RFP_C10243-1_Revised_ERP_Requirements_notary bond

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					                     The City of Richmond, Virginia
                Preliminary Functional and Technical Requirements

                           When responding to the, "Solution Supports The Requirement" on each tab, use the above ratings.



                         Rating                                                       Definition
                           4        Standard. Is available in the current release. Software supports this requirement. No customization or
                                    modification is required.
                           3        Is available with third-party application. The Offeror has established a relationship (for example, as an
                                    OEM) with a business partner to provide this functionality, which doesn't need any customizing or work
                                    around. Indicate the name of the application recommended and the number of installs completed.

                           2        Functionality is provided by the Offeror, but it requires customization. The functionality can be
                                    accomplished with the Offeror's product, but needs customizing or a work around. Identify any areas where
                                    modification will affect the application upgrade path.
                           1        Functionality is provided, but it requires customized integration with a third party. The Offeror has
                                    established a relationship with a business partner to provide this functionality, but it needs customizing or a
                                    work around. Identify any areas where modification will affect the application upgrade path.

                           0        Functionality is not provided. The software will not meet the requirement.
                           F        Future release: The requirement will be available in a future release (indicate anticipated time of
                                    update: month and year).




Page 1 of 169                     Table of Contents                                                        Last Modified Date: 02/21/2007
                                                        The City of Richmond, Virginia
                                                  Preliminary Functional and Technical Requirements

                                                                                                        General Ledger
                                                                                                                            Solution
                                                                                                                           Supports
                Req #                                 Description of Requirement                                          Requirement
                                                           General Requirements

                GL.1    The system has the ability to provide a General Ledger that is integrated with all other
                        system applications such as Budgeting, Payroll, Grant Management, Accounts Payable,
                        Procurement, and Fixed Assets, so that reconciliation between applications is user friendly
                        and efficient.
                GL.2    The system has the ability to produce daily, weekly, monthly, and annual statements of
                        revenue and expense and can be subtotaled at multiple levels including by fund,
                        department, division, subdivision, program, project, and/or account.
                GL.3    The system has the ability to allow month end closings to occur in a new fiscal year without
                        having to close the previous fiscal year, including producing all month end financial
                        statements.
                GL.4    The system has the ability to produce detailed and summarized statements of revenue and
                        expense on a daily, weekly, monthly, and annual basis.
                GL.5    The system has the ability to provide a financial statement report writer to allow end users to
                        create user-defined financial statement reports.

                        System should allow user abiltity to query and develop customized reports
                GL.6    The system has the ability to budget at the fund organization code level.
                GL.7    The system has the ability to budget at the agency organization code level.
                GL.8    The system has the ability to budget at the organization code level.
                GL.9    The system has the ability to budget at the object code level.
                GL.10   The system has the ability to budget at the appropriation unit level.
                GL.11   The system has the ability to support multi-year funds.
                GL.12   The system has the ability to produce balance sheets and other financial reports from a prior
                        closed year and period.
                GL.13   The system has the ability to automatically roll forward balances for balance sheet accounts.

                GL.14   The system has the ability to store at least 10 years of transactional data.
                GL.15   The system has the ability to restrict user inquiry access to a City defined group of account
                        numbers.



Page 2 of 169                                                      1. General Ledger                                       Last Modified Date: 02/21/2007
                                                        The City of Richmond, Virginia
                                                 Preliminary Functional and Technical Requirements

                                                                                                       General Ledger
                                                                                                                           Solution
                                                                                                                          Supports
                Req #                                 Description of Requirement                                         Requirement
                GL.16   The system has the ability to restrict user transactions to a City defined group of account
                        numbers.
                GL.17   The system has the ability to carry the entire chart of accounts forward, even accounts with
                        zero balances or accounts that have no activity to eliminate the need to manually key these
                        accounts into the system.
                GL.18   The system has the ability to perform monthly closings.
                GL.19   The system has the ability to perform "soft closes" on periods so that a period may be
                        opened again with proper permissions for the purposes of posting activity to that period.

                GL.20   The system has the ability to record a journal entry type.
                GL.21   The system has the ability to export data to common desktop applications such as Microsoft
                        Word and Microsoft Excel.
                GL.22   The system has the ability to reverse a manual warrant with appropriate permissions.
                GL.23   The system has the ability to restrict one-sided journal entries from being entered.
                GL.24   The system has the ability to drill down online to see all account activities, to include the
                        related accounts of the source journal.
                GL.25   The system has the ability to automatically reconcile with the City's banks.
                GL.26   The system has the ability to allow users to retrieve GL related information that is more than
                        one year old with ease.
                GL.27   The system has the ability to interface with analytical and reporting tools such as Crystal
                        Reports, Business Objects, etc.
                GL.28   The system has the ability to perform basic validation routines before data can be entered,
                        e.g., data type checking, account validation.
                GL.29   The system has the ability to create a treasury department file of unclaimed property to send
                        to the State. The file must contain check date, check number, amount of check, payee
                        name, last known address, vendor number, reason for original check, data from original
                        check stub, and VIN.
                GL.30   The system has the ability to produce GASB 34, GASB 45, and other Sarbanes-Oxley
                        compliance reports.
                GL.31   The system provides fund accounting capability that complies with GAAP and GASB
                        standards.



Page 3 of 169                                                     1. General Ledger                                       Last Modified Date: 02/21/2007
                                                        The City of Richmond, Virginia
                                                  Preliminary Functional and Technical Requirements

                                                                                                        General Ledger
                                                                                                                            Solution
                                                                                                                           Supports
                Req #                                 Description of Requirement                                          Requirement
                GL.32   The system has the ability to display clear and understandable reasons for rejecting general
                        ledger transactions.
                GL.33   The system has the ability to provide 13 periods, one for entering annual closing entries
                        which acts as a closing period.
                GL.34   The system has the ability to allow selected accounts to be flagged in order to disallow any
                        postings to occur to those accounts.
                                                                                                               Journal Entries
                GL.35   The system has the ability to import and automatically edit journal entry transactions from
                        other vendor-developed and in-house developed systems.
                GL.36   The system has the ability to automatically process accrual entries and reverse original
                        credit/debit entries.
                GL.37   The system has the ability to use workflow technology to automatically route journal entries
                        to approvers prior to posting.
                GL.38   The system has the ability to enter journal entries that must balance to a batch header
                        record.
                GL.39   The system has the ability to provide standard and recurring journal entry capabilities.
                GL.40   The system has the ability to maintain at least five years of detail journal entry transactions
                        and budget information and provides the ability to maintain greater than five years if desired.
                        Should coincide with GL.14 above
                GL.41   The system has the ability to automatically populate fiscal year and period based on
                        transaction type.
                GL.42   The system has the ability to automatically transfer activity from one account to another
                        account.
                GL.43   The system has the ability to disallow further posting to an account that is being closed or
                        closed.
                GL.44   The system has the ability to automatically create due-to and due-from entries for any
                        activity that crosses funds (an audit trail should be created). System should automatically
                        create interfund cash entries.
                GL.45   The system has the ability to automatically assign sequential numbers to all journal entry
                        transactions for audit trail purposes.
                                                                                                              Chart of Accounts




Page 4 of 169                                                      1. General Ledger                                        Last Modified Date: 02/21/2007
                                                           The City of Richmond, Virginia
                                                     Preliminary Functional and Technical Requirements

                                                                                                           General Ledger
                                                                                                                             Solution
                                                                                                                            Supports
                Req #                                    Description of Requirement                                        Requirement
                GL.46    The system has the ability to provide a single chart of accounts file that is referenced by all
                         other system modules.
                GL.47    The system has the ability to either automatically generate or copy chart of account records
                         when creating new funds, departments, and any other reorganizations.
                GL.48    The system has the ability to inactivate parts of an account so no posting activity can take
                         place against the account.
                GL.49    The system has the ability to provide chart of account number short codes for reducing the
                         number of key strokes when entering or looking up chart of account numbers.
                GL.50    The system has the ability to activate new accounts or specific accounts based on dates or
                         date ranges.
                GL.51    The system has the ability to support at least 6 component units or segments.
                GL.52    The system has the ability to provide security at a City-determined level in the chart
                         accounts.
                GL.53    The system has the ability to provide a flexible user defined chart of accounts which can be
                         modified as needed. For example segmented for: fund, department, account number,
                         location, or other segments.
                GL.54    The system has the ability to support alpha numeric fields in the chart of accounts.
                The system has the ability to support the following fields in the chart of accounts:
                GL.55          "Fund", 4 characters in length;
                               RPS uses a three (3) character fund
                GL.56          "Agency", 3 characters in length;
                GL.57          "Org", 4 characters in length;
                GL.58          "Sub Org", 4 characters in length;
                GL.59          "Activity", 4 characters in length;
                GL.60          "Function", 4 characters in length;
                GL.61          "Object", 4 characters in length;
                               RPS: System should support a numeric field length of 20 and 2 decimal.
                               999,999,999,999,999,999.99
                GL.62          "Sub Object", 2 characters in length;




Page 5 of 169                                                         1. General Ledger                                     Last Modified Date: 02/21/2007
                                                        The City of Richmond, Virginia
                                                 Preliminary Functional and Technical Requirements

                                                                                                       General Ledger
                                                                                                                         Solution
                                                                                                                        Supports
                Req #                                 Description of Requirement                                       Requirement
                GL.63          "Revenue", 4 characters in length;
                               RPS: System should support a numeric field length of 20 and 2 decimal.
                               999,999,999,999,999,999.99
                GL.64          "Sub Revenue", 2 characters in length;
                GL.65          "Balance Sheet", 4 characters in length;
                GL.66          "Project Code", 12 characters in length;
                GL.67          "Account Type", 2 characters in length;
                GL.68          "Budget Organization", 4 characters in length;
                GL.69          "Appropriation Unit", 9 characters in length.
                GL.70   The system has the ability to support a 32-character description field for each of the above
                        fields.




Page 6 of 169                                                     1. General Ledger                                     Last Modified Date: 02/21/2007
                                                       The City of Richmond, Virginia
                                                 Preliminary Functional and Technical Requirements

                                                                                                      General Ledger
                                                                                                                          Solution
                                                                                                                         Supports
                Req #                                 Description of Requirement                                        Requirement
                                                                                                          Financial Compliance
                GL.71   The system has the ability to allow Non Encumbered Invoices (NEI) to be keyed directly into
                        the Accounts Payable System.
                GL.72   The system has the ability to produce reports of payments to vendors.
                GL.73   The system has the ability to produce reports that reflect "discounts missed" due to
                        payments made to vendors outside of the discount period.
                GL.74   The system has the ability to flag vendors as inactive and prohibit their use.
                GL.75   The system has the ability to inactivate vendor records.
                GL.76   The system has the ability to use workflow technology for digital signatures (allow electronic
                        approvals).
                GL.77   The system has the ability to reconcile lockbox payment files with payment amounts
                        recorded in system.
                GL.78   The system has the ability to schedule audit log reports to be run during user defined
                        periods.
                GL.79   The system has the ability to produce audit logs that show rejected transactions.
                                                                                                              Cost Allocation
                GL.80   The system has the ability to have user-defined cost allocation codes.
                GL.81   The system has the ability to have user-defined cost allocation codes that are table-based
                        and allows for user defined calculations and percentages.
                GL.82   The system has the ability to sum all indirect costs and allocate all overhead to all projects
                        for a month.
                GL.83   The system has the ability to enter a journal entry and have it automatically allocate across
                        selected divisions based on user-defined allocation codes.
                GL.84   The system has the ability to allocate costs across selected user-defined agencies based on
                        user-defined allocation codes.
                GL.85   The system has the ability to support fixed allocation codes.
                GL.86   The system has the ability to support variable allocation codes.
                GL.87   The system has the ability to automatically spread depreciation across all fixed assets based
                        on cost allocation codes.
                GL.88   The system has the ability to report on and display employee pay allocation by month.




Page 7 of 169                                                     1. General Ledger                                      Last Modified Date: 02/21/2007
                                                        The City of Richmond, Virginia
                                                  Preliminary Functional and Technical Requirements

                                                                                                         General Ledger
                                                                                                                        Solution
                                                                                                                       Supports
                Req #                                  Description of Requirement                                     Requirement
                GL.89   The system has the ability to forecast 3 years depreciation based on the straight line
                        depreciation method for budgeting purposes.
                GL.90   The system has the ability to allow cost allocation codes to be applied to payroll or to an
                        employee's salary.




Page 8 of 169                                                      1. General Ledger                                   Last Modified Date: 02/21/2007
                         The City of Richmond, Virginia
                    Preliminary Functional and Technical Requirements

  General Ledger

                          ERP Offeror Reponse Comments
                   (Indicate if any manual processes are required)




Page 9 of 169                      1. General Ledger                    Last Modified Date: 02/21/2007
                         The City of Richmond, Virginia
                    Preliminary Functional and Technical Requirements

  General Ledger

                          ERP Offeror Reponse Comments
                   (Indicate if any manual processes are required)




Page 10 of 169                     1. General Ledger                    Last Modified Date: 02/21/2007
                              The City of Richmond, Virginia
                         Preliminary Functional and Technical Requirements

  General Ledger

                               ERP Offeror Reponse Comments
                        (Indicate if any manual processes are required)




      Journal Entries




    Chart of Accounts




Page 11 of 169                          1. General Ledger                    Last Modified Date: 02/21/2007
                                        The City of Richmond, Virginia
                                   Preliminary Functional and Technical Requirements

                 General Ledger

                                         ERP Offeror Reponse Comments
                                  (Indicate if any manual processes are required)




t of accounts:




            Page 12 of 169                        1. General Ledger                    Last Modified Date: 02/21/2007
                         The City of Richmond, Virginia
                    Preliminary Functional and Technical Requirements

  General Ledger

                          ERP Offeror Reponse Comments
                   (Indicate if any manual processes are required)




Page 13 of 169                     1. General Ledger                    Last Modified Date: 02/21/2007
                               The City of Richmond, Virginia
                          Preliminary Functional and Technical Requirements

  General Ledger

                                ERP Offeror Reponse Comments
                         (Indicate if any manual processes are required)
  Financial Compliance




      Cost Allocation




Page 14 of 169                           1. General Ledger                    Last Modified Date: 02/21/2007
                         The City of Richmond, Virginia
                    Preliminary Functional and Technical Requirements

  General Ledger

                          ERP Offeror Reponse Comments
                   (Indicate if any manual processes are required)




Page 15 of 169                     1. General Ledger                    Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                      Grant Management and Accounting


                 Req #                                 Description of Requirement
                                                      General Requirements
                 GM.1    The system has the ability to administer sub-awards that are passed through to "sub-
                         recipients" who then become responsible for fulfilling the grant requirements.
                 GM.2    The system has the ability to display comments for a selected grant.
                 GM.3    The system has the ability to report by user-defined periods and category of expense (i.e.,
                         labor, materials, overhead, and other user-defined categories).
                 GM.4    The system has the ability to support the billing requirements of federal and nonfederal
                         sponsors.
                 GM.5    The system has the ability to allow multiple grants to be related to one project.
                 GM.6    The system has the ability to allow multiple projects to be related to one grant.
                 GM.7    The system has the ability to provide flexibility in the grant naming scheme to allow user
                         defined methodology.
                 GM.8    The system is integrated with the central receivables system.
                 GM.9    The system has the ability to archive grant information for a user-defined period of time.

                 GM.10   The system has the ability to allow a user to research archived grant information.
                 GM.11   The system has the ability to allow role based access to the grant system.
                 GM.12   The system has the ability to establish grant parameters (such as required matching funds,
                         grant allocations out to specific projects).
                 GM.13   The system has the ability to audit all fields on a grant record.
                 GM.14   The system has the ability to allow administrators to add new grant fields or descriptors and
                         delete existing grant fields or descriptors.
                 GM.15   The system has the ability to assign a unique alpha numeric tracking number to each grant.

                 GM.16   The system has the ability to perform grant forecasting which is integrated with the budget
                         module.
                 GM.17   The system has the ability to import grant information from Microsoft Excel and create
                         templates of grant records.
                 GM.18   The system has the ability to natively integrate with the budget module.
                 GM.19   The system has the ability to interface with Microsoft Project.




Page 16 of 169                                 2. Grant Management and Accounting                                Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                       Grant Management and Accounting


                 Req #                                  Description of Requirement
                 GM.20   The system has the ability to generate a Gantt chart based on grant deliverables and dates.

                 GM.21   The system has the ability to interface with a document imaging system to store project
                         plans and other scanned documents containing approval signatures.
                 GM.22   The system has the ability to track multiple funding sources for one grant.
                 GM.23   The system has the ability to query by a date range for reporting on grant activity.
                 GM.24   The system has the ability to report on encumbrances, expenditures, and revenues by user-
                         defined period for submission to grant funder.
                 GM.25   The system has the ability to track unexpended funds that need to go back to a grantor at
                         the time of grant closing.
                 GM.26   The system has the ability to drill down into other areas of the system from within Grants for
                         more detailed information on individual transactions.
                 GM.27   The system has the ability to automatically transition accepted grant proposals into awarded
                         grants/projects.
                 GM.28   The system has the ability to copy user specified fields of an existing grant for the purpose of
                         establishing a new grant.
                 GM.29   The system has the ability to ensure that awards are properly closed with an automated,
                         system-based audit of required closeout activities based on user defined time periods.
                         System will prompt the user before completing any close-out activities.
                                                 Grant Tracking and Notifications
                 GM.30   The system has the ability to allow the creation of user-defined alerts, email notifications,
                         and warnings (such as at 90, 60, and 30 day warning of grant expiration).
                 GM.31   The system has the ability to track deliverables and deliverables dates associated with a
                         grant.
                 GM.32   The system has the ability to use electronic workflow to track where grants are in the
                         process, from pre-submission to award.
                 GM.33   The system has the ability to allow electronic signatures through workflow approval.
                 GM.34   The system has the ability to report on and identify all City grants.
                 GM.35   The system has the ability to allow employees of the City to enter and track grant
                         opportunities on a citywide basis, and automatically flag duplicate opportunities by grant
                         name, CFDA numbers, or other means.



Page 17 of 169                                 2. Grant Management and Accounting                                  Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                       Grant Management and Accounting


                 Req #                                 Description of Requirement
                 GM.36   The system has the ability to manage tracking and accounting of multi-year grants.
                 GM.37   The system has the ability to notify grant managers that request for reimbursements are due
                         for submission.
                 GM.38   The system has the ability to track indirect or direct grant expenditures.
                 GM.39   The system has the ability to utilize workflow to allow for Chief Administrative Officer (CAO)
                         approval once grant funds are made available by the grantor.
                 GM.40   The system has the ability to track phases of a grant including, but not limited to, planning,
                         submission, milestones, deliverables, and completion.
                 GM.41   The system has the ability to track grants by a user-defined status code such as pending,
                         closed, etc., including multi-year grants (entitlements).
                 GM.42   The system has the ability to track grants at budget level.
                 GM.43   The system has the ability to allow for multiple approval steps in the grant process based on,
                         but not limited to dollar amount, grant type, grantor, project, and account number.

                 GM.44   The system has the ability to notify a user that a grant submission period is approaching
                         and/or has ended.
                 GM.45   The system has the ability to track all grant funds all the way to the subcontractor or vendor
                         level (by project) in order to historically review direct uses of funds.
                 GM.46   The system has the ability to track all matching fund sources and amounts both separately
                         and consolidated.
                 GM.47   The system has the ability to track and manage matching funds, grant
                         specifications/conditions, grant use and reimbursement amounts (grant management).
                 GM.48   The system has the ability to create user-defined associations between grants.
                 GM.49   The system has the ability to track the grant application process with a complete history of
                         the grant.




Page 18 of 169                                 2. Grant Management and Accounting                                  Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                        Grant Management and Accounting


                 Req #                                 Description of Requirement
                 The system has the ability to search system for grants by:
                 GM.50    Name of grant;
                 GM.51    Funding agency;
                 GM.52    CFDA number;
                 GM.53    Grant type;
                 GM.54    Unique identifier;
                 GM.55    Funder grant number;
                 GM.56    Funding source;
                 GM.57    City fiscal year;
                 GM.58    Funder type;
                 GM.59    Grant period;
                 GM.60    Account number;
                 GM.61    City agency.
                 The system has the ability to generate the following grant reports:
                 GM.62    User-Defined Expenditures by Funder Grant Number;
                 GM.63    User-Defined Expenditures by Accounting String;
                 GM.64    User-Defined Expenditures by CFDA Number;
                 GM.65    Open Encumbrances by Grant;
                 GM.66    Cash Balance Report by Agency;
                 GM.67    Cash Balance Report by Org Code;
                 GM.68    Cash\Budget Variance Report;
                 GM.69    Lead Schedule (Summary Trial Balance);
                 GM.70    Close Out Checklist;
                 GM.71    New Fund/Organization Code Request Form;
                 GM.72    Funding/Grants by Department for Fiscal Year;
                 GM.73    Grants by Department for Time Span;
                 GM.74    Grants by Department.
                                                         Grant Compliance



Page 19 of 169                                 2. Grant Management and Accounting            Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                       Grant Management and Accounting


                 Req #                                 Description of Requirement
                 GM.75   The system has the ability to not allow any further activity on a grant account after it has
                         been closed.
                 GM.76   The system has the ability to establish internal controls and business rules to ensure that
                         grant and City funds are not being expended on disbarred vendors.
                 GM.77   The system has the ability to control spending against a grant, particularly against a
                         particular budget line within a grant.
                 GM.78   The system has the ability to track certification and federal/state compliance requirements.

                 GM.79   The system has the ability to prevent overspending on a specific grant fund with system-
                         based commitment control functionality.
                 GM.80   The system has the ability to establish internal controls and business rules to alert grant
                         managers when grant employees are being paid or subsidized out of an incorrect fund such
                         as the general fund.
                 GM.81   The system has the ability to perform checks and balances with amount of work completed
                         vs. funds expended.
                 GM.82   The system has the ability to assign controls and business rules to ensure that grant funds
                         are used in accordance with the grant agreement, i.e., grant funds are not used for items
                         that are unallowable per the grant agreement.
                 GM.83   The system has the ability to automatically prevent the user to spend additional monies
                         against the grant fund when all funds of that grant have been expended, and notify the user
                         to close the grant.
                 GM.84   The system has the ability to allow a manager to verify available funding before giving
                         authorization to spend grant money.
                 GM.85   The system has the ability to display City job positions and related information attached to
                         the grant, such as number of positions, title, salary, and position description, and allow the
                         users to add, delete, and modify these data.
                 GM.86   The system has the ability to automatically notify managers of out of balance conditions,
                         such as negative cash balances.
                 GM.87   The system complies with state and federal grant standards such as the Code of Federal
                         Regulations and the Davis Bacon Act.




Page 20 of 169                                 2. Grant Management and Accounting                                 Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                     Accounts Payable


                 Req #                                  Description of Requirement
                                                       General Requirements
                 AP.1    The system has the ability to view approval status of Purchase Orders and Requisitions.
                 AP.2    The system has the ability to produce a full audit trail on all transactions that include every
                         field.
                 AP.3    The system has the ability to split an invoice into a payment schedule with up to twelve
                         different due dates and due amounts.
                 AP.4    The system as the ability to allow encumbrance across future fiscal years (for example a 3-
                         yr contract for a copier).
                 AP.5    The system has the ability to support decentralized invoice entry.
                 AP.6    The system has the ability to support 25 character invoice number field.
                 AP.7    The system has the ability to support 100 character invoice description field.
                 AP.8    The system has the ability to support alpha numeric invoice numbers.
                 AP.9    The system has the ability to print 1099 forms on a laser printer.
                 AP.10   The system has the ability to accommodate 3-way matching of purchase order, receiver, and
                         invoice.
                 AP.11   The system has the ability to have a pay date keyed off an invoice date, to accommodate old
                         invoice date from prior fiscal years.
                 AP.12   The system has the ability to support multiple status of invoices, pending, approved, held,
                         reject, and delete.
                 AP.13   The system has the ability to copy existing invoices to new ones.
                 AP.14   The system has the ability to set a tolerance at invoice level, which can limit the amount of
                         override allowed on an invoice.
                 AP.15   The system has the ability to accumulate multiple invoices into one vendor check--ability to
                         turn this on and off.
                 AP.16   The system has the ability to interface with a document imaging system.
                 AP.17   The system has the ability to support electronic workflow for approvals, by commodity code,
                         dollar amount, and general ledger account number.
                 AP.18   The system has the ability to create a transaction when a wire is run, for reporting purposes.




Page 21 of 169                                           3. Accounts Payable                                        Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                     Accounts Payable


                 Req #                                  Description of Requirement
                 AP.19   The system has the ability to "add back" percentages or amount discounts previously taken
                         (i.e., returned items).
                 AP.20   The system has the ability to import purchasing card information.
                 AP.21   The system has the ability to electronically attach scanned invoices to the payable entry.

                 AP.22   The system has the ability to allow the receiver to enter delivery information against the
                         purchase order.
                 AP.23   The system as the ability to allow for an invoice to be distributed to (at least) 99 different
                         general ledger accounts.
                 AP.24   The system has the ability to accommodate partial payments.
                 AP.25   The system has the ability to support "positive pay". The system has the ability to send an
                         electronic file of all checks, including system-driven manual checks, to the City's bank for
                         comparison with checks being cashed in order to help reduce opportunities for fraud.

                 AP.26   The system has the ability to automatically split invoices to different accounts based on user-
                         defined rules.
                 AP.27   The system has the ability to distribute journal entries from accounts payable to general
                         ledger immediately (real-time) or in batch.
                 AP.28   The system has the ability to provide a cash requirements report at user defined intervals
                         that shows cash needed to pay all City bills.
                 AP.29   The system has the ability to enter invoices upon receipt and select future payment date.

                 AP.30   The system has the ability to support recurring invoices and general encumbrances.
                 AP.31   The system has the ability to hold credit invoices and apply them to future invoices.
                                         Check Processing, Printing and Reconciliation
                 AP.32   The system has the ability to interface with laser check printing.
                 AP.33   The system has the ability to import a file for bank reconciliation.
                 AP.34   The system has the ability to reprint cancelled checks with new addresses, and enhance the
                         check cancellation process.
                 AP.35   The system has the ability to prohibit duplicate check numbers.
                 AP.36   The system has the ability to generate manual checks through the system.



Page 22 of 169                                           3. Accounts Payable                                        Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                    Accounts Payable


                 Req #                                Description of Requirement
                 AP.37   The system has the ability to generate printed checks one at a time.
                 AP.38   The system has the ability to print checks that can be mailed automatically.
                 AP.39   The system has the ability to print checks in a user-defined order such as in vendor code
                         order, alphabetically, etc.
                 AP.40   The system has the ability to cancel a check and reopen the check voucher and reschedule
                         the invoice for payment.
                 AP.41   The system has the ability to print checks to be picked up at the beginning of each check
                         run.
                 AP.42   The system has the ability to cancel a check and reopen the check voucher and not
                         reschedule the invoice for payment.
                 AP.43   The system has the ability to cancel a check and close the invoice completely.
                 AP.44   The system has the ability to cancel check from closed year and put it into a suspense
                         account.
                 AP.45   The system has the ability to support different options for canceling a check: 1) check is
                         rescheduled, 2) check is backed out completely from the system, and 3) check is put into a
                         liability account.
                 AP.46   The system has the ability to pay large number of invoices to one vendor with one check and
                         have stub information printed on overflow statement which isn't check stock.

                 AP.47   The system has the ability to provide check reconciliation tools.
                 AP.48   The system has the ability to produce digitized electronic signatures as part of the check
                         printing process.
                 AP.49   The system has the ability to print check register at pre-determined intervals and on demand
                         with notification to user and supervisor if check numbers are missing in that time period (i.e.,
                         voided or destroyed checks).
                 AP.50   The system has the ability to print a daily check register.
                 AP.51   The system has the ability to print year end check register which indicates cleared and/or
                         outstanding checks.
                                                                                                            Vendor Processing
                 AP.52   The system has the ability to allow for the electronic submission of invoice from vendors,
                         e.g., e-bills.



Page 23 of 169                                         3. Accounts Payable                                     Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                    Accounts Payable


                 Req #                                 Description of Requirement
                 AP.53   The system has the ability to automatically assign payment terms for vendors and provides
                         the ability to override the payment terms at the vendor and/or invoice level.
                 AP.54   The system has the ability to check for and deduct outstanding vendor tax payments due the
                         City prior to sending payment to the vendor.
                 AP.55   The system has the ability to produce Form 1099 per federal standards.
                 AP.56   The system has the ability to correct errors made in 1099 boxes and recalculate at year end
                         so the information on the final 1099 form is correct.
                 AP.57   The system has the ability to calculate percentage and amount discounts (i.e., early
                         payment).
                 AP.58   The system has the ability to flag invoices (or groups of invoices) so that more than one
                         check may be written to a vendor in any given check run for those transactions or vendors
                         requiring separate checks.
                 AP.59   The system has the ability to calculate and track retainage for contractor or subcontractor
                         invoices.
                 AP.60   The system has the ability to flag vendor as being subject to backup withholding at
                         appropriate rate as established by IRS and provides the ability to calculate and report
                         backup withholdings.
                 AP.61   The system has the ability to track date of last activity for vendors.
                 AP.62   The system has the ability to track calendar year-to-date payments in addition to fiscal year-
                         to-date totals.
                 AP.63   The system has the ability to produce tentative 1099 list for review before printing or
                         transmitting final to IRS.
                 AP.64   The system has the ability to provide notification of duplicate invoice number entry of same
                         vendor and provides for authorized user override.
                 AP.65   The system has the ability to show amount retained on each vendor/subcontractor check.

                 AP.66   The system has the ability to view and search through vendor list on-line (alphabetically by
                         vendor name) and be able to select vendor from that screen for invoice entry.

                 AP.67   The system has the ability to change vendor remit to address.
                 AP.68   The system has the ability to allow inquiry only access to vendor file.
                 AP.69   The system has the ability to reverse a manual warrant with appropriate permissions.


Page 24 of 169                                          3. Accounts Payable                                       Last Modified Date: 02/21/2007
                                             The City of Richmond, Virginia
                                       Preliminary Functional and Technical Requirements

                                                   Accounts Payable


                 Req #                                Description of Requirement
                                                                                                      Travel and Expense Tracking
                 AP.70   The system has the ability to automatically flag travel advances when it is time to reconcile.

                 AP.71   The system has the ability to support direct deposit file for internal travel payments.
                 AP.72   The system has the ability to integrate with payroll for employee bank account information,
                         such as routing number and checking account number.
                 AP.73   The system has the ability to provide a travel and expense reporting component that may be
                         categorized to breakout different costs such as airfare, hotels, and meals.
                 AP.74   The system has the ability to support separate travel and expense tracking module, which is
                         integrated with all other system modules.
                 AP.75   The system has the ability to notify travelers when their advance/reimbursement amount has
                         been processed.
                 AP.76   The system has the ability to track total cost of travel by employee.
                 AP.77   The system has the ability to flag/classify pre-paid expenses associated with travel.
                 AP.78   The system has the ability to reconcile travel expenses with GL.




