of vol participation in Required
Recognition annual event
VOL123 Volunteer - Approval I.D. Track receipt of ID Required
VOL124 Volunteer - Approval Placement Letter Generate letter to volunteer to confirm Required
volunteer participation
VOL125 Volunteer - Approval Notice to Generate letter to departments to confirm Required
Departments volunteer participation
VOL126 Volunteer - Approval Level of Clearance Track clearance & restrictions on volunteer Required
VOL127 Volunteer - Approval Period of Approval Track length of time approval is good for Required
VOL128 Volunteer - Approval Conditions Track any specific conditions of approval Required
placed on volunteer
VOL129 Volunteer - Approval Database of rejected Ability to search database for rejected Required
applicants
VOL130 Volunteer - Approval Rejection Letter Generate letter to reject volunteer Required
participation
VOL131 Volunteer - Approval Approved By Track authorizing professional Required
VOL132 Volunteer - Approval Date Approved Track date volunteer was cleared to Required
participate
VOL133 Volunteer - Retention Years of Service Track years served Required
VOL134 Volunteer - Retention % Retained Report on the number of volunteers returning Required
for another year
VOL135 Volunteer - Retention % Lost Report on the number of volunteers not Required
returning for another year
VOL136 Volunteer - Retention % New Report on the new volunteers compared to Required
existing pool
VOL137 Volunteer - Retention % Hired as Report on the number of volunteers hired into Required
Employees paid positions
Revised 9/7/2006 Page 54 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
IT000 Information Information Technology - Items relating to application security, compliance, and compatibility. As a general rule, the ERP application
Technology is expected to work with all currently-supported versions of all third party software.
IT001 Information General Features Clerk typically deploys four environments in Required
Technology support of critical applications: Development,
Quality Assurance (QA), Production, and
Contingency (DR). Does your application
licensing allow for these other non-
production environments to be setup at no
additional charge? Please describe.
IT002 Information General Features Does your product provide the IT department Required
Technology with the necessary version control software
and licenses to manage, merge, test, migrate,
and integrate any version/release upgrades of
application software?
IT003 Information General Features Is your product client capable of being run Required
Technology entirely from within a web browser? Please
describe
IT004 Information General Features Ability to automatically failover every Required
Technology component of your application in a hot-
standby mode. Please describe.
IT005 Information General Features Ability to create ad-hoc reports/queries Required
Technology (requiring input of user parameters) with the
same look and feel as reports delivered with
the base product
IT006 Information General Features Describe your software's ability to support Required
Technology archiving/purging of individual, project-
specific data from all relevant system
modules subject to Federal and State record
management procedures.
IT007 Information General Features Describe your software's ability to Required
Technology incorporate workflow functionality.
Revised 9/7/2006 Page 55 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
IT008 Information General Features Does your software provide workflow
Technology development tools, including:
IT009 Information General Features - Graphical business process design Optional
Technology
IT010 Information General Features - Ability to modify existing workflow Optional
Technology processes or define additional business
processes from scratch.
IT011 Information General Features - Ability to define role-based approval Optional
Technology workflows with thresholds and alternate
approvers.
IT012 Information General Features - Ability to design user notifications/alerts Optional
Technology using worklist hyperlinks that will take the
user directly to the page/panel where the
work is performed.
IT013 Information General Features - Ability to design email notifications/ alerts. Optional
Technology
IT014 Information General Features Describe how your software tracks Required
Technology documents submitted for approval and
review with a time/date stamp.
IT015 Information General Features Describe how your software applies Required
Technology electronic approval and/or digital signatures
for various documents.
IT016 Information General Features Describe the tools (i.e. programming Required
Technology language, compilers, etc.) delivered with your
software that would enable IT to develop
program customizations, add/modify
executable code, and make changes to system
control/transaction table structures.
IT017 Information General Features Describe any sizing/scalability limitations in Required
Technology your ERP software.
Revised 9/7/2006 Page 56 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
IT018 Information General Features Describe your company's software upgrade Required
Technology development cycle (i.e. current version and
roadmap for new releases/upgrades).
IT019 Information General Features Describe the product support options offered Required
Technology by your company, including
processes/frequency for communicating and
distributing software
patches/fixes/enhancement bundles.
IT020 Information General Features Describe how your software Required
Technology patches/fixes/enhancement bundles comply
with Microsoft Security Compliances.
IT021 Information General Features Describe how your ERP software provides Required
Technology the ability to easily (visually) differentiate the
user interface appearance between separate
environments.
IT022 Information Documentation Product is delivered with full system Required
Technology documentation.
IT023 Information Documentation Product is delivered with administrator's Required
Technology guide. Please provide a sample.
IT024 Information Documentation Product is delivered with user's guide. Please Required
Technology provide a sample.
IT025 Information Documentation Product is delivered with install guide. Required
Technology Please provide a sample.
IT026 Information Documentation Prior to a new application version release, Required
Technology release notes are available. Please provide a
sample and describe timing of availability
and method of distribution.
IT027 Information Documentation Provide administrator guide. Please provide Required
Technology a sample.
IT028 Information Documentation Provide administrator guide. Please provide Required
Technology a sample.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
IT029 Information Integration Is your product compatible with all currently- Required
Technology supported versions of your application's third
party software? If not, please describe.
IT030 Information Integration Has your product been configured to work Required
Technology with Kronos 5.1 or later, which Clerk uses?
Please describe.
IT031 Information Integration Has your product been configured to work Optional
Technology with reporting tool Crystal Reports XI or
higher, which Clerk uses? Please describe.
IT032 Information Integration Is your workflow compatible with Microsoft Required
Technology Outlook? If so, list the versions you support.
IT033 Information Integration Which data warehouse product(s) is your Optional
Technology application certified to work with? Please
describe.
IT034 Information Integration Clerk currently uses Veritas (Symantec) Data Required
Technology Backup technology and a SAN infrastructure
that allows for point-in-time (snapshot)
backups. Can these technologies be used to
backup and/or replicate your application
data? Please describe.
IT035 Information Integration Does your product integrate with BMC Optional
Technology Service Desk Express, which Clerk uses?
Please describe.
IT036 Information Integration Describe how your software integrates with Optional
Technology word processing, email, forms management,
spreadsheet, and presentation applications.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
IT037 Information Integration Describe how your software interfaces with Optional
Technology current printing tools: shared IP printers,
local printers (LPT1 or USB) & print to file as
well as future emerging technologies.
IT038 Information Operating System Is your product client capable of being run on Required
Technology Windows XP SP2 or higher? Please describe
IT039 Information Operating System Does your product integrate with the Required
Technology Microsoft Server 2003 Release 2 operating
system? Please describe.
IT040 Information Operating System Has your product been configured to work Required
Technology with VMWare and/or MS Virtual Server, both
of which Clerk uses? Please describe
IT041 Information Operating System Will your application run under the IBM AIX Optional
Technology 5.2 or higher server operating system?
Please describe.
IT042 Information Authentication Has your product been implemented in other Required
Technology organizations that use Windows Active
Directory Services (ADS)? Please describe.
IT043 Information Authentication Does your product integrate with the Required
Technology Microsoft Identity Integration Server (MIIS)
for user ID management? Please describe.
IT044 Information Authentication Does your product authenticate using the Required
Technology Microsoft Active Directory Application Mode
(ADAM)? Please describe.
IT045 Information Database Has your product been configured to work Optional
Technology Environment with Oracle 9i or higher, which Clerk uses?
Please describe.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
IT046 Information Database Has your product been configured to work Required
Technology Environment with Microsoft SQL 2005, which Clerk uses?
Please describe.
IT047 Information Storage Does your application support SAN data Required
Technology access via fiber channel or iSCSI? Please
describe.
IT048 Information Systems Has your product been configured to support Required
Technology Management the objectives of the Microsoft Operations
Framework, which Clerk uses? Please
describe.
IT049 Information Systems Has your product been configured to work Required
Technology Management with the Microsoft Operations Manager
(MOM) via direct interface or application
plug-in, which Clerk uses? Please describe.
IT050 Information Systems Has your product been configured to work Required
Technology Management with the Microsoft Systems Management
Server (SMS), which Clerk uses? Please
describe.
IT051 Information Security Can user authentication be passed through Optional
Technology your product to any 3rd Party Plug-Ins or
Add-Ons? Please describe
IT052 Information Security Ability to support access control via user id Required
Technology and password. Please describe.
IT053 Information Security Describe how your software inhibits the Required
Technology display of passwords whenever a user is
prompted to enter a password.
IT054 Information Security Ability to record all transactions with user ID Required
Technology and time stamp. Please describe.
IT055 Information Security Ability to provide a complete audit trail of all Required
Technology transactions. Please describe.
IT056 Information Security Ability to select transactions for auditing. Required
Technology Please describe.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
IT057 Information Security Ability to custom flag fields to be audited. Required
Technology Please describe.
IT058 Information Security Ability to support field level security. Please Required
Technology describe.
IT059 Information Security Ability to restrict screen or function access Required
Technology based on user level or group. Please describe.
IT060 Information Security Ability to support password changes directly Required
Technology by users as opposed to being centrally
performed by the security administrator.
Please describe.
IT061 Information Security Ability to automatically provide new users Required
Technology with log-in and user level access privileges
without the involvement of a security
administrator. Please describe.
IT062 Information Security Supports auto logoff of inactive users. Please Required
Technology describe.
IT063 Information Security Supports user controllable auto logoffs Required
Technology intervals. Please describe.
IT064 Information Security Ability to limit the number of unsuccessful Required
Technology password attempts. Please describe.
IT065 Information Security Ability to support on-line screens that Required
Technology maintain security levels and screen access
privileges. Please describe.
IT066 Information Security Supports the ability to modify an individual’s Required
Technology access privileges. Please describe.
IT067 Information Security Ability to provide a complete audit trail of all Required
Technology transactions entered including entry source
both at terminal ID and user ID. Please
describe.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
IT068 Information Security Ability for the system to provide an error log Required
Technology and user defined capability for reporting
from error log. Please describe.
IT069 Information Security Ability to force creation of a unique password Required
Technology each time the user is prompted to change the
password. Please describe.
IT070 Information Security Ability to provide for flexible security Required
Technology hierarchy, not constrained by reporting and
organizational structure. Please describe.
IT071 Information Security Describe how your software supports profile- Required
Technology based privileges such that database access
privileges may be assigned to a named
individual and collection of users having the
same functional role, class, or organization.
IT072 Information Security Describe your software's ability to generate Required
Technology alarms or alerts for security violations and
deliver them to appropriate personnel
remotely via voice/text.
PUR000 Procurement Procurement - Acquisition of goods or services at the best possible total cost of ownership, in the right quantity, at the right time, in
the right place for the direct benefit or use of the Clerk's office generally via, but not limited to a contract.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PUR001 Procurement Vendor File Allow vendors to register themselves via an Optional
Internet application process - This process
should allow the vendor to add or change
NIGP commodity codes and to update
address, telephone, fax, E-mail and web
address information. This temporary vendor
file will be kept to allow User Departments
and Purchasing buyers the ability to find a
vendor that will be able to supply a given
product or service. We need to be able to
infer information from this temporary file in
order to generate an electronic request to
create a permanent vendor file for use in a
purchase order or contract. We also need to
be able to use vendors in the temporary
vendor file in quick bids. The link from the
temporary vendor file to the permanent file
should be maintained as a cross reference.
Changes in the temporary file information
made by the vendor via the Internet can then
be submitted electronically for processing.
Vendors will not be able to update the
permanent vendor file directly without
review and approval by only those
responsible for the vendor file maintenance.
PUR002 Procurement Vendor File Allow User Departments to submit an Required
electronic request to add a vendor to the
vendor file for use in a decentralized
purchase order.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PUR003 Procurement Vendor File Allow for the processing of new vendors by Required
limited personnel in both the Finance and
Purchasing Departments.
PUR004 Procurement Electronic Allow for a multi level approval process for Required
Requisitions requisitions based on total estimated dollar
value.
PUR005 Procurement Electronic Allow for pre-encumbering requisition for Required
Requisitions centralized purchases-generated by
Purchasing Department.
PUR006 Procurement Electronic Pre-encumbering for decentralized purchases- Required
Requisitions generated by User Department
PUR007 Procurement Electronic Allow for non-pre-encumbering requisitions Optional
Requisitions to generate requests/estimates for multi-year
contracts. The shell of this document to be
generated based on existing contract for
renewals-the User Department will complete
document by indicating estimated usage by
contact line item.
PUR008 Procurement Electronic Allow for budget availability verification for Required
Requisitions pre-encumbering requisitions based on user-
defined budget control levels and established
authority for expenditure.
PUR009 Procurement Electronic Allow entry of one or more budget sources Required
Requisitions (account numbers) on the pre-encumbering
requisition
PUR010 Procurement Electronic Allow orders to be entered with a quantity, Required
Requisitions unit of measure and unit cost or by dollar
amount.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PUR011 Procurement Electronic Allow for linking of at least 99 account Required
Requisitions numbers for each pre-encumbering
requisition - account numbers can be linked
line by line or the order total can be prorated
based on a set percentage amount for each
account line (total of 100%). Account number
information must be stored and transferred
by the system to the encumbrance document
without intervention by a buyer. Allow for
account number changes by the User
Department or the Accounts Payable Section
without intervention by buyer.
PUR012 Procurement Electronic NIGP Commodity Code is used to track Required
Requisitions purchase history at class and subclass level -
We prefer not to have a unique commodity
code for every item purchased with the
exception of inventory items. User
Departments must be able to enter a unique
description/specification for each item
purchased and the manufacturer name and
number if known.
PUR013 Procurement Electronic Allow for entry of requisition by User Optional
Requisitions Department or Inventory Management.
PUR014 Procurement Electronic Ability to reference one or multiple shipping Required
Requisitions locations for entire order - also allow for one
shipping code per line of order.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PUR015 Procurement Electronic Automatic buyer assignment for pre- Required
Requisitions encumbering requisition should be based on
the issuing User Department/Organization -
Centralized (Purchasing Department) Buyers
are assigned to handle orders for one or more
User Departments or part of User
Department depending on its size.
PUR016 Procurement Electronic System should allow for decentralized buyers Required
Requisitions in a User Department.
PUR017 Procurement Electronic Allow for the re-assignment of a requisition Required
Requisitions to another buyer line by line or in its entirety.
PUR018 Procurement Electronic Allow for a printed requisition or buyer’s Required
Requisitions worksheet - unless the document and
attached specifications can easily be viewed
in its entirety online. Jumping from table to
table to find all the components of a
requisition online is unacceptable.
PUR019 Procurement Electronic Allow for the aging of pre-encumbering Required
Requisitions requisitions based on timing requirements to
process the order (timing requirements are
calculated by the dollar total of the
requisition).
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PUR020 Procurement Electronic Allow for buyer performance to be tracked Optional
Requisitions from the process date of a requisition to the
award date of the purchase order/contract
(need to be able to strike blocks of time when
we are waiting for the User Department to
respond or provide information-this process
must be fully automatic and linked to an
electronic/e-mail request/response system).
PUR021 Procurement Electronic Freeze requisition upon acceptance by Required
Requisitions system. Do not allow User Department to
modify a requisition without the knowledge
of the processing buyer.
PUR022 Procurement Electronic Allow a buyer to unfreeze a requisition line Required
Requisitions by line or in its entirety.
PUR023 Procurement Electronic Allow for Resource Manager approval of Required
Requisitions requisition
PUR024 Procurement Electronic Ability to set requisition to central purchase Required
Requisitions order tolerance percentage by line amount
rather than by total order.
PUR025 Procurement Electronic Ability to roll requisitions into the next fiscal Required
Requisitions year on a case by case basis
PUR026 Procurement Electronic Purchase Allow for multiple approvals based on dollar Required
Orders value of order.
PUR027 Procurement Electronic Purchase Allow for change order processing and Required
Orders tracking.
PUR028 Procurement Electronic Purchase Allow for vendor file information as of the Required
Orders order date to be stored with the order for
reporting purposes, e.g., M/WBE or small
business codes, etc.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PUR029 Procurement Electronic Purchase Allow for orders to be classified several ways Required
Orders by the buyer for reporting purposes, e.g., sole
source and/or emergency orders, confirming,
etc.
PUR030 Procurement Electronic Purchase Allow for the addition of freight (FOB Required
Orders Shipping Point or Destination).
PUR031 Procurement Electronic Purchase Allow for the actual percentage discount Required
Orders (50.75% or 33.333%) to be entered and applied
at the line or order level when list price is
entered as unit cost.
PUR032 Procurement Electronic Purchase Allow for Resource Manager approval for Required
Orders orders referencing multi-year contracts
PUR033 Procurement Electronic Receipt Of Clear all or line by line receiving. Required
Goods
PUR034 Procurement Electronic Receipt Of Allow for receiving by quantity or dollar Required
Goods amount.
PUR035 Procurement Electronic Receipt Of MSDS (Material Safety Data Sheet) receiving. Required
Goods
PUR036 Procurement Electronic Receipt Of Allow for entry of vendor performance Optional
Goods information at document level or line by line
PUR037 Procurement Electronic Receipt Of Allow for changes or corrections to be made Required
Goods to a receipt document through authorized
personnel.
PUR038 Procurement Multi-Year Distributed control of contracts based on the Required
Contracts/Pricing agency responsible for generating and
Agreements monitoring the contract.
PUR039 Procurement Multi-Year Multiple approval process to establish or Required
Contracts/Pricing change a contract.
Agreements
PUR040 Procurement Multi-Year Contract change order tracking. Required
Contracts/Pricing
Agreements
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PUR041 Procurement Multi-Year Allow for the vendor file information as of a Required
Contracts/Pricing contract start date to be stored with the
Agreements contract for reporting purposes, e.g., M/WBE
or small business codes, etc.
PUR042 Procurement Multi-Year Allow for contracts to be classified by the Required
Contracts/Pricing buyer as sole source, lease/rental agreements,
Agreements etc. for reporting purposes.
PUR043 Procurement Multi-Year NIGP Commodity Code is used to track Optional
Contracts/Pricing contract purchase history at class (three
Agreements digits) and subclass level (two digits)- We
prefer not to have a unique commodity code
for every item on a contract with the
exception of inventory items. The controlling
agency must be able to enter a unique
description for each contract item and a
manufacturer name and number. The item
descriptions entered will be contract specific.
PUR044 Procurement Multi-Year Ability to specify a manufacturer name and Required
Contracts/Pricing number for an item in a contract.
Agreements
PUR045 Procurement Multi-Year Ability to specify a catalog or manufacturer Required
Contracts/Pricing name for “discount from list” items - This
Agreements type of contract will be used when the item
quantity is too large to quote item by item as
in nuts and bolts or office supplies.
PUR046 Procurement Multi-Year Electronic ordering against contract pricing Required
Contracts/Pricing (fixed or a percentage discount from list
Agreements price) to be entered by User Department.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PUR047 Procurement Multi-Year Ability to track and total each renewal period - Required
Contracts/Pricing allow for a cumulative total for all renewal
Agreements periods in the contract.
PUR048 Procurement Multi-Year Ability to handle multi-vendor contracts. Required
Contracts/Pricing
Agreements
PUR049 Procurement Multi-Year Ability to handle primary and secondary Required
Contracts/Pricing vendors.
Agreements
PUR050 Procurement Multi-Year Ability to set and track authorized amount Required
Contracts/Pricing limits by vendor.
Agreements
PUR051 Procurement Multi-Year Ability to set and track authorized amount Required
Contracts/Pricing limits by User Department (limits are to be
Agreements based on and inferred from non-pre-
encumbering requisition total from the User
Department).
PUR052 Procurement Multi-Year Ability to locate a contract by contract Required
Contracts/Pricing description, item description, NIGP
Agreements commodity code, or vendor.
PUR053 Procurement Multi-Year Ability to cross reference an old contract to a Required
Contracts/Pricing new contract, e.g., this contact replaces:
Agreements XXXXXXXX or this contract is replaced by:
XXXXXXXX.
PUR054 Procurement Multi-Year Automatic notification for contract renewal Required
Contracts/Pricing process with the ability to set unique timing
Agreements for notification.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PUR055 Procurement Multi-Year Allow for the tracking of Revenue Generating Required
Contracts/Pricing Contracts by the agency with the authority to
Agreements issue the contract. It would be helpful to have
an anticipated revenue amount field/column
and have the system report revenue collected
to date for the contract.
