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Packing Slip Template Word document sample
Document Sample
List of Proposed Software
Directions:
1 Enter the name of each module and each third party application included in your proposal
2 Complete the following tables. You can create an abbreviation in column D for each module. This abbreviation will b
Complete each worksheet by identifying the correct response for each functional requirement, the module(s) required
3 functionality is planned to be implemented
REQUIRED MODULES
NO Software/Module Version Abbreviation
Add rows if necessary
THIRD PARTY APPLICATIONS
NO Software/Module Version Abbreviation
Add rows if necessary
ftware
your proposal
or each module. This abbreviation will be used to identify
onal requirement, the module(s) required, and the phase the
LES
Module Included in
Cost Schedule?
(Y/N) Comments
ATIONS
Module Included in
Cost Schedule?
(Y/N) Comments
Summary
Functional Category: System-Wide Statistics 203 196
Available Response Codes Code Count Count
F Provided fully functional out of the box or with configuration (no custom development) F 0 0 0 0
CU Customization/Software Enhancement (Any custom development) CU 0 0 0 0
TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0 0 0
SR Provided with Standard Report SR 0 0 0 0
CR Custom Report Development Required CR 0 0 0 0
N Not Included in this Proposal N 0 0 0 0
Software Implementation (IMP)
Reference Software Module(s)/Sub-module(s) Required Module(s)/Sub-module(s) Required
Number Functional Requirements Capability to Fulfill Requirements Software Comments IMP Scope Phase to Fulfill Requirements Implementation Comment
INTEGRATION AND ARCHITECTURE
System has fully integrated suites/modules/applications (if not integrated,
SW 1 please specify which modules are not integrated)
SW 2 System architecture is consistent across all modules
SW 3 System supports up to 10 environments including the following:
SW 4 Development
SW 5 Quality Assurance
SW 6 Production
SW 7 Training
SW 8 Contingency (Disaster Recovery)
SW 9 Integration testing and development
SW 10 Back up copy (copied each night)
SW 11 Data warehouse / reporting
SW 12 All environments operate under proposed licensing fees and structure
The system must provide the capability for detailed audit tracking of the
database privileged user accounts, either through the application or the
SW 13 RDBMS (database) software.
System allows users to drill down from summary level information to more
detailed information, including source documents. If there are any limitations
SW 14 to drill down capability, please state that clearly
SYSTEM TOOLSETS
System Toolsets are available for the following: (specify name of toolset in
SW 15 comment field)
SW 16 Workflow
SW 17 Security Administration
Provide all users with the capability to prepare special
reports (summaries, analysis, worksheets) using ad-hoc
SW 18 reporting tools
SW 19 Report writing including drill down reports
SW 20 Audit Log (turn on / turn off)
SW 21 Query builder
SW 22 Form/page design
SW 23 Adding/changing fields
SW 24 Data warehouse / reporting
SW 25 Change control (identify changes when updates are applied)
SW 26 Scheduling jobs and distribution of results
SW 27 Data import/export
SW 28 System documentation
SW 29 Software release / patch tools
PURGE HISTORICAL DATA
System provides ability to identify record type and the corresponding retention,
destroy the record and any referenced metadata at the end of retention, hold
the record for litigation or audit purposes and provide various records
SW 30 management reports (i.e. destruction, holds).
SW 31 System allows users to select information to purge by:
SW 32 Type of transaction
SW 33 Type of record
SW 34 User defined criteria to select transaction or record
SW 35 Date
System can flag any records and hold for audit or litigation and prevent
SW 36 deletion
DATA ENTRY
Data entry and transactions are entered and posted in real time so that
SW 37 information available throughout the County in real time
Allows complete validation and editing of data at the point of entry (on-line or
SW 38 batch)
Allows data to be uploaded or downloaded from/to Microsoft Excel and other
SW 39 Microsoft Office products.
All imported information is validated using same business rules as if
SW 40 information was manually keyed in
SW 41 System tracks source of information
Context-sensitive data entry and display (i.e. Masking fields or screens for
SW 42 security purposes) (SS#, Credit Card #)
SW 43 System supports API for transactions from other systems
SW 44 System provides/allows the following for easier data entry:
Template based entry for common entries (over multiple
SW 45 screens)
SW 46 Copy existing records to create new ones
SW 47 System allows for validation of data entry on any field (defined by County)
SW 48 Error messages identify field with error to the user
SW 49 If error occurs on hidden tab, system identifies user of error
SW 50 System provides toolsets/features for mass changes
SW 51 System allows any field to be designated as required
SW 52 System makes fields required based on content in other fields
ATTACHMENT OF DOCUMENTS AND NOTES
System allows attachment of documents (example: PDF, Excel, Word, JPEG)
SW 53 and export in information in same manner
System allows users to attach files (for example: MS Word, Excel, Microsoft
SW 54 office, PDF, scanned images, Jpeg, and others) to:
SW 55 Page/screen/record
SW 56 Fields
SW 57 Transactions
SW 58 System allows users to add notes to the following:
SW 59 Page/screen/record
SW 60 Fields
SW 61 Transactions
Integration with document management systems (examples: Onbase)
SW 62
SW 63 System allows same document to be attached or linked to from multiple places
SW 64 System allows attached documents to be stored directly in system
System allows documents to be stored in document management system and
SW 65 referenced in ERP
Retention or purging a document in the document management system will
SW 66 control the retention or purging of the document in the ERP.
SW 67 System provides an indicator to inform user that there is an attachment
SECURITY CAPABILITIES
SW 68 System uses role based security where security roles are tied to:
SW 69 Positions in HRMS (High Line)
SW 70 Positions
SW 71 Users
SW 72 Security profiles can be assigned based on":
SW 73 User
SW 74 Role
SW 75 Position
SW 76 Job Function
SW 77 Group of users, roles, or positions
SW 78 Chart of Accounts (departments, divisions, etc.)
SW 79 System provides tools for managing security profiles
System identifies potential internal control issues (example: one user with
SW 80 access to initiate and approve transactions)
System provides notification through workflow when initiator of transaction
SW 81 approves transaction
SW 82 Security integrates with:
SW 83 Microsoft Active Directory
SW 84 LDAP
SW 85 System accommodates multiple active directory domains
System allows all fields to be following sensitive/private data can be masked
SW 86 (hidden from user) including:
SW 87 Tax numbers/ID
SW 88 Employee ID
SW 89 Passwords
SW 90 Addresses for Detectives and Law Enforcement employees
SW 91 Bank account information
SW 92 Credit Card number
SW 93 Social Security number
SW 94 Drivers License number
SW 95 Email
SW 96 Other data specified by State, Federal statutes
Other fields (please describe limitation in comments
SW 97 column)
All the above sensitive data when masked should display
the boiler plate to the user in screens and reports but not the
SW 98 data.
All suites/modules/applications can be accessed with one universal sign-in or
log-in
SW 99
SW 100 All data has capability of being encrypted when stored
SW 101 All data is encrypted when accessed via:
SW 102 Internet
SW 103 Intranet
Encryption can be turned off, with appropriate security, in testing and
SW 104 production environment (only by authorized personnel)
SW 105 Disconnects or locks out user session during designated periods of inactivity
SW 106 System allows rules for password creation
SW 107 Minimum number of numbers/letters
SW 108 Required mix of number/letters
SW 109 Prevents users from using same password
SW 110 Security settings can be set for:
SW 111 Module
SW 112 Screen and menu
SW 113 Report
SW 114 Process/Transaction
SW 115 Record
SW 116 Field
SW 117 Conflicting security profiles can be set as most restrictive
SW 118 Conflicting security profiles can be set as most restrictive (opposite)
System administrator can set a role based security profile to define a user's
SW 119 authorization to:
SW 120 Log on
Log on Times - for example - Late night after 12:00 AM not
SW 121 allowed
SW 122 Add data
SW 123 Delete data
SW 124 Change data
SW 125 View data
SW 126 Change fields / add fields
SW 127 Restrict log on to pre-defined times/dates/locations
WORKFLOW
SW 128 Workflow process established for initial roll-out for:
Purchase requisition, purchase order, accounts payable
process (transactions initiated and keyed at department
SW 129 level with multiple approvals (department and central)
Deposit authorization process (transactions initiated by
SW 130 departments and approved by auditors office)
Journal transactions (transactions initiated by departments
SW 131 and approved by auditors office)
SW 132 Budget requests/approval process
SW 133 Budget amendment/approval process
SW 134 Workflow is available in all software modules.
SW 135 Workflow available through all proposed third party products
SW 136 Workflow Rules can be set by:
SW 137 User
SW 138 Role
SW 139 Reporting/process Hierarchy
SW 140 Job codes
SW 141 Group
Thresholds (above or below certain number, example: above
SW 142 $5,000)
Percentage Argument (% above or below, example: more than
SW 143 5% more than PO amount)
SW 144 Any combination of Chart of Accounts
Workflow approval process can include both reviewer and approver (approver
must approve requisition to move forward. Reviewer is notified, but lack of
SW 145 action does not hold up process- notify only)
SW 146 Approver can perform the following actions during review process:
SW 147 Approve
SW 148 Deny
SW 149 On Hold
SW 150 Send back
SW 151 Forward to additional approver/reviewer
SW 152 Enter notes to be seen by requestor
Enter notes to be seen by subsequent
SW 153 approvers/reviewers
SW 154 Original requestor can view status of workflow approval path
SW 155 Notification to requestor via email as requisition moves through milestones
Notification to other email (including supervisor, vendor, etc) as requisition
SW 156 moves through milestones
Status updates can be triggered automatically by system. Ad hoc updates can
SW 157 be manually entered and notification sent through system.
Any user (with proper security) can query all purchase requisitions to see
SW 158 status of approvals
System records date and time of when approval reaches approver and when
SW 159 approver approves requisition
Electronic approval and/or digital signatures for various documents. System
should allow electronic signatures/approval for any user defined
SW 160 document/process.
Workflow assignments can be re-routed to different authorized approvers
based upon availability without having to re-initiate the workflow from the
SW 161 beginning
Workflow approvals can be re-routed to secondary approver without having to
SW 162 re-initiate the workflow from the beginning if:
SW 163 Primary approver is out (example: on vacation, sick)
Primary approver does not respond in pre-defined period of
SW 164 time
Workflow provides event driven notification of process events, including e-mail
SW 165 and/or other Web-based notification
SW 166 User configurable controls over notifications what to receive, how to receive
Workflow tool allows graphical business process design. No programmer
SW 167 intervention required to change workflow.
Users with appropriate security can modify existing workflow processes or
SW 168 define additional business processes from scratch.
Users with appropriate security may define role-based approval workflows with
SW 169 thresholds and alternate approvers.
System permits the users to design user notifications/alerts using work list
hyperlinks that will take the user directly to the page/panel where the work is
SW 170 performed.
HELP
On-line "help" aids. Include the ability to do full text search on help by word,
SW 171 phrase or subject.
SW 172 System contains help features to guide users though transactions
System allows users (with security access) to change text of help to make help
SW 173 text specific to business processes
AUDIT TRACKING
SW 174 System creates audit log that tracks all:
SW 175 Changes to existing record
SW 176 New record
SW 177 Deletion of existing record
SW 178 Audit log tracks the following information
SW 179 User making change
SW 180 Time
SW 181 Date
SW 182 IP Address
SW 183 Old value
SW 184 New value
SW 185 Audit log can be turned on / turned off for each
SW 186 Module
SW 187 Field
SW 188 Screen/Page/Form
SW 189 Transaction
SW 190 User
SW 191 Chart of Account segment (audit log on for department)
SW 192 System flags transactions for manual review meeting certain criteria:
SW 193 Over dollar amount
SW 194 Occur within date range (end of period)
SW 195 Include one user serving as both initiator and approver
SW 196 Potential for other internal control issues
ACCESSIBILITY
System complies with ADA Section 508 allowing system to be accessible to
SW 197 people with disabilities
SW 198 System works with Dragon Naturally Speaking
REPORTING
SW 199 System allows ad-hoc query on any field in system
System allows web based report distribution (select user or group of users to
SW 200 make report available to - or send report to)
System allows users to subscribe to reports (user selects report and is notified
SW 201 when report is updated)
SW 202 Queries can be saved
SW 203 For individual
SW 204 For group of users / roles
SW 205 For entire organization
SW 206 Information available on report is consistent with security profiles
Reporting Tools - Please specify what reporting tools System supports - MS
SW 207 Report Writer, Crystal etc
DASHBOARDS
System provides dashboard views to give all users easy view of key
SW 208 information
Dashboard view can be configured to meet individual needs of each user
SW 209 (each user can have different dashboard)
SW 210 System allows user to configure own dashboard
SW 211 Dashboards show real time data
SW 212 Dashboards views utilize graphs and charts of visual display of information
SW 213 Users can drill down from dashboard to view detail
SW 214 Users can access information from other systems or web on dashboard
System provides dashboard views with user-defined "key performance or
SW 215 financial indicators" by:
SW 216 Budget to actual
SW 217 Non-financial indicator (performance measure)
SW 218 Fund balance
SW 219 Project budget
SW 220 Project management information
SW 221 Grant budget
Summary
Functional Category: General Ledger Statistics 184 184
Available Response Codes Code Count Count
F Provided fully functional out of the box or with configuration (no custom development) F 0 0 0 0
CU Customization/Software Enhancement (Any custom development) CU 0 0 0 0
TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0 0 0
SR Provided with Standard Report SR 0 0 0 0
CR Custom Report Development Required CR 0 0 0 0
N Not Included in this Proposal N 0 0 0 0
Software Implementation (IMP)
Reference Software Module(s)/Sub-module(s) Required Module(s)/Sub-module(s) Required
Number Functional Requirements Capability to Fulfill Requirements Software Comments IMP Scope Phase to Fulfill Requirements Implementation Comment
GENERAL REQUIREMENTS
Provides all procedural functions of a fund accounting system in conformity with GAAP and
GASB accounting standards (including GASB 49 - Pollution remediation obligations and 51-
GL 1 intangible assets)
GL 2 Interface general ledger information to other systems in real time
GL 3 HR/Payroll (High Line)
GL 4 Time Entry (Kronos TimeSaver)
GL 5 Collections (CUBS)
GL 6 Supports the following basis of accounting:
GL 7 Cash
GL 8 Modified Accrual
GL 9 Full Accrual
System allows County to track financial information for outside special districts (perform
GL 10 accounting function for special district)
System maintains account balances for outside special districts (detailed transaction
GL 11 information is tracked in separate systems maintained by the special district)
CHART OF ACCOUNT DESIGN
GL 12 System allows County to use multiple chart of account structures for:
GL 13 Different departments within Sonoma County
GL 14 Special Districts within the County
GL 15 External Special Districts
GL 16 Trust funds maintained by the County
System accommodates allowing some special districts to be included in County-wide
GL 17 financial statements
System tracks and provides separate financial statements for some external special
GL 18 districts
GL 19 System accommodates alphanumeric accounts
Provides unlimited levels of structure for each segment of the Chart of Accounts. (Please
GL 20 indicate any limits in the notes column.)