Page 25 of 169                                         3. Accounts Payable                                    Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                   Financial Reporting


                 Req #                                 Description of Requirement
                                                                                                        General Requirements
                 FR.1    The system has the ability to provide linkage between reportable sections of the CAFR (i.e.,
                         Exhibits, Management Discussion and Analysis, Notes to the Financial Statements and
                         Statistics).
                 FR.2    The system has the ability to provide an interface between a CAFR model and the financial
                         reporting capabilities of the system.
                 FR.3    The system has the ability to link the statement of net assets and the statement of activities;

                 FR.4    The system has the ability to provide an ad hoc report writing tool.
                 FR.5    The system has the ability to export to various formats to create a custom designed CAFR
                         document.
                 FR.6    The system has the ability to export all reports to common desktop productivity tools such as
                         Microsoft Word, Microsoft Excel, Adobe PDF, etc.
                 FR.7    The system has the ability to provide native integration to an industry standard report writing
                         tool, i.e., Business Objects or Crystal Reports.
                 FR.8    The system has the ability to follow security procedures established in the application without
                         the need to establish security roles in the report writer.
                 FR.9    The system has the ability to come pre-configured with all tables "joined" appropriately.

                 FR.10   The system has the ability to distribute reports via electronic workflow.
                 FR.11   The system has the ability to provide a complete data dictionary and data model for use by
                         City staff for purposes of ad-hoc report development.
                 FR.12   The system has the ability to warn the user they are about to print a large report (displays
                         number of pages) with option to proceed.
                 FR.13   The system has the ability to print reports in a "printer-friendly" mode.
                 FR.14   The system has the ability to schedule reports to be run during non business hours on a user
                         defined schedule.
                 FR.15   The system has the ability to provide real-time reporting on current balances on specified
                         line item accounts and line item account activity.
                 FR.16   The system has the ability to produce all GASB 34 reports.




Page 26 of 169                                         4. Financial Reporting                                     Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                   Financial Reporting


                 Req #                                  Description of Requirement
                 FR.17   The system has the ability to display all reports to the screen with a user-defined option for
                         printing.
                 FR.18   The system has the ability to update the data dictionary and data models provided by the
                         vendor with each software release.
                 FR.19   The system has the ability to provide comparison reports, e.g., between different periods.

                 FR.20   The system has the ability to print financial reports on closed periods.
                         RPS: and as of date activity (closed + open)
                 FR.21   The system has the ability to produce monthly financial statements. (Income Sheet, Balance
                         Sheet, Budget Comparisons by Department, Cash Flow, etc.)
                 FR.22   The system utilizes relational database architecture for ease of use reporting.
                 FR.23   The system has the ability to print graphs and charts for presentation style reports.
                 FR.24   The system has the ability to produce GASB 34, GASB 45, and other Sarbanes-Oxley
                         compliance reports.
                 FR.25   The system has the ability to provide Executive Dashboard Reporting and Business
                         Intelligence Capabilities.
                                                             The system, at a minimum, has the ability to produce the following reports (current and pre
                 FR.26          Cash balance by expense and revenue code;
                 FR.27        Inception to date, for total expenditures for all City projects;
                 FR.28        Expenditures relative to budget;
                 FR.29        Year-to-date expenditures;
                 FR.30        Year and month to date expenditures;
                 FR.31        Budget to actual by all budget line items;
                 FR.32        Budget to actual by agency and object;
                 FR.33        Budget to actual by agency and fund;
                 FR.34        Individual org budget;
                 FR.35        Open encumbrance report;
                 FR.36        Comparison of expenditures by month;
                              Expense Summary Report – Used to track year to date expense of each org code for
                 FR.37        completing monthly analysis report;



Page 27 of 169                                          4. Financial Reporting                                     Last Modified Date: 02/21/2007
                                         The City of Richmond, Virginia
                                  Preliminary Functional and Technical Requirements

                                             Financial Reporting


                 Req #                            Description of Requirement
                         Personnel Payroll Report – Used to determine the salary and benefits expense for
                         each pay period. That data is then used to forecast total payroll cost for the full fiscal
                 FR.38   year;
                         Revenue Transaction Report – Used to track monthly revenue postings specifically for
                 FR.39   911 special fund revenue;
                         Detailed Transaction Listing by Object Code – Used to track recorded expenses to
                         trace possible posting errors, confirm payments, confirm JV transactions and other
                 FR.40   expense bookings as required;
                         Activity Code Expense Report – Used to show expenses by related activity code, to
                 FR.41   track costs of each Program activity;
                         Detail Listing of Obligations vs. Budget – View by Budget Organization Unobligated
                 FR.42   Budget Balance by user-defined date range;
                         Detail Listing of Obligations vs. Budget – View by Budget Organization Unobligated
                 FR.43   Budget Balance (month end);
                         Detail Listing of Obligations vs. Budget – View by Budget Organization Unobligated
                 FR.44   Budget Balance (year-to-date);
                         Detail Listing of Revenues vs. Budget – View by Budget Organization Recognized
                 FR.45   Revenue by user-defined date range;
                         Detail Listing of Revenues vs. Budget – View by Budget Organization Recognized
                 FR.46   Revenue (month end).
                         Detail Listing of Revenues vs. Budget – View by Budget Organization Recognized
                 FR.47   Revenue (year-to-date);
                         Detailed Trial Balance by Accounting Distribution – View by Budget Organization per
                 FR.48   account type budget ending balance by user-defined time period;
                         Standard Detailed Trial Balance by Accounting Distribution – View by Budget
                 FR.49   Organization per account type budget ending balance (month end);
                         Statement of Budget Activity and Account Balances – View by Budget Organization per
                 FR.50   object class available balance (month end );
                 FR.51   Audit of Public Accounts Report;
                 FR.52   Income statement;
                 FR.53   Cash flow;
                 FR.54   Balance sheet;


Page 28 of 169                                    4. Financial Reporting                                     Last Modified Date: 02/21/2007
                                       The City of Richmond, Virginia
                                 Preliminary Functional and Technical Requirements

                                           Financial Reporting


                 Req #                          Description of Requirement
                 FR.55   Statement of net assets;
                 FR.56   Schedule of expenditures and revenues based on type of revenue;
                 FR.57   Trial balance activity (debits and credits);
                 FR.58   Statement of revenues and expenditures;
                 FR.59   WIP construction and capital projects;
                 FR.60   Comparison of revenues and expenditures by month;
                 FR.61   Summary and detail trial balance by object code;
                 FR.62   Summary and detail trial balance by agency;
                 FR.63   Detail and summary project report;
                         Combined work order report of summary and detail by object code and agency at work
                 FR.64   order level;
                 FR.65   Inventory report including, vehicles, parts, and computers;
                 FR.66   Listing of current active orgs;
                 FR.67   Listing of current inactive orgs;
                 FR.68   Summary trial balance across all funds;
                 FR.69   Expense Budget by Object;
                 FR.70   Expense Budget by Object Class;
                 FR.71   Expense Budget by Object Category;
                 FR.72   Expense Budget by Object Type;
                 FR.73   Expense Budget by Object Group;
                 FR.74   Expense Budget by Object Agency;
                 FR.75   Cash Balance by Fund;
                 FR.76   Cash Balance by Fund with associated detail;
                 FR.77   Detailed Transaction Listing (Activity level);
                 FR.78   Detailed Transaction Listing (Object level) Search by $ Amount;
                 FR.79   Detailed Transaction Listing (Revenue Code #) Search by $ Amount;
                 FR.80   Detailed Transaction Listing by Vendor Check;
                 FR.81   Detailed Transaction Listing by Vendor Invoice #;



Page 29 of 169                                  4. Financial Reporting                                Last Modified Date: 02/21/2007
                                        The City of Richmond, Virginia
                                   Preliminary Functional and Technical Requirements

                                             Financial Reporting


                 Req #                           Description of Requirement
                 FR.82    Detailed Transaction Listing by Vendor Name;
                 FR.83    Summary Trial Balance by Accounting Distribution-Within Fund;
                 FR.84    Trend Analysis for Expenditures;
                 FR.85    Special Fund Cash Balance by Fund;
                 FR.86    Special Fund report of Revenue vs. Expenses, (with non-appropriated and
                          appropriated revenue);
                 FR.87    Performance measurement reports to track City established goals and metrics;
                 FR.88    Trust & Agency Funds;
                 FR.89    Capital Projects Schedule;
                 FR.90    Capital Projects Combining Statements;
                 FR.91    Trust & Agency Fiduciary Statements;
                 FR.92    Enterprise Fund Financial Statements;
                 FR.93    Proprietary Fund Financial Statements;
                 FR.94    Component Unit Financial Statements;
                 FR.95    Debt Service Fund Financial Statements;
                 FR.96    General Fund Financial Statements;
                 FR.97    Special Revenue Fund Financial Statements;
                 FR.98    Internal Service Fund Financial Statements.
                                                                              MBE (Minority Business Enterprise) related reports including:
                 FR.99    Vendor Payment by contract;
                 FR.100   Vendor Payment by vendor;
                 FR.101   Sub-Vendor Payment;
                 FR.102   Fiscal Year Report for MBE sub vendor payment;
                 FR.103   MBE Payment by agency;
                 FR.104   Construction contract reports with MBE participation;
                 FR.105   Non-construction contract reports with MBE participation;
                 FR.106   Direct payments to MBEs by agency;
                 FR.107   Prime MBE report by ethnicity and location of firm (city or county);



Page 30 of 169                                   4. Financial Reporting                                 Last Modified Date: 02/21/2007
                                         The City of Richmond, Virginia
                                   Preliminary Functional and Technical Requirements

                                              Financial Reporting


                 Req #                            Description of Requirement
                 FR.108   Report on all contracts with MBEs participation.




Page 31 of 169                                    4. Financial Reporting               Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                        Procurement


                 Req #                                 Description of Requirement
                                                                                                      General Requirements
                 PR.1    The system has the ability to attach scanned documents to an electronic requisition, for
                         viewing. The attachment should include the date and user that attached the documents.

                 PR.2    The system has the ability to support an alpha numeric requisition number.
                 PR.3    The system has the ability to support an 11 character requisition number.
                 PR.4    The system has the ability to assign requisition numbers based on department.
                 PR.5    The system has the ability to check available budget by line item and stop if over total
                         appropriation.
                 PR.6    The system has the ability to partially reject a requisition.
                 PR.7    The system has the ability to convert requisitions to a purchase order.
                 PR.8    The system has the ability to set up recurring requisitions and purchase orders.
                 PR.9    The system has the ability to print purchase orders on a laser printer.
                 PR.10   The system has the ability to print multiple copies of purchase orders at once with an
                         identifier for vendor copy, City copy, etc. on the form.
                 PR.11   The system has the ability to auto forward or resend an item after certain amount of time has
                         elapsed.
                 PR.12   The system has the ability to allow for the pre-planning process by which the Central
                         Procurement Office is notified of all pending procurement activities taking place in the City.

                 PR.13   The system has the ability to change the account (GL) number that is assigned to a
                         purchase, with appropriate security permissions.
                 PR.14   The system has the ability to allow OMBD (Office of Minority Business Development)
                         personnel to view procurement requirements and contract value, and enter MBE percentage
                         requirements for a particular procurement.
                 PR.15   The system has the ability to display information to support the procurement planning
                         process such as budgets, requirements, timeframe, and MBE requirements.
                 PR.16   The system has the ability to pay requisitions and purchase orders with work allocation
                         codes.
                 PR.17   The system has the ability to support different types of requisitions: decentralized,
                         centralized, price agreement.



Page 32 of 169                                            5. Procurement                                         Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                        Procurement


                 Req #                                  Description of Requirement
                 PR.18   The system has the ability to perform certain checks before a requisition can be generated,
                         e.g., a budget check and date range.
                 PR.19   The system has the ability to give users visibility into the status of the procurement and
                         where it is in the workflow and procurement stage.
                 PR.20   The system has the ability to notify users of action items.
                 PR.21   The system has the ability to check for or flag recurring purchase orders.
                 PR.22   The system has the ability to allow the agency procurement personnel to enter and access
                         delivery validation information.
                 PR.23   The system has the ability and the flexibility to print out any number procurement papers,
                         such as purchase orders and requisitions.
                 PR.24   The system has the ability to reprint duplicate Purchase Orders.
                 PR.25   The system has the ability to allow multiple GL numbers on one Purchase Order, provides
                         multiple line items with different funding sources on each purchase order, and allows each
                         item on a purchase order to have multiple funding sources.
                 PR.26   The system has the ability to match accounts payable invoices to purchase orders.
                 PR.27   The system has the ability to accommodate blanket purchase orders.
                 PR.28   The system has the ability to interface with fixed assets, contracts, inventory, budgeting, A/P,
                         and work orders.
                 PR.29   The system has the ability to provide a full audit trail including dates, user names, and
                         activity for purchase orders.
                 PR.30   The system has the ability for authorized users to modify the purchase order without having
                         to void the purchase order.
                 PR.31   The system has the ability to modify a purchase order with the option to reprint.
                 PR.32   The system has the ability to provide a check box on the purchase order to indicate change
                         order or modification and track the version number of the change.
                 PR.33   The system has the ability for users to see purchase order detail.
                 PR.34   The system has the ability to add or change commodity codes on purchase orders.
                 PR.35   The system has the ability to automatically fax and/or email purchase orders to vendors.

                 PR.36   The system has the ability to close purchase orders with a user-defined dollar amount or
                         percent remaining available, with ability to override that closing.



Page 33 of 169                                             5. Procurement                                          Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                        Procurement


                 Req #                                 Description of Requirement
                 PR.37   The system has the ability to produce on demand a series of reports (in numeric order) of
                         requisitions, purchase orders, field purchase orders, blanket purchase orders, receiving
                         reports, and voucher release forms.
                 PR.38   The system has the ability to re-issue recurring purchase orders from previous fiscal year
                         without re-keying all the detail.
                 PR.39   The system has the ability to release encumbrances with invoice entry by accounts payable
                         or by closing or voiding the purchase order by purchasing.
                 PR.40   The system has the ability to store electronically received or scanned documents with every
                         Purchase Order.
                 PR.41   The system provides authorized personnel the ability to bypass requisition process and get a
                         purchase order number in emergency situations with appropriate audit controls.

                 PR.42   The system has the ability to provide access to account number and available balance at
                         any time during the process.
                 PR.43   The system has the ability to provide multiple "ship to" addresses for different facilities.
                 PR.44   The system has the ability to provide on-line receiving process for all items received at
                         decentralized receiving areas.
                 PR.45   The system has the ability to provide reporting capability of all sole source or emergency
                         purchase orders.
                 PR.46   The system has the ability to void purchase orders.
                 PR.47   The system has the ability to provide unlimited space for description on purchase order;
                         system provides ability to handle description overflow.
                 PR.48   The system has the ability to produce "Dear John" letters to unsuccessful bidders.
                 PR.49   The system has the ability to provide auto tabulation of electronically received quotes/bids.

                 PR.50   The system has the ability to integrate with an on-line inventory control module.
                 PR.51   The system has the ability to produce recommended purchase orders based on items that
                         have low or reorder stock quantities.
                 PR.52   The system has the ability to import commodity code numbering according to the National
                         Institute of Governmental Purchasing (NIGP) commodity code database standard.




Page 34 of 169                                             5. Procurement                                         Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                        Procurement


                 Req #                                 Description of Requirement
                 PR.53   The system has the ability to provide electronic data interchange (EDI) capabilities for
                         electronic submission of purchase orders and contracts to vendors.
                 PR.54   The system has the ability to pre-encumber funds as part of the requisition process, (e.g.,
                         department budgets pre-encumber funds when a requisition is submitted, if approved it is
                         deducted from the budget).
                 PR.55   At the time of a requisition, purchase order, modification, the system verifies funding
                         availability from the department's budget.
                 PR.56   The system has the ability to, depending on requisition amount, require that a requisition
                         must include three (or more) bids.
                 PR.57   The system has the ability to allow different levels of online authorization.
                 PR.58   The system has the ability to allow requisition approval process rules to vary depending on
                         the type of item being requisitioned.
                 PR.59   The system has the ability to automatically assign requisition number by fiscal year at time of
                         entry.
                 PR.60   The system has the ability to provide a decentralized purchase requisition process that
                         allows requisitions to be entered on-line by all departments.
                 PR.61   The system has the ability to provide a paperless requisition approval process of user-
                         defined levels of approval and routing capabilities.
                 PR.62   The system has the ability to determine status of a requisition, receipt status, purchase
                         orders, and invoice/payable status at any time.
                 PR.63   The system has the ability to provide electronic notification of completed approval actions.

                 PR.64   The system has the ability to "receive all" goods/services with a single key stroke.
                 PR.65   The system has the ability to notify an employee if another contract exists for that
                         commodity.
                 PR.66   The system has the ability to place a requisition and/or purchase order on hold.
                 PR.67   The system has the ability to automatically combine multiple requisitions into one purchase
                         order if items are requested from different departments from the same vendor; system
                         provides for overrides to keep separate Purchase Orders as necessary.

                 PR.68   The system has the ability to route requisitions and purchase orders using workflow based
                         on account code.



Page 35 of 169                                             5. Procurement                                         Last Modified Date: 02/21/2007
                                             The City of Richmond, Virginia
                                       Preliminary Functional and Technical Requirements

                                                       Procurement


                 Req #                                Description of Requirement
                 PR.69   The system has the ability to route requisitions and purchase orders using workflow based
                         on dollar amount.
                 PR.70   The system has the ability to route requisitions and purchase orders using workflow based
                         on commodity code.
                 PR.71   The system has the ability to use allocation codes, (e.g., one printer for multiple
                         departments, default account codes split among departments).




Page 36 of 169                                           5. Procurement                                        Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                        Procurement


                 Req #                                 Description of Requirement
                                                                                                                Bid Process
                 PR.72   The system has the ability to support E-procurement.
                 PR.73   The system has the ability to support the online bid process.
                 PR.74   The system has the ability to provide electronic templates and selections to support the
                         building or composing of Request for Proposal (RFP) documents, depending on the type of
                         contract.
                 PR.75   The system has the ability to allow for addition of manually received quotes/bids.
                 PR.76   The system has the ability to create, modify and store standard Request for Quote (RFQ),
                         Invitation for Bid (IFB), Request for Proposal (RFP), contract and standard letter templates
                         with appropriate security controls.
                 PR.77   The system has the ability to distinguish between different types of bids, e.g., sole source,
                         emergency, under $5000, commodity, and services.
                 PR.78   The system has the ability to retain standard bid lists and current contract information
                         detailing the vendors, products, and prices in a decentralized requisition database which is
                         accessible to all authorized users and interfaces with the Purchase Order module.

                 PR.79   The system has the ability to retain bid lists for products and services. Bidder's information
                         must be web based, should be capable of being maintained by the vendors themselves, and
                         must include a purge function with user defined criteria.
                 PR.80   The system has the ability to send electronic bid requests to vendors.
                 PR.81   The system has the ability to provide an electronic bid system that provides project manager
                         or buyer to input Invitation for Bid (IFB) information, attach Request for Proposals and other
                         bid documentation, receive questions, and respond to questions electronically.

                 PR.82   The system has the ability to support complex business rules for approvals. These rules
                         must include a series of checks and balances based on dollar amount, which will alert the
                         user to the appropriate steps that must be taken, i.e., purchases over $50,000 require formal
                         bids. These rules must be configurable by the City.
                 PR.83   The system has the ability to sort bids by bid identifier, bid status, broadcast date and due
                         date.
                 PR.84   The system has the ability to track bids from non-City registered vendors, separate from the
                         City's vendor table.


Page 37 of 169                                            5. Procurement                                         Last Modified Date: 02/21/2007
                                             The City of Richmond, Virginia
                                       Preliminary Functional and Technical Requirements

                                                      Procurement


                 Req #                               Description of Requirement
                 PR.85   The system has the ability to change vendor remit to address at time of adding invoice.
                 PR.86   The system has the ability to post RFP's to nationally recognized proposal warehouses such
                         as Onvia and RFP Depot.
                                                                                            PALT (Procurement Administrative Lead Time)
                 PR.87   The system has the ability to determine overall PALT (Procurement Administrative Lead
                         Time) for each action as the requisition is entered into the system until the action is awarded
                         or completed (generating reports by Buyer, by requiring activity, by type of procurement
                         (e.g., small purchase, Invitation for Bid (IFB), Request for Proposal (RFP), construction,
                         service, commodity, etc.), by Amendment to the IFB or RFP or Change Order or Modification
                         to the Contract or Purchase Order).
                 PR.88   The system has the ability to determine workload (number of actions) by Buyer and
                         Department.
                 PR.89   The system has the ability to determine individual contract dollars awarded and expended,
                         including cumulative sorts by Buyer and Department.




Page 38 of 169                                          5. Procurement                                      Last Modified Date: 02/21/2007
                                        The City of Richmond, Virginia
                                  Preliminary Functional and Technical Requirements

                                                 Procurement


                 Req #                          Description of Requirement
                                              The system has the ability to determine current status of PALT by using any combination of the fol
                 PR.90    Date Requisition Received in Procurement;
                 PR.91    Date Assigned to Buyer and Buyer ID;
                 PR.92    Date of Synopsis (e.g., “Intent to Solicit Bids/Offers”);
                 PR.93    Date Bid or Request for Proposal (RFP) Issued;
                 PR.94    Date Bids or Offers Due and Received;
                 PR.95    Date of Evaluation (Begin and End);
                 PR.96    Date of Final Approval to Award (may include Departmental, CAO, other approvals),
                          etc.;
                 PR.97    Date of “Intent to Award”;
                 PR.98    Date of Award;
                 PR.99    Contractor;
                 PR.100   Contractor Business Status (e.g., Large, Small, MBE, Women-owned, etc.);
                 PR.101   Contract Number;
                 PR.102   Change Order/Modification Number;
                 PR.103   Start Date;
                 PR.104   End Date;
                 PR.105   Option (Renewal) Periods (e.g., (1 of 5, 2 of 5, etc.);
                 PR.106   Option (Renewal) Exercise Date;
                 PR.107   Contract Budget $;
                 PR.108   Contract Value $;
                 PR.109   Final Invoice;
                 PR.110   Contract Close-out;
                 PR.111   Date Contract can be Archived;
                 PR.112   Date Archived;
                 PR.113   Contract $ Saved;
                 PR.114   Dollars Expended to Date.
                                                                                               Vendor Processing


Page 39 of 169                                     5. Procurement                                     Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                         Procurement


                 Req #                                  Description of Requirement
                 PR115   The system has the ability to search by any field in the vendor file.
                 PR116   The system has the ability to support an alpha numeric vendor number.
                 PR117   The system has the ability to assign a classification to a vendor by user-defined drop down
                         table.
                 PR118   The system has the ability to provide multiple vendor address fields.
                 PR119   The system has the ability to allow inquiry only access to vendor table.
                 PR120   The system has the ability to identify vendors in order to note whether the vendor is a sole
                         source of a commodity, and ability to note what the commodity is.
                 PR121   The system has the ability to flag a vendor that is not to be used or is inactive.
                 PR122   The system has the ability to maintain one vendor file that is shared between requisitions,
                         purchase orders, inventory, contracts, and accounts payable.
                 PR123   The system has the ability to alert purchaser of existing contracts that allow for better pricing
                         (e.g., State contracts with vendors) and should recognize contracted vendors where
                         purchase may be made in absence of the competitive bid process. The alert should include
                         contract information to enable the user to understand where to find the associated contract.

                 PR124   The system has the ability to link business license information from vendor file.
                 PR125   The system has the ability to compare vendors that are owed money with vendors that owe
                         the city money and warn the user when this condition exists.
                 PR126   The system has the ability to cross reference from vendor table to contract file to see what
                         vendors are currently under contract with the City.
                 PR127   The system has the ability to automatically merge vendor records.
                 PR128   The system has the ability to send electronic bid requests to vendors.
                 PR129   The system has the ability to automatically notify vendors of the outcome of the online bid
                         process.
                 PR130   The system has the ability to allow vendors to register themselves and modify information in
                         their vendor profile via the web.




Page 40 of 169                                             5. Procurement                                           Last Modified Date: 02/21/2007
                                        The City of Richmond, Virginia
                                   Preliminary Functional and Technical Requirements

                                                  Procurement


                 Req #                           Description of Requirement
                                                                The system has the ability to provide a vendor table that supports the following fi
                 PR.131   A vendor number that is not the vendor's EIN or SS;
                 PR.132   15 characters for vendor numbers;
                 PR.133   100 characters for vendor remit addresses;
                 PR.134   100 characters for the vendor name;
                 PR.135   Misc vendor indicator;
                 PR.136   Type of vendor such as corporation 1099, individual;
                 PR.137   Vendor tax ID;
                 PR.138   User-defined vendor fields;
                 PR.139   Fields for sale address and purchase order address;
                 PR.140   Comment or memo field;
                 PR.141   Record vendor performance;
                 PR.142   Commodity code;
                 PR.143   Ethnicity of firm;
                 PR.144   Active or non active vendor, vendor under contract;
                 PR.145   State-certified MBE and DBE (Disadvantaged Business Enterprise);
                 PR.146   City-certified ESB (Emerging Small Business);
                 PR.147   Vendor certifications;
                 PR.148   Searchable database by any field in the vendor table such as commodity code, vendor
                          type, last name, etc.;
                 PR.149   Ability to merge duplicate vendors;
                 PR.150   Flag vendors that are not in compliance, e.g., City taxes, debarred;
                 PR.151   Enter foreign addresses;
                 PR.152   Discount terms.




Page 41 of 169                                      5. Procurement                                      Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                 Contract Management


                 Req #                                 Description of Requirement
                                                                                                            General Requirements
                 CM.1    The system has the ability to design standard and exception notification parameters in the
                         contract expiration process (e.g., notification to Purchasing if certain information hasn't been
                         received 10 days before expiration).
                 CM.2    The system has the ability to support various contract periods, including multiple year
                         contracts (i.e., those that span fiscal and/or calendar years).
                 CM.3    The system has the ability to control, record, and track contract limits at user-specified (e.g.,
                         agency) levels of detail over the life of the contract.
                 CM.4    The system has the ability to flag and/or suspend approval of change orders that require
                         budget changes (greater than a certain user-defined percentage and/or dollar amount
                         change over original amount).
                 CM.5    The system has the ability to automate the closing and encumbering of contracts from one
                         fiscal year to the next.
                 CM.6    The system has the ability to encumber only a portion of a contract.
                 CM.7    The system has the ability to generate notifications to vendors and user agencies (in a user-
                         defined format), when milestones or thresholds are met (e.g., tax exempt certification,
                         insurance expiration date).
                 CM.8    The system has the ability to trigger alerts based on all user-defined thresholds when a
                         certain dollar amount of the contract is used (e.g., 75%).
                 CM.9    The system has the ability to trigger alerts based on all user-defined thresholds when a
                         certain period of time has elapsed (e.g., 75%).
                 CM.10   The system has the ability to drill down from contracts to Invitation For Bid/Request for
                         Proposal.
                 CM.11   The system has the ability to include or integrate with bid records (specifications,
                         advertisements, bids/proposals, council resolution, etc.).
                 CM.12   The system has the ability to set automated escalation charges that drive automatic contract
                         pricing changes.
                 CM.13   The system has the ability to providing various agreement levels, for example: general,
                         product class, and product.
                 CM.14   The system has the ability to support a cross-reference mechanism that connects contracts
                         to projects and vice-versa.




Page 42 of 169                                       6. Contract Management                                     Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                  Contract Management


                 Req #                                  Description of Requirement
                 CM.15   The system has the ability to accommodate user-defined contract alerts for key dates
                         (renewal, expiration, rebid, etc.).
                 CM.16   The system has the ability to include a change-order function that allows the addition, listing,
                         and tracking of change orders.
                 CM.17   The system has the ability to note contract revisions, including date and source.
                 CM.18   The system has the ability to provide vendor performance tracking by contract.
                 CM.19   The system has the ability to track different types of contracts including payments connected
                         with deliverables, close-out, and other administrative management.
                 CM.20   The system has the ability to track budget compared to work authorized and completed.

                 CM.21   The system has the ability to integrate with all system applications.
                 CM.22   The system has the ability to keep track of historical contract costs that may be used for
                         doing comparison and future estimating when reviewing new contracts for the same or
                         similar services.
                 CM.23   The system has the ability to maintain contract information (including but not limited to
                         vendor, description, and dates).
                 CM.24   The system has the ability to track deliverables and invoice payments based on a contract or
                         vendor.
                 CM.25   The system has the ability to search by contract number, contract name, buyer and/or
                         commodity.
                 CM.26   The system has the ability to maintain contract history.
                 CM.27   The system has the ability to track insurance information for vendors.
                 CM.28   The system provides the ability to utilize user defined contract types.
                 CM.29   The system has the ability to attach vendor contracts and agreements (e.g., leases,
                         development agreements, and inter-governmental agreements).
                 CM.30   The system has the ability to show current encumbrances and the associated orders.
                 CM.31   The system has the ability to track and report on the start date of each contract.
                 CM.32   The system has the ability to track and report on the end date of each contract.
                 CM.33   The system has the ability to store contracts electronically.
                 CM.34   The system has the ability to integrate with the bid application.



Page 43 of 169                                        6. Contract Management                                       Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                  Contract Management


                 Req #                                  Description of Requirement
                 CM.35   The system has the ability to track spending based on user-defined criteria (including but not
                         limited to year-to-date, inception-to-date, and by agency).
                 CM.36   The system has the ability to track prime contractors and associated sub contractors.
                 CM.37   The system has the ability to view all contract information online.
                 CM.38   The system has the ability to support a mandatory field for vendor ethnicity on the vendor
                         table.
                 CM.39   The system has the ability to support cost-reimbursable, fixed-fee contracts.
                 CM.40   The system has the ability to convert boiler-plate procurement data into contract data once
                         an award is made.
                 CM.41   The system has the ability to store contracts and the contract is linked to the vendor profile.

                 CM.42   The system has the ability to track vendor performance.
                 CM.43   The system has the ability to support the workflow process for change orders with digital
                         signature approval and document management system.
                 CM.44   The system has the ability to archive closed contracts and retrieve them when needed.
                 CM.45   The system has the ability to create and track standing/open order contracts and the
                         ongoing associated dollar amount per account.
                 CM.46   The system has the ability to allow multiple contracts per vendor, multiple items per contract,
                         and multiple dates.
                 CM.47   The system has the ability to attach many and/or large volume documents to a contract.

                 CM.48   The system has the ability to trigger a user-defined alert of necessary updates or changes to
                         existing documents based on the occurrence of certain events (including but not limited to
                         update contract when name changes, insurance renewals, and dollar limits).

                 CM.49   The system has the ability to close and reopen contracts across fiscal years, based on
                         appropriate user permissions.
                 CM.50   The system has the ability to link multiple contract amounts to individual projects or grants.

                 CM.51   The system has the ability to provide default retainage percentage and/or amount for
                         projects and contractors.



Page 44 of 169                                        6. Contract Management                                       Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                 Contract Management


                 Req #                                 Description of Requirement
                 CM.52   The system has the ability to support user-defined, multi-level retainage structure.
                 CM.53   The system has the ability to log requests and amounts for proposed contract amendments
                         (change orders), using workflow by project code as well as by bid line items.

                 CM.54   The system has the ability to identify contract amendments either as quantity or rate change
                         or scope change.
                 CM.55   The system has the ability to calculate and report contract and project detail on the number
                         of contract amendments by user-defined reason code for a specific contract and project.