PUR056 Procurement Multi-Year Ability to build and approve multi-year Required
Contracts/Pricing contracts/price agreements prior to the start
Agreements date and have them automatically roll into
the tables for use on that start date.
PUR057 Procurement Multi-Year Ability to lock descriptions, manufacturer Required
Contracts/Pricing name and number, unit of measure and cost
Agreements fields by commodity line for all or some lines
within multi-year contracts/price agreements
so they cannot be changed by the ordering
department/agency.
PUR058 Procurement Multi-Year Ability to view all agreements assigned to a Required
Contracts/Pricing vendor.
Agreements
PUR059 Procurement Electronic Bidding Generate bid from non-pre-encumbering and Optional
pre-encumbering electronic requisition, or
from an existing purchase order or multi-year
contract.
PUR060 Procurement Electronic Bidding Ability to generate simple or complex Optional
requests for quotation as well as formal bids
and requests for proposals.
PUR061 Procurement Electronic Bidding Ability to format bid items in lots or groups Optional
for a lot-by-lot award.
PUR062 Procurement Electronic Bidding Numbered terms and conditions (boiler plate) Optional
with dated version control.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PUR063 Procurement Electronic Bidding Ability to reference fixed terms and Optional
conditions in a bid base on current version
and the ability to customize and store a term
or condition as part of the bid.
PUR064 Procurement Electronic Bidding Generate an Internet bid/quote list with the Optional
associated fill-in-form and a place for
attachments. The bid form will be completed
by the bidding vendor.
PUR065 Procurement Electronic Bidding Allow space for vendor to submit multiple Optional
bids for each item.
PUR066 Procurement Electronic Bidding Allow space for vendor to mark a bid item - Optional
equal, alternate and allow the buyer to mark
the item not-equal.
PUR067 Procurement Electronic Bidding Allow for a vendor to bid a catalog or Optional
product line with a fixed discount percentage
for all items.
PUR068 Procurement Electronic Bidding Field to enter bid closing date and time and Optional
bid opening date and time.
PUR069 Procurement Electronic Bidding Automatic bid tabulation that will generate a Optional
recommended award for all-or-none or by
lot/group - must be able to override the
award recommendation - a reason for an
override must be entered and stored with the
bid.
PUR070 Procurement Electronic Bidding Ability to roll an award into a centralized or Optional
decentralized purchase order or a multi-year
contract.
PUR071 Procurement Electronic Bidding Ability to purge Bid Tracking Tables by Bid Optional
Creation Date
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PUR072 Procurement General Features Provide for the automated pre-encumbrance Required
of funds based on purchase requests and
convert to encumbrances upon issue of
purchase order(s).
PUR073 Procurement General Features Ability to transfer information from one Required
document to another in the transaction
chain/workflow - from purchase request to
purchase order to invoice payment.
PUR074 Procurement General Features Provide for the automatic generation of the Required
purchase order.
PUR075 Procurement General Features Provide for flexibility as to approvals Required
required for various commodity code
purchases, amount ranges, etc
PUR076 Procurement General Features Provide the ability to prioritize purchase Required
requests. Example, by date, amount of order,
lead time required for delivery
PUR077 Procurement General Features Provide for the transfer of information to Required
multiple purchase orders from a single bid
request.
PUR078 Procurement General Features Provision of cross referencing commodities Required
and commodity classifications with vendor
information.
PUR079 Procurement General Features Ability to track contract awards to MBE's Required
(Minority Business Enterprises) and small
businesses.
PUR080 Procurement General Features Provision for on-line aging reports of Required
purchase request status by division and
agent.
PUR081 Procurement General Features Provide a catalog of standard specifications Required
and bid files.
PUR082 Procurement General Features Provide Purchase Order and contract cross- Required
reference.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PUR083 Procurement General Features Transaction history by various combinations Required
of vendor, commodity, purchase order, other.
PUR084 Procurement General Features On-line generation of purchase orders to be Required
sent via e-mail or fax.
PUR085 Procurement General Features Back order tracking. Optional
PUR086 Procurement General Features Volume discount tracking. Required
PUR087 Procurement General Features Automatic Encumbrance through purchase Required
order and change order.
PUR088 Procurement General Features Encumbrance adjustment through revised Required
purchase order.
PUR089 Procurement General Features User defined controls that limit the amount Required
an account is over obligated if so permitted
PUR090 Procurement General Features Comparison reports that reflect budget, Required
encumbrances, expenses, and available
(unobligated) balance by account, at any
level.
PUR091 Procurement General Features Ability to make the system generated P.O. Required
number a secured field for only certain
people to enter.
PUR092 Procurement General Features Ability to track status of each requisition and Required
purchase order including sign-off dates.
(Provide the requestor the ability to track
their order through the system)
PUR093 Procurement General Features Ability to inquire by vendor name, vendor Required
number, commodity number or commodity
description, Federal ID, DBA name.
PUR094 Procurement General Features Ability to inquire into all transactions by Required
vendor name, type of contract, or any other
data element.
PUR095 Procurement General Features Track property being accounted for by a lease Required
purchase
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PUR096 Procurement General Features Ability to generate a fixed asset transaction or Required
record via the purchasing/payable
transactions.
PUR097 Procurement General Features Online reports with drill down capability Required
PUR098 Procurement General Features Purchase Orders by commodity inquiry Required
PUR099 Procurement General Features Purchase Orders by department/division Required
inquiry
PUR100 Procurement General Features Outstanding purchase orders by vendor Required
inquiry
PUR101 Procurement General Features Emergency purchase orders by number Required
inquiry
PUR102 Procurement General Features Ability to track approval of each purchase Required
order and approval dates when applied to a
document.
PUR103 Procurement General Features Ability to limit access to specific or general Required
users on a field by field basis or entire table
basis
PUR104 Procurement General Features Ability to notify registered vendors of Optional
upcoming Bids/RFPs by commodity code via
postcard prior to implementation of electronic
bidding.
PUR105 Procurement General Features Unlimited number of accounting lines on Required
requisitions and purchase orders
PUR106 Procurement General Features Ability to attach scanned documents such as Required
contracts, invoices, and packing lists. Types
of documents include images, Word
documents, and Excel documents.
EXP000 Expenditures & Expenditures & Disbursements - The Accounts Payable, Cash Disbursements, and Encumbrance System should be closely integrated.
Disbursements It is expected that these functions will be appropriately integrated with the procurement, budgeting , fixed asset and general ledger
functions. Vendor invoices will be entered on a daily basis to update an open item file. Checks are produced in standard voucher
form with a remittance advice identifying the items being paid. Cash and other discounts are entered with the invoice and are
recorded in the general ledger when taken. A memo account should be established to record discounts offered even though they were
not taken.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
EXP001 Expenditures & General Features Combine multiple invoices, regardless of Required
Disbursements fund, for the same vendor on one check and
itemize the invoices on the remittance advice.
EXP002 Expenditures & General Features Itemize invoices on a system generated Required
Disbursements remittance advice. Provide for standard or
specialized information on the check and
remittance advice.
EXP003 Expenditures & General Features Automatically generate checks and Required
Disbursements appropriate control lists.
EXP004 Expenditures & General Features Process and control voided checks. Required
Disbursements
EXP005 Expenditures & General Features Prevent printing blank, negative, or zero Required
Disbursements amount checks.
EXP006 Expenditures & General Features Withhold individual vouchers from payment. Required
Disbursements
EXP007 Expenditures & General Features Total disbursements or expenditures by fund Required
Disbursements specified reporting unit (a single check may
be chargeable to several funds).
EXP008 Expenditures & General Features Retain prior year's data for comparative Required
Disbursements reporting or inquiry.
EXP009 Expenditures & General Features Provide for editing of input data, rejection of Required
Disbursements on-line input, and error suspense of batch
input.
EXP010 Expenditures & General Features Ability to separate or batch vendor payments. Required
Disbursements
EXP011 Expenditures & General Features Accumulate year-to-date disbursements Required
Disbursements information for 1099 reporting requirements.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
EXP012 Expenditures & General Features Enter manually prepared checks into the Required
Disbursements system for inclusion in a separate check
register and automatic distribution into the
general ledger, and interface appropriate
description.
EXP013 Expenditures & General Features Enter vendor invoices and identify and reject Required
Disbursements duplications at the time of entering the
invoice.
EXP014 Expenditures & General Features Perform automated partial or complete Required
Disbursements liquidation of an encumbrance by payment
against a vendor invoice.
EXP015 Expenditures & General Features Maintain an open item file of unpaid vendor Required
Disbursements or invoices or contracts, with user-defined
sorting capability.
EXP016 Expenditures & General Features Provide for automatic restart procedures for Required
Disbursements the check printing process.
EXP017 Expenditures & General Features Individually select items to be paid and items Required
Disbursements to be withheld from payment for a particular
check run based on the availability of cash.
EXP018 Expenditures & General Features Make partial payments against a vendor Required
Disbursements invoice.
EXP019 Expenditures & General Features Report daily, weekly, or monthly future Required
Disbursements payment requirements schedules (cash
requirements reporting).
EXP020 Expenditures & General Features Generate accounts payable checks on a user Required
Disbursements defined schedule (e.g. daily, weekly, monthly
every other day, Mondays & Thursdays) or
on demand.
EXP021 Expenditures & General Features Update the general ledger expense account at Required
Disbursements the time of entering the receiving document.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
EXP022 Expenditures & General Features Easily handle "one-time" vendors, and then Required
Disbursements automatically drop them from the vendor file,
based on predetermined policy.
EXP023 Expenditures & General Features Process credit and debit memos to adjust the Required
Disbursements amount due if items are returned, or if an
invoice is incorrect.
EXP024 Expenditures & General Features Cross reference a purchase order and invoice Required
Disbursements for the same transaction when the identifying
numbers may be different for each document.
EXP025 Expenditures & General Features Process disbursements without a Required
Disbursements pre-requisite purchase order or contract.
EXP026 Expenditures & General Features Distribute an invoice amount to various Required
Disbursements accounts according to a percentage of the
invoice amount.
EXP027 Expenditures & General Features Discounts will be taken if the check date is the Required
Disbursements same as, or prior to, the discount due date;
however, an override condition should be
provided so that the discount can be taken
regardless of the discount due date.
EXP028 Expenditures & General Features Indicate in the vendor master file that the Required
Disbursements vendor is a critical vendor for scheduling
payments.
EXP029 Expenditures & General Features Pay all invoices due on or before a specified Required
Disbursements due date (with override capabilities), to defer
some payments, or pay some items with later
due dates.
EXP030 Expenditures & General Features Allow the entry of comments on the Required
Disbursements remittance advice.
EXP031 Expenditures & General Features Ability to change previously entered data; Required
Disbursements describe appropriate audit control features.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
EXP032 Expenditures & General Features Accumulate year-to-date purchases by Required
Disbursements vendor, bath fiscal and calendar year both
fiscal and calendar year basis.
EXP033 Expenditures & General Features Make partial payments for open invoices. Required
Disbursements
EXP034 Expenditures & General Features Provide for automatic distribution of the Required
Disbursements discounts actually taken during check writing
to the general ledger.
EXP035 Expenditures & General Features Check numbers assigned by the system Required
Disbursements should agree to the preprinted numbers.
Restart capability must be provided. Allow
for up to nine digits for check number.
EXP036 Expenditures & General Features Accommodate multiple invoices per check. Required
Disbursements
EXP037 Expenditures & General Features Store standard vendor information required Required
Disbursements during the check generation process.
EXP038 Expenditures & General Features Support the use of multiple bank accounts, Required
Disbursements including future payment requirements (for
cash management and forecasting
information).
EXP039 Expenditures & General Features Track individual invoices over a user Required
Disbursements specified limit.
EXP040 Expenditures & General Features Support both on-line and batch interface for Required
Disbursements data entry, editing, and inquiry.
EXP041 Expenditures & General Features Provide on-line inquiry to obtain current Required
Disbursements accounts payable status. Should also provide
where applicable drill down capability to see
associated details.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
EXP042 Expenditures & General Features For recurring expenditures generate online Required
Disbursements turnaround documents that would only
require review and approval by management
before processing.
EXP043 Expenditures & General Features Generate a monthly recap of accounts Required
Disbursements payable activity by vendor or line item,
showing beginning balance, additions,
deletions, and ending balances. Provide drill
down capability for each summary line.
EXP044 Expenditures & General Features Update open purchase order/encumbrance/ Required
Disbursements commitment and outstanding check files, and
produce audit trails for check creation and
printing.
EXP045 Expenditures & General Features Communicate disbursement information and Required
Disbursements cash requirements (based on payment
scheduling) to the cash management system.
EXP046 Expenditures & General Features Maintain, update, and retrieve transactions Required
Disbursements by vendor, employee, or other identification.
EXP047 Expenditures & General Features Enter transactions at the lowest level of cost Required
Disbursements center, organization, and or expenditure
detail.
EXP048 Expenditures & General Features Generate digital copies or microfiche of hard Required
Disbursements copy transaction Reports for audit trail
purposes. Also provide the capability to
create indexed CDs with transaction reports.
EXP049 Expenditures & General Features Maintain and release recurring payments Required
Disbursements with user defined amounts and payment
dates.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
EXP050 Expenditures & General Features Ability to process employee travel expense Required
Disbursements claims, miscellaneous check disbursements
and adjustments.
EXP051 Expenditures & General Features Age accounts payable in accordance with Required
Disbursements vendor terms.
EXP052 Expenditures & General Features Process prepaid expenses. Required
Disbursements
EXP053 Expenditures & General Features Automatically create entries to vendor master Required
Disbursements file.
EXP054 Expenditures & General Features Provide automatic check writing (three way Required
Disbursements match).
EXP055 Expenditures & General Features Provide automated bank reconciliation with Required
Disbursements appropriate accounting entries.
EXP056 Expenditures & General Features Allow online retrieval of payment Required
Disbursements information by vendor, commodity or
account. Provide drill down capability where
summary information is provided.
EXP057 Expenditures & General Features Produce checks in various user defined Required
Disbursements sequences, (e.g., vendor, zip code, etc.)
EXP058 Expenditures & General Features Accommodate the following minimum
Disbursements vendor information:
EXP059 Expenditures & General Features Provide the ability for an on-line receiving Required
Disbursements report with subsequent electronic approval to
pay.
EXP060 Expenditures & General Features Provision for security on approvals, receipts Required
Disbursements acknowledgements, dollar levels
EXP061 Expenditures & General Features Ability to pay vendor electronically (ACH, Required
Disbursements wire transfer, etc.)
EXP062 Expenditures & General Features Ability to allow for a % or fixed dollar Required
Disbursements amount for retainage.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
EXP063 Expenditures & General Features Ability to handle fiscal year end purchase Required
Disbursements order, price agreement, service agreement roll-
overs, re-encumbrances, and the specification
of selected items or group of items to be
rolled.
EXP064 Expenditures & General Features Ability to flag a contractor prior to the Required
Disbursements expiration of a contract and/or insurance.
EXP065 Expenditures & General Features Ability to view images of scanned contracts Required
Disbursements from a query screen containing contractor
information.
EXP066 Expenditures & General Features Ability to handle vendor name address Required
Disbursements changes on outstanding purchase orders,
without losing history.
EXP067 Expenditures & General Features Track details required for each purchase Required
Disbursements order transaction: original order amount,
amount of change, new balance, references
related to encumbrances and payments
EXP068 Expenditures & General Features Ability to establish budget control at various Required
Disbursements levels (for example department level for
some, object level for others) with appropriate
override capability through security.
EXP069 Expenditures & General Features Provision for additional user defined or Required
Disbursements expanded purchase order fields/sizes.
EXP070 Expenditures & General Features The payment of multiple purchase orders Required
Disbursements from one invoice.
EXP071 Expenditures & General Features System check for and prevention of duplicate Required
Disbursements payments.
EXP072 Expenditures & General Features Provision for multiple and varied length Required
Disbursements remittance descriptions.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
EXP073 Expenditures & General Features Automatic update to the fixed asset system Optional
Disbursements based on receipt and/or payment of
applicable purchase order/invoices.
EXP074 Expenditures & General Features Ability to handle both pooled and non-pooled Required
Disbursements cash and investment management.
EXP075 Expenditures & General Features Ability to query online to find out the cash Required
Disbursements demand (cash required to pay bills scheduled
for payment).
EXP076 Expenditures & General Features Ability to view payments to vendor by user Required
Disbursements selected date parameters (calendar or fiscal
year).
EXP077 Expenditures & General Features Ability to bill and pay inter or intra Optional
Disbursements departmental transactions.
EXP078 Expenditures & General Features Provide check register report (check Required
Disbursements printed/issued).
EXP079 Expenditures & Vendor Information Track vendor number Required
Disbursements
EXP080 Expenditures & Vendor Information Track vendor name, address, telephone Required
Disbursements number, fax number, e-mail address
EXP081 Expenditures & Vendor Information Track separate correspondence, order, and Required
Disbursements payee addresses with different
authority/security levels attached to each
address field.
EXP082 Expenditures & Vendor Information Ability to store foreign addresses Required
Disbursements
EXP083 Expenditures & Vendor Information Ability to store tax identification number Required
Disbursements
EXP084 Expenditures & Vendor Information Ability to store tax codes (1099able, tax Required
Disbursements exempt etc)
EXP085 Expenditures & Vendor Information Ability to store type of vendor (Corporation, Required
Disbursements partnership)
EXP086 Expenditures & Vendor Information Ability to store Minority Code Required
Disbursements
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
EXP087 Expenditures & Vendor Information Ability to store Commodity Code Required
Disbursements
ACTG000 General Accounting General Accounting - Professional accounting requiring the analysis and interpretation of records in general areas of accounting, such
as accounts payable, accounts receivable, inventory, reconciliations, payroll and procurement.
ACTG001 General Accounting General Features System is Governmental-GAAP compliant. Required
ACTG002 General Accounting General Features Produce expenditure and revenue statements Required
compared to the prior year on a current
period and year-to-date basis.
ACTG003 General Accounting General Features Compute variances and percentages as Required
required.
ACTG004 General Accounting General Features Print statements in a consolidated or Required
combined format with each department or
budget unit in a separate column and a
combined total.
ACTG005 General Accounting General Features Automatically reverse selected journal entries Required
on a period basis. These entries will have
unique identifiers.
ACTG006 General Accounting General Features Provide user ID of person creating a Required
document (i.e., journal entry, etc.)
ACTG007 General Accounting General Features Does not allow posting of unbalanced entries Required
to the general ledger.
ACTG008 General Accounting General Features Does not allow duplicate transaction number Required
to be posted but use unique reference number
with description for journal entries. System
should accept manually created voucher
numbers but can also automatically generate
these numbers.
ACTG009 General Accounting General Features Process general ledger transactions for a Required
flexible number of periods.
ACTG010 General Accounting General Features Input Journal entries as a correction or Required
adjustment to prior accounting periods.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
ACTG011 General Accounting General Features Produce financial statements compared to Required
budget.
ACTG012 General Accounting General Features Maintain detail transactions for at least five Required
years.
ACTG013 General Accounting General Features Enter inter-fund and intra-fund transfers and Required
transactions such that transfer accounts will
be posted automatically.
ACTG014 General Accounting General Features Maintain monthly budget amounts and Required
report budget variances on a current, annual
and year-to-date basis.
ACTG015 General Accounting General Features Maintain historical financial information for Required
seven prior years on the general ledger
master file, including budget.
ACTG016 General Accounting General Features Accommodate at least fourteen accounting Required
periods within a fiscal year and accomplish
complete year-end close processing including
clearing of revenue and expense accounts.
ACTG017 General Accounting General Features Print selected amounts on all general ledger Required
accounts on either a balance forward or Year-
to-date basis.
ACTG018 General Accounting General Features Provide detailed audit trail online and in Required
reports, showing all period postings to every
account.
ACTG019 General Accounting General Features Edit transactions without posting to a general Required
ledger account.
ACTG020 General Accounting General Features Allocate costs to various accounts using the Required
following methods: Percentages based on
statistical and/or financial amounts,
Distribute less than 100% of account balance,
user defined formula
ACTG021 General Accounting General Features Print various allocation schedules prior to the Required
financial closing for the period.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
ACTG022 General Accounting General Features Automatically prepare a journal entry from Required
each allocation schedule.