System has at least 20 segments (Please indicate any limits to the number of segments or
GL 21 the number of positions in each segment in the notes column):
System permits the length of each Chart of Accounts segment data field to be at least 10
GL 22 alpha numeric characters (Please list indicate any limits in the comments field)
Provide for Chart of Account segments to have a long description of at least 255
GL 23 alphanumeric characters (Please list any limitations in the comments field)
Provide for Chart of Account segments to have a short description of at least 50
GL 24 alphanumeric characters. (Please list any limitations in the comments field)
GL 25 Designates each general ledger account by the following account types:
GL 26 Summary
GL 27 Asset
GL 28 Liability
GL 29 Fund equity
GL 30 Revenue
GL 31 Expenditure
GL 32 Clearing/holding
Other Sources and Uses (e.g., bond issues, transfers, gains and losses
GL 33 from assets/inventory, etc.)
GL 34 Statistical (Non-financial)
GL 35 System contains the following indicators for accounts:
GL 36 Active (available for posting)
GL 37 Active (available for budgeting)
GL 38 Inactive (not available for posting)
GL 39 Inactive (not available for budget entry)
GL 40 Accounts can be made active or inactive with effective dating
System posts a hard warning when trying to inactivate a chart of account segment with
GL 41 pending transactions (e.g., work orders)
GL 42 System maintains history of changes to accounts to enable as-of-date reporting
GL 43 System allows for reporting on past data using current organizational structures
GL 44 System only allows transactions to post to active accounts within any open period
GL 45 Stores the following non-financial data for each fund:
GL 46 Date established
GL 47 Source of revenue
GL 48 Acceptable uses
GL 49 Description
Supports chart of account changes and maintain records of historical Chart of Accounts
GL 50 and reason for change
System prevents accounts from being deleted if any activity is posted to them without
GL 51 proper security
Segments of the Chart of Accounts can be grouped on a user-defined basis into multiple
GL 52 reporting hierarchies
ORGANIZATIONAL DESIGN
Organizational elements within the Chart of Accounts supports the following organizational
GL 53 structures:
GL 54 Primary government (highest level of reporting)
GL 55 Component Unit (Special District)
GL 56 Fund
GL 57 Cost centers
GL 58 Departments
GL 59 Division
GL 60 Sections
GL 61 Programs (Cross-units)
GL 62 Function (Cross-units)
Maintain independent hierarchies in the account structure to support different roll-ups (e.g.
financial reporting, budget reporting, project accounting, grant reporting, departmental
GL 63 reporting, and contracts).
GL 64 System will accommodate different fiscal year periods for different organizational units.
JOURNAL ENTRY
System allows journal entries to entered by departments and routed through workflow for
GL 65 approval
GL 66 Journal entries are posted:
GL 67 In real time
GL 68 Batch
GL 69 Users are able to flag journal entry as part of batch when keying in
GL 70 System assigns journal entry numbers
GL 71 Automatically with prefix to indicate fiscal year of effective transaction date
GL 72 Manually
GL 73 System does not allow duplicate journal entry numbers
System supports multiple line items for journal entries (please indicate any limitations in the
GL 74 notes column)
Journal entries record the source of the transaction (e.g., manual entry or automated entry
GL 75 from another module)
Journal transactions can be entered and scheduled using effective dates (e.g., posting does
GL 76 not occur until effective date)
Users can look up the following information on the screen as a reference during journal
GL 77 entry:
GL 78 General ledger accounts/cost centers
GL 79 Budgetary accounts
GL 80 Project accounts
GL 81 Grant accounts
GL 82 Journal entries are validated against:
GL 83 Chart of Account structure
GL 84 Pre-defined acceptable values for each field
GL 85 Available funds (budget check)
GL 86 Balancing entries (make sure all entries balance)
GL 87 Creates appropriate due to/due forms
GL 88 Users can import journal entries from desktop applications (e.g., Microsoft Excel)
Imported transactions from desktop applications are validated using the same business
GL 89 rules as transactions made in the system
System allows creation of a journal entry from previously entered journal entry format (copy
GL 90 journal), by:
GL 91 Line item
GL 92 Entire journal entry
GL 93 System allows users to reverse journal entry with proper security and approvals
GL 94 System allows to schedule accrual auto-reversals.
Journal entries support "required" data fields and prevents transaction from posting until all
GL 95 "required" fields are completed
GL 96 System provides templates and notifications for recurring journal entries
GL 97 With the same dollar value
GL 98 With varying dollar amounts
GL 99 That occur at regular frequency (can set start and stop dates)
GL 100 Users can attach files for documentation to journal entry
GL 101 Users can attach files for documentation to each line in the journal entry
GL 102 System can require attached documentation for different types of entries
Users can create and process transactions against statistical and memo accounts in
GL 103 addition to financial accounts
Users can save journal entries that have not yet been posted or cleared for all validation
GL 104 errors online
GL 105 System allows user to view impact of pending journal entries without posting
GL 106 System allows posting of transactions for multiple fiscal years at the same time
GL 107 When working in multiple fiscal years the detail transactions are maintained for each year.
GL 108 System restricts accounts that user can post journal entries to
System provides workflow notification when journal entry made against account in other
GL 109 department
CLOSING
GL 110 System allows 13 accounting periods
GL 111 System allows 14 accounting periods
GL 112 System allows more than 14 accounting periods (please specify)
Supports year-end processing at any point in time, as well as multiple times, after the end
GL 113 of the fiscal year (i.e., doesn't have to occur on last day or on any particular day)
GL 114 System rolls encumbrances to next year by:
GL 115 All encumbrances
GL 116 Individual encumbrances
GL 117 Selection based upon Chart of Account segment
GL 118 Groups of encumbrances
GL 119 System rolls remaining budget associated with encumbrances to next fiscal year by:
GL 120 All encumbrances
GL 121 Individual encumbrances
GL 122 Selection based upon Chart of Account segment
GL 123 Groups of encumbrances
GL 124 System closes at end of period by:
GL 125 Fund
GL 126 Component Unit (Special District)
GL 127 Account
GL 128 Center
GL 129 Project
GL 130 Grant
GL 131 Organization (e.g., Department)
GL 132 System splits payroll costs (transferred bi-weekly) between two fiscal years
BUDGET CONTROL
GL 133 Budget control can be set to:
GL 134 Soft (Warn user but allow)
GL 135 Hard (Do not allow)
GL 136 Off
GL 137 System tracks encumbrances
GL 138 System tracks pre-encumbrances
System calculates available budget as: Current budget - expenditures - encumbrances - pre-
GL 139 encumbrances
System controls budget for the annual appropriation by account or by distributing the
GL 140 appropriation amount into defined periods (example: budget control by month)
GL 141 System distributes the annual budget by:
GL 142 Month
GL 143 Quarter
GL 144 Allows distributing the annual budget to defined periods by:
GL 145 Percent
GL 146 Amount
GL 147 Budget check performed at the following levels
GL 148 Fund
GL 149 Department
GL 150 Account
GL 151 Project
GL 152 Grant
GL 153 Program
GL 154 Any other segment of the chart of accounts
GL 155 Budget control level can be set differently for each:
GL 156 Fund
GL 157 Department
GL 158 Account
GL 159 Project
GL 160 Grant
GL 161 Program
GL 162 Any other segment of the chart of accounts
GL 163 Budget control warnings can be set differently based on chart of accounts
Budget control warnings can include tolerance (example: warn if exceed available fund by
GL 164 less than $5, but hard error if above)
GL 165 Budget control warnings can be sent through workflow or email to other users (supervisor)
COST ALLOCATION
System provides option to cost transfers differently than general journals - e.g.one has cash
GL 166 offset, one doesn't
GL 167 System allows earch department to allocate direct and indirect costs differently.
GL 168 Produce various allocation schedules prior to the financial closing for the period.
GL 169 System allows changing allocation schedule at any time during year
GL 170 Automatically prepare a journal entry from each allocation schedule.
GL 171 Import allocation schedule(s) from Excel and automatically create journal entry
GL 172 System creates reversing entry for changes to an allocation schedule
GL 173 System stores workload statistics or other metrics as method of distributing costs
GL 174 System allows cost to be allocated by geographic location
ACTIVITY TRACKING
GL 174 System will track and report on expenditure data (direct and indirect) from:
GL 175 Fiscal year
GL 176 Calendar year
GL 177 Quarter
GL 178 Month
GL 179 Other user-defined period
System allows same cost to be tracked in multiple ways (example: department expenditure,
GL 180 program expenditure, grant expenditure, project expenditure)
System selectively applies overhead cost based on chart of account segment e.g. overhead
cost applied to interdepartmental transaction but not intradepartmental transaction;
GL 181 overhead cost applied to operational units but not grant funded activities.
FINANCIAL REPORTING
GL 182 Produce the following financial reports on a consolidated or non-consolidated basis
GL 183 Budget variance report
GL 184 Detail or summary level
GL 185 Trial balance by project or fund
GL 186 Cash flow
GL 187 Fund balance report
GL 188 Balance sheet
GL 189 Statement of Revenues and Expenditures
GL 190 System produces the following CAFR reports:
GL 191 Government-Wide Statements:
GL 192 Statement of Net Assets
GL 193 Statement of Activities
CAFR reports compare most recent and prior fiscal year activity
GL 194 with variance (comparative reports)
GL 195 Fund Financial Statements:
GL 196 Balance Sheet - Governmental Funds
Reconciliation of Balance sheet - Governmental funds to statement
GL 197 of net assets.
Statement of Revenues, Expenditures, and Changes in Fund
GL 198 Balances - Governmental Funds
Reconciliation of the Statement of Revenue, Expenditures, and
Changes in Fund Balances of Governmental Funds to the
GL 199 Statement of Activities
Statement of Revenues, Expenditures, and Changes in Fund
GL 200 Balances - Budget to Actual - by Governmental Funds
GL 201 Statement of Net Assets - Proprietary Funds
Statement of Revenues, Expenses, and changes in net assets -
GL 202 proprietary funds by fund
Statement of Revenues, Expenses, and changes in net assets -
GL 203 proprietary funds by function
GL 204 Statement of Cash Flows - Proprietary Funds
GL 205 Statement of Net Assets
GL 206 Statement of Activities by function
System produces interim financial statements at month end for all types of funds (example:
GL 207 enterprise, general, special revenue, etc.)
GL 208 System will produce reports for any fiscal period, open or closed, e.g. month, quarter, year.
Summary
Functional Category: Accounts Payable (AP) Statistics 156 156
Available Response Codes Code Count Count
F Provided fully functional out of the box or with configuration (no custom development) F 0 0 0 0
CU Customization/Software Enhancement (Any custom development) CU 0 0 0 0
TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0 0 0
SR Provided with Standard Report SR 0 0 0 0
CR Custom Report Development Required CR 0 0 0 0
N Not Included in this Proposal N 0 0 0 0
Software Implementation (IMP)
Reference Software Module(s)/Sub-module(s) Required Module(s)/Sub-module(s) Required
Number Functional Requirements Capability to Fulfill Requirements Software Comments IMP Scope Phase to Fulfill Requirements Implementation Comment
VENDOR FILE
AP 1 System uses one vendor file for purchasing and accounts payable
AP 2 Vendor file is shared with customer file used for accounts receivable
AP 3 Supports Parent/Child relationships for vendor records
AP 4 Maintains multiple location addresses for each vendor
AP 5 System can accommodate foreign addresses
AP 6 System identifies default payment remittance address
AP 7 System allows entering of "one-time" vendors with minimal information
AP 8 System identifies 1099 vendors
AP 9 System identifies one time vendors
AP 10 System generates alerts when the following is entered:
AP 11 Duplicate names
AP 12 Duplicate tax IDs (with override capabilities with reason)
AP 13 Duplicate addresses
System allows vendors to set up alternate vendor for payment (example: payment received
AP 14 by bank rather than vendor)
AP 15 System allows placing all payments to vendor on hold
AP 16 Allows upload of vendors
AP 17 System allows garnishment to invoices (example garnishment on attorney payment)
AP 18 Vendor file stores preferred payment/default terms that are applied to invoices
AP 19 Vendor file stores discounted payment terms for vendor
AP 20 System tracks life to date reporting of vendor payments
INVOICE PROCESSING
During invoice processing, system allows users with appropriate security to change account
AP 21 information at the line item level including work order number, task, project
AP 22 Schedule invoices for payment based on:
AP 23 Invoice date (example: 45 days after invoice date)
AP 24 Vendor discount date
AP 25 Date entered by AP clerk
AP 26 Supports partial payments (partial payment of invoice)
AP 27 System supports applying credit memo to invoice for incorrect invoices
AP 28 System allows splitting invoice to multiple accounts (please indicate limitations)
AP 29 System allows splitting invoice into multiple fiscal years (please indicate limitations)
System supports creation of template for recurring AP invoices with pre-defined account
AP 30 distribution
AP 31 Invoice can be split by:
AP 32 Dollar amount
AP 33 Percentage
AP 34 Pre-established distribution allocations
AP 35 Line item
AP 36 Portion of line item
AP 37 Allow payment of multiple purchase orders from one invoice
Allow payment of multiple vendors from one invoice (example: purchase of property - pay
AP 38 title company and property owner)
Apply one invoice amount to two contracts (example: purchase of property - pay title
AP 39 company and property owner)
AP 40 Allow multiple invoices to be received and processed for one purchase order
System will automatically check for and prevent duplicate invoices numbers for the same
AP 41 vendor (don't pay same invoices twice)
AP 42 System allows files to be attached in the system to the invoice (scanned image of invoice)
System automatically calculates and deducts any required Federal or State withholding per
enacted tax codes [ie: Tax Increase Prevention and Reconciliation Act of 2005,
AP 43 subsection3402 (t)]
AP 44 System allows override of withholding
System allows for grouping of vendors for payments on specified dates (e.g., employee
AP 45 reimbursements)
AP 46 System supports:
AP 47 Credit memos
AP 48 Debit memos
AP 49 System converts unused credit memos to receivable after a user defined timeframe
AP 50 System applies credit and debit memo amounts before producing payment
System will apply credit memos only to the extent that they do not produce a negative
AP 51 payment
AP 52 Users are notified when a credit memo exceeds the payment voucher amount
AP 53 System tracks balance remaining on credit memo
AP 54 Post notes or comments to an invoice
TAXES
System correctly applies sales tax to all eligible purchases per California law (purchases
AP 55 received in City of Santa Rosa charged 9.25% - Outside of Santa Rosa 9.00%)
System correctly applies use tax to all eligible purchases per California law (when vendor
AP 56 does not charge correct amount of sales tax)
Correct sales and use tax rates are automatically applied based on ship-to location at the
AP 57 county
AP 58 Receiving address
AP 59 Type of purchase (commodity code)
AP 60 System allows user to override and correct tax amount
System correctly applies sales and use tax to shipping and handling or freight (when by
AP 61 company truck)
AP 62 System accomodates State of California non-resident withholding tax for services
AP 63 System stores and remits withholding to state quarterly
MATCHING
AP 64 Supports 4 way matching (purchase order, packing slip, inspection, invoice)
AP 65 Supports 3 way matching (purchase order, packing slip, invoice)
AP 66 Supports 2 way matching (department approves packing slip or invoice)
AP 67 Failure to match 2,3,or 4 way prevents invoice from being paid
AP 68 System allows staff to reject or hold invoices that do not match
AP 69 Use different matching method by:
AP 70 Contract
AP 71 Chart of Account information (department)
AP 72 Type of purchase
AP 73 Type of good / service purchased
AP 74 Match allows for pre-defined tolerance by:
AP 75 Dollar amount
AP 76 Percentage
AP 77 Tolerance can be defined differently by:
AP 78 Chart of Account information (department)
AP 79 Commodity Code
AP 80 Matching occurs at:
AP 81 Header/Summary level on PO
AP 82 Line item detail level
AP 83 System provides notification when match does not occur
MODIFYING PROCESSED INVOICE
AP 84 System allows user to change account code to apply payment during invoice processing
Encumbrance are released properly and expenditure applied to accounts when chart of
AP 85 account code is changed by A/P
Encumbrance against contracts are adjusted when chart of account code is changed by
AP 86 A/P
If a partial payment is made and A/P changes the account, remaining encumbrance will be
AP 87 re-applied to the new account
AP 88 AP is able to apply invoice payment to contract
PAYMENT PROCESS
AP 89 The system must create checks with the following items on blank check stock:
AP 90 MICR encoding
AP 91 Post Office approved bar codes
AP 92 Electronic signatures
System will pay vendors electronically (ACH, wire transfer, etc.) using standard NACHA
AP 93 formats (ctx).
