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Number GENERAL SYSTEM City Vendor Vendor
Priority Rating Response
1 Efficient reporting capabilities R
2 Comprehensive documentation - detailed user R
manuals and online information (e.g. knowledge
base, FAQ's, etc.)
3 Efficient data analysis capabilities R
4 Advanced auditing controls/reports R
5 Eliminate manual processes R
6 The ability to attach documents to a record R
7 All reports can be produced electronically (email, R
PDF, html, java, etc.) or hard copy (printer) upon
request.
8 Ability to print query results. R
9 Ability to print any screen. R
10 Have "Best Practice" model templates that the City R
can adapt to or customize for all functional areas.
11 Ability to provide multiple methods of data retrieval R
with a user friendly search feature.
12 Ability to check any process status in any module in R
real time.
13 Ability for individual users to customize their R
desktop screens to reflect individual needs.
14 Support "wild-card" searches on all data fields R
15 Ability to customize user menus and screens based R
on user access authority.
16 Ability to have multiple screens and/or modules R
open simultaneously for inquiry, update, or data
entry, with the ability to toggle from one to another
at any time.
17 Supports keyboard short-cuts, both supplied and R
user-defined, for mouse or other actions.
18 Ability to create temporary subsets of data files for R
inquiries and manipulation.
Number GENERAL SYSTEM City Vendor Vendor
Priority Rating Response
19 Ability to make real-time on-line queries (as R
opposed to printed reports) on any combination of
data fields and display any combination of data
fields, from all data tables.
20 Ability to easily save queries and query responses, R
and reuse queries at a later time.
21 Ability to save queries and filters by individual user. R
22 Ability to use wild cards in queries and filters. R
23 Ability to control number of records, order of fields R
returned (e.g., check boxes for available fields).
24 The system includes a set of standard reports for R
each module.
25 Report writer can utilize attached or referenced R
images (jpg, gif, bmp, etc.) in reporting.
26 Ability to include City logo, color text, pictures, R
images, drawings, borders and titles in the report
writer.
27 A reporting tool that allows the user to format any R
report, including standard reports, to meet their
personal or accessibility needs (larger font, bold
lettering, font color, etc.)
28 Ability to automatically generate and run reports at R
selected time of day, day of week, or pre-defined
interval.
29 Ability to save custom report formats so that users R
may rerun and add them to a report menu allowing
for easy retrieval of any new report created.
30 Ability to continue to work in the application while a R
report is being processed or printed.
31 Output of totals only (detail suppression) or detailed R
statistics by line item.
32 Ability to terminate a print job in progress. R
Number GENERAL SYSTEM City Vendor Vendor
Priority Rating Response
33 Ability to set report printing priorities and routing at R
the time the report is generated or while it is in the
queue awaiting printing.
34 Ability to print portions of report by page selected or R
page sequence number.
35 Support both system-generated and user defined R
column headings.
36 User-defined page headings R
37 Report writer identifies calculations, fields or values R
that are out of range or an inappropriate format.
38 Comparisons of fields using groups, include, R
exclude, and, or, equal to, less than, greater than,
range for alpha and numeric operations.
39 Multiple field sums, counts, averages, etc. on one R
report.
40 Statistical calculations such as percent to total, R
mathematical calculations such as addition and
subtraction, or other statistical analysis of data
based on fields in the database.
41 The end user can check the status (including R
estimated time to complete) or terminate a report.
42 Totaling of all or any user-defined number or R
numeric fields and number of records.
43 Field and table names easily identifiable within R
report writer. (Not cryptic names requiring a catalog
lookup)
44 Use of value ranges as criteria for record selection. R
45 Use of “wild card” searches as criteria for record R
selection.
46 Sorting on an unlimited number of contiguous and R
non-contiguous fields, in ascending order,
descending order, or a combination of both.
47 Ability to print multiple copies of a report. R
Number GENERAL SYSTEM City Vendor Vendor
Priority Rating Response
48 Ability to print in either portrait or landscape as R
designated by user.
49 Ability to merge selected names and addresses into R
correspondences, labels, or envelopes based on
user-defined criteria without invoking another
program or leaving the report writer.
50 Report preview window that displays what a printed R
report will look like
51 Complete integration between modules so there is R
a single point of entry throughout the system.
Integration should be real time, not batch.
52 Workflow structure that has built in notification, R
approval and alerts that improves the productivity
and efficiency of City processes.
53 Electronic workflow and routing procedures to R
reduce the amount of paper document processing
and to improve both security and communication
between the various departments within the City.
Number TECHNOLOGY City Vendor
Priority Rating
1 Microsoft Windows platform R
2 Microsoft SQL Server database R
3 Security administration via Microsoft Active Directory R
4 Bi-directional integration with Microsoft desktop tools R
(e.g. Word, Excel and Access)
5 Intuitive technology - easy to train current and future R
employees
6 Data import/export with existing software (e.g. Sungard R
Public Sector, Class and HDL)
7 Web-based application R
8 Document management integration with LaserFiche R
9 Robust software development Tool Kit for modifications R
without touching source code
10 Support for eGovernment services (e.g. online payments R
for utility billing, permits, etc.)
11 Ability to provide for separate and distinct environments R
supporting three (3) life cycle phases: testing, training,
and production.
12 Ability to support purging of individual, project-specific R
data from all relevant system modules.
13 Ability to perform electronic approval and/or digital R
signatures for various documents.
Ability to customize fields for proposed or unanticipated R
14 requirements.
15 Supports data entry from keyboard, scanner, batch entry R
or handheld meter reading device
16 Deliver, prior to implementation, the necessary licenses R
and software of each commercially available third party
software application used in conjunction with the
proposed system, database system, system
development support tools, and query tools.
17 Inhibit display of passwords whenever a user is R
prompted to enter a password.
18 Ability to incorporate an audit trail of all transactions. R
19 Ability to interface with Microsoft Exchange. R
Number TECHNOLOGY City Vendor
Priority Rating
20 All information is kept in a common database that allows R
for information to auto populate data fields across all
modules
21 Single entry of information (drop down list of what R
already exists in the system).
22 Offers on-line help functions and training tutorials R
23 Ability to search in (on-line) help system R
Ability to electronically transfer the W2 and 1099 R
24 information to the tax agencies.
25 Ability to integrate with Mictosoft Sharepoint R
Integration ESRI products: ArcServer & Services, R
26 ArcObject and ArcMap
Vendor
Response
Vendor
Response
Number GENERAL LEDGER City Vendor
Priority Rating
1 FUND ACCOUNTING R
System must provide all procedural functions of a governmental
fund accounting system, including governmental, proprietary
(enterprise and internal service) and fiduciary fund types (e.g.
general fund, special revenue fund, debt service fund, etc.) and
account groups (general long-term debt and fixed assets).
2 GASB-34 R
System must provide full compliance with the GASB-34
requirements, including reporting.
3 MANDATED REQUIREMENTS R
Provide for updates (as part of normal maintenance) to system for
State and Federal mandated requirements for processing and
reporting.
4 REPORTING REQUIREMENTS R
System must comply with Generally Accepted Accounting
Principles (GAAP), pronouncements of the Governmental
Accounting Standards Board (GASB), Municipal, State, and Federal
reporting requirements as they are today.
5 INTERACTIVE BALANCE STATUS R
System must provide for balance status at each line item to include
budget versus actual expenditures.
6 CHART OF ACCOUNTS STRUCTURE I
System must provide user-defined Chart of Accounts structure
(alpha-numeric) with a minimum of forty total characters with up to
ten elements.
7 MAP OLD ACCOUNT NUMBER TO NEW I
System should provide the capability at beginning of the fiscal year
to map an old account number to a new account number during
account restructuring.
8 CHART OF ACCOUNTS LISTING R
System must provide the ability to print and query complete or
partial list of the Chart of Accounts.
9 ACCOUNT TYPES R
System must provide the capability to distinguish account types,
i.e., asset, liability, fund equity, revenue and expenditure.
Number GENERAL LEDGER City Vendor
Priority Rating
10 ACCOUNT NUMBER VALIDATION R
System must validate account number at data entry time. Note
when account number is not existing, closed or inactive. (Also
applies to all integrated applications.)
11 MISSING ACCOUNT NUMBER N
System must provide the capability to create a new account number
(within security constraints) during on-line transaction entry without
needing to log out of subsystem applications
12 DATA ENTRY R
System must allow for both batch and on-line data entry and
identification of source journals with full audit trail.
13 DATA ENTRY R
System must prohibit the duplication of data elements during
transaction entry.
14 BUDGET ADJUSTMENTS R
System should allow for users to track budget amendments,
including identification of date, budget changes, account transfers,
and user.
15 MANDATORY JOURNAL BALANCING I
System must require balancing journal entries and balancing of
individual funds.
16 AUTOMATIC REVERSING JOURNAL ENTRIES R
System should allow accrual journal entries to be entered and
automatically reversed on the specified reversal date.
17 TREASURY FUND R
System must provide for the automatic update of the Treasury Fund
for every cash transaction entered in the General Ledger.
18 RECURRING AND STANDARD ENTRIES I
System must provide recurring and standard journal entry
capability. Allow for modifications.
19 JOURNAL ENTRY DOCUMENT R
System must provide a hard copy document on-demand for each
system generated Journal Entry (to be used for backup
documentation).
Number GENERAL LEDGER City Vendor
Priority Rating
20 PROOF AND POSTING REPORTS R
System must provide Proof and Posting Reports of Cash,
Payables, Payroll, Receivables, and Adjusting Journal Entries prior
to posting.
21 BATCH REVIEW AND EDIT R
System must provide the capability to review on-line and edit
batches before permanent update.
22 AFTER HOUR POSTING N
System must provide for unattended scheduled posting of batches
to General Ledger after normal work hours.
23 AUDIT TRAILS I
System must provide edit listings and exception reporting of
transaction processing to allow clear audit trails.
24 AUTOMATIC PERIOD-END PROCESSING R
System must provide user-initiated month-end and year-end closing
automated procedures/entries.
25 MULTIPLE ACCOUNTING PERIODS PROCESSING R
System must permit concurrent processing of transactions for up to
ten (10) additional accounting periods before the prior period's year
is closed.
26 CLOSED PERIODS N
System must allow (with proper security clearance) the re-opening
of a closed period within an open year.
27 YEAR-END CLOSING R
System must provide year-end system generated closing
transactions for rollover to new year (e.g., balance sheet accounts,
encumbrances, project information). Allow for rollover to be
performed multiple times.
28 CLOSING TRANSACTIONS N
System should provide the capability to have closing transactions
close to multiple equity accounts and fund balance accounts within
a single fund.
29 ENCUMBRANCE ACCOUNTING R
System must provide automated journal entries by fund for all
encumbrance transactions generated by the Purchasing module.
Number GENERAL LEDGER City Vendor
Priority Rating
30 ENCUMBRANCE ROLL-OVER R
System must provide the ability to roll-over all fiscal year-end
encumbrances, i.e., open purchase orders, transaction information
to the new year and generate the new year encumbrance and
appropriation journal entries.
31 TRANSACTION INQUIRY R
System must provide the capability to display both pending (not
permanently posted) and encumbrance transaction amounts and
descriptions at inquiry or reporting at the division/project level.
32 DISPLAY ALL DETAIL R
System must provide the ability to query on-line an account number
(by date and/or account number range) and access all related detail
transactions through "drill-down capability" whether stored in the
G/L or another application.
33 HISTORY – DETAILS R
System must carry detail transactions for current and five prior
fiscal years.
34 HISTORY – ONLINE N
System must provide current and five fiscal years transaction
history online by account.
35 TRIAL BALANCE REPORT R
System must provide on-demand Working Trial Balance, Detail and
Summary Trial Balance Reports by selected Funds.
36 DETAIL AND SUMMARY G/L R
System must provide the ability to query and produce reports of
General Ledger detail transactions and summary transactions
sorted and summarized by any element(s) within the Account
Number including budget information.
37 SUBSIDIARY RECONCILIATION REPORT I
System must provide the ability to generate a subsidiary
reconciliation report (e.g., accounts payable, accounts receivable).
38 ENCUMBRANCE STATUS REPORT I
System must provide the ability to generate an encumbrance status
report.
Number GENERAL LEDGER City Vendor
Priority Rating
39 SUMMARY EXPENDITURE REPORT BY R
FUND/DEPARTMENT/ACCOUNT
System must provide the ability to generate a summary expenditure
report by fund/department/account.
40 COMPREHENSIVE ANNUAL FINANCIAL REPORTS (CAFR) I
System should provide required comprehensive, formal Financial
Reports in proper format for submission to the Government
Finance Officer's Association (GFOA).
41 FINANCIAL REPORTS I
System must provide the ability to select, sort and summarize within
any element(s) of the account number.
42 CUSTOM REPORT CAPABILITIES R
43 PROCESSING REQUIREMENTS R
System must provide the ability to make query/inquires to system at
any time, regardless of other jobs being processed.
44 INTEGRATION – BUDGET R
System must provide complete integration with budget so that
budget amounts may be compared with actual amounts.
45 INTEGRATION – PROJECT ACCOUNTING R
System must provide complete integration with Project Accounting
at the transaction level so that accounts in both systems remain in
balance at all times.
46 INTEGRATION – ACCOUNTS PAYABLE R
System must provide automatic generation of journal entries from
Accounts Payable ensuring balancing and non-duplicate
transaction posting.
47 INTEGRATION – ACCOUNTS RECEIVABLE R
System must provide automatic generation of journal entries from
Accounts Receivable ensuring balancing and non-duplicate
transaction posting.