                 CM.56   The system has the ability to track and report expenditures for each individual contract,
                         including budget to actual comparisons by user-defined period (i.e., monthly, quarterly, daily,
                         contract year, fiscal year, contract term, etc.).
                 CM.57   The system has the ability to track all requirements and compliance for Federally funded
                         projects.
                 CM.58   The system has the ability to send notification to a user of a contract expiration with the
                         ability for user to set the number of days prior to expiration notification should be made.

                                                                                           Office of Minority Business Development (OMBD)
                 CM.59   The system has the ability to track and report on MBE/ESB contract participation.
                 CM.60   The system has the ability to send automatic notification to MBE/ESB vendors to validate
                         MBE/ESB contract amount and payments.
                 CM.61   The system has the ability to track all spending against all contracts, specifically spending on
                         MBE/ESB contracts.
                 CM.62   The system has the ability to allow prime contractors to enter contract amount given to
                         MBE/ESB subcontractors for OMBD to validate the amount subcontractors indicate they
                         received from the prime contractors.
                 CM.63   The system has the ability to track Disadvantaged Business Enterprise (DBE) requirements
                         and compliance for Federally funded projects.
                 CM.64   The system has the ability to notify OMBD (Office of Minority Business Development) to
                         support the renewal process based on vendor performance.
                 CM.65   The system has the ability to display registered MBE/ESB directory with business work
                         categories on the City website.



Page 45 of 169                                        6. Contract Management                                      Last Modified Date: 02/21/2007
                                             The City of Richmond, Virginia
                                       Preliminary Functional and Technical Requirements

                                                           Budget


                 Req #                                Description of Requirement
                                                                                                          General Requirements
                 BD.1    The system has the ability to export budget data to Microsoft Excel.
                 BD.2    The system has the ability to import budget data from Microsoft Excel.
                 BD.3    The system has the ability to provide a customizable Microsoft Excel export.
                 BD.4    The system has the ability for the Budgeting module to use the same chart of accounts as
                         the rest of the system.
                 BD.5    The system has the ability to allow the budget office to further drill down budget accounts for
                         detailed tracking purposes.
                 BD.6    The system has the ability to allow individual departments to submit budget revenue and
                         expenditures through electronic means.
                 BD.7    The system has the ability to support the submission of a detailed budget, one that includes
                         revenue sources, detailed expenditures, multi-funding sources, multi-year budget, and
                         matching funds.
                 BD.8    The system is integrated with the payroll system, enabling the inclusion of payroll information
                         into the budget in real-time.
                 BD.9    The system has the ability to allow administrators to pre-populate fields, allowing individual
                         departments to fill in budget information easily.
                 BD.10   The system has the ability to provide the option for users to key in actual budget numbers or
                         the calculated difference to change the pre-populated budget information, rather than just
                         calculated difference.
                 BD.11   The system has the ability to allow users to modify specific budget numbers and not have to
                         change the entire budget.
                 BD.12   The system has the ability to allow the submission of a budget at anytime or any period, i.e.,
                         monthly, yearly, or off-year submissions.
                 BD.13   The system has the ability to allow the breakdown, submission, and tracking of budget into
                         smaller periods than a year, (e.g., monthly, quarterly, semi-yearly).
                 BD.14   The system has the ability to support the workflow of the City's budget process, with different
                         phases and approval processes.
                 BD.15   The system has the ability to allow users to query the budget system for specific information.




Page 46 of 169                                              7. Budget                                          Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                            Budget


                 Req #                                 Description of Requirement
                 BD.16   The system has the ability to provide a framework or model for budgeting, so that once a
                         budget model is built, changes to the budget requires only variance input (bi-annual
                         process).
                 BD.17   The system has the ability to provide a budget model or framework for forecasting purposes.

                 BD.18   The system has the ability to create new budgets to be created from historical financial
                         information or past budgets with ease.
                 BD.19   The system has the ability to provide payroll information by position rather than by employee,
                         for budgeting purposes.
                 BD.20   The system has the ability to identify and provide last fiscal year's outstanding
                         encumbrances as adjustments to new fiscal year's adopted budget, and is automatically
                         incorporated into the general ledger.
                 BD.21   The system has the ability to automatically create budget amounts for accounts based on
                         amounts entered into other related accounts, i.e., payroll/benefits, based on user-defined
                         rules.
                 BD.22   The system has the ability to report on budgets at any level of the chart of account structure.

                 BD.23   The system has the ability to store minimum of five years budget-to-actual at any account
                         level.
                 BD.24   The system has the ability to provide on-line budgeting capabilities for individual
                         departments.
                 BD.25   The system has the ability to provide a department user interface to maintain, monitor, and
                         manage detailed department level budgets.
                 BD.26   The system has the ability to track the original budget, amendments made during the year,
                         and distinguish between the two.
                 BD.27   The system has the ability to provide a memo field of a minimum of 500 characters to store
                         notes for each budgeted account.
                 BD.28   The system has the ability to calculate a total for multiple sub-entries for each budgeted
                         account line to identify the budget line detail.
                 BD.29   The system has the ability to load budget amounts based on one or more of the following:
                         previous year budgets, previous year actual, and/or a user-defined growth percentage for
                         account and department level budgets.



Page 47 of 169                                                7. Budget                                           Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                             Budget


                 Req #                                  Description of Requirement
                 BD.30   The system has the ability to display budget-to-actual with percentages of available budget
                         for an account or group of accounts at any time.
                 BD.31   The system has the ability to provide budget trending and forecasting capabilities.
                 BD.32   The system has the ability to provide real-time reporting on current balances on specified
                         line item accounts and line item account activity.
                 BD.33   The system has the ability to automatically create budgets for depreciation accounts and
                         debt service schedules.
                 BD.34   The system has the ability to provide budgetary control to control spending based on user-
                         defined criteria.
                 BD.35   The system has the ability to allow analysis of current year budget by providing reports that
                         indicate all or any combination of budget-to-actual revisions, invoices, encumbrances, and
                         available balance.
                 BD.36   The system has the ability to load budget amounts on any level in the chart of accounts.

                 BD.37   The system has the ability to prevent users from making changes to a proposed
                         departmental budget at the discretion of the administrator.
                 BD.38   The system has the ability to "roll" budget through 5 process levels.
                 BD.39   The system has the ability to roll user-defined parts of the budget.
                 BD.40   The system has the ability to support web-based inquiry for account balances.
                 BD.41   The system has the ability to restrict users to a group of accounts at any level in the chart of
                         accounts.
                 BD.42   The system has the ability to support electronic workflow of notifications for reviewing the
                         budget.
                 BD.43   The system has the ability to add attachments at the detail level of the budget such as
                         Microsoft Word, Microsoft Excel, and Adobe PDF documents.
                 BD.44   The system has the ability to allow the budget to be amended during the year by authorized
                         personnel and provides audit trail of those amendments.
                 BD.45   The system has the ability to recognize when an employee is being paid out of one account
                         in General Ledger system and a different account in payroll system.
                 BD.46   The system has the ability to support roll-up codes for grouping accounts together for
                         budgeting.



Page 48 of 169                                                7. Budget                                             Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                            Budget


                 Req #                                 Description of Requirement
                 BD.47   The system has the ability to track and report on vacancy rates in each department by
                         payroll position.
                 BD.48   The system has the ability to carry all budget line accounts forward for budgeting purposes,
                         even accounts with zero balances or accounts that have no activity, to eliminate the need to
                         manually key these accounts into the system.
                 BD.49   The system has the ability to integrate with common desktop publishing applications for
                         producing the final or "presentation" budget document.




Page 49 of 169                                               7. Budget                                          Last Modified Date: 02/21/2007
                                             The City of Richmond, Virginia
                                       Preliminary Functional and Technical Requirements

                                                           Budget


                 Req #                                Description of Requirement
                                                                                             Multi-Year and Capital Improvement Budgeting
                 BD.50   The system has the ability to accommodate multi-year projects for budget purposes, to
                         include life-to-date appropriations, adopted budget new appropriations, and be fully
                         integrated with financial system and other modules.
                 BD.51   The system has the ability to budget for revenue sources in the capital budget.
                 BD.52   The system has the ability to allow for multiple funding sources for multi year funds.
                 BD.53   The system has the ability to track budget, expenditures, and funding sources for grants and
                         multi year funds.
                 BD.54   The system has the ability to export CIP data to a project management tool.
                                                                                                        Performance Based Budgeting
                 BD.55   The system has the ability to accommodate performance measures and performance based
                         budgeting, and be fully integrated with the financial system and other modules.
                 BD.56   The system has the ability to track performance measures.
                 BD.57   The system has the ability to store text that relate to performance measures.
                 BD.58   The system has the ability to capture and report on statistical data such as miles of roads
                         paved.
                 BD.59   The system has the ability to create reports based on user-defined criteria.
                 BD.60   The system has the ability to capture and report on 5-year actual results versus budget
                         results.
                 BD.61   The system has the ability to interface with CityStat application for statistical reporting.




Page 50 of 169                                              7. Budget                                        Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                     Debt Management


                 Req #                                  Description of Requirement
                                                                                                        General Requirements
                 DM.1    The system has the ability to calculate and record expenses such as bond insurance, letter
                         of credit fees, underwriter fees, and costs of issuance.
                 DM.2    The system has the ability to automatically reduce amounts outstanding on the payment
                         date.
                 DM.3    The system has the ability to calculate and amortize bond premiums or discounts.
                 DM.4    The system has the ability to develop forecasts for future cash sources, usage and needs
                         based on user-defined inputs (see City's DPU model).
                 DM.5    The system has the ability to calculate debt capacity to monitor user-defined debt limits.

                 DM.6    The system has the ability to run sample amortization schedules.
                 DM.7    The system has the ability to capture existing debt service and projected new debt to
                         calculate projected City debt service.
                 DM.8    The system has the ability to allow zero interest debt.
                 DM.9    The system has the ability to track individual bonds for the life of the amortization schedule.

                 DM.10   The system has the ability to provide user-defined payment schedules.
                 DM.11   The system has the ability to allow user-defined changes to payment schedules.
                 DM.12   The system has the ability to monitor principle and interest payments to escrow.
                 DM.13   The system has the ability to generate and post entries automatically based upon payment
                         information on a user-defined basis.
                 DM.14   The system has the ability to monitor actual expenditures for arbitrage analysis including (but
                         not limited to) the State Non-Arbitrage Program (SNAP).
                 DM.15   The system has the ability to assign a code for tracking of all bond ordinances.
                 DM.16   The system has the ability to track all bond ordinances based upon user defined criteria
                         (e.g., legal requirements from bond counsel, date of sale of bonds, etc.).
                 DM.17   The system has the ability to track authorized but un-issued debt by fund and prove to the
                         General Ledger.




Page 51 of 169                                          8. Debt Management                                         Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                     Debt Management


                 Req #                                  Description of Requirement
                 DM.18   The system has the ability to maintain debt payment schedules with full payment details that
                         allow for the scheduling and issuance of a check/initiate wire transfer that is in proof with the
                         current portion of long-term debt and total-long term debt by fund and account.

                 DM.19   The system has the ability to provide automated bank reconciliation for bond trust escrow
                         accounts.
                 DM.20   The system has the ability to integrate with external banking institutions to monitor cash and
                         investment status real-time.
                 DM.21   The system has the ability to provide cash forecasting reports.
                 DM.22   The system has the ability to store, consolidate, and report on cash flow projections by
                         project or contract (CIP).
                 DM.23   The system has the ability to report variances between actual and forecast cash balances.

                 DM.24   The system has the ability to calculate potential earnings and loss based on projected cash
                         receipts and disbursements, and update projected balance sheet.
                 DM.25   The system has the ability to provide a projected balance sheet.
                 DM.26   The system has the ability to calculate Average Daily Balance for cash balances by fund,
                         organization, and/or project/grant.
                 DM.27   The system has the ability to allocate interest or investment income based on average daily
                         cash balance by fund code, organization, and/or project/grant. The allocation should produce
                         a General Ledger journal entry.
                 DM.28   The system has the ability to schedule interest income allocation to automatically run
                         monthly.
                 DM.29   The system has the ability to determine refund analysis calculations, including but not limited
                         to: current, advanced, or crossover.
                 DM.30   The system has the ability to calculate transferred proceeds penalties.
                 DM.31   The system has the ability to book the deferred amortization expense to the General Ledger.

                 DM.32   The system has the ability to track monies kept with paying agents and trustees, including
                         (but not limited to): bonds, and escrow accounts.




Page 52 of 169                                          8. Debt Management                                          Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                     Debt Management


                 Req #                                  Description of Requirement
                 DM.33   The system has the ability to provide fully integrated functionality with the General Ledger,
                         Budget, Accounts Payable, Capital Projects, and Accounts Receivable Modules.




Page 53 of 169                                          8. Debt Management                                         Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                     Debt Management


                 Req #                                  Description of Requirement
                                                                                                           Cash Management
                 DM.34   The system has the ability to calculate expected outgoing cash uses (purchasing, AP, and
                         miscellaneous cash).
                 DM.35   The system has the ability to monitor expected pay dates for incoming and outgoing cash
                         maintenance.
                 DM.36   The system has the ability to complete cash projection by fund, category, entity, expected
                         date, and terms.
                 DM.37   The system has the ability to book cash inflow and outflow by bank, year, and statement
                         code.
                 DM.38   The system has the ability to record General Ledger journal entries to cash.
                 DM.39   The system has the ability to record cash receipts automatically from a bank.
                 DM.40   The system has the ability to allow revenue collection to post cash receipts of any dollar
                         amount.
                 DM.41   The system has the ability to allow revenue collection to post cash receipts to corresponding
                         accounts receivable account and appropriate revenue account.
                 DM.42   The system has the ability to produce a cash receipts edit report to review before posting.

                 DM.43   The system has the ability to automatically assign a number (per user-defined number
                         convention) to payments as they are entered for tracking purposes.
                 DM.44   The system has the ability to review real-time budget information and revenue estimates.

                 DM.45   The system has the ability to monitor cash spending by department in a real-time basis, with
                         budget, incoming, and outgoing cash.
                 DM.46   The system has the ability to forecast cash reserves based on estimated revenues, accounts
                         receivables versus outgoing expenditures, and maintain annual histories of the data.

                 DM.47   The system has the ability to look at cash reserve historical trends for at least ten years.




Page 54 of 169                                          8. Debt Management                                          Last Modified Date: 02/21/2007
                                            The City of Richmond, Virginia
                                       Preliminary Functional and Technical Requirements

                                                  Human Resources


                 Req #                               Description of Requirement
                                                                                                      General Requirements
                                                                      The system should integrate with the XEROX scanning system recently impleme
                 HR.1    The system has the ability to provide employee benefits reporting.
                 HR.2    The system has the ability to create employee badges.
                 HR.3    The system has the ability to support a system-generated employee number with override
                         capabilities and no duplication.
                 HR.4    The system has the ability to track various employee information through unique employee
                         identifier.
                 HR.5    The system has the ability to capture and maintain I-9 documentation and track status.

                 HR.6    The system has the ability to, via automated workflow, generate personnel status email
                         notices on-line (e.g., FMLA, applicant rejection, military leave, leave donation, return to work,
                         benefit information, etc.).
                 HR.7    The system has the ability to accommodate workflow approvals of human resources-related
                         processes and documents.
                                            The system has the ability to maintain and manage employee personnel information, including (but not lim
                 HR.8          Name;
                 HR.9          DOB;
                 HR.10         SSN;
                 HR.11         Employee number;
                 HR.12         Spouse information;
                 HR.13         Dependent information;
                 HR.14         Contact detail (phone, cell, e-ddress);
                 HR.15         Date of hire;
                 HR.16         Leave date/s;
                 HR.17         Benefit detail (benefit eligible date, retirement date);
                 HR.18         Emergency contact information (name/s, phone, address, e-ddress);
                 HR.19         Other standard and user-defined fields.
                 HR.20   The system has the ability to capture at least one emergency contact.



Page 55 of 169                                       9. Human Resources                                   Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                    Human Resources


                 Req #                                 Description of Requirement
                 HR.21   The system has the ability to capture multiple emergency contacts.
                 HR.22   The system has the ability to, via automated workflow, flag employees that require personnel
                         action (e.g., evaluation) and initiates notification to appropriate personnel based on user-
                         defined criteria.
                 HR.23   The system has the ability to, upon new hire, termination, and transfer to notify all pertinent
                         departments (based on user-defined criteria) and trigger appropriate workflow processes
                         (e.g., IT established network access and sets up workstation, Payroll and Position Control
                         set-up, Benefits enrollment, equipment issued, etc.).
                 HR.24   The system has the ability to provide for an orientation process checklist that can be
                         customized by and for each department/division and by job title.
                 HR.25   The system has the ability to, upon employee termination, notify all pertinent departments
                         (based on a user-defined criteria) and trigger appropriate workflow processes (e.g., IT
                         suspend network access, Payroll, Benefits, equipment, etc.).
                 HR.26   The system has the ability to provide a termination process checklist that can be customized
                         by and for each department/division and by job title.
                 HR.27   The system has the ability to automatically generate internal and external termination
                         communications (e.g., COBRA documents, exit interview documents, etc.).
                 HR.28   The system has the ability to trigger appropriate workflow processes upon termination of an
                         employee, including (but not limited to): termination process checklist; and internal and
                         external communications.

                         The system should calculate all pay-out monies owed to the employee (vacation,
                         compensatory time and if granted severance pay).

                 HR.29   The system has the ability to accommodate planned or immediate terminations.
                 HR.30   The system has the ability to support emergency hiring process.
                 HR.31   The system has the ability to define multiple separation codes (discharged due to
                         misconduct, performance issues, poor attendance, other user-defined; resignation due to
                         mutual agreement, career advancement, career change, relocation, retirement, other user-
                         defined).
                 HR.32   The system has the ability to record employee's and supervisor's reasons for
                         termination/separation.


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                 Req #                                  Description of Requirement
                 HR.33   The system has the ability to track the length of time an employee has filled a position.

                 HR.34   The system has the ability to track dates of licensure, certification, training, permits, and
                         other expirations (especially Fire & Rescue, Police, RPSchools and Utilities departments).

                 HR.35   The system has the ability to provide employee and supervisor notices when expirations are
                         within a user-defined time period.
                 HR.36   The system has the ability to provide employee and supervisor notices of violation and
                         expirations.
                 HR.37   The system has the ability to record and track items assigned to employee (e.g., cell phone,
                         keys, pager, ID card, parking pass, etc.).
                 HR.38   The system has the ability to generate personnel action forms on-line with electronic
                         signature to notate approval.
                 HR.39   The system has the ability to transfer employees from one position to another.
                 HR.40   The system has the ability to require an employee be removed from one position before
                         transferring to another.
                 HR.41   The system has the ability to accommodate user-defined rules for employee transfer (e.g.,
                         employees assigned to multiple departments are flagged as exceptions).
                 HR.42   The system has the ability to track the following position data: fiscal year, job title, job code,
                         position number, type (e.g., skilled labor, management, etc.), employee number grade
                         taught, budget code, EEO code (State and Federal), supervisor position number, physical
                         work location, department/program/project, fund, exempt/non-exempt status, percent of full
                         time, pay rate, probation end date/period, salary range, FT/PT/retiree flag, temp/permanent
                         flag, department/division/program start date, hire date, promotion date, anniversary date,
                         unlimited text field for comments, other user-defined field/s.
                 HR.43   The system has the ability to establish and maintain multiple probation codes (including
                         probation rules for temporary employees).
                 HR.44   The system has the ability to automatically calculate new annual salary for budgeting and
                         pay calculations based on changes to pay tables, etc.
                 HR.45   The system has the ability to accommodate multiple labor codes.
                 HR.46   The system has the ability to track driver's license requirements for various job classes.




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                                                     Human Resources


                 Req #                                  Description of Requirement
                 HR.47   The system has the ability to maintain job descriptions online.
                 HR.48   The system has the ability to allow positions to be budgeted for partial year (e.g., 3, 6, 9
                         months).
                 HR.49   The system has the ability to reinstate a separated employee, requiring approval sign-off per
                         user-defined rules (at multiple levels if necessary).
                 HR.50   The system has the ability to maintain current salary information including (but not limited
                         to): effective date, salary range, wage range, employee review date, pay change
                         reason/action code, amount of change, unlimited memo field to describe pay change
                         reason/action, other user-defined fields.
                 HR.51   The system has the ability to provide for multiple salary schedules.
                 HR.52   The system has the ability to accommodate multiple salary tables linked to multiple
                         job/description classes.
                 HR.53   The system has the ability to meet all Federal Americans with Disabilities Act (ADA)
                         requirements.
                 HR.54   The system has the ability to capture employee language skills (speaking and writing) other
                         than English, including American Sign Language (ASL).
                 HR.55   The system has the ability to capture identifiers for departments, divisions, teams, team
                         work, and job sharing.
                         System should capture VEC work locations information. Identifier should be by in the North
                         American Industry Classification System (NAICS) code.
                 HR.56   The system has the ability to accommodate tracking work location/shift structure for
                         employees.
                 HR.57   The system has the ability to capture full-time and part-time job-type indicators.
                 HR.58   The system has the ability to capture permanent and temporary job-type indicators, including
                         (but not limited to): seasonal and provisional employees.
                 HR.59   The system has the ability to capture the typical hours of a position (e.g., 9am to 5pm).
                         The system should capture the work location/and “essential employee” distinction for each
                         employee


                 HR.60   The system has the ability to maintain job descriptions for each title.




Page 58 of 169                                          9. Human Resources                                      Last Modified Date: 02/21/2007
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                                                     Human Resources


                 Req #                                  Description of Requirement
                 HR.61   The system has the ability to allow an employee to be a full-time employee AND a part-time
                         employee concurrently (with multiple levels of approval sign-off per user-defined rules).

                 HR.62   The system has the ability to provide multiple pay grades.
                 HR.63   The system has the ability to track salary grades in steps and/or open salary ranges into
                         quartiles.
                 HR.64   The system has the ability to assign employees to single or multiple jobs and grades (with
                         multiple levels of sign-off approval per user-defined rules).
                 HR.65   The system has the ability to perform comp-ratio and range penetration analysis by grade
                         and job.
                 HR.66   The system has the ability to provide positions filled/available reporting.
                 HR.67   The system has the ability to provide intelligent rules-based wage exception notification to
                         HR (and other departments as appropriate).
                 HR.68   The system has the ability to identify leadership and talent gaps within the organization.

                 HR.69   The system has the ability to monitor base salary and additional compensation components
                         by employee.
                 HR.70   The system has the ability to import salary survey data for comparisons and analysis.
                 HR.71   The system has the ability to export compensation and benefit details to spreadsheet for
                         survey comparisons.
                 HR.72   The system has the ability to track temporary alternate duty assignments and restrictions.

                 HR.73   The system has the ability to record physical restrictions (e.g., lifting, confined space entry,
                         etc.).
                 HR.74   The system has the ability to generate seniority reporting.
                         The system should provide reporting relationships w/in a hierarchy.
                 HR.75   The system has the ability to track service award eligibility and gift orders associated with
                         appropriate eligibility. The system should also keep an historical record of service awards.

                                                                                                      General - Employee Relations
                 HR.76   The system has the ability to record and track various discipline types that are maintained by
                         the HR department.


Page 59 of 169                                           9. Human Resources                                          Last Modified Date: 02/21/2007
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                                                     Human Resources


                 Req #                                  Description of Requirement
                 HR.77   The system has the ability to record and track disciplinary actions (and maintain history)
                         including information on incidents causing the action, steps taken in resolution, and the
                         personnel involved.
                 HR.78   The system has the ability to allow a new supervisor (within the City) to view prior discipline
                         action, with appropriate security.
                 HR.79   The system has the ability to automatically route information to HR, supervisors, etc.,
                         regarding disciplinary actions.
                 HR.80   The system has the ability to capture user-entered narrative for each step of grievance
                         process.
                 HR.81   The system has the ability to track all disciplinary complaints, investigations, and actions,
                         including (but not limited to): letters of reprimand; warnings; suspensions; discharges.

                 HR.82   The system has the ability to capture and maintain disciplinary action detail, including (but
                         not limited to): file number; employee name; home department; issue; proposed discipline;
                         date; date discipline rendered; supervisor's name; grievance filed indicator; unlimited notes
                         and/or text entry.




Page 60 of 169                                          9. Human Resources                                          Last Modified Date: 02/21/2007
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                                                     Human Resources


                 Req #                                  Description of Requirement
                                       The system has the ability to record and track a multi-step grievance process, including the following informa
                 HR.83       Grievance number;
                 HR.84       Grievance filed date;
                 HR.85       Step 1 (2, 3, etc.) Scheduled Date;
                 HR.86       Step 1 (2, 3, etc.) Decision Issued (e.g., denied, upheld, reduced, settled, reversed);

                 HR.87        Date grievance closed;
                 HR.88        Date declared inactive;
                 HR.89        Hearing officer/Department Head;
                 HR.90        Mediator;
                 HR.91        Prevailing party;
                 HR.92        Leave without pay penalty flag;
                 HR.93        Early discovery violated flag;
                 HR.94        Discipline to remain in file flag;
                 HR.95        Last chance agreement flag;
                 HR.96        Cost of back pay and related expenses;
                 HR.97        Cost of mediation;
                 HR.98        Any other associated costs;
                 HR.99        Total cost;
                 HR.100       Additional hearing dates;
                 HR.101       Remedy;
                 HR.102       Unlimited notes and/or text entry.
                 HR.103   The system has the ability to accommodate user-defined discipline steps/levels.
                 HR.104   The system has the ability to record and track grievance actions (and maintain history)
                          including information on details incident, steps taken in resolution, and the personnel
                          involved.
                 HR.105   The system has the ability to track all activities associated with the management of the
                          grievance.



Page 61 of 169                                          9. Human Resources                                           Last Modified Date: 02/21/2007
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                                                      Human Resources


                 Req #                                   Description of Requirement
                 HR.106   The system has the ability to track suspensions and trigger notifications/ticklers on
                          suspension dates (via workflow).
                 HR.107   The system has the ability to purge files of disciplinary actions and/or grievances after a user-
                          defined period.
                 HR.108   The system has the ability to archive files of disciplinary actions and/or grievances after a
                          user-defined period.
                 HR.109   The system has the ability to define multiple grievance rules.
                 HR.110   The system has the ability to maintain historical disciplinary action detail, including (but not
                          limited to): employee, date, type of incident, follow-up action.
                                                                                      General - Occupational Health and Accidents/Risk Management
                 HR.111   The system has the ability to provide medical procedure scheduling and reminders for
                          procedures like annual physicals, Hepatitis-B shots, PPD, MMR, tetanus shots, hearing
                          tests.
                 HR.112   The system has the ability to maintain medical files for certain employees (e.g., fire and
                          public safety).
                 HR.113   The system has the ability to archive medical records for terminated employees.
                 HR.114   The system has the ability to maintain records of physical exams, injuries, illnesses, and
                          audiometric test results.
                 HR.115   The system has the ability to accommodate all HIPAA compliance rules and regulations for
                          maintaining health-related information.
                 HR.116   The system has the ability to track accidents and injuries.
                 HR.117   The system has the ability to maintain property and casualty insurance information.
                 HR.118   The system has the ability to maintain vehicle insurance information.
                 HR.119   The system has the ability to support employee health and incident tracking.
                 HR.120   The system has the ability to track accidents and injuries and follow-up for all employees.

                 HR.121   The system has the ability to allow for the input of unlimited history on accidents and injuries.

                 HR.122   The system has the ability to allow inquiry capabilities on accident and injury histories
                          (access defined by user security).




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                 Req #                                  Description of Requirement
                 HR.123   The system has the ability to allow unlimited text descriptions for accident and injury
                          reporting.
                 HR.124   The system has the ability to attach associated documentation to accident or injury reports
                          (e.g., scanning and imaging).
                 HR.125   The system has the ability to record physical restrictions.
                 HR.126   The system has the ability to track timelines and conditions related to accidents and injuries.

                 HR.127   The system has the ability to receive/suspend reminders for required timelines regarding
                          appeal of an action; appeal of a previous action; suspension without payment; violation of
                          drug policy; and other user-defined criteria.
                 HR.128   The system has the ability to track history of claims, lost time, medical only, totals, paid and
                          incurred claims.
                 HR.129   The system has the ability to estimate payroll liability for workers' compensation for each job
                          classification code.
                 HR.130   The system has the ability to track accidents, injuries, and follow-ups in all employees
                          including workers compensation.
                                                                               The system has the ability to track accidents and injuries by the following:
                 HR.131         Type;
                 HR.132         Cause;
                                System should allow user to enter “cause” or provide generic drop down list (maybe
                                too extensive) or an “other” field;
                 HR.133         Department/division;
                 HR.134         Individual;
                 HR.135         Equipment, including cost and inventory number;
                 HR.136         Date of incident;
                 HR.137         Investigator's name;
                 HR.138         PIR number;
                 HR.139         Investigation type;
                 HR.140         Injury type;
                                System should allow user to enter “cause” or provide generic drop down list (maybe
                                too extensive) or an “other” field;


Page 63 of 169                                           9. Human Resources                                         Last Modified Date: 02/21/2007
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                 Req #                                   Description of Requirement
                 HR.141         Disposition;
                 HR.142         Adjudication.
                 HR.143   The system has the ability to create first aid reports by employee, occupation, nature of
                          illness or injury, and type of medical treatment.
                 HR.144   The system has the ability to track building safety and health inspections by date, type, and
                          recommendations received.
                 HR.145   The system has the ability to track accident recommendations and preventive measures.

                 HR.146   The system has the ability to track workers' compensation approvals, denials, and appeals.

                 HR.147   The system has the ability to track multiple employees involved in a single accident or
                          incident.
                 HR.148   The system has the ability to track accidents on either employees or non-employees injured
                          or involved in an accident on City property.
                 HR.149   The system has the ability to store eye-witness accounts to accidents.
                 HR.150   The system has the ability to store and/or generate an employee statement and an employer
                          statement.
                 HR.151   The system has the ability to relate accidents to injuries and injuries to accidents
                          automatically.
                 HR.152   The system has the ability to maintain online tables of accident types, injury types, and
                          OSHA types, and verify real-time during entry to assure consistent usage and reporting.

                 HR.153   The system has the ability to allow for unlimited text description to be maintained for each
                          accident or injury.
                 HR.154   The system has the ability to attach associated documentation to accident or injury reports in
                          the system.
                 HR.155   The system has the ability to track timelines and conditions related to permitting return to
                          work.
                 HR.156   The system has the ability to estimate payroll liability for workers' compensation for each job
                          classification code.
                 HR.157   The system has the ability to track history of claims, lost time, medical only, totals, paid, and
                          incurred claims.


Page 64 of 169                                           9. Human Resources                                          Last Modified Date: 02/21/2007
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                                                      Human Resources


                 Req #                                   Description of Requirement
                 HR.158   The system has the ability to import historical workers' compensation information from past
                          third-party vendors or systems.
                 HR.159   The system has the ability to import current claim data (e.g., first report of accident, medical
                          notes, initial claim information).
                 HR.160   The system has the ability to provide records management capability (e.g., to store doctor
                          reports, first report of accident, authorization of medical treatment forms).
                 HR.161   The system has the ability to provide contact management and documentation capability to
                          capture information like phone calls from claimees, time for issue resolution, etc.

                 HR.162   The system has the ability to integrate with the current and other third party workers'
                          compensation vendors.
                 HR.163   The system has the ability to maintain and track information related to drug testing, including
                          (but not limited to): date of test; test outcome (P/F); date pass/fail; reason for test (e.g.,
                          reasonable suspicion, random selection, new employee).
                 HR.164   The system has the ability to maintain drug testing information including (but not limited to):
                          pool indicator (prior, CDL, sensitive, water/gas pipelines, etc), test date/s, test outcome.