ACTG023 General Accounting General Features Maintain independent hierarchies in the Required
account structure to support different roll-ups
(e.g. project accounting, grant reporting,
departmental reporting, and contracts).
ACTG024 General Accounting General Features Provide user defined transaction edit criteria Required
(e.g. invalid accounts for specified
departments, invalid journal voucher number
for a specified account).
ACTG025 General Accounting General Features Post entries to a new period before prior Required
periods are closed.
ACTG026 General Accounting General Features Provide a means to easily modify reporting Required
structures without requiring programming
changes.
ACTG027 General Accounting General Features Record transactions and costs at lowest Required
responsibility level and accumulate to higher
reporting levels.
ACTG028 General Accounting General Features Provide internal balancing of all funds and Required
automatic general ledger/subsidiary ledger
reconciliation.
ACTG029 General Accounting General Features Record non-financial data without affecting Required
financial accounts (including but not limited
to performance measures and narrative
information of various types).
ACTG030 General Accounting General Features Provide for standard and recurring journal Required
entries.
ACTG031 General Accounting General Features Maintain multiple budget amounts (original, Required
approved, current modified).
ACTG032 General Accounting General Features Automatically distribute the annual budget Required
by month or quarter based on user-specified
percent.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
ACTG033 General Accounting General Features Support flexibly-defined project accounting Required
and provide features such as projects
variance, year-to-date and inception-to-date
information and budget information by
project.
ACTG034 General Accounting General Features Report of grant funding for a particular Required
project.
ACTG035 General Accounting General Features Report budget variances by dollar and Required
percentage.
ACTG036 General Accounting General Features Interactively adjust monthly budget amounts Required
during the accounting year and have the
system adjust YTD and annual budget
amounts. Original budget amounts should be
distinguished from modified budget
amounts.
ACTG037 General Accounting General Features Provide accounting personnel with the Required
capability to prepare special reports
(summaries, analysis, worksheets) using an
existing adhoc reporting tool or extracting
data to a spreadsheet such as Excel or Crystal.
ACTG038 General Accounting General Features Provide for periodic or user specified Required
allotment of an appropriated fund.
ACTG039 General Accounting General Features Close separate ledgers (including sub- Required
ledgers) at different times. Example, be able
to close entries to the project ledger without
affecting the grant ledger or general ledger.
ACTG040 General Accounting General Features Report project status for current month, YTD Required
and Inception to date with the ability to drill
down to see details of expenditures and
revenues.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
ACTG041 General Accounting General Features Report revenues end expenditures by Required
prog-ram on the same report.
ACTG042 General Accounting General Features Provide for a user-defined organization Required
structure.
ACTG043 General Accounting General Features Provide for a variable number of detailed cost Required
centers within any organizational element.
ACTG044 General Accounting General Features Report revenues and expenditures on the Required
same report by lowest -level responsibility
areas.
ACTG045 General Accounting General Features Summarize individual line-item accounts into Required
meaningful groups of accounts for use in
financial reporting.
ACTG046 General Accounting General Features Provide chart of accounts master listings by Required
user defined sort and summary.
ACTG047 General Accounting General Features Ability to restructure account groupings and Required
structure online or batch without having to
make changes to computer programs.
ACTG048 General Accounting General Features Provide accrual, modified accrual and cash Required
basis accounting.
ACTG049 General Accounting General Features On-line inquiry to account balances, available Required
funds, with drill down capability to
underlying detail posted transactions at user
defined levels of detail.
ACTG050 General Accounting General Features Ability to report transactions across funds. Required
ACTG051 General Accounting General Features Ability to report financial results by other Required
than organizational units (e.g., functions,
activity, program).
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
ACTG052 General Accounting General Features Provide ability to down-load and up-load Required
non-financial and financial data to/from PC
based programs such as spreadsheets and
database programs and in ASCII format.
ACTG053 General Accounting General Features Provide subsidiary ledgers for at least the Required
following: Cash Receipts, Cash
Disbursements, General Journal Entries,
Fixed Asset Transactions, Investment
Transactions, Projects, and Grants.
ACTG054 General Accounting General Features Ability for project cost reporting across fiscal Required
periods.
ACTG055 General Accounting General Features If not part of the core system provide general Required
ledger integration to other financially related
systems, including but not limited to Grants,
Projects, Budget, A/P, A/R, Payroll,
Purchasing, Investments, Work Order and
Fixed Assets. If integration is not available or
possible then there should be some interface
with appropriate controls in place to keep the
modules in sync.
ACTG056 General Accounting General Features Ability to support multiple enterprise Optional
operations.
ACTG057 General Accounting General Features Validity and edit checks on all transactions Required
including threshold values. Be able to assign
ability to perform transactions and threshold
values by user or group/class of users.
ACTG058 General Accounting General Features On-line "help" aids. Include the ability to do Required
full text search on help by word, phrase or
subject.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
ACTG059 General Accounting General Features Provide for the acceptance of future dated Required
entries to be posted when those future
periods are opened.
ACTG060 General Accounting General Features Provide multiple fiscal year ending dates Required
within one system.
ACTG061 General Accounting General Features Provide for multiple pre-closings prior to the Required
final closing or the capability to report as if
the closing had been run.
ACTG062 General Accounting General Features Provide an inactive option for all accounts, Required
funds etc
ACTG063 General Accounting General Features Ability to enter/view more than one line at a Required
time for journal vouchers.
ACTG064 General Accounting Account Ability to process the following account keys:
Code/Account Key
ACTG065 General Accounting Account - Fund/Subfund/Activity/Subactivity Required
Code/Account Key
ACTG066 General Accounting Account - Dept/Division/Section/Subsection Required
Code/Account Key
ACTG067 General Accounting Account - Program/Function (State Chart Of Accounts) Required
Code/Account Key
ACTG068 General Accounting Account - County defined Budgetary Programs Required
Code/Account Key
ACTG069 General Accounting Account - Project/Contracts Required
Code/Account Key
ACTG070 General Accounting Account - Orgn/Object/Subobject Required
Code/Account Key
ACTG071 General Accounting Account Ability of the system delivered account code
Code/Account Key structure to:
ACTG072 General Accounting Account - Handle multiple levels of hierarchy Required
Code/Account Key
ACTG073 General Accounting Account - Accept alphanumeric codes Required
Code/Account Key
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
ACTG074 General Accounting Account - Use an abbreviated code that will generate Required
Code/Account Key an expanded code from a minimum number
of digits.
ACTG075 General Accounting Account - Handle sub-balance sheet accounts. Required
Code/Account Key
ACTG076 General Accounting Account - Have accounts valid in one fiscal year but Required
Code/Account Key invalid in another.
ACTG077 General Accounting Account - Handle sub-revenue accounts Required
Code/Account Key
ACTG078 General Accounting Account - Handle Sub-object accounts Required
Code/Account Key
ACTG079 General Accounting Input Facilities Ability to support data entry in both an Required
online and batch mode. The edits should be
the same regardless of the mode of input to
the system.
ACTG080 General Accounting Input Facilities Ability to separate input and edit functions Required
from posting functions (e.g., be able to enter a
Journal Voucher transaction and run an edit
against it without posting to the general
ledger).
ACTG081 General Accounting Input Facilities Ability to easily accommodate inter and intra- Required
department transactions automatically.
ACTG082 General Accounting Input Facilities Apply restrictions when updating past Required
accounting periods
ACTG083 General Accounting Input Facilities Provide open/close "flag" when making prior Required
period adjustments in opening and closing
periods and reopening for specific
adjustments.
ACTG084 General Accounting Input Facilities Ability for the system to automatically adjust Required
all appropriate fields when prior-period
adjustments are entered and to provide an
audit trail.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
ACTG085 General Accounting Input Facilities When a prior period is updated the system Required
should automatically update associated
balances of following periods.
ACTG086 General Accounting Input Facilities Ability of system to handle input for multiple Required
accounting periods.
ACTG087 General Accounting Input Facilities Ability to control postings to future periods Required
as a system control option.
ACTG088 General Accounting Input Facilities Ability of system to handle prior years input Required
with appropriate controls.
ACTG089 General Accounting Input Facilities Ability to update the master file on any Required
frequency desired in either batch or online
mode.
ACTG090 General Accounting Input Facilities Ability to revise or reverse invalid or Required
erroneous journal entries on-line. This
includes any one sided entries that may have
been entered in the system..
ACTG091 General Accounting Input Facilities Option to reverse and re-enter a single Required
transaction.
ACTG092 General Accounting Input Facilities Ability to post recurring Journal entries Required
automatically to the general ledger. Including
ability to specify frequency and start/stop
dates for processing..
ACTG093 General Accounting Input Facilities Ability to automatically reverse selected Required
Journal entries.
ACTG094 General Accounting Input Facilities Ability to mix actual, budget, financial, Required
statistical, standard, accrual, prior-period,
current period and future period transactions
in a single batch.
ACTG095 General Accounting Input Facilities Ability to accommodate a transaction Required
description with each transaction. Size of this
data element needs to be at least 40
characters.
ACTG096 General Accounting Input Facilities Ability to copy documents Required
ACTG097 General Accounting Input Facilities Ability of the edit function to:
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
ACTG098 General Accounting Input Facilities - Perform a full validation of the account Required
number (i.e. not only must it exist but it must
be a valid account for the accounting period
being posted and the type of transaction
being entered).
ACTG099 General Accounting Input Facilities - Completely validate the transaction Required
regardless of the number of errors
encountered.
ACTG100 General Accounting Input Facilities Ability of the system to fully validate the Required
transaction file and display/print (in batch
mode) control totals prior to updating the
master file.
ACTG101 General Accounting Input Facilities Ability to balance each transaction (and Required
batch) entering the General Ledger
application to zero before the transaction
(batch) can be closed. Transactions (batches)
containing edit errors or out of balance
conditions cannot be closed or posted.
Transaction or bath may be placed in a
suspended or pending status for completion
later.
ACTG102 General Accounting System Assurance Ability for edit program to provide:
ACTG103 General Accounting System Assurance - Asset/liability control totals Required
ACTG104 General Accounting System Assurance - Separate control for actual and budget, prior Required
period, current period and future period
control totals for the total number and
amount of debits and credits.
ACTG105 General Accounting System Assurance - Provision for separate control totals for Required
balancing ledgers.
ACTG106 General Accounting System Assurance Ability to provide full control totals at the end Required
of each batch update run.
ACTG107 General Accounting System Assurance Existence of other controls to ensure input Required
data integrity.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
ACTG108 General Accounting Input Facilities Ability to customize input data formats Required
without the need to modify programs (i.e. the
use of a data element table).
ACTG109 General Accounting Input Facilities Ability to provide mass maintenance in batch
or online mode to:
ACTG110 General Accounting Input Facilities - Fund, organization, program, function, etc. Required
ACTG111 General Accounting Input Facilities - Fund, organization, program, hierarchy Required
ACTG112 General Accounting Input Facilities - Chart of Accounts Required
ACTG113 General Accounting Input Facilities Ability to monitor existing budgets online. Required
Notify responsible user when budget is
consumed at user defined threshold.
ACTG114 General Accounting Input Facilities Ability to enter a customized transaction from Required
a pre-defined template
ACTG115 General Accounting Input Facilities Ability to enter a partial Journal entry and Required
have the system generate a previously user-
defined off-set to complete the transaction.
(Similar to a memorized transaction based on
previous entries).
ACTG116 General Accounting Input Facilities Ability to enter a Journal entry and have Required
system allocate or calculate dis-tribution
amounts based previously user-defined
algorithm.
ACTG117 General Accounting Input Facilities Ability to accommodate reference codes (in Required
addition to description) with each Journal
entry.
ACTG118 General Accounting Error Handling Method of edit rejection:
ACTG119 General Accounting Error Handling - Online interactive entries at time of entry. Required
ACTG120 General Accounting Error Handling - Complete batches when in a batch mode. Required
ACTG121 General Accounting Error Handling - List all errors and jump to errors when in Required
online mode.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
ACTG122 General Accounting Error Handling Ability to correct transaction errors without Required
rejecting the entire journal voucher.
ACTG123 General Accounting Error Handling Ability of the edit function to reject
transactions with:
ACTG124 General Accounting Error Handling - Detect incompatible account numbers and Required
transactions (e.g., trying to post a revenue
transaction to an expenditure account
number).
ACTG125 General Accounting Error Handling - Clearly understood error messages. Required
ACTG126 General Accounting Error Handling - Pointers to the original transaction and Required
online help on what solutions to the problem
might be.
ACTG127 General Accounting Accounting Features Ability to handle :
ACTG128 General Accounting Accounting Features - Multiple Entities and Chart of Accounts Required
ACTG129 General Accounting Accounting Features - Subsidiary Ledgers Required
ACTG130 General Accounting Accounting Features - Project Accounting Required
ACTG131 General Accounting Accounting Features - Grant Accounting Required
ACTG132 General Accounting Accounting Features - Fund Accounting Required
ACTG133 General Accounting Accounting Features - Encumbrance Accounting Required
ACTG134 General Accounting Accounting Features - User defined budgetary control that is Required
integrated in the system.
ACTG135 General Accounting Accounting Features Ability to accommodate multiple periods Required
open simultaneously.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
ACTG136 General Accounting Accounting Features Ability to automatically generate with Required
frequency start/stop dates, standard recurring
transactions based on user defined
frequencies without requiring any input
instructions.
ACTG137 General Accounting Accounting Features Ability to handle 14 or more accounting Required
periods within a fiscal year.
ACTG138 General Accounting Accounting Features Ability to maintain both fiscal and calendar Required
year information.
ACTG139 General Accounting Accounting Features Ability to accommodate differing financial Required
year-end dates for different organizational
units.
ACTG140 General Accounting Accounting Features Ability to provide for user-specified number Required
of days to close the books after the end of an
accounting period.
ACTG141 General Accounting Accounting Features Ability to provide for complete year-end and Required
annual close processing including clearing of
revenue and expense accounts and the toll
forward of real account balances.
ACTG142 General Accounting Accounting Features Ability to automatically roll actual and Required
budget figures forward (for example, contract
balances, encumbrances, and associated
budget).
ACTG143 General Accounting Accounting Features Ability to process year-end adjustments as a Required
separate period (i.e. period 13 or period 14)
and allow for this period to remain open
indefinitely.
ACTG144 General Accounting Accounting Features Ability to mark an accounting period as Required
closed to prevent normal processing from
posting to that period prior to the official
closing.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
ACTG145 General Accounting Accounting Features Ability to accommodate the accrual, cash and Required
hybrid concepts of accounting.
ACTG146 General Accounting Accounting Features Ability to handle and create Budgeted and Required
actual Revenue and Expense Statements and
Balance Sheets, per user defined organization
structure.
ACTG147 General Accounting Accounting Features Ability to print reports for any fiscal period, Required
open or closed.
ACTG148 General Accounting Accounting Features Provision of online cross reference Required
information related to a transaction (i.e. the
ability to see all other transactions associated
with a particular transaction.).
ACTG149 General Accounting Accounting Features Provision of a cross reference report for Required
hierarchy control (dictionary of codes and
tables).
ACTG150 General Accounting Accounting Features Ability to produce standard governmental Required
accounting Financial reports at various levels
of detail (e.g., Trial Balance printed on
request and at period end in account
sequence. This report should --show
beginning balance, debits/ credits posted
during the period and the ending balance for
each account).
ACTG151 General Accounting Reporting and Standard reports including:
Inquiry
ACTG152 General Accounting Reporting and - Revenue and Expense and Balance Sheet for Required
Inquiry any level of the organization, including
comparative reports between current and
prior year's actual and between current year's
actual and budget
ACTG153 General Accounting Reporting and - Sources and Applications of Funds. Required
Inquiry
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
ACTG154 General Accounting Reporting and - Cash Receipts & Disbursements Required
Inquiry
ACTG155 General Accounting Reporting and - Consolidated financial and statistical Required
Inquiry reports.
ACTG156 General Accounting Reporting and - Project/Program reports on an inception to Required
Inquiry date basis as well as fiscal year to date.
ACTG157 General Accounting Reporting and - Validation and control reports highlighting Required
Inquiry errors and out of balance conditions and
other abnormal account balances.
ACTG158 General Accounting Reporting and - Account structure master file listing Required
Inquiry showing account number and account
description for all valid accounts for selected
accounting periods.
ACTG159 General Accounting Reporting and - Trial Balance ( summary balances or detail Required
Inquiry postings) for various levels (fund, subfund,
etc.) by accounting period parameters
ACTG160 General Accounting Reporting and - Combining Fund Financial Statements as Required
Inquiry required by governmental GAAP.
ACTG161 General Accounting Reporting and - Entity Wide Financial Statements as Required
Inquiry required by governmental GAAP.
ACTG162 General Accounting Reporting and - Transaction detail by day or by user over a Required
Inquiry specified period of time.
ACTG163 General Accounting Reporting and - Online inquiry of document history with Required
Inquiry related document cross reference ( e.g.
requisition, purchase order, receiving
document, payment voucher and check)
ACTG164 General Accounting Reporting and Ability to provide customized on-demand
Inquiry reports. For example:
ACTG165 General Accounting Reporting and - Responsibility reports on a detailed Required
Inquiry summary basis by cost center.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
ACTG166 General Accounting Reporting and - Statistical reports incorporating non- Required
Inquiry financial as well as financial data
(performance measurements, included).
ACTG167 General Accounting Reporting and Availability of:
Inquiry
ACTG168 General Accounting Reporting and - Matrix type analysis of identifi-able parts of Required
Inquiry the organization.
ACTG169 General Accounting Reporting and - Comparative revenue/expense analysis with Required
Inquiry budgets and year to date.
ACTG170 General Accounting Reporting and - Comparative revenue analysis with Required
Inquiry previous months, six month average, last
year, original budget, and next month
forecast.
ACTG171 General Accounting Reporting and - Percentage trend analysis up too current Required
Inquiry month and for last 12 months.
ACTG172 General Accounting Reporting and - Quarterly comparisons with previous Required
Inquiry quarters and budgets.
ACTG173 General Accounting Reporting and - Exception reports. Required
Inquiry
ACTG174 General Accounting Reporting and - Capability to perform calculations including Required
Inquiry intercolumn and interrow.
ACTG175 General Accounting Reporting and - Responsibility reports of a pyramid Required
Inquiry reporting technique to cover levels in the
organization structure.
ACTG176 General Accounting Reporting and - Ability to perform drill down for further Required
Inquiry details behind online summary reports.
ACTG177 General Accounting Reporting and - Availability of general ledger data in a Required
Inquiry database on a daily basis for adhoc reporting
via a reporting tool such as Crystal.
ACTG178 General Accounting Reporting and Ability to accept report parameters during Required
Inquiry execution or at the time of online queries.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
ACTG179 General Accounting Reporting and Ability to identify report recipients or Required
Inquiry initiator on the report.
ACTG180 General Accounting Reporting and Ability to sort reports into distribution Required
Inquiry sequence.
ACTG181 General Accounting Reporting and Ability to incorporate distribution address Required
Inquiry into the report and/or send report to recipient
via e-mail in adobe and similar formats that
can be printed on a laser or inkjet printer.
ACTG182 General Accounting Reporting and Ability to provide cross-referencing on all Required
Inquiry catalogued report definitions in the system
(i.e. canned reports).
ACTG183 General Accounting Reporting and Ability to allow user specified tolerances and Required
Inquiry highlight variances exceeding those
tolerances in reports sent to the initiator or
specified recipients. Example sent report if
expenditures are over 80% of budget for the
personal services appropriation unit.
ACTG184 General Accounting Reporting and Ability to compress multiple accounts to a Required
Inquiry single print line with drill down capability on
responsibility reports.
ACTG185 General Accounting Reporting and Ability to run reports at any time during the Required
Inquiry period, reflecting the effect of all transactions
processed to-date (i.e. availability of most
current data for reporting).
ACTG186 General Accounting Reporting and Ability to round figures on queries on reports Required
Inquiry at the option of the user.
ACTG187 General Accounting Reporting and Ability to print supporting schedules Required
Inquiry showing the detail of all accounts included on
each line of a consolidated report.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
ACTG188 General Accounting Reporting and Ability to print supporting schedules Required
Inquiry displaying all the report/line numbers in
which a given account appears.