48 INTEGRATION – UTILITY BILLING R
General Ledger system must accept journal entries for each
generated invoice (bill) and for receipt of revenues from the utility
billing application.
Number GENERAL LEDGER City Vendor
Priority Rating
49 INTEGRATION – PERMITS R
General Ledger system must accept journal entries for each
generated invoice and for receipt of revenues from the permit
application.
50 INTEGRATION – BUSINESS LICENSES R
General Ledger system must accept journal entries for each
generated invoice and for receipt of revenues from the business
license application.
51 INTEGRATION – ACCOUNTS RECEIVABLE R
General Ledger system must accept journal entries for each
generated invoice and for receipt of revenues from the Accounts
Receivable application.
52 INTEGRATION – CASH RECEIPTS R
System must provide automatic generation of journal entries from
Cash Receipts ensuring balancing and non-duplicate transaction
posting.
53 INTEGRATION – PURCHASING R
System must provide validation of account number and/or fund
balance. Provide automatic generation of encumbering entries from
Purchasing ensuring balancing and non-duplicate transaction
posting.
54 INTEGRATION – FIXED ASSETS R
System should provide automatic generation of journal entries from
Fixed Assets ensuring balancing and non-duplicate transaction
posting.
55 INTEGRATION – PAYROLL R
System must provide automatic generation and posting of journal
entries from Payroll system ensuring balancing and non-duplicate
transaction posting.
56 ONLINE R
Provide the ability to maintain the chart of accounts online and
prevent the deletion of any account having current year activity.
57 ACCOUNTING PERIODS R
The ability to specify accounting periods on transactions.
Number GENERAL LEDGER City Vendor
Priority Rating
58 REPORTING LEVELS R
Provide the ability to consolidate accounts for multiple levels of
reporting: funds, departments, projects, etc.
59 ERROR IDENTIFICATION R
The ability to provide for error identification and correction before
posting
60 DESCRIPTIONS R
The ability to maintain detailed transaction descriptions on the
general ledger for both system and manually generated journal
entries.
61 REVERSALS R
The system must allow the user to reverse or cancel a previously
posted/updated journal entry. The system must also be able to re-
post a journal entry after reversal.
62 JOURNAL ENTRIES R
Provide the ability to print or view journal entry details online
regardless of whether the entry is posted.
63 CLOSE BOOKS R
Provide the ability to close books and prepare complete financial
statements for any month end and/or year end.
64 ACCOUNT DETAIL R
Provide the ability to access full account detail (e.g. beginning
balance, all posted transactions and the complete description) from
the beginning of the year. This detail should also be accessible by
any accounting period.
65 VALIDITY CHECK R
Only valid account numbers should be allowed to be entered.
66 NOTES N
Provide the ability to attach or enter explanatory notes for all
transactions.
67 CASH ACCOUNTS N
Provide the ability to account for cash in funds where cash is
maintained separately from the pooled cash bank account.
Number GENERAL LEDGER City Vendor
Priority Rating
68 FISCAL YEAR PROCESSING R
Provide the ability to process transactions for a prior fiscal year and
a current fiscal year simultaneously before the prior year is closed.
69 REPORTING R
Ability to consolidate accounts for multiple levels of reporting: funds,
departments, projects, etc.
70 MANUAL JOURNAL ENTRIES R
Ability to process manual journal entries.
71 POOLED ACCOUNTS R
Provide ability to accommodate consolidated (pooled) cash
accounting for transactions of multiple funds that are accounted for
in one centralized (pooled) bank account.
72 FISCAL YEAR PROCESSING R
Ability to process transactions for a "prior" fiscal year and a
"current" fiscal year simultaneously before the prior year is closed.
73 MULTIPLE FUNDS R
Provide ability to post multiple funds simultaneously.
74 AUDIT TRAIL R
The software must track the user of each transaction
75 HISTORICAL DATA R
The software must support unlimited historical data.
76 INQUIRY OPTIONS R
The software must provide comprehensive inquiry option with drill
down capabilities to the user to access summary information or
detail information as needed.
77 PERCENTAGE OF TOTAL BUDGET R
The software must calculate and present amount expended for
each account as a percentage of annual budget, including open
encumbrances and YTD expenditures.
78 WORKFLOW R
Ability of the system to support workflow for General Journal
Approvals.
Number GENERAL LEDGER City Vendor
Priority Rating
79 INTER-DEPARTMENTAL N
Ability for one department to process a payment within the same
fund to another department for goods or services rendered (with
multiple revenue and expense codes) without issuing a check.
80 JOURNAL ENTRIES R
Journal Entries can be balanced for cash accounts
81 JOURNAL ENTRIES R
Journal Entries can be balanced for equity transfers
82 CASH ACCOUNT R
Ability to have more than one cash account
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Number BUDGETING/FORECASTING City Vendor
Priority Rating
1 BUDGET PREPARATION R
System must provide for multi-year budget input and monitoring capabilities for all
accounts. Allow for a multi-year comparison and maintenance.
2 CONCURRENT BUDGET PROCESSING R
System must provide the ability to perform budget processing and analysis without
regard or impact upon other work.
3 VERSION CONTROL I
System must provide for a minimum of five (5) budget versions. Program and/or
Division level budgets may be a version.
4 DATA ACQUISITION FROM EXTERNAL SYSTEMS R
System must provide the ability to import information of detailed projects (e.g.,
street maintenance, recreation, etc.) into budget/forecasting system.
5 WORKSHEET COLUMN DEFINITION R
System must provide the ability to configure columns by title and content, including
calculated columns.
6 NOTES R
System must provide the ability to attach notes to budget by worksheet cell.
7 CAPITAL IMPROVEMENT BUDGETING R
System must allow for a separate Capital Improvement Project (CIP) budget that
will roll up to the main operating budget subtotals. Operating costs associated with
8 DEPARTMENT LEVEL SECURITY R
System must allow data entry, update and reporting (within security constraints), at
Department level. Ability to restrict changes to data files after a specific period of
time.
9 DATA MODELING SCENARIOS R
System must provide for data modeling scenario capability for budget projections
at different organization levels (Fund, Sub-Fund, Department, and Division).
Provide update capability for selected scenarios.
10 MULTIPLE FISCAL YEARS R
System must provide data from the current year actual, the current year's adopted
and adjusted budget, a year-end estimate, the next year's target and proposed
budget. Also allow for forecast of future five (5) fiscal years.
11 FORECASTING I
System must provide forecasting based on current transactions, forecast through
end of fiscal year and six future years. Provide flexibility to do forecasts based on
models and calculation of budget as defined by user. Provide the ability to perform
a variety of revenue, expenditure, and fund balance forecasting including the ability
to perform fee analysis.
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Number BUDGETING/FORECASTING City Vendor
Priority Rating
12 APPORTIONMENT OF BUDGET R
System must provide the ability to apportion annual budget amount by user-
defined criteria.
13 MULTIPLE CURRENT BUDGETS R
System must provide for adopted budget and amended budget, as required by
GASB 34.
14 ADDITIONAL ACCOUNT NUMBERS R
System must provide the capability to add account numbers to the forecasted
budget, which will be integrated with G/L.
15 ACCOUNT NUMBERS R
Provide the ability to eliminate or inactivate accounts numbers (with no data).
16 STATISTICAL DATA N
System should provide the capability to apportion based on statistical accounts
using user-defined criteria. (See G/L).
17 DATA ENTRY R
System must allow budget data entry at object and sub-object level. Allow for
multiple terminals to access the same data files and programs simultaneously.
18 BUDGET ADJUSTMENT ENTRY N
Provide for budget adjustments to be entered at the department level. Provide
Work Flow capability for approval of changes.
19 NEGATIVE BUDGET AMOUNT R
System must provide the flexibility to allow for negative budget accounts.
20 POSITION/BENEFIT CHANGES R
System must provide for payroll budget projection purposes, provide capability to
add, change, delete and project positions and benefit costs.
21 PAYROLL PROJECTIONS R
System must provide the ability to draw from the payroll and HR systems to pre-
populate payroll projection data for the budget process, (e.g., salaries and wages,
benefits, City contributions, and allowances).
22 DESCRIPTIVE TEXT R
System must provide the ability to allow for multiple line descriptions of major
items within a budget account.
23 BUDGET TRACKING/MONITORING R
System must allow for users to track budget amendments, including identification
of date of change and user.
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Number BUDGETING/FORECASTING City Vendor
Priority Rating
24 REPORT GENERATION R
System must allow users to print budget requests off of the system upon initial
entry (budget submittal). Ability to produce budget vs. actual comparative reports,
including "Over Budget" and "Zero Budget" reports. Print historical record of cost
center budgets.
25 INTERFACE - BUDGET/PAYROLL R
System must be capable of extracting actual amount information from the Payroll
System by Department and employee position or employee group to include pay
range and fringe benefits. It should also be capable of providing "what if" analysis
for labor negotiation and budget projection purposes (e.g., Impact of 5% pay
increase) as well as worksheets by Department containing: Position name,
employee name, employee number, employee group, pay range, pay step, next
scheduled increase, rate of pay after increase, date of hire, number of months in
position, hourly rate, monthly salary, annual salary, fringe benefits, and totals.
Provide for position control and ability to include vacant positions and requested
positions.
26 INTEGRATION - GENERAL LEDGER R
System must provide complete integration with General Ledger.
27 INTEGRATION - PROJECT ACCOUNTING I
System must provide complete integration with Project Accounting so that budget
amounts may be compared with actual amounts.
28 BIENNIAL BUDGETING R
Provide the ability for a two-year budget model - zero-based in one year and
adjusted for inflation in year two (by X%)
29 COMMENTS R
Budget justification/comments by line item, printable on reports
30 REPORTING TOOL I
Budget reporting tool to produce a variety of graphs (line, bar & pie chart)
31 DATA SUMMARY R
Budget data summarized by account category (e.g. Personnel, Material &
Supplies, Contractual Services, etc.)
32 ADOPTED BUDGET POPULATION R
The ability to move the adopted budget from the budget module to the general
ledger without having to re-enter data
33 MULTI-YEAR BUDGETING R
The ability to maintain a multi-year financial budget with budget allocations by
month, quarter, fiscal year and across fiscal years
34 OVER-BUDGET ITEMS R
Ability to display a warning notice when transactions are proposed for accounts
whose budgets have been exceeded.
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Number BUDGETING/FORECASTING City Vendor
Priority Rating
35 DEPARTMENTAL BUDGET R
Ability to roll up divisional budgets to come up with a departmental budget.
36 REVISED BUDGETS R
Ability to identify budgets by original budget, first revised budget, second revised
budget and third revised budget.
37 AUDIT TRAIL R
Ability to perform budget modifications and maintain an audit trail of modifications
38 BUDGET CRITERIA I
Ability to specify the basis for computing the budget based on user defined criteria
(e.g., salary, total labor cost, billing rates, etc.)
39 BUDGET LEVELS I
Ability to record and keep an original budget, changes, and revised budget for
each project cost account at each level in the hierarchy.
40 ONLINE BUDGET PREPARATION I
Ability to have on-line budget preparation available to all departments.Ability to
create the final budget document on-line in its finished form.
41 ONLINE APPROVAL R
Ability to provide on-line approval of proposed budgetary transactions.
42 TRANSACTION DENIAL I
Ability to deny financial transaction if budgetary amount is not adequate to cover
the transaction being posted.
43 CAPITAL BUDGET I
Ability to create an on-line long-term capital budget that is integrated with
purchasing, accounts payable, budgeting, and project management.
44 BUDGET REPORTS I
Ability to produce budget to actual reports on-line. Ability to provide centralized
monitoring of spending, budget preparation process, and available balances.
Ability to have all prior history for actual spending and budgets available on-line for
multiple years.
45 BUDGET RECORDING N
Ability to accommodate various budget recording methods such as increasing,
decreasing, or replacing existing budgets (e.g., versions, revisions, or changes in a
grant agreement).
46 BUDGET COMPARISON R
Ability to allow the comparison of budget (spending plan) to actual obligations and
expenditures, including a variance and percentage variance.
47 TRANSFERS R
Ability to accommodate the transfer of funds between budgeted line items.
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Number BUDGETING/FORECASTING City Vendor
Priority Rating
48 MULTI-YEAR BUDGETING R
Ability to handle multi-year budgeting for projects
49 BUDGET VARIANCES R
Ability to accommodate, track, and report on budget variances.
50 CRITERIA I
Ability to specify the basis for computing the budget based on user defined criteria
(e.g., salary, total labor cost, billing rates, etc.)
51 ONLINE POSTING I
Ability to create the final budget document on-line in its finished form (hard copy)
and ability to publish to the City's web site.
52 ONLINE APPROVAL R
Ability to provide on-line approval of proposed budgets.
53 ENCUMBRANCE TRACKING R
Ability to track the original amount, current amount, payments made, and
remaining balance for an encumbrance.
54 PRE-ENCUMBRANCE N
Ability to allow for pre-encumbrance and/or encumbrance before a contract or
purchase order is awarded.
55 ENCUMBRANCE LIQUIDATION I
Ability to provide liquidation of encumbrance when final payment is made against
an account when specified by project manager.
56 ENCUMBRANCE HISTORY I
Ability to provide a complete encumbrance transaction history report.
57 ENCUMBER ONLINE I
Ability to encumber on-line against available appropriation balance to reduce the
corresponding spending allocation.
58 AUTO ENCUMBER N
Ability to generate encumbrance transactions via purchase orders/contracts.