                 HR.165   The system has the ability to randomly select employees for drug testing, based on specified
                          variables (e.g., pool indicator).
                 HR.166   The system has the ability to maintain drug testing history, including chain of custody
                          information.

                                         The system has the ability to provide user-defined workflow to accommodate random drug testing process
                 HR.167        Selection of employees for testing;
                 HR.168        Supervisor notification of testing;
                 HR.169        Employee notification of testing.
                                                      The system has the ability to track and maintain shared leave detail including (but not limited
                 HR.170        Donating employee;
                 HR.171        Receiving employee;
                               System should maintain start & end; and return to duty dates for shared leave;
                 HR.172        Leave balances;



Page 65 of 169                                           9. Human Resources                                          Last Modified Date: 02/21/2007
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                                        Preliminary Functional and Technical Requirements

                                                    Human Resources


                 Req #                                 Description of Requirement
                 HR.173         Supervisor;
                 HR.174         Other user-defined fields.
                                System should maintain and track Worker’ Comp, LTD and other replacement income
                                sources
                 HR.175   The system has the ability to generate an alert when shared leave time reaches a user -
                          defined limit or maximum amount.
                           - System should alert responsible party of employee approval for LTD payment
                           - System should maintain name of supervisor & Appointing Authority approving shared
                          leave application
                           - System should calculate eligible employee salary/hourly wage rates to determine donation
                          hours for retroactive and current pay periods
                           - System should allow keying of donated hours (input) by Shared Leave Coordinator vs.
                          manual (HUF) process
                                                                                                        General - Position Control
                                                                                The system has the ability to perform the following position transactions:
                 HR.176         Add, change or delete positions;
                 HR.177         Reclassify positions (including Substance Abuse Program code review);
                 HR.178         Change job title;
                 HR.179         Transfer positions;
                 HR.180         Freeze or unfreeze positions;
                 HR.181         Activate or inactivate positions;
                 HR.182         Split position funding and/or labor allocation;
                 HR.183         Change the number of authorized full-time equivalents per position;
                 HR.184         Record associated effective dates of position transactions.
                 HR.185   The system has the ability to ensure that a position is defined and authorized before it can
                          be budgeted.
                 HR.186   The system has the ability to move positions from one location to another.
                 HR.187   The system has the ability to track employee movement between positions.
                 HR.188   The system has the ability to maintain job announcement and job specification information.




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                 Req #                                   Description of Requirement
                 HR.189   The system has the ability to set up and maintain multiple probation/adjustment period
                          codes (including temporary position codes).
                 HR.190   The system has the ability to set up and maintain multiple adjustment period codes
                          (including temporary position codes).
                 HR.191   The system has the ability to assign a unique identifier and title to each position.
                 HR.192   The system has the ability to track position budgeted cost.
                 HR.193   The system has the ability to track position characteristics including (but not limited to): job
                          classification; position title; work schedule; skills, training, and certification requirements.

                 HR.194   The system has the ability to track incumbents in positions and vacancies.
                 HR.195   The system has the ability to track position history, including (but not limited to): a history of
                          position characteristics; position vacancy; and position budgeted cost.
                 HR.196   The system has the ability to track internal promotions.
                 HR.197   The system has the ability to track deleted positions.
                 HR.198   The system has the ability to perform human capital information analysis.
                 HR.199   The system has the ability to calculate human capital metrics including (but not limited to): a
                          listing or count of employees eligible for retirement in the next XX years; a listing or count of
                          employee training needs; a listing or count of employee competencies, skills, language
                          abilities.
                 HR.200   The system has the ability to create budgets at job, grade, position, and organizational
                          levels.
                 HR.201   The system has the ability to calculate total HR costs by headcount and other user-defined
                          factors.
                 HR.202   The system has the ability to provide budget comparisons against actual costs.
                 HR.203   The system has the ability to perform multiple personnel budgeting forecast scenarios, with
                          the ability to save information ("what-if" scenarios).
                 HR.204   The system has the ability to capture and maintain organization change history.
                 HR.205   The system has the ability to develop new organizational models.




Page 67 of 169                                            9. Human Resources                                           Last Modified Date: 02/21/2007
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                 Req #                                 Description of Requirement
                 HR.206   The system has the ability to provide dynamic graphical organization chart development.
                          The system should allow incumbents to occupy the same position on more than one
                          occasion

                 HR.207   The system has the ability to perform organizational model comparison and "what-if"
                          analysis for potential changes.
                 HR.208   The system has the ability to capture job title history.
                 HR.209   The system has the ability to accommodate budgeting for overall and departmental
                          headcount salaries.
                 HR.210   The system has the ability to accommodate single or multiple funding sources for each
                          position.
                 HR.211   The system has the ability to maintain unlimited history on job vacancy (position)
                          information.
                 HR.212   The system has the ability to allow employees to hold single or multiple positions.
                                                                                                   General - Performance Evaluations
                 HR.213   The system has the ability to accommodate job-specific employee evaluation forms in
                          various formats that can be easily customized by the City.
                 HR.214   The system has the ability to attach at least three performance evaluations per year to the
                          employee record.
                 HR.215   The system has the ability to attach unlimited performance evaluations to the employee
                          record.
                 HR.216   The system has the ability to capture performance and salary review information.
                 HR.217   The system has the ability to perform performance evaluation scheduling (including
                          employee, reviewer/s, date).
                 HR.218   The system has the ability to record performance evaluation detail, including narratives.

                 HR.219   The system has the ability to review historical job performance evaluations.
                 HR.220   The system has the ability to accommodate electronic performance evaluations, utilizing
                          electronic signatures to notate approval.
                 HR.221   The system has the ability to accommodate various performance evaluation schedules (e.g.,
                          every 6 months, annual, special situations, etc.) with override capabilities.



Page 68 of 169                                         9. Human Resources                                      Last Modified Date: 02/21/2007
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                 Req #                                 Description of Requirement
                 HR.222   The system has the ability to notify employees and supervisors of evaluation due dates
                          (through workflow).
                 HR.223   The system has the ability to track evaluation completion and overdue status (through
                          workflow), with periodic and/or continued automatic notifications until completion.
                 HR.224   The system has the ability to automatically link evaluations (evaluation scores) to
                          performance increases (percentage and/or dollar amount).
                 HR.225   The system has the ability to accommodate performance evaluation "forms" that are linked
                          to employee class (e.g., occupational types, etc.).




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                 Req #                                   Description of Requirement
                                                                                                         General - Training
                                                               The system has the ability to record and update employee training data, including (but no
                 HR.226         Skills profile;
                 HR.227         Education profile;
                 HR.228         Honors;
                 HR.229         Special projects;
                 HR.230         Licenses;
                 HR.231         Certificates;
                 HR.232         Qualifications;
                 HR.233         Competencies;
                 HR.234         Course enrollment/completion;
                 HR.235         Other internal training;
                 HR.236         Other external training;
                 HR.237         Other internal experience;
                 HR.238         Other external experience;
                 HR.239         Other user-defined fields.
                 HR.240   The system has the ability to compare employee skills and competencies to necessary skills
                          and competencies, and recommend training.
                 HR.241   The system has the ability to track training attendance/completion by employee, division, and
                          department.
                 HR.242   The system has the ability to track course information, including (but not limited to): date;
                          instructor, title/description of training; internal or external provider; instructor; date; hours.

                 HR.243   The system has the ability to print course description and schedules.
                 HR.244   The system has the ability to generate training costs and other reporting.
                 HR.245   The system has the ability to calculate predicted course demand for a time period based on
                          pre-bookings or actual attendance from previous years.
                 HR.246   The system has the ability to automatically add registrants to a training waiting list.
                 HR.247   The system has the ability to schedule internal and external training activities.



Page 70 of 169                                           9. Human Resources                                           Last Modified Date: 02/21/2007
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                 Req #                                  Description of Requirement
                 HR.248   The system has the ability to identify training requirements for City employees and notify HR
                          when employees have not met the minimum training requirements established.

                 HR.249   The system has the ability to track tuition reimbursement eligibility, costs, and payment
                          status.
                 HR.250   The system has the ability to track progress toward degree completion.
                 HR.251   The system has the ability to track progress toward and completion of licenses and
                          certifications as required for specific jobs.
                 HR.252   The system has the ability to accommodate electronic/online registration for City and
                          RPSchools training classes with supervisor approval.
                 HR.253   The system has the ability to generate and send training registration confirmation to
                          employees and supervisors.
                 HR.254   The system has the ability to notify employees and supervisors of upcoming courses.
                 HR.255   The system has the ability to generate online course evaluations and route to attendees
                          upon completion of the course.
                 HR.256   The system has the ability to generate a scannable hard copy of the course evaluation that
                          may be completed immediately following training.
                 HR.257   The system has the ability to scan course evaluations to capture results for analysis.
                 HR.258   The system has the ability to incorporate existing best practices for employee training.
                 HR.259   The system has the ability to track cumulative number of training hours, by type and by
                          calendar year, 5-year period, and/or for entire length of service.
                 HR.260   The system has the ability to assign mandatory training to employees and positions.
                 HR.261   The system has the ability to track satisfaction of mandatory training by employee, and send
                          reminders to employee and supervisor when training is not met.
                 HR.262   The system has the ability to track training instructors' skill sets.
                 HR.263   The system has the ability to provide notification to user-defined individuals if mandatory
                          training is not met within a user-specified period of time.
                 HR.264   The system has the ability to integrate with Johnson Controls' Pegasus security system.




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                                         Preliminary Functional and Technical Requirements

                                                     Human Resources


                 Req #                                  Description of Requirement
                 HR.265   The system has the ability to replace the Neo Gov applicant tracking system - should meet
                          or exceed all existing functionality. http://www.neogov.com/ and WinOcular Applicant
                          Tracking System
                          http://www.winocular.com/WinOcular_Products/Education/Applicant_Tracking.htm
                 HR.266   The system has the ability to integrate with the Pegasus employee badge system, Card Key
                          2000.
                 HR.267   The system has the ability to interface with the State Child Support system.
                 HR.268   The system has the ability to integrate with imaging/scanning/document management
                          systems.
                 HR.269   The system has the ability to export data to the Virginia Retirement System (VRS).
                 HR.270   The system has the ability to integrate with the State of Virginia Social Services System
                          (LETS).
                 HR.271   The system has the ability to integrate with the Commonwealth of Virginia's payroll system.

                 HR.272   The system has the ability to export time and attendance system data into other internal
                          systems.
                                                                                                  General - Miscellaneous Reporting
                 HR.273   The system has the ability to generate reports and forms that comply with EEOC, OSHA,
                          FMLA, Department of Labor, Military Status, and FLSA standards and regulations.
                          The system should generate and electronically send a daily error report to responsible party
                          regarding any errors entered into the system. (Ex. Employee info does not match assigned
                          position information).

                 HR.274   The system has the ability to provide standard data and reports to meet established State
                          and Federal reporting requirements.
                 HR.275   The system has the ability to generate a list of all employees charged to departments other
                          than their home department.
                 HR.276   The system has the ability to query and generate reports on all information that is tracked
                          and maintained.
                 HR.277   The system has the ability to generate Virginia Employment Commission (VEC) quarterly
                          reporting.




Page 72 of 169                                          9. Human Resources                                       Last Modified Date: 02/21/2007
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                                         Preliminary Functional and Technical Requirements

                                                     Human Resources


                 Req #                                  Description of Requirement
                 HR.278   The system has the ability to generate a labor utilization report that shows filled and unfilled
                          positions with user-defined dates and position salary information.
                                                                                                                   Benefits
                 HR.279   The system has the ability to provide for a Benefits-specific new employee orientation
                          checklist that can be customized by and for each department, job class, and status
                          (temporary or permanent) (all items assigned to employee).
                 HR.280   The system has the ability to capture and track information regarding HIPAA notices and
                          certificates of credible coverage of Medicare Part D.
                 HR.281   The system has the ability to accommodate participant and dependent benefit enrollment
                          processing for benefit options.
                 HR.282   The system has the ability to administer rollover benefit options.
                 HR.283   The system has the ability to establish multiple eligibility rules.
                 HR.284   The system has the ability to calculate premium amounts based on user-defined tables.

                 HR.285   The system has the ability to start and stop any deductions at any given time.
                 HR.286   The system has the ability to restrict certain benefits-related entry based on user-defined
                          characteristics (e.g., deductions of part-time employees).
                 HR.287   The system has the ability to support flexible benefit accounts.
                 HR.288   The system has the ability to capture annual designations for flexible spending accounts.

                 HR.289   The system has the ability to support flexible spending accounts enrollment and
                          reimbursement.
                 HR.290   The system has the ability to deny flexible spending account duplicate submissions, and
                          print denial on a separate form.
                 HR.291   The system has the ability to add grace period to flexible spending accounts.
                 HR.292   The system has the ability to look up flexible spending balances for past years.
                 HR.293   The system has the ability to capture and maintain Health, Dental, and other insurance ID
                          numbers.
                 HR.294   The system has the ability to support tuition reimbursement, including a running total of
                          credit hours.
                 HR.295   The system has the ability to identify type of coverage (e.g., single, 2-person, family).



Page 73 of 169                                           9. Human Resources                                        Last Modified Date: 02/21/2007
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                                        Preliminary Functional and Technical Requirements

                                                    Human Resources


                 Req #                                 Description of Requirement
                 HR.296   The system has the ability to capture and maintain waiting period by employee.
                 HR.297   The system has the ability to track benefits eligibility.
                 HR.298   The system has the ability to notify employees of benefit eligibility dates.
                 HR.299   The system has the ability to maintain coverage and deduction detail by date.
                                                                                         The system has the ability to track the following:
                 HR.300        Coverage effective dates;
                 HR.301        Coverage history;
                 HR.302        Name change history;
                 HR.303        Dependent information;
                 HR.304        Beneficiary information;
                 HR.305        Years of service.




Page 74 of 169                                         9. Human Resources                                      Last Modified Date: 02/21/2007
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                                         Preliminary Functional and Technical Requirements

                                                     Human Resources


                 Req #                                  Description of Requirement
                                               The system has the ability to maintain premium and deduction amounts for multiple benefit plans inclu
                 HR.306        Health Insurance;
                 HR.307        Dental Insurance;
                 HR.308        Vision Insurance;
                 HR.309        Life Insurance;
                 HR.310        Deferred compensation plans, including retirement plans;
                 HR.311        Flexible spending accounts for medical and child care reimbursement accounts;
                 HR.312        Bank or credit union deductions;
                 HR.313        Long term disability;System should alert responsible party of employee approval for
                            LTD payment
                 HR.314        Short term disability;
                 HR.315        529/Education Savings Plan;
                 HR.316        457 Plan.
                 HR.317   The system has the ability to produce benefits certificates including plan, coverage,
                          dependent coverage, and SSN.
                 HR.318   The system has the ability to have two years open for benefits enrollments and closeouts.

                 HR.319   The system has the ability to establish multiple eligibility rules.
                 HR.320   The system has the ability to support benefit programs for separate Divisions such as Public
                          Utilities and other City Divisions (e.g., gym memberships).
                 HR.321   The system has the ability to track benefit allowance contributions to insurance and other
                          than health insurance.
                 HR.322   The system has the ability to differentiate, for deferred compensation purposes, any
                          employer match.
                 HR.323   The system has the ability to establish the appropriate tax ramifications for the deferred
                          compensation amounts.
                 HR.324   The system has the ability to manually adjust benefit withholdings.
                 HR.325   The system has the ability to maintain the benefit pool even in certain user-defined non-paid
                          statuses.




Page 75 of 169                                          9. Human Resources                                        Last Modified Date: 02/21/2007
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                                         Preliminary Functional and Technical Requirements

                                                     Human Resources


                 Req #                                  Description of Requirement
                                                                              The system has the ability to maintain benefit eligibility data including:
                 HR.326        Length of service;
                 HR.327        Age;
                 HR.328        Marital status;
                 HR.329        Dependent information for multiple dependents (including name, SSN, birth date, age,
                               address, other contact information);
                 HR.330        Employee status (active, retired, leave of absence, suspension, termination, FMLA,
                               military leave, etc.);
                 HR.331        Hours worked by various search criteria (e.g., weekly, bi-weekly, pay period, annually);

                 HR.332        Other user-defined.
                 HR.333   The system has the ability to provide tracking for death of employees, retirees, or
                          dependents.
                 HR.334   The system has the ability to allow mass updates of employee plan designation.
                 HR.335   The system has the ability to allow online update of benefits individually and as a group.

                 HR.336   The system has the ability to generate summary statements by employee.
                 HR.337   The system has the ability to track relevant COBRA information.
                 HR.338   The system has the ability to track employees who are eligible for COBRA benefits.
                 HR.339   The system has the ability to print COBRA notifications for all terminated employees and
                          their dependents.
                 HR.340   The system has the ability to add individuals who are not employees to the database who
                          are covered under COBRA provisions (e.g., dependents).
                 HR.341   The system has the ability to record COBRA elections.
                 HR.342   The system has the ability to bill COBRA employees and retirees for benefits.
                 HR.343   The system has the ability to integrate COBRA and Retiree Benefits with General Ledger
                          and Accounts Receivable.
                 HR.344   The system has the ability to track and bill health and other benefit payments for retirees.




Page 76 of 169                                           9. Human Resources                                         Last Modified Date: 02/21/2007
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                                         Preliminary Functional and Technical Requirements

                                                     Human Resources


                 Req #                                 Description of Requirement
                 HR.345   The system has the ability to accumulate benefits for part-time employees by pro-rating
                          hours worked and/or passage of time.
                 HR.346   The system has the ability to create a computer-generated application packet for mailing
                          (e.g., annual benefits enrollment).
                 HR.347   The system has the ability to support a leave exchange program that allows eligible
                          employees to use paid personal leave to purchase additional retirement service credit.
                 HR.348   The system has the ability to support sick and lost time reporting.
                 HR.349   The system has the ability to support absence analysis by department and by supervisor.

                 HR.350   The system has the ability to support employee absence profile reporting.
                 HR.351   The system has the ability to prepare and maintain leave timelines.
                 HR.352   The system has the ability to identify leave start and end dates.
                 HR.353   The system has the ability to capture and maintain special reasons for short term leaves of
                          absence (paid or unpaid) in service.
                 HR.354   The system has the ability to identify and monitor against estimated date of return.
                 HR.355   The system has the ability to identify employee status (e.g., FMLA leave, military leave,
                          retired).
                 HR.356   The system has the ability to track different leave types which accumulate concurrently as
                          defined by user for each employee (e.g., military annual leave, military leave, workers'
                          compensation).
                 HR.357   The system has the ability to track leave and place a manual or automatic stop on accruals
                          when contract maximums are reached or reclassify and transfer excess leave to different
                          leave balances.
                 HR.358   The system has the ability to reclassify excess leave for purposes of leave donation.
                 HR.359   The system has the ability to accommodate electronic requests and approvals for leave.

                 HR.360   The system has the ability to provide notices to employees for Family Medical Leave Act
                          (FMLA) events, based on user-defined criteria.
                 HR.361   The system has the ability to monitor against estimated FMLA date of return.
                 HR.362   The system has the ability to track FMLA based on use-defined criteria (e.g., length of
                          service, eligibility, previous FMLA use, etc.).



Page 77 of 169                                          9. Human Resources                                       Last Modified Date: 02/21/2007
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                                         Preliminary Functional and Technical Requirements

                                                     Human Resources


                 Req #                                  Description of Requirement
                 HR.363   The system has the ability to maintain benefit coverage for employees on leave who elect to
                          pay for his or her own coverage.
                 HR.364   The system has the ability to produce letters, emails, and other notifications to employees
                          announcing open enrollment.
                 HR.365   The system has the ability to produce confirmation letters indicating the employee's current
                          participation levels in all benefit plans.
                 HR.366   The system has the ability to interface with the employee self-service module for benefit plan
                          open enrollment, benefits and other changes, etc., (with verification process).

                 HR.367   The system has the ability to provide on-line view of employee's total compensation package
                          (with security restrictions).
                 HR.368   The system has the ability to track current and historical benefit costs including (but not
                          limited to): employer cost; employee cost; and total premiums/contributions.
                 HR.369   The system has the ability to track eligible benefits of retirees and their dependents.
                 HR.370   The system has the ability to maintain a record of employee plan history.
                 HR.371   The system has the ability to validate that the employee is eligible for the plan selected.

                 HR.372   The system has the ability to determine coverage and deduction amounts for the employee
                          using parameters stored in the benefit plan structure tables.
                 HR.373   The system has the ability to support pre and post tax payroll deductions.
                 HR.374   The system has the ability to automatically produce payroll deductions based on benefit plan
                          enrollments.
                 HR.375   The system has the ability to process and pay benefits reimbursement on payroll check.

                 HR.376   The system has the ability to retroactively enroll employees in plans, and automatically
                          impact payroll to compute the proper pay adjustments and deductions.
                 HR.377   The system has the ability to retroactively enroll dependents in plans, and automatically
                          impact payroll to compute the proper pay adjustments and deductions.
                 HR.378   The system has the ability to recalculate life insurance amounts and costs to be recalculated
                          for all employees at any time during the year based on changed salary, coverage, and/or
                          plan cost parameters.




Page 78 of 169                                          9. Human Resources                                        Last Modified Date: 02/21/2007
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                                         Preliminary Functional and Technical Requirements

                                                     Human Resources


                 Req #                                  Description of Requirement
                 HR.379   The system has the ability to automatically calculate long/short term disability premiums and
                          deductions based on salary amounts.
                 HR.380   The system has the ability to enter new enrollment data for a future date without changing
                          the current elections until the date of the new enrollment period begins.
                 HR.381   The system has the ability to compile, process, and electronically transfer enrollment
                          information to vendors according to their data specifications.
                 HR.382   The system has the ability to interface with the City's current benefit programs, including
                          AFLAC, Cigna, and other benefit providers.




Page 79 of 169                                          9. Human Resources                                        Last Modified Date: 02/21/2007
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                                        Preliminary Functional and Technical Requirements

                                                    Human Resources


                 Req #                                 Description of Requirement
                                                                                                  Benefits - Miscellaneous Reporting
                 HR.383   The system has the ability to generate all benefits reporting necessary and required to meet
                          external mandates (for example State, Federal, SHE, ERISA, USERRA, etc.). The system
                          should integrate web based health information from the provider into HRIS software

                                                                                                   Employee Self Service
                                                     The system has the ability to provide employees view access to personal information, including
                 HR.384        Name;
                 HR.385        Address;
                 HR.386        Emergency contact information;
                 HR.387        Demographics;
                 HR.388        Benefit information (selected plans, dependents, beneficiaries);
                 HR.389        Salary information (base, supplemental, YTD, history);
                 HR.390        Other deduction information (garnishments, child support, voluntary deductions);
                 HR.391        Flexible spending information (amount spent, remaining balance);
                 HR.392        Leave balances;
                 HR.393        Other user-defined fields.

                              The system has the ability to allow employees to update personal information with appropriate verification process, in
                 HR.394        Address;
                 HR.395        Phone number/s;
                 HR.396        Contact information;
                 HR.397        Emergency contact information;
                 HR.398        Direct deposit;
                 HR.399        W4;
                 HR.400        Voluntary deduction amounts;
                 HR.401        Open enrollment at appropriate dates;
                 HR.402        Other user-defined fields.




Page 80 of 169                                         9. Human Resources                                         Last Modified Date: 02/21/2007
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                                         Preliminary Functional and Technical Requirements

                                                      Human Resources


                 Req #                                   Description of Requirement
                 HR.403   The system has the ability to provide notification of changes (as described above) to
                          employee and supervisor (or other user-defined department).
                 HR.404   The system has the ability to accommodate user-defined approval for Employee Self Service
                          activities (changes, information entry) performed by the employee, including (but not limited
                          to) user verification (via password or other identification verification means).

                 HR.405   The system has the ability to require on-line verification of data entered immediately upon
                          entry or at user-defined intervals (e.g., changes made to address, W4, benefits information,
                          etc.).
                 HR.406   The system has the ability to review and maintain name, address, telephone number, etc.

                 HR.407   The system has the ability to review and request enrollment in benefits for open enrollment
                          periods.
                 HR.408   The system has the ability to allow employees to request changes in benefits related to life
                          events.
                 HR.409   The system has the ability to allow employees to update W4 information such as tax filling
                          status, number of exemptions, and withholding information pending benefit administration
                          approval.
                 HR.410   The system has the ability to allow employees to view pay stub information including (but not
                          limited to) the following: gross pay; taxes; other deductions; net pay; pay period; and year-to-
                          date totals.
                 HR.411   The system has the ability to allow employees to maintain emergency contacts.
                 HR.412   The system has the ability to allow employees to review vacation and sick day balances and
                          submit leave requests.
                 HR.413   The system has the ability to allow employees to submit leave requests electronically.
                 HR.414   The system has the ability to adjust sick and vacation leave both positively and negatively,
                          and indicate a reason for the adjustment.
                 HR.415   The system has the ability to allow employees to review and request changes for bank info
                          for direct deposit and reimbursements.
                 HR.416   The system has the ability to allow employees to review and enter/submit expenses,
                          including the collection of paper-based receipts.
                 HR.417   The system has the ability to allow employees to submit City job applications.



Page 81 of 169                                           9. Human Resources                                         Last Modified Date: 02/21/2007
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                                         Preliminary Functional and Technical Requirements

                                                     Human Resources


                 Req #                                  Description of Requirement
                 HR.418   The system has the ability to allow employees to view the status of previously submitted City
                          job applications.
                 HR.419   The system has the ability to allow employees to post and update resumes.
                 HR.420   The system has the ability to allow employees to view training and certification history,
                          including detail such as expiration date.
                 HR.421   The system has the ability to allow employees to search for available City training courses
                          based on topic, text, language, and location.
                 HR.422   The system has the ability to allow employees to view course/seminar calendars for all
                          training offered by the City.
                 HR.423   The system has the ability to allow employees to enroll in or cancel participation in courses.

                 HR.424   The system has the ability to allow employees to pre-book for courses not yet scheduled.

                 HR.425   The system has the ability to maintain an event schedule that includes courses, seminars,
                          and other City events.
                 HR.426   The system has the ability to allow employees to calculate "what-if" scenarios for changes to
                          paycheck deductions/taxes/gross pay.
                 HR.427   The system has the ability to allow employees to calculate "what-if" scenarios to estimate
                          retirement benefits (i.e., retirement calculator) for normal retirement, early retirement, and
                          other user-defined scenario types.
                 HR.428   The system has the ability to allow employees to complete and submit a retirement
                          application that will be automatically electronically routed to supervisor/s for approval and
                          then submitted to the City's Retirement Department.
                 HR.429   The system has the ability to allow employees to review expense and time history.
                 HR.430   The system has the ability to allow employees access to on-line web-based course offerings.

                 HR.431   The system has the ability to allow employees to order/select service and recognition
                          awards.
                 HR.432   The system has the ability to allow employees to submit time/leave online.
                 HR.433   The system has the ability to display W2s for viewing and printing in a secure environment.




Page 82 of 169                                          9. Human Resources                                        Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                     Human Resources


                 Req #                                  Description of Requirement
                 HR.434   The system has the ability to display most recent pay stub for viewing and printing in a
                          secure environment.
                 HR.435   The system has the ability to display all benefit forms for viewing and printing in a secure
                          environment.
                 HR.436   The system has the ability to display contact information for benefit providers, including html
                          links to their websites.




Page 83 of 169                                           9. Human Resources                                         Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                    Human Resources


                 Req #                                 Description of Requirement
                                                                                                           Application Tracking
                   Application Tracking requirements have been marked in the "COMMENTS" field with either a number or "BDMP." The numbered requireme
                 System Requirements (as listed in the NeoGov proposal - August, 2006), and the number corresponds to the numbering used in that docume
                                                                                                                Consultants.
                                                                                                  Application Tracking - Job Requisition
                 HR.437 The system has the ability to administer tests to City employees for various reasons.
                 HR.438 The system has the ability to maintain historical test results for City testing.
                 HR.439 The system has the ability to automatically score and analyze City test results.
                 HR.440 The system has the ability to administer tests in an online fashion.
                 HR.441 The system has the ability to allow job posting web screens to be customized to include City
                           of Richmond logos and changing placement of logos on the screen.
                 HR.442 The system has the ability to generate electronic requisitions to fill position vacancies.




Page 84 of 169                                         9. Human Resources                                    Last Modified Date: 02/21/2007
                                         The City of Richmond, Virginia
                                   Preliminary Functional and Technical Requirements

                                               Human Resources


                 Req #                            Description of Requirement
                                                               The system has the ability to generate electronic requisitions to fill vacancies, cont
                 HR.443   Department Number;
                 HR.444   Division;
                 HR.445   Location;
                 HR.446   Shift;
                 HR.447   Position number;
                 HR.448   Job/Position title;
                 HR.449   Role title;
                 HR.450   Working title (optional);
                 HR.451   Job category (selected from drop down box);
                 HR.452   Class code;
                 HR.453   Status (unclassified/classified, permanent/temporary);
                 HR.454   Position classification (selected from drop down box);
                 HR.455   Reason for vacancy (e.g., promotion, transfer, termination, etc.);
                 HR.456   Date vacancy created;
                 HR.457   Date needed;
                 HR.458   Closing date (date field);
                 HR.459   Open until filled (Yes/No);
                 HR.460   Pay Grade;
                 HR.461   Salary range;
                 HR.462   Budget account codes;
                 HR.463   Recruitment Type (general public, City only, department only);
                 HR.464   Classified/Unclassified;
                 HR.465   Exempt/non-exempt status;
                 HR.466   Residency required;
                 HR.467   User-defined special requirements for the position (e.g., CDL);
                 HR.468   Hiring officer/Division Director;




Page 85 of 169                                     9. Human Resources                                     Last Modified Date: 02/21/2007
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                                        Preliminary Functional and Technical Requirements

                                                    Human Resources


                 Req #                                 Description of Requirement
                 HR.469          Contact name;
                 HR.470          Contact phone;
                 HR.471          Other Contact Information;
                 HR.472          Requisition Status Update (close, re-open, or update requisition);
                 HR.473          Other user-defined fields.
                 HR.474   The system has the ability to, upon creation of a job requisition, create a system-generated
                          requisition number and creation date based on the system date (real date).
                 HR.475   The system has the ability to support the following types of job openings: promotions,
                          internal postings, external postings.
                 HR.476   The system has the ability to track and maintain single or multiple funding sources for each
                          position.
                 HR.477   The system has the ability to maintain a skills inventory for each position.
                                             The system has the ability to allow authorized users to view and sort all job requisitions on various fields,
                 HR.478          Requisition;
                 HR.479          Requisition creation date;
                 HR.480          Requisition status (open/closed);
                 HR.481          Filled requisitions.
                 HR.482   The system has the ability to automatically close a requisition at 5:00 p.m. to reflect the close
                          of business for the requisition closing date.
                 HR.483   The system has the ability to permit authorized users to close or delete a requisition
                          manually.
                 HR.484   The system has the ability to automatically close the requisition when the hiring process has
                          been completed.
                 HR.485   The system has the ability to automatically track "Date of last update, " including user ID of
                          user making the last saved update.
                 HR.486   The system has the ability to restrict user access according to user-defined authorization
                          rules.
                 HR.487   The system has the ability to ensure whether appropriate approvals have been received on
                          position requests.
                 HR.488   The system has the ability to notify requestor when position has been approved and initiate
                          other related events (e.g., recruitment process).