AP 94 The system must print checks according to the following timeframes:
AP 95 Scheduled
AP 96 On-demand
The system can accommodate the flagging of an invoice for special action such as;
needing a remittance form to be sent with it or flag for pick up. The system separately prints
AP 97 the group that needs special action from group that is ready to mail.
AP 98 The system creates checks based upon:
AP 99 Chart of Account information
AP 100 Vendor
AP 101 Payment type (employee reimbursement, one time vendors, etc.)
AP 102 The system allows the use of multiple banks with multiple accounts for EFTs.
AP 103 System sends electronic remittance advice for EFT payments to vendor through
AP 104 Email
AP 105 Vendor self service
AP 106 Fax
System permits users to select to pay one invoice per check (issue multiple checks to one
AP 107 vendor in a single check run).
System combines multiple invoice payments onto one check (issue one check for multiple
AP 108 invoices in a single check run)
AP 109 System itemizes invoices (including the vendor invoice number) on the remittance advice
AP 110 System allows users to place a payment on hold
AP 111 System records reason for placement of hold
Identify invoices that cannot be paid due to inadequate budget or lack of matching on PO or
AP 112 receiving document
System notification for items in hold status that remain in hold for defined period of time
AP 113 (example: invoices on hold more than 30 days)
AP 114 System allows pre-payment of goods and services (for example: leases)
AP 115 Enter broadcast messages which appears on all AP check stubs
AP 116 Enter broadcast messages which appears on AP check stubs for a user defined group
Users may enter a message for one specific vendor which appears on that specific check
AP 117 stub
Report daily, weekly, or monthly future payment requirements schedules (cash
AP 118 requirements reporting)
AP 119 System supports Positive Pay
RETENTION
AP 120 System automatically calculates retention amount and removes from invoice
Retention amount needs to be booked to a Liability Account and deducted from the
payment amount and released when paid. The retention amount must be deducted from
AP 121 the Purchase Order/Contract balance when invoiced.
AP 122 System automatically applies retention amounts to invoice payments from:
AP 123 Vendor file
AP 124 Contract
AP 125 Purchase Order
AP 126 Release of retention identifies where retention came from
AP 127 System can release retention by selected payments
VOID and CANCEL
System allows user to cancel warrant and system makes all correct accounting entries to
AP 128 reverse payment, including contract balances
AP 129 System allows user to void check and re-issue replacement check
System allows users to cancel current and prior fiscal year checks and have the system
AP 130 automatically credit back designated accounts
Allow users to place a “stop payment” on checks and automatically generate the
AP 131 appropriate general ledger transaction
BANK RECONCILIATION
AP 132 Users can view front and back of check in system
AP 133 Produce electronic files containing
AP 134 Detail of checks
AP 135 ACH items
AP 136 Produce a file containing all rejected:
AP 137 Checks
AP 138 ACH items
AP 139 Deposit reconciliation transactions
Delete selected check, ACH items, and deposits information on the error suspense file
AP 140 using appropriate security controls
AP 141 Check
AP 142 ACH items
AP 143 Deposit information
When payment is voided/cancelled, the system automatically generates general ledger
AP 144 transactions to reverse all associated accounting distributions
Perform on-line bank reconciliation based upon electronic file (daily or monthly data) sent
AP 145 by various banks
AP 146 System loads checks created by other systems for reconcilliation
AP 147 Payroll (High Line)
AP 148 Retirement (Pension Gold)
AP 149 Sheriff's Trust
AP 150 Santa Rosa Junior College
AP 151 Schools
AP 152 School Payroll
VENDOR SELF SERVICE
AP 153 Vendor self service allows users to view status and history of:
AP 154 Outstanding invoices awaiting payment
AP 155 Outstanding purchase orders
AP 156 History of payments
AP 157 Vendor can access self service to make changes to vendor file including:
AP 158 Addresses
AP 159 Contact Information
AP 160 Doing Business As Name
AP 161 Preferred Payment Method
AP 162 For ACH transactions, vendor can enter bank routing number and account number
All changes to vendor file information submitted through vendor self service are routed
AP 163 through workflow for approval.
Vendors will receive automatic notification through email (or vendor self service) with
AP 164 information normally found on check stub
AP 165 TAX PROCESSING
AP 166 Monitors cumulative payments to 1099 vendors
System combines cumulative payments from system with payments made in other systems
AP 167 to create one 1099 for each vendor
AP 168 On-demand 1099 form generation
Collects necessary information for generation of Federal 1099s at year-end (both manually
AP 169 and per IRS approved file)
System to print collected 1099 payments into appropriate reporting boxes, i.e., rent, non-
AP 170 employee compensation, etc
AP 171 System can produce electronic file to send 1099 related forms to IRS
AP 172 Create the following forms and reports
AP 173 1099 Form:
AP 174 S form
AP 175 MISC. form
AP 176 R form
AP 177 INT form
Summary
Functional Category: Accounts Receivable (AR) Statistics 89 89
Available Response Codes Code Count Count
F Provided fully functional out of the box or with configuration (no custom development) F 0 0 0 0
CU Customization/Software Enhancement (Any custom development) CU 0 0 0 0
TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0 0 0
SR Provided with Standard Report SR 0 0 0 0
CR Custom Report Development Required CR 0 0 0 0
N Not Included in this Proposal N 0 0 0 0
Software Implementation (IMP)
Reference Software Module(s)/Sub-module(s) Required Module(s)/Sub-module(s) Required
Number Functional Requirements Capability to Fulfill Requirements Software Comments IMP Scope Phase to Fulfill Requirements Implementation Comment
CUSTOMER FILE
AR 1 Customer file is shared with vendor file used for purchasing and accounts payable
AR 2 System accommodates parent/child relationships on the customer file
AR 3 Single customer master is used for all receivables
AR 4 Record the following customer information:
AR 5 Last account activity
AR 6 Customer name
AR 7 Customer Alias
AR 8 Company Name
AR 9 Doing Business As Name
AR 10 Tax ID Number
AR 11 Contact Name for Company
AR 12 Current and unpaid late payment penalty and interest charges
AR 13 NSF history
Identify a customer account as cash only (due to fraudulent transactions,
AR 14 bounced checks, etc.)
AR 15 Balance due
AR 16 Payment Arrangements
AR 17 Bankruptcy data:
AR 18 Status of process
AR 19 Discharge status
AR 20 Customer type (multiple types, e.g. landlord; tenant; government, etc.)
AR 21 Date customer was added
CREATING A RECEIVABLE
When revenue contract (e.g., grant, development, rental agreements) is established in the
system, system should automatically create a receivable based on user defined criteria
(i.e., funding source, type, department, etc). and automatically create entries to GL
AR 22 dependent on applicable business rule
AR 23 Use system to create miscellaneous receivables for:
AR 24 Multiple departments
AR 25 Multiple receivable types
AR 26 Multiple projects
AR 27 Different receivable types have different business rules for:
AR 28 Fee schedules
AR 29 Penalties
AR 30 Interest
Dunning (aging) procedures with option to generate late payment
AR 31 letters, etc.
AR 32 System interfaces to other systems to load receivable data (other system creates billing)
BILLING
AR 33 Departments will use system to create bills for various charges
AR 34 Assign invoice numbers:
AR 35 Manually
AR 36 Automatically
AR 37 Alpha-numeric numbering schemes
AR 38 System accommodates:
AR 39 One-time invoices
AR 40 Recurring invoices (regular invoices to occur at set dates or duration)
AR 41 System allows recurring invoices to be set up to handle:
AR 42 Invoices scheduled at set dates for same amount
AR 43 Invoices scheduled at set dates for different amounts
AR 44 Invoices that are not scheduled for same amount
Invoices that are not scheduled and are for different amounts (all GL
AR 45 allocations are the same)
AR 46 System allows invoices to be categorized by type (example: permit, building rent, etc.)
System allows invoices to be categorized by chart of account segment (example:
AR 47 department or program)
AR 48 Establishes the date of service for the receivable
AR 49 Establishes the billing date for the receivable
AR 50 Establishes default account distributions for each type of receivable/invoice
System will create invoices by type according to different rules set up for each account
AR 51 type.
AR 52 System saves templates for generating invoices (different template for each AR type)
AR 53 System allows users to create invoices for each type by:
AR 54 Entering dollar amount
Entering non-financial parameter and having system calculate appropriate
AR 55 fees according to pre-defined business rules
Automatically calculate appropriate fees according to pre-defined business
rules, e.g. Animal Control fees for shots, tags, etc. at multiple levels
AR 56 (different types of customers are charged different rates)
AR 57 Generate invoices for internal customers (Departments)
AR 58 Internal billings create all necessary accounting entries automatically
AR 59 Workflow approval to customer department for internal billings to accept billing
AR 60 Generates invoices with prorated charges (partial bill or lease for 1/2 month)
AR 61 Generate account statements for the following:
AR 62 Specific account types
AR 63 Range of accounts within a department
AR 64 Range of customers or individual customers
AR 65 Delinquent accounts
Generate consolidated statements for customers with multiple accounts (option to or not to
AR 66 generate consolidated statements)
AR 67 Invoice prints with balance information
AR 68 AR links to AP information and supports net payments
AR 69 System allows adding costs to existing receivable
RECEIVABLE TRACKING - DUNNING
AR 70 System automatically applies penalties based upon system-defined rules or criteria
AR 71 System automatically calculates interest based upon system-defined rules or criteria
AR 72 Interest can be calculated and applied
AR 73 Monthly
AR 74 Quarterly
AR 75 Annually
AR 76 Interest is calculated as:
AR 77 Compounded
AR 78 Not Compounded (on original charge only)
AR 79 Penalties can be applied:
AR 80 As flat dollar amounts
AR 81 As percentage of original bills
AR 82 Based on penalty schedule ($10 after 30 days, $50 after 60 days, etc.)
AR 83 System permits write-off of bad debts with workflow approval
AR 84 System permits users to establish unique installment repayment schedules for an account.
Produce reconciliation type statements showing beginning balance, charges, credits and
AR 85 payments, and a new balance.
AR 86 System automatically calculates interest based upon system-defined rules or criteria
Provide for the automatic calculation of interest based on user defined interest rate and
AR 87 receivable category.
AR 88 Stores multiple dunning messages templates by AR type
Automatically generate dunning letters based on passage of time (example: 30, 60, 90
AR 89 days) by AR type
Automatically generate a "follow up" invoice for past due customers based on user defined
AR 90 date range or other user defined criteria (and by AR type)
System allows users to adjust penalties and fees applied to invoices with proper approvals
AR 91 (example: reduce penalties for special situation)
COLLECTIONS
AR 92 System to update customer record when submitted for collection efforts:
AR 93 Wage garnishment
AR 94 Bank garnishment
AR 95 Credit reporting agencies
AR 96 Third party collection agencies
AR 97 Dunning Letters
AR 98 Refer to County Attorney or State Attorney
AR 99 System can accommodate collection fees:
AR 100 By Percentage
AR 101 By Dollar Amount
AR 102 System will permit automatic generation of past due notices based on AR type
System will permit business rule or user (with authority) to assess a late charge to overdue
AR 103 account either as a fixed dollar amount or percentage of the remaining balance.
Summary
Functional Category: Budget Preparation Statistics 250 250
Available Response Codes Code Count Count
F Provided fully functional out of the box or with configuration (no custom development) F 0 0 0 0
CU Customization/Software Enhancement (Any custom development) CU 0 0 0 0
TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0 0 0
SR Provided with Standard Report SR 0 0 0 0
CR Custom Report Development Required CR 0 0 0 0
N Not Included in this Proposal N 0 0 0 0
Software Implementation (IMP)
Reference Software Module(s)/Sub-module(s) Required Module(s)/Sub-module(s) Required
Number Functional Requirements Capability to Fulfill Requirements Software Comments IMP Scope Phase to Fulfill Requirements Implementation Comment
GENERAL REQUIREMENTS
BUD 1 Budget system uses the financial system's Chart of Accounts.