59 PROJECT BUDGETING R
Ability to create, modify, and establish a budget for a specific project and
component of a project/program.
60 FUNDING SOURCE R
Ability to perform reallocation and tracking of budgets by: Funding source (Federal,
State, County) (i.e. gas tax fund or other revenue source).
61 TRACKING BY PROJECT R
Ability to perform reallocation and tracking of budgets by Project (within and
between projects)
62 TRACKING BY FUND NUMBER R
Ability to perform reallocation and tracking of budgets by fund number and across
multiple funds and entities.
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Number BUDGETING/FORECASTING City Vendor
Priority Rating
63 COMPARE COSTS R
Ability to track actual project costs and compare with budgeted project costs
(adjust if reallocations are made).
64 TRACK EXPENSES R
Ability to track expenses by categories and allocate cost to project cost accounts
as required.
65 INTEGRATION R
Ability to create a long-term capital budget that is integrated with purchasing,
accounts payable, budgeting, project management and fund balances.
66 COST ALLOCATION I
Ability to allocate overhead and administration costs to departments, cost centers,
programs, and sub-program levels automatically by user defined criteria.
67 RESTRICTIONS R
Ability to restrict funds by project, fund, and/or entity.
68 COMPARE AMOUNTS R
Ability to compare actuals to budget
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Number ACCOUNTS PAYABLE City Vendor
Priority Rating
1 AUTOMATIC LIQUIDATING/ADJUSTMENT OF ENCUMBRANCES R
System must provide for the ability to automatically fully or partially liquidate encumbrances
upon payment. Encumbrances must automatically adjust once vendor invoice is entered. The
system should provide the option of recording the invoice to reflect partial deliveries and retain
the remaining encumbrance amount pending additional invoice(s).
2 RECEIVE ELECTRONIC INVOICES R
System should provide for the upload of electronic invoices (utility bills, etc.) from a third party
(i.e. EDI).
3 INVOICE/ENCUMBRANCE RECONCILIATION R
System must provide a warning if the invoice amount exceeds the encumbrance amount
(within a specified tolerance limit), with the requirement that the supervisor authorize
overriding the original encumbrance.
4 OVERRIDE BUDGET CONTROL R
System must provide for the capability to override over-budget condition (within security
constraints).
5 ACCRUAL RECOGNITION AT RECEIVING R
System must provide automatic posting of liabilities to Accounts Payable as goods and
services are received (except prepaids).
6 VENDOR MASTER FILE R
System must provide full integration with Purchasing system vendor master file and ability to
make changes to selected vendor master data elements (within security constraints).
7 VENDOR VERIFICATION R
System must provide for the ability to match existing vendor before new vendor record is
allowed.
8 VENDOR MERGE R
System must provide for the ability to merge vendor records when duplicates are encountered
and verified.
9 ON-LINE VENDOR INQUIRY R
System must provide for the ability to query the vendor master file by Vendor Name, Number,
d.b.a., phone number, tin, or location on-line. Provide search by Partial Name and "Contains."
Allow secondary access to Vendor history of at least two fiscal years - reflecting invoices,
pending payments, payments, and balance due. This vendor inquiry capability should also be
available within the normal requisition, purchase order and/or invoice processing.
10 INQUIRY ORDER R
System must provide for the ability to order queries by date (ascending or descending),
document numbers (ascending or descending), or categories.
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Number ACCOUNTS PAYABLE City Vendor
Priority Rating
11 ON-LINE PURCHASE ORDER/REQUISITION/ENCUMBRANCE INQUIRY R
System must provide for the ability to query purchase orders, requisitions and encumbrances
from any workstation, within security constraints
12 SPECIAL PAYMENT/BUSINESS ADDRESSES R
System must provide additional fields in vendor master file for vendors who have a centralized
payment location or address - but have numerous business addresses (branch offices).
13 INVOICE DATA ENTRY R
System must provide for on-line concurrent data entry of Invoices at distributed locations by
many users. Allow line items to be charged to multiple accounts. Allow for access to any
inquiry screen without leaving the data entry mode.
14 PAYMENT RETENTION I
System must provide the ability to retain a percentage or flat amount from payments pending
completion of work, by vendor, fund, or account. The Retained Amount may need to be
forwarded to a bank escrow account.
15 INVOICE PAYMENTS W/O PO R
System must provide for the ability to pay invoices without requiring Purchase Order
processing.
16 ON-LINE APPROVAL R
System must provide multi-level on-line approval of Requisition, Purchase Order, changes,
cancellations, Invoices, and Payments (within security constraints).
17 AUTO PAYMENT GENERATION I
System should provide for the ability to automatically generate recurring payments on
encumbered contracts.
18 CHARGEBACK/CREDIT MEMOS R
System must provide for the ability to enter credit memos or chargebacks against a specific
invoice.
19 DUPLICATE INVOICE DETECTION R
System must provide the ability at data entry, to display a warning message, prior to updating,
if a vendor invoice number, (or combination of vendor, amount, and date) currently being
entered already exists in the system (from either the open invoice file or the paid invoice
history file). Allow for payment to be made with override (within security constraints).
20 INVOICE ENTRY JOURNAL REPORT R
System must provide the ability to produce a list of all invoices in order of entry date and batch
number for the specified accounting period indicating the current status of each batch (i.e.
posted, pending, suspended, etc.).
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Number ACCOUNTS PAYABLE City Vendor
Priority Rating
21 INVOICE ENTRY PROOF LIST R
System must provide Invoice Entry Proof List displaying (at a minimum): Vendor Name,
Invoice Number, Invoice Date, Due Date, Invoice Total, Invoice Item Description, Account
Distribution with primary and secondary sorts definable by the user.
22 DISCOUNT REPORTING N
System should provide reporting of discounts based on payment terms.
23 AGING DETAIL N
System must provide Aging Report of open invoices displaying (at a minimum): Vendor
Name, Invoice Number, Invoice Date, Due Date, Dollar Amount, Terms with primary due date
and secondary sort definable by the user.
24 OPEN INVOICES REPORT I
System must provide a list of all unpaid invoices entered in the system in order of due date for
a specified (user-defined) period of time.
25 PARTIAL PAYMENTS R
System must allow partial payments of an invoice.
26 PAYMENT OF MULTIPLE INVOICES R
System must provide the ability to pay multiple invoices from the same vendor with one check.
27 ELECTRONIC PAYMENT R
System must allow for electronic payments to be made to vendors via ACH, wire transfers, or
EDI rather than by check.
28 AUTOMATIC TIME RELEASE OF INVOICE PAYMENT I
System must provide automatic selection of pre-approved invoices for payment prior to the
invoice due date to ensure prompt payment and taking of available discounts.
29 HELD PAYMENTS/EARLY RELEASE PAYMENTS R
System must allow invoices to be coded to allow either withholding of payment or allow early
release of specific invoices.
30 HELD INVOICE EDITING I
System must provide the ability to edit held invoices when the hold is resolved with further
information.
31 SUSPENDED ACCOUNTS I
System must allow all accounts payable activity (invoice entry and payments) for a specific
vendor to be suspended by "flagging" the vendor master file.
32 GARNISHMENT AND BACKUP WITHHOLDING R
System must provide the ability to identify and redirect payments from vendors due to
garnishments and backup withholding
33 EMPLOYMENT DEVELOPMENT DEPARTMENT (EDD) R
System must provide the ability to create EDD reports as required by the State of California.
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Number ACCOUNTS PAYABLE City Vendor
Priority Rating
34 OUT-OF-STATE VENDOR REPORT R
System must provide the capability to create the Out-of-State Service Vendor report required
by the State of California.
35 SALES TAX REPORT R
System must provide the ability to create a Sales Tax Report for out-of-state merchandise
vendors.
36 LASER/MICR CHECK PRINTING R
System must provide support for printing laser checks with MICR encoding.
37 CUSTOM CHECK STUB R
System must provide an Accounts Payable check stub according to the requirements of the
City of Encinitas
38 MANUAL CHECKS R
System must provide for manual check entry with appropriate updates to General Ledger,
Vendor Master, Check reconciliation, and other accounts as required.
39 CASH DISBURSEMENTS JOURNAL R
System must provide a record of all transactions paid by date selection, by Fund, Sub-Fund
and/or Department, accumulated by vendor name/number, and by check number.
40 VOID CHECK R
System must provide the ability to void checks, including automatic reversing of original entry
with option to reinstate an invoice. Provide generation of journal entry to general ledger,
update vendor master file and provide audit trail.
41 SUMMARY CHECK REGISTER R
System must provide an on-demand Check Register displaying (at a minimum): Check
Number, Check Date, Payee, Check Amount and/or any user-defined fields.
42 DETAILED CHECK REGISTER R
System must provide an on-demand Check Register displaying (at a minimum): Check
Number, Check Date, Payee, Account Number Distribution, P.O. Number, Description,
Invoice Amount, Check Amount, Encumbrances and/or any user-defined fields.
43 PAYMENT SELECTION N
System must provide on-line capability to select invoice(s) for payment.
44 PAYMENT SELECTION REGISTER N
System must provide a Payment Selection Register displaying (at a minimum): Invoice
Number, Vendor Name, Invoice Date, and Invoice Total with primary and secondary sorts
definable by the user.
45 PRODUCE REPORT OF INVOICES PAID R
This report should be an on-demand summary of the check register showing vendor name,
check amount, check date, description and check number.
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Number ACCOUNTS PAYABLE City Vendor
Priority Rating
46 ACTIVITY LISTING R
System should provide a Monthly Activity List showing: Invoices Paid, New Invoices, Unpaid
Invoices, Vendor Totals with primary and secondary sort definable by the user.
47 MULTIPLE CASH/BANK ACCOUNTS R
System must allow checks to be processed on multiple checking accounts.
48 MULTIPLE PERIOD PROCESSING AND REPORTING R
System must allow multiple accounting periods to be processed and reported on
simultaneously.
49 W-9 GENERATION R
System should generate W-9 form to vendor for capture of Vendor's Federal I.D. Number.
50 1099 VENDOR FLAG R
System must provide for 1099 flag in vendor master record.
51 1099 PAYMENTS/FORMS GENERATION R
System must provide for the ability to capture and record W-9 data for annual preparation of
1099 forms, separating reportable and non-reportable data. Provide for separation of type of
payments made (e.g., rents, and non-employee compensation). Allow manual adjustments.
52 FORM-1099 R
System must print the required Form-1099 information to the appropriate paper forms.
53 FORM-1099 MEDIA R
System must generate the 1099 information in a magnetic/electronic media that meets federal
filing requirements.
54 POSITIVE PAY R
System should provide the ability to interface with financial institutions for positive pay on
checks.
55 ELECTRONIC TRANSMISSION R
System must provide the capability of producing an electronic transmission (listing of checks)
to be forwarded to the related financial institution.
56 CLEARED CHECK DATA TRANSFER / EXPORT I
System must provide capability to accept cleared check information electronically from the
bank and update check reconciliation information accordingly.
57 VENDOR LOOKUP IN CUSTOMER MASTER I
System should provide for the system to verify that a vendor has no outstanding account
receivable within the City.
58 VENDOR DATABASE R
System should provide capability to track available vendors and vendor history.
59 VENDOR LISTS R
System should provide capability to select vendors and report by key categories such as zip
code, products, history, etc.
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Number ACCOUNTS PAYABLE City Vendor
Priority Rating
60 MINORITY/WOMEN-OWNED VENDORS REPORTING N
System should statistically report on which vendors are minority or woman-owned businesses.
61 DETAIL OR SUMMARY G/L POSTINGS R
System must provide for the ability to allow either detail (line item) or summary (batch total)
posting of A/P transactions to the G/L as defined by user.
62 MISCELLANEOUS ONE-TIME VENDORS R
System must allow taxpayer information to be entered for miscellaneous one-time vendors so
that invoices, payments and 1099 information (if applicable) can be fully processed by the
system.
63 CASH REQUIREMENTS PROJECTIONS N
System should provide for the ability to project cash requirements to meet future obligations
based upon encumbrances and open purchase orders and invoices.
64 INTEGRATION - PURCHASING R
System must provide for integration with the Purchasing system to allow for the use of a
single Vendor file and automatic update of Accounts Payable from Purchase Order
information.
65 INTEGRATION - BUDGET R
System must provide capability to validate funds availability for invoice payment transactions.
Allow override capability (within security constraints).
66 INTEGRATION - GENERAL LEDGER R
System must provide for the capability to provide the General Ledger system with detail (line
item) or summary (batch total) journal entries of A/P transaction activity. Provide for on-line
validation of general ledger account numbers and automatic generation of offsetting entries to
one or more cash or A/P account classifications.
67 INTEGRATION - PROJECT ACCOUNTING R
System must provide the ability for Accounts Payable transactions encoded with Project
Account, a transaction should be generated for application to the Project Account.
68 INTEGRATION - PAYROLL R
System must provide for the integration with the Payroll system to allow for automatic creation
of Accounts Payable transactions for various payments (e.g., benefit providers, garnishments,
and retirement system).
69 IDENTIFY DUPLICATE ENTRIES R
Ability to indicate possible duplicate vendor entries even if entry is not exact match (e.g. Ace
Plumbing vs. Ace Plumbing Inc).
70 DELETIONS N
Ability to delete vendors as required with option of retaining or deleting history.
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Number ACCOUNTS PAYABLE City Vendor
Priority Rating
71 SUSPEND PAYMENT N
Ability to suspend and restart payment for specified vendors, parent vendor groups, contracts
or workorders for user defined duration.