ACTG189 General Accounting Reporting and Ability to print a supporting schedule Required
Inquiry displaying all the accounts which have not
been assigned to a report/line number.
ACTG190 General Accounting Reporting and Ability to set up a prototype set of reports Required
Inquiry and have the systems automati-cally produce
those reports for all like entities, varying only
the entity iden-tification and the data
appropriate to each entity.
ACTG191 General Accounting Reporting and Ability to specify the sequence in which Required
Inquiry reports are to be printed as well as the
number of copies desired of each for
distribution purposes.
ACTG192 General Accounting Reporting and Ability of the general ledger to provide Required
Inquiry reporting according to user-defined structure
and reporting entity at any level of detail.
ACTG193 General Accounting Reporting and Ability of the system to produce control totals Required
Inquiry at the end of the trial balance report.
ACTG194 General Accounting Reporting and Ability to provide maintenance activity Required
Inquiry reports. Ability to accommodate user
customization of the hierarchy reporting.
ACTG195 General Accounting Reporting and Ability to provide an unlimited number of Required
Inquiry report formats.
ACTG196 General Accounting Reporting and Ability to limit user-defined reporting (for Optional
Inquiry example, control the number of pages printed
remotely).
ACTG197 General Accounting Reporting and Ability to define, execute, and view reports Required
Inquiry on-line prior to printing.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
ACTG198 General Accounting Reporting and Ability to store calculated values and use in Required
Inquiry subsequent calculations.
ACTG199 General Accounting Reporting and Ability to use cataloged (canned) report Required
Inquiry definitions as the basis for a new/ user created
reports.
ACTG200 General Accounting Reporting and Ability for users to create their own simple Required
Inquiry queries/reports and store them for later use.
ACTG201 General Accounting Reporting and Ability to produce summary reports which Required
Inquiry display the summary of any conceivable
combination of responsibility centers to any
number of levels.
ACTG202 General Accounting Reporting and Ability to group accounts in any manner Required
Inquiry desired for presentation on reports or export
to a spread sheet or ASCII file regardless of
their physical location on the master file.
ACTG203 General Accounting Reporting and Ability to reference files from outside the Optional
Inquiry system provided that there are common
elements to join the data to create reports and
produce results from online queries.
ACTG204 General Accounting Reporting and Ability to create output in the form of graphs Required
Inquiry and tables.
ACTG205 General Accounting Reporting and Ability to perform a keyword search Required
Inquiry throughout the system. For large hits there
should also be provided the capability to
perform an advanced search throughout the
system.
ACTG206 General Accounting Reporting and Ability to report or review the effect of Required
Inquiry transactions before they are posted. This
would apply to transactions entered online or
placed in a holding file from a batch interface.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
ACTG207 General Accounting Reporting and Ability to produce a Comprehensive Annual Optional
Inquiry Financial and other similar type reports from
the system without having to extract the data
from reports and re-keying into spreadsheets
and word processors.
ACTG208 General Accounting Reporting and Ability to produce reports in a file format that Required
Inquiry can be imported into an Excel based (or other
spreadsheet) template
ACTG209 General Accounting Reporting and Ability to show sub totals at the sub-org level Required
Inquiry by accounting type
ACTG210 General Accounting Reporting and Ability to view online General Ledger with Required
Inquiry appropriate accounting detail.
BDGT000 Budget Development Budget Development & Mgmt - The Budget Preparation System supports preparation of the next fiscal year's budget. It accepts
& Mgmt personnel information and historical data and allows users to vary certain key cost assumptions. It produces, budget schedules and
reports and provides users with the ability to alter amounts and assess the fiscal impact of various budget alternatives (i.e. "what if'
capability). The budget preparation system is interactive with the general ledger system.
BDGT001 Budget Development General Features Allow for the allocation of Required
& Mgmt positions/benefits/FTEs across multiple cost
centers
BDGT002 Budget Development General Features Prepare budget worksheets Required
& Mgmt
BDGT003 Budget Development General Features Duplicate prior year's budgets Required
& Mgmt
BDGT004 Budget Development General Features Allow for percentage increase or decrease Required
& Mgmt from prior year's budgets
BDGT005 Budget Development General Features Allow for percentage increase or decrease Optional
& Mgmt from the current year accruals.
BDGT006 Budget Development General Features Generate revised budgets by increasing or Required
& Mgmt decreasing original budget figures by a given
percent or amount.
BDGT007 Budget Development General Features Allow for percentage increase or decrease Required
& Mgmt from the prior year actuals.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BDGT008 Budget Development General Features Automatically roll-up low order budget Required
& Mgmt numbers into summaries when they ere
altered.
BDGT009 Budget Development General Features Accept data from the Personnel System on Required
& Mgmt actual salaries and benefits and vacant or
filled positions.
BDGT010 Budget Development General Features Accept historical expenditure and revenue Required
& Mgmt data from the General Ledger/ Financial
Reporting System.
BDGT011 Budget Development General Features Allow on-line entry of:
& Mgmt
BDGT012 Budget Development General Features - Changes to filled positions Required
& Mgmt
BDGT013 Budget Development General Features - Salary or benefit changes Required
& Mgmt
BDGT014 Budget Development General Features - Changes to historical data Required
& Mgmt
BDGT015 Budget Development General Features - Changes to certain cost factors Required
& Mgmt
BDGT016 Budget Development General Features - Agency share of staff benefits Required
& Mgmt
BDGT017 Budget Development General Features - Staff benefit amounts or rates Required
& Mgmt
BDGT018 Budget Development General Features - Rate of inflation Optional
& Mgmt
BDGT019 Budget Development General Features - Projected amounts Required
& Mgmt
BDGT020 Budget Development General Features Produce budget schedules and reports on Required
& Mgmt demand.
BDGT021 Budget Development General Features Project personal services costs based on Required
& Mgmt positions, salaries, benefits and % allocation
between cost centers.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BDGT022 Budget Development General Features Project operating expenses and revenues Required
& Mgmt based on historical data.
BDGT023 Budget Development General Features Provide multiple projections based on Required
& Mgmt changed assumptions, factors or amounts.
BDGT024 Budget Development General Features Provide the ability to interface with Required
& Mgmt forecasting, regression, or statistical analysis
packages.
BDGT025 Budget Development General Features Provide on-line terminal inquiry capability of Required
& Mgmt account balance and budgetary status.
BDGT026 Budget Development General Features Provide budgets by fiscal year, contract item,
& Mgmt and category for:
BDGT027 Budget Development General Features - Fund/Subfund/Activity/Subactivity Required
& Mgmt
BDGT028 Budget Development General Features - Dept/Division/Section/Subsection Required
& Mgmt
BDGT029 Budget Development General Features - Program/Function (State Chart of Accounts) Required
& Mgmt
BDGT030 Budget Development General Features - County-Defined Budgetary Programs Required
& Mgmt
BDGT031 Budget Development General Features - Project/Contracts Required
& Mgmt
BDGT032 Budget Development General Features Compare budget vs. actual for:
& Mgmt
BDGT033 Budget Development General Features - Fund/Subfund/Activity/Subactivity Required
& Mgmt
BDGT034 Budget Development General Features - Dept/Division/Section/Subsection Required
& Mgmt
BDGT035 Budget Development General Features - Program/Function (State Chart of Accounts) Required
& Mgmt
BDGT036 Budget Development General Features - County-Defined Budgetary Programs Required
& Mgmt
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BDGT037 Budget Development General Features - Project/Contracts Required
& Mgmt
BDGT038 Budget Development General Features Track funding source by object of expenditure Required
& Mgmt code.
BDGT039 Budget Development General Features Generate monthly expenditure plans at the Required
& Mgmt beginning of the fiscal year based on prior
year data and manual projections
BDGT040 Budget Development General Features Develop organization and program budgets Required
& Mgmt from the budget unit level.
BDGT041 Budget Development General Features Adjust appropriations based on budget Required
& Mgmt requests to organizations and programs.
BDGT042 Budget Development General Features Allow on-line entry of factors to adjust Required
& Mgmt projections.
BDGT043 Budget Development General Features Use simple trend factors to adjust projections. Optional
& Mgmt
BDGT044 Budget Development General Features Allow annual budget requests to be Required
& Mgmt developed at the legal or lower organization
and program levels, and provide for
automatic roll-up for reporting purposes.
BDGT045 Budget Development General Features Allow for interim changes during the Required
& Mgmt budgetary process until the adoption of the
final budget.
BDGT046 Budget Development General Features Provide for presentation of following data
& Mgmt both by organization unit and by functions,
programs, and projects:
BDGT047 Budget Development General Features - Fund/Subfund/Activity/Subactivity Required
& Mgmt
BDGT048 Budget Development General Features - Dept/Division/Section/Subsection Required
& Mgmt
BDGT049 Budget Development General Features - Program/Function (State Chart of Accounts) Required
& Mgmt
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BDGT050 Budget Development General Features - County-Defined Budgetary Programs Required
& Mgmt
BDGT051 Budget Development General Features - Project/Contracts Required
& Mgmt
BDGT052 Budget Development General Features Provide for statistical and historical budget Required
& Mgmt and actual data.
BDGT053 Budget Development General Features Maintain at least the following information
& Mgmt for each fund:
BDGT054 Budget Development General Features - Fund Number Required
& Mgmt
BDGT055 Budget Development General Features - Fund Name Required
& Mgmt
BDGT056 Budget Development General Features - Organization Number Required
& Mgmt
BDGT057 Budget Development General Features - Organization Name Required
& Mgmt
BDGT058 Budget Development General Features - Account Name Required
& Mgmt
BDGT059 Budget Development General Features - Prior Year Amount Required
& Mgmt
BDGT060 Budget Development General Features - Current Year Amount Required
& Mgmt
BDGT061 Budget Development General Features - Proposed Amount Required
& Mgmt
BDGT062 Budget Development General Features - Adjustment Amount Required
& Mgmt
BDGT063 Budget Development General Features - Description Required
& Mgmt
BDGT064 Budget Development General Features Allow for top down, bottom up, or middle Optional
& Mgmt out budgeting.
BDGT065 Budget Development General Features Ability to handle supplemental budgets. Required
& Mgmt
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BDGT066 Budget Development General Features Ability to provide timely information during Required
& Mgmt all phases of the budget development and
administrative processes.
BDGT067 Budget Development General Features Ability to handle the diverse budget Optional
& Mgmt development and administration processes of
governmental versus propriety funds.
BDGT068 Budget Development General Features Provide for exception reporting on Required
& Mgmt comparative data such as budget to budget,
budget to actual revenue and expenditure.
BDGT069 Budget Development General Features Ability to handle multiple fiscal year budgets. Required
& Mgmt
BDGT070 Budget Development General Features Ability to handle the automated rollover of Required
& Mgmt selected budgets at fiscal year end with
automatic adjustments made based on post
closing entries.
BDGT071 Budget Development General Features Provision for budgetary control on Required
& Mgmt expenditures which do not originate in the
normal purchasing process.
BDGT072 Budget Development General Features Provide for an inquiry capability which Required
& Mgmt reflects available balances at the summary
level with drill down capability to the more
detailed levels.
BDGT073 Budget Development General Features Analysis and modeling capabilities. Required
& Mgmt
BDGT074 Budget Development General Features Maintain monthly budget amounts and Required
& Mgmt report budget variances on a current, annual,
and year-to-date basis.
BDGT075 Budget Development General Features Multi-year forecasting capabilities Required
& Mgmt (expenditures, revenues using a variety of
forecasting methods).
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BDGT076 Budget Development General Features Ability of departments to do budget transfers Required
& Mgmt within ORG and Appr units.
BDGT077 Budget Development General Features Ability to run "what if" scenarios through out Required
& Mgmt the budgeting process
BDGT078 Budget Development General Features Ability to compare planned/budgeted figures Required
& Mgmt with the most current figures in the general
ledger.
BDGT079 Budget Development General Features Ability to allow departments and agencies to Required
& Mgmt input justification into the system or provide
a link to Word processing documents that can
later be used in the preparation of the budget
manual without having to rekey the
information
BDGT080 Budget Development General Features Ability to export information from the system Required
& Mgmt directly into word processors and
spreadsheets when preparing the budget
document.
BDGT081 Budget Development General Features Ability to maintain user defined number of Required
& Mgmt prior year estimates used in prior year budget
preparation process.
BDGT082 Budget Development General Features Ability to handle user defined number of Required
& Mgmt budget phases.
BDGT083 Budget Development General Features Ability to prepare budgets at a user defined Required
& Mgmt level. E.g. sub-organization.
BDGT084 Budget Development General Features Ability to drill down on all summary level Required
& Mgmt queries.
BDGT085 Budget Development General Features Multi-year reporting capability for capital Required
& Mgmt budgets.
BDGT086 Budget Development General Features Ability to collect unlimited number of Required
& Mgmt performance measures.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BDGT087 Budget Development General Features Ability to flag only those performance Required
& Mgmt measures that will be used in the budget
document.
BDGT088 Budget Development General Features Ability to permit agencies/departments to Required
& Mgmt update only those measures assigned to them
BDGT089 Budget Development General Features Create a line-item budget model including: Required
& Mgmt Fund, Agency. Organization, Sub-
Organization, Object, Sub-object, Revenue
Source, sub-revenue sources and Department
for Revenues and appropriations with: Prior
year actual, Current Yr Approved, Current Yr
Modified
BDGT090 Budget Development General Features The ability to create the budget model with Optional
& Mgmt exceptions (block certain funds, or other
accounts)
BDGT091 Budget Development General Features Provide a crosswalk to connect PYActual to Required
& Mgmt CYBudget when a re-organization has
occurred between the 2 years for Revenues
and Appropriations
BDGT092 Budget Development General Features Apply periodic refreshers to the above Required
& Mgmt mentioned fields (Prior year actual, Current
Yr Approved, Current Yr Modified)
BDGT093 Budget Development General Features Ability for departments to enter Current Year Required
& Mgmt Estimates and Budget Requests.
BDGT094 Budget Development General Features Create What If scenarios in various phases Required
& Mgmt with various criteria: % increase/decrease by
object or resource, fund, fund type, etc -
flexibility of design
BDGT095 Budget Development General Features Multiple phases for review and approvals Required
& Mgmt
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BDGT096 Budget Development General Features Ability to re-organize - collapse or split both Required
& Mgmt reviewer and approver organizations
BDGT097 Budget Development General Features Edit for inter-fund transfer balancing Required
& Mgmt
BDGT098 Budget Development General Features Edit for inter-dept billings (charge-off) Required
& Mgmt balancing
BDGT099 Budget Development General Features Edit for funds in balance Required
& Mgmt
BDGT100 Budget Development General Features Identify supplemental requests - both Required
& Mgmt reviewers and approvers - through all phases
BDGT101 Budget Development General Features On-line justification text or link Required
& Mgmt
BDGT102 Budget Development General Features Link to full narrative for document Required
& Mgmt publication
BDGT103 Budget Development General Features On-line entry of performance measures by Required
& Mgmt departments with ability to select those to be
published
BDGT104 Budget Development General Features Maintain Prior Year Budget Models Required
& Mgmt
BDGT105 Budget Development General Features Flexible design of approval rules, changeable Required
& Mgmt from year to year
BDGT106 Budget Development General Features Collapse supplementals with base for a final Required
& Mgmt adopted budget - review and approve
BDGT107 Budget Development General Features Inquiry capability by a variety of selections: Required
& Mgmt activity, object, fund, revenue source, etc - all
facets of accounting structure
BDGT108 Budget Development General Features Provide a Journal and Ledger that will Required
& Mgmt capture all budget transactions.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BDGT109 Budget Development General Features Provide fiscal period control on budget Required
& Mgmt transaction processing and posting.
BDGT110 Budget Development Capital Fund Link Debt Service fund to Capital Funds Optional
& Mgmt Budgeting
BDGT111 Budget Development Capital Fund Provide multi-year projects and funding Optional
& Mgmt Budgeting sources
BDGT112 Budget Development Capital Fund Update base by formula: Current Modified Optional
& Mgmt Budgeting Budged less CY Actual = request , with
exceptions (not certain revenues such as
interest, not transfers, not reserves)
BDGT113 Budget Development Capital Fund Ability to update base in multiple phases Optional
& Mgmt Budgeting with a refresh
BDGT114 Budget Development Capital Fund Provide different justification text Optional
& Mgmt Budgeting requirements than Operating Budget
BDGT115 Budget Development Capital Fund Ability to maintain budget model open after Optional
& Mgmt Budgeting budget load for reports only updates in
phases beyond the Final Adopted Budget
(track actual in the old year while accounting
periods are still open - can account for late
expenditures/revenues/budget changes)
BDGT116 Budget Development Capital Fund Ability to separate budget requests by kind - Optional
& Mgmt Budgeting expansion vs. maintenance
BDGT117 Budget Development Personal Services Extract data from HR System regarding Required
& Mgmt Budgeting positions, salaries, hrs worked, etc.
BDGT118 Budget Development Personal Services Apply multiple assumptions Required
& Mgmt Budgeting
BDGT119 Budget Development Personal Services Ability to refresh current data in multiple Required
& Mgmt Budgeting phases
BDGT120 Budget Development Personal Services Link to text for justification Required
& Mgmt Budgeting
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BDGT121 Budget Development Personal Services Differentiate between base and supplemental Required
& Mgmt Budgeting
BDGT122 Budget Development Personal Services Maintain detailed calculations on a position Required
& Mgmt Budgeting and earnings type basis and % allocation
between cost centers
BDGT123 Budget Development Personal Services Ability for What-If scenarios - for changes in Required
& Mgmt Budgeting assumptions and position requests
BDGT124 Budget Development Personal Services Calculate current year estimates based on Required
& Mgmt Budgeting spent to date and forecasts for remainder of
year - must include variable forecasting for
seasonal work.
BDGT125 Budget Development Budget Management Document - history for all budget documents Required
& Mgmt
BDGT126 Budget Development Budget Management Document - numbering; Give amendments Required
& Mgmt same doc number for Review and Approval
BDGT127 Budget Development Budget Management System-created department numbering Required
& Mgmt
BDGT128 Budget Development Budget Management Document - on-line justification, text Required
& Mgmt description
BDGT129 Budget Development Budget Management Document - include account “names” for Required
& Mgmt fund, agency, organization, object, resource
instead of just numbers
BDGT130 Budget Development Budget Management Document - identify documents requiring Optional
& Mgmt Clerk approval, include as a claim on funds
until processed
BDGT131 Budget Development Budget Management Document - edit feature for inter-fund Required
& Mgmt transfers to balance
BDGT132 Budget Development Budget Management Document - have one document that (like a Required
& Mgmt JV) would process all budget adjustments
(Rev, Appr and Appropriation Units)
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BDGT133 Budget Development Budget Management Document - identify amendments as to Required
& Mgmt “kind” - Balance brought forward, Bond
Proceeds, Contributions, Grants, Inter-fund
Transfers, Impact Fees, Administrative
Adjustments, Other
BDGT134 Budget Development Budget Management Fund Table, Revenue Sources, Objects, Required
& Mgmt Agency, Organizations - link to a text file for
full descriptions, authority references, and
restrictions
BDGT135 Budget Development Budget Management Organization Table - prevent a project Optional
& Mgmt number from being be added to the
Organization table unless it is a valid Project
number on the Project table
BDGT136 Budget Development Budget Management Appropriation Rules - flexibility in design Required
& Mgmt (also a part of Budget Development)
BDGT137 Budget Development Budget Management Ability to secure final adopted budget vs. Required
& Mgmt current modified budget.