Page 86 of 169                                         9. Human Resources                                      Last Modified Date: 02/21/2007
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                                         Preliminary Functional and Technical Requirements

                                                     Human Resources


                 Req #                                  Description of Requirement
                 HR.489   The system has the ability to perform position posting.
                 HR.490   The system has the ability to set a user-defined job posting time period.
                 HR.491   The system has the ability to permit authorized users delete a requisition.
                 HR.492   The system has the ability to require users to key in a reason upon deletion of a requisition.




Page 87 of 169                                           9. Human Resources                                         Last Modified Date: 02/21/2007
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                                       Preliminary Functional and Technical Requirements

                                                  Human Resources


                 Req #                               Description of Requirement
                                                                                     Application Tracking - Application Data
                          The system should also completely replace the NEOGOV Applicant tracking system. The system has the ability to maintain
                 HR.493        Date of application;
                 HR.494        Applicant Name;
                 HR.495        Address;
                 HR.496        Phone number/s;
                 HR.497        Email address/es;
                 HR.498        Positions applied/referred for;
                 HR.499        Citizenship;
                 HR.500        Ability to be legally employed in the USA (Y/N);
                 HR.501        Reference detail;
                 HR.502        Attached resume (Word or pdf);
                 HR.503        Criminal background information;
                 HR.504        Previous employment information;
                 HR.505        Certificates/licensure;
                 HR.506        Results of required tests;
                 HR.507        Date/s of drug screening;
                 HR.508        Result/s of drug screening;
                 HR.509        Other user-defined.




Page 88 of 169                                       9. Human Resources                                Last Modified Date: 02/21/2007
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                                        Preliminary Functional and Technical Requirements

                                                    Human Resources


                 Req #                                 Description of Requirement
                                                The system has the ability to track and maintain EEO data for use in statistical analysis and reporting, in
                 HR.510          Requisition Number;
                 HR.511          Selected Flag;
                 HR.512          Applicant name;
                 HR.513          Applicant ID;
                 HR.514          Applicant Record Number;
                 HR.515          Applicant address;
                 HR.516          Home phone;
                 HR.517          Application received date;
                 HR.518          Email address;
                 HR.519          Race;
                 HR.520          Gender;
                 HR.521          Date of Birth;
                 HR.522          Department;
                 HR.523          Highest grade completed;
                 HR.524          GED;
                 HR.525          Post high school education;
                 HR.526          Recruiting Source;
                 HR.527          Interviewed Flag;
                 HR.528          Pay Band;
                 HR.529          Other user-defined fields.
                 HR.530   The system has the ability to store EEO data separate from the applicant record.
                 HR.531   The system has the ability to restrict access to EEO data to authorized users as determined
                          by City of Richmond user profiles.
                 HR.532   The system has the ability to populate EEO data by electronic submissions from applicant
                          record and requisition data. Changes cannot be made.
                 HR.533   The system has the ability to save EEO data upon initial entry for user's profile with blocks
                          prefilled for multiple application submissions.



Page 89 of 169                                         9. Human Resources                                      Last Modified Date: 02/21/2007
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                                         Preliminary Functional and Technical Requirements

                                                    Human Resources


                 Req #                                 Description of Requirement
                 HR.534   The system has the ability to track ADA accommodations with an applicant.
                 HR.535   The system has the ability to support EEO and ADA analysis.
                 HR.536   The system has the ability to flag an employee record, once terminated, as unable to
                          reapply.




Page 90 of 169                                          9. Human Resources                                       Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                      Human Resources


                 Req #                                   Description of Requirement
                                                                                       Application Tracking - On-Line Employment Application
                 HR.537   The system has the ability to provide an online employment application interface.
                 HR.538   The system has the ability to restrict user-access through use of user-ID and password.

                 HR.539   The system has the ability to provide online completion of application on any Internet
                          enabled computer through a web browser.
                 HR.540   The system has the ability to provide City of Richmond users the ability to access system on
                          any Internet-enabled computer through a web browser.
                                                The system has the ability to provide applicants with an interface that should include, but not be limited
                 HR.541         Instructions for system use;
                 HR.542         Create new employment application;
                 HR.543         Print application;
                 HR.544         Save application.
                 HR.545   The system has the ability to allow applicants to create a new employment application.

                 HR.546   The system has the ability to accommodate an online application form in the same format as
                          the current hard copy City of Richmond, including RPSchools employment application.

                 HR.547   The system has the ability to allow applicants to retrieve and print previously created
                          applications.
                 HR.548   The system has the ability to allow applicants to save their own application data for future
                          retrieval (using user-ID and password).
                 HR.549   The system has the ability to allow applicants to submit one application per open requisition.

                 HR.550   The system has the ability to require that all applications correspond to an open requisition.

                 HR.551   The system has the ability to allow applicants to update previously created and saved
                          applications.
                 HR.552   The system has the ability to allow applicants to review applications prior to submittal.
                 HR.553   The system has the ability to allow applicants to search posted jobs before and after
                          submitted applications.



Page 91 of 169                                           9. Human Resources                                           Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                     Human Resources


                 Req #                                  Description of Requirement
                 HR.554   The system has the ability to allow applicants to save information and return later to
                          complete and/or update their application.
                 HR.555   The system has the ability to allow customized supplemental questions/sections option as
                          determined by City of Richmond.
                 HR.556   The system has the ability to allow applicants to attach supplement documentation when
                          applying for positions (via electronic files and/or scanned files).
                 HR.557   The system has the ability to track and maintain application status (e.g., application
                          received, meets/does not meet qualifications, vacancy filled, referred for interview, vacancy
                          cancelled).
                 HR.558   The system has the ability to allow applicants to check the status of their application.
                                                                                                  Application Tracking - Applicant Screening
                 HR.559   The system has the ability to permit the user to develop a criteria matrix sheet used to
                          identify applicant qualifications and determine the applicants to be interviewed.
                 HR.560   The system has the ability to allow the user to cut and past information from the job
                          requisition into the criteria matrix sheet, (e.g., to develop a Training and Experience point
                          scale).
                 HR.561   The system has the ability to allow a point value to be assigned for qualifications associated
                          with user-defined point scales (e.g., Training and Experience scale).
                 HR.562   The system has the ability to permit online form completion and should store the values
                          entered to be analyzed for determining applicant ranking.
                 HR.563   The system has the ability to route applicant information to the appropriate departments and
                          personnel.
                 HR.564   The system has the ability to perform on-line searches for qualified applicants and
                          employees based on requirements.
                 HR.565   The system has the ability to capture job requirements, such as necessary skills and
                          competencies, for use in recruiting, and analytics and reporting.
                 HR.566   The system has the ability to permit the creation of a pre-application questionnaire to be
                          completed prior to completing application to advise applicant of qualifying for minimum
                          requirements of the position.




Page 92 of 169                                          9. Human Resources                                         Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                     Human Resources


                 Req #                                  Description of Requirement
                 HR.567   The system has the ability to generate an automatic response for applicants who do not
                          meet the minimum requirements as defined in the pre-application questionnaire (i.e.,
                          advising that it does not appear as if he/she meets minimum standards for the position, and
                          providing an option to return to the job posting list or to continue with the completion of the
                          application).
                 HR.568   The system has the ability to produce an alphabetical report listing of applicants and their
                          rankings, based on data recorded in the screening data matrix.
                 HR.569   The system has the ability to allow the user to select candidates based on multiple user-
                          defined criteria (e.g., top 6 candidates, Training and Experience score greater than 100,
                          etc.).
                 HR.570   The system has the ability to match applicant based upon skills, training, etc., to open
                          positions.
                 HR.571   The system has the ability to match competencies of internal candidates to job
                          requirements.
                 HR.572   The system has the ability to scan resumes for electronic viewing and archiving.
                 HR.573   The system has the ability to import resumes from the Internet and e-mail.
                 HR.574   The system has the ability to match current employees based upon skills, training, etc., to
                          open positions.
                 HR.575   The system has the ability to inactivate applications after a user-defined period (e.g.,
                          application only kept for 6 months from last update).
                 HR.576   The system has the ability to accept applications over the Internet and via email.
                 HR.577   The system has the ability to support various workflow approval routing for departments with
                          openings to make them aware of qualified applicants.
                 HR.578   The system has the ability to allow applicants to apply for multiple job openings.
                 HR.579   The system has the ability to respond to applicants via email, and forward applicant
                          information to hiring official/s via email.
                 HR.580   The system has the ability to accept unsolicited applicants and for ability to indicate which
                          positions they may be qualified for.
                 HR.581   The system has the ability to maintain an eligible application list for at least two years with
                          option for extension.
                                                                                             Application Tracking - Specific Application Tracking



Page 93 of 169                                          9. Human Resources                                       Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                      Human Resources


                 Req #                                   Description of Requirement
                 HR.582   The system has the ability to store applicant records that are received in response to a
                          specific job requisition.
                 HR.583   The system has the ability to perform resume routing.
                 HR.584   The system has the ability to schedule interviews with specified individuals, and notify hiring
                          manager of interview schedule when it is complete.
                 HR.585   The system has the ability to track interview results.




Page 94 of 169                                           9. Human Resources                                         Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                     Human Resources


                 Req #                                  Description of Requirement
                                               The system has the ability to allow inquiry on applicant records, where users can track, but not be limited
                 HR.586         Applications received to date;
                 HR.587         Pre-employment testing;
                 HR.588         Screening results;
                 HR.589         Applicants selected for interview;
                 HR.590         Number of applications applied for position;
                 HR.591         Background and reference check dates;
                 HR.592         Position numbers;
                 HR.593         Declined offer (reason for decline);
                 HR.594         Selected for hire;
                 HR.595         Number/types of positions applicant applied for.
                 HR.596   The system has the ability to query and track applications by job posting number, job posting
                          date, job title, personal data, skills, education, training, and test results.
                                                                   The system has the ability to provide search capabilities on data fields including (but no
                 HR.597         Job title;
                 HR.598         Requisition number;
                 HR.599         Applicant last name;
                 HR.600         Position number;
                 HR.601         Department name;
                 HR.602         Department Number.
                 HR.603   The system has the ability to allow view of all records of specific applicant.
                 HR.604   The system has the ability to track multiple position opportunities for a single applicant.

                 HR.605   The system has the ability to send automatic email notification to hiring administrators with
                          applicant information based on specific qualification criteria of candidates or groups of
                          candidates.
                 HR.606   The system has the ability to track position offer detail in conjunction with the applicant
                          record (e.g., date of offer, amount, status, etc.).
                 HR.607   The system has the ability to generate interview invitations.



Page 95 of 169                                           9. Human Resources                                        Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                     Human Resources


                 Req #                                  Description of Requirement
                 HR.608   The system has the ability to support authorizations for hiring, with the ability to appoint
                          approval power.
                 HR.609   The system has the ability to move applicant information from app tracking to employee
                          record if hired.
                 HR.610   The system has the ability to generate customizable offer (a.k.a., new hire) letters.
                 HR.611   The system has the ability to generate thank you letters to unsuccessful candidates from a
                          menu of templates.
                 HR.612   The system has the ability to calculate applicant flow statistics (e.g., number of applications
                          received, percent interviewed, percent meeting requirements, etc.).
                 HR.613   The system has the ability to calculate the effectiveness of recruiting efforts in various
                          mediums (e.g., Internet, newspaper, internal posting).
                                                                                                     Application Tracking - Miscellaneous
                 HR.614   The system has the ability to integrate with third party HR systems.
                 HR.615   The system has the ability to archive applications for a user-specified period of time.
                 HR.616   The system has the ability to track cost of recruiting for specific job openings.
                 HR.617   The system has the ability to track recruitment advertising effectiveness by type and location
                          of ad.
                 HR.618   The system has the ability to accommodate continuous recruitment (e.g., Police
                          recruitment).
                 HR.619   The system has the ability to interface with word processing applications (e.g., MS Word) for
                          customizing recruitment letters.




Page 96 of 169                                          9. Human Resources                                       Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                          Retirement


                 Req #                                 Description of Requirement
                                                                                                      General Requirements
                 RT.1    The system has the ability to import all current City retirement data.
                                           The system has the ability to retrieve, track and maintain all City employee payroll and payroll history data,
                 RT.2    Social Security Number or Employee ID
                 RT.3    Personal Info (i.e. name/address/email address/phone number/emergency contact/date of
                         birth/gender)
                 RT.4    Job Code/Job Position/Job Title/Employer and Department Number (i.e. City of Richmond,
                         RBHA, Schools) history detail (including dates)
                 RT.5    Salary history detail (including dates)
                 RT.6    Employee Status (i.e. Active, Terminated, Deceased, Leave Without Pay, Military Leave,
                         Leave With Pay, STD, Suspended, Retired) to include dates and history
                 RT.7    Employee Type (i.e. General, Public Safety, Senior Executive)
                 RT.8    Employment Date
                 RT.9    Termination Date
                 RT.10   Rehire Date (if applicable) and Rehire Reason
                 RT.11   Retirement Date
                 RT.12   Retirement Membership Plan (i.e. DB, DB Enhanced, DC plan, or 2-for-1 Plan)
                 RT.13   Paycheck History (Gross Pay, Earnings Code Detail, Deductions Code Detail, Net Pay,
                         Payperiod, Pay date, Payment Method, On or Offcycle Check, Check Status
                         (Reversed/Reissued))
                 RT.14   Earnings Code detail (when totaled comprise gross payroll expense for employee);
                 RT.15   Deduction Code detail, (including garnishments)
                 RT.16   Payment addresses for all payroll deduction codes.
                 RT.17   Actuary Data (i.e. Amount of Employer and Employee Contributions to Retirement Plans
                         (DB, DB Enhanced, or DC Plan, 2 for 1 plan) at an employee level by pay period)

                 RT.18   Field to indicate if someone is receiving Worker's Compensation payments and the amounts

                 RT.19   Federal/State/FICA/Local Tax Withholding
                 RT.20   Benefits Selection (Specific Healthcare, Dental care plans, etc.)


Page 97 of 169                                             10. Retirement                                    Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                           Retirement


                 Req #                                  Description of Requirement
                 RT.21     Payment Method (i.e. Check or Direct Deposit, complete with Bank Acct and Routing Info)

                 RT.22     Field to indicate whether a check has been reversed and/or reissued
                 RT.23     Oncycle or offcycle check
                 RT.24     Vacation/PTO hours earned
                 RT.25     Accumulated Sick Leave
                 RT.26     Unpaid leave detail;
                 RT.27     Accounting string associated with Job Code and Department (i.e. Fund-Agency-Org-Activity-
                           Object)
                 RT.28     Accounting string associated with Earning and Deduction Codes (i.e. Fund-Agency-Org-
                           Activity-Object)
                 RT.29     Effective and Action dates of keyed changes
                 RT.30     Comment field
                 RT.31     The system has the ability to receive interfaces from RBHA and the Schools with the above
                           listed fields (if compatible and applicable).
                       The system has the ability to process retiree payroll as well as retrieve, track and maintain all retiree payroll and payroll history
                 RT.32     The system has fields to indicate Social Security Number and Retiree ID
                 RT.33     The system has fields to maintain personal Info (i.e. name/address/phone
                           number/emergency contact/date of birth/gender)
                 RT.34     The system has a field to indicate Retirement Type (i.e. Service, Early Service (Age &
                           Service), Early Service (Service), Deferred Service, Deferred Early Service, Deferred Early
                           Service (DC Plan), DROP, Ordinary Disability, Compensable Disability) - (3-digit Kind Code)




Page 98 of 169                                              10. Retirement                                      Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                         Retirement


                 Req #                                Description of Requirement
                 RT.35   The system has a field to indicate Retiree Status (Retired, Survivor Allowance, DROP
                         Member, Deceased) to include dates and history
                 RT.36   The system has a field to indicate retiree's former Job Code/Job Position/Job Title/Employer
                         (i.e. City of Richmond, RBHA, Schools) and history detail (including dates)

                 RT.37   The system has a field to indicate Employment Date
                 RT.38   The system has a field to indicate Termination Date
                 RT.39   The system has a field to indicate Rehire Date (if applicable) and Rehire Reason
                 RT.40   The system has a field to indicate Retirement Date
                 RT.41   The system has a field to indicate Retirement Membership Plan (i.e. DB, DB Enhanced,
                         DROP, 2 for 1 Plan)
                 RT.42   The system has a field to indicate Payment Type
                 RT.43   The system has a field to indicate Retirement Benefit Payment Option (i.e. Basic Benefit;
                         Level Payment; Smooth-Out; 25, 50, 75, 100% Pop-Up Joint and Last Survivorship; 25, 50,
                         75, 100% Joint and Last Survivorship, DROP, Survivor Allowance)
                 RT.44   The system has fields to indicate Beneficiary and Survivor Contact Information (i.e. Name,
                         Address, Phone Number)
                 RT.45   The system has a field which can be flagged for returned mail
                 RT.46   The system can calculate non-taxable pension payments for members with post tax
                         contributions.
                 RT.47   The system can process retiree payroll using multiple Earnings Codes per retiree (when
                         totaled comprise gross payroll expense for retiree);
                 RT.48   The system can process retiree payroll using multiple Deduction Codes, (including child
                         support and tax levies)
                 RT.49   The system can capture payment addresses for all payroll deduction codes.
                 RT.50   The system has the ability to maintain paycheck history (Gross Pay, Earnings Code Detail,
                         Deductions Code Detail, Net Pay, Payperiod, Paydate, Payment Method, On or Offcycle
                         Check, Check Status (Reversed/Reissued)) for all retirees and beneficiaries.

                 RT.51   The system can calculate Federal and State Withholding Taxes




Page 99 of 169                                            10. Retirement                                        Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                           Retirement


                  Req #                                 Description of Requirement
                  RT.52   The system can maintain retiree/spouse/dependent Benefits Selection (Specific Healthcare,
                          Dental care plans, etc.)
                  RT.53   The system has a screen to indicate the Payment Method (i.e. Check or Direct Deposit,
                          complete with Bank Acct and Routing Info)
                  RT.54   The system has the ability to reverse and reissue checks.
                  RT.55   The system has a field to distinguish if a check has been reversed and/or reissued
                  RT.56   The system has the ability to process offcycle checks.
                  RT.57   The system has the ability to prorate gross payroll expenses in the month of the retiree's
                          death.
                  RT.58   The system has a field to indicate Beneficiary status (i.e. alive/deceased) and has the ability
                          to automatically update the retirement payment benefit option, and calculate any prorated
                          adjustments to payroll (if a beneficiary option is selected) if the beneficiary predeceases the
                          retiree upon the effective date of the death.
                  RT.59   The system has the ability to generate a death benefit payment payable to beneficiary(ies)
                          and to calculate any adjustments to this benefit payment based on overpayments due to the
                          retiree's death.
                  RT.60   The system has a field to distinguish between an oncycle or offcycle check
                  RT.61   Accounting string associated with Earning and Deduction Codes (i.e. Fund-Agency-Org-
                          Activity-Object)
                  RT.62   The system has the ability to implement Cost of Living Adjustments as a percentage of
                          gross payroll expenses
                  RT.63   The system has the ability to implement tax table increases
                  RT.64   The system has the ability to implement updated health and dental insurance rates




Page 100 of 169                                             10. Retirement                                          Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                 Time and Attendance


                  Req #                               Description of Requirement
                                                                                                         Time Entry and Approval
                  TA.1    The system has the ability to track user-defined information on non-City employees (e.g.,
                          contractors, interns) and identify them as such.
                  TA.2    The system has the ability to provide decentralized automated time and attendance data
                          entry and time reporting capabilities for all City employees.
                  TA.3    The system has the ability to support an exception-based timesheet entry process, which
                          only requires the employee to make adjustments to information that is in the timesheet
                          template.
                  TA.4    The system has the ability to support positive time reporting.
                  TA.5    The system has the ability to support both in/out and elapsed time formats for data
                          collection.
                  TA.6    The system has the ability to enter time by day and shift and also at the summary level (e.g.,
                          pay period totals).
                                                      The system has the ability to support a variety of data collection methods and devices, including
                  TA.7          Terminal/PC entry;
                  TA.8          Biometric scan (hand, fingerprint, retina, etc.);
                  TA.9          Time clocks;
                  TA.10         Swipe card readers;
                  TA.11         Bar coding;
                  TA.12         PDA and mobile devices;
                  TA.13         Telephone;
                  TA.14         Web (electronic timesheets);
                  TA.15         Manual.
                  TA.16   The system has the ability to support the concurrent use of different types of devices for data
                          collection.
                  TA.17   The system has the ability to print weekly timesheets for user-selected employees as
                          necessary.
                  TA.18   The system has the ability to support time collection for employees who clock in/out at
                          various locations throughout the day.




Page 101 of 169                                     11. Time and Attendance                                 Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                  Time and Attendance


                  Req #                                Description of Requirement
                                                                          The system has the ability to track and adjust time in the following manner:
                  TA.19         Earned;
                  TA.20         Used;
                  TA.21         Paid;
                  TA.22         Unpaid leave;
                                RPS: should integrate with payroll for accurate pay of terminiation benefits
                  TA.23         Adjusted;
                  TA.24         Lost (e.g. vacation not rolled over);
                  TA.25         Compensatory (non-exempt employees only);
                  TA.26         Shared leave (city policy);
                  TA.27         FLSA hours;
                  TA.28         FMLA hours (available and used).
                                                                                 The system has the ability to support the following types of time entry:
                  TA.29         Employee self-entry;
                  TA.30         Batch entry by data entry personnel;
                  TA.31         Third party time entry system;
                  TA.32         Assignment and reassignment of employee time entry by a different supervisor.
                  TA.33   The system has the ability to accommodate remote site on-line timesheet data entry with on-
                          line account validation.
                  TA.34   The system has the ability to allow employees to record comp time for pay-out or comp time
                          accrual (for non-exempt employees only).
                  TA.35   The system has the ability to allow a user defined comments field in the timesheet.
                  TA.36   The system has the ability to restrict time entry to pre-established ranges, with authorized
                          override capabilities.
                  TA.37   The system has the ability to record time to varying levels including (but not limited to) 30-
                          min increments, 15-min increments, 6-min increments.
                  TA.38   The system has the ability to provide user-defined authorized override capabilities at the
                          employee and group level (e.g., where overtime is authorized for an entire department,
                          manager may perform a mass authorization to effect all employees).




Page 102 of 169                                      11. Time and Attendance                                    Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                   Time and Attendance


                  Req #                                 Description of Requirement
                  TA.39   The system has the ability to restrict time entry for future date/s, with authorized override
                          capabilities.
                  TA.40   The system has the ability to periodically reconcile future leave time approved against leave
                          time available, and send employee and supervisor updates of approved leave in violation of
                          policy.
                  TA.41   The system has the ability to accommodate employee job change during a shift.
                  TA.42   The system has the ability to allow employees to record time for up to 15 different jobs per
                          shift.
                  TA.43   The system has the ability to process and approve time sheets and time reports in a
                          decentralized and electronic format.
                  TA.44   The system has the ability to provide administrative rights to managers (e.g., allow
                          managers to enter employee sick time).
                  TA.45   The system has the ability to require online approval of time by managers.
                  TA.46   The system has the ability to provide edit reports after time input that will capture user-
                          defined deviations such as excessive overtime or zero hours for active employees.
                  TA.47   The system has the ability to display employee's timesheet totals to enable timekeeper
                          administration (e.g., supervisor) to validate, confirm and approve data.
                  TA.48   The system has the ability to route (through workflow) timecards to multiple managers
                          (including Accounting Department) for review, edit, and approval (i.e., in instances where
                          employee has worked for multiple managers).
                  TA.49   The system has the ability to allow management review of timecards on the detail and
                          summary levels.
                  TA.50   The system has the ability to notify employees/supervisor of rejected timecard (via
                          workflow).
                  TA.51   The system has the ability to notify employees of rejected timecards.
                  TA.52   The system has the ability to notify employees of rejected leave requests.
                  TA.53   The system has the ability to designate a back-up for timecard and leave requests approval.

                  TA.54   The system has the ability to require electronic signatures for time approval.
                  TA.55   The system has the ability to allow overtime approval to occur prior to or after the work has
                          been performed.



Page 103 of 169                                       11. Time and Attendance                                      Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                   Time and Attendance


                  Req #                                 Description of Requirement
                  TA.56   The system has the ability to reverse overtime with user-defined authorization.
                  TA.57   The system has the ability to hold data entered on-line in a suspense or pending file until
                          approved electronically and released for processing.
                  TA.58   The system has the ability to review and edit batch time entry on-line prior to processing or
                          approval.
                  TA.59   The system has the ability to allow managers to edit employee timecards (with appropriate
                          authorization).
                  TA.60   The system has the ability to allow managers to perform mass edits on employee timecards
                          (with appropriate authorization).
                  TA.61   The system has the ability to notify employees of any edits to their reported time.
                  TA.62   The system has the ability to electronically notify all employees of pay periods and approved
                          holiday schedule.
                  TA.63   The system has the ability to adjust sick and vacation leave both positively and negatively,
                          and indicate a reason for the adjustment.
                  TA.64   The system has the ability to adjust time entries in the current period (and not yet paid).

                  TA.65   The system has the ability to adjust time entries in prior periods, with an audit trail of change
                          (user, date, change).
                  TA.66   The system has the ability to provide an option for employee to acknowledge changes made
                          to their timecard (submitted by anyone other than the employee).
                  TA.67   The system has the ability to process a mass absence.
                  TA.68   The system has the ability to perform edits to previous pay periods and recalculate pay and
                          leave accruals from previous pay period forward.
                                                                 The system has the ability to store time and attendance history data, including (but not
                  TA.69         Employee name;
                  TA.70         Dates;
                  TA.71         Time/leave (e.g. overtime);
                  TA.72         Manager approval history.
                  TA.73   The system has the ability to store time and attendance history for indefinite amount of time,
                          to be specified by the organization.




Page 104 of 169                                       11. Time and Attendance                                     Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                   Time and Attendance


                  Req #                                 Description of Requirement
                  TA.74   The system has the ability to accommodate Fair Labor Standards Act (FLSA) laws without
                          customization.
                  TA.75   The system has the ability to adhere to all current and future local, State, and Federal laws.




Page 105 of 169                                        11. Time and Attendance                                     Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                   Time and Attendance


                  Req #                                 Description of Requirement
                                                                                                       Leave Time Accrual and Use
                  TA.76    The system has the ability to provide query capabilities for leave and accrual balances.
                                                             The system has the ability to capture and track leave for multiple leave types, including (but
                  TA.77         Vacation (used and unused);
                  TA.78         Sick leave with pay;
                  TA.79         Sick leave banked;
                  TA.80         Sick leave/vacation after death;
                  TA.81         Workers' Compensation;
                  TA.82         Holiday;
                  TA.83         Floating holidays;
                  TA.84         Fire holiday (Fire department only);
                  TA.85         Personal days;
                  TA.86         Compensatory (non-exempt employees only);
                  TA.87         FMLA;
                  TA.88         Leave of absence without pay;
                  TA.89         Military leave with pay (15 days/yr);
                  TA.90         Military leave without pay (typically, active duty);
                  TA.91         Funeral/bereavement leave;
                  TA.92         Education leave;
                  TA.93         Administrative leave;
                  TA.94         Administrative leave of absence with pay;
                  TA.95         Administrative leave of absence without pay;
                  TA.96         Shared leave;
                  TA.97         Civil leave (jury duty, witness duty);
                  TA.98         Election leave time;
                  TA.99         Short term disability;
                  TA.100        Long term disability;
                  TA.101        Bereavement/funeral/death leave;



Page 106 of 169                                       11. Time and Attendance                                  Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                   Time and Attendance


                  Req #                                 Description of Requirement
                  TA.102         Education leave;
                  TA.103         Other user-defined.
                  TA.104   The system has the ability to track all types of leaves of absence in user-defined units.
                  TA.105   The system has the ability to capture and maintain breaks in service.
                  TA.106   The system has the ability to provide comp time calculation functionality (non-exempt
                           employees only).
                  TA.107   The system has the ability to perform advanced time tracking which includes the ability to
                           accumulate overtime.
                  TA.108   The system has the ability to accrue vacation leave time on July 1st for unclassified
                           employees, every pay period for classified employees (on a work status).
                  TA.109   The system has the ability to accrue sick leave time every pay period for all qualified
                           employees (on a work status).
                  TA.110   The system has the ability to provide separate user-defined accrual processes by leave type
                           (such as vacation, comp, sick, and personal time).
                  TA.111   The system has the ability to account for all leave time at varying accrual rates.
                  TA.112   The system has the ability to define and enforce user-defined rules for holiday accrual for
                           employee groups and types as defined by user.
                  TA.113   The system has the ability to set and maintain leave and vacation accrual schedules by job
                           class (or other user-defined classification).
                  TA.114   The system has the ability to allocate a user-specified amount of sick and vacation leave as
                           of July 1st for unclassified positions.
                  TA.115   The system has the ability to accrue sick and vacation time at the end of a user specified
                           period (e.g., day, week, pay period, or month).
                  TA.116   The system has the ability to accommodate partial leave accrual on a temporary and/or
                           permanent basis (e.g., during FMLA leave).
                  TA.117   The system has the ability to accommodate cumulative (rollover) and non-cumulative (use-it-
                           or-lose-it) leave accruals.
                  TA.118   The system has the ability to accommodate partial leave accrual for part-time employees
                           based on actual time worked.
                  TA.119   The system has the ability to set a maximum for cumulative (rollover) leave accruals.




Page 107 of 169                                       11. Time and Attendance                                    Last Modified Date: 02/21/2007
                                                 The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                     Time and Attendance


                  Req #                                   Description of Requirement
                  TA.120   The system has the ability to maintain leave accrual schedules, containing leave type and
                           accrual rates.
                  TA.121   The system has the ability to temporarily suspend leave accrual (e.g., during unpaid leave).

                  TA.122   The system has the ability to calculate liability for unused earned leave at regular intervals
                           and on demand.
                  TA.123   The system has the ability to track and calculate the value of lost earned time at regular
                           intervals and on demand.
                  TA.124   The system has the ability to alert managers on leave usage exceptions.




Page 108 of 169                                         11. Time and Attendance                                       Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                    Time and Attendance


                  Req #                                  Description of Requirement
                                               The system has the ability to perform electronic approval process to approve overtime and leave time, in
                  TA.125         Request submittal;
                  TA.126         Manager(s) review/decisioning;
                  TA.127         Request status monitoring;
                  TA.128         Notification of request approval/decline;
                  TA.129         Other user-defined.
                  TA.130   The system has the ability to administer all leave in accordance with City policy.
                  TA.131   The system has the ability to set limits and qualifying conditions on use of leave time.
                  TA.132   The system has the ability to notify user of attempt to submit leave request where accrued
                           time is less than requested time.
                  TA.133   The system has the ability to forecast leave time and apply to future leave requests.
                  TA.134   The system has the ability to allow supervisor override for leave requests where accrued
                           time is less than requested time.
                  TA.135   The system has the ability to provide employees online access to leave request status (e.g.,
                           pending, under review, etc.).
                  TA.136   The system has the ability to automatically track FMLA leave based on Federal
                           requirements.
                  TA.137   The system has the ability to track and maintain shared leave detail including (but not limited
                           to) donating employee, receiving employee, leave balances.
                  TA.138   The system has the ability to generate an alert when shared leave time reaches a user -
                           defined limit or maximum amount.
                  TA.139   The system has the ability to restrict or allow sick and vacation leave to be used only after it
                           is earned.
                  TA.140   The system has the ability to define and enforce user-defined rules for sick time and annual
                           leave usage in accordance with City policy. (For example, in the case of unpaid leave used
                           the day before and/or the day after holiday, employee will not be paid for the holiday).