BUDGET REQUEST
BUD 2 Budgets preparation system accommodates the following:
BUD 3 Fund budget
BUD 4 Line Item Budget
BUD 5 Department budget
BUD 6 Sub-Department (Division) budget
BUD 7 Program budget
BUD 8 Project budget (over multiple years - up to life of project)
BUD 9 Grant budget
BUD 10 System used to prepare budgets for:
BUD 11 Expenses
BUD 12 Revenues
BUD 13 Transfers to other departments
BUD 14 Special districts utilize budget development system to prepare budget
BUD 15 Departments have the capability to develop:
BUD 16 Summary Budgets
BUD 17 Detailed Budgets (line item)
Budgets that are more detailed than budget line item level with all detail
BUD 18 rolling up to line item (Line item detail)
System allows departments to submit budget requests in more than one format
BUD 19 (example: line item budget and program budget)
BUD 20 Departments enter budget requests through system including following information:
BUD 21 Requested budgeted amounts
BUD 22 Recommended budget amounts
BUD 23 Notes/Comments
BUD 24 Attach documents
BUD 25 Department mission statement
BUD 26 Department goals and objectives
BUD 27 Description of department
BUD 28 Department past accomplishments
BUD 29 Summary of service level changes
BUD 30 Performance measures
BUD 31 Cost drivers and budget assumptions
When entering in budget request, departments can view and perform calculations on the
BUD 32 following information:
BUD 33 Previous year requested budget
BUD 34 Previous year recommended budget
BUD 35 Previous year adopted budget
BUD 36 Previous year revised budget
Previous 5 years of history for requested, recommended, adopted,
BUD 37 and revised budget
BUD 38 Previous year actual expenses/revenues
Previous year actual expenses/revenues to date with projection for
BUD 39 total year end expenses
BUD 40 Previous 5 years of history for actual expenses
BUD 41 Last 3 years of adopted budgets
BUD 42 Last 5 years of adopted budgets
BUD 43 Last year actual expense data
BUD 44 Last 5 years of actual expense data
BUD 45 Calculations that system provides on data include
BUD 46 Differences from prior years
BUD 47 Averages
BUD 48 Trends
BUD 49 Percentage change
System allows calculations based on seasonal differences (example: park use in
BUD 50 summer)
BUD 51 System allows users to adjust budget version line items or summary totals by:
BUD 52 Percentage
BUD 53 Dollar amount
System allows department to budget by projecting activity levels and apply cost drivers to
BUD 54 create budget
System uses common rates stored in system and budgets by departments entering
BUD 55 projected usage (example: fuel use)
System calculates and budgets for dependent items based on other requests (example:
BUD 56 benefit budgets calculated based on salary budget)
System allows budgeting for non-financial accounts (setting goals and targets for
BUD 57 performance measures) and extracts real time data for comparison
BUD 58 Performance measures tracked in the system contain the following information:
BUD 59 Definition
BUD 60 Description
BUD 61 Targets
BUD 62 Link to department, program, etc. (through chart of accounts)
BUD 63 System links goals and objectives to performance measures tracked in the system
BUD 64 System links programs and specific line items to
BUD 65 Goals and objectives (budgeting by goal)
BUD 66 Performance measures
Users can flag one-time budget events and the system automatically removes them from
BUD 67 the next years' budget
BUD 68 System groups related expenditures into decision packages
BUD 69 System allows departments to prioritize budget requests
System prevents budgeting in excess of pre-determined spending limit set by Chart of
BUD 70 Account segment (example: Fleet department budget can't exceed $10,000,000)
BUD 71 Pre-determined budget limit can be::
BUD 72 Established at any level of the chart of accounts
BUD 73 Entered manually for each account at the level of detail required
BUD 74 Pre determined budget limit can be calculated as a percentage of last year's:
BUD 75 Previous year requested budget
BUD 76 Previous year recommended budget
BUD 77 Previous year adopted budget
BUD 78 Previous year revised budget
BUD 79 Project actual expenses
BUD 80 System allows multi-year budgeting (5 years)
BUD 81 Multi-year budgeting can be applied to (required) for select chart of accounts
For multi-year budgeting, system rolls future year budgets forward for next budget
BUD 81 preparation (year 3 budget becomes year 2 budget next year)
BUD 82 System allows budget to be allocated out to defined periods within the year:
BUD 83 Month
BUD 84 Quarter
BUD 85 Semi-Annual
BUD 86 Seasonal
BUD 87 Users can create multiple versions of a budget request for "what if" scenario simulation
BUD 88 Each department/user can create up to 100 different versions of the budget request
CENTRAL BUDGET PREPARATION
BUD 89 System stores common rates that are used by all departments (example: fuel price)
BUD 90 System stores fees that are used by all departments (example: user charges)
System creates an initial version of the budget (for use by departments to submit
BUD 90 requests) using any of the following:
BUD 91 Zero balances in all accounts
BUD 92 2nd year budget forecast from prior year's budget development process
BUD 93 Current year's original budget
BUD 94 Last year's budgeted total
BUD 95 Last year's actual
BUD 96 Current year's budget plus/minus a percentage
BUD 97 Projection based on percentage of last year's actual
BUD 98 Projection based on estimated actuals from current year
System accommodates calculation of internal service charges and allocates to
BUD 99 department budgets based on cost drivers
BUD 100 System calculates internal service charges and pre-populates budget for departments
Text or any attachment (copy) from previous budget to any other budget version--allow
BUD 101 cut & paste between budget versions
Initial budget request forms used by departments contain overhead allocations (overhead
BUD 102 is a part of department budget)
After budget preparation, system has ability to limit access to all budget screens and
reports to either: view only access or removal of all access (locked out). Access can be
BUD 103 modified by:
BUD 104 All users
BUD 105 Department (Chart of Accounts)
BUD 106 Division (Chart of Accounts)
BUD 107 Center
BUD 108 Account
BUD 109 Position
BUD 110 User
Separately track new budget requests and new programs (not part of continuing
operating budget), assigning prioritization. Also allow these to be negative items to track
BUD 111 cuts and their priorities.
BUD 112 Department worksheets are automatically rolled into organization-wide master budget
After adoption of budget, save production budget to adopted fiscal year, and move 2nd
BUD 113 year budget projection to production budget and move future years accordingly.
System provides message board to communicate budget specific messages to users
BUD 114 from central budget office
FORECASTING
BUD 115 System performs what if forecasting by:
BUD 116 Increase / decrease line item by percentage
BUD 117 Increase / decrease line item by dollar
BUD 118 Saved scenario (based on different assumptions)
Project operating expenses and revenues based on historical data, and allow allocation
BUD 119 between cost centers and programs.
BUD 120 Provide multiple projections based on changed assumptions, factors or amounts.
BUD 121 Use trend factors to adjust forecast/projections.
Multi-year forecasting capabilities (expenditures, revenues using a variety of forecasting
BUD 122 methods).
System creates forecasts for the following: budget and actual (either on a line-by-line
BUD 123 basis or on an entire budget) by multiple budget elements including:
Chart of Account Breakdown (project, grant, department, division,
BUD 124 program, activity etc.)
BUD 125 Multiple chart of account codes
BUD 126 Forecasts displayed by:
BUD 127 Fiscal Year
BUD 128 Calendar Year
BUD 129 Month
BUD 130 Quarter
BUD 131 Other user defined period
BUD 132 System uses the following methods to create budget forecast
BUD 133 Straight line projection
BUD 134 Percentage based on last year actual
BUD 135 Current actual plus encumbrances
BUD 136 Current actual plus percentage based on last year actual
BUD 137 Percentage based on prior year actuals (multiple years)
BUD 138 Last year actual
BUD 139 Trend factors (workload statistics)
Forecasts are more detailed than line item level with all detail rolling up to line item
BUD 140 forecast
BUD 141 System calculates budget forecasts using real-time data and information
BUD 142 Forecasts can be saved each month
BUD 143 Forecasts calculate any related expenditure (example: change to salary impacts benefits)
System forecasts based on real-time personnel costs directly from the HR system (High
BUD 144 Line):
BUD 145 Positions
BUD 146 Class codes
BUD 147 Salaries
BUD 148 Benefits
BUD 149 Vacant/Filled positions
BUD 150 Incumbent in position
BUD 151 Calculate position costs based on incumbent for the following assumptions:
BUD 152 Service Increment (by anniversary date)
BUD 153 Full-time vs. part time
BUD 154 Employees current hourly rate / salary
System provides what if forecasting tool for mass salary changes that includes all benefit
BUD 155 calculations
BUDGET PROJECTIONS
System calculates budget estimates to project spending during the remainder of the
BUD 156 current:
BUD 157 Fiscal Year
BUD 158 Calendar Year
BUD 159 Month
BUD 160 Quarter
BUD 161 System used to project:
BUD 162 Revenues
BUD 163 Expenses
BUD 164 Budget projections available for:
BUD 165 Chart of Account Breakdown (project, grant, department, program, etc.)
BUD 166 Multiple chart of account codes
BUD 167 Budget projections are available through dashboard for executive reporting
BUD 168 System uses the following methods to create budget projections
BUD 169 Straight line projection
BUD 170 Percentage based on last year actual
BUD 171 Percentage based on prior year actuals (multiple years)
BUD 172 Last year actual
BUD 173 User defined (calculated) projection methods
BUD 174 System calculates budget projections using real-time data and information
Projections calculate any related expenditure (example: change to salary impacts
BUD 175 benefits)
BUDGET APPROVAL
BUD 176 System maintains history of the following budgets
BUD 177 Requested Budget
BUD 178 Recommended Budget
BUD 179 Adopted Budget
BUD 180 Final Budget
BUD 181 Revised Budget
BUD 182 Budget approval workflow can be set differently for each department
BUD 183 System maintains approval workflow for budget requests within and for each department
Budget office can freeze versions of the budget to prevent editing by departments
BUD 184 (version by version)
CAPITAL BUDGETING
BUD 185 Capital budgets prepared by:
BUD 186 Project
BUD 187 Revenue Source
BUD 188 Department
BUD 189 Program
Project budgets created roll up to create department capital budget and overall County
BUD 190 capital improvement plan
System allows individual capital project budgets created in project module to feed budget
BUD 191 module
BUD 192 Capital project budgets identify location including:
Board of Supervisor district
Municipality
Special District
GIS information
BUD 193 Capital budget supports multi-year budgeting to minimum of 10 years
BUD 194 Capital budgets can be created for following time periods:
BUD 195 Fiscal Year
BUD 196 Calendar Year
BUD 197 Grant Sponsor Year
BUD 198 Month
BUD 199 Quarter
BUD 200 Capital budgets able to capture lifetime project budgets
BUD 201 Allow entering information on operating impacts of capital projects
BUD 202 Operating impact data populates multi-year budget projections
BUD 203 System supports narrative capital project description at the project and department levels
Supports current year forecasting and carry over projections into future capital
BUD 204 improvement plan years
SALARY AND POSITION BUDGETING
Budget system interfaces with HR System (High Line) to get data on actual salaries and
BUD 205 benefits and vacant or filled positions, including incumbent data.
Budget system will update the HR System (High Line) after budget adoption with any
BUD 206 changes made to budgeted positions, salary data, benefits, etc.
New positions can be added into the budget system and load into the HR system after
BUD 207 budget adoption.
System provides ability to propose changing position status as part of budget
BUD 208 development:
BUD 209 Active / Deleted (Deleted means inactive or closed)
BUD 210 Funded / Unfunded
BUD 211 Filled / Vacant
BUD 212 Continuation / New - Proposed
BUD 213 Identifies funding sources for positions
BUD 214 System allows adding multiple types of positions during budget development including:
BUD 215 Full-time
BUD 216 Part-time
BUD 217 Hourly
BUD 218 Temporary
BUD 219 Volunteer
System allows for the cost of a position to be allocated to multiple segments of the Chart
BUD 220 of Accounts (i.e. organizational codes, programs, projects, grants, etc.)
System allows the following operations (for projection purposes) online with the proper
BUD 221 security authorization:
BUD 222 Add or delete the number of authorized, or budgeted positions
BUD 223 Modify filled/vacant status (for projection purposes)
Calculate current year estimates (including benefits) based on spent to date and
BUD 224 forecasts for remainder of year - must include variable projections for seasonal work.
BUD 225 What-If scenarios for changes in assumptions and position requests
BUD 226 Track the creation and deletion of positions during budget development.
BUD 227 Benefits costs are calculated for each position based on
BUD 228 Current employees actual benefit selections
BUD 229 Average benefit costs for unfilled positions (system calculates average)
System provides forecasting and projection tools for calculating impact of anticipated
BUD 230 retirements
BUDGET ADJUSTMENTS (REVISIONS)
System allows departments to propose budget transfers within department authority with
BUD 231 workflow approval
During budget amendment, provide reporting mechanism for inter-fund transfer
BUD 232 balancing
BUD 233 System stores narrative justification for budget amendments for each amendment
BUD 234 System stores attachments for each budget amendment for each amendment
Requests for budget amendments are submitted electronically by departments and
routed via workflow for approval via electronic signature. The system should not allow a
BUD 235 budget reduction below the amounts already pre-encumbered , encumbered or
BUD 236 Amendment workflow approval path determined by:
Level of amendment (Dept, CAO, or Board)
BUD 237 Dollar amount
BUD 238 Chart of Accounts
BUD 239 Reason for amendment
System validates and enforces rule that all budget amendments and transfers must
BUD 240 balance
BUD 241 System provides funds availability check when entering budget amendments
BUD 242 Departments have visibility to track the approval status of each amendment request.
BUD 243 System track all budget changes including:
BUD 244 Type of change
BUD 245 Date/Time of change
BUD 246 Reason for change
BUD 247 Who requested the change
BUD 248 The original change request
BUDGET PUBLISHING
Budget publishing tool uses real time data, point in time data, saved templates, and
BUD 249 narrative information to produce budget document
System produces all detail, summary information, narrative, and supporting
BUD 250 documentation (including page numbers) for:
BUD 251 Recommended budget book
BUD 252 Adopted budget book
BUD 253 Produces the table of contents, index, glossary for the budget document
Incorporates capital budget in to annual document and also has the capability to produce
BUD 254 a multi-year capital budgeting document.