BDGT138 Budget Development Reporting Reserve Analysis - report beginning balance, Required
& Mgmt detailed activity, ending balance w/comments
By Reserve Type (Restricted or Non) and
Fund for an identified period of time
BDGT139 Budget Development Reporting & Revenue Reporting - Need a level of Required
& Mgmt Inquiries reporting separate from “Revenue Type”,
Type is used for GASB reporting, need a
different level for revenue budget reporting;
Need a way to apply a Current Year Estimate
for Current Year “Estimate Over/Under
Current Budget”
BDGT140 Budget Development Reporting & Cash Flow Reporting - month by month Required
& Mgmt Inquiries comparison of receipts and expenditures for a
12-month period in a variety of groupings:
Fund, Agency, Activity, etc.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
BDGT141 Budget Development Reporting & Search Funds, Organizations, Sub- Required
& Mgmt Inquiries organizations, etc. by alpha characters
BDGT142 Budget Development Reporting & Search budget and accounting by a variety of Required
& Mgmt Inquiries groupings: Fund, Fund/Agcy, Objects,
Revenue Sources, etc. (FXXX screens)
REV000 Revenues & Revenues & Receivables - The Accounts Receivable and Cash Receipts System will maintain general receivable account balances on an
Receivables open item or balance forward basis, and process cash receipts. Invoices will be identified by fund department and location. Manual
input of cash sales and hand written invoices should be handled by the system. Both payments on account and miscellaneous cash
receipts will be processed through the system. On occasion, partial payments and advance payments are received by the agency.
REV001 Revenues & General Features Accommodate the following minimum
Receivables information in the account master file:
REV002 Revenues & General Features - Account number Optional
Receivables
REV003 Revenues & General Features - Account name, address (including city, Optional
Receivables state, zip, country), telephone number
REV004 Revenues & General Features - 9 digit zip code Optional
Receivables
REV005 Revenues & General Features - Foreign addresses Optional
Receivables
REV006 Revenues & General Features - Date and amount of last payment Optional
Receivables
REV007 Revenues & General Features - Various tax indicators Optional
Receivables
REV008 Revenues & General Features - Account types Optional
Receivables
REV009 Revenues & General Features - Average elapsed time for payment of Optional
Receivables invoice
REV010 Revenues & General Features - User defined fields Optional
Receivables
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
REV011 Revenues & General Features Accommodate the following minimum
Receivables information during invoice or credit memo
entry:
REV012 Revenues & General Features - Invoice/credit memo number Optional
Receivables
REV013 Revenues & General Features - Date Optional
Receivables
REV014 Revenues & General Features - Account number Optional
Receivables
REV015 Revenues & General Features - Sales tax amount, if applicable Optional
Receivables
REV016 Revenues & General Features Store partial payments and overpay-ments as Optional
Receivables a separate open item against the original bill
amount until the bill is fully cleared.
Exception reporting will be necessary on
these items both online and in a report.
REV017 Revenues & General Features Provide inquiry capability to display the Optional
Receivables (open item/balance forward) status and aging
for an account on an as needed basis.
REV018 Revenues & General Features Ensure that miscellaneous charges or credits Required
Receivables are accompanied by the appropriate general
ledger account.
REV019 Revenues & General Features Flag payments received for which no match Optional
Receivables to an invoice has been determined
(prepayments, duplicates etc.).
REV020 Revenues & General Features Flag any error condition. Optional
Receivables
REV021 Revenues & General Features Retain paid items in the open item file until Optional
Receivables month-end.
REV022 Revenues & General Features Print statements for all account, with balances Optional
Receivables or activity.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
REV023 Revenues & General Features Generate account statements on demand for a Optional
Receivables specific account, all accounts in a department,
and/or all delinquent accounts, Type of
account.
REV024 Revenues & General Features Handle accounts with extended payment Optional
Receivables terms during the aging process and for
assessing delinquency charges.
REV025 Revenues & General Features Delete automatically all accounts with no Optional
Receivables activity and no balance in the last 12 months.
These accounts should first be printed on a
"notification” report before being deleted.
REV026 Revenues & General Features Enter invoices in batches. Optional
Receivables
REV027 Revenues & General Features Enter credit memos in batches. Required
Receivables
REV028 Revenues & General Features Maintain an account on a combined basis for Optional
Receivables all locations within a department.
REV029 Revenues & General Features Determine type of cash receipt by coding, Required
Receivables document identification, terminal device or
location.
REV030 Revenues & General Features Relate revenues to source Required
Receivables
REV031 Revenues & General Features Process payments or cash receipts Optional
Receivables interactively and update account balances in
a real-time environment.
REV032 Revenues & General Features Maintain detailed transaction activity for each Optional
Receivables account.
REV033 Revenues & General Features Assess a late charge to in overdue account Optional
Receivables either as a fixed dollar amount or percentage
of the remaining balance.
REV034 Revenues & General Features Process adjustments to payments or billings. Optional
Receivables
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
REV035 Revenues & General Features Process miscellaneous cash receipts. Required
Receivables
REV036 Revenues & General Features Maintain account balances on an open item Optional
Receivables and/or balance forward basis.
REV037 Revenues & General Features Produce reconciliation type statements Optional
Receivables shoving beginning balance, charges, credits
and payments, and a new balance.
REV038 Revenues & General Features Apply or allocate partial payments on a pre- Required
Receivables determined basis depending on the priority of
the type of obligations outstanding.
REV039 Revenues & General Features Provide for write-off of bad debts regardless Required
Receivables of when the original revenue was recorded
and list accounts written off.
REV040 Revenues & General Features Identify Payments/credits by type (i.e., cash Required
Receivables payment, adjustment, returned check, etc.).
REV041 Revenues & General Features Ability to establish unique installment Optional
Receivables repayment schedules for an account.
REV042 Revenues & General Features Enter account name and address directly Optional
Receivables permitting “one-time” accounts.
REV043 Revenues & General Features Process credit and debit memos related to a Optional
Receivables specific invoice and automatically adjust the
invoice balance.
REV044 Revenues & General Features Enter deposit total to ensure that all receipts Required
Receivables in a deposit are processed for the correct
amount.
REV045 Revenues & General Features Automatically clear credit balances when Optional
Receivables payment authorizations are processed by the
Accounts Payable System.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
REV046 Revenues & General Features Provide inquiry capabilities on the Optional
Receivables outstanding balance and display the accounts
aging analysis. Drill down capability should
be provided on summary amounts.
REV047 Revenues & General Features Print bills in a mailing envelope (using mailer Optional
Receivables forms) for immediate distribution. Sort
criteria are selected by user.
REV048 Revenues & General Features Establish user-defined aging periods for Optional
Receivables aging reports online with drill down
capability.
REV049 Revenues & General Features Allow for small discrepancies between the Optional
Receivables amount due and the amount received to be
automatically written off at the users option.
REV050 Revenues & General Features Archive and purge cash receipts detail after a Required
Receivables specified period.
REV051 Revenues & General Features Selectively produce account reminder notices. Optional
Receivables
REV052 Revenues & General Features Provide for the generation of an on-demand Optional
Receivables invoice on-line, with corresponding journal
entries generated to record the receivable and
provide a user controlled update/no update
option to the general ledger.
REV053 Revenues & General Features Provide for on-line adjustments to accounts Optional
Receivables receivables with corresponding journal
entries generated to record the transaction.
REV054 Revenues & General Features Provide for the automatic calculat-ion of Optional
Receivables interest based on user defined interest rate
and receivable category.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
REV055 Revenues & General Features Provide for the automatic generation of past Optional
Receivables due notices.
REV056 Revenues & General Features Ability to cancel and re-bill an account. Optional
Receivables
REV057 Revenues & General Features Ability to automatically transfer financial Optional
Receivables data when an account moves from one
location to another.
REV058 Revenues & General Features Ability to easily refund amounts, when Required
Receivables needed. (Note: Some programs require large
volumes of refunds).
REV059 Revenues & General Features Automatically create receivable document Required
Receivables when an NSF check is recorded by a cash
receipt adjustment.
REV060 Revenues & General Features Automatically create an open invoice with an Optional
Receivables overpayment or create a PV document when
an overpayment is recorded by a cash receipt.
REV061 Revenues & General Features Ability to identify invoices by type Optional
Receivables
FNRPT000 Finance Reporting Finance Information Reporting - The ERP application must supply an appropriate amount of System Assurance Reporting to ensure
system integrity (checks and balances)
FNRPT001 Finance Reporting Reporting and Provide the capacity to prepare special Required
Inquiry reports (summaries, analysis, worksheets)
using an existing adhoc reporting tool or
extracting data to a spreadsheet or database
such as Excel or Access.
FNRPT002 Finance Reporting Reporting and Availability of current data (no older than 24 Required
Inquiry Hrs)
FNRPT003 Finance Reporting Reporting and Drill down capability to the lowest level of Required
Inquiry detail on all summary lists or online reports.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
FNRPT004 Finance Reporting Reporting and Ability of 3rd party tools such as Crystal Required
Inquiry Reports to access the data.
FNRPT005 Finance Reporting Reporting and Ability to export reports to other sources for Required
Inquiry record retention purposes or WEB pages
FNRPT006 Finance Reporting Financial Reporting Standard reports including but no limited to:
FNRPT007 Finance Reporting Financial Reporting - Revenue and Expense and Balance Sheet for Required
any level of the organization, including
comparative reports between current and
prior year's actual and between current year's
actual and budget
FNRPT008 Finance Reporting Financial Reporting - Sources and Applications of Funds. Required
FNRPT009 Finance Reporting Financial Reporting - Cash Receipts & Disbursements Required
FNRPT010 Finance Reporting Financial Reporting - Consolidated financial and statistical Required
reports.
FNRPT011 Finance Reporting Financial Reporting - Project/Program reports on an inception to Required
date basis as well as fiscal year to date.
FNRPT012 Finance Reporting Financial Reporting - Validation and control reports highlighting Required
errors and out of balance conditions and
other abnormal account balances.
FNRPT013 Finance Reporting Financial Reporting - Account structure master file listing Required
showing account number and account
description for all valid accounts for selected
accounting periods.
FNRPT014 Finance Reporting Financial Reporting - Trial Balance ( summary balances or detail Required
postings) for various levels (fund, subfund,
etc.) by accounting period parameters
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
FNRPT015 Finance Reporting Financial Reporting - Combining Fund Financial Statements as Required
required by governmental GAAP.
FNRPT016 Finance Reporting Financial Reporting - Entity Wide Financial Statements as Required
required by governmental GAAP.
FNRPT017 Finance Reporting Financial Reporting - Transaction detail by day or by user Required
specified period.
FNRPT018 Finance Reporting Financial Reporting - Online inquiry of document history with Required
related document cross reference (e.g.
requisition, purchase order, receiving
document, payment voucher and check)
FNRPT019 Finance Reporting Financial Reporting Ability to provide customized on-demand
reports. For example:
FNRPT020 Finance Reporting Financial Reporting - Responsibility reports on a detailed Required
summary basis by cost center.
FNRPT021 Finance Reporting Financial Reporting - Statistical reports incorporating non- Required
financial as well as financial data
(performance measurements, included).
FNRPT022 Finance Reporting Financial Reporting Availability of:
FNRPT023 Finance Reporting Financial Reporting - Comparative revenue/expense analysis with Required
budgets and year to date.
FNRPT024 Finance Reporting Financial Reporting - Comparative revenue analysis with Required
previous months, six month average, last
year, original budget, and next month
forecast.
FNRPT025 Finance Reporting Financial Reporting - Percentage trend analysis up too current Required
month and for last 12 months.
FNRPT026 Finance Reporting Financial Reporting - Quarterly comparisons with previous Required
quarters and budgets.
FNRPT027 Finance Reporting Financial Reporting - Exception reports. Required
FNRPT028 Finance Reporting Financial Reporting - Capability to perform calculations including Required
intercolumn and interrow.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
FNRPT029 Finance Reporting Financial Reporting - Responsibility reports of a pyramid Required
reporting technique to cover levels in the
organization structure.
FNRPT030 Finance Reporting Financial Reporting - Ability to perform drill down for further Required
details behind online summary reports.
FNRPT031 Finance Reporting Financial Reporting - General ledger data in a database on a daily Required
basis for adhoc reporting via a reporting tool
such as Crystal.
FNRPT032 Finance Reporting Financial Reporting Ability to accept report parameters during Required
execution or at the time of online queries.
FNRPT033 Finance Reporting Financial Reporting Ability to identify report recipients or Required
initiator on the report.
FNRPT034 Finance Reporting Financial Reporting Ability to sort reports into distribution Required
sequence.
FNRPT035 Finance Reporting Financial Reporting Ability to incorporate distribution address Required
into the report and/or send report to recipient
via e-mail in adobe and similar formats that
can be printed on a laser or inkjet printer.
FNRPT036 Finance Reporting Financial Reporting Ability to provide cross-referencing on all Required
catalogued report definitions in the system
(i.e. canned reports).
FNRPT037 Finance Reporting Financial Reporting Ability to allow user specified tolerances and Required
highlight variances exceeding those
tolerances in reports sent to the initiator or
specified recipients. Example sent report if
expenditures are over 80% of budget for the
personal services appropriation unit.
FNRPT038 Finance Reporting Financial Reporting Ability to compress multiple accounts to a Required
single print line with drill down capability on
responsibility reports.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
FNRPT039 Finance Reporting Financial Reporting Ability to run reports at any time during the Required
period, reflecting the effect of all transactions
processed to-date (i.e. availability of most
current data for reporting).
FNRPT040 Finance Reporting Financial Reporting Ability to round figures on queries on reports Required
at the option of the user.
FNRPT041 Finance Reporting Financial Reporting Ability to set up a prototype set of reports Required
and have the systems automati-cally produce
those reports for all like entities, varying only
the entity iden-tification and the data
appropriate to each entity.
FNRPT042 Finance Reporting Financial Reporting Ability to specify the sequence in which Required
reports are to be printed as well as the
number of copies desired of each for
distribution purposes.
FNRPT043 Finance Reporting Financial Reporting Ability of the general ledger to provide Required
reporting according to user-defined structure
and reporting entity at any level of detail.
FNRPT044 Finance Reporting Financial Reporting Ability of the system to produce control totals Required
at the end of the trial balance report.
FNRPT045 Finance Reporting Financial Reporting Ability to provide maintenance activ-ity Required
reports. Ability to accommodate user
customization of the hierarchy reporting.
FNRPT046 Finance Reporting Financial Reporting Ability to provide an unlimited number of Required
report formats.
FNRPT047 Finance Reporting Financial Reporting Ability to limit user-defined reporting (for Required
example, control the number of pages printed
remotely).
FNRPT048 Finance Reporting Financial Reporting Ability to define, execute, and view reports Required
on-line prior to printing.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
FNRPT049 Finance Reporting Financial Reporting Ability to store calculated values and use in Required
subsequent calculations.
FNRPT050 Finance Reporting Financial Reporting Ability co use cataloged (canned) report Required
definitions as the basis for a new/ user created
reports.
FNRPT051 Finance Reporting Financial Reporting Ability for users to create their own simple Required
queries/reports and store them for later use.
FNRPT052 Finance Reporting Financial Reporting Ability to produce summary reports which Required
display the summary of any conceivable
combination of responsibility centers to any
number of levels.
FNRPT053 Finance Reporting Financial Reporting Ability to group accounts in any manner Required
desired for presentation on reports or export
to a spread sheet or other file formats
regardless of their physical location on the
master file.
FNRPT054 Finance Reporting Financial Reporting Ability to reference files from outside the Required
system provided that there are common
elements to join the data to create reports and
produce results from online queries.
FNRPT055 Finance Reporting Financial Reporting Ability to create output in the form of graphs Required
and tables.
FNRPT056 Finance Reporting Financial Reporting Ability to perform a keyword search Required
throughout the system. For large hits there
should also be provided the capability to
perform an advanced search throughout the
system.
FNRPT057 Finance Reporting Financial Reporting Ability to report or review the effect of Required
transactions before they are posted. This
would apply to transactions entered online or
placed in a holding file from a batch interface.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
FNRPT058 Finance Reporting Financial Reporting Ability to produce a Comprehensive Annual Required
Financial and other similar type reports from
the system without having to extract the data
from reports and re-keying into spreadsheets
and word processors.
FNRPT059 Finance Reporting Financial Reporting Ability to produce reports in a file format that Required
can be imported into an Excel based (or other
spreadsheet) template
PROJ000 Project Accounting Project Accounting - The practice of creating financial reports specifically designed to track the financial progress of projects, which
can then be used by managers to aid project management.
PROJ001 Project Accounting Project Accounting Ability to provide timely information during Required
all phases of the project
PROJ002 Project Accounting Project Accounting Ability to handle multiple fiscal year Required
schedules
PROJ003 Project Accounting Project Accounting Provision for budgetary control on Required
expenditures relating to projects.
PROJ004 Project Accounting Project Accounting Provide for an inquiry capability which Required
reflects available balances at the summary
level with drill down capability to the more
detailed levels.
PROJ005 Project Accounting Project Accounting Analysis and modeling capabilities. Required
PROJ006 Project Accounting Project Accounting Maintain monthly budget amounts and Required
report budget variances on a current, annual,
fiscal year-to-date and inception-to-date basis.
PROJ007 Project Accounting Project Accounting Ability to handle multiple project numbers Required
(e.g. Financial System has a project number
but Engineering may use another number
which could be considered a reference
number).
PROJ008 Project Accounting Project Accounting Ability to identify funding sources for Required
projects including grants.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PROJ009 Project Accounting Project Accounting Ability to link projects to grants for reporting Required
purposes.
PROJ010 Project Accounting Project Accounting Ability to split the cost of projects across Required
various funding sources (e.g. 70% grant, 30%
ad valorem)
PROJ011 Project Accounting Project Accounting Ability to prioritize funding sources for Required
projects (e.g. grants, ad valorem)
PROJ012 Project Accounting Project Accounting Ability to identify phases of a project (e.g. Required
design, pre construction, construction, post
construction, completed)
PROJ013 Project Accounting Project Accounting Ability to group projects by type Required
PROJ014 Project Accounting Project Accounting Ability to assign object codes to projects Required
PROJ015 Project Accounting Project Accounting Ability to interact with the Fixed asset Optional
module to report Construction Work-in-
Progress including invoice tracking and
payment.
PROJ016 Project Accounting Project Accounting Provide budgets by fiscal year and project. Required
PROJ017 Project Accounting Project Accounting Compare budget vs. actual. Required
PROJ018 Project Accounting Project Accounting Track funding source by object of expenditure Required
code.
PROJ019 Project Accounting Project Accounting Allow on-line entry of factors to adjust Required
projections.
PROJ020 Project Accounting Project Accounting Ability to track change orders. Required
PROJ021 Project Accounting Project Accounting Multi-year reporting capability for capital Required
budgets.
PROJ022 Project Accounting Project Accounting Ability to identify transactions that are Required
related to change orders and uniquely
identify each change order
PROJ023 Project Accounting Project Accounting Report project status for current month, YTD Required
and Inception to date with the ability to drill
down to see details of expenditures and
revenues.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PROJ024 Project Accounting Project Accounting Ability to link to a notepad or word processor Required
for periodic status input by project manager
PROJ025 Project Accounting Project Accounting Ability to track approved funding not yet Required
applied to project (claims on reserves, claims
on future bond issues…etc)
PROJ026 Project Accounting Project Accounting Ability to combine /split projects Required
(reorganizations) and maintain an audit trail
of such actions.
PROJ027 Project Accounting Project Accounting Ability to close projects without losing Required
detailed history.
PROJ028 Project Accounting Project Accounting Ability to search for the last document posted Required
to a project.
PROJ029 Project Accounting Project Accounting Ability to link to word processors and Required
spreadsheets for document publications.
GRNT000 Grant Accounting Grant Accounting - The accounting and management of grants within the Clerk's office.
GRNT001 Grant Accounting General Features Track grants for multiple years. Required
GRNT002 Grant Accounting General Features ITD (Inception-to-Date) Grant Ledger. Required
GRNT003 Grant Accounting General Features Establish Grant Budgets in accordance with Required
Grant award.
GRNT004 Grant Accounting General Features Post costs to grant using reporting categories. Required
GRNT005 Grant Accounting General Features Ability to enter and display cross reference Required
between fund, agency, organization and grant
code
GRNT006 Grant Accounting General Features Ability to enter Grant detailed information Required
regardless of the method used on a Grant
Profile Table (grant management or
organization method) to facilitate reporting of
grants various ways.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
GRNT007 Grant Accounting General Features Ability to reconcile information entered in Required
grant profile tables with information entered
in Ledgers
GRNT008 Grant Accounting General Features Ability to control entry to the Grant Profile Required
Table by Fiscal Year
GRNT009 Grant Accounting General Features Functionality necessary on the first day of a
new system are as follows.