                  TA.141   The system has the ability to send an alert/notification to employee and supervisor when
                           accrual maximum/minimum for leave time/s is approaching.
                  TA.142   The system has the ability to deduct military, vacation, and/or personal leave time if not used
                           by year end, with option to override with appropriate security.


Page 109 of 169                                        11. Time and Attendance                                      Last Modified Date: 02/21/2007
                                                 The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                     Time and Attendance


                  Req #                                   Description of Requirement
                  TA.143   The system has the ability to allow employee, supervisor, and/or department head to view
                           accumulated leave on-line.
                  TA.144   The system has the ability to allow employee, supervisor, and/or department head to view
                           forecasted leave on-line.
                  TA.145   The system has the ability to allow real-time access to accumulated sick and vacation time,
                           based on access level of the user.
                  TA.146   The system has the ability to define and enforce user-defined rules for holiday (e.g.,
                           constitutional officers in the City have a different set of holidays), annual, and sick time
                           usage.
                                                                                                                      Pay Rules
                  TA.147   The system has the ability to generate one and only one payroll record per employee.
                  TA.148   The system has the ability to perform time and rate calculations.
                  TA.149   The system has the ability to accommodate user-defined tables of acceptable ranges for
                           time entry according to work groups.
                  TA.150   The system has the ability to accommodate an infinite number of employees, departments,
                           jobs, shifts, pay rules, and other user-defined variables.
                  TA.151   The system has the ability to update pay rules and set effective date as desired (including
                           retroactive, immediate/real-time, next payroll, any other future date).
                  TA.152   The system has the ability to define rules at the employee or user defined group level. Rules
                           should be restricted for those not eligible, such as employees within a probation period.

                  TA.153   The system has the ability to accommodate multiple pay periods, including (but not limited
                           to): weekly; bi-weekly; semi-monthly; and monthly.
                  TA.154   The system has the ability to maintain a calendar of all holidays and populate timecards.

                  TA.155   The system has the ability to maintain holiday rules which may vary based on department,
                           division, job class or other user-defined criteria.
                  TA.156   The system has the ability to establish standard hours for a work order or activity, which will
                           then show as defaults in the timesheet.
                  TA.157   The system has the ability to accommodate user-defined leave rules (e.g., for 40-hr/wk
                           employees, a holiday worked results in 4 hrs regular, 4 hrs overtime).




Page 110 of 169                                         11. Time and Attendance                                       Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                    Time and Attendance


                  Req #                                  Description of Requirement
                  TA.158   The system has the ability to accommodate user-defined overtime rules, including start/stop
                           times, scheduled hours, type of duty performed.
                  TA.159   The system has the ability to accommodate up to a 4-week rotational schedule for a 28-, 27-
                           , 24-day work period, which pays out on a bi-weekly basis, but also must calculate overtime
                           at the end of a work period, and include payment for overtime and other incentive type pay
                           as per FLSA work period rules.
                  TA.160   The system has the ability to accommodate and adjust to average hours to pay on a bi-
                           weekly basis, as employee who is on a fixed hourly rate, and works varied shifts and/or
                           schedules (e.g., employee may work 112 hrs one pay period and 40 hrs the next). System
                           must calculate and payout the fixed rate hours, overtime hours, or other incentive type pay
                           that would be included in the hourly rate, along with capturing the real hours worked.

                  TA.161   The system has the ability to accommodate user-defined rules for shift differentials.
                  TA.162   The system has the ability to maintain a listing of scheduled shift times.
                  TA.163   The system has the ability to accommodate user-defined rules for premium pay (overtime
                           and "time and a half") calculations, using variables such as scheduled hours, scheduled vs.
                           actual hours.
                  TA.164   The system has the ability to accommodate user-defined rules for workday (i.e., outside the
                           boundaries of the 24-hr clock), with the ability to vary rules by department or workgroup.

                  TA.165   The system has the ability to accommodate user-defined rules for comp time for non-exempt
                           employees.
                  TA.166   The system has the ability to track employee time to user-defined, hierarchical activity
                           codes, including (but not limited to): project; grant; task force (Police); and activity codes.

                  TA.167   The system has the ability to track employee assignments to grants/projects/programs,
                           including the percentage of time spent on those activities.
                  TA.168   The system has the ability to produce default hours for exception-based employees based
                           on user-defined profiles.
                  TA.169   The system has the ability to send records to Accounts Payable for payment (e.g., election
                           workers).
                  TA.170   The system has the ability to natively integrate with the Payroll system.



Page 111 of 169                                        11. Time and Attendance                                      Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                   Time and Attendance


                  Req #                                 Description of Requirement
                  TA.171   The system has the ability to integrate with Project Management tools (such as MS Project).

                  TA.172   The system has the ability to integrate with the Sheriff's Department Time &
                           Attendance/Payroll system.
                  TA.173   The system has the ability to integrate with the Department of Public Works' CityWorks work
                           order system.
                  TA.174   The system has the ability to integrate with third-party GPS software products.




Page 112 of 169                                       11. Time and Attendance                                    Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                    Time and Attendance


                  Req #                                  Description of Requirement
                                                                                                        Scheduling - City Requirements
                  TA.175   The system has the ability to accommodate an unlimited number of user-defined shifts,
                           where variables include (but are not limited to) the following: location, schedule pattern,
                           length of day.
                                                                               The system has the ability to accommodate the following scheduling rules:
                  TA.176         Administration: M-F, 8:00a-5:00p;
                  TA.177         Fire shift workers: three days, 24 hrs each; 112 hrs per pay period;
                  TA.178         IT/Computer Operations: 12hr shift (6:00a/6:00p start/stop); 24/7 coverage; 3 days on,
                                 2 days off; work every other weekend;
                  TA.179         Public Works: M-F, 2 shifts; emergencies as necessary;
                  TA.180         Parks & Recreations: M-F, 7a-10p coverage;
                  TA.181         Police: 8hr and 10hr shifts, 24/7 coverage (schedule determined by platoon
                                 assignment);
                  TA.182         Police: communication officers, 24/7 coverage, 8 hour rotating shift every three weeks;

                  TA.183          Sheriff: three shifts - 12 midnight-8a, 8a-4p, 4p-12 midnight; 7 days on/7 days off or 6
                                  days on/3 days off; 10 hr shifts: 4 days on 3 days off; 12hr shifts: varying days on and
                                  days off;
                  TA.184          Part-time: no more than 1664 hrs/calendar year.
                  TA.185   The system has the ability to set default shift patterns to be repeated or rolled forward to
                           future weeks.
                  TA.186   The system has the ability to set and view future schedules not less than one year in
                           advance for each employee that also captures secondary City employment schedule details
                           (e.g., Police).
                  TA.187   The system has the ability to allow creation of employee schedules (with appropriate security
                           controls).
                  TA.188   The system has the ability to set shift patterns to reoccur on a user-defined basis (e.g., every
                           other week, once a month, etc.).
                  TA.189   The system has the ability to display employee work schedule.
                  TA.190   The system has the ability to display employee's work history for actual schedule worked.




Page 113 of 169                                         11. Time and Attendance                                      Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                    Time and Attendance


                  Req #                                  Description of Requirement
                  TA.191   The system has the ability to accommodate unlimited schedule changes on demand.
                  TA.192   The system has the ability to perform automatic schedule changes per user-defined rules.

                  TA.193   The system has the ability to automatically generate the on call schedule per user-defined
                           rules.
                  TA.194   The system has the ability to allow employees to view scheduling and sign up for open shifts.

                  TA.195   The system has the ability to accommodate split shift rotations.
                  TA.196   The system has the ability to assign employees to any shift at any point in the shift.
                  TA.197   The system has the ability to schedule shifts that cross multiple days.
                  TA.198   The system has the ability to schedule employees to multiple shifts and apply the
                           appropriate pay rate per pay differentials.
                  TA.199   The system has the ability to view employee leave information for use in scheduling.
                  TA.200   The system has the ability to provide workload balancing for shift scheduling.
                  TA.201   The system has the ability to accommodate user-defined scheduling rules (e.g., leave time
                           cannot be booked for work, overtime eligibility, employee seniority).
                  TA.202   The system has the ability to apply scheduling rules to provide alerts when rules are violated
                           (e.g., scheduling violations, budget violations).
                  TA.203   The system has the ability to track employee preference and availability for shift scheduling.

                  TA.204   The system has the ability to assess shift coverage for over- and under-staffing.
                  TA.205   The system has the ability to automatically alert scheduler of shift coverage for over- and
                           under-staffing.
                  TA.206   The system has the ability to use (integrated voice recognition).
                  TA.207   The system has the ability to provide Labor Distribution Reports by activity code.




Page 114 of 169                                        11. Time and Attendance                                      Last Modified Date: 02/21/2007
                                             The City of Richmond, Virginia
                                        Preliminary Functional and Technical Requirements

                                                           Payroll


                  Req #                               Description of Requirement
                                                                                                       General Requirements
                                                                         The system has the ability to track date information including (but not limited to
                  PY.1         Date of hire;
                  PY.2         Date of birth;
                  PY.3         Creditable service dates (start date/s, end date/s, break in service date/s);
                  PY.4         Review date(s);
                  PY.5         Raise date(s);
                  PY.6         Promotion date(s);
                  PY.7         Demotion date(s);
                  PY.8         Class change date(s);
                  PY.9         Termination date;
                  PY.10        Last paycheck;
                  PY.11        Other user-defined fields.
                  PY.12   The system has the ability to store pay/salary history for each employee.
                  PY.13   The system has the ability to enter narrative comments for salary changes and other
                          personnel actions.
                                                    The system has the ability to provide an unlimited number of earning types, including (but not lim
                  PY.14        Hourly;
                  PY.15        Salaried;
                  PY.16        Weekly;
                  PY.17        Bi-weekly;
                  PY.18        Semi-monthly;
                  PY.19        Monthly;
                  PY.20        Seasonal;
                  PY.21        Special (executive) pay cycle;
                  PY.22        Other user-defined.
                  PY.23   The system has the ability to provide unlimited user-definable and maintainable table of pay
                          codes/special pay codes.



Page 115 of 169                                            12. Payroll                                         Last Modified Date: 02/21/2007
                                        The City of Richmond, Virginia
                                  Preliminary Functional and Technical Requirements

                                                     Payroll


                  Req #                         Description of Requirement
                                           The system has the ability to accommodate various pay codes and special pay codes including (but no
                  PY.24   Regular (full-time, part-time, temporary, etc.);
                  PY.25   Supplemental earnings;
                  PY.26   Second job pay;
                  PY.27   Acting pay;
                  PY.28   Stipend;
                  PY.29   Out of division work;
                  PY.30   Overtime;
                  PY.31   Holiday;
                  PY.32   Floating holidays;
                  PY.33   Fire holiday (Fire department only);
                  PY.34   User-defined premium pay;
                  PY.35   Personal days;
                  PY.36   Vacation;
                  PY.37   Sick leave with pay;
                  PY.38   Bereavement/funeral/death leave;
                  PY.39   Comp time accrual;
                  PY.40   Retroactive pay;
                  PY.41   Civil leave (jury duty, witness duty);
                  PY.42   Military leave (15 days/yr, with pay);
                  PY.43   Military leave without pay;
                  PY.44   Military active duty pay differential;
                  PY.45   FMLA leave;
                  PY.46   Worker's Compensation;
                  PY.47   Worker's compensation supplemental pay (taxable);
                  PY.48   Election work pay;
                  PY.49   Severance/termination pay;
                  PY.50   Short term disability;



Page 116 of 169                                      12. Payroll                                     Last Modified Date: 02/21/2007
                                        The City of Richmond, Virginia
                                  Preliminary Functional and Technical Requirements

                                                     Payroll


                  Req #                         Description of Requirement
                  PY.51   Long term disability;
                  PY.52   Health/dependent care reimbursement;




Page 117 of 169                                      12. Payroll                      Last Modified Date: 02/21/2007
                                             The City of Richmond, Virginia
                                       Preliminary Functional and Technical Requirements

                                                          Payroll


                  Req #                              Description of Requirement
                                        The system has the ability to accommodate various pay codes and special pay codes including (but not limit
                  PY.53        Sick leave/vacation after death;
                  PY.54        Leave of absence with pay;
                  PY.55        Leave of absence without pay;
                  PY.56        Administrative leave of absence with pay;
                  PY.57        Administrative leave of absence without pay;
                  PY.58        Shared leave;
                  PY.59        Non pay;
                  PY.60        Bonus;
                  PY.61        Off-duty police officer;
                  PY.62        Hourly rate;
                  PY.63        Travel reimbursement;
                  PY.64        Educational incentive pay (Police and Fire);
                  PY.65        Education leave;
                  PY.66        Auto allowance;
                  PY.67        Personal vehicle usage;
                  PY.68        Housing allowance;
                  PY.69        457 maximums (deferred compensation);
                  PY.70        Disaster (reimbursed by FEMA);
                  PY.71        Other earnings;
                  PY.72        Merit service pay;
                  PY.73        Exemplary award (employee of the year);
                  PY.74        Bonus;
                  PY.75        Group term (taxable and non-taxable);
                  PY.76        Wellness;
                  PY.77        Miscellaneous special pay;
                  PY.78        Other user-defined.
                  PY.79   The system has the ability to allow setup of new payroll codes as needed.



Page 118 of 169                                           12. Payroll                                    Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                             Payroll


                  Req #                                Description of Requirement
                  PY.80    The system has the ability to provide one time payment (frequency code).
                  PY.81    The system has the ability to calculate and pay the differential between military and regular
                           pay.
                  PY.82    The system has the ability to ensure that sick leave is not used before it is earned.
                  PY.83    The system has the ability to maintain multiple leave accruals and usage programs.
                  PY.84    The system has the ability to accommodate leave payoff.
                  PY.85    The system has the ability to provide for refund of vacation, sick allowance, or other (on final
                           paycheck).
                  PY.86    The system has the ability to automatically recalculate wage due to personnel actions such
                           as promotions, demotions, etc.
                  PY.87    The system has the ability to establish a holiday calendar before the beginning of the year
                           that may be different by employee group.
                  PY.88    The system has the ability to update pay rules and set effective date as desired (including
                           retroactive, immediate/real-time, next payroll, any other future date).
                  PY.89    The system has the ability to automatically include all federal and state regulations for
                           taxable and nontaxable income.
                                                                       The system has the ability to accommodate payroll for the following types of emplo
                  PY.90          Regular employees;
                  PY.91          Full-time employees;
                  PY.92          Part-time employees;
                  PY.93          Constitutional officers;
                  PY.94          Temporary employees;
                  PY.95          Seasonal employees;
                  PY.96          Annual appointments;
                  PY.97          Probationary appointments;
                  PY.98          Shift employees;
                  PY.99          Hourly wage employees;
                  PY.100         Salaried employees;
                  PY.101         FLSA exempt/non-exempt employees;




Page 119 of 169                                             12. Payroll                                       Last Modified Date: 02/21/2007
                                         The City of Richmond, Virginia
                                   Preliminary Functional and Technical Requirements

                                                       Payroll


                  Req #                          Description of Requirement
                  PY.102   Interim employees;
                  PY.103   Acting employees;
                  PY.104   Contract employees;
                  PY.105   Second "jobbers" (full time City employees with a second part time job);
                                                                       The system has the ability to accumulate earnings on the following bases:
                  PY.106   Weekly;
                  PY.107   Bi-weekly;
                  PY.108   Monthly;
                  PY.109   Quarterly;
                  PY.110   Annually;
                  PY.111   Multi-fiscal year.




Page 120 of 169                                        12. Payroll                                     Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                               Payroll


                  Req #                                  Description of Requirement
                  PY.112   The system has the ability to accommodate an indefinite number of working status types
                           including (but not limited to): regular duty; light duty; out of work; non-active; short and long-
                           term military leave; intern; retired.
                  PY.113   The system has the ability to accommodate differential pay (e.g., Police Department, Fire
                           Department, military service differential).
                  PY.114   The system has the ability to allow salary and wages to be pulled from a user-defined
                           table(s).
                  PY.115   The system has the ability to define effective date range for all pay codes.
                  PY.116   The system has the ability to have position control file (to ensure that new employees are
                           linked to authorized pay and position, and to ensure that employment does not exceed
                           authorized levels and adopted budget funding).
                  PY.117   The system has the ability to maintain pay scales with multiple pay scales per employee
                           group.
                  PY.118   The system has the ability to fund each employee from multiple funding sources.
                  PY.119   The system has the ability to track funding sources by each employee on a pay period,
                           monthly, quarterly, and annual basis.
                                                                                                 The system has the ability to track the following:
                  PY.120         Employee shift differential;
                  PY.121         Incentive pay;
                  PY.122         Overtime rates;
                  PY.123         Holiday pay;
                  PY.124         Vacation pay;
                  PY.125         Sick Pay;
                  PY.126         Personal Time;
                  PY.127         Compensatory time
                  PY.128         Other City defined types.
                  PY.129   The system has the ability to track workers' compensation wages at different rates by
                           employee.
                  PY.130   The system has the ability to maintain a break-down of the constitutional officers and other
                           employees for reimbursement purposes from various funding sources.



Page 121 of 169                                                12. Payroll                                          Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                               Payroll


                  Req #                                  Description of Requirement
                                                                                     The system has the ability to accommodate the following:
                  PY.131        Rate based on job class table;
                  PY.132        Rate based on service years/hours;
                  PY.133        Leave accruals/subtractions;
                  PY.134        Base pay as defined by use;
                  PY.135        Exception reporting;
                  PY.136        Earnings type (e.g., regular, overtime, etc.);
                  PY.137        Hours/units;
                  PY.138        Various work schedules;
                                                                                 The system has the ability to display salary in the following ways:
                  PY.139         Hourly salary;
                  PY.140         Daily salary;
                  PY.141         Semi-monthly salary;
                  PY.142         Bi-weekly salary;
                  PY.143         Monthly salary;
                  PY.144         Yearly/annual salary.
                  PY.145   The system has the ability to accommodate rate changes within a pay period for specific
                           date range/s.
                                                                          The system has the ability to accommodate pay increases based on the followin
                  PY.146         Earnings factor (formula);
                  PY.147         Fixed percentage rate/s;
                  PY.148         Fixed dollar amount/s;
                  PY.149         Fixed dollar amount/s.
                  PY.150   The system has the ability to specify overtime parameters by employee job class,
                           department, and other user-defined parameters.
                  PY.151   The system has the ability to track and report on overtime by parameters including (but not
                           limited to): date; department; employee; number of hours.
                  PY.152   The system has the ability to accommodate electronic pay cards.



Page 122 of 169                                                12. Payroll                                     Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                               Payroll


                  Req #                                  Description of Requirement
                  PY.153   The system has the ability to issue pay stubs electronically.
                  PY.154   The system has the ability to allow employees to receive their pay stubs or direct deposit
                           remittance slips via email, based on the choice of each employee.
                  PY.155   The system has the ability to accommodate and track indirect labor costs.
                  PY.156   The system has the ability to fully comply with the FLSA (Fair Labor Standards Act) and
                           allow the City to establish less stringent rules if necessary.
                  PY.157   The system has the ability to meet all federal tax table and payroll law updates - all updates
                           will be provided by the vendor as part of software maintenance fees.
                                                                                                                   Deductions
                  PY.158   The system has the ability to provide unlimited user definable and maintainable table of
                           deductions.
                                                                                       The system has the ability to support the following deductions:
                  PY.159          Charitable contributions (e.g., United Way);
                  PY.160          Medical (multiple);
                  PY.161          Life insurance (multiple);
                  PY.162          Child support (multiple, including out of state and VA);
                  PY.163          Garnishments, Liens, and Levies (multiple, including City, County, State, and Federal);

                  PY.164        Student loan liens;
                  PY.165        Bankruptcy liens;
                  PY.166        Tax payments (real estate and personal property);
                  PY.167        Deferred compensation plans (multiple);
                  PY.168        Retirement plans (multiple);
                  PY.169        Educational savings accounts (529);
                  PY.170        Flexible spending accounts (multiple);
                  PY.171        Clothing allowance;
                  PY.172        Direct deposit to banking institutions (including credit unions);
                  PY.173        Savings bonds;
                  PY.174        Dues (Police, fire);



Page 123 of 169                                                12. Payroll                                       Last Modified Date: 02/21/2007
                                                 The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                                Payroll


                  Req #                                   Description of Requirement
                  PY.175        Miscellaneous travel;
                  PY.176        Other user-defined deductions.
                  PY.177   The system has the ability to provide an unlimited number of deduction codes for earnings
                           deduction.
                  PY.178   The system has the ability to allow setup of new deduction types as needed.
                  PY.179   The system has the ability to accommodate an unlimited number of deductions and fringes
                           assigned to an employee.
                  PY.180   The system has the ability to specify logic for new deductions (e.g., pre-tax, post-tax, etc.).

                  PY.181   The system has the ability to allow for manual prioritization of deductions.




Page 124 of 169                                                 12. Payroll                                           Last Modified Date: 02/21/2007
                                                 The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                             Payroll


                  Req #                                 Description of Requirement
                                                                           The system has the ability to accumulate deductions on the following bases:
                  PY.182        Weekly;
                  PY.183        Bi-weekly;
                  PY.184        Monthly;
                  PY.185        Quarterly;
                  PY.186        Annually;
                  PY.187        Multi-fiscal year.
                                                                   The system has the ability to provide for taxable and non-taxable earnings and deduc
                  PY.188         Federal taxes;
                  PY.189         State taxes.
                  PY.190   The system has the ability to notify employees prior to a deduction being taken based on a
                           user-defined number of days.
                  PY.191   The system has the ability to schedule a deduction for a future pay period with the ability to
                           cancel.
                  PY.192   The system has the ability to suppress deductions for a user-specified length of time with
                           auto-reinstatement by user-defined date.
                                                                  The system has the ability to provide employee insurance premium withholding by the
                  PY.193         Quarter-to-date;
                  PY.194         Year-to-date (calendar and fiscal);
                  PY.195         User-defined periods (e.g., weekly, bi-weekly, monthly, semi-monthly).
                                                                     The system has the ability to provide workers' compensation withholding by the foll
                  PY.196         Quarter-to-date;
                  PY.197         Year-to-date (calendar and fiscal);
                  PY.198         User-defined periods (e.g., weekly, bi-weekly, monthly, semi-monthly).
                                                                               The system has the ability to provide other withholding by the following:
                  PY.199         Quarter-to-date;
                  PY.200         Year-to-date (calendar and fiscal);
                  PY.201         User-defined periods (e.g., weekly, bi-weekly, monthly, semi-monthly).



Page 125 of 169                                              12. Payroll                                     Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                               Payroll


                  Req #                                  Description of Requirement
                  PY.202   The system has the ability to identify beneficiary and/or QDROs (Qualified Domestic
                           Relation Orders) distribution of retirement pension plan, for example, in case of employee
                           death.
                  PY.203   The system has the ability to calculate deductions based on (but not limited to) the following:
                           flat amount, percentage of gross, percentage of any combination of pay.




Page 126 of 169                                                12. Payroll                                          Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                             Payroll


                  Req #                                Description of Requirement
                                                                             The system has the ability to handle the following deduction controls:
                  PY.204        One time only, flat amount;
                  PY.205        Percent of gross;
                  PY.206        Percent on any combination of pay with and without maximums;
                  PY.207        Every pay period;
                  PY.208        Once monthly;
                  PY.209        Specified weeks each month (e.g., 1st, 2nd, 3rd…);
                  PY.210        Once quarterly;
                  PY.211        Once bi-annually;
                  PY.212        Start/stop dates;
                  PY.213        Total amount outstanding/balance due;
                  PY.214        Annual dollar limits;
                  PY.215        Pay period dollar limits;
                  PY.216        Suspension of deductions and/or withholdings;
                  PY.217        Multiple times per month as defined by user;
                  PY.218        Other user-defined.
                  PY.219   The system has the ability to automatically handle arrears and retroactive processing.
                  PY.220   The system has the ability to generate future fiscal year forecasts regarding salary and
                           benefits.
                  PY.221   The system has the ability to calculate garnishments based on user-defined criteria.
                                                                             The system has the ability to calculate garnishments based on the following:
                  PY.222        Flat amount;
                  PY.223        Percentage;
                  PY.224        Flat amount plus percentage;
                  PY.225        Not-to-exceed amount;
                  PY.226        Not-to-exceed percentage of pay;
                  PY.227        User-defined maximum.




Page 127 of 169                                              12. Payroll                                      Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                              Payroll


                  Req #                                 Description of Requirement
                  PY.228   The system has the ability to print third-party checks for garnishments and miscellaneous
                           deductions.
                  PY.229   The system has the ability to generate electronic payments for garnishments and
                           miscellaneous deductions as defined by the user.




Page 128 of 169                                               12. Payroll                                         Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                               Payroll


                  Req #                                  Description of Requirement
                                                             The system has the ability to compute employer and employee portions of deductions for it
                  PY.230        Taxes (Federal, State, local, etc.);
                  PY.231        Life insurance (multiple);
                  PY.232        Medical insurance;
                  PY.233        Dental/Vision insurance;
                  PY.234        Social Security and/or Medicare;
                  PY.235        Retirement;
                  PY.236        Other user-defined deductions.
                  PY.237   The system has the ability to print special deduction checks.
                  PY.238   The system has the ability to designate whether compensation is taxable or non-taxable.

                  PY.239   The system has the ability to electronically remit deduction remittances to various vendors
                           (e.g., insurance vendors).
                  PY.240   The system has the ability to accommodate unlimited special pay accounts.
                  PY.241   The system has the ability to withhold state taxes.
                  PY.242   The system has the ability to withhold multiple locality taxes.
                  PY.243   The system has the ability to apply short term disability and workers' compensation and
                           other check reductions to net and gross pay as well as the appropriate General Ledger
                           accounts, leave balances, and weekly and master deduction amounts and balances.

                  PY.244   The system has the ability to accommodate multiple levels of approval for pay changes.

                  PY.245   The system has the ability to support user-defined approval and routing of all compensation
                           changes (base rate, bonuses, additional pay, etc.).
                                                                                                            Payroll Processing
                                                                             The system has the ability to print the following information on pay stubs:
                  PY.246        Benefit tracking;
                  PY.247        Leave tracking;
                  PY.248        YTD payroll;




Page 129 of 169                                                12. Payroll                                         Last Modified Date: 02/21/2007
                                          The City of Richmond, Virginia
                                    Preliminary Functional and Technical Requirements

                                                        Payroll


                  Req #                            Description of Requirement
                  PY.249   YTD benefits;
                  PY.250   YTD leave;
                  PY.251   Other user-defined fields.




Page 130 of 169                                         12. Payroll                     Last Modified Date: 02/21/2007
                                                 The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                                Payroll


                  Req #                                   Description of Requirement
                                                         The system has the ability to print multiple messages on pay stubs, specific to any combinatio
                  PY.252          City-wide;
                  PY.253          Department;
                  PY.254          Division;
                  PY.255          Job classification;
                  PY.256          Benefits status;
                  PY.257          Health plan;
                  PY.258          Any deduction category;
                  PY.259          Other user-defined categories.
                  PY.260   The system has the ability to sort paychecks by user-specified criteria (e.g., location, shift,
                           etc.).
                  PY.261   The system has the ability to print payroll direct deposit pay stubs.
                  PY.262   The system has the ability to print benefit value listing and amounts on employee pay stubs.

                  PY.263   The system has the ability to provide a user-defined payroll check and check stub format.

                  PY.264   The system has the ability to print excess deductions on a supplemental report (overflow
                           report) that does not utilize check or voucher stock (e.g., when all deductions will not print on
                           the check stub).
                  PY.265   The system has the ability to send electronic payroll stubs to employees through email.

                  PY.266   The system has the ability to print "self seal" check runs for checks that don't require an
                           enclosed documentation.
                  PY.267   The system has the ability to allow employees to view their pay stubs or direct deposit
                           remittance slips on-line, through employee self-service.




Page 131 of 169                                                 12. Payroll                                           Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                               Payroll


                  Req #                                  Description of Requirement
                  PY.268   The system has the ability to issue one paycheck/pay stub for employees holding multiple
                           jobs with the City.
                  PY.269   The system has the ability to automatically produce direct deposit tapes/files for banks.

                  PY.270   The system has the ability to transmit direct deposit funds to more than one account within
                           the same banking institution (e.g., savings, checking and loan accounts).
                  PY.271   The system has the ability to accommodate direct deposit to multiple accounts.
                  PY.272   The system has the ability to accommodate direct deposit of paychecks through electronic
                           fund transfer (EFT).
                  PY.273   The system has the ability to interface with bank card/debit card functionality to produce a
                           City Payroll Card.
                  PY.274   The system has the ability to require all employees to be paid by Direct Deposit.
                  PY.275   The system has the ability to accommodate multiple pay schedules/tables.
                  PY.276   The system has the ability to deduct/reduce vacation and holiday time if not used by
                           calendar or fiscal year end (as specified by the user), with override option with appropriate
                           security.
                  PY.277   The system has the ability to allow manual adjustments to vacation, sick allowance, and
                           other leave types and automatically calculate pay based upon these adjustments.
                  PY.278   The system has the ability to accommodate special pays (e.g., bonus, advanced pay for
                           vacations, etc.) with appropriate tax rate, benefit, calculations, and deductions.
                  PY.279   The system has the ability to reimburse employees for travel and other expenses.
                  PY.280   The system has the ability to prevent negative or zero dollar amount checks from being
                           printed.
                  PY.281   The system has the ability to calculate compensated and non-compensated absences.

                  PY.282   The system has the ability to accommodate review and approval of payroll prior to
                           production run (e.g., first by department heads, second by the HR and Payroll departments).

                  PY.283   The system has the ability to generate a hardcopy payroll pre-list prior to final payroll
                           production run.
                  PY.284   The system has the ability to provide the option to calculate and run payroll on demand
                           (either during the day or to schedule it to be run in the evening).


Page 132 of 169                                                12. Payroll                                             Last Modified Date: 02/21/2007
                                                 The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                                Payroll


                  Req #                                   Description of Requirement
                  PY.285   The system has the ability to do "what-if" scenarios of payroll runs, prior to running the actual
                           payroll.
                  PY.286   The system has the ability to produce non-standard payrolls, with an automatic update of all
                           employee and employer accumulators.
                  PY.287   The system has the ability to issue manual checks outside of the regular payroll schedule.

                  PY.288   The system has the ability to allow multiple pay period payroll checks/vouchers to be
                           produced with appropriate calculation of taxes and other standard deductions.
                                   The system has the ability to provide a payroll proof list of all payroll calculations, gross-to-net, before checks are p
                  PY.289        Hours by type;
                  PY.290        Earnings by type;
                  PY.291        Employee tax liabilities;
                  PY.292        Employee deduction amount;
                  PY.293        Employer contribution amount;
                  PY.294        Deductions not taken and set-up in arrears;
                  PY.295        Employer portion of all taxes;
                  PY.296        Totals by employee, grant, project, cost center, division, department, location, total
                                City;
                  PY.297        User-specified ranges.
                  PY.298   The system has the ability to accommodate on-demand and scheduled audit reporting.
                  PY.299   The system has the ability to run audit report to reflect payroll has captured benefit
                           deductions.
                  PY.300   The system has the ability to run audit report to reflect discrepancies between benefits and
                           payroll information.
                  PY.301   The system has the ability to identify potential areas of abuse of time and expense entry.