System exports information directly into Word and Excel for budget document using
BUD 255 Word or Excel
BUD 256 Budget document publishes with the following information:
BUD 257 Budget message
BUD 258 Financial policies
BUD 259 Goals and objectives
BUD 260 Short term initiatives
BUD 261 Describes all services, programs carried out by organization
BUD 262 Performance data
BUD 263 Listing and description of all appropriated funds
BUD 264 Summary of major revenues and listing by type
BUD 265 Summary of major expenses and listing by type
BUD 266 Expenses listed by function, organizational unit, or program
BUD 267 Prior year expenses compared to budgeted amounts
BUD 268 Financial information for previous years
BUD 269 Capital budget expenditures and plans
BUD 270 Financial data on current debt
BUD 271 Other debt information including debt limitations, millage rates
BUD 272 Key dates in budget process
BUD 273 Organization charts
BUD 274 Personnel counts
BUD 274 Department budget page includes:
BUD 275 Financial information
BUD 276 Position information
Mission, goals, accomplishments, and other text stored in budget
BUD 277 system
BUD 278 Performance measures
BUD 279 System provides a spelling and grammar check for budget document
Summary
Functional Category: Purchasing Statistics 428 428
Available Response Codes Code Count Count
F Provided fully functional out of the box or with configuration (no custom development) F 0 0 0 0
CU Customization/Software Enhancement (Any custom development) CU 0 0 0 0
TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0 0 0
SR Provided with Standard Report SR 0 0 0 0
CR Custom Report Development Required CR 0 0 0 0
N Not Included in this Proposal N 0 0 0 0
Software Implementation (IMP)
Reference Software Module(s)/Sub-module(s) Required Module(s)/Sub-module(s) Required
Number Functional Requirements Capability to Fulfill Requirements Software Comments IMP Scope Phase to Fulfill Requirements Implementation Comment
GENERAL REQUIREMENTS
Purchase requisition, purchase order, contract, receiving document and all other
PO 1 related information is linked for purchasing transaction to allow drill down
CREATE A PURCHASE REQUISITION
Each department initiates purchasing process through requisition entry into the
PO 2 system
PO 3 Requisition contains the following information along with other standard fields:
PO 4 Commodity Code (NIGP code)
PO 5 Automatically assigned requisition number
PO 6 Vendor part identification number
PO 7 Quantity
PO 8 Unit Price
PO 9 Unit of Measure
PO 10 Total dollar amount
PO 11 Chart of Account information
PO 12 Suggested vendor/vendor number
PO 13 Shipping address/Location
PO 14 Invoice address/Location
PO 15 Contract number
Department contact info for purchase (phone, fax, email,
PO 16 address)
PO 17 Description
PO 18 Manufacturer Name
PO 19 Manufacturer Part Number
PO 20 Required by date
PO 21 Stock number
PO 22 Required by date
PO 23 System links stock number to commodity code number
PO 24 Requisitions can be entered without a vendor
PO 25 Users can search commodity codes by alternate description
PO 26 System allows user to flag type of purchase
PO 27 Authorized confirming purchasing
PO 28 Confirming orders
PO 29 Blanket purchase order
PO 30 Delegated purchasing authority
PO 31 System can identify purchase as
PO 32 Sole source
PO 33 Emergency purchase
PO 34 Limited Competition
Unit price can accommodate $99,999,999,999.9999 (including 4 to right of the
PO 35 decimal)
Unit quantity can accommodate 99,999,999,999.9999 (including 4 to right of the
PO 36 decimal)
PO 37 System allows $0.00 dollar items (free items)
System allows negative value items on line item detail (discounts, returns) of
PO 38 requisitions, POs, contracts
Notes can be entered on requisition that flow through system, and appear on
PO 39 purchase order and in invoicing
PO 40 Notes can be entered on requisition that approver can see
Requestor can attach files to requisition at header level, files can be individually
PO 41 printed or printed with document
PO 42 Requestor can attach files to requisition at line item level
PO 43 Split and allocate amount on single line item to multiple accounts by
PO 44 Percentage
PO 45 Dollar amount
System limits accounts that requestor is available to charge to by role/department,
PO 46 multiple accounts ties to user
PO 47 System limits the commodity codes a requestor is able to select by role/department
System flags purchase requisitions that apply to commodity codes under blanket
PO 48 purchase order contract
Multiple line items on purchase requisition can default account information from
PO 49 header or allow account information to be keyed in
PO 50 Allow line items to be copied and replicated
PO 51 Allow purchase requisition templates to be created for routine purchases
PO 52 Allow purchase requisition templates to be created from purchase orders
PO 53 Allows creation of purchase requisition from purchase order
PO 54 Pre-encumbrance for purchase requisition created when:
PO 55 Purchase requisition is released for approval
PO 56 Purchase requisition is approved by department
PO 57 When purchase requisition is submitted, system provides budget check
PO 58 Budget control can set hard or soft errors by department
PO 59 Requisition can specify different shipping location at the line item level or header level
PO 60 System routes purchase requisition for approval according to:
PO 61 Total dollar amount
PO 62 Chart of Accounts
PO 63 Account information on line item
PO 64 Commodity code
PO 65 Requesting department
PO 66 Requesting user
PO 67 Type of purchase (emergency)
Workflow approval process can be different for each department/division (different
PO 68 departmental approvers, number of approvers, thresholds, etc.)
PO 69 Workflow approval allows escalation/assignment process that allows:
PO 70 Requisition to move forward after pre-defined amount of time
Requisition to be forwarded to alternate approver after pre-
PO 71 defined amount of time
Requisition to provide alert after pre-defined amount of time
PO 72 (both backwards and forwards)
PO 73 Approver to designate alternate approver using effective start and end date
PO 74 System can automatically assign buyer to purchase requisition based on:
PO 75 Commodity code
PO 76 Dollar amount
PO 77 Department
PO 78 Availability of buyer
PO 79 Purchasing manager can override buyer assignment
PO 80 Buyer can assign requisition to alternate buyer
PO 81 Buyer can designate alternate buyer in the case of absence
PO 82 System allows users to cancel requisition before it is approved
PO 83 Once approved, system prevents users from making changes to requisition
PO 84 Buyer can choose to cancel entire req. or just individual line items
PO 85 Cancelled requisitions or cancelled requisition line items release pre-encumbrance
System stores discount information per vendor and item and applies to purchase
PO 86 requisition
PO 87 Buyer can override discount information
PO 88 Discounts applied both at total and line item levels
CREATE A PURCHASE ORDER
PO 89 System allows creation of purchase order directly (no purchase requisition)
PO 90 System allows create of purchase order from an existing requisition
PO 91 Purchase order number assigned automatically
PO 92 All fields on purchase requisition automatically populate purchase order
When converting purchase requisition to purchase order, buyer can update any field
PO 93 on purchase order
PO 94 System accommodates the following type of purchase orders:
Discrete purchase orders (purchase order for specific quantity of good
PO 95 or service)
Blanket purchase order (purchase order with vendor for specified
PO 96 dollar amount)
PO 97 Multiple departments can purchase from blanket purchase order (if allowed)
PO 98 System restricts unauthorized departments from accessing blanket purchase order
Allows multiple purchase requisitions (from one department or multiple departments)
PO 99 to be combined onto one purchase order
PO 100 Split one purchase requisition into multiple purchase orders
PO 101 Split and allocate amount on single line item to multiple accounts by
PO 102 Dollar amount
PO 103 Percentage
PO 104 System does not have a limit on number of accounts amount can be split between
Creation of purchase order releases pre-encumbrance from purchase requisition and
PO 105 creates encumbrance
PO 106 Purchase order prints with the following information:
PO 107 Original requesting department
PO 108 Original requestor
PO 109 Requestor contact information
PO 110 Vendor name/number and order remit information
PO 111 Buyer name and electronic signature/image
PO 112 Print date / creation date
PO 113 Expiration date
PO 114 Delivery date
PO 115 Payment terms
PO 116 Ship to / bill to addresses
PO 117 Multiple ship to addresses
PO 118 Revision dates (if applicable, if PO was revised)
PO 119 Contract information
Any other information entered on purchase requisition or
PO 120 purchase order
PO 121 Line item detail descriptions
All other line item information (quantity. UOM, unit price,
PO 122 due date, chart of account, etc.)
PO 123 Notes to be seen by Vendor on PO
PO 124 Appropriate Sales and Use Tax
PO 125 System allows attaching documents to purchase order
System allows requesting department or purchasing to query system to determine the
PO 126 approval status for the purchase order
PO 127 System provides notification to requester when purchase order is created
PO 128 System allows editing of notice based on user roles
PO 129 Purchase order sent to vendor through:
PO 130 Email
PO 131 Vendor self service portal
PO 132 Hard copy
PO 133 System notifies vendor went purchase order is sent
PO 134 System allows purchase orders to be re-printed or re-sent
PO 135 System identifies re-printed purchase orders as duplicates
System identifies revised purchase orders and indicates all changes that have been
PO 136 made
MODIFY AN EXISTING PURCHASE ORDER
PO 137 Departments can request changes to existing purchase orders through workflow
PO 138 Any open purchase order can be modified by change order
PO 139 Buyers can add additional lines to purchase orders
PO 140 Buyers can add additional lines to purchase orders using copy function
PO 141 Departments can initiate request for a change to purchase order for
PO 142 Increase quantity or amount
PO 143 Decrease quantity or amount
PO 144 Cancel line items
PO 145 Add line items
PO 146 Change of chart of account string
PO 147 Extension of termination date
PO 148 Add work order number
vendor changes (mergers, vendor name change, vendors
PO 149 going out of business, etc.)
Different changes required different workflow (chart of account uses different path
PO 150 than change in value)
Require approval for change orders over a user-defined percentage of the original
PO 151 amount
Changes to existing purchase orders for increase in quantity or amount follow original
PO 152 requisition or purchase order approval process
Changes to existing purchase orders for decrease in quantity or amount could follow
PO 153 separate approval process
PO 154 Request to change purchase order pre-encumbers funds
Approval of change to purchase order encumbers funds or releases encumbrance of
PO 155 funds
Printing of modified purchase order clearly labels that purchase order has been
PO 156 changed
PO 157 Purchase order identifies information that was changed on header and line item
System identifies revised purchase orders and indicates all changes that have been
PO 158 made
When printing modified purchase order, all information and comments on original
PO 159 purchase order are reproduced on modified purchase order
RECEIPT OF GOODS
PO 160 The system must allow the user to search for open items by PO# /vendor name
PO 161 The system must allow the user to record the receipt of:
PO 162 Goods or services
PO 163 Shipments received at multiple locations
PO 164 Shipments received by multiple departments
PO 165 Orders arriving in multiple shipments
PO 166 Receiving of goods done at decentralized locations
PO 167 At receipt, the following information is recorded:
PO 168 Purchase order number
PO 169 Receiving staff person ID
PO 170 Freight liner with tracking number
PO 171 Date and time
PO 172 Damaged
PO 173 Full receipt / partial receipt
PO 174 Quantity / Amount received
PO 175 Acknowledgement of receipt done either by:
PO 176 Entire purchase order
PO 177 Each line item individually
PO 178 Partial receipt of each individual line item
After Receiver records damaged received goods system will create a shipping memo
PO 179 to have goods returned
PO 180 Receiver can record incorrect quantities (over the purchase order quantity).
PO 181 Partial receipt or partial payment of purchase order releases partial encumbrance
Receiver or other user has option on partial receipt to close remaining amount of
PO 182 purchase order
PO 183 Receipt of a fixed asset requires that receiver enter the following information
PO 184 Asset ID
PO 185 Serial number
PO 186 Description
PO 187 Location
PO 188 Other required fields by asset type
Information captured on purchase order flows through to asset record (example:
PO 189 chart of account information)
PO 190 The system must trigger accounts payable process based upon receipt information.
Receiver can change chart of account distribution on purchase order before payment
PO 191 (with workflow approval process)
PO 192 Identify orders that have not been received after a user-specified period of time
VENDOR FILE
PO 193 Purchasing, AR, and AP share same vendor file
PO 194 Vendor number assigned automatically
PO 195 Automatic vendor number can be overridden
PO 196 Vendor file tracks the following required information for each vendor:
PO 197 Vendor legal name
PO 198 Vendor "doing business as" name (with cross references)
PO 199 Vendor Tax ID
PO 200 Vendor out of state/out of country form
PO 201 Tax ID Status (W-9 Information)
PO 202 Address (multiple addresses)
PO 203 Contact person(s)
PO 204 Contact information (phone, web, email)
PO 205 Ethnicity
PO 206 Preferred vendor type
PO 207 Green Business
PO 208 Local Vendor
Accommodates multiple vendor types, e.g., a business can be
PO 209 both a green business as well as a small business.
Preferred payment method (ACH, check, etc.) and payment
PO 210 information
PO 211 Last date vendor utilized
PO 212 Parent/child relationships
PO 213 Commodities/services offered (from pre-defined list)
PO 214 Active/Inactive status
PO 215 Default chart of account information
PO 216 Payment terms, e.g., discounts
PO 217 MCC (Merchant Category Code)
PO 218 Contractor/ Business license # (multiple licenses)
Expiration date for contractor/ business license # (multiple
PO 219 licenses)
PO 220 Shipping information
PO 221 Pricing information
PO 222 Discounts
PO 223 Vendor financial information: bankruptcy, lien, etc.
PO 224 Required 1099 information
Record shows all current and past contracts, PO's, and
PO 225 payment history by defined criteria
PO 226 System prevents duplicate vendors by preventing duplicate vendor:
PO 227 Tax ID
PO 228 Name
PO 229 Address
System tracks preferred vendor for each commodity code / professional service
PO 230 category
PO 231 Track the details of vendor performance including complaints and resolution
System allows users (with security access) to temporarily deactivate a vendor
PO 232 separately from the purchasing and AP process.
System allows users (with security access) to merge two vendors and maintain history
PO 233 (example: duplicate vendor, or one vendor buys another)
VENDOR PERFORMANCE
PO 234 The system tracks vendor performance including:
PO 235 On-time delivery
PO 236 Accuracy of order
PO 237 Percent of damaged
PO 238 Invoicing problems
PO 239 Number of complaints
PO 240 Responsiveness in resolving conflicts
PO 241 Subjective rating of requestor, buyer, or receiver
Cost escalation - unit prices (commodities), labor rates (service
PO 242 contract) contract amount/change orders (Construction),
PO 243 Requestor, buyer, or receiver can enter vendor performance comments
PURCHASING CARDS
PO 244 System integrates with CALcard (County purchasing card system)
System provides automatic transfer of information from bank with purchasing card
PO 245 transaction details
PO 246 System will itemize the credit card purchase with account distribution.
PO 247 System will convert MCC to NIGP codes
PO 248 System will track cardholder by name or employee ID.
System accommodates the flagging of individual credit card purchases as 1099
PO 249 eligible.
PO 250 System accommodates the flagging of individual credit card purchases as tax eligible.
PO 251 System tracks credit card purchases for 1099 statement to vendor
System will alert user when purchasing card transaction covers item under
PO 252 contract/blanket purchase order
System tracks credit card purchases for and applies purchases against any
PO 253 applicable contracts
System automatically allocates purchase from purchasing card to correct chart of
PO 254 account code based on default set up for
PO 255 Type of item purchase
PO 256 Item purchased
PO 257 Purchaser
PO 258 Apply purchasing card transactions to contracts
BID/QUOTE PROCESS
PO 259 Bid process used to accommodate:
PO 260 Formal bids
PO 261 Formal Request For Qualifications (non-price)
PO 262 Formal Request For Proposals (Price, scope, qualifications)
PO 263 Informal price quotes (request for quote, small purchase)
PO 264 System stores contract terms for creation of solicitations in the system
PO 265 System maintains and tracks all bids submitted in response to solicitation
PO 266 System allows submission of bids up until pre-determined date and time
PO 267 System accepts closed/sealed bids and keeps information hidden until bid opening
PO 268 Vendors self-register to be eligible to submit bids
System forces vendors to submit required information when registering (example: W-
PO 269 9, contact info etc.)
PO 270 Vendors can register by the following to receive bids/solicitations
PO 271 Commodity code
PO 272 Service / Product type
PO 273 Department issuing bid / solicitation
PO 274 Other user defined values
Vendors can submit questions, clarifications, requests for information regarding a
specific bid to the buyer in the bid/quote/proposal portal. (Alternate spec and "or
PO 275 equal" requests may require submission of forms and product data)
Buyer can reply to vendor question via bid/quote/proposal portal, either directly to
PO 276 vendor, or post to quote/bid/proposal for all vendors
Buyer responses to vendor questions that are material to a quote/bid/proposal can be
PO 277 converted into an addendum that requires formal acknowledgment by vendors.