72 HISTORY R
Ability to maintain a history by contractor and project.
73 EXTERNAL AGENCIES I
Ability to track the routing of bills to external agencies.
74 DUPLICATES R
The ability to flag and report duplicate purchase orders and invoices.
75 OVERPAYMENTS R
The system must include provisions to allow multiple invoice processing on a single contract
or purchase order without the potential for overpayment (paying twice for the same item).
76 INHIBIT MODIFICATIONS R
Ability to inhibit specified users from modifying invoice data once the invoice has reached
approval status through project manager release.
77 BILLS IN-PROGRESS R
Ability to enable user to view bills in progress of being paid.
78 UNPAID BILLS R
Ability to enable user to view bills not paid.
79 WARRANT REGISTERS R
The ability to sort warrant registers by vendor, by dollar amount, or provide year-to-date
vendor information.
80 RECEIVING R
The ability to quickly select line items on purchase orders for receiving.
81 MULTIPLE ADDRESSES R
Ability to allow for virtually unlimited multiple addresses for each vendor.
82 DESIGNATION CODE R
Ability to provide a designation code for each vendor, including 1099, minority, or other special
status.
83 VENDOR TERMS I
Ability to provide for the establishment of discount and payment terms for each vendor.
84 PURCHASE ORDER NUMBER R
Ability to automatically retrieve vendor name and address, goods ordered and received, and
unit prices based on purchase order number.
85 CALCULATIONS N
Ability to automatically calculate applicable discounts and payment date.
86 ADDITIONAL CHARGES N
Ability to allow for the addition of freight and bulk charges.
87 TAX REBATES N
Ability to calculate tax rebates at the time of invoice entry.
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Number ACCOUNTS PAYABLE City Vendor
Priority Rating
88 VALIDATION R
Ability to provide automatic on-line budget account validation, as well as funds availability.
89 CURRENCY CONVERSION N
Ability to handle currency conversion for foreign purchases.
90 ENCUMBRANCES R
Ability to automatically liquidate associated encumbrances as invoices are processed.
91 I
DISCOUNTS
Ability to automatically calculate payment due date to take advantage of available discounts.
92 GROUPING R
Ability to provide for the definition of grouping rules by vendors to produce one check per
invoice or vendor.
93 ON-DEMAND CHECKS R
Ability to provide for the issuance of "on demand" checks that automatically update the
General Ledger and liquidate associated encumbrances.
94 RECURRING PAYMENTS R
Ability to automatically handle recurring payments.
95 ONE-TIME VENDORS R
Ability to establish one-time vendors.
96 RECONCILIATION R
Ability to provide a complete bank reconciliation process including the matching of outstanding
and cleared checks with issued checks.
97 EXCEEDS VALUE R
Ability to prevent the entry of an invoice that would cause the cumulative invoiced amount to
exceed the contract or purchase order value.
98 1099 REPORTING R
Provide automated 1099 reporting capability
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Number PURCHASING City Vendor
Priority Rating
1 ENCUMBRANCE ACCOUNTING R
System must provide all procedural functions of an encumbrance system including
verification of budget availability before accepting invoice and purchase order transactions
(require authorization when funds are not available), and ability to enter expenditures not
previously encumbered.
2 ENCUMBRANCE LIQUIDATION R
System must provide the ability to partially or fully liquidate encumbrances at time of payment
vouching.
3 ENCUMBRANCE REVISION R
System must provide the ability to revise amount and account distribution of original
encumbrance.
4 ENCUMBRANCE RECONCILIATION R
System must provide automatic system reconciliation/equality of outstanding encumbrances
(debit entries) with encumbrance liabilities (credit entries). Isolate requisition encumbrances
and liability from purchase order encumbrances and liabilities.
5 YEAR-END - BLANKET R
PURCHASE ORDERS
System must provide automatic cancellation of blanket purchase orders at year-end.Provide
notice to users in advance that the invoice will be closed.
6 YEAR-END - NEW PURCHASE ORDERS N
System must provide the ability to enter/encumber new fiscal year purchase orders while
current fiscal year is still open.
7 YEAR-END - PURCHASE ORDERS R
System must provide the ability to cancel and reissue purchase orders at time of year-end
closing or allow for reserve for encumbrance accounting of carry forward purchase orders.
8 PRODUCT CATEGORIES R
System must allow for the user to define product categories.
9 BUDGET NOTIFICATION R
System must provide verification of fund availability as defined by the City of Encinitas' level
of budget control. Allow modification of the level of budgetary control by a predefined control
entity such as the Budget Office or Finance.
10 OVERRIDE R
During requisition entry and budget dollars are not available, allow (within security
constraints) an override.
11 REQUISITION CONVERSION R
System must permit elective conversion of the requisition to a Purchase Order as authorized
by the Purchasing Officer.
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Number PURCHASING City Vendor
Priority Rating
12 VENDOR FILE R
System must provide an integrated vendor master to be shared, at a minimum, by the
Purchasing and Accounts Payable. Include, at a minimum, the following data elements:
-Vendor Number (unique)
-Vendor name
-Vendor Commodity Codes
-Vendor SIC Code
-Vendor Status/Type (e.g. Contractor,
Professiosnal Services. etc.)
-1099 status
-W-9 received
-Business Location
-Business License
-Federal ID/Social Security Number
-Bidder/Vendor list status code
-Minority Code
-Multiple Contact Names
-Multiple Addresses
-Multiple Phone Numbers
-Multiple Fax Numbers
-Multiple email Addresses
-Notes with 500 word capacity
13 VENDOR - MULTIPLE NAME TRACKING N
System must provide the ability to maintain/update previous name changes (d.b.a./a.k.a.).
14 VENDOR - ADDRESSES I
System must provide for multiple addresses per vendor (must support non-USA addresses)
with a minimum of four addresses and five lines each.
15 VENDOR - PERFORMANCE TRACKING N
System must provide for tracking performance of vendor (e.g., on-time shipments, etc.).
16 VENDOR - INTERNET (SELF SERVICE) N
System should provide the ability to post solicitation notices, amendments and allow vendors
to register through the Internet.
17 VENDOR - IVR/VOICE FAX BACK N
System should provide IVR or Voice FAX Back capability to contact vendors.
18 VENDOR - COMMODITY CODE LISTING N
System must provide the ability to print a listing of commodity codes for which a vendor is
registered.
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Number PURCHASING City Vendor
Priority Rating
19 COMMODITY CODES - VENDOR REGISTRATION N
System should provide the ability to register an unlimited number of Commodity codes with
vendor. Commodity Code to be a minimum of eleven digits (NIGP system).
20 VENDOR MAILING LABELS N
System must provide the ability to print mailing address labels of selected vendors.
21 VENDOR LISTING R
System must provide for sort and print list of vendors by various data elements in the vendor
master file. Include at a minimum the name, address, contact person, telephone, fax
number, and minority status.
22 VENDOR CONTACT VIA E-MAIL N
System should provide the capability to contact selected vendors via e-mail.
23 DUPLICATE VENDOR R
System must inhibit the entry of duplicate vendors.
24 VENDOR ACTIVITY TRACKING I
System should provide the ability to show vendor responses to bids and quotes and to place
vendors on the inactive status.
25 REQUISITION AUTHORIZATION - DEPARTMENTAL R
System should provide the ability to establish user authorization levels on-line for the on-line
processing of requisitions. Support (at a minimum) multiple authorization levels at the
department, including: supervisor, cost center manager, and Department Head.
26 ELECTRONIC REQUISITIONING R
System must provide the ability to generate electronic requisitions by multiple end-users from
their locations (within security constraints).
27 ELECTRONIC REQUISITION REJECTION R
System must allow for requisition rejection and/or revision by various levels of approval
authority (i.e., Budget, Information Technology, etc.). All approval levels must provide for
password control to be used in lieu of signed documents.
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Number PURCHASING City Vendor
Priority Rating
28 PURCHASING REQUISITIONS R
System must support on-line, real-time requisitions with the following information:
-Requisition number
-Requisition type
-Requesting division
-General remarks/purpose
-Date of requisition
-Delivery date required
-Suggested vendor
-Estimated dollar amount
-Sales tax rate
-Shipping charges
-Requisition total
-Vendor contact
-City contact
-Bill To address
-Ship To address
-Prompt payment discount
-G/L account number(s)
-Bid/Contract number
-Approvals
29 COOPERATIVE PURCHASING R
Provide capability to track and report on cooperative purchasing (e.g.CMAS).
30 REQUISITION NUMBER R
System must provide for system assigned requisition number (minimum of five characters).
Format should be different from the P.O.
31 REQUISITION - LINE ITEM INFORMATION R
System must provide a minimum of 999 line items per requisition. Include at a minimum the
following information for each line item:
-Line item number
-G/L account number (allow multiples)
-Description
-Fixed asset flag
-Quantity
-Unit price
-Unit of measure
-Extended price
-Taxable code
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Number PURCHASING City Vendor
Priority Rating
32 REQUISITION - MULTIPLE ACCOUNTS R
System must provide the ability to charge a single requisition line item to multiple G/L
accounts (at a minimum of 100) by percentage or dollar breakdown.
33 REQUISITION - VENDOR LOOK-UP R
System must provide the ability for on-line look-up of vendors by name, address, ZIP Code,
Commodity Code during the requisition process.
34 REQUISITION - VENDOR ENTRY N
System must provide the capability to add vendors to the vendor file during the requisition
process (to be certified later by Purchasing).
35 PREDEFINED AND GENERAL REMARKS R
System must provide for the ability to include predefined or general remarks to print on the
Requisition or Purchase Order.
36 REQUISITION - LINE ITEM WITH NEGATIVE AMOUNT R
System should allow for a requisition's line item amount to be negative.
37 REQUISITION - LINE ITEM RETENTION R
System must allow for retentions to be calculated and distributed (into multiple GL accounts)
by line item.
38 REQUISITION - VENDORLESS ENTRY N
System must provide the ability to enter a requisition without a vendor.
39 REQUISITION - REQUEST FOR QUOTE I
System should provide the ability to generate a "Request for Quote" document from items on
a requisition.
40 REQUISITION - ROUTING R
System must allow routing of requisition by type to different locations and buyers (defined by
Purchasing).
41 REQUISITION IMAGING I
System should provide for the ability to attach supporting documentation to the Requisition
record.
42 PURCHASE ORDER GENERATION R
System must provide the ability to support the generation of purchase orders from the
requisition process including the following options:
-Allow for the combining of requisitions into a single purchase order
-Allow items to be split from requisitions to multiple purchase orders.
-Ability to transfer items from one requisition to another requisition.
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Number PURCHASING City Vendor
Priority Rating
43 PURCHASE ORDERS R
System must create and support on-line, real-time Purchase Orders with the following
minimum information:
-Purchase Order Number
-Requisition Number
-Ship to Address
-Date of Purchase Order
-Vendor Name
-Vendor Address
-Bill to address
-Vendor contact
-City contact
-Delivery Date
-Shipping Terms
-Total Costs
-Total Sales Tax
-Total Shipping Charges
-P.O. Total Costs
-Payment Terms
-Multiple G/L accounts per line item
-Notes for Purchase Order
44 R
PURCHASE ORDER NUMBER
System must generate the Purchase Order number (minimum of ten alphanumeric
characters). Format should be different from requisition number (automatic or manual entry).
45 PURCHASE ORDER - MULTIPLE ACCOUNTS R
System must provide the ability to charge a single purchase order line to multiple accounts
by percentage or dollar amount. Automatic reversal by selecting PO.
46 PURCHASE ORDER - DELIVERY DATE N
System must provide the ability to include delivery date, leave delivery date blank, or add a
default delivery date.
47 TAXES N
System should provide the ability to calculate taxes automatically based on taxability of line
item and pre-established Sales Tax rate from Vendor File.
48 PURCHASE ORDER - LINE ITEM WITH NEGATIVE AMOUNT R
System must allow for the amount on the Purchase Order line item to be negative.
49 P.O./REQUISITION STATUS R
System must provide for the ability to view Requisition and Purchase Order status at all
stages of the requisition - payables process.
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Number PURCHASING City Vendor
Priority Rating
50 PAYMENT AND RECEIVING INQUIRY R
System must allow for inquiry for receiving status/payment status.
51 PURCHASE ORDER CANCELLATION R
System must allow an entire Purchase Order to be canceled and un-encumber the funds
after the cancellation has been entered with proper authorization at the Purchasing and
Accounting level. Print cancellation notice upon request.
52 PURCHASE ORDER CANCELLATION - BATCHES R
System should allow batches of Purchase Orders to be canceled. unencumber the funds
after the cancellation has been entered with proper authorization at the Purchasing and
Accounting level. Print cancellation notice upon request.
53 PRINT PURCHASE ORDER R
System must allow optional printing of Purchase Orders one at a time, all at once, within date
range, department range, or account number range for a specific vendor.
54 PURCHASE ORDER INQUIRY CAPABILITY R
System must provide for the inquiry of Purchase Order information by any field.
55 PURCHASE ORDER IMAGE I
System should allow for supporting document images to be attached to the Purchase Order
record.
56 ADJUSTMENTS R
System must provide the ability to make modifications to a Requisition/Purchase Order with
the following criteria:
-Allow for adjustments to a PO after receipt of goods or services.
-Provide the ability to change requisitions up to the filling of a requisition
-Provide the ability to change purchase orders after the printing of the purchase order.