                  PY.302   The system has the ability to allow payroll administrators to review expense and time history.

                  PY.303   The system has the ability to provide for adjustments to final paycheck.
                  PY.304   The system has the ability to issue payment corrections.



Page 133 of 169                                                 12. Payroll                                           Last Modified Date: 02/21/2007
                                                 The City of Richmond, Virginia
                                           Preliminary Functional and Technical Requirements

                                                                 Payroll


                  Req #                                    Description of Requirement
                  PY.305   The system has the ability to perform overpayment adjustments.
                  PY.306   The system has the ability to accommodate industry standard controls for balancing payroll.

                  PY.307   The system has the ability to calculate retroactive amounts due on all forms of pay for
                           individual employees for up to 24 months.
                  PY.308   The system has the ability to calculate retroactive amounts due on all forms of pay and
                           provides ability to produce separate checks/vouchers, if desired.
                  PY.309   The system has the ability to maintain a detailed employee pay history for a user-defined
                           period of time.
                  PY.310   The system has the ability to maintain up to four years of summary pay information and at
                           least three years of detail pay information with the ability to retrieve from older archived files.

                  PY.311   The system has the ability to calculate terminal pay according to a user-defined table based
                           on years of service and other user-defined factors.
                  PY.312   The system has the ability to apply different separation pay-out rules depending on factors
                           including (but not limited to): contract date; leave balance as of a certain date; other user-
                           defined factors.
                  PY.313   The system has the ability to pay out comp time at year end, or other specified period,
                           according to user-defined criteria.
                  PY.314   The system has the ability to pay out or buy back vacation leave if user-defined number of
                           days have accumulated at specified time of the year.
                  PY.315   The system has the ability to maintain employee positions and pay grade rates for at least
                           ten years with effective dates.
                  PY.316   The system has the ability to accommodate pay rate ranges (min and max) for pay grades
                           (at least at the hourly, bi-monthly, and annual levels).
                  PY.317   The system has the ability to provide allowances for multiple pay frequencies and tax tables
                           that accommodate those frequencies.
                  PY.318   The system has the ability to automatically allocate employee benefit costs across multiple
                           funds based on user-defined criteria.
                  PY.319   The system has the ability to charge overtime to several different overtime accounts .




Page 134 of 169                                                  12. Payroll                                            Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                              Payroll


                  Req #                                  Description of Requirement
                                                                     The system has the ability to provide reconciliation functionality, including (but not lim
                  PY.320         Changes to employee pay, deductions and taxes;
                  PY.321         Changes to employer deductions and taxes;
                  PY.322         Gross pay changes;
                  PY.323         Number of paychecks/direct deposits per pay cycle;
                  PY.324         Supplemental pays;
                  PY.325         Federal and State government reporting for each employee;
                  PY.326         Other user-defined reconciliation.
                  PY.327   The system has the ability to print/re-print W-2s on a laser printer (for copies).
                  PY.328   The system has the ability to generate bi-weekly tax deposits (City - more info).
                  PY.329   The system has the ability to not withhold state and federal taxes when termination reason is
                           death of employee.
                  PY.330   The system has the ability to allow user-defined rules to establish an unlimited number of
                           accounting strings (to at least 6 levels).
                  PY.331   The system has the ability to allow for user-defined additional fields that will flow from Time
                           and Attendance into the Payroll module (for example the need to track codes in addition to
                           Org/Labor such as Capital Projects for report).
                  PY.332   The system has the ability to process the first of the year payroll with the year end W-2
                           simultaneously in production.
                  PY.333   The system has the ability to accommodate unlimited number of user-defined pay rates.

                  PY.334   The system has the ability to automatically pass cost detail to the Budget system.
                  PY.335   The system has the ability to natively integrate with General Ledger and does not require a
                           separate chart of accounts.
                  PY.336   The system has the ability to interface with external time reporting systems.
                  PY.337   The system has the ability to interface with external Payroll vendors.
                  PY.338   The system has the ability to interface with external compensation systems.
                  PY.339   The system has the ability to interface with State and Federal compensation systems (e.g.,
                           Virginia State Compensation System).




Page 135 of 169                                               12. Payroll                                         Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                               Payroll


                  Req #                                  Description of Requirement
                  PY.340   The system has the ability to interface with LETS system (State of Virginia Social Services
                           system).
                  PY.341   The system has the ability to interface with COIN (Constitutional Officers Information
                           Network) system.




Page 136 of 169                                                12. Payroll                                         Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                               Payroll


                  Req #                                  Description of Requirement
                                                                                                                    Reporting
                  PY.342   The system has the ability to produce and modify Form 941s in electronic format.
                  PY.343   The system has the ability to produce ad hoc reports.
                  PY.344   The system has the ability to query online data from all modules in the ERP system.
                  PY.345   The system has the ability to generate a labor utilization report that shows filled and unfilled
                           positions with user-defined dates and position salary information.
                  PY.346   The system has the ability to accommodate proper reporting of all taxed and non-taxed
                           employee income.
                  PY.347   The system has the ability to produce all quarterly federal reports (e.g., W-2).
                  PY.348   The system has the ability to produce 941, W3, Census Bureau and other Federal or State
                           required reports.
                  PY.349   The system has the ability to produce all W-2 information for employees and reporting
                           agencies (e.g., IRS, state, etc.).
                  PY.350   The system has the ability to support electronic submission of reports for certain grants
                           and/or federal requirements (e.g., 1099, W-2, time and effort reporting, etc.).
                  PY.351   The system has the ability to provide workers' compensation reporting capabilities according
                           to Commonwealth of Virginia regulations.
                  PY.352   The system has the ability to track and generate reports on employees paid through
                           Accounts Payable and Payroll (reconciliation of the two modules for "checks and balances).

                  PY.353   The system has the ability to report on (and reconcile) unclaimed checks by user-defined
                           times.
                  PY.354   The system has the ability to support 1099s for retirement annuities.
                                                              The system has the ability to generate reconciliation reporting including (but not limited to)
                  PY.355        Biweekly payroll balancing - exception reporting by Department and Citywide;
                  PY.356        Biweekly payroll reconciliation to the General Ledger - exception reporting;
                  PY.357        Monthly payroll liability accounts reconciliation - exception reporting;
                  PY.358        Ad hoc reconciliation reporting at the department level.




Page 137 of 169                                                12. Payroll                                          Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                              Payroll


                  Req #                                 Description of Requirement
                                                                 The system has the ability to generate Payroll reporting, including (but not limited to) the
                  PY.359         Payroll balancing, including wages, taxes, withholdings;
                  PY.360         Tax reporting for remitting payroll tax deposits;
                  PY.361         Employee Labor Distribution Report (by department at the employee level);
                  PY.362         Audit reporting showing journal voucher than passes to the General Ledger;
                  PY.363         Direct deposit report to reconcile ACH and identify potential errors;
                  PY.364         Emergency time reporting (e.g., FEMA compliant time reporting).
                  PY.365   The system has the ability to provide online screens and reports related to earnings
                           including quarter-to-date, year-to-date (calendar and fiscal), and user-defined period
                           (weekly, bi-weekly, monthly, semi-monthly).
                  PY.366   The system has the ability to query and generate reports for one-time deductions.




Page 138 of 169                                               12. Payroll                                       Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                          Fixed Assets


                  Req #                                  Description of Requirement
                                                                                                      General Requirements
                                                           The system has the ability to calculate using all depreciation method options, including (but
                  FA.1          Straight-line;
                  FA.2          Modified straight line;
                  FA.3          Declining balance;
                  FA.4          Sum of year's digits;
                  FA.5          Flat rate.
                  FA.6    The system has the ability to calculate using all accepted depreciation balance and
                          depreciation methods.
                  FA.7    The system has the ability to store depreciation expense account.
                  FA.8    The system has the ability to capture depreciation balance at the date of transfer.
                  FA.9    The system has the ability to project current year's depreciation by cost center as well as
                          add a future year's capital budget, and then project the future year's depreciation by cost
                          center.
                  FA.10   The system has the ability to calculate depreciation retroactively.
                  FA.11   The system has the ability to provide depreciation calculation results for user defined periods
                          of time.
                  FA.12   The system has the ability to amortize or expense adjustments to cost, depreciation method,
                          and salvage value.
                  FA.13   The system has the ability to set user-defined depreciation calendars.
                  FA.14   The system has the ability to set rule-based user-definable depreciation.
                  FA.15   The system has the ability to set standard and user-controlled depreciation methods.
                  FA.16   The system has the ability to report depreciation sortable by existing fields including, (but not
                          limited to): asset; type; fund; and department.
                  FA.17   The system has the ability to provide an automatic calculation of depreciation changes at
                          period end.
                  FA.18   The system has the ability to calculate "back" depreciation to original acquisition date.
                  FA.19   The system has the ability to produce depreciation schedules for all funds, utilizing user
                          defined method(s) of depreciation.




Page 139 of 169                                             13. Fixed Assets                                         Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                         Fixed Assets


                  Req #                                 Description of Requirement
                  FA.20   The system has the ability to disallow object codes to be applied to commodity codes.

                  FA.21   The system has the ability to update or change depreciation information for a group of
                          assets.
                  FA.22   The system has the ability to transfer data from the purchase order to the fixed asset record.

                  FA.23   The system has the ability to enter fixed asset (FA) codes when the invoice is entered into
                          the system.
                  FA.24   The system has the ability to generate monthly reconciliation reports.
                  FA.25   The system has the ability to mass transfer assets from one organization/agency code to
                          another.
                  FA.26   The system has the ability to only transfer within the same fund type.
                  FA.27   The system has the ability to enter assets retroactively.
                  FA.28   The system has the ability to set classifications for each asset. (For example, change
                          department number to classification codes from General Services to Public Works.)

                          RPS: The system has the ability to set categories for each asset. (For example, Vehicles,
                          Machinery, Lawn/Yard Equipment,Computer Equipment); and sub categories for each asset
                          (example, passenger bus, utility van, work van)
                  FA.29   The system has the ability to delete/reverse a fixed asset with a proper audit trail.
                  FA.30   The system has the ability to track construction projects that have fixed assets with
                          automated depreciation.
                  FA.31   The system has the ability to cross reference commodity codes and object codes to ensure
                          accuracy.
                  FA.32   The system has the ability to automatically flag an asset when it's time to retire it from the
                          fixed assets system.
                  FA.33   The system has the ability to search by history and user tracking.
                  FA.34   The system has the ability to provide tracking by Fund, Agency, Organization, and Activity.

                  FA.35   The system has the ability to track assets by fleet number, description, type, unique tag
                          number, location, bar code, and lease.



Page 140 of 169                                            13. Fixed Assets                                           Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                          Fixed Assets


                  Req #                                  Description of Requirement
                  FA.36   The system has the ability to track lease information.
                  FA.37   The system has the ability to track lease asset and intangible tracking.
                  FA.38   The system has the ability to provide controls for maintaining unique City generated tag
                          numbers.
                  FA.39   The system has the ability to store original purchase order number and original vendor
                          information.
                  FA.40   The system has the ability to track acquisition date, cost, and Accounts Payable reference.
                          RPS: system should track original expense code, purchase order and invoice information
                          and cross reference it for match to the A/P system.

                  FA.41   The system has the ability to generate tax basis cost at acquisition.
                  FA.42   The system has the ability to track multiple user-defined dates, including but not limited to
                          transfer dates.
                  FA.43   The system has the ability to report a disposal date and value.
                  FA.44   The system has the ability to report gain and loss by the book value.
                  FA.45   The system has the ability to allow access and restore capabilities for archived data.
                  FA.46   The system has the ability to report against a capital budget.
                  FA.47   The system has the ability to compare actual additions to the capital budget and calculate
                          variances.
                  FA.48   The system has the ability to compare approved funds request to a capital budget as well as
                          actual additions to the approved funds request (actual, approved funds, and budget can all
                          be different numbers).
                  FA.49   The system has the ability to provide on-line access to the fixed asset module.
                  FA.50   The system has the ability to store leased property detail.
                  FA.51   The system has the ability to report by historical, constant, and current dollar.
                  FA.52   The system has the ability to provide capital lease obligation and payment reporting.
                  FA.53   The system has the ability to report operating lease payments.
                  FA.54   The system has the ability to report construction-in-progress.
                  FA.55   The system has the ability to transfer asset options including fully or partially, current period
                          or retroactively, and mass transfer.



Page 141 of 169                                             13. Fixed Assets                                         Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                          Fixed Assets


                  Req #                                  Description of Requirement
                  FA.56   The system has the ability to report transactions: period additions, transfers, disposals, and
                          depreciation by asset, type, and department.
                  FA.57   The system has the ability to report transactions, including (but not limited to) the following:
                          gains/losses by asset, type, and department.
                  FA.58   The system has the ability to conduct asset reporting including (but not limited to) the
                          following: acquisition; transfers and retirements; adjustments; expense ledger; property
                          listing; and reserve summary.
                  FA.59   The system has the ability to allow for an unlimited number of assets.
                  FA.60   The system has the ability for unlimited fiscal periods/calendars.
                  FA.61   The system has the ability to automatically update the General Ledger at period end.
                  FA.62   The system has the ability to automatically update fixed assets system from the Accounts
                          Payable entry.
                  FA.63   The system has the ability to automatically validate manually entered fixed asset entries
                          against an associated Accounts Payable record, including the City's receiver (RC) date.

                  FA.64   The system has the ability to automatically update fixed asset records based on journal
                          entries of transfers or disposals.
                  FA.65   The system has the ability to calculate gain or loss on disposal.
                  FA.66   The system has the ability to be in full compliance with FASB 13 for leases.
                  FA.67   The system has the ability to be in full compliance with GASB34.
                  FA.68   The system has the ability to determine and maintain salvage values for assets.
                  FA.69   The system has the ability to monitor, or report on, assets based on department, category
                          code, or other description or serial number.
                  FA.70   The system has the ability to output listings of assets by any system-defined field, including
                          (but not limited to) the following: room, floor, and building location; category; department;
                          and value.
                  FA.71   The system has the ability to accommodate separate fields for including (but not limited to)
                          the following: room, floor, and building location; category; department; and value.

                  FA.72   The system has the ability to report on assets based on funding source.




Page 142 of 169                                             13. Fixed Assets                                         Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                         Fixed Assets


                  Req #                                 Description of Requirement
                  FA.73   The system has the ability to maintain and track physical location, person responsible, and
                          department responsible for a particular asset.
                  FA.74   The system has the ability to maintain and track non-depreciated assets (general fixed
                          assets and land).
                  FA.75   The system has the ability to import records from other systems.
                  FA.76   The system has the ability to establish asset groups.
                  FA.77   The system has the ability to store user-defined asset information.
                  FA.78   The system has the ability to allow for the ability to account for the sale of surplus
                          equipment.
                  FA.79   The system has the ability to automatically archive retired and/or sold assets on a scheduled
                          or user-defined basis.
                  FA.80   The system has the ability to store asset record that includes disposal category or method
                          (Transfer, Sale, Salvage, Obsolete).
                  FA.81   The system has the ability to do periodic inventories via methods including (but not limited
                          to): barcode reading; bar-code scanning; and RFID.
                  FA.82   The system has the ability to allow for automatic reminders to update asset records based
                          on activity initiated by Accounts Receivable, Accounts Payable, or some other non-standard
                          transaction.
                  FA.83   The system has the ability to archive and/or purge retired fixed assets based on user-
                          defined criteria (including but not limited to fiscal year rollover).
                  FA.84   The system has the ability to code by buildings and improvements.
                  FA.85   The system has the ability to code by improvements other than buildings.
                  FA.86   The system has the ability to code by machinery and equipment.
                  FA.87   The system has the ability to code by land.
                  FA.88   The system has the ability to code by infrastructure.
                  FA.89   The system has the ability to code by vehicles.
                  FA.90   The system has the ability to integrate the Fixed Assets module with the Work Order,
                          Inventory Management, General Ledger, Purchasing/Receiving, Accounts Payable, Project
                          Accounting, and all other Finance modules.
                  FA.91   The system has the ability to integrate/interface with Azteca's Cityworks (Work Order)
                          system to maintain value of assets.


Page 143 of 169                                           13. Fixed Assets                                       Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                          Fixed Assets


                  Req #                                  Description of Requirement
                  FA.92    The system has the ability to integrate/interface with Extended Projects (capital projects)
                           system to maintain value of assets.
                  FA.93    The system has the ability to integrate/interface with other industry standard work order
                           systems, including but not limited to SAP, Lawson, and Peoplesoft to maintain value of
                           assets.
                  FA.94    The system has the ability to integrate vehicle asset records with a vehicle maintenance and
                           tracking system.
                  FA.95    The system has the ability to fully integrate fixed asset tracking and monitoring with all other
                           system modules.
                  FA.96    The system has the ability to integrate with GIS systems for fixed asset tracking.
                                                                                                                   Reporting
                  FA.97    The system has the ability to print ad hoc reports.
                  FA.98    The system has the ability to create depreciation reports and other types, both canned and
                           ad-hoc.
                  FA.99    The system has the ability for the City to meet CAFR and other required reporting activities.

                  FA.100   The system has the ability to provide GASB34 reports.
                  FA.101   The system has the ability to provide exception reporting on Fixed Assets/Accounts Payable
                           reconciliation.




Page 144 of 169                                             13. Fixed Assets                                       Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                          Inventory and Asset Management


                  Req #                                  Description of Requirement
                                                                                                             General Requirements
                  IM.1    The system has the ability to group parts by user-defined criteria.
                  IM.2    The system has the ability to group items by several characteristics, including (but not limited
                          to): part number, part type, and other user-defined fields.
                  IM.3    The system has the ability to integrate with Internet-based vendor systems, including (but not
                          limited to): NAPA; automotive service providers; and car dealers.
                  IM.4    The system has the ability to provide master inventory system (all department inventory
                          locations combined), with the capability to view inventory by department.
                  IM.5    The system has the ability to charge parts to a specific fleet unit directly from the Inventory
                          Management module.
                  IM.6    The system has the ability to support bar-coding technology.
                  IM.7    The system has the ability to provide unique inventory numbers for each inventory item.

                  IM.8    The system has the ability to accommodate bulk inventory (e.g., sand piles).
                  IM.9    The system has the ability to track hazardous materials inventories.
                  IM.10   The system has the ability to utilize RFID technology.
                  IM.11   The system has the ability to support use of bar coding for all inventory items.
                  IM.12   The system has the ability to rate vendors based on user-defined performance metrics.
                  IM.13   The system has the ability to track contracts with vendors.
                  IM.14   The system has the ability to support cycle counts.
                  IM.15   The system has the ability to support physical counts.
                  IM.16   The system has the ability to track office supplies.
                  IM.17   The system has the ability to support multiple user-defined numbering conventions for
                          inventory items.
                  IM.18   The system has the ability to accommodate multi-line item description, to provide as many
                          lines as necessary to describe an item.
                  IM.19   The system has the ability to display a picture of an item as it is being ordered.
                  IM.20   The system has the ability to support serial numbering and serialized inventory capabilities.

                  IM.21   The system has the ability to support shelf life tracking.



Page 145 of 169                                  14. Inventory and Asset Management                                Last Modified Date: 02/21/2007
                                                 The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                           Inventory and Asset Management


                  Req #                                   Description of Requirement
                  IM.22   The system has the ability to prompt user to use the oldest lot number or other marking
                          number first. (This could apply to a lot as well.)
                  IM.23   The system has the ability to support single and mass changes to inventory items, with
                          appropriate audit trails.
                  IM.24   The system has the ability to copy all of the information from a similar record and modify
                          accordingly. (Copy Vendor Information for New Items.)
                  IM.25   The system has the ability to support multiple stocking locations in the same warehouse.

                  IM.26   The system has the ability to cost inventory using an average costing method, including, but
                          not limited to: FIFO (first-in, first-out), LIFO (last-in, first-out) , average costing method, etc.

                  IM.27   The system has the ability to query on-line all items below the reorder point.
                  IM.28   The system has the ability to maintain vendor item numbers for cross referencing multiple
                          vendors.
                  IM.29   The system has the ability to produce inventory count worksheets upon demand.
                  IM.30   The system has the ability to maintain equipment service records.
                  IM.31   The system has the ability to set user-defined alerts for re-order of supplies.
                  IM.32   The system has the ability to support multiple units of measure (e.g., #, mL, linear feet,
                          gallons, etc.) and provide flexible conversions from US measures to the metric system (e.g.,
                          from meters to feet, and feet to meters).
                  IM.33   The system has the ability to allow for the ability to account for the sale of surplus
                          equipment.
                  IM.34   The system has the ability to recalculate the recommended minimum on-hand quantity
                          (a.k.a., safety quantity) on a continuous basis for user-selected inventory.
                  IM.35   The system has the ability to maintain different ordering lead times for each inventory item.

                  IM.36   The system has the ability to create warehouse automatic reordering system to reduce
                          manual input of requisitions by warehouse staff.
                  IM.37   The system has the ability to track multiple warehouse locations.
                  IM.38   The system has the ability to move inventory between warehouse locations.
                  IM.39   The system has the ability to track work done to maintain assets.



Page 146 of 169                                   14. Inventory and Asset Management                                     Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                          Inventory and Asset Management


                  Req #                                  Description of Requirement
                  IM.40   The system has the ability to utilize inventory tracking methods in compliance with standard
                          audit practices in the State of Virginia.
                  IM.41   The system has the ability to comply with GASB-34 and all other federal audit requirements
                          without exception.
                  IM.42   The system has the ability to accommodate inventory requests (from submitting request to
                          fulfillment) via automated workflow.
                  IM.43   The system has the ability to track inventory requests by (but not limited to) the following:
                          employee; job; division; and other user-defined fields.
                  IM.44   The system has the ability to track employees on user-defined fields including (but not
                          limited to): order fulfillment accuracy; time to fulfill order; and number of orders filled.
                  IM.45   The system has the ability to allow users to submit inventory requests.
                  IM.46   The system has the ability to display user-defined notices to system users (e.g., warehouse
                          closure, etc.).
                  IM.47   The system has the ability to interface with industry standard municipal control management
                          systems (MCMS), including CGI Maximus.
                  IM.48   The system has the ability to interface with the CribMaster application in the City's
                          Department of Utilities.
                  IM.49   The system has the ability to interface with industry standard inventory management
                          systems.
                  IM.50   The system has the ability to interface with the MainSaver application in the City's
                          Department of Utilities.
                  IM.51   The system has the ability to be interfaced with industry standard fleet management
                          systems, including (but not limited) to Maximus.
                  IM.52   The system has the ability to fully integrate inventory and asset management with other
                          system modules, including (but not limited to): Purchasing and Fixed Assets.
                  IM.53   The system has the ability to interface with the Banner customer service module.
                  IM.54   The system has the ability to integrate/interface with standard Work Order systems,
                          including (but not limited to) Azteca's Cityworks, in order to transfer items.
                  IM.55   The system has the ability to integrate/interface with other industry standard work
                          order/inventory systems such as SAP, Lawson, and Peoplesoft to transfer items.
                                                                                                                       Reporting




Page 147 of 169                                  14. Inventory and Asset Management                                    Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                         Inventory and Asset Management


                  Req #                                 Description of Requirement
                  IM.56   The system has the ability to produce month end inventory valuation reports for General
                          Ledger.
                  IM.57   The system has the ability to produce standard year-end reports required for the City to meet
                          all financial reporting requirements, including (but not limited to) the CAFR.
                  IM.58   The system has the ability to generate ad-hoc reports.
                  IM.59   The system has the ability to print a report of all items at or below the reorder point.




Page 148 of 169                                 14. Inventory and Asset Management                               Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                             Work Orders/Capital Projects


                  Req #                                  Description of Requirement
                                                                                                     General Requirements - Work Orders
                  WO.1    The system has the ability to create, edit, assign, dispatch, prioritize, and close work orders.

                  WO.2    The system has the ability to support the work order needs of various municipal
                          departments, including (but not limited to): Public Utilities; Public Works; Parks and
                          Recreation; Fleet Maintenance; and Building Maintenance.
                  WO.3    The system has the ability to track standard work order fields, including (but not limited to):
                          man hours; material/equipment costs; trade group/s responding; employee unique identifier;
                          hourly wage; hours worked; associated hours; and contract services.
                  WO.4    The system has the ability to search the system by user defined periods of time.
                  WO.5    The system has the ability to interface/integrate with handheld devices.
                  WO.6    The system has the ability to support wireless communications.
                  WO.7    The system has the ability to have a web-interface.
                  WO.8    The system has the ability to identify projects by city council district.
                  WO.9    The system has the ability to identify projects by county.
                  WO.10   The system has the ability to identify projects by neighborhood.
                  WO.11   The system has the ability to view and report work orders by city council district.
                  WO.12   The system has the ability to view and report work orders by county.
                  WO.13   The system has the ability to view and report work orders by neighborhood.
                  WO.14   The system has the ability to capture spatial information, including but not limited to streams,
                          intersections, and fields.
                  WO.15   The system has the ability to provide a description field for non-standard address
                          information.
                  WO.16   The system has the ability to generate work order estimates based on user defined inputs.

                  WO.17   The system has the ability to retain work order estimate data for historical reference.
                  WO.18   The system has the ability to close out work order and automatically transfer to fixed asset
                          module.
                  WO.19   The system has the ability to zero out work orders. (But does not close out the project.)




Page 149 of 169                                    15. Work Orders/Capital Projects                                 Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                             Work Orders/Capital Projects


                  Req #                                 Description of Requirement
                  WO.20   The system has the ability to close out a project, but still be able to see history of
                          expenditures.
                  WO.21   The system has the ability to track retainage (amount held in escrow for vendor while project
                          is being completed.)
                  WO.22   The system has the ability to accommodate user-defined recurring work orders (blanket
                          orders).
                  WO.23   The system has the ability to use GIS resources for best routing.
                  WO.24   The system has the ability to use GPS resources for best routing.
                  WO.25   The system has the ability to close a project partway through.
                  WO.26   The system has the ability to plan, budget, and track labor distribution hours by project or
                          work order.
                  WO.27   The system has the ability to support automatic entry into other modules, such as inventory
                          and fixed assets and work order from purchasing.
                  WO.28   The system has the ability to generate routine work order(s) for non-capital expenditures.

                  WO.29   The system has the ability to search work orders by divisions, City Council districts, and/or
                          departments at different locations using an unlimited number of search criteria.
                  WO.30   The system has the ability to store task procedures for standard procedures (such as
                          maintenance procedures).
                  WO.31   The system has the ability to include standard completion dates at the task and project level.

                  WO.32   The system has the ability to calculate project cost estimating and comparison – actual vs.
                          estimate.
                  WO.33   The system has the ability to create preventative (scheduled) or reactive maintenance work
                          orders.
                  WO.34   The system has the ability to schedule printing, print lists of searched work orders, print
                          individual work orders, and customize work order printouts.
                  WO.35   The system has the ability to create user defined work orders with customization specific for
                          each division.
                  WO.36   The system has the ability to create work order forms/notice to
                          proceed/messages/certificates of completion to provide approval to vendor to begin work on
                          specific project tasks and/or phases of work.


Page 150 of 169                                   15. Work Orders/Capital Projects                                Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                            Work Orders/Capital Projects


                  Req #                                Description of Requirement
                  WO.37   The system has the ability to create and maintain user-defined work phases (also referred to
                          as work breakdown structure).
                  WO.38   The system has the ability to reschedule uncompleted work by maintaining constraints when
                          uncompleted work is rescheduled and select any rescheduled date.
                  WO.39   The system has the ability to establish standard hours for a work order or activity, which will
                          then show as defaults in the timesheet.
                  WO.40   The system has the ability to provide a work order statistical summary report showing
                          information on completed work orders.
                  WO.41   The system has the ability to provide performance metrics based on work orders and
                          workflow options.
                  WO.42   The system has the ability to track work orders and approve electronically.
                  WO.43   The system has the ability to capture shared (cross-departmental) work orders.
                  WO.44   The system has the ability to evaluate resource workload and availability in order to identify
                          the best resource available for the task.
                  WO.45   The system has the ability to archive and/or purge closed or canceled work orders based on
                          user-defined criteria.
                  WO.46   The system has the ability to track work requests that have not yet been approved.
                                                                                                   General Requirements - Capital Projects
                  WO.47   The system has the ability to report construction-in-progress.
                  WO.48   The system has the ability to track anticipated and current project schedules for the life of
                          the project.
                  WO.49   The system has the ability to associate work orders with capital projects and accommodate
                          for multiple work orders (e.g. for various phases, trades, etc.).
                  WO.50   The system has the ability to apply direct labor, overhead costs, capitalized interest to
                          project costs.
                  WO.51   The system has the ability to track capital project costs from inception until the project is fully
                          capitalized, with the ability to store other data such as measurements, quantities, and other
                          statistics.
                  WO.52   The system has the ability to link capital projects to fixed assets, so that upon completion of
                          the phases of the project, capital expenditures are converted to fixed assets.




Page 151 of 169                                   15. Work Orders/Capital Projects                               Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                             Work Orders/Capital Projects


                  Req #                                 Description of Requirement
                  WO.53   The system has the ability to maintain historical data for all capital and operating projects
                          across multiple fiscal years.
                  WO.54   The system has the ability to track capital project revenues by source and type of revenue.

                  WO.55   The system has the ability to roll-up or summarize project expenditures to a higher budget
                          level.
                  WO.56   The system has the ability to customize workflow options for all capital project accounting
                          processes.
                  WO.57   The system has the ability to record timesheet information against a project.
                  WO.58   The system has the ability to account for grant and other reimbursements after a project has
                          been closed.
                  WO.59   The system has the ability to enter text or comments on-line to a specific project.
                  WO.60   The system has the ability to accommodate multiple adjustments and multiple transfers of
                          funds within projects, with proper authorization and audit trail.
                  WO.61   The system has the ability to establish project budgets (balanced) across funds and
                          divisions.
                  WO.62   The system has the ability to track versions of the project budget (e.g., Original or Proposed,
                          Council Approved, etc.).
                  WO.63   The system has the ability to associate multiple funding sources with projects and track the
                          application of funding to actual expenditure.
                  WO.64   The system has the ability to establish project accounts to record and track project budgets,
                          encumbrances, and expenditures.
                  WO.65   The system has the ability to copy project accounts established from previous projects, then
                          modify for a newly created project.
                  WO.66   The system has the ability to maintain data across multiple fiscal years for as long as the
                          project is open and for a user-specified period after project close.
                  WO.67   The system has the ability to record project activity across multiple divisions.
                                                                                  The system has the ability to accommodate a variety of projects such as:
                  WO.68          Small capital expenses (e.g., remodeling);
                  WO.69          Large capital projects (e.g., buildings, infrastructure).
                                                                                            The system has the ability to classify the project by:



Page 152 of 169                                    15. Work Orders/Capital Projects                                Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                            Work Orders/Capital Projects


                  Req #                                 Description of Requirement
                  WO.70        Type of project (water, sewer, building, etc.);
                  WO.71        GIS Coordinates;
                  WO.72        Location (City Council district, neighborhood association, enterprise zone, geographical
                               area, etc.);
                  WO.73        Administering division.
                  WO.74   The system has the ability to provide user defined categories, including but not limited to,
                          CAFR or GASB 34 categories.