PO 278 Vendors can indicate preferred method of receiving addenda
PO 279 Email
PO 280 Vendor self service portal
PO 281 Vendors can log-on to self service and view all open solicitations
PO 282 Vendors can log-on to self service and view upcoming solicitations
Vendors can log-on to self service and view all quotes/bids/proposals they have
PO 283 submitted on and view current status and final tabulations
PO 284 System allows for creation of distribution lists by:
PO 285 Commodity code
PO 286 Location of vendor (city/state)
PO 287 Service / Product type
PO 288 Pre-qualified vendors
PO 289 System allows bid number to be created automatically
PO 290 System can create a bid from a requisition
System allows bid document (that is sent to vendors) to be created in the system that
PO 291 includes:
PO 292 Standard contract terms and conditions (multiple)
PO 293 Bid instructions
PO 294 Bid specifications
PO 295 Pricing submission specifications
PO 296 Bid guidelines
PO 297 Other documents that are uploaded into system
Large documents (>200MB) such as CAD drawings that are
PO 298 uploaded into system
PO 299 System provides confirmation that vendor received solicitation (if through self service)
PO 300 System allows vendors to submit bids electronically through file upload
PO 301 System allows vendors to submit revised bid
PO 302 System allows vendors to remove a previously submitted bid.
PO 303 System allows vendors to submit multiple bids
PO 304 System allows County to create and distribute addenda to bidders list through
PO 305 Vendor self service portal
PO 306 Email
PO 307 Fax
PO 308 System allows vendors to submit bids electronically through completion of forms
PO 309 System can record time, date of submitted bids
PO 310 System provides tools to tabulate and evaluate bids.
PO 311 System can rank bids by ability to meet pre-determined criteria
PO 312 System can rank bids using weighted criteria
PO 313 System can evaluate bids based on:
PO 314 Unit Price
PO 315 Quantity
PO 316 Price for entire bid
PO 317 Price per extended line item in bid
PO 318 Price by group
PO 319 Performance rating of vendors
PO 320 Vendor experience
PO 321 Vendor qualifications (meet or not meet)
PO 322 Other pre-determined submission requirements
System can give price preference to certain vendor based on criteria set by
purchasing (example: local vendor identified by address, zip code, county, etc,
PO 323 receives a 5% bid preference
PO 324 System can screen bids failing to meet minimum qualifications
PO 325 System tracks and maintains history of all bids
PO 326 System converts awarded bid to contract or PO
PO 327 System can split one bid into multiple contracts
PO 328 System can combine multiple bids into one contract
PO 329 System maintains link between purchase requisition, bid, and contract
System supports technical evaluations (strengths, weaknesses, etc. subjective criteria
PO 330 by panel, predetermined criteria for evaluation)
Bid tabulations and proposal evaluations, once determined final by buyer, can be
PO 331 posted publicly and through vendor self-service when buyer determines
CONTRACT ADMINISTRATION
PO 332 System handles the following type of contracts:
PO 333 Purchasing contracts (formal bids)
PO 334 Construction contracts
PO 335 Professional Service Contracts
PO 336 Multi-Year Contracts
PO 337 Revenue Contracts
PO 338 Property leases
PO 339 Workflow approval process for establishing contract is determined by:
PO 340 Department
PO 341 Type of contract
PO 342 Amount
PO 343 Contract module can track payment schedules
PO 344 System handles multi-vendor contracts
PO 345 System allows option of encumbering value of contract or not encumbering
PO 346 Purchase requisitions pre-encumber funds against a contract
PO 347 System allows encumbrances to be split across multiple fiscal years
PO 348 Purchase orders encumber funds against a contract
Contracts with vendor linked to commodity code number, stock number or other
PO 349 identifier
Attempted purchase requisitions for commodity codes or stock numbers under
PO 350 contract will provide a notification alert
PO 351 Contracts are established with the following information:
PO 352 Chart of Account information
PO 353 Total Amount
PO 354 Phases / Milestones/Tasks
PO 355 Amount by Milestone/Phase/Tasks
PO 356 Start date
PO 357 End date
PO 358 Renewal information
PO 359 Vendor and related data
PO 360 Contract Code/Type
PO 361 Description of services
PO 362 Commodity code
PO 363 Stock number
PO 364 Contract administrator contact information
PO 365 Eligible departments to use contract
PO 366 Amount per Department
PO 367 Amount per other user defined needs
PO 368 Eligible purchases for contract
PO 369 Payment schedule, to include rates for defined items
PO 370 Contingency amount
PO 371 Multiple types of contingency (owner, contractor)
PO 372 Retainage
PO 373 Source of contract (RFP, sole source, etc.)
PO 374 Insurance information
PO 375 Insurance expiration dates
PO 376 Sub-contracts
System generate notification to end-user departments a pre-
PO 377 defined number of days before contract expiration
PO 378 Chart of Account information for contract can be split between accounts by:
PO 379 Pre-defined dollar amount
PO 380 Percentage
PO 381 Milestone / Phase
PO 382 Contracts can be converted to a purchase order
System can apply purchase orders/requisitions against contracts or blanket purchase
PO 383 orders
PO 384 System validates purchase orders against contract for appropriate :
PO 385 User
PO 386 Date
PO 387 Dollar amount
PO 388 Department
PO 389 Chart of Account information
PO 390 Commodity code / item / service
PO 391 The following changes initiate workflow approval before change is made
PO 392 Change in contract dollar amount
PO 393 Change in eligible uses of contract
PO 394 System tracks multiple contracts per vendor (at the same time)
PO 395 The system must track multiple payments against a single contract.
The system must track service performance against a contract (e.g., milestones
PO 396 and/or deliverables).
The system must track and auto flag contract expiration dates with sufficient lead time
PO 397 to extend or re-solicit contract.
PO 398 The system must allow user to record and auto calculate retention amounts by:
PO 399 Deliverable/task
PO 400 % Completion
PO 401 Dollar amount
System allows multiple rates of retention based on project progress: for example, first
PO 402 half 10%, second half 5%
PO 403 System supports collection of payments to escrow in lieu of retention
PO 404 System allows users to attach files to contract
The system records and tracks contract limits at user specified levels of detail over
PO 405 the life of the contract (e.g., 50% expended at half-way point in project).
The system tracks and auto flag contract extension dates with sufficient lead time to
PO 406 re-solicit the contract.
The system tracks and auto flag contract extension dates with sufficient lead time to
PO 407 extend contract.
System notifies users when thresholds are approached (example: total contract
PO 408 amount, amount of phase, etc.)
PO 409 System identifies related contracts (old contract, replacement contract etc.)
PO 410 System tracks amount for contract renewals by total contract and/or by each renewal
System allows for drill down to show all purchase orders, requisitions, payment and
PO 411 vendor detail associated with contract
PO 412 System allows parent/child relationship for contracts
PO 413 Search for a contract in system by:
PO 414 Contract Number
PO 415 Department
PO 416 Vendor
PO 417 Description of services (both Header and line item)
PO 418 Commodity Code
PO 419 Chart of Account Segment
PO 420 Start date/end date (both actual and ranges)
PO 421 Status
PO 422 Contracts can be assigned to departmental user for administration
PO 423 Mass and individual update to contracts by selected percentage
END OF YEAR PROCESSING
PO 424 Select open purchase orders can be carried over to the next fiscal year
PO 425 Select open purchase requisitions can be carried over to the next fiscal year
Rolled purchase requisitions and purchase orders will carry over encumbrance and
PO 426 pre-encumbrance
PO 427 After end of fiscal year, purchases can be applied to old fiscal year
System allows purchase orders to be closed prior to end of fiscal year and re-opened
PO 428 (new PO) in new fiscal year
PO 429 Closes purchase orders by either closing:
PO 430 All purchase orders
PO 431 Select purchase orders
Criteria to select open purchase orders for close at end
PO 432 of year includes:
PO 433 Dollar amount
PO 434 Chart of Accounts
PO 435 Buyer
PO 436 Status
PO 437 Service / Product type
PO 438 Age of encumbrance
Purchase order type (example: blanket PO, purchase
PO 439 by item, etc)
PO 440 Issue Date
PO 441 Termination Date
PO 442 Vendor
PO 443 Closed purchase orders at end of year release encumbrance on budget and contract
VENDOR SELF SERVICE
PO 444 Vendor self service capabilities allows vendors to perform the following actions:
PO 445 Register with County
PO 446 Change address
Identify appropriate addresses for purchase orders, bids, other
PO 447 notifications, etc.
PO 448 Update email address
Identify appropriate email address or addresses for purchase
PO 449 orders, bids, other notifications, etc.
PO 450 Add alternate address and all information for alternate site
PO 451 Identify as being part of preference category
PO 452 Indicate type of work offered
PO 453 System allows for multiple self service user accounts for each vendor
PO 454 Vendors can view same information as collected on the vendor record
PO 455 Provide certifications, qualifications, and required forms (W-9, etc.)
PO 456 Select commodities or services that are provided by codes (NIGP, other)
PO 457 Changes to vendor file are routed through workflow and must be approved
PO 458 Vendors view the following through vendor self service:
PO 459 Open purchase orders
PO 460 Active Solicitations
Status of quotes/bids/proposals submitted (link to final
PO 461 tabulation results, etc.)
PO 462 Status of invoice payments
PO 463 Messages to select vendors
PO 464 Active contracts
System allows all contracts and contract payments to be published to website and
PO 465 viewed by anyone
Summary
Functional Category: Project Accounting Statistics 155 155
Available Response Codes Code Count Count
F Provided fully functional out of the box or with configuration (no custom development) F 0 0 0 0
CU Customization/Software Enhancement (Any custom development) CU 0 0 0 0
TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0 0 0
SR Provided with Standard Report SR 0 0 0 0
CR Custom Report Development Required CR 0 0 0 0
N Not Included in this Proposal N 0 0 0 0
Software Implementation (IMP)
Reference Software Module(s)/Sub-module(s) Required Module(s)/Sub-module(s) Required
Number Functional Requirements Capability to Fulfill Requirements Software Comments IMP Scope Phase to Fulfill Requirements Implementation Comment
GENERAL REQUIREMENTS
PROJ 1 Supports multiple-year projects
PROJ 2 Projects are identified as: (could be more than one)
PROJ 3 Capital projects
PROJ 4 Operating projects
PROJ 5 Special projects
PROJ 6 Maintenance projects
PROJ 7 Bond project
Supports parent/child relations for projects and sub-projects (list any limitations in the
PROJ 8 comments column)
PROJ 9 Sytsem interfaces with GIS
PROJECT PLANNING
PROJ 10 Tracks proposed projects by:
PROJ 11 Budget
PROJ 12 Schedule (5-Year, 10-Year, 20-Year)
PROJ 13 Type
PROJ 14 Proposed Funding Sources
PROJ 15 Prioritization
PROJ 16 Allows for Approval Routings of Documents
CREATE PROJECT
PROJ 17 System allows project numbers to be assigned
PROJ 18 Automatically
PROJ 19 Manually
PROJ 20 Maintains the following general financial project information:
PROJ 21 Status: Fully funded, partially funded, non-funded
PROJ 22 Project budget
PROJ 23 Encumbrances
PROJ 24 Expenditures
PROJ 25 Balance sheet accounts (example: receivables, retainage)
PROJ 26 Revenues
PROJ 27 Funding Sources (multiple funding sources for each project)
PROJ 28 Penalties
PROJ 29 Amendments/Change orders
PROJ 30 Reimbursement Resolutions
PROJ 31 Track following information on project
PROJ 32 Milestones
Bond Ordinance (one project may have multiple bond ordinances
PROJ 33 associated with it)
PROJ 34 Board of Supervisor district
PROJ 35 Geographic area
PROJ 36 Address
PROJ 37 GIS Coordinates
PROJ 38 Parcel Number
PROJ 39 Budgetary control level can be set at different level for each project by
PROJ 40 Chart of Account segment
PROJ 41 Milestone / Phase
PROJ 42 Entire Project
PROJ 43 Budget control can be set for
PROJ 44 Fiscal year
PROJ 45 Calendar year
PROJ 46 Month
PROJ 47 Other user defined period
PROJ 48 Tracks the following dates:
PROJ 49 Planned Project start date
PROJ 50 Actual project start date
PROJ 51 Start date for phase (for determining eligible expenditures)
PROJ 52 End date for phase (for determining eligible expenditures)
PROJ 53 Planned project completion date
PROJ 54 Actual project completion date
PROJ 55 Substantial completion date
PROJ 56 Other key dates and completion for milestones
PROJ 57 Projects can be established across multiple funds and departments
PROJ 58 Projects are linked to:
PROJ 59 Fixed Assets
PROJ 60 Grants
PROJ 61 Contracts/ Purchasing Module
PROJ 62 Other projects
PROJ 63 Projects identify source of revenue (funding)
PROJ 64 Projects can have multiple sources of revenue
PROJ 65 Projects and project phases have the following status:
PROJ 66 Active
PROJ 67 Inactive
PROJ 68 Pending (Cannot post financial transactions)
PROJ 69 Closed (Cannot post financial transactions)
PROJ 70 Other
System will identify and track phases of a project (e.g. design, pre construction,
PROJ 71 construction, post construction, completed)
PROJ 72 Combine /split projects (reorganizations) and maintain an audit trail of such actions.
PROJECT BUDGET DEVELOPMENT
PROJ 73 System contains project budget forecasting capabilities
PROJ 74 System provides cash flow projections for projects through user defined criteria
Accommodates multiple fiscal year schedules (projects can be budgeted and tracked
PROJ 75 across more than one fiscal year)
PROJ 76 Project budgets can be entered and displayed by:
PROJ 77 Fiscal Year
PROJ 78 Calendar Year
PROJ 79 Month
PROJ 80 User defined period
PROJ 81 System will track change orders against initial project.