57 ADJUSTMENTS R
Ability to take a complete P. O. and referse which includes grab all the info rather than
reenter all data. Probably have parameters for authorizations
58 CHARGEBACK/CREDIT MEMO R
System must provide for entering chargebacks or credit memos against a purchase order.
59 CONTRACT/BLANKET PURCHASE ORDERS - RETENTION ACCOUNTING R
System must provide for the capability to support contract/blanket purchase orders with the
following additional information:
-Valid date range
-Maximum dollar or quantity allowed
-Automatic system closure
-Automatically withholding a defined retention amount to user defined GL account(s)
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Number PURCHASING City Vendor
Priority Rating
60 CONTRACT/BLANKET PURCHASE ORDERS R
System must provide for the capability to support contract/blanket purchase orders by the
calculation and tracking of project-to-date retention amounts, and release of retention upon
authorization of final payment.
61 AUTOMATIC P.O. VENDOR COMMUNICATIONS I
System should provide for the ability to fax or e-mail a bid request, purchase order, or
change order to the vendor directly from the purchase order system. System should log all
communications to vendors.
62 ON-LINE VENDOR INQUIRY R
System must provide for the ability to query the vendor master file by any field. Provide
search by Partial Name and "Contains." This vendor inquiry capability should also be
available within the normal purchase order and/or invoice processing.
63 DATA ENTRY R
System must provide for duplication of operator selected data elements during transaction
entry.
64 RECURRING REQUISITIONS I
System should allow recording, reporting, retrieval and editing of recurring requisitions and
assign a new number.
65 PURCHASE ORDER APPROVAL R
System must provide for on-line approval (with security control) of purchase orders.
66 REQUISITION AND PURCHASE ORDER TRACKING & REPORTING R
System must provide ability to track open, partial paid and completed Requisitions and
Purchase Orders report broken down by fiscal year.
67 RECEIVING GOODS N
System should provide for the on-line, real-time receiving of goods into the Purchasing
system. Include the following features:
-Ability to assign/process inspections to goods received
-Allow for receipt of goods at multiple locations
-Real time update to inventory master file
-Update/trigger Accounts Payable upon inspection/verification of receipt
-Update Purchase Order status
-Indicate if item is a fixed asset item
-Provide for the receipt of partial line items.
68 OVERAGES N
System should provide for the receipt of a user-defined dollar amount limit based upon
purchase type (goods, services, equipment, fixed assets) over the original order (within a
tolerance level).
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Number PURCHASING City Vendor
Priority Rating
69 CONTRACT MANAGEMENT R
System should provide a contract tracking system with the following features:
-Primary/secondary vendor
-Vital contract information
-Contract Period - Beginning, End, Effective dates
-Contract Number
-Contract Amount
-Bonds
-Warranty
-Insurance Tracking (expiration dates)
-Contract Performance
-Status (Active, Inactive, Suspended)
-Multiple PO numbers
-Renewal Periods
-Terms and Conditions
-Maintain primary and secondary (sub)contractors for a contractor
-Track participation (percent of project or fees) of secondary (sub) contractors
-Track construction projects
-Track service level agreements
-Track contract retention amounts/escrow accounts
-Relate contracts to projects
-Contract cost distribution across departments
-Multiple Contract Revenue (Funding sources)
-Amendments/Change orders
-Council approval date
70 CONTRACT IMAGE I
System must provide for the ability to attach the contract document image to the record (link
to file name in imaging system - currently LaserFiche).
71 CONTRACT P.O. TRACKING I
System should provide a contract P.O. tracking system with the following capabilities:
-Track orders against a contract
-Track usage of contract by department
-Contact departments regarding termination of contracts
-Track construction contracts
-Track equipment contracts
-Track materials and supplies contracts
-Track services contracts
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Number PURCHASING City Vendor
Priority Rating
72 CONTRACT REPORTING N
System should provide for the following contract reporting:
-Contractor Payees (alpha or numerical)
-Contractor Listing
-Contractors by bond year
-Contractor Liability
-Contractor Audit Trail
-Current contracts
-All contracts
73 SERVICE LEVEL AGREEMENT (SLA) TRACKING N
System should provide a contract/service agreement tracking system with the following
features:
-Primary/secondary vendor
-Vital contract information
-SLA Period - Beginning, End, Effective dates
-SLA Number
-SLA Performance Measurement
-Status (Active, Inactive, Suspended)
-Renewal Periods
-Terms and Conditions
-Multiple contracts/Service agreements per vendor
-Maintain primary and secondary (sub)contractors for a contractor
-Amendments/Change orders
74 INTEGRATION - ACCOUNTS PAYABLE R
System must provide for automatic transfer of purchasing information to Accounts Payable
(e.g., vendor, address, amount, P.O. number, etc.).
75 INTEGRATION - BUDGET/GENERAL LEDGER R
System must provide capability to validate funds availability for Requisition and Purchase
Order transactions. Allow override capability.
76 INTEGRATION - GENERAL LEDGER R
System must provide for the encumbrance of related General Ledger accounts for a
Purchase Order transaction.
77 INTEGRATION - INVENTORY R
System must provide for indication of inventory items on order. Provide for balance increase
in Inventory system upon receipt of items.
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Number PURCHASING City Vendor
Priority Rating
78 INTEGRATION - FIXED ASSETS R
System must provide for automatic update of assets file for items received and charged to a
fixed asset G/L account. Allow for capital items purchased through the requisition/purchase
order process to be automatically established in the fixed asset system as a suspense
record.
79 INTEGRATION - PROJECT ACCOUNTING R
For Purchase Order transactions encoded with Project Account, a transaction should be
generated for application to the Project Account.
80 FUNDING SOURCES R
Ability to link funding sources to specific invoices.
81 ENCUMBRANCES R
Ability to automatically relate payment requests to outstanding encumbrances.
82 REQUISITION ENTRY R
Ability to automatically encumber money at requisition entry.
83 SORTING R
Ability to sort requisitions by a variety of fields such as date, vendor, division and commodity
code.
84 TRACKING R
Ability to track expenditures by commodity code, vendor, unit , dept. and total.
85 VENDOR MASTER FILE R
Search for and locate specific vendor master file information using the following full or partial
inputs: Vendor name, Number or address, Term agreement #, Spec #.
86 SEARCHING I
Support "wild card" searches on all data fields.
87 ONLINE UPDATING R
The ability to allow on-line receiving and updating of p/o's.
88 ONLINE ACCESS R
The ability to allow user departments to view open p/o's on-line.
89 BLANKET ORDERS R
Ability to track purchase orders and payments issued against blanket orders.
90 VENDOR TRACKING R
Ability to allow for the tracking of items received and the recording of goods returned to the
vendor.
91 VENDOR PERFORMANCE N
Ability to provide a tracking system for vendor performance, quality of product delivered and
timeliness of delivery.
92 VALIDITY CHECK R
Ability to check fund balance, account balance and term agreements at time of requisition
entry and generate an error message with reason code.
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Number PURCHASING City Vendor
Priority Rating
93 SYSTEM FLAG R
Flag user if item, unit quantity or price does not match contract terms.
94 MULTIPLE ACCOUNT ENTRIES R
Allow multiple account entries to pay a single p/o.
95 BACKORDER SYSTEM N
The ability to have an automated back order system that informs the requisitioning
department of all open back orders and shipping dates.
96 TEXT I
Ability to allow for virtually unlimited text to be applied to requisitions and purchase orders at
the header and line item level.
97 MULTIPLE ACCOUNTS R
Ability for multiple budgetary accounts to be applied to purchase order line item by dollar
amount, not percentage allocation.
98 AUTO-ENCUMBRANCE R
Ability to perform automatic encumbrance of funds real-time and if funds are not available for
encumbrance, provide flag.
99 VENDOR INFORMATION R
Ability to provide tables to store descriptive information that is automatically included on the
purchase order document, including vendor name and address, shipping instructions, special
instructions, and a menu of Terms & Conditions.
100 CHANGES R
Ability to process changes to purchase orders without having to re-enter purchasing
information (with system controls).
101 ONLINE INFORMATION N
Ability to provide on-line access to City bids, preferred vendors, state contracts and contract
terms so the user knows what options are available.
102 COMMODITIES I
Ability to provide commodities selection by dollar value and number of items purchased year-
to-date as well as for previous two (2) years.
103 BUYER DATA N
Ability to provide a screen detailing buyer workload, displaying outstanding requisitions by a
buyer.
104 R
FLAG FIXED ASSETS
Ability to automatically flag fixed assets at the time when the purchase order is encumbered.
105 REQUISITION AGING N
Ability to provide requisition aging.
106 PURCHASE ORDER AGING N
Ability to provide purchase order aging.
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Number PURCHASING City Vendor
Priority Rating
107 TRACK FIXED ASSETS R
Ability to track fixed assets from date of receipt by dollar value at time of purchase, by annual
updating to include depreciation, showing replacement value, current value and salvage
value.
108 AUDIT TRAIL R
Ability to allow departments to view a complete audit trail for requisitions, open purchase
orders, payments on invoices and other related information.
109 ROUTING R
Ability to electronically route and approve requisitions and purchase orders completed on-
line.
110 PRINTING R
Ability to provide for immediate printing of the purchase order.
111 PURCHASING REPORTS N
Ability to provide up-to-the-minute purchasing reports showing goods requested versus
goods ordered and available balance.
112 ELECTRONIC WORKFLOW I
Utilize electronic workflow to process, track, edit, review, or approve invoices/vouchers. If
disapproved, provide reason code why.
113 INTERNET I
Ability to accept invoices by Internet transactions.
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Number PROJECT ACCOUNTING City Vendor
Priority Rating
1 PROJECT ACCOUNTING R
System must provide the ability to generate financial reports
sufficient to track the progress of projects across multiple fiscal
years.
2 MULTI-YEAR PROJECTS R
System must provide complete job and project accounting
capabilities for internal and grant funded projects across fiscal
years. Ability to inquire/report project life-to-date history or
specified timeline at both transaction detail and summary levels.
3 BUDGETING AND FORECASTING I
System must provide flexible budgeting and forecasting capability
for fiscal year, future five fiscal years, and project as a whole.
4 PROJECT ACCOUNT STRUCTURE R
System must provide a user-definable Project Account number
(up to twelve alphanumeric).
5 STATISTICAL ACCOUNTS N
System should provide the capability for accounts to store
statistical information - hours, lane miles, number of customers,
number of accounts, number of employees, etc. used for cost
studies.
6 ALLOCATION N
System should provide the capability to allocate/calculate financial
data based on statistical information accounts.
7 BUDGET TRACKING R
System must provide ability to adjust project budget (within
security constraints) and to track changes.
8 CHANGE ORDERS N
System must provide ability to track change orders.
9 COST OVERRUN ALERT R
System must provide for alert when costs exceed contract award
(plus net change orders).
10 SUB-PROJECTS I
System should provide ability to track sub-projects or components.
Number PROJECT ACCOUNTING City Vendor
Priority Rating
11 RECURRING PROJECTS I
When establishing a new project, provide the capability to copy a
previous project.
12 GASB REPORTING I
System should provide the capability to meet GASB reporting
requirements.
13 NON-FINANCIAL DATA I
System must provide the ability to track non-financial data (e.g.,
project manager, contractor information, project status, project
phases, correspondence, project description, project justification,
general plan consistency and location, and percentage of
completion).
14 INTEGRATION - BUDGET R
System must provide complete integration with budget.
15 INTEGRATION - GENERAL LEDGER R
System must provide for complete integration with the General
Ledger at the transaction level (with single transaction entry) so
that accounts in both systems remain in balance at all times.
16 INTEGRATION - PAYROLL R
System must integrate project accounting with the Payroll
application. Transactions entered in the Payroll application, with
Project account information, must also update Project Accounting.
17 INTEGRATION - FIXED ASSETS N
System must integrate project accounting with the Fixed Assets
application. Assets used in Projects must provide asset values to
the Project Accounting application.
18 INTEGRATION - ACCOUNTS PAYABLE R
System must integrate project accounting with the Accounts
Payable application. Transactions entered in the Accounts
Payable application, with Project account information, must also
update Project Accounting.
Number PROJECT ACCOUNTING City Vendor
Priority Rating
19 INTEGRATION - PURCHASING R
System must integrate project accounting with the Purchasing
application. Requisition/Purchase Order transactions entered in
the Purchasing application, with Project account information, must
also update Project Accounting.
20 INTEGRATION - PURCHASING/CONTRACT MANAGEMENT R
Provide the capability to access contract management information
from the Project Accounting module.
21 PAYMENT HISTORY R
Ability to maintain payment history and fund line status through
project life-cycle.
22 AUDIT TRAIL R
Ability to incorporate an audit trail of all project transactions.
23 EXPENSES R
Ability to allocate expenses by fund number, account number and
sub-object number.
24 TRANSACTIONS R
Ability to view transactions and their dates over life of project.
25 FUND SOURCES R
Ability to enable tracking of multiple fund sources per project
26 CONSOLIDATION R
Ability to consolidate fund, budget, and expense information on a
project and bureau/department basis.
27 CONSTRUCTION CONTRACTS I
Ability to tie-in project information on construction activities to
Capital Improvement Plan (CIP) (status on construction
contracts).
28 APPLY CHANGES I
Ability to apply changes to unit costs and estimates during the life
of the project.
29 BUDGET LEVELS R
Ability to record and keep an original budget, budget changes, and
a revised budget for each project cost account at each level in the
hierarchy
Number PROJECT ACCOUNTING City Vendor
Priority Rating
30 LABOR DATA I
Ability to maintain various labor data items/formats (e.g., salary,
fringe, other direct, premium time, bill rate, billable time, non-
billable time, multipliers, etc.)