Page 153 of 169                                   15. Work Orders/Capital Projects                               Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                             Work Orders/Capital Projects


                  Req #                                 Description of Requirement
                                                                    The system has the ability to track the following dates, including original and all rev
                  WO.75          Funding Year;
                  WO.76          Bid Date;
                  WO.77          Planned start date;
                  WO.78          Notice to Proceed Date;
                  WO.79          Construction start date;
                  WO.80          Actual start date;
                  WO.81          Planned completion date;
                  WO.82          Substantial Completion Date (per phase or other user-specified period);
                  WO.83          Project completion date;
                  WO.84          Critical Dates/Milestones (unlimited);
                  WO.85          City Council approval date.
                  WO.86   The system has the ability to track the City Council approval ordinance number.
                  WO.87   The system has the ability to prioritize projects according to department-level user-defined
                          criteria.
                  WO.88   The system has the ability to classify project costs according to task (i.e., inspection,
                          design).
                  WO.89   The system has the ability to close a project upon a user specified date.
                  WO.90   The system has the ability to alert user and other specified personnel/departments if there
                          are outstanding commitments or unsatisfied deadlines in a project upon attempt to close.

                  WO.91   The system has the ability to alert specified users and/or management when a project is
                          nearing specified deadline/s.
                  WO.92   The system has the ability to prevent charges from being allocated to a closed project, sub-
                          project, or phase.
                  WO.93   The system has the ability to maintain multiple user-defined types of project
                          completions/status. For example, project may be complete from a performance viewpoint
                          but still open for accounting purposes.
                  WO.94   The system has the ability to track dedicated funds set aside for selected activities in
                          projects (e.g., set aside funds for planned activities as they become known).



Page 154 of 169                                   15. Work Orders/Capital Projects                                 Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                              Work Orders/Capital Projects


                  Req #                                   Description of Requirement
                  WO.95    The system has the ability to account for advance planning activities prior to the
                           establishment of a project and transfer the costs to the project after it is established.
                  WO.96    The system has the ability to ensure that accounts charged are valid for specified projects
                           (e.g., costs are valid or budgeted for the project).
                  WO.97    The system has the ability to allow allocating an amount by entered percentages to various
                           projects (e.g., bond funds vs. customer deposits).
                  WO.98    The system has the ability to allow user-defined rules to validate work order charges are
                           applied against valid accounting strings.
                  WO.99    The system has the ability to make overhead/indirect cost allocations to projects, including
                           the use of multiple, flexible overhead rates.
                  WO.100   The system has the ability to perform flexible budgeting for projects while adhering to the
                           level of budgetary controls established in the adopted budget.
                  WO.101   The system has the ability to track unfunded projects.
                  WO.102   The system has the ability to accommodate scheduled projects where funding approval is
                           pending.
                  WO.103   The system has the ability to set tolerances (by dollar amount or a percentage) for
                           notification of appropriate users when the balance in a user defined account (e.g., a capital
                           improvement project account) drops to a user-defined level.
                  WO.104   The system has the ability to reconcile capital project accounting and financial accounting
                           records (to identify whether they balance).
                  WO.105   The system has the ability to trigger a notification upon substantial completion and other
                           user-defined critical milestones.
                                                                                                                  Project Costing
                  WO.106   The system has the ability to provide Budget vs. Actual reports per project or across multiple
                           projects for any date range.
                  WO.107   The system has the ability to track grant revenues, both anticipated and actually received,
                           allocated to a project.
                  WO.108   Ability to rollover remaining budgets from one year to another (e.g., grant ends in June, but
                           can continue to spend through the end of July, etc.).
                  WO.109   The system has the ability to create user-defined reimbursement categories.
                  WO.110   The system has the ability to assign overhead costs to specific cost classifications.




Page 155 of 169                                     15. Work Orders/Capital Projects                                 Last Modified Date: 02/21/2007
                                              The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                            Work Orders/Capital Projects


                  Req #                                Description of Requirement
                  WO.111   The system has the ability to accumulate, track, and report on costs by user-defined
                           organizational level.
                  WO.112   The system has the ability to accumulate, track, and report on costs associated with a
                           particular activity or type of service.
                  WO.113   The system has the ability to provide on-line access to actual and budgeted cost information
                           for supplies and services.
                  WO.114   The system has the ability to provide on-line access to actual and budgeted cost information
                           for salaries and employee benefits.
                  WO.115   The system has the ability to maintain, track, and accumulate actual costs, and combine
                           these actual costs with user-calculated or user-input costs.
                  WO.116   The system has the ability to manipulate combined costs (system-maintained costs and user-
                           input costs) and generate user-defined cost statistics.
                  WO.117   The system has the ability to track and report a reimbursable percentages on an associated
                           expenditure.
                  WO.118   The system has the ability to identify, track, and monitor matching funds.
                  WO.119   The system has the ability to support analysis of project costs, both prior to a project ("what
                           if" scenarios) and on an ongoing basis throughout the life of the project.
                                               The system has the ability to accumulate costs either manually or automated from the following sources (
                  WO.120          Timesheets and other time entry devices;
                  WO.121          Information from the payroll system;
                  WO.122          Pay variances including overtime, sick days, holidays, etc.;
                  WO.123          Accounts payable information;
                  WO.124          Mileage/fuel expenditures;
                  WO.125          Equipment/asset costs.
                  WO.126   The system has the ability to integrate with the City's General Billing, Fixed Assets,
                           Inventory, Payroll, Permits and Code Enforcement, Project and Grant Accounting, and all
                           other Finance modules.
                  WO.127   The system has the ability to natively integrate with Public Works Cityworks (Work Order)
                           system.




Page 156 of 169                                  15. Work Orders/Capital Projects                            Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                             Work Orders/Capital Projects


                  Req #                                  Description of Requirement
                  WO.128   The system has the ability to interface/integrate with other work order systems, including (but
                           not limited to): Maintenance Man, Extended Projects (Advantage Financial System),
                           Maximus, and the City's Department of Public Works Capital Budget Database (Oracle
                           database).
                  WO.129   The system has the ability to interface with Banner customer service module.
                  WO.130   The system has the ability to integrate with the City's citizen request system.
                  WO.131   The system has the ability to integrate with the City's GIS system.
                                                                                                                  Reporting
                  WO.132   The system has the ability to aggregate reports by user defined levels, (including but not
                           limited to): city-wide; departments; city council districts; and divisions.
                  WO.133   The system has the ability to generate aggregate reports for user defined time periods.
                  WO.134   The system has the ability to generate executive level reports by status, including but not
                           limited to in progress, complete, scheduled, and future projects (executive dashboard).

                  WO.135   The system has the ability to provide business intelligence reports.
                  WO.136   The system has the ability to produce life-to-date reports.
                  WO.137   The system has the ability to develop dashboard reports based on user-defined business
                           intelligence criteria.
                  WO.138   The system has the ability to generate FEMA compliant reporting.




Page 157 of 169                                    15. Work Orders/Capital Projects                               Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                  General and Technical


                  Req #                                 Description of Requirement
                                                                                                            Technical Environment
                  GN.1    All changes made in the system will flow throughout the System's modules without the need
                          for duplicate data entry.
                  GN.2    The system has the ability to import and export data from (to) standard file formats such as
                          TXT, XML, MS Word, MS Excel, CSV, and MS Access.
                  GN.3    The system has the ability to post data in a real-time fashion.
                  GN.4    The system has the ability to provide a compliment of standard reports, an ad-hoc reporting
                          environment that can be connected nativley and also is ODBC compliant, and the ability to
                          modify existing standard reports.
                  GN.5    The system has the ability to access data files at the same time without collision or
                          file/record/field locking problems.
                  GN.6    The system has the ability to support foreign zip codes.
                  GN.7    The system has the ability to provide a centralized data dictionary, that fully describes table
                          structure, and appropriate levels of metadata.
                  GN.8    The screen response time is sub-second for all applications.
                  GN.9    The system can generate each standard report in less than five minutes. Reports that will
                          require more than this amount of time should be listed in the comments section with a
                          description of the reason so much time is required.
                  GN.10   The system has the ability to be completely web-enabled and does not require the
                          installation of software on each desktop.
                  GN.11   Customizations paid for by the City become part of general release.
                  GN.12   Major releases are sent once a year with appropriate fixes sent as needed.
                  GN.13   Notification is sent to City when releases are available to be loaded.
                  GN.14   Each release contains detailed documentation with each release that describes what was
                          fixed and what was new in the release.
                  GN.15   The system has the ability to provide vendor supplied out-of-the-box test scripts that can be
                          modified by the City.
                  GN.16   The system has the ability to provide SOAP-compliant services.
                  GN.17   The system has the ability to operate on a virtual machine.
                  GN.18   The system has the ability to schedule reports and processes to be run after hours.




Page 158 of 169                                      16. General and Technical                                   Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                  General and Technical


                  Req #                                 Description of Requirement
                  GN.19   The database must meet the City’s standards and listed on the approved database list which
                          currently includes SQL, and Oracle.
                  GN.20   The system has the ability to be hosted on Windows, UNIX (HP-UX), or LINUX (Suse).
                  GN.21   The system has the ability to support common web browsers, such as Internet Explorer and
                          Mozilla.
                  GN.22   The system has the ability to perform report generation processes that require a large
                          volume of CPU cycles, and provide the ability to generate reports from a separate server,
                          avoiding slow-downs in the transactional system.
                  GN.23   The system has the ability to deposit software source code with Iron Mountain naming the
                          City as a beneficiary under the City's current agreement with Iron Mountain, or the vendor
                          may utilize the City's Department of Information Technology as the Escrow Agent. The City
                          shall not be charged a fee regardless of the method selected.
                  GN.24   The system has the ability to contain the capability to configure the system, including but not
                          limited to: Screen formats and function keys; command subsets for context menus; and
                          codes and keywords.
                  GN.25   The system has the ability to adapt to four regions: (1) a test region/environment, (2) a
                          staging region/environment, (3) a production region/environment, and (4) a training region,
                          all of which shall be independent regions. Under no circumstances will the test, staging, and
                          training regions be housed on the same hardware as the production region. The training
                          region shall contain a copy of the information that is defined in the production system.
                          Vendors may not invoke additional license fees for the test, staging, and training
                          environments.
                  GN.26   The vendor must perform data conversion to facilitate acceptance testing with City data.

                  GN.27   The system has the ability to provide a method to archive and purge historical data older
                          than a specified date, based on appropriate legal record retention requirements.
                  GN.28   The system has the ability to clearly define archival and purge procedures that do not
                          degrade or interrupt the ERP system.
                  GN.29   The system has the ability to be table driven and contain a secured system to update code
                          table items.
                  GN.30   Once a time is recorded by the system (automatically associated with an activity), it shall not
                          be modifiable.



Page 159 of 169                                       16. General and Technical                                     Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                  General and Technical


                  Req #                                 Description of Requirement
                  GN.31   The ERP system must be an established system. The City will not be a beta site.
                  GN.32   The system has the ability to operate in a redundant fashion whereby the primary hardware
                          can be failed over to a hot standby system.
                  GN.33   The system has the ability to allow administrators to schedule downtime for the entire
                          system.
                  GN.34   The system will provide a report and/or pop up window identifying critical tasks assigned to
                          an individual that needs to be reassigned (i.e., table maintenance responsibility, journal entry
                          approval, etc.).
                                                                                                         Security - Authentication
                  GN.35   The system has the ability to allow all system access to occur by entry and validation of a
                          user identification number (ID) and password (preferably active directory and pass-thru
                          authentication).
                  GN.36   The system has the ability to store passwords in encrypted form.
                                                                                                          Security - Access Control
                  GN.37   The system's import and export capabilities provide user-level security options to control
                          access to sensitive information.
                  GN.38   The system has the ability to support file, record, and field level security.
                  GN.39   The system has the ability to provide role-based security.
                  GN.40   The system has the ability to provide document-based security.
                  GN.41   The system has the ability to update all security roles automatically when a change in the
                          "master" role is made.
                  GN.42   The system has the ability to provide functional security to control what processes can be
                          performed by certain users.
                  GN.43   The system has the ability to provide access to audit trails for only the users with proper
                          security based upon the user’s security profile.
                  GN.44   The system has the ability to allow any user with the proper security, to be able to print event
                          information or event audit trail information.
                  GN.45   The system has the ability to allow system hardware to integrate security and file system
                          permissions with the City’s Active Directory environment.
                  GN.46   The system has the ability to allow the System Administrator to add and change permissions
                          for the system access.



Page 160 of 169                                      16. General and Technical                                    Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                  General and Technical


                  Req #                                 Description of Requirement
                  GN.47   The system has the ability to log users off the system after an administrator-defined period
                          of inactivity.
                                                                                                                Security - Audit
                  GN.48   The system has the ability to track audit changes throughout the system that creates a log of
                          all records maintained, and includes date, time, user, information prior to change, and
                          changed information.
                  GN.49   The system has the ability to provide customizable audit reports.
                  GN.50   The system has the ability to provide audit reports.
                  GN.51   The system has the ability to provide exception reports.
                  GN.52   The system has the ability to provide configurable exception reports.
                  GN.53   The system has the ability to allow the audit trail to record the user ID and IP address/MAC
                          address/PC name associated with each incident/unit history.
                  GN.54   The system has the ability to allow authorized users to have access to a log of security
                          activity to determine users that have signed on and off the system, as well as unsuccessful
                          attempts to sign on to the system.
                  GN.55   The system has the ability to provide automated Sarbanes-Oxley reporting for compliance
                          purposes.
                  GN.56   The system has the ability to allow the audit trail to have a date/time stamp to the nearest
                          second.
                                                                                                             Security - Continuity
                  GN.57   The system has the ability to provide total hardware redundancy.
                  GN.58   The system has the ability to not be susceptible to any single point of failure (software
                          redundancy).
                  GN.59   The system has the ability to be operational on a 24 x 7 scheduled basis.
                  GN.60   The system has the ability to support both tape and tape less backups.
                  GN.61   The system has the ability to provide roll-back capability in the database in order to rebuild
                          data files, if necessary.
                                                                                                                 User Interface
                  GN.62   The system has the ability to provide drop down boxes for code selection.




Page 161 of 169                                       16. General and Technical                                    Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                  General and Technical


                  Req #                                Description of Requirement
                  GN.63   The system has the ability to ensure access to "quick keys" on keyboard to facilitate rapid
                          data entry that gives user another option that reduces computer mouse use.
                  GN.64   The system has the ability to provide online help documentation.
                  GN.65   The system must be ADA (Americans with Disabilities Act), 508-compliant.
                  GN.66   The system has the ability to provide integration with the Microsoft clipboard.
                  GN.67   The system has the ability to provide administrator configurable error messages.
                  GN.68   The system has the ability to provide user-defined fields.
                  GN.69   The system has the ability to allow the City to determine which fields are required.
                  GN.70   The system has the ability to identify fields that the City has determined are required for
                          users.
                  GN.71   The system has the ability to provide an administrative messaging system.
                  GN.72   The system has the ability to provide customizable screens based on roles and permissions.

                  GN.73   The system has the ability to provide contextual help.
                  GN.74   The system has the ability to provide customizable help.
                  GN.75   The system has the ability to provide validate data on entry.
                  GN.76   The system has the ability to provide table-driven drop down menus.
                  GN.77   The system has the ability to attach files to records in the system.
                  GN.78   The system has the ability to accommodate a City-defined limit type of file.
                  GN.79   The system has the ability to allow an administrator to add a new value to a drop down table
                          without having to leave table.
                  GN.80   The system has the ability to accommodate City-defined limitations on the size of file
                          attachments.
                  GN.81   The system has the ability to provide an Executive Information System (EIS).
                  GN.82   The system has the ability to add a hyperlink to an external City-developed executable
                          routine, which takes a record from the ERP system and launches into a subsystem such as
                          the assessor's real estate parcel database.
                  GN.83   The system has the ability to provide reconciliation tools for all modules.
                  GN.84   The system has the ability to provide drill down capability on all screens.




Page 162 of 169                                      16. General and Technical                                   Last Modified Date: 02/21/2007
                                               The City of Richmond, Virginia
                                         Preliminary Functional and Technical Requirements

                                                  General and Technical


                  Req #                                  Description of Requirement
                  GN.85   The system has the ability to provide the user with standard field editing capabilities
                          including but not limited to: navigation forward and backward to complete data entry; the
                          ability to correct spelling mistakes without having to retype the entire word again; and the
                          ability to move from one task to another easily using the mouse or a single keystroke.

                  GN.86   The system has the ability to provide customizable screens.
                  GN.87   The system has the ability to search by wild cards.
                  GN.88   When performing a search in the system, if no matching record is found, the system will
                          display a message indicating such. The system shall not display a similar record instead of
                          an "exact match record".
                  GN.89   The system has the ability to display search results that will display user-defined number of
                          records per page; each record will contain basic information for the searched item.

                  GN.90   The system has the ability to allow a user to be able to page up and down search results and
                          sort by different fields of the search item.
                  GN.91   The system has the ability to produce error reports for statistical analysis and potential
                          training.
                  GN.92   The system has the ability to support pre-filled fields in appropriately pre-formatted screens
                          eliminating redundant data entry.
                  GN.93   The system has the ability to provide links to associated modules from any display screen to
                          minimize backing out of one screen to access another.
                  GN.94   The system has the ability to support mobile devices (Blackberries, Windows Mobile).
                  GN.95   The system has the ability to provide the user with integrated application modules that offer
                          a consistent user interface to minimize user training and administration of the system.

                                                                                                                  Support
                  GN.96   The vendor must proactively notify the City which releases of third-party software (JAVA
                          virtual machine, Internet Explorer, Mozilla, Safari, etc.) are known to create problems with
                          the current version of the vendor software.
                  GN.97   The vendor, at a minimum must adhere to City standards for issue resolution:
                  GN.98   Severity Level 1, system is down. City needs a live person right away, with a 1 hour
                          resolution time.


Page 163 of 169                                       16. General and Technical                                     Last Modified Date: 02/21/2007
                                                The City of Richmond, Virginia
                                          Preliminary Functional and Technical Requirements

                                                   General and Technical


                  Req #                                  Description of Requirement
                  GN.99    Severity Level 2, major functionality of the system is impacted or parts of the system are
                           down. City would like a 4 hour resolution time.
                  GN.100   Severity Level 3, non-mission critical processes are impacted. City would like a 24 hour
                           resolution time.
                  GN.101   The system has the ability to allow for City-defined severity levels for support.
                  GN.102   The vendor will provide web-based support, with a searchable database of common
                           problems, to assist end user in facilitating error messages.
                  GN.103   The system has the ability to adhere to City policy, which requires vendors to request for
                           access to the application for trouble shooting.
                  GN.104   The system has the "built-in" capability to provide support through remote access to the
                           application.
                  GN.105   The Vendor must provide software application helpdesk support 24 x 7.
                  GN.106   The system has the ability to provide a project management website, that includes ftp
                           process for file sharing between the vendor and client.
                  GN.107   The vendor provides 24 x 7 support for hardware.
                  GN.108   The vendor provides the ability to host the application in an ASP (Application Service
                           Provider) model.




Page 164 of 169                                        16. General and Technical                                    Last Modified Date: 02/21/2007
                                                                             The City of Richmond, Virginia
                                                                      Preliminary Functional and Technical Requirements

                                                                                     Integration Points
                               The chosen ERP system will need to integrate with the following third party applications in use by the City. The types of integration are:
                                   SEND: The ERP system will only need to SEND data to the third party application.
                                   RECEIVE: The ERP system will only need to RECEIVE data from the third party application.
                                   BOTH: The ERP system will need to both SEND and RECEIVE information to/from the third party application.



                                                                      Database           Type of
                         System                Vendor       Version   Platform         Integration        Reason for Integration          Criticality        Comments
                  All system modules must
                   natively integrate with                                                BOTH                                              Critical
                         one another.

                                                                                                        Refund, Journal Entries, Tax
                                                Tyler                 SQL Server
                          MUNIS                               7.5                         BOTH          Billing, Debt Set Off, Chart of     Critical
                                             Technologies               2005
                                                                                                                   Accounts

                                                                       Oracle 8 -
                                                                        HP-UX
                                                                          being
                        CIS Banner               City       Custom    upgraded to         BOTH                 Utility Billing System       Critical
                                                                        11g and
                                                                        Itanium
                                                                         server


                                                                                                                                                        MCMS is being retired
                                                                                                         Journal Vouchers (used by                       and replaced with the
                         M5 (Fleet)          AssetWorks      2.4.0      Oracle          RECEIVE                                             Critical
                                                                                                                   DPW)                                 M5 application from the
                                                                                                                                                             same vendor


                                                                                                                                                        Proposed changes to
                                                                                                        Payment vouchers, vendor                            the Advantage
                    Harmony (Case Mgt                                 SQL Server                        maintenance, Social service                     Interface will clear the
                                              Harmony        3.5.4                        BOTH                                              Critical
                        System)                                         2000                             payments, check requests                        path for a Harmony
                                                                                                         (used by Social Services)                        upgrade to the web
                                                                                                                                                            version (3.55).

                    Central Address File      City Web                   Geo                             Confirmation of Addresses
                                                            Custom                      RECEIVE                                             Critical
                           (CAF)               Service                 Database                             (used by everyone)
                                                                      Oracle 8.x -                             Export/Import data for
                   City Data Warehouse        Oracle DB     Custom                        BOTH                                              Critical
                                                                        HP-UX                                        reporting

                                                                                                          Importing state purchase
                   eVA (State of Virginia
                                                 CGI          NA          NA              BOTH           order number to match with        Desired
                   Procurement System)
                                                                                                        City Purchase Order number.

                                               Multiple
                    Bank Interfacing for
                                              (Currently      NA          NA              BOTH                 Check Reconciliation         Critical     Messaging (desired)
                      Reconciliation
                                              Wachovia)
                                                                                                          Submit file of checks to
                        Positive Pay           Multiple       NA          NA              SEND                                              Critical
                                                                                                         Banks for fraud prevention.

                                                                                                        Payment of election workers
                     Voter Registration          City       Custom     DB2 zOS          RECEIVE                                             Critical
                                                                                                          (used by City Registrar)
Page 165 of 169                                                                       18. Integration Points                                                       Last Modified Date: 02/20/2007
                                                                             The City of Richmond, Virginia
                                                                      Preliminary Functional and Technical Requirements

                                                                                     Integration Points
                               The chosen ERP system will need to integrate with the following third party applications in use by the City. The types of integration are:
                                   SEND: The ERP system will only need to SEND data to the third party application.
                                   RECEIVE: The ERP system will only need to RECEIVE data from the third party application.
                                   BOTH: The ERP system will need to both SEND and RECEIVE information to/from the third party application.



                                                                      Database           Type of
                         System              Vendor        Version    Platform         Integration       Reason for Integration         Criticality        Comments
                     Access Dunn and        Dunn and                                                    Credit rating information for
                                                             NA           NA             SEND                                            Desired
                        Bradstreet          Bradstreet                                                             vendors

                                                                                                         Interface with fixed assets
                                                                      SQL Server
                         Cityworks            Azteca         4.4                         BOTH               and payroll for GASB          Critical
                                                                        2000
                                                                                                          reporting (used by DPW)

                                                                       Oracle 9i -
                                                                        HP-UX
                                                                          being
                                                                                                       Inventory management (used
                        Cribmaster           WinWare        10.1.3    upgraded to        BOTH                                            Desired
                                                                                                                 by DPU)
                                                                        10g and
                                                                        Itanium
                                                                         server

                                                                     Oracle 9i -
                                                                      HP-UX
                                                             6.2        being
                                                                                                       Inventory Management (used
                        Mainsaver           Mainsaver     upgrading upgraded to          BOTH                                            Desired
                                                                                                                 by DPU)
                                                            to 7.8    10g and
                                                                      Itanium
                                                                       server

                                                                                                         Fixed assets, Purchasing
                     Radio Shop MCM            MCM           5.0                         BOTH                                            Desired
                                                                                                              (used by DPW)
                                                                      Oracle 9i -
                                                            5.4.7                                          Fixed assets, journal
                     TMS (Telephone                                    HP-UX
                                             Paytech       going to                      BOTH            vouchers, telephone bills       Desired
                   Management System)                                  going to
                                                             6.4                                              (used by DIT)
                                                                         11g

                                                                       Oracle 8 -
                                                                        HP-UX
                                                                          being
                                                                                                        Budget Application (used by
                    DPU Budget System          City        Custom     upgraded to        BOTH                                            Desired
                                                                                                                  DPU)
                                                                        11g and
                                                                        Itanium
                                                                         server


                                                                      SQL Server                       Geographical representation
                           GIS                 ESRI          9.3                        RECEIVE                                          Desired
                                                                        2005                             of data (used city wide)

                                             Johnson
                  Pegasus security system                                                              (Human Resources session)          Critical
                                             Controls

                                                                                                         Applicant Tracking process
                    Applicant Tracking
                                             Neo Gov                                     BOTH                facilitation (Human          Critical
                         System
Page 166 of 169                                                                       18. Integration Points     Resources)                                      Last Modified Date: 02/20/2007
                                                                               The City of Richmond, Virginia
                                                                         Preliminary Functional and Technical Requirements

                                                                                       Integration Points
                                 The chosen ERP system will need to integrate with the following third party applications in use by the City. The types of integration are:
                                     SEND: The ERP system will only need to SEND data to the third party application.
                                     RECEIVE: The ERP system will only need to RECEIVE data from the third party application.
                                     BOTH: The ERP system will need to both SEND and RECEIVE information to/from the third party application.



                                                                         Database          Type of
                          System                 Vendor        Version   Platform        Integration       Reason for Integration          Criticality       Comments
                                                                                                            Employee badge system
                      Card Key 2000             Pegasus                                                                                      Critical
                                                                                                          (Human Resources session)

                    Virginia State Child                                                                    Garnishments? (Human
                                                                                                                                             Critical
                     Support System                                                                          Resources session)

                    Virginia Retirement
                                                                                                          (Human Resources session)          Critical
                       System (VRS)

                                                                                                          Garnishments (other unclear)
                   State of Virginia Social
                                                                                                            (Human Resources and             Critical
                  Services System (LETS)
                                                                                                                Payroll sessions)

                     Commonwealth of
                                                                                                          (Human Resources session)          Critical
                  Virginia's payroll system


                     Virginia State                                                                        (Payroll session -- same as
                                                                                                                                             Critical
                  Compensation System                                                                                above?)

                   Constitutional Officers
                                                                                                           City constitutional officers
                    Information Network                                                                                                      Critical
                                                                                                          paid via this system (Payroll)
                       (COIN) system

                                                                          Oracle 8 -
                                                                           HP-UX
                   City's Department of                                      being
                                                                                                          Capital Budget management
                   Public Utilities Capital        City        Custom    upgraded to       BOTH                                              Critical
                                                                                                                     (DPU)
                     Budget Database                                       11g and
                                                                           Itanium
                                                                            server

                                                 Ztech Inc.
                                               Zoltan Forray                                              Integration with Work Orders
                                                                           xBase
                     Maintenance Man            (402-5239)                                                (Parks and Recreation Work         Critical
                                                                          (Foxpro)
                                              ztechinc@com                                                       Order System)
                                                  cast.net
                     Extended Projects         Advantage                                                  Integration with Work Orders
                                                                                                                                             Critical
                          Module                Financial                                                             (DPU)

                    City's citizen request       internally                                               Integration with Work Orders
                                                                            DB2            BOTH?                                             Critical
                            system              developed                                                      (from WO session)

                    Sheriff's Department                                                                       Payroll processing for
                           Time &                internally                                                 Sheriff's Department, and
                                                                                           BOTH                                              Critical
                     Attendance/Payroll         developed                                                  possible scheduling (Payroll
                           System                                                                                     session)
Page 167 of 169                                                                         18. Integration Points                                                     Last Modified Date: 02/20/2007
                                                                            The City of Richmond, Virginia
                                                                      Preliminary Functional and Technical Requirements

                                                                                  Integration Points
                               The chosen ERP system will need to integrate with the following third party applications in use by the City. The types of integration are:
                                   SEND: The ERP system will only need to SEND data to the third party application.
                                   RECEIVE: The ERP system will only need to RECEIVE data from the third party application.
                                   BOTH: The ERP system will need to both SEND and RECEIVE information to/from the third party application.



                                                                      Database         Type of
                         System              Vendor        Version    Platform       Integration        Reason for Integration         Criticality         Comments
                  Richmond Public Schools
                                                                                                       Payroll processing for RPS,
                        (RPS) Time &
                                          TSSI & CIMS                 SQL & DB2         BOTH            and possible scheduling          Critical
                     Attendance/Payroll
                                                                                                            (Payroll session)
                           System


                                                                                                      Exchange VALIC TSA payroll
                        AIG VALIC            In House                    DB2            BOTH           deduction information with        Critical
                                                                                                                  AIG


                          Trans                                                                       Exchange VALIC TSA payroll
                         America             In House                    DB2            BOTH           deduction information with        Critical
                                                                                                                  AIG



                                                                                                       Send Minnesota Life payroll
                      Minnesota Life         In House                    DB2            SEND                                             Critical
                                                                                                              billing info.



                                                                                                        Send Colonial Life payroll
                       Colonial Life         In House                    DB2            SEND                                             Critical
                                                                                                              billing info.



                                                                                                      Send employee child support
                   VA Child Support EFT      in House                    DB2            SEND           garnishment payments via          Critical
                                                                                                         electronic file transfer.


                                                                                                        Receive monthly bank
                     Bank Recon. For
                                                                                                       reconciliation data from
                      Wachovia and           In House                    DB2          RECEIVE                                            Critical
                                                                                                      Wachovia and Consolidated
                      Consolidated
                                                                                                                Bank.


                                            Executive
                                                                                                      Send invoice data to Search
                      Search Express       Technologies                  DB2            SEND                                           Not Critical
                                                                                                       Express server in Finance.
                                               Inc.



                                                                                                             Teacher Certification
                          EMS                 CIMS                    SQL & DB2         BOTH                                             Critical
                                                                                                                  Tracking




Page 168 of 169                                                                     18. Integration Points                                                       Last Modified Date: 02/20/2007
                                                                     The City of Richmond, Virginia
                                                               Preliminary Functional and Technical Requirements

                                                                           Integration Points
                        The chosen ERP system will need to integrate with the following third party applications in use by the City. The types of integration are:
                            SEND: The ERP system will only need to SEND data to the third party application.
                            RECEIVE: The ERP system will only need to RECEIVE data from the third party application.
                            BOTH: The ERP system will need to both SEND and RECEIVE information to/from the third party application.



                                                               Database         Type of
                  System              Vendor        Version    Platform       Integration        Reason for Integration         Criticality         Comments
                                     Combined
                                     Computer                                                     Applicant Tracking and
                  Winocular                                       SQL            BOTH                                             Critical
                                     Resources,                                                      Electronic Filing
                                        Inc.


                                      Highland
                  OnBase                                          SQL            SEND                 Electronic Filing           Critical
                                      Software



                                     VA State
                  LiveScan           Police IDs                Webbase           BOTH                      Hiring                 Critical
                                     Livescan




Page 169 of 169                                                              18. Integration Points                                                       Last Modified Date: 02/20/2007

				
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