PROJ 82 Project budgets can be controlled by the following elements:
PROJ 83 Fiscal year
PROJ 84 Sponsor fiscal year
PROJ 85 Funding source budget year
PROJ 86 Department (if multiple departments on the same project)
PROJ 87 Phase
PROJ 88 Entire project
PROJ 89 Sub phase / task of project
Activities (may be developed as separate types of work towards projects as
opposed to project tasks or phases which may be defined units in a scope of
PROJ 90 work)
ACTIVITY TRACKING
PROJ 90 System allows for tracking direct costs to project through:
PROJ 91 Purchasing system
PROJ 92 Accounts payable
PROJ 93 Journal entries
PROJ 94 Interface with HRMS System (High Line) for labor costs
Interface with other existing work order and cost accounting systems
PROJ 95 (Solomon and SAP)
System allocates indirect costs to projects based on pre-determined cost drivers and
PROJ 96 allocation schedules
PROJ 97 Direct and indirect costs allocated using different calculations for different costs/projects
PROJ 98 Projects can track the following:
PROJ 99 Scope
PROJ 100 Changes in Scope
PROJ 101 Approvals of Changes in Scope
PROJ 102 Variances
PROJ 103 Approvals of Variances
PROJ 104 Percent Complete
PROJ 105 Expenditures (from purchasing module)
PROJ 106 Direct payments (not through purchasing)
Hours for Project (direct hours) - from time and attendance module and
PROJ 107 work order systems
PROJ 108 Salary Costs (direct costs)
Overhead costs (indirect costs) with ability to manually override overhead
PROJ 109 allocation
PROJ 110 In kind matches
PROJ 111 Revenues
PROJ 112 Equipment costs
PROJ 113 Material costs and quantities
PROJ 114 Supplies from inventory
PROJ 115 Contractor costs/professional services
PROJ 116 System used to calculate productive hours for:
PROJ 117 Employees/Positions
PROJ 118 Crews
PROJ 119 Divisions
PROJ 120 Department
System projects costs of ongoing projects in the future (based on actual costs already
PROJ 121 recorded)
System will allocate the cost of projects by business rules (example: matching funds,
PROJ 122 identify eligible expenses to revenues)
Track and view direct and indirect costs associated with a project, including assessment of
PROJ 123 fringe benefit and/or overhead costs associated with direct project labor
System identifies eligible expenses for reimbursement based on criteria identified for each
PROJ 124 project
PROJECT REVENUE / FUNDING SOURCES
PROJ 125 System will split the cost of projects across various funding sources by
PROJ 126 Percentage (e.g. 70% grant, 30% bond)
PROJ 127 Dollar amount
PROJ 128 Bond authorization (multiple -levels)
System will track the prioritization of funding sources for projects (e.g. grants, ad valorem -
PROJ 129 example: charge grant first, then other sources)
PROJ 130 System allows changing prioritization of funding sources during project
Track approved funding not yet applied to project (claims on reserves, claims on future
PROJ 131 bond issues…etc)
PROJ 132 System allows revenue source to be split across multiple projects
PROJ 133 System can assign multiple single revenues sources to be used for single project
System allows multiple revenue sources to be split across multiple projects (each project
PROJ 134 has multiple sources)
PROJ 135 System tracks project cash in County pooled cash fund
PROJ 136 System applies interested earned to project
PROJECT MANAGEMENT
All project information can be viewed using dashboards where important information is
PROJ 137 available upon signing in to project managers and other key personnel
PROJ 138 Provide ability for project managers to input periodic status input
PROJ 139 Interface with project schedule/management tools to update project status
PROJ 140 Microsoft Project
PROJ 141 Primavera
PROJECT BILLING
PROJ 142 System can generate invoice to bill for any project costs (bill to contractor, citizen, or grant)
PROJ 143 System can automatically generate invoice for appropriate billable expenses at:
PROJ 144 End of project
PROJ 145 Completion of milestone / phase
PROJ 146 Any point (bill current charges)
PROJ 147 Project billing based on:
PROJ 148 Standard rates
PROJ 149 Standard rates associated with productive hours
PROJ 150 Actual expenses (using current salary information)
PROJ 151 Actual expenses plus percentage
Actual expenses plus overhead calculation (with ability to manually override
PROJ 152 overhead allocation)
PROJ 153 System automatically creates correct journal entry postings for internal billing
PROJ 154 Internal billings must go through workflow approval prior to posting
System validates that multiple project billings do not exceed the bond authorization,
reimbursable budget (example: project billings to other governments that can't exceed
PROJ 155 contract amount)
PROJECT CLOSE
System allows carry forward or not carry forward fiscal year appropriations at year-end for
PROJ 156 multi-year projects
PROJ 157 Prevents deletion of a project or project account which has activity associated with it
PROJ 158 Closes project using effective dating
PROJ 159 Effective dating for closing project phases or sub projects
PROJ 160 Updates the following types of accounts during a close:
PROJ 161 Capital Assets
PROJ 162 Expenditures
PROJ 163 Close of projects does not lose detailed history of project
PROJ 164 Close each phase of a project separately e.g. close design but leave construction open.
Ability to Close individual work orders or tasks in advance of project closeout to control
spending.
PROJ 165
Allow soft close to project that doesn't allow new expenditures but does allow final cost
PROJ 166 adjustments
PROJ 167 System generates project profit and loss statement (could occur at any time during project)
PROJECT CAPITALIZATION
PROJ 168 Expenditures for capital project can be identified as capitalized expenses
PROJ 169 System will separate one project into multiple categories when added to fixed assets.
System will move a project to Fixed Assets but allow for any subsequent expenditures to be
PROJ 170 charged to that project.
Transfers construction-in-progress accounts to fixed asset accounts at project close or
PROJ 171 completion
PROJ 172 System allows creation of asset before project close
PROJ 173 One project can be converted into multiple assets
PROJ 174 System allows users to determine what costs should be capitalized
Summary
Functional Category: Grants Statistics 142 142
Available Response Codes Code Count Count
F Provided fully functional out of the box or with configuration (no custom development) F 0 0 0 0
CU Customization/Software Enhancement (Any custom development) CU 0 0 0 0
TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0 0 0
SR Provided with Standard Report SR 0 0 0 0
CR Custom Report Development Required CR 0 0 0 0
N Not Included in this Proposal N 0 0 0 0
Software Implementation (IMP)
Reference Software Module(s)/Sub-module(s) Required Module(s)/Sub-module(s) Required
Number Functional Requirements Capability to Fulfill Requirements Software Comments IMP Scope Phase to Fulfill Requirements Implementation Comment
GENERAL REQUIREMENTS
GA 1 Grants may have the following status:
GA 2 Application (not sure if grant has been awarded)
Waiting for approval (need multiple approval statuses to indicate which level
GA 3 of approval is pending)
GA 4 Pending (awarded, but not executed)
GA 5 Active
GA 6 Inactive
GA 7 Other
GA 8 Closed
GA 9 Grants utilize effective dating to set grant status
APPLICATION
GA 10 Departments can use system to view all grant applications
Grant application approvals can be routed for approval through workflow based on the
GA 11 following:
GA 12 Automatically
GA 13 Type of grant
GA 14 Department
GA 15 Amount of grant
GA 16 Matching funds required (in dollar amount or as percent of grant amount)
GA 17 Amendments
GA 18 Years or duration
GA 19 Dollar threshold
AWARD / SET UP
GA 20 Establish Grant Budgets in accordance with Grant award.
GA 21 Information from grant application transferred to grant award set up
GA 22 System allows for parent/child relationships on grants
GA 23 System allows dividing grant into multiple sub grants
GA 24 System uploads grant information from external system
GA 25 Tracks the following grant information:
GA 26 Grant number
GA 27 Source where grant was found
GA 28 Grant name
GA 29 CFDA/CSFA Number
GA 30 CFDA/CSFA Name
GA 31 Multiple CFDA/CSFA Numbers and Names
GA 32 Grant description (free form text)
GA 33 Grantor
GA 34 Funding source
GA 35 Multiple funding sources
GA 36 Date application submitted
GA 37 Date application approved or denied
GA 38 Original grant approval amount
GA 39 Grant budget (integrates with budget module)
GA 40 Reimbursement Type
GA 41 Grant fiscal calendar
GA 42 Award date
GA 43 Grant beginning date
GA 44 Grant expiration date
GA 45 Letter of credit/draw-down
GA 46 Responsible department (could be multiple)
GA 47 Department contact (could be multiple)
GA 48 Reimbursement schedule
GA 49 Letter of Intent to award date
GA 50 Match for grants (multiple types: cash, in-kind, leveraging, etc.)
GA 51 Interest remitted to grantor or allowed to be spent on grant activities
GA 52 Grant transaction detail
GA 53 Grant expenditures
GA 54 Salary and Benefits
GA 55 Other operating expenses
GA 56 Equipment purchases (reimbursable)
GA 57 Equipment charges (usage)
GA 58 Federal A-87 indirect cost allocation
GA 59 Grant Interest
GA 60 Grant Compliance Information
GA 61 Eligible expenditures
Non-financial information (demographics, performance
GA 62 measures)
GA 63 System assigns grant numbers
GA 64 Automatically
GA 65 Manually
GA 66 Establish reimbursable budgets for:
GA 67 Total grant
GA 68 Grant phase
GA 69 Monthly / Quarterly
GA 70 Fiscal year
GA 71 Multiple years
GA 72 Grantor fiscal year
GA 73 Grant budgets can tie to projects
GA 74 System allows creating milestones/phases within a grant
GA 75 Each milestone/phase can be set with different
GA 76 Budget
GA 77 Grant Compliance Information
GA 78 Eligible expenditures
GA 79 Contact person
GA 80 Eligibility dates
GA 81 System validates transactions posted to grant against
GA 82 Eligible dates
GA 83 Eligible expenditure types
GA 84 System tracks donations
GA 85 System tracks any restrictions to donation
GA 86 Grant identifies portion of grant subcontracted to third party
GA 87 Ability to charge overhead on subcontracted portion of the grant
ACTIVITY TRACKING
GA 88 Captures all financial grant activity through the general ledger
GA 89 Tracks and reports grant activity by:
GA 90 Active fiscal year and all years within the grant contract
GA 91 Inception to date, life of grant (over multiple fiscal years)
GA 92 Sponsor's/Grantor fiscal year
GA 93 Type of grant
GA 94 County Contract Number
GA 95 Grantor's contract Number
GA 96 Supports multi-year tracking process for expenditures
Calculates indirect costs associated with any grant based on either percentage, fixed
GA 97 amount (or not at all) and provides system generated entries:
GA 98 Per grant
GA 99 Per type of grant
GA 100 Interest earnings are calculated and allocated to the grant as required
GA 101 Identifies whether interest can be spent or must be remitted
System will track multiple types of program revenue per grant (example: principal and
GA 102 interest and program income)
System will calculate Federal, State, Contribution and Local portion of expenses. (matching
GA 103 $$)
GA 104 Automated transfer for grant matching
GA 105 System will track advance payments on grants.
System alerts when actual expenditures exceed grant terms (period, phase, expense
GA 106 category, etc.).
GA 107 System alerts when actual revenues exceed grant terms (period, amount, etc.).
GA 108 Tracks program compliance and financial compliance of the grant
GA 109 Captures grant expenditures and revenues by:
GA 110 Funding source
GA 111 Grant
GA 112 Phase within a grant
GA 113 Activity
GA 114 Program
GA 115 General ledger account numbers
GA 116 Grant purchase orders and encumbrances
GA 117 Grant status codes
GA 118 Project
GA 119 Function and Activity
GA 120 Grantor
GA 121 Invoice
GA 122 Type of work (grant only applies to select activities that are part of project)
GA 123 Type of grant (federal, state, etc.)
GA 124 CFDA number
GA 125 CFSA number
Supports unique match rates for (e.g., personnel at 100% and supplies at 25% for grant 1,
GA 126 personnel at 90% and supplies at 40% for grant 2):
GA 127 Grant
GA 128 Grant phase
GA 129 Individual object
GA 130 Group of objects
GA 131 System allows County to use some grants as a match for other grants
Prohibits processing of grant-related expenditure transactions not within grant service dates
GA 132 (with override capability based on security)
Prohibits processing of grant-related revenue and expenditure transactions outside of the
GA 133 grant service dates (with override capability based on security)
GA 134 System separates out salaries vs. benefits for grant reimbursement
The system must roll over the following from one grant year to the next for multi-year
GA 135 grants, until the grant expires:
GA 136 Appropriations
GA 137 Revenue sources
GA 138 Encumbrances
GA 139 Expenditures
GA 140 System allows users to pre-commit grant funds and create an encumbrance
When grant funds are pre-committed, creating a purchase order for pre-committed funds
GA 141 does not double commit funds
GA 142 System calculates interest earning on advanced payment grants
BILLING
The system must interfaces with Accounts Receivable to provide all billing, aging, and
GA 143 tracking capabilities.
GA 144 Generates revenue/receivable transactions from grants expenditure data
GA 145 Reimbursable budgets control expenditures available for grant billing
GA 146 System validates billing to ensure that grant billings do not exceed the reimbursable budget
GA 147 Produces an invoice based on the direct and indirect costs
Reports and bills different types of costs for providing a service against revenue for that
GA 148 service such as:
GA 149 Actual costs
GA 150 Billable costs
GA 151 Invoiced costs
GRANT MANAGEMENT AS SPONSOR
GA 152 System is used to track pass through grants
GA 153 System is used to track grants to other organizations
GA 154 System allows creation and tracking of loans to external organizations
GA 155 System tracks amortization schedules for provided loans
GA 156 System provides loan billing through AR
GA 157 Attach files to loans (pdf, excel, word, etc)
Summary
Functional Category: Fixed Assets Statistics 152 152
Available Response Codes Code Count Count
F Provided fully functional out of the box or with configuration (no custom development) F 0 0 0 0
CU Customization/Software Enhancement (Any custom development) CU 0 0 0 0
TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0 0 0
SR Provided with Standard Report SR 0 0 0 0
CR Custom Report Development Required CR 0 0 0 0
N Not Included in this Proposal N 0 0 0 0
Software Implementation (IMP)
Reference Software Module(s)/Sub-module(s) Required Module(s)/Sub-module(s) Required
Number Functional Requirements Capability to Fulfill Requirements Software Comments IMP Scope Phase to Fulfill Requirements Implementation Comment
GENERAL REQUIREMENTS
FA 1 The system is compatible with all GASB 34 requirements
FA 2 System is used to track:
FA 3 Capitalized items
FA 4 Non-capitalized items
FA 5 Identifies assets based on capitalization threshold
FA 6 Fixed assets = over $5,000
FA 7 Buildings = over $25,000
FA 8 Infrastructure = over $100,000
FA 9 Intangibles = over $100,000
FA 10 Override threshold to identify as capitalized / non-capitalized
FA 11 System tracks the following categories of assets:
FA 12 Land
FA 13 Buildings
FA 14 Improvements
FA 15 Equipment
FA 16 Furniture and fixtures
FA 17 Vehicles
FA 18 Capitalized leases
FA 19 Infrastructure
FA 20 Conveyances
FA 21 Intangible Assets
FA 22 System tracks donated assets (developer donated land and infrastructure)
FA 23 System allows upload of multiple assets at once
FA 24 System interfaces with GIS
ASSET TRACKING
FA 25 Tracks assets with shared ownership (shared with other external organizations)
Track percentage of asset owned for shared assets that can be different for each asset
FA 26 (example: 35%/65%)
Assets can be grouped, e.g. Ability to create user defined "groups” which identifies a group
of assets that form a system. Allows capturing data (costs and information) about the
FA 27 process as a whole rather than a specific asset (e.g. equipment).
FA 28 Asset can have multiple account distributions
System must link component units (parent/child relationship) whereby each component
FA 29 maintains its own financial and historical information and depreciable life.