31 MATERIAL ITEMS I
Ability to maintain various material items/formats (e.g., charge
back rate, multipliers, bill rate, etc.)
32 PROJECT FINANCIAL STATUS R
Ability to calculate and report financial status of the project
33 TRANSFERS R
Ability to accommodate the transfer of funds between projects.
34 SECURITY R
Ability to prevent deletion of a project.
35 TREND ANALYSIS N
Ability to incorporate forecasts based on actual project
cost/schedule and generate progress trend analysis for quantities,
amounts, etc.
36 TOTAL ESTIMATES R
Ability to view total estimate of work to be performed by fund.
37 CONTRACT AMOUNT I
Ability to track contract amount and revised contract amount by
project, contractor, consultant and fund.
38 PERCENT COMPLETION I
Ability to track percent completion from revised contract amounts.
39 RESOURCES N
Ability to input anticipated resources/contracts before they exist.
40 PROJECT TIMELINE N
Ability to set-up anticipated project timeline and modify timeline as
necessary.
41 OVERAGES R
Ability to flag when resources/contract against a particular project
cost budget item exceeds the budgeted amount.
Number PROJECT ACCOUNTING City Vendor
Priority Rating
42 EXPENSES/ENCUMBRANCES/BILLS IN PROCESS N
Ability to enable user to view expenses incurred but not billed.
Ability to enable user to view bills in progress of being paid. Ability
to enable user to view bills not paid.
43 COMMENTS R
Ability to enter text or comments on-line to a specific project.
44 CHANGE ORDERS AND TRANSFERS R
Ability to accommodate multiple change orders and multiple
transfers of funds within projects.
45 MULTIPLE DEPARTMENTS R
Ability to record project activity over multiple departments.
46 VARIOUS PROJECT TYPES R
Ability to accommodate a variety of projects such as: Small capital
expenses (e.g., remodeling), Large capital projects (e.g.,
buildings, infrastructure), Miscellaneous projects, such as
elections and Routine work order(s) for non-capital expenditures
47 PROJECT COSTS R
Ability to classify project costs according to task (i.e., inspection,
design).
48 DEDICATED FUNDS R
Ability to track dedicated funds set aside for selected activities in
projects
49 IMPORTING R
Ability to import project information into Excel
50 QUERY/EXTRACTION Ability to pull/query specific information R
from projects into reports
51 OVERHEAD RATES Ability to record and apply an overhead I
method and ratee to various project expenses and process
necessary hournal entry to debit/credit funds
52 CIP BUDGET DOCUMENT Ability to create CIP Budget I
Document from information input into system.
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Number GRANT ACCOUNTING City Vendor
Priority Rating
1 MULTI-YEAR GRANTS R
Provide complete accounting capabilities for grants
across fiscal years.
2 LIFE-TO-DATE REPORTING R
Provide capability to inquire/report on grant life-to-date
history at both transaction detail and summary levels.
3 BUDGETING AND FORECASTING R
Provide flexible budgeting and forecasting capability for
grants that may be monitored in more than one fiscal
year at a time (i.e., calendar year, local fiscal year,
calendar year)
4 REVENUE DISTRIBUTION N
Utilize Accounts Receivable percentages to distribute
grant revenues to one or more related projects.
5 TRACK MATCHING FUNDS R
Provide the capability to track required matching funds.
6 NON-ALLOWABLE EXPENDITURES N
Provide the capability to define and restrict non-
allowable expenditures against a grant (overtime, etc.).
7 MANY TO MANY N
Provide a many-to-many relationship of grants to
projects and projects to grants.
8 FISCAL YEAR REVENUE DEFERRAL I
Provide capability to generate transactions required for
revenue deferral at fiscal year end.
9 INTEREST TRACKING N
Provide capability to track interest earned related to
grant funds.
10 GRANT IDENTIFICATION R
Provide a flexible Grant Identification System
(alphanumeric) with a minimum of twelve characters.
Number GRANT ACCOUNTING City Vendor
Priority Rating
11 POST-AWARD GRANT EVENT TRACKING N
Provide the capability to establish milestones and dates
related to a grant.
12 WORKFLOW N
Provide capability to flag and report exceptions to
events that are not accomplished on time (e.g.,
submission of grant deliverables, status reports, etc.).
13 NON-FINANCIAL DATA I
Provide ability to track non-financial data (e.g., grant
manager, grant status, correspondence, percentage of
completion).
14 GRANT CATEGORIZATION R
Provide capability to categorize grants with respect to
expenditures and grouping of expenditures using City-
defined categories.
15 REIMBURSEMENT REPORTING R
Provide the capability to report progress, expenditures
against grant to meet grantor requirements.
16 EXTENSION TRACKING I
Provide capability to track dates, dollar amounts, etc.
related to grant extensions.
17 INTEGRATION - BUDGET R
Provide complete integration with budget development.
18 INTEGRATION - INVESTMENTS R
Provide capability to allocate interest earned to related
grant funds
19 INTEGRATION - GENERAL LEDGER R
Provide for complete integration with the General
Ledger
20 INTEGRATION - GENERAL LEDGER I
Provide capability for Grant Accounting to generate
general ledger transactions required for revenue
deferral at fiscal year-end.
Number GRANT ACCOUNTING City Vendor
Priority Rating
21 INTEGRATION - PROJECT ACCOUNTING R
Utilize Project Accounting System to allocate total
project costs to various internal cost centers and
external State and Federal Grants based on a user-
defined table or formula.
22 INTEGRATION - ACCOUNTS RECEIVABLE R
Provide for external billing (draw down in the case of
Federal grants) of costs for one or more Projects to
Grantor agencies and establish corresponding Accounts
Receivable and relative percentages.
23 GRANT FUNDING R
Ability to lookup and modify grant funding information.
24 HISTORY I
Ability to record history on grants for analysis purposes
(events, dates, important milestones).
25 MULTIPLE YEARS R
Ability to denote if grants are for multiple years.
26 TRANSFERS R
Ability to track and execute the transfer of funds within
categories of a grant
27 ROLLOVER R
Ability to rollover funds allocated for a specific grant for
multiple years.
28 SUBMIT APPLICATIONS N
Ability to electronically submit grant applications to
external funding sources.
29 APPLICATION PROCESS N
Ability to track the Grant application process.
30 APPROPRIATIONS R
Ability to carry forward appropriations at year end.
31 GRANT BUDGET R
Ability to establish and monitor a grant budget separate
and unique from the current year appropriations budget.
Number GRANT ACCOUNTING City Vendor
Priority Rating
32 SALARY COSTS R
Ability to access salary costs associated with a specific
grant (on an hourly or partial hour basis), with the
appropriate security.
33 REIMBURSEMENT REQUESTS N
Ability to generate hard-copy reimbursement requests to
grantor agencies from expenditure data.
34 GRANT BUDGETS R
Ability to establish and adjust budgets for each grant,
with budget amendment.
35 TEMPLATES R
Ability to duplicate preexisting grants to establish
templates for new grants.
36 MODIFY GRANT INFO R
Ability to add or modify grant information online with
audit trail of all changes.
37 ARCHIVE INFO I
Ability to hide or archive grant information after user-
defined period without activity.
38 SUMMARY HISTORY I
Ability to provide for grant summary history online.
39 SUB-GRANTS I
Ability to support multiple programs per grant (sub-
grants).
40 SUB-GRANTEES I
Ability to uniquely identify each sub-grantee for grants
and all grant financial activity related to sub-grantees.
41 ARCHIVE GRANTS I
Ability to archive expired grants or non-awarded grants
after user-specified period of time, with proper security.
42 INTEGRATION - PURCHASING R
Ability to process data from purchasing system for
purchase orders and encumbrances.
Number GRANT ACCOUNTING City Vendor
Priority Rating
43 TRACK COSTS R
Ability to maintain, track, and accumulate actual costs,
and combine these actual costs with user-calculated or
user-input costs (e.g., estimates).
44 COST PERCENTAGES N
Ability to track and report reimbursable percentages of
costs.
45 ACCUMULATE COSTS I
Ability to accumulate costs either manually or
automated from the following sources: ability to
distribute employee costs to a project, ability to
distribute equipment cost to a project, pay variances
including overtime, sick days, holidays, etc., accounts
payable information, mileage/fuel expenditures,
equipment/asset costs and other user defined fields.
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Number INVESTMENT MGMT City Vendor
Priority Rating
1 REVENUE ACCOUNTING R
Provide for the receipt and accounting of all
revenues collected.
2 DAILY CASH BALANCING R
Provide for reports for reconciliation of monies
collected by cashiers. Provide for distribution
of monies deposited by the Cashier to the
identified funds.
3 EXPENDITURE & TRANSFER ACCOUNTING R
Support accounting for check writing and
money transfer requests.
4 ADJUSTING JOURNAL ENTRIES R
Support adjusting journal entries.
5 WARRANT RECEIPTS R
Provide for warrant data to be transferred on
computer-media from the City. Provide for the
servicing bank to furnish a daily tape of
warrants for payment.
6 NOTES PAYABLE R
Provide for all accounting entries for a
revolving line of credit to pay warrants: initiate
line of credit, deposit funds in the account,
establish a notes payable for the fund, and
report amount borrowed to the servicing bank.
7 PAYMENT AGAINST NOTES R
Provide for all accounting entries for note
payments: computation of interest, payment,
fund transfer notification to the bank.
Number INVESTMENT MGMT City Vendor
Priority Rating
8 WARRANT REGISTER ENTRY R
Provide for a fund exceeding its line of credit
limit, and outstanding warrants must not be
paid until sufficient funds are available.
Transaction entries are applied to the Warrant
Register identifying each outstanding warrant
payee. System must notify payee. When
funds are available, interest is to be calculated
and the payee notified of funds availability.
9 DAILY RECONCILIATION R
Provide for daily reconciliation of receipts and
disbursements against the various funds and
accounts. Provide for daily generation of a
financial statement.
10 INTEREST APPORTIONMENT R
Monthly, apportion interest receipts to each
entity based on average daily fund balance.
Provide for reconciling against the servicing
bank's tape.
11 STALE CHECKS R
Monthly, print letters to holders of "stale"
checks.
12 QUARTERLY PROCESS R
Provide for the preparation of line of credit
reports necessary to complete the IRS 8083
report.
13 ANNUAL PROCESS R
Produce 1099 forms for interest earned on
Certificates of Purchase. Generate
transactions for interface with City 1099
reporting.
Number INVESTMENT MGMT City Vendor
Priority Rating
14 CASH FLOW ANALYSIS R
Provide for the generation of a cash flow
analysis report by account, identifying amount
and date of the highest debt.
15 INVESTMENT ACCOUNTING R
The Treasurer invests available funds. Provide
for the accounting of the purchasing and sales
of investments and related earnings/losses.
16 BEARER BOND ACCOUNTING R
Accounting for retirement of Bearer Bonds
through the year 2021.
17 INVESTMENT INSTRUMENTS R
Provide for tracking of the following investment
instruments: Certificates of Deposit, Treasury
Bills and Notes, State of California Local
Agency Investment Fund (LAIF), Mutual Funds,
Notes Receivable and Money Markets.
18 DAILY CASH R
Provide for tracking cash status and project
cash needs on a daily basis. Display to show
money wired in/out.
19 PROJECT FUTURE CASH/INVESTMENT R
POSITIONS (NEEDS)
Provide "what-if" capability to project future
cash needs (up to 24 months).
20 INVESTMENT OWNERS R
Ability for an investment to have multiple
owners and be able to allocate the monies to
the owners according to user-defined criteria
(prorata share based on the dollars invested).
Number INVESTMENT MGMT City Vendor
Priority Rating
21 INVESTMENT PROCESSING R
Provide for the recording and maintenance of
the following investment data:
-bank
-fund
-enterprise
-purchase date
-purchase price
-maturity date
-premium/discount
-gain
-interest amount
-interest payment date
-contract interest rate
-effective yield interest rate
-market value
-book value
Number INVESTMENT MGMT City Vendor
Priority Rating
22 INVESTMENT REPORTING R
The Investment application must produce a
report on demand by endowment, fund, type of
investment and bank with the following
information:
-Type of investment
-Institution
-Date of purchase
-Date of maturity
-Amount of deposit or cost of the security;face
and discount/premium amounts
-Current market value of securities with
maturity for any time period
-Rate of interest, calculated yield
-Statement relating the report to the Statement
of Investment Policy
-Allows inclusion of user defined text
-Accrued interest effective as of a defined date
-Summary of portfolio and percentage of
portfolio by type
-Weighted average life, weighted rate of return,
average weighted yield and average days to
maturity
23 AMORTIZE DISCOUNT OR PREMIUM R
Provide calculations to amortize the discount or
premium over the life of the investment and
compute book value.
24 CALCULATE ACCRUED INTEREST R
Provide ability to calculate accrued interest
earned to a specified date.
Number INVESTMENT MGMT City Vendor
Priority Rating
25 EARNINGS DISTRIBUTION R
Allocate earnings or accrue interest from a
single investment of commingled funds to
multiple funds based on user-defined criteria
(i.e. month end cash balances, daily cash
balances, etc.).
26 INVESTMENT PORTFOLIO R
The Investment application must have a
detailed listing of investment portfolio by type,
activity by type, distribution of investments by
type, and investment activity summary which
can be periodically reconciled to the general
ledger.
27 MARKET CALCULATIONS R
Ability to apply standard weighted market
values and/or formulas to specific investments.