GRNT010 Grant Accounting General Features - Track revenue by reporting category. Required
GRNT011 Grant Accounting General Features - Balance field on Grant Tables. Required
GRNT012 Grant Accounting General Features - Views for Grant Tables similar to budget vs. Required
expenditures and budget vs. revenue table
views, including multiple years on a single
screen.
GRNT013 Grant Accounting General Features - On line view of Grant Ledger. Required
GRNT014 Grant Accounting General Features - Ability to search for reporting categories by Required
searching on Grant Number.
GRNT015 Grant Accounting General Features - Option to control reporting category at Required
various levels - Agency, Fund, Organization
GRNT016 Grant Accounting General Features - Separate reporting category tables just for Required
grants.
GRNT017 Grant Accounting General Features - Means to calculate Federal, State, Required
Contribution and Local portion of expenses.
GRNT018 Grant Accounting General Features - Means to update Grant Profile Table from Required
information input from grant management or
organization method.
GRNT019 Grant Accounting General Features - Second page on grant management Required
document in order to input more than three
lines on a page.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
GRNT020 Grant Accounting General Features - Means to link objects and reporting Required
categories even when there are multiple
objects in one reporting category. A table to
display the linked objects and reporting
categories.
GRNT021 Grant Accounting General Features - Automated transfer system for grant match. Required
GRNT022 Grant Accounting General Features Ability to update the Reporting Table Required
Description using a grant management
document.
GRNT023 Grant Accounting General Features Where possible allow views that will include Optional
multiple years on a single screen.
FNSEC000 Security Security - Financial Security Requirements
FNSEC001 Security General Features Ability to set up user defined number of Required
security groupings per userid (more than
nine)
FNSEC002 Security General Features Ability to secure transactions and table Required
updates at the accounting line level
FNSEC003 Security General Features Ability to secure or lock out fields within Required
transaction types and tables by
profile/class/group combinations
FNSEC004 Security General Features More flexibility and user friendly overall Required
FNSEC005 Security General Features Ability to define security groups Required
FNSEC006 Security General Features Reporting for audit trails, table logging Required
features, approval logs, and discrepancy
reports.
FNSEC007 Security General Features Ability to define User groups or Agency Required
groups
FNSEC008 Security General Features Ability to define Functional Work groups Required
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
FNSEC009 Security General Features Security Request form on-line Required
FNSEC010 Security General Features Electronic signatures on-line for Security Required
authorizations
FNSEC011 Security General Features Ease of setup for organizational changes for Required
security
FNSEC012 Security General Features Ability to define security group naming Required
conventions
FNSEC013 Security General Features Copy/change feature for security user profiles Required
FNSEC014 Security General Features More flexibility updating approval levels Required
across Security groupings and functional
Work groupings
FNSEC015 Security General Features Better help information for security errors Required
and messages
FNSEC016 Security General Features Flexibility in adding additional Required
agency/organization to user profiles
FNSEC017 Security General Features Ability to secure users by FUND Required
FNSEC018 Security General Features Better documentation on Security from Required
Vendor
FNSEC019 Security General Features Secure database for security tables to generate Required
reports
FNSEC020 Security General Features Password encryption for user passwords. Required
FNSEC021 Security General Features Ability to approve transactions by authorized Required
maximum amounts.
FNSEC022 Security General Features Ability to define security by function Required
FNSEC023 Security General Features Ability to assign security by function and role Required
top workflow events
INV000 Investments/Cash Investments/Cash Management - The management of the cash balances to maximize the availability of cash not invested in fixed
Management assets or inventories.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
INV001 Investments/Cash General Features Automate reporting, posting to general Required
Management ledger: Also, to allow analytics using same
(single) database.
INV002 Investments/Cash General Features Allow for multiple pools/interest Required
Management allocations/sweeps.
INV003 Investments/Cash General Features Allow manual adjustments to security table Required
Management for purchases with discounts/premiums.
Normally we leave security table set to “NO”
for amortizing of discount/premium,
however, at purchase must
manually/temporarily set to “YES” to post
purchase document and then reset to “NO” - -
- this allows for creation of discount/premium
at purchase, that we then close out and
recognize (+) revenue.
INV004 Investments/Cash General Features Handle GASB31 market value/fair value Required
Management adjustments.
INV005 Investments/Cash General Features Automated posting of Required
Management interest/maturities/purchase and especially
mortgage paydowns. Support
withdrawals/maturities/paydowns on
mortgages in cents due to the way each
mortgage must be purchased in multiple
units at $1 each.
INV006 Investments/Cash General Features Allow for Dummy fund set-up Required
Management
INV007 Investments/Cash General Features System to allow securities to accrue for 360 Required
Management days per year. Otherwise, excess interest
would accrue (substantial) by each year end
and we would have to adjust 1359 (accrued
interest) each year end.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
FIX000 Fixed Assets Fixed Assets - Fixed Assets System will be used to provide financial information on fixed assets, leased assets, and other assets.
Descriptive data, physical location, costs, replacement cycle or lease information, and maintenance requirements should be
maintained. It should also permit the decentralization of some functions such as relocation of assets by a custodian.
FIX001 Fixed Assets General Features Maintain the following information for each
fixed asset:
FIX002 Fixed Assets General Features - Asset number Optional
FIX003 Fixed Assets General Features - Asset description Optional
FIX004 Fixed Assets General Features - Asset Type Optional
FIX005 Fixed Assets General Features - Asset class Optional
FIX006 Fixed Assets General Features - Asset location Optional
FIX007 Fixed Assets General Features - General ledger account/sub-account Optional
FIX008 Fixed Assets General Features - Acquisition date Optional
FIX009 Fixed Assets General Features - Life Optional
FIX010 Fixed Assets General Features - Serial number Optional
FIX011 Fixed Assets General Features - Last physical inventory date Optional
FIX012 Fixed Assets General Features - Purchase Price Optional
FIX013 Fixed Assets General Features - Vendor Optional
FIX014 Fixed Assets General Features - Custodian Optional
FIX015 Fixed Assets General Features - Betterments Optional
FIX016 Fixed Assets General Features - Purchase Authority Optional
FIX017 Fixed Assets General Features Funding Source (Grant Info) Optional
FIX018 Fixed Assets General Features Ability to track asset type (e.g. real, Optional
equipment, etc.)
FIX019 Fixed Assets General Features Compute depreciation expense for financial Optional
statement purposes for funds that require
depreciation.
FIX020 Fixed Assets General Features Compute depreciation on a memo basis Optional
within the system without necessarily
generating a journal entry to the general
ledger if desired.
FIX021 Fixed Assets General Features Additional data fields for source of funds. Optional
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
FIX022 Fixed Assets General Features Allow classification into capital equipment or Optional
small equipment groups, subtotal each group
and supply a total overall value. Provide drill
down capability on inquiry screen.
FIX023 Fixed Assets General Features Maintain insurance valuation separate from Optional
asset cost.
FIX024 Fixed Assets General Features Distinguish between fixed assets and Optional
property control items.
FIX025 Fixed Assets General Features Adjust asset cost and automatically adjust the Optional
appropriate general ledger accounts.
FIX026 Fixed Assets General Features Record and accumulate maintenance Optional
information for individual fixed assets.
FIX027 Fixed Assets General Features Provide on-line terminal updating of Optional
property records end general ledger accounts.
FIX028 Fixed Assets General Features Provide on-line inquiry of pertinent property Optional
data.
FIX029 Fixed Assets General Features Track assets received, traded, or sold Optional
internally between like and different type of
funds, also externally.
FIX030 Fixed Assets General Features Maintain aging criteria for equipment useful Optional
life.
FIX031 Fixed Assets General Features Maintain multiple types of depreciation Optional
schedules.
FIX032 Fixed Assets General Features Update records based on transfers within Optional
organizations.
FIX033 Fixed Assets General Features Maintain a general ledger fixed asset group of Optional
accounts.
FIX034 Fixed Assets General Features Track property being accounted for on a lease Optional
purchase.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
FIX035 Fixed Assets General Features Provide for recording the transfer of assets Optional
between departments or locations on-line if
desired.
FIX036 Fixed Assets General Features Provide for the calculation of current Optional
replacement costs and insured value based on
variables such as consumer price index
adjustments or average inflation amounts.
FIX037 Fixed Assets General Features Produce year end reports and schedules Optional
required for CAFR (Schedule of General
Fixed Assets by Source, Schedule of General
Fixed Assets by Function and Activity,
Schedule of Changes in Fixed Assets by
Function and Activity.)
FIX038 Fixed Assets General Features Ability for input of a purchased item to fixed Optional
assets system via purchasing/payable system.
FIX039 Fixed Assets General Features Ability to interact with the Cost Optional
Accounting/Project management module to
account for Construction Work-in-Progress
including invoice tracking and payment.
FIX040 Fixed Assets General Features Ability of the Fixed Asset Ledger to carry Optional
details of transactions reflecting modifications
to Fixed Asset records. For table entries there
should be an audit log of changes made
online.
FIX041 Fixed Assets General Features Ability to handle mass reorganizations or Optional
changes in Fund types.
FIX042 Fixed Assets General Features Ability to interface bi-directionally with Optional
County Developed Financial system (FABS)
in both batch and online mode
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
FIX043 Fixed Assets General Features Ability to accept Fixed Asset Related Optional
transactions from external systems such as
transfers, sales and disposals (FABS)
FIX044 Fixed Assets General Features Ability to update FABS with information Optional
from based on transactions created.
FIX045 Fixed Assets General Features Ability to allow external system to read Fixed Optional
Asset and purchasing data (FABS - Store
Software)
FIX046 Fixed Assets General Features Ability to restrict processing of fixed asset Optional
transactions for specified FUND(S)
FIX047 Fixed Assets General Features Ability to cross reference fixed asset location Optional
code with the Tangible Personal Property
index code.
FIX048 Fixed Assets Custodian Tracking Ability to assign a custodian code to all assets Optional
and track them by custodian code (
acquisitions, betterments, modification,
transfers, internal sale and dispositions)
FIX049 Fixed Assets Custodian Tracking Ability to restrict transactions by custodian to Optional
the assets within their jurisdiction
FIX050 Fixed Assets Custodian Tracking Ability to restrict type of transactions that can Optional
be decentralized to custodians (e.g.. Limit to
modification, transfer, internal sale
transactions).
FIX051 Fixed Assets Custodian Tracking Ability to assign flexible reporting fields such Optional
as class, category, type and group.
FIX052 Fixed Assets Custodian Tracking Ability to assign a custodian code to one or Optional
multiple Fund/Agency/Organization
combinations by fiscal year (i.e. a
Fund/Agency/Organization/Custodian cross-
reference)
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
FIX053 Fixed Assets Custodian Tracking Ability to assign if the Custodian code is Optional
required at the System Option, Fund, Fund
Agency, and Agency Organization levels. A
requirement (Y or N) entered at a low level
will override settings made at higher levels.
FIX054 Fixed Assets Custodian Tracking Custodian code should be validated for all Optional
fixed asset transactions to ensure that the
custodian code is valid (exists and is valid in
combination with the associated
Fund/Agency/Organization).
FIX055 Fixed Assets Custodian Tracking Ability to assign valid locations from a Optional
location table for a custodian by fiscal year.
FIX056 Fixed Assets Custodian Tracking Validate valid locations for a custodian by Optional
using a lookup to a custodian location table
for all fixed asset transactions.
FIX057 Fixed Assets Custodian Tracking Ability to handle custodian codes and Optional
locations during any Fixed Asset
reorganization process.
PAY000 Payroll Payroll - The ERP application should support the following Clerk and County requirements.
PAY001 Payroll Earnings & Pay Provide means to automate the inclusion of Required
additional earnings types other than regular
pay based on employee profile.
PAY002 Payroll Earnings & Pay Maintain a table of additional earnings types Required
(tool allowance, lead worker, shift
differ-ential, and others).
PAY003 Payroll Earnings & Pay Provide ability by additional earnings type to Required
selectively apply as appropriate: retirement,
federal withholding, FICA, overtime,
Medicare, effective dates, frequencies.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY004 Payroll Earnings & Pay Provide ability to make miscellaneous Required
employee payments through the payroll
system such as car allowances.
PAY005 Payroll Earnings & Pay Provide ability to report and withhold on Required
imputed income such as that derived from
personal use of county vehicles.
PAY006 Payroll Earnings & Pay Provide ability to set frequencies or limits for Required
an earning. Example: Auto allowances are
paid only with the first check of the month;
parking stipends are paid only with the last
check of the month.
PAY007 Payroll Earnings & Pay Provide ability to perform earnings Required
adjustments in both a batch and online mode
(batch mode used for mass changes).
PAY008 Payroll Earnings & Pay Provide the capability to handle unlimited Required
number of earning codes
PAY009 Payroll Earnings & Pay Provide ability to calculate retroactive pay on Required
applicable earnings (regular wages, overtime,
etc.) and adjust relevant accumulators.
PAY010 Payroll Earnings & Pay Ability to calculate the average hourly rate Required
used in the FLSA overtime calculation
requirements
PAY011 Payroll Earnings & Pay Provide ability to use earning codes in both Required
positive and negative entries.
PAY012 Payroll Earnings & Pay Provide the ability to identify if an earning Required
code is to be included as hours worked for
overtime calculations.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY013 Payroll Earnings & Pay Provide the ability to separately identify if the Required
calculated earnings from an earning code is to
be included in calculation of the following
deductions and/or contributions: Federal
Withholding, FICA, MEDICARE, Retirement,
and Unemployment Insurance. If the earning
code is to be included in the calculation of the
deduction/contribution indicate if the earning
code is to be added, subtracted or is to have
no effect at all.
PAY014 Payroll Earnings & Pay Provide the ability to identify if the calculated Required
earnings from an earning code is to be
included in the gross pay subject to Wage
Attachment calculation indicating if the
earning code is to be added, subtracted or is
to have no effect at all on the Total Gross.
PAY015 Payroll Earnings & Pay Provide the ability to identify if the calculated Required
earnings from an earning code is to be
included in Total gross pay calculation
indicating if the earning code is to be added,
subtracted or is to have no effect at all on the
Total Gross.
PAY016 Payroll Earnings & Pay Provide the ability to indicate if an earning Required
code is based on time entered or is a fixed
dollar amount.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY017 Payroll Earnings & Pay Provide the ability to attach a factor, hourly Required
rate or fixed additional dollar amount to an
earning code. Example: Fire Rescue gets an
additional $20 for each hour worked at a
special event (Miami heat championship
parade). If an employee works 2 hours $40
event pay is received, 5 hours $100 event pay
is received.
PAY018 Payroll Earnings & Pay Provide the ability to assign an object code to Required
an earning code
PAY019 Payroll Earnings & Pay Provide the ability to incorporate custom Required
rules that can be attached to an earning code
prior to the gross pay calculation.
PAY020 Payroll Earnings & Pay Provide the ability to incorporate custom Required
rules that can be attached to an earning code
after the gross pay calculation.
PAY021 Payroll Earnings & Pay Provide the ability to indicate if the hours Required
associated with the earning code should be
included in leave accrual calculations.
PAY022 Payroll Earnings & Pay Provide the capability to determine the Required
sequence in which the total earnings are
calculated.
PAY023 Payroll Earnings & Pay Provide the ability to indicate by earning code Required
if withholding taxes should be calculated at
the supplemental rate.
PAY024 Payroll Earnings & Pay If balances are maintained, provide the Required
capability to assign which balances are
updated by the earning code.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY025 Payroll Earnings & Pay Provide ability to automate special pay Required
compensation provisions based on
parameters. One parameter could be a
provided special pay amount, and the other
could be duration. The system should then
calculate the difference between the special
pay amount and regular wages, and follow
configured rules to calculate allowable pay
for a given duration. For example, with
County's worker's compensation, the EE
receives the difference between worker's
comp pay and regular wages, not to exceed
1/3 of regular wages. With military pay, if the
EE receives less military pay than regular
wages, EE will receive the difference between
military pay and regular wages up to a
specified duration.
PAY026 Payroll Deductions & Provide ability to maintain table of payroll Required
Contributions deductions and contributions.
PAY027 Payroll Deductions & Provide the ability to track, report and remit Required
Contributions savings series E and I bonds of varying
denominations from employee's deduction(s).
PAY028 Payroll Deductions & Provide the ability to allow an employee to Required
Contributions have deductions for multiple savings bonds
in various combinations of denominations
and series.
PAY029 Payroll Deductions & Provide the ability to allow bond owners Required
Contributions other than the employee (capability to carry
the name of the bond owner other than the
employee).
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY030 Payroll Deductions & Provide the ability to automatically generate Required
Contributions an interface transaction to the general ledger
and financial institution when the sum of the
deductions is enough to purchase a bond.
Example: Employee would like to purchase
$100 bonds and is deducting $10 from each
pay check. Assuming no pay cycles were
missed, the 10th payroll run should generate
a transaction to purchase a bond and interface
transaction to record the purchase in the
general ledger.
PAY031 Payroll Deductions & Provide the ability to calculate imputed Required
Contributions income on life insurance over 50K also to
include the imputed income on the spouse
and dependents.
PAY032 Payroll Deductions & Provide ability to set frequencies or limits for Required
Contributions a deduction or contribution. Example: Tri-
Rail Commuter deductions are taken with the
first check of the month; parking deductions
are taken from the last check of the month.
PAY033 Payroll Deductions & Provide ability to apply deductions from Required
Contributions earnings before taxes (pre-tax)
PAY034 Payroll Deductions & Provide ability to perform deduction Required
Contributions adjustments in both a batch and online mode.
PAY035 Payroll Deductions & Provide the capability to handle unlimited Required
Contributions number of deductions
PAY036 Payroll Deductions & Provide ability to use deduction and Required
Contributions contribution codes in both positive and
negative entries.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY037 Payroll Deductions & Provide the ability to calculate wage Required
Contributions assignments and child support deductions in
accordance with the guaranteed net pay
requirements according to the State and Local
regulations
PAY038 Payroll Deductions & Provide the ability to calculate wage Required
Contributions assignments and child support deductions in
accordance with the guaranteed net pay
requirements according to Federal and IRS
requirements.
PAY039 Payroll Deductions & Provide capability to indicate if a deduction, Required
Contributions reduction or contribution is active or inactive.
PAY040 Payroll Deductions & Provide the capability to handle partial Required
Contributions deductions if there is not enough money to
take the full deduction.
PAY041 Payroll Deductions & Provide the capability to indicate what type Required
Contributions of balances can be maintained for each
deduction and contribution (YTD, ITD, QTD,
MTD, FYTD…)
PAY042 Payroll Deductions & Provide the ability to assign an object or Required
Contributions balance sheet account code to a
deduction/contribution code
PAY043 Payroll Employee leave Provide ability to update multiple leave Required
balances based on the leave plan(s) and leave
accrual the information as defined in the
employee's record.
PAY044 Payroll Employee leave Provide ability to manually update all leave Required
and accrual information online including
audit trail of all changes made.
PAY045 Payroll Employee leave Provide the ability to handle an unlimited Required
number of leave plans
Revised 9/7/2006 Page 143 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY046 Payroll Employee leave Provide the ability to set up several types of Required
leave plans (vacation, sick, PTO, Incentive,
etc.)
PAY047 Payroll Employee leave Provide the capability of handling both Required
accrual and non-accrual based leave plans.
PAY048 Payroll Employee leave Provide the ability to assign multiple leave Required
plans to an employee.
PAY049 Payroll Employee leave Provide the ability to setup leave accrual Required
tables that would calculate leave accrued
based on a leave accrual seniority or similar
date. Example 0 - 5 years 4 hrs per pay
period, there after an additional hour of
accrual per year up to 10 years.
PAY050 Payroll Employee leave Provide the capability of handling multiple Required
plan periods for leave accruals. Example: One
period may run from Oct - Sept, another from
Jan - Dec.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY051 Payroll Employee leave Provide the capability of adjusting leave Required
balances at the end of the fiscal or calendar
year based on pre determined rules. Example
at the end of the fiscal year any remaining
leave cannot be rolled over but is paid off. If
the end of the fiscal year falls in the middle of
a pay period, the balance prior to and
including the cutoff date is deducted from the
old year balance with the remainder from the
new year balance. (Old year balance 20 hrs
with 320 hr balance eligible at the beginning
of the new fiscal year. Vacation is taken 09/29
through 10/3 with the fiscal year end falling
on 09/30. In this case 4 hours will be paid off
and 24 hrs deducted from the new year
balance).