FA 30 System accommodates parent child relationships for assets
FA 31 System tracks property being accounted for on a lease purchase.
System maintains detailed property information required to identify and track assets
FA 32 including:
FA 33 Asset number
FA 34 Alternate department asset ID
FA 35 Asset type
FA 36 Asset class
FA 37 Chart of Account distribution
FA 38 Asset acquisition date
FA 39 In-service date
FA 40 Asset condition (photos, ratings)
FA 41 Asset status (e.g., inactive)
FA 42 Cost
FA 43 Vendor
FA 44 Manufacturer
FA 45 Model year
FA 46 Model number
FA 47 Horsepower
FA 48 Serial number
FA 49 Employee name for employee to which asset is assigned to (if applicable)
FA 50 Employee number for employee to which asset is assigned to (if applicable)
FA 51 Driver license number of the employee asset is assigned to (if applicable)
FA 52 Warranty/maintenance information
FA 53 Maintenance company
FA 54 Disposal information
FA 55 Lease asset information (if applicable)
FA 56 Estimated useful life
FA 57 Replacement cost
FA 58 Depreciation schedule (method and life)
FA 59 Depreciation convention (beginning of month, half-year, mid-month, etc.)
Disposal limitations (grant prohibits sale or sale proceeds go to funding
FA 60 agency)
FA 61 GIS coordinates
FA 62 Acquisition method (Purchase, Contribution, Construction, etc.)
FA 63 System records insurance information including:
FA 64 Insurance company name
FA 65 Insurance company address
FA 66 Insurable value
FA 67 Policy number
FA 68 Policy period (term)
FA 69 Type of coverage
FA 70 Liability limits
FA 71 Premium
FA 72 Expiration date
FA 73 Other user-defined fields (define limitations)
FA 74 Track the specific location of an asset by:
FA 75 Building and room number
FA 76 Address
FA 77 Address: Range: Node to Node
FA 78 Parcel number
FA 79 Legal description
FA 80 Floor plan
FA 81 GIS coordinates (interactive link with maps)
FA 82 GPS coordinates (interactive link with maps)
FA 83 Record and accumulate maintenance information for individual fixed assets.
FA 84 System tracks asset utilization from:
FA 85 Utilitization from other modules (work orders)
Utilization from other systems (fuel system, other asset management -
FA 86 SCADA)
FA 87 Manually entered utilization
System maintains online maintenance history and cost information and warranty/service
FA 88 agreement information for assets
FA 89 System records and tracks regular/preventive maintenance performed on selected assets
FA 90 System stores and tracks work order history for assets and associated costs
FA 91 If asset is replacement of other asset, it references old asset
ASSET ACQUISITION
FA 92 Allows effective date posting for asset acquisition
FA 93 System assigns asset number(s)
FA 94 Automatically
FA 95 Manually
FA 96 System identifies potential fixed assets from purchasing module by
FA 97 Chart of Accounts
FA 98 Dollar
FA 99 Item number
FA 100 Manually
FA 101 Commodity Codes
FA 102 System identifies potential fixed assets from accounts payable module by
FA 103 Chart of Accounts
FA 104 Dollar
FA 105 System allows creation of asset that does not flow through purchasing or accounts payable
FA 106 Asset below purchasing dollar threshold
FA 107 Donated asset
FA 108 System is able to copy an asset record to create a similar asset record
FA 109 System allows templates for creation of many assets
System is able to identify/record all capitalizable costs associated with the construction or
FA 110 purchase/acquisition of an asset
FA 111 System allows uses to identify/classify costs as capitalized costs / non capitalized costs
System captures activity/costs incrementally resulting from several government
FA 112 departments working concurrently on a project
System can recognize fixed/capital assets when they are completed, regardless of whether
FA 113 the project has been completed/closed
ASSET MODIFICATION
System can track improvements to the asset and keep a detailed record of specific
FA 114 improvements
FA 115 System can track decreases to the asset and keep a detailed record of specific decreases
FA 116 System allows splitting asset
ASSET RETIREMENT
FA 117 Allows effective date posting for asset retirement
System records the following information related to disposals, trade-ins, missing, lost, or
FA 118 stolen assets:
FA 119 Reporting individual
FA 120 Date of occurrence or date first noticed missing
FA 121 Description of circumstances surrounding the disappearance/disposition
FA 122 Steps taken to locate item
FA 123 Disposal date
FA 124 Disposal amount
FA 125 Disposal method
FA 126 Original cost
FA 127 Accumulated deprecation
FA 128 Book value
FA 129 Disposal type:
Surplus, scrapped, cannibalized, lost, stolen, donated, trade-in,
FA 130 impaired, etc.
FA 131 Sold at auction
FA 132 Discard
FA 133 Proceeds, if any
FA 134 Cost of disposal (i.e., transportation costs & commissions)
FA 135 Like-kind exchange
Provide for a reconciliation of proceeds per the Fixed Assets module and
FA 136 revenue reported in the General Ledger.
FA 137 Tracks estimated useful life for asset
FA 138 Attach grant expiration date to asset and notify users when expiration date is imminent
System will flag assets with disposal restrictions and display the restriction message for
user handling (e.g., federal grant items that must be returned to the federal government or
FA 139 contract forbids County from disposing)
System flags donated items during disposal. (donated items may need to go back to
FA 140 grantor)
FA 141 Audit trail on changes of location (maintain history of location change)
TRANSFER OF ASSET
FA 142 Allows effective date posting for asset transfer
FA 143 Update records based on transfers within organizations.
System allows transfer of fixed assets, including partial transfers, within or between
FA 144 locations/organizations at the individual asset level
System allows assets to be transferred between funds and automatically makes all
FA 145 necessary accounting entries
FA 146 Assets that have been transferred maintain detailed history
DEPRECIATION
FA 147 System provides the following depreciation functionality:
FA 148 Provide depreciation schedules on fixed assets
Automatically calculate depreciation in accordance with the depreciation
FA 149 method and convention designated for an asset
Maintain multiple asset basis values for each asset if desired, utilizing
FA 150 industry-standard depreciation methods
Automatically charge depreciation to multiple chart of accounts for split-
FA 151 ownership assets
System allows for changing the following and will automatically recalculate depreciation
FA 152 expense in accordance with such changes (with proper authorization):
FA 153 Asset useful life
FA 154 Value basis
FA 155 Salvage value
FA 156 Depreciation method
FA 157 System can simulate depreciation calculations without being required to post the results
FA 158 System provides multiple depreciation methods including:
FA 159 Straight line
FA 160 Units of Production
FA 161 Declining balance
FA 162 System prevents the depreciating of an asset's value below zero
FA 163 Depreciation calculated at:
FA 164 End of Year
FA 165 End of Month
FA 166 System calculates pro-rated depreciation for assets sold mid-year or mid-month
System calculates depreciation beginning the year after the asset was acquired (no
FA 167 depreciation for fiscal year asset was acquired)
Depreciation methods can be changed for an asset or group of assets, to depreciate the
FA 168 assets for the balance of the asset's useful life
FA 169 System can designate some assets as non-depreciable (i.e., land, assets not in use)
Summary
Functional Category: Inventory Statistics 75 75
Available Response Codes Code Count Count
F Provided fully functional out of the box or with configuration (no custom development) F 0 0 0 0
CU Customization/Software Enhancement (Any custom development) CU 0 0 0 0
TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0 0 0
SR Provided with Standard Report SR 0 0 0 0
CR Custom Report Development Required CR 0 0 0 0
N Not Included in this Proposal N 0 0 0 0
Software Implementation (IMP)
Reference Software Module(s)/Sub-module(s) Required Module(s)/Sub-module(s) Required
Number Functional Requirements Capability to Fulfill Requirements Software Comments IMP Scope Phase to Fulfill Requirements Implementation Comment
GENERAL REQUIREMENTS
INV 1 Accommodate multiple warehouses
Integrate with purchasing module to create a centralized on-line catalog of items
INV 2 available to buy.
Each item in the centralized on-line catalog should be linked to the vendor and contract
INV 3 or agreement under which it was purchased.
RECEIPT OF INVENTORY
INV 4 Integration with purchasing to automatically create or add inventory items
INV 5 Inventory can be entered manually or imported from other applications
INV 6 System can accommodate items with zero dollar value and/or zero quantity
INV 7 System allocates purchases and stock to the following:
INV 8 Chart of Account distribution
INV 9 Warehouses
INV 10 Section of warehouse
System allows defective goods that have been received and placed in inventory to be
INV 11 taken out
INV 12 Track donated items or other items not from purchasing system
REQUISITION / USE OF INVENTORY
INV 13 System reserves stock items for specific projects or work orders
INV 14 System reserves reserve parts and prevents others from using. (critical stock)
System processes partial pick/issue tickets of reserved items while keeping the remaining
INV 15 balance of items on reserve
INV 16 System generates trip/delivery tickets
System can bundle items into "carts" or "kits" (A cart or kit consists of items which are
INV 17 always ordered together - For example: all supplies needed for an oil change)
System can place a cap on the quantity of an item that can be issued to a requestor
INV 18 during a specified time period
System provides an automatic reorder process for all, or selected, stock items including
INV 19 electronic request and approval - (integration with purchasing module)
INV 20 Re-order quantities do not include reserved parts
INV 21 System tracks item usage
User can define, by item, the variables used in determining reorder points and reorder
INV 22 quantities
INV 23 System allows manual overrides of reorder points and reorder quantities
INV 24 System tracks history of item requisition by user
TRACK INVENTORY
INV 25 Generate and print labels with bar coding
INV 26 Maintain and track the following information for inventory items:
INV 27 Chart of Account distribution
INV 28 Location (warehouse, bin, etc. - can be multiple)
INV 29 Item description
INV 30 Multiple alias names
INV 31 Unit of measure for:
INV 32 Purchase
INV 33 Issue
INV 34 Unit cost
INV 35 Bulk cost
INV 36 Vendor
INV 37 Min-max points
INV 38 Quantity on hand
INV 39 Quantity reserved for planned work
INV 40 Quantity on order
INV 41 Quantity on back-order
INV 42 Ordered year-to-date
INV 43 Received year-to-date
INV 44 Issued year-to-date
INV 45 Issued for:
INV 46 Fiscal year
INV 47 Calendar year
INV 48 Multiple years
INV 49 month
INV 50 User defined period
INV 51 Commodity code
INV 52 Item number
INV 53 Manufacturer and Manufacturer part number
INV 54 Part number (vendor's number)
INV 55 Shelf life or expiration date
INV 56 Preventative maintenance schedule for items
INV 57 Warranty information
INV 58 Hazardous Materials
System allows users to merge multiple inventory items to a new or existing inventory item
INV 59 with an audit trail
INV 60 System indicates stock on hand for each location
INV 61 System indicates stock on hand for multiple locations
System tracks raw materials that are used to make finished product inventory items
INV 62 (example: metal for signs)
INV 63 Identify inventory items as critical spare
INV 64 Upload parts listing from other systems
COST ALLOCATION FOR INVENTORY
INV 65 System must allow users to specify uniform mark-up or overhead costs for inventory item
INV 66 System calculates and allocates cost of inventory by:
INV 67 FIFO
INV 68 LIFO
INV 69 Average price (calculated value)
Items returned to inventory after getting assigned to work order (and not used) are
INV 70 checked in at same price that was charged out
PHYSICAL INVENTORY
System automatically updates inventory on-order information at the time that a requisition
INV 71 is created
INV 72 System can freeze inventory to prevent inventory action within the building
INV 73 System allows for the following physical inventory methods:
INV 74 Cycle count
INV 75 Quarterly counts with randomly selected items
INV 76 Partial count
INV 77 Full count
INV 78 Inventory counts from the worksheets are entered into the system by
INV 79 Manually
INV 80 Bar code
INV 81 Hand held data collection download and upload process
System automatically interfaces with the general ledger for physical inventory
INV 82 adjustments with appropriate workflow approval and security
Summary
Functional Category: Inventory Statistics 40 40
Available Response Codes Code Count Count
F Provided fully functional out of the box or with configuration (no custom development) F 0 0 0 0
CU Customization/Software Enhancement (Any custom development) CU 0 0 0 0
TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) TP 0 0 0 0
SR Provided with Standard Report SR 0 0 0 0
CR Custom Report Development Required CR 0 0 0 0
N Not Included in this Proposal N 0 0 0 0
Software Implementation (IMP)
Reference Software Module(s)/Sub-module(s) Required Module(s)/Sub-module(s) Required
Number Functional Requirements Capability to Fulfill Requirements Software Comments IMP Scope Phase to Fulfill Requirements Implementation Comment
GENERAL REQUIREMENTS
CASH 1 System records payments against:
CASH 2 Receivables
CASH 3 Point of sale transactions
RECORDING PAYMENT
CASH 4 Accommodate and track the following transactions for payment:
CASH 5 Cash
CASH 6 Lock box
CASH 7 Credit card
CASH 8 Payments though website
CASH 9 Direct Debit
CASH 10 Check
CASH 11 Electronic funds transfer from bank
CASH 12 Credit card payments are PCI compliant
CASH 13 Identify Payments/credits by type (i.e., cash payment, adjustment, returned check, etc.).
CASH 14 System applies one payment to multiple receivables / point of sale transactions
System allows using multiple payment types to pay for one invoice (example: cash and
CASH 15 credit card)
CASH 16 Prioritize customer payments by different AR types (applies to partial payments also)
CASH 17 System allows departments to enter daily deposits into system
CASH 18 Receipts from external system validated against system business rules
Reversal of receivable for denied transactions, e.g., bounced checks, denied credit card
transactions, etc. and automatically add NSF fees to customer's AR balance, with
CASH 19 override ability
When processing payment, system provides capability to look up the customer master
CASH 20 file by:
CASH 21 Customer name
CASH 22 Customer number
CASH 23 Invoice number
CASH 24 Partial customer name
CASH 25 Telephone number
CASH 26 Address
CASH 27 Apply payments according to the following:
CASH 28 Partial payments against individual line items on a receivable
CASH 29 Partial payments against funds and/or accounts
CASH 30 Overpayments against individual line items on a receivable
CASH 31 Maintain open receivable until all items are satisfied
POINT OF SALE
CASH 32 Provide the following cashiering functions:
CASH 33 Generate receipt to payee
CASH 34 Provide a deposit slip
CASH 35 Balance daily cash receipts to bank deposit
CASH 36 Balance daily cash receipts by
CASH 37 Drawer
CASH 38 General ledger code
Produces report listing total of all transactions processed by cashier during shift (z-tape
CASH 39 report)
DEPOSIT
CASH 40 Balance daily cash receipts by:
CASH 41 User / Cashier
CASH 42 General ledger code
CASH 43 Automatically generate general ledger distribution entries needed to record receipts
CASH 44 The system can post cash receipts to multiple GL's
CASH 45 Interface cashiering module with the general ledger
The system downloads (by batch) automated cash receipts and collections data from
CASH 46 remote sites
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