28 ARCHIVE SELECTION R
Ability to archive active file by date selection.
29 HISTORICAL INQUIRY R
Provide interactive inquiry to historical
information (minimum of 24 months).
30 INTEGRATION - BANK R
Provide for accepting cleared checks from the
City's bank through a modem.
31 INTEGRATION - GENERAL LEDGER R
The Treasury/Investment application must
have the capability of posting interest earnings
by fund and accruing all interest earned by
June 30 of each fiscal year, or other periods as
requested.
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Number ACCOUNTS RECEIVABLE City Vendor
Priority Rating
1 CUSTOMER INFORMATION DATA ENTRY R
System must allow input of customer information including:
contact name, address, phone number, Federal Tax
Identification Number, type of customer (government agency,
council member, etc.), description of type or category of invoice
and General Ledger account numbers for each entry.
2 CUSTOMER NUMBER R
System should auto-assign the customer number for all new
accounts.
3 INVOICE/BILLING TYPE R
Provide the capability to define the type of receivable (e.g., DUI,
Sign replacement, etc.).
4 CUSTOMER HISTORY R
Provide capability to keep the history of an account even after
the account has been closed.
5 CUSTOMER CONTACT LOG N
System must provide for customer contact history to be
maintained with customer master file.
6 ON-LINE ENTRY AND INVOICE GENERATION R
System must provide capability to validate customer
information and general ledger account information at invoice
data entry time. Note when information not existing or inactive.
7 AUTOMATIC CUSTOMER VERIFICATION N
System must allow for verification of new customer names to
avoid creating duplicate entries.
8 INVOICE INFORMATION DATA ENTRY R
System must allow input of invoice information including: type
of invoice, amount, G/L account number, description,
department designation, penalty type, potential penalties, and
comments. Provide for multiple line items.
9 BALANCE FORWARD BASIS R
System must allow accounts to be kept on a balance forward
basis.
Number ACCOUNTS RECEIVABLE City Vendor
Priority Rating
10 INVOICES & STATEMENTS R
System must provide for the ability to produce invoices or
statements on a batch basis or individually (e.g. by customer
name). The format of the invoice/ statement to be defined by
the user. Product should be capable of laser printing.
11 INVOICES & STATEMENTS - SELECTION R
Provide the capability to select and print invoices or statements
by invoice type and/or Entity types and/or customer type.
12 MULTIPLE PAGE INVOICE R
Provide for the printing of multiple page invoices.
13 BILLING MESSAGES R
Provide for the printing of messages for an individual and/or
account types.
14 MULTIPLE COPIES OF INVOICES N
System must provide for multiple customers being billed for the
same invoice (i.e. aging reports should show only one invoice).
15 SCHEDULED INVOICING/BILLING R
System must provide the ability to invoice selected accounts on
a schedule defined by the user. Invoice should have carry
forward balance.
16 CUSTOMER ALERT N
System must provide the capability to flag a customer account
with payment restrictions. Restrictions should appear on invoice
or at time of collection.
17 MONTHLY PAYMENTS N
System must provide for a payment plan for an invoice similar
to a revolving charge account.
18 MULTIPLE GENERAL LEDGER ACCOUNTS R
System must allow charges to be applied to multiple funds and
accounts.
Number ACCOUNTS RECEIVABLE City Vendor
Priority Rating
19 AGING REPORT - USER DEFINITION R
System must provide the ability to produce detail and summary
aging reports by invoice type and/or selection by invoice type.
Report to include contact name and phone number.
For both aging reports - user to define primary, secondary,
tertiary sorts from name, address, fund, G/L account number,
account balance, balance age fields.
20 GENERAL LEDGER RECONCILIATION REPORT R
System must provide a report by fund, customer account
number, customer name and receivable totals to be used to
reconcile Accounts Receivable with the General Ledger.
21 CUSTOMER INQUIRY/REPORT R
System must provide for user on-line inquiry/report by customer
name, account number, invoice number or location showing
customer transaction history (both open and paid invoices)
including related payment history, adjustments, and date of
statement(s).
22 ADJUSTMENTS R
System must provide for adjustments to customer accounts
with appropriate audit trails.
23 PENALTIES N
System must provide for the calculation of penalties based on
type of invoice and due date to be added to a past-due invoice.
Ability to generate late payment fees by either a percentage or
flat amount.
24 COLLECTION AGENCY - ACCOUNT TRANSFER N
System should provide for the transfer of accounts (user-
defined) to a collection agency electronically. Provide for the
data entry of collections for those accounts sent to the
collection agency.
25 COLLECTION AGENCY EFFECTIVENESS N
System must provide a report on the effectiveness of a
collection agency.
Number ACCOUNTS RECEIVABLE City Vendor
Priority Rating
26 FILE PURGING R
System must provide the capability of purging Accounts
Receivable files to be based on date and receivable type.
27 DELINQUENCY NOTICES R
System must provide the capability to generate delinquency
listings and delinquency notices (letters) on laser printer at
specified intervals.
28 DELINQUENCY NOTICE OPTIONS R
System must provide the capability to generate second and
third notices as well as notifications of account being forwarded
to a collection agency.
29 WRITE-OFF HISTORY R
System should provide capability to carry history and research
regarding write-offs.
30 INTEGRATION - GENERAL LEDGER R
Accounts Receivable system must provide journal entries for
each generated invoice and for receipt of revenues.
31 INTEGRATION - CASH RECEIPTS R
System must provide account number validation and update
from Cash Receipts.
32 INTEGRATION - ACCOUNTS PAYABLE N
System must provide the capability to report and selectively
release accounts receivable credit balances to accounts
payable.
33 TRACK BILLED AND COLLECTED AMOUNTS N
Ability to track billed and collected amounts for each Accounts
Receivable subsidiary account and its related source.
34 PROCESSING CYCLE N
Ability to track payments throughout their processing cycle.
35 ENTITY TYPES R
Ability to provide for user-defined entity types to classify
customers.
36 PENALTIES N
Ability to assess late charges and penalties & interest
Number ACCOUNTS RECEIVABLE City Vendor
Priority Rating
37 COLLECTION N
Ability to identify accounts sent to collection agencies.
38 MULTIPLE ADDRESSES N
Ability to define multiple addresses, including the ability to
determine which address prints on receipts, statements,
invoices, refund checks and late charge/penalty charge
notifications. Ability to send duplicate invoice to a second
address.
39 A/R REPORT R
Ability to allow for on-line inquiry and hard copy reporting of all
Accounts Receivable by fund, organization, account and
program.
40 CORRECTIONS N
Ability to correct and reprint invoices and statements.
41 WRITE-OFFS R
Ability to write-off small discrepancies between the amount due
and the amount received with proper security.
42 DISTRIBUTIONS N
System should allow for a single invoice to be distributed to
multiple accounting distributions based on a user-defined
allocation (e.g., percentage)
43 MULTIPLE PAYMENTS R
Ability to accommodate multiple payments for an invoice.
44 MULTIPLE INVOICES R
Ability to accommodate single payments applied against
multiple invoices.
45 HANDLE OVER/UNDER PAYMENTS R
Ability to accommodate payments in excess of or less than the
bill rendered.
46 REVERSALS N
Ability to reverse a lockbox process or a batch of receipts
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Number CASH RECEIPTS City Vendor
Priority Rating
1 ACCESS TO ACCOUNT INFORMATION R
System must provide on-line inquiry access to and validation of
Customer Account Information from all integrated modules.
2 DECENTRALIZED CASH RECEIPTING R
System must provide for cash receipting at multiple
workstations/cashier locations with separate sequential receipt
number generation.
3 MULTI-FUNCTION STATION R
System must provide for cash receipting, recreation registration,
permits, business licenses, utility billing, etc. functions and account
status inquiries at same workstation.
4 POINT-OF-SALE STATION R
Provide full point-of-sale capability at counter - credit card, debit
card, cash, etc.
5 PAYMENT - MULTIPLE INVOICES R
System must provide for a payment to be applied to multiple
invoices.
6 INTERNET PAYMENTS R
Provide for customer payment via the internet.
7 INTEGRATION - BUSINESS LICENSES/GENERAL LEDGER R
System must provide for Cash Receipt's validation of Business
License account numbers and immediate update (in a temporary or
pending mode) of Business License accounts. When the above
payment batches are approved, provide for a permanent update of
account information and provide for the automatic generation of
journal entries to the G/L insuring balancing and non-duplicate
transaction posting for all cash receipts.
8 CASH RECEIPTS INQUIRY R
System must allow inquiry of cash receipts by each of the following:
customer account number, name, address, Receipt Number,
Payment Date, Operator I.D, G.L. Account number, Check Number
and/or Payment Amount and Type of Tender.
Number CASH RECEIPTS City Vendor
Priority Rating
9 PENDING POST AND END OF THE DAY POST R
System must provide ability to "pending post" to all modules
customer accounts during the day. Provide ability to permanently
post customer account information at the end of the day.
10 CASH RECEIPTS TO OTHER APPLICATIONS R
System must provide for a mechanism to allow for updating of other
City of Encinitas applications for cash receipts.
11 CASH RECEIPTS FROM OTHER APPLICATIONS R
System must provide for a mechanism to allow for updating of Cash
Receipts from other Encinitas applications and lockbox text format
files.
12 END OF DAY BALANCING R
System must allow for end of day processing at any time and
initiate following day's business.
13 BALANCING REPORT R
System must provide for a report at end of day to assist with bank
reconciliation and generate a bank deposit.
14 CHECK VERIFICATION N
System should provide for the ability to read ABA number from
customer checks to determine cash availability.
15 USER-DEFINED CODES R
System must provide for the user definition of Payment Types,
Tender Method, Batch Types and Check Endorsement.
16 CASH RECEIPTS JOURNAL R
System must provide for the ability to Print Cash Receipts Journal
by cashier and in total. Include Bank Account, G/L account number,
Receivable Type, Payment type, Customer Account, Date, Time,
Cashier, Dollar Amount, Description.
Number CASH RECEIPTS City Vendor
Priority Rating
17 INTEGRATION - ACCOUNTS RECEIVABLE/GENERAL LEDGER R
System must provide for Cash Receipt's validation of A/R account
numbers and immediate update (in a temporary or pending mode)
of Accounts Receivable accounts. When the above payment
batches are approved, provide for a permanent update of account
information and provide for the automatic generation of journal
entries to the G/L insuring balancing and non-duplicate transaction
posting for all cash receipts.
18 INTEGRATION - COMMUNITY R
DEVELOPMENT/ENGINEERING/GENERAL LEDGER
System must provide for Cash Receipt's validation of Community
Development (planning, permitting, code enforcement) account
numbers and immediate update (in a temporary or pending mode)
of the Community Development accounts. When the above
payment batches are approved, provide for a permanent update of
account information and provide for the automatic generation of
journal entries to the G/L insuring balancing and non-duplicate
transaction posting for all cash receipts.
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Number FIXED ASSETS City Vendor
Priority Rating
1 TRACK & REPORT ASSETS BY CLASS AND CATEGORY R
System must allow the assignment of asset class and category (e.g.,
land, infrastructure, buildings & improvements, equipment & machinery,
construction in progress) and provide report subtotals by department,
division, and asset class and category.
2 ASSET INQUIRY R
System must provide capability to inquire asset database by any field.
3 TRACK & REPORT ASSETS BY SOURCE OF FUNDS I
System must allow assignment of multiple funding sources (e.g.,
General, Special Revenue, Enterprise Funds) and provide ability to
report by source of funds and by asset class and category in conformity
with generally accepted accounting principles. This report must conform
to GASB reporting requirements.
4 GASB 34 R
System must provide the data elements and reporting capabilities to
conform with the GASB 34 requirements.
Number FIXED ASSETS City Vendor
Priority Rating
5 ASSET DATA ELEMENTS R
At a minimum, include the following data elements:
-Purchase Date
-PO Number
-Acquisition Value
-Purchase Price
-Funding Source and Name
-Asset Class and Category
-Asset Location
-Assigned Department
-Asset Status
-Project/Grant Number
-Accumulated Depreciation
-G/L account number which will be charged for depreciation expense
-Expected Life
-Encinitas City Tag Number
-Disposition Date
-Form of Disposition
-Sale Price
-Manufacturer
-Manufacturer Model Number
-Manufacturer Serial Number
-Description
6 ASSET THRESHOLD I
Provide capability to define the dollar threshold to determine inclusion
as a fixed asset. Allow items under the threshold to be tracked
separately by asset type.
7 REPLACEMENT COST FORECAST R
Ability to forecast replacement cost at any time in the life of the asset.
8 LOCATION OF ASSETS I
Track location of assets in conjunction with GIS and provide history of
transfers between locations/departments/responsibility centers even
after being fully depreciated.
Number FIXED ASSETS City Vendor
Priority Rating
9 VEHICLE INFORMATION R
System must provide basic vehicle information such as:
-Equipment Year
-Make
-Model
-License Number
-VIN
-User-defined identification number
-Purchase Cost
-Warranty
10 TRANSFER JOURNAL ENTRIES N
Provide ability to automatically generate journal entries associated with
transfer of assets between General Ledger accounts.
11 COMPONENTS R
Provide capability to track additions and deletions of components to an
asset - transfers, repairs, location, and 'attached-to' equipment.
12 ASSETS SHARED BY SEVERAL FUNDS N
Account for assets that are acquired and shared by multiple funds.
13 DEPRECIATION R
Allow assets to be depreciated using the straight-line method of
depreciation and allow memo depreciation of general government
assets for cost replacement analysis. Provide for adjustment of an
asset's life and/or value.