PAY052 Payroll Employee leave Provide ability to monitor and enforce caps Required
on leave amounts (e.g. vacation sick, FMLA).
PAY053 Payroll Employee leave Provide the ability to accumulate and track Required
compensatory time.
PAY054 Payroll Employee leave Provide ability to monitor and enforce caps Required
on compensatory time earned.
PAY055 Payroll Employee leave Provide ability to warn employees when caps Required
are approached or mandatory leave amounts
are not used.
PAY056 Payroll Employee leave Provide ability to accommodate special Required
provisions of bargaining unit contracts, for
example, 85%/65% disability, sick leave bonus
payoff.
Revised 9/7/2006 Page 145 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY057 Payroll Employee leave Provide ability to record and maintain Required
compensatory time earned and used, and
print on check stub and in employee master
file.
PAY058 Payroll Employee leave When leave balances are maintained, provide Required
the capability to assign which earnings code
balances are updated by the leave balance.
PAY059 Payroll Payroll Timekeeping Provide ability to accommodate a variety of Required
work schedules (10-hour day, 7.5 hour day, 8
hour day, part-time, on-call, temporary, 52-
hour weeks, others).
PAY060 Payroll Payroll Timekeeping Provide ability to enter hours worked on Required
exception basis (default to regular hours as
maintained in employee master file) or
positive basis (entry required for all workers).
PAY061 Payroll Payroll Timekeeping Provide ability to enter payroll time-keeping Required
information at remote locations.
PAY062 Payroll Payroll Timekeeping Provide ability for multiple users to enter Required
time records simultaneously.
PAY063 Payroll Payroll Timekeeping Provide ability to enter time at any point in Required
pay period.
PAY064 Payroll Payroll Timekeeping Provide time entry screens with default daily Required
hours based on information in employee
master file.
PAY065 Payroll Payroll Timekeeping Provide ability to calculate weekly overtime Required
hours in accordance with FLSA
PAY066 Payroll Payroll Timekeeping Provide ability to accommodate other FLSA Required
overtime hours in accordance with special
FLSA provisions for public safety employees.
Revised 9/7/2006 Page 146 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY067 Payroll Payroll Timekeeping Provide ability to enter multiple leave types Required
during time entry process.
PAY068 Payroll Payroll Timekeeping Provide system edit of available leave Required
balances.
PAY069 Payroll Payroll Timekeeping Provide ability to automatically apply leave Required
time taken in excess of available balances to
another leave type.
PAY070 Payroll Payroll Timekeeping Provide edit listing of hours for review prior Required
to payroll processing, and ability to make
changes prior to processing.
PAY071 Payroll Payroll Timekeeping Provide ability to format online time sheets Required
with approval requirements.
PAY072 Payroll Payroll Timekeeping Provide ability to override default labor Required
distribution as time is entered.
PAY073 Payroll Payroll Timekeeping Provide ability to record and apply edits as Required
defined by the pay code/earnings code table.
PAY074 Payroll Payroll Timekeeping Provide ability to use the system during Required
payroll processing and restrict updates that
would affect the pay period being processed.
PAY075 Payroll Payroll Timekeeping Provide the ability to apply user defined Required
payroll processing cutoff to restrict updates
that would affect the payroll being processed.
PAY076 Payroll Payroll Timekeeping Provide ability to interface with time clock Required
systems.
PAY077 Payroll Payroll Timekeeping Provide the ability to identify payroll Required
exceptions by date (e.g. vacation, sick)
Revised 9/7/2006 Page 147 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY078 Payroll Payroll Timekeeping Provide the ability to load holiday calendar Required
by year and various combinations of
employee type , job classification, schedule
(8hrs vs. 10 hrs), union
PAY079 Payroll Payroll Timekeeping Provide the ability to allocate shift differential Required
codes by various combinations of schedule,
employee type, job classification and union.
PAY080 Payroll Payroll Timekeeping Provide the ability to include holiday in the Required
overtime calculation, either time and one half
or double time.
PAY081 Payroll Payroll Timekeeping Provide the ability to allocate hours, time Required
worked to a temporary labor allocation.
PAY082 Payroll Payroll Timekeeping Provide the ability to identify if an earning Required
code is to be included as hours worked for
overtime calculations.
PAY083 Payroll Payroll Timekeeping Provide the ability to update hours in case of Required
an emergency payroll, i.e., bypass Kronos
interface and default everyone to 80 hours.
PAY084 Payroll Payroll Provide ability at employee option to direct Required
Administration - deposit employee net pay to designated
Disbursement depository. Provide ability at employee
Processing option to direct deposit employee net pay to
designated depository up to four account
partial/full.
PAY085 Payroll Payroll Provide ability at employee option to allocate Required
Administration - direct deposit pay to multiple designated
Disbursement depositories by percentage or amount.
Processing
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY086 Payroll Payroll Provide ability at employee option to direct Required
Administration - deposit part of pay to one or more designated
Disbursement depositor(ies) with net pay as a check.
Processing
PAY087 Payroll Payroll Provide ability to print stub (not on check Required
Administration - form) with pay information for those
Disbursement employees choosing direct deposit or send to
Processing e-mail address specified by the employee.
PAY088 Payroll Payroll Provide the ability to choose by organization Required
Administration - and/or employee the option of sending direct
Disbursement deposit advices via e-mail (e.g. There are
Processing three organizations, one organization opts to
print advices, the other sends all advices via e-
mail and the third has a mixture of printed
advices and e-mail depending on the option
selected on the employee's direct deposit
record.
PAY089 Payroll Payroll Provide ability to encrypt and transmit direct Required
Administration - deposit information to depository in
Disbursement prescribed format.
Processing
PAY090 Payroll Payroll Provide the ability to print at least 10 leave Required
Administration - balances on the pay stub
Disbursement
Processing
PAY091 Payroll Payroll Provide ability to print messages on check Required
Administration - stubs and direct deposit advices.
Disbursement
Processing
PAY092 Payroll Payroll Provide the ability to print employee Required
Administration - addresses on payroll checks.
Disbursement
Processing
Revised 9/7/2006 Page 149 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY093 Payroll Payroll Provide the ability to print manual checks on Required
Administration - demand.
Disbursement
Processing
PAY094 Payroll Payroll Provide ability to report and withhold on Required
Administration - Tax imputed income such as income derived from
Processing personal use of county automobiles/trucks.
PAY095 Payroll Payroll Provide ability to update regularly update tax Required
Administration - Tax related tables for tax changes, federal, State
Processing and local.
PAY096 Payroll Payroll Provide ability to exclude tax calculation from Required
Administration - Tax employee check based on employee's tax
Processing status and/or visa requirements.
PAY097 Payroll Payroll Provide ability to report in prescribed Required
Administration - Tax formats, and on magnetic media where
Processing indicated, the following: W-2 information,
state and federal tax reports, tax deposits for
941 reporting, and state unemployment
compensation.
PAY098 Payroll Payroll Provide ability to create an on-line W-2 work Required
Administration - Tax file, with all required information, but with
Processing on-line edit features to maintain the
information. Print W-2s from final version of
this file.
PAY099 Payroll Payroll Provide ability to hold off running W-2s up Required
Administration - Tax through February of the new year even when
Processing running normal payrolls in the new year.
Finance/Payroll staff may update an
employee's prior-year information that would
be used for W-2s as well.
Revised 9/7/2006 Page 150 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY100 Payroll Payroll Provide ability to define the pay dates in the Required
Administration - Tax system to satisfy all applicable tax reporting
Processing requirements.
PAY101 Payroll Payroll Provide ability to report FICA and Medicare Required
Administration - Tax separately.
Processing
PAY102 Payroll Payroll Provide the ability to print individual or Required
Administration - Tax selected list of W2 statements on demand.
Processing
PAY103 Payroll Payroll Processing - Provide ability to process payroll for multiple Required
General organizations that may or may not have the
Requirements same pay cycles and or Federal Id number.
Example: Poll workers from election office,
County Employees and Transit employees
(Palm Tran).
PAY104 Payroll Payroll Processing - Provide ability to process payroll for single Required
General organizations that may or may not have the
Requirements same pay cycles. Example: Commissioners
might get paid monthly, but other BCC get
paid bi-weekly.
PAY105 Payroll Payroll Processing - Provide ability to reverse an entire payroll. Required
General Examples: Emergency Payroll, throw 80
Requirements hours in for everyone and we end up not
needing it OR in case of problem payroll.
PAY106 Payroll Payroll Processing - Provide ability to support mid-week or mid- Required
General pay period starting dates. System would
Requirements prorate bi-weekly salary from hire date
through pay ending date based on work
schedule.
Revised 9/7/2006 Page 151 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY107 Payroll Payroll Processing - Provide for automated reversal of all Required
General applicable income, deductions, and leave
Requirements information, upon reversal of a payroll check
(including update of general ledger, as
appropriate).
PAY108 Payroll Payroll Processing - Provide ability to automate and calculate final Required
General payments to a terminating employee. Display
Requirements details of the final payment e.g. separate code
for regular pay, vacation payoff, sick payoff
etc as defined by the pay policy.
PAY109 Payroll Payroll Processing - Provide the ability to calculate Gross wages Required
General from net pay both online and in batch mode.
Requirements
PAY110 Payroll Payroll Processing - Provide the ability to calculate Net Pay from Required
General Gross Wages online and perform what-if
Requirements scenarios with deductions and contributions
mimicking various pay schedules (first pay of
the month, last pay of the month, special
schedules)
PAY111 Payroll Payroll Processing - Provide ability to define the payroll calendar Required
General in the system.
Requirements
PAY112 Payroll Payroll Processing - Provide the ability to identify and display Required
General union jobs/positions.
Requirements
PAY113 Payroll Payroll Processing - Provide complete audit trail of all payroll Required
General transactions, including name of persons
Requirements participating in and completing the
transaction.
PAY114 Payroll Payroll Processing - Calculate employees pay based on their Required
General hourly rate and work schedule even if they
Requirements are salaried.
Revised 9/7/2006 Page 152 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY115 Payroll Payroll Processing - Provide ability to calculate, on-line, gross pay, Required
General deductions and net pay for employee
Requirements requiring manual checks.
PAY116 Payroll Payroll Processing - Provide ability to update all payroll and Required
General earnings records, financial interfaces, etc. for
Requirements manual checks.
PAY117 Payroll Payroll Processing - Provide ability to issue more than one check Required
General per employee per check run.
Requirements
PAY118 Payroll Payroll Processing - Provide the ability to run adjustment payrolls Required
General that includes voided checks/direct deposits
Requirements and manual checks issued which will update
the system upon completion of the run.
PAY119 Payroll Payroll Processing - Provide the ability to run a direct deposit Required
General adjustment file outside the normal processing
Requirements run.
PAY120 Payroll Payroll Processing - Provide the ability to do pre-notes and if Required
General necessary bypass the pre-note individually
Requirements and as a company.
PAY121 Payroll Payroll Processing - Provide the ability to process payroll voids Required
General with options to reissue, no reissue….
Requirements
PAY122 Payroll Payroll Processing - Ability to process direct deposit voids and Required
General returns in such a manner that the necessary
Requirements information to update the general ledger will
be available to interfaces.
PAY123 Payroll Employee Self Provide the capability of employees to setup Required
Service direct deposit online via the intranet.
Revised 9/7/2006 Page 153 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY124 Payroll Employee Self Provide capability to submit employee Required
Service changes via the intranet subject to payroll
approval
PAY125 Payroll Employee Self Provide capability to file W4 form via web Required
Service browser via the intranet
PAY126 Payroll Employee Self Provide the capability of employees to view Required
Service their pay stub and payment history via the
intranet.
PAY127 Payroll Employee Self Provide the capability to determine when pay Required
Service information from a payroll run will made
available for online viewing.
PAY128 Payroll Employee Self Provide the capability for employees to view Required
Service leave balances online via the intranet
PAY129 Payroll Employee Self Provide the capability to view W2 Required
Service information via the intra and internet.
PAY130 Payroll Security Provide ability to secure data files. Required
PAY131 Payroll Security Provide ability to secure on-line updates. Required
PAY132 Payroll Security Provide ability to restrict data field entry to Required
specific divisions, and to field level.
PAY133 Payroll Security Provide ability to restrict on-line viewing Required
even to field level, when appropriate.
PAY134 Payroll Security Provide ability to assign password security. Required
PAY135 Payroll Security Provide ability to allow users to select Required
passwords.
PAY136 Payroll Security Provide ability to enforce password changes Required
from the system based on date of last change.
PAY137 Payroll Security Provide ability to restrict access when a given Required
number of tries to enter system have been
unsuccessful.
Revised 9/7/2006 Page 154 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY138 Payroll Security Provide ability to restrict on-line access to Required
system by entry to system, screen, function in
screen, and data element.
PAY139 Payroll Security Provide on-line access to and reports from Required
tables that record changes made, who made
them and when.
PAY140 Payroll Security Provide information sufficient to track the Required
flow of transactions from source document to
printed final reports, and from final
summaries back to the original source
document.
PAY141 Payroll Security Provide the ability to recreate reports and Required
situations to point in time for specified online
updates.
PAY142 Payroll Security Provide capability to produce a detailed audit Required
trail of all file maintenance activity, including
name of individual making the changes, and
the date the change originated, the effective
date of the change and the date the change
was finally made. (Used for situations where
there is an online workflow process where
there is an online edit and approval).
PAY143 Payroll General System Provide an employee record with at least the
following:
PAY144 Payroll General System - Employee Category (Regular, Temp., Required
Student, On-Call, Seasonal.....)
PAY145 Payroll General System - Employee Type (Exempt/Non-Exempt) Required
PAY146 Payroll General System - Job Classification Number Required
PAY147 Payroll General System - Benefits Eligibility Date Required
PAY148 Payroll General System - Benefits Termination date Required
PAY149 Payroll General System - Benefits Deduction and Contribution Start Required
Date
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY150 Payroll General System - Benefits Deduction and Contribution End Required
Date
PAY151 Payroll General System - Benefit Type Required
PAY152 Payroll General System - Pay Type (Biweekly, Semi-Monthly....) Required
PAY153 Payroll General System - Standard work week hours Required
PAY154 Payroll General System - Tax Withholding status Required
PAY155 Payroll General System - FICA tax status Required
PAY156 Payroll General System - Earnings and Deductions Effective dates Required
PAY157 Payroll General System - Next Performance Review Date Required
PAY158 Payroll General System - Position Pay grade Required
PAY159 Payroll General System - Position Title Required
PAY160 Payroll General System - Current Salary Required
PAY161 Payroll General System - Department cost center Required
PAY162 Payroll General System - Labor Distribution codes Required
PAY163 Payroll General System - Leave accruals, by leave type Required
PAY164 Payroll General System - Total leave accrued, by leave type Required
PAY165 Payroll General System - Total leave used, by leave type Required
PAY166 Payroll General System - Total remaining balance, by leave type Required
PAY167 Payroll General System - Fiscal year to date leave accruals Required
PAY168 Payroll General System - Fiscal year to date leave usage Required
PAY169 Payroll General System - Cumulative information for each earning or Required
deduction
PAY170 Payroll General System - Total creditable hours worked Required
PAY171 Payroll General System - Employee work phone number Required
PAY172 Payroll General System - Workers Compensation Category Required
PAY173 Payroll General System - Bargaining Unit Membership Required
PAY174 Payroll General System - Employee work place Required
PAY175 Payroll General System - User defined fields Required
PAY176 Payroll General System Maintain unique employee numbers that are Required
different from the social security number.
System should assign employee numbers for
new hires.
PAY177 Payroll General System Ability to import and utilize existing Required
employee numbers.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY178 Payroll General System Ability for system to auto-generate new hire Required
employee numbers starting at a specific Clerk-
defined number.
PAY179 Payroll General System Provide the ability to assign employees to Required
multiple organizations, each having its own
Federal ID number while maintaining unique
social security and employee numbers within
each organization. No two employees within
the same organization should have the same
social security number or employee number.
Example: an employee could work for both
BCC and Palm Tran (each organization
having its own Federal ID number) and get
paid by both, therefore getting a W2 from
both organizations.
PAY180 Payroll General System Provide ability to track employee category Required
such as regular, student, substitute, on-call,
and temporary.
PAY181 Payroll General System Provide ability to track employment status Required
such as full-time, part-time, and other.
PAY182 Payroll General System Provide ability to calculate and apply mass Required
changes to payroll/personnel records (like
across the board raises, change in work
hours), in total or based on user selected
criteria.
PAY183 Payroll General System Provide ability to maintain personnel/payroll Required
information on employees for at least five
years after termination.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY184 Payroll General System Provide ability to maintain work schedule Required
(hours per week) and hourly rate on
employee record.
PAY185 Payroll General System Provide ability to track historical actions such Required
as new personnel actions (name changes,
address changes, salary changes, social
security numbers, reclassification, and others -
if appropriate -), terminations, re-hires,
transfers.
PAY186 Payroll General System Provide ability to generate mailing labels and Required
letters to any individual in the personnel/
payroll database, based on any selection
criteria in the database.
PAY187 Payroll General System Provide the ability to update the master file Required
using effective dates, or future dates.
PAY188 Payroll General System Provide capability to produce a detailed audit Required
trail of all file maintenance activity, including
name of individual making the changes, and
the date the change originated and the date
the change was finally approved.
PAY189 Payroll General System Provide ability to maintain employee records Required
regardless of employee status.
PAY190 Payroll General System Provide capability for generating reports that Required
accumulate and count specified data items
and list user designated data (for example a
list of all employees that work at the
Governmental Center or all those employees
who receive a parking stipend).
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY191 Payroll General System Provide ability to validate accounting Required
distribution entries to payroll/ personnel
system against a General Ledger account file.
PAY192 Payroll General System Provide ability for multiple accounting Required
distributions based on percentages or set
amounts (minimum of up to twenty different
accounts). Examples:
- Community Service program positions may
be funded 60% by the federal government
25% by the State and 15% by local
government.
- Aftercare program is funded where for each
position the federal government pays $200 bi-
weekly, the state $100 and the balance by
local government.
- Pay is allocated based on hours worked on a
project.
PAY193 Payroll General System Provide ability to distribute payroll Required
costs/expenses (by percentage, dollar amount
or combination of percentage and dollar
amount) to unlimited number of accounting
distributions in the General Ledger (including
fund, agency, organization, reporting
category, grant, project, sub-organization,
object, sub-object), per employee record.
Example: regular earnings are charged to
accounting distribution 0001-100-1400-1201
but overtime is charged to 0001-100-1400-
1401.
PAY194 Payroll Bank Reconciliation Provide ability to perform payroll bank Required
account reconciliation.
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Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY195 Payroll Bank Reconciliation Provide ability to receive information from Required
bank and update check reconciliation file.
PAY196 Payroll Bank Reconciliation Provide ability to follow up on outstanding Required
checks and provide clearing options for old
checks.
PAY197 Payroll Employee Benefits Provide ability to determine eligibility for Required
various types of benefits.
PAY198 Payroll Employee Benefits Provide ability to value and report employee Required
(i.e.. benefits statements).
PAY199 Payroll Employee Benefits Provide ability to determine amount of Required
creditable service and employment in months
and/or years.
PAY200 Payroll Employee Benefits Provide appropriate reports on benefit plans. Required
PAY201 Payroll Employee Benefits Provide ability to maintain and generate a Required
comprehensive benefits profile for each
employee, including beneficiary information.
PAY202 Payroll Employee Benefits Provide ability to transmit relevant employee Required
changes and required reports on magnetic
tape or transmission file to Florida Retirement
System.
PAY203 Payroll Employee Benefits Provide ability to support and administer a Required
flexible benefits plan within section 125 of IRS
code.
PAY204 Payroll Employee Benefits Provide ability to maintain beneficiary Required
information.
PAY205 Payroll Employee Benefits Provide ability to accommodate beneficiaries Required
that may not have been employees.