14 BOOKING DEPRECIATION N
Capability to book depreciation on a periodic basis.
15 OVER DEPRECIATION R
Protect against over depreciation of an asset.
16 DEPRECIATION EXEMPTIONS N
Allow assets to be flagged as exempt from depreciation.
17 ASSET REPLACEMENT SCHEDULE N
Provide aging report for replacement of assets during defined date
range.
18 ASSET DEPRECIATION SCHEDULE N
Provide Asset Depreciation Schedule with selection by date range and
user-defined sort parameters.
Number FIXED ASSETS City Vendor
Priority Rating
19 REPORT OF CHANGES R
Provide list of all additons/deletions/transfers to/from file in detail.
20 REMOVE RETIRED ASSET RECORD N
Allow destroyed or retired assets to be removed from reports and to be
purged from the system on a user-defined basis. A hard copy printout
should be produced to reflect all such deletions.
21 RETIRED ASSET JOURNAL ENTRIES N
Provide for automatic generation of journal entries upon retirement of
asset.
22 TRACK AND REPORT REAL PROPERTY R
Provide ability to track and report real property (e.g., land and buildings)
by parcel number and street address location.
23 PROJECT TRACKING R
Provide capability to track infrastructure by project number.
24 INTEGRATION - GENERAL LEDGER R
Automatically generate Journal Entries to the G/L.
25 INTEGRATION - ACCOUNTS PAYABLE R
Provide ability for user-defined data (e.g., payment date and amount,
vendor name, item description, quantity) to update the Fixed Assets
system.
26 INTEGRATION - PURCHASING R
Purchasing to update fixed asset inventory when items meeting user-
defined criteria are received.
27 INTEGRATION - FLEET MANAGEMENT R
Provide the capability to access detailed fleet information from the
Fixed Assets system.
28 INTEGRATION - BUDGET N
System must integrate with Budget to forecast asset replacement
during budget planning.
29 CALCULATE ASSET VALUES N
Ability to calculate asset values to replacement costs for insurance
purposes.
30 INTEGRATION - GIS/MAPPING R
System must be able to display asset location on a map.
Number FIXED ASSETS City Vendor
Priority Rating
31 USER-DEFINED CATEGORIES - Unique fields for City use R
Ability to allow for the definition of user-defined categories of fixed
assets.
32 TRANSFER OF ASSETS N
Ability to track transfer of assets.
33 MAINTAIN VALUES R
Ability to maintain cost, insurance, and replacement values.
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Number FLEET MAINTENANCE City Vendor
Priority Rating
1 TRACK & REPORT ASSETS BY CLASS AND CATEGORY R
System must allow the assignment of asset class and category (e.g.,
land, infrastructure, buildings & improvements, equipment & machinery,
construction in progress) and provide report subtotals by department,
division, and asset class and category.
2 ASSET INQUIRY R
System must provide capability to inquire asset database by any field.
3 TRACK & REPORT ASSETS BY SOURCE OF FUNDS R
System must allow assignment of multiple funding sources (e.g.,
General, Special Revenue, Enterprise Funds) and provide ability to
report by source of funds and by asset class and category in conformity
with generally accepted accounting principles. This report must
conform to GASB reporting requirements.
4 GASB 34 R
System must provide the data elements and reporting capabilities to
conform with the GASB 34 requirements.
Number FLEET MAINTENANCE City Vendor
Priority Rating
5 ASSET DATA ELEMENTS R
At a minimum, include the following data elements:
-Purchase Date
-PO Number
-Acquisition Value
-Purchase Price
-Funding Source and Name
-Asset Class and Category
-Asset Location
-Assigned Department
-Asset Status
-Project/Grant Number
-Accumulated Depreciation
-G/L account number which will be charged for depreciation expense
-Expected Life
-Encinitas City Tag Number
-Disposition Date
-Form of Disposition
-Sale Price
-Manufacturer
-Manufacturer Model Number
-Manufacturer Serial Number
-Description
6 REPLACEMENT COST FORECAST R
Ability to forecast replacement cost at any time in the life of the asset.
7 LOCATION OF ASSETS I
Track location of assets and provide history of transfers between
locations/departments/responsibility centers even after being fully
depreciated.
Number FLEET MAINTENANCE City Vendor
Priority Rating
8 VEHICLE INFORMATION R
System must provide basic vehicle information such as:
-Equipment Year
-Make
-Model
-License Number
-VIN
-User-defined identification number
-Purchase Cost
-Warranty
9 COMPONENTS R
Provide capability to track additions and deletions of components to an
asset - transfers, repairs, location, and 'attached-to' equipment.
10 ASSETS SHARED BY SEVERAL FUNDS R
Account for assets that are acquired and shared by multiple funds.
11 INVENTORY TAGGING R
Allow inventory to be tagged and tracked by an identification number.
Number may be user or system defined.
12 BAR CODING I
Provide capability to tag assets with an identification number utilizing a
bar code
13 DEPRECIATION R
Allow assets to be depreciated using the straight-line method of
depreciation and allow memo depreciation of general government
assets for cost replacement analysis. Provide for adjustment of an
asset's life and/or value.
14 BOOKING DEPRECIATION N
Capability to book depreciation on a periodic basis.
15 OVER DEPRECIATION R
Protect against over depreciation of an asset.
16 ASSET REPLACEMENT SCHEDULE I
Provide aging report for replacement of assets during defined date
range.
Number FLEET MAINTENANCE City Vendor
Priority Rating
17 ASSET DEPRECIATION SCHEDULE I
Provide Asset Depreciation Schedule with selection by date range and
user-defined sort parameters.
18 AUDIT REPORT R
Provide for report of all changes to the fixed asset file.
19 REMOVE RETIRED ASSET RECORD I
Allow destroyed or retired assets to be removed from reports and to be
purged from the system on a user-defined basis. A hard copy printout
should be produced to reflect all such deletions.
20 MAINTENANCE/WARRANTY R
Provide for Maintenance History and Warranty/Service Agreement
information for assets such as Vehicles, Computers, Radio Equipment,
etc.
21 INTEGRATION - GENERAL LEDGER R
Automatically generate Journal Entries to the G/L.
22 INTEGRATION - ACCOUNTS PAYABLE R
Provide ability for user-defined data (e.g., payment date and amount,
vendor name, item description, quantity) to update the Fixed Assets
system.
23 INTEGRATION - INVENTORY R
Provide for the ability to update the inventory system for items to be
sold or transferred to another department.
24 INTEGRATION - PURCHASING R
Purchasing to update fixed asset inventory when items meeting user-
defined criteria are received.
25 INTEGRATION - BUDGET R
System must integrate with Budget to forecast asset replacement
during budget planning.
26 CALCULATE ASSET VALUES I
Ability to calculate asset values to replacement costs for insurance
purposes.
27 INTEGRATION - GIS/MAPPING R
System must be able to display asset location on a map.
Number FLEET MAINTENANCE City Vendor
Priority Rating
28 DETAILED PROPERTY RECORDS R
Ability to maintain detailed property records for all fixed assets,
including identification codes, commodity classification, acquisition
data, supplier information, make, model, serial number, disposition
data, and asset useful life.
29 USER-DEFINED CATEGORIES R
Ability to allow for the definition of user-defined categories of fixed
assets.
30 TRANSFER OF ASSETS R
Ability to track transfer of assets.
31 MAINTAIN VALUES R
Ability to maintain cost, insurance, and replacement values.
32 DEPRECIATION CALCULATION R
Ability to allow depreciation to be calculated on either a monthly,
quarterly, or annual basis.
33 DEPRECIATION UPDATE R
Ability to provide the option of having depreciation data updating the
General Ledger or being stored in Fixed Assets for information
purposes only.
34 ASSET TRACKING R
System can be used to track "non-capitalized" asset / equipment items
(i.e.: computer equipment, non-licensed vehicles) per department /
division for risk management purposes.
35 TECHNOLOGY INVENTORY TRACKING R
System has the ability to track non-depreciable technology inventory
items (desktops, laptops, etc) including detailed information such as
component detail, serial numbers, technical specifications, etc.
36 ASSET TAGS I
The system should support bar coded asset tags and portable bar code
readers for performing physical inventories.
37 PARENT/CHILD RELATIONSHIPS N
Ability to accommodate parent/child relationships between related
assets, such as a master unit with one or more accessories.
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Number PAYROLL City Vendor
Priority Rating
1 TIME KEEPING – TIME ENTRY R
Provide ability for decentralized departmental
time data entry with validation (i.e., check leave
balance, employee numbers, account numbers,
project numbers).
2 TIME KEEPING – PAY RATE ACCESS R
Decentralized entry staff must not have access
to pay rate information.
3 TIME KEEPING – APPROVALS R
Provide for user-defined approval levels.
4 TIME KEEPING – POSTING R
Provide for approval and posting control by
HR/Payroll Department.
5 TIME KEEPING – FREQUENCY R
Provide ability to enter time on a daily, weekly,
or pay period basis.
6 TIME KEEPING - TIME SCHEDULING R
Provide ability to schedule employees’ time into
the future. Time entry should be on an
exception basis according to these schedules.
7 TIME KEEPING – FLEX SCHEDULES R
Shift schedules must be able to accommodate
flex-schedules (i.e. 5X8, 4X10, 9X80, 3X12 (28
day cycle), 24 on/off – 48 off (27 day cycle), and
other non-standard working hours).
8 TIME KEEPING – RULES R
Provide for establishing time entry rules for pay,
overtime, leave balance, etc. in compliance with
City’s Memos of Understanding (MOUs), FLSA,
personnel rules and regulations, City policies
etc.
Number PAYROLL City Vendor
Priority Rating
9 TIME KEEPING – ALERTS R
Provide ability to establish alerts based upon
time entry rules. Provide alert at time entry for
employees who are not in compliance with
established rules.
10 TIME KEEPING - TIME ENTRY WORKFLOW R
Provide ability for user-defined workflow
processes that may establish approval routing
or special processing as determined by entered
pay types, employee groups or classes,
departments, benefit types, deduction types, or
other identifiable employee demographics.
11 TIME KEEPING – ELECTRONIC APPROVALS R
Provide ability to support an unlimited number of
user-defined approval queues for time entry,
including split approvals by two or more
supervisors for an employee. Provide for
alternative approvers. If limited, vendor to
indicate maximum number of user-defined
approval queues: _____.
12 TIME KEEPING - LABOR CHARGE BACKS R
Provide ability to support time to be charged
back by an unlimited number of user-defined
project or job cost codes. If limited, vendor to
indicate maximum number of user-defined
project or job cost codes: _____.
13 TIME KEEPING – LABOR EXPENSE R
DISTRIBUTION
Provide for labor expense distribution (salaries,
benefits, and deductions) and reporting into pre-
defined G/L account number(s).
Number PAYROLL City Vendor
Priority Rating
14 TIME KEEPING – SPLIT DISTRIBUTION R
Provide for an employee's labor distribution by
percentages and/or direct hours. Allow benefits
to be allocated consistently by salary, to home
department, or other distribution.
15 INTEGRATION – PAYROLL – VALIDATION R
Provide for time entry validation to Payroll data
(i.e., employee number, department number,
leave balance, project number).
16 INTEGRATION – PAYROLL PROCESSING R
Provide valid time entry data to payroll
processing.
17 DEFINITION – PAY RATE R
Provide the capability to define pay rates with
effective dates in a table structure.
18 DEFINITION – PAY CATEGORIES R
Provide the capability to define pay categories
with effective dates in a table structure.
19 DEFINITION – GROUPS R
Provide the capability to define employee
groups with effective dates in a table structure.
20 DEFINITION – BENEFITS R
Provide the capability to define benefits with
effective dates in a table structure.
21 DEFINITION – DEDUCTIONS R
Provide the capability to define deduction
categories with effective dates in a table
structure.
Number PAYROLL City Vendor
Priority Rating
22 PAYROLL PROCESSING – MULTIPLE R
PAYROLL PERIODS
Provide ability for user-defined number of
payroll periods to be processed and reported
simultaneously (i.e.; Bi-weekly, semi-monthly,
monthly and on-demand payroll periods).
Vendor to indicate maximum number of user-
defined payroll periods: _____.
23 PAYROLL PROCESSING – PAY R
CATEGORIES
Provide ability for user-defined pay categories.
Provide for fixed dollar amounts, fixed rates,
and percentages of other pay types. Must
include (but not be limited to):
- Regular Pay
- FLSA
- Jury Duty
- Bereavement
- Worker's Compensation
- Leave Without Pay
- Holiday Pay
- Stand-By Pay
Provide for inclusion/exclusion of pay in PERS
and tax calculations. If there is a limited number,
vendor to indicate maximum number of user-
defined pay categories: _____.
24 PAYROLL PROCESSING – GROUPS R
Provide ability for user-defined groups of
employees to apply common pay types, benefits
types, and deduction types for each group. If
there is a limited number, vendor to indicate
maximum number of user-defined groups:
_____.
Number PAYROLL City Vendor
Priority Rating
25 PAYROLL PROCESSING – MID PAY PERIOD R
CHANGE
Ability to change a pay rate and group during
the middle of a pay period and provide accurate
PERS and tax reporting.
26 PAYROLL PROCESSING – MULTIPLE PAY R
RATES
Provide ability for multiple user-defined pay
rates and PERS groups per employee per pay
period. Provide for multiple PERS reporting as
necessary. If there is a limited number, vendor
to indicate maximum number of user-defined