PAY206 Payroll Employee Benefits Provide ability to adjust dates with controls. Required
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY207 Payroll Employee Benefits Provide minimum plan data fields: original Required
expiration date, cobra expiration date,
notification source, informed by date,
informed on date, election due date, election
received date, election choice, payment code,
first due date, plan codes, type of coverage,
plan name, carrier name, plan rate, COBRA
cost, calculate installment payment, payment
schedule, base payment.
PAY208 Payroll Employee Benefits Provide minimum beneficiary/dependent Required
fields: beneficiary's name, dependent's name,
dependent's birthday, dependent age,
dependent social security number, dependent
student status, dependent relationship.
PAY209 Payroll Workers Provide ability to maintain and report Required
Compensation employee claims for workers compensation.
PAY210 Payroll Workers Provide ability to integrate/interface workers Required
Compensation compensation payments process (to
employees) with payroll processing to
prevent duplicate payments.
PAY211 Payroll Florida Retirement Provide ability to retroactively calculate Required
System retirement contributions for Workers
Compensation return to work claimants.
PAY212 Payroll Florida Retirement Provide ability to securely transmit data to Required
System FRS plan administrators in their prescribed
format.
PAY213 Payroll Other Retirement Provide ability to handle multiple deferred Required
Plans compensation programs, and the related
administration and tracking of participation.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY214 Payroll Other Retirement Provide ability to securely transmit data to Required
Plans deferred comp plan administrators in format
required by those organizations.
PAY215 Payroll Florida Retirement Records selected for creation of the monthly Required
System reporting file should be selected based on the
check date regardless of when the record was
entered or processed.
PAY216 Payroll Florida Retirement Provide the ability to split wages to the Required
System applicable FRS rate and plan due to changes
in job classification within a month. Example:
employee starts to work at Fire Rescue on
September 15, 2006. In this case,
contributions should be calculated at the
regular rate through September 15 and at the
special risk rate for the remainder of the
month.
PAY217 Payroll Florida Retirement Provide the ability to split wages to the Required
System applicable FRS rate and plan due to the
DROP effective date. Example: employee
enters DROP program on August 1, 2006 with
pay period ending on August 4, 2006. In this
case, 4 days (8/1 through 8/4) should be
calculated at the DROP rate with the
remainder of the pay period calculated at the
previous regular rate.
PAY218 Payroll Florida Retirement Provide the ability to perform multiple runs Required
System of the process to create the file to be sent to
FRS, each time replacing the prior file.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PAY219 Payroll Florida Retirement Provide the ability to create a FRS adjustment Required
System file in the prescribed format to be merged
with the system created file. Functionality to
permit adding, deleting, and modifying
records in accordance with the prescribed
format.
PYRPT000 Payroll Reporting Payroll Reporting - The Payroll department office runs numerous reports. Below are some key reports. Please indicate whether or
not the ERP application delivers the described report within the base product.
PYRPT001 Payroll Reporting Standard Reports Provide standard payroll reports: payroll Required
register, hours register, deductions and
earnings register, deductions and earnings
not taken, employees not paid, tax
distribution, and time sheets.
PYRPT002 Payroll Reporting Standard Reports Provide reports analyzing absences, including Required
day of week.
PYRPT003 Payroll Reporting Standard Reports Provide management reports on Required
compensatory time activity.
PYRPT004 Payroll Reporting Standard Reports Provide on-line report of employee Required
deductions.
PYRPT005 Payroll Reporting Standard Reports Provide on-line reports of employee year-to- Required
date gross and deductions.
PYRPT006 Payroll Reporting Standard Reports Provide on-line report of employee earnings Required
and check history based on user selected
parameters (e.g. date range, type of earning).
PYRPT007 Payroll Reporting Standard Reports Provide an on-line report of employee hours Required
worked, for at least.
PYRPT008 Payroll Reporting Standard Reports Provide a report that proves payroll amount Required
(gross amount less deductions equal net pay
on pay checks).
PYRPT009 Payroll Reporting Standard Reports Provide ability to report payroll on calendar Required
year and fiscal year basis.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PYRPT010 Payroll Reporting Standard Reports Provide ability to produce reports of Required
termination information by user selected
criteria.
PYRPT011 Payroll Reporting Standard Reports Provide the ability to run the reports online Required
and on demand for current and previous
payrolls with the option to view online or to
print.
PYRPT012 Payroll Reporting Standard Reports Provide the ability to create additional edit Required
reports using a third party tool such as
Crystal.
PYRPT013 Payroll Reporting Standard Reports Provide the ability to produce annual Required
employee benefit statements including wages,
employer paid benefits and employee leave
benefits.
PYRPT014 Payroll Reporting Standard Reports Provide ability to report in prescribed Required
formats, and on magnetic media where
indicated, the following: reports to the Florida
Retirement System, reports to cafeteria plan
administrators and deferred compensation
reports.
PYRPT015 Payroll Reporting Standard Reports Provide list of payroll exception reports Required
provided by the system. Examples:
employees active not paid, employees with
gross pay over $3000, gross pay less than base
pay, duplicate transaction entries in same pay
period.
PYINT000 Payroll Interface Payroll Interface - The payroll systems currently interface with the following:
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PYINT001 Payroll Interface Financial Interface Provide ability to distribute payroll Required
costs/expenses (by percentage, dollar amount
or combination of percentage and dollar
amount) to unlimited number of accounting
distributions in the General Ledger (including
fund, agency, organization, reporting
category, grant, project, sub- organization,
object, sub-object), per employee record.
Example: regular earnings are charged to
accounting distribution 0001-100-1400-1201
but overtime is charged to 0001-100-1400-
1401.
PYINT002 Payroll Interface Financial Interface Provide ability to set up account numbers at Required
the employee level, and on the deduction and
earnings tables to generate expense and
liability transactions to be interfaced to any
General Ledger (ERP system GL or 3rd party
GL such as AMS Advantage).
PYINT003 Payroll Interface Financial Interface Post/interface directly to payroll liability Required
accounts, in the General Ledger.
PYINT004 Payroll Interface Financial Interface Provide labor distribution management Required
reports that show labor time and cost,
distribution of hours paid.
PYINT005 Payroll Interface Financial Interface Provide ability to accrue salary and benefit Required
expenses at fiscal year-end, based on prior
year accounting distribution for the accrual,
but based on new year accounting
distribution for the reversal.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PYINT006 Payroll Interface Financial Interface Provide the ability to accrue payroll based on Required
user supplied parameters for the dates to be
accrued rather than a percentage of the
payroll. (E.G. Use specific days Sept 28,29,30
and the time earned on the specified dates )
PYINT007 Payroll Interface Financial Interface Provide the ability to show both summary Required
and details of the accrual.
PYINT008 Payroll Interface Financial Interface Provide the ability to validate the accounting Required
distributions used in the accruals against the
corresponding fiscal year chart of accounts
for accuracy and budget.
PYINT009 Payroll Interface Financial Interface For ERP solution there should be a seamless Required
interface between the General Ledger and
payroll system (single set of Chart Of
Accounts).
PYINT010 Payroll Interface Payroll Interface Provide ability to interface all County Time Required
and Attendance systems [for example,
Trapeze, NOVA, Brass (OFMB), and FRHR
(internally-developed system for
Fire/Rescue].
PYBCC000 Payroll BCC Payroll BCC - Requirements of the Board of County Commissioners' Integral Payroll system:
PYBCC001 Payroll BCC BCC HR Provide ability to calculate and report on Required
longevity increases, based on selected criteria.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PYBCC002 Payroll BCC BCC HR Provide position table which includes Required
position number, current pay plan, pay grade,
class and title, department/division, budgeted
FTE, source of funding, filled, vacant or
frozen, name of incumbent, salary minimum,
midpoint, and maximum.
PYBCC003 Payroll BCC BCC HR Provide a pay plan table to contain minimum Required
pay plan information for validation of
transactions.
PYBCC004 Payroll BCC BCC HR Provide a pay grade table that defines pay Required
ranges for a group of position classifications.
PYBCC005 Payroll BCC BCC HR Provide the ability to identify union jobs and Required
positions
PYBCC006 Payroll BCC BCC HR Provide ability to print pay plan schedules. Required
PYBCC007 Payroll BCC BCC HR Provide system calculation of pay plan Required
(minimum, midpoint, and maximum) at all
grade levels on annual, monthly, biweekly,
and hourly basis.
PYBCC008 Payroll BCC BCC HR Provide the ability to track performance Required
review scores.
PYBCC009 Payroll BCC BCC HR Provide on-line reports by name, social Required
security number or position number of all
employee information, including employee
history.
PYBCC010 Payroll BCC BCC HR Reporting Provide ability to compute and prepare turn Required
over reports, by user selected criteria (system-
wide, by department, by division).
PYBCC011 Payroll BCC BCC HR Reporting Provide ability to create ad hoc reports with Required
user-friendly reporting tools.
Revised 9/7/2006 Page 167 of 177
Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PYBCC012 Payroll BCC BCC HR Reporting Provide ability to produce absence analysis Required
reports, including day of week, in on-line or
hard copy format.
PYBCC013 Payroll BCC BCC HR Reporting Provide ability to create organization charts. Required
PYBCC014 Payroll BCC BCC HR Reporting Provide ability to print an employee Required
summary report, hard-copy, of all data in the
system.
PYBCC015 Payroll BCC BCC HR Reporting Provide the ability to create an employee Required
listing in alphabetical order.
PYBCC016 Payroll BCC Wage Attachments Provide the ability for an employee to have at Required
least 10 wage attachments, each being either
the same type or a different type of
attachment. Example: 7 child support, 1 tax, 2
loans.
PYBCC017 Payroll BCC Wage Attachments Provide the ability to assign a priority to each Required
attachment in the case of multiple
attachments, to determine the order in which
they should be taken.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PYBCC018 Payroll BCC Wage Attachments Provide the following data elements for each Required
attachment entered: type of order, originating
entity, start date, stop date, Financial System
vendor code (used to remit the deductions),
number of dependents (to be used in the
wage attachment calculation routine), second
family indicator, head of family indicator,
FIPS (Federal Information Processing
Standards) code, Case/Docket number, child
support order number, alternate collection
fee, alternate collection fee flag, original
amount, current balance, deduction amount,
deductions taken to date, alternate minimum
exemption amount or percentage, alternate
minimum exemption type (% or amount),
frequency of the deduction, method of the
deduction (% or amount), arrearage indicator
and attachment to which the arrearage is
associated, indicator if a child support
arrearage is in excess.
PYBCC019 Payroll BCC Wage Attachments Provide the ability to track an attachment by Required
reducing an original amount by a regular
deduction until the amount owed as shown in
the original amount bucket is satisfied. Fields
should be available showing the current
balance owed, attachment taken to date and
the amount due to be taken each pay period.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PYBCC020 Payroll BCC Wage Attachments Provide the ability to indicate start and stop Required
dates for attachments, using these dates to
determine when deductions should start and
end.
PYBCC021 Payroll BCC Wage Attachments Provide the capability to determine the way Required
in which the deductions should be calculated
or taken from the following list: pay period
dollar amount, monthly dollar amount, % of
disposable earning.
PYBCC022 Payroll BCC Wage Attachments In cases where there are multiple child Required
support orders, provide the capability to
assign the order in which the deductions
should be applied.
PYBCC023 Payroll BCC Wage Attachments For child support attachments, provide the Required
ability to collect arrearages and excess
arrearages singly or in conjunction with other
attachments.
PYBCC024 Payroll BCC Wage Attachments Provide the capability to determine which Required
attachment rules should apply to a particular
attachment. Example: State of Florida or
Federal rules. This should be table driven and
not require code changes.
PYBCC025 Payroll BCC Wage Attachments Provide the ability to create and assign rule Required
categories for wage attachment exempt and
fee rules by originating entity (Federal or
State), attachment type, taxing status.
Example: child support from Texas, single
person.
PYBCC026 Payroll BCC Wage Attachments Provide the ability to override the rules Required
regarding the inclusion or exclusion of
earnings from the wage attachment
calculation for a specified rule category.
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Payroll/ERP Project Application Functionality Checklist
Reference Functional Category Sub Category Functional Description Required/ Vendor Response Vendor Comments
Number Optional
PYBCC027 Payroll BCC Wage Attachments Provide the ability to set up rules for each Required
rule category pertaining to exemptions, fees,
arrears and proration of deductions in the
case of multiple attachments.
Revised 9/7/2006 Page 171 of 177
Payroll/ERP Project
Glossary of Terms and Acronyms
Acronym/Term Definition
ACH Automated Clearinghouse
Ad Valorem Tax A tax levied on the assessed value of real or tangible personal
property. Also known as “Property Tax”.
Appropriation A legal authorization granted by a legislative body (e.g., Board of
County Commissioners) to incur obligations and make
expenditures for specific purposes.
Assessed Value The fair market value of property (real estate or personal), as
determined by the County’s Property Appraiser. The assessed
value less any exemptions allowed by law is the “taxable value”.
Balanced Budget A budget in which estimated revenues and appropriations are
equal. Florida Statues require that budgets must be balanced. The
County complies with this after the inclusion of re-appropriated
beginning fund balances.
Board of County Palm Beach County Board of County Commissioners. The
Commissioners legislative and governing body of a county. Also referred to as the
(BCC) “County Commission”.
Bond A certificate of debt containing a promise to pay a specified sum of
money (called the face value or principal) at a specified date or
dates in the future (called the maturity date) together with
periodic interest at a specified rate. Bonds are typically used for
long-term debt to pay for specific capital expenditures.
Budget A comprehensive financial plan of operations embodying an
estimate of proposed expenditures for a given period and the
proposed means of financing them and specifying the type and
level of services to be provided. Most local governments have two
types of budgets – the “Operating Budget” and the “Capital
Improvement Budget”.
Budget Document The official written statement which presents the proposed budget
to the legislative body (e.g., County Commission).
Budget Transfer A transfer of appropriations or revenues between two or more
accounts within the same fund. The budgeted fund total is not
changed.
C&C Palm Beach County Clerk & Comptroller
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Payroll/ERP Project
Glossary of Terms and Acronyms
Acronym/Term Definition
Capital Equipment Equipment with a value in excess of $1,000 and an expected life of
more than one year, such as, automobiles, computers, and
furniture.
CJIS Criminal Justice Information System
Comprehensive Plan Required under Chapter 163 of the Florida Statutes, the plan shall
prescribe principles, guidelines, and standards for the orderly and
balanced future economic, social, physical, environmental, and
fiscal development of the County.
County A political subdivision of the State which is empowered to levy
and collect taxes and provide services to citizens within its
boundaries.
CWA Communication Workers of America
DBA Doing Business As
Debt Service Payment of principal and interest related to long-term debt.
Debt Service Fund A fund used to account for the accumulation of resources for, and
payment of, general long-term debt principal and interest.
Depreciation Expiration in the service life of fixed assets attributable to wear
and tear, deterioration, action of the physical elements,
inadequacy, and obsolescence.
DOH Date of Hire
DROP Deferred Retirement Option Program
EC Employee Class
EE Employee
EFT Electronic Funds Transfer
EFTPS Electronic Federal Tax Payment System
Encumbrance An amount of money committed for the future payment for goods
and services not yet received. Encumbrances result from the
issuance of a purchase order, contract, or formal agreement.
ER Employee Relations
ERP Enterprise Resource Planning
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Payroll/ERP Project
Glossary of Terms and Acronyms
Acronym/Term Definition
Exemption A reduction to the assessed value of property. The most common
exemption is the $25,000 homestead exemption allowed if the
owner uses the property as the principal residence. There are also
exemptions for disability, government, non-profit owned property,
and low-income senior citizens.
Expenditures The incurring of a liability, the payment of cash, or the transfer of
property for the purpose of acquiring an asset or service or settling
a loss.
Fiscal Year Any period of 12 consecutive months designated as the budget
year. The fiscal year used by the County, which is set by State
Statute, begins October 1 and ends September 30 of the following
calendar year. The fiscal year is designated by the date on which it
ends. For example, October 1, 2005 to September 30, 2006 would
be Fiscal Year 2006.
Five-Year Trend Represents the percentage change of a performance measure from
the previous year actual and the five years previous.
Fixed Assets Assets of a long-term character which are intended to continue to
be held or used, such as land, buildings, improvements other then
buildings, machinery, and equipment.
FRS Florida Retirement System
FSA Flexible Spending Account
FTE Full Time Equivalent
Full-time Equivalent The number of approved positions equated to full-time basis (e.g.,
(FTE) two half-time positions equal one full-time equivalent position).
Fund An accounting entity with a self-balancing set of accounts, which is
segregated for the purpose of carrying on specific activities or
attaining certain objectives, in accordance with special regulations,
restrictions, or limitations.
GASB Governmental Accounting Standards Board
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Payroll/ERP Project
Glossary of Terms and Acronyms
Acronym/Term Definition
Generally Accepted Uniform minimum standards of, and guidelines for, financial
Accounting accounting and reporting. They govern the form and content of
Principles (GAAP) the basic financial statements of an entity. GAAP encompass the
conventions, rules, and procedures necessary to define accepted
accounting practices at a particular time.
Goal A desirable result attained by achieving strategic objectives.
Grant A contribution of assets (usually cash) by one governmental unit
or other organization to another. Typically, these contributions are
made to local governments from state and federal governments.
Grants are usually made for specified purposes.
GTL Group Term Life Insurance
HRIS Human Resources Information System
HRMS Human Resources Management System
Impact Fee A charge to a developer and/or owner/builder to offset the cost of
providing capital facilities to meet growth demands. The County
assesses impact fees for capital facilities for parks, fire-rescue,
library, law enforcement, public buildings, schools, and roads.
Interfund Transfer Movement of assets (usually cash) from one fund to another. Also
referred to as “Transfers In/Out”.
Internal Service A fund established for the financing of goods or services provided
Fund by one department or agency to other departments or agencies on
a cost reimbursement basis.
ITN Invitation to Negotiate
Lease-purchase Contractual agreements which are termed “leases”, but which in
Agreements substance amount to purchase contracts for equipment and
machinery.
Legally Adopted The total of the budgets of each County fund including budgeted
Budget transactions between funds.
Liability Debt or other legal obligations arising out of transactions in the
past which must be liquidated, renewed, or refunded at some
future date. The term does not include encumbrances.
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Payroll/ERP Project
Glossary of Terms and Acronyms
Acronym/Term Definition
Line Item A specific item or group of similar items defined by detail in a
unique account in the financial records. Revenue and expenditure
justifications are reviewed, anticipated, and appropriated at this
level.
LMS Learning Management System
M/WBE Minority and Women Owned Business Enterprise
MONY Mutual of New York
NIGP National Institute of Governmental Purchasing, Inc.
NTL National Traveler Life
Operating Budget A budget for general expenditures, such as, salaries, utilities, and
supplies.
ORIS Official Records Information System
PA Performance Appraisal
PAN Personnel Action Notice
PBSM Payroll Benefits Management System
PCN Position Control Number
Performance Specific quantitative and qualitative measures of work performed.
Measures
Personal Services Items of expenditures in the operating budget for salaries and
wages paid for services performed by County employees,
including fringe benefit costs.
PESM Personnel Employee Management System
PG Pay Grade
Proprietary Fund A fund which operates similarly to the private sector and focuses
on the measurement of net income.
PTO Paid Time Off
Reserve A specified amount of funds set aside for the purpose of meeting
future expenses. Expenditures may not be charged directly to
reserve accounts. A budget transfer establishing a new
appropriation must first be approved by the Board of County
Commissioners.
Revenue Funds that the government receives as income. Revenue includes
items such as tax payments, fees from specific services, receipts
from other governments, fines, grants, and interest income.
SPD Summary Plan Description
SSA Social Security Administration
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Payroll/ERP Project
Glossary of Terms and Acronyms
Acronym/Term Definition
SSN Social Security Number
Statute A law enacted by a duly organized and constituted legislative
body.
Supplemental Department requests for additional funding in the budget year in
Requests order to increase or enhance existing service levels.
Taxes Compulsory charges levied by a government for the purpose of
financing services performed for the common benefit.
TPA Third Party Administrator
Transfers In/Out Amounts transferred from one fund to another to assist in
financing the services of the recipient fund.
Unincorporated That portion of the County which is not within the boundaries of
Area any municipality.
Unit A unit of financial reporting and management responsibility under
the County’s financial system.
YTD Year to Date
Revised 8/7/2006 Page 177 of 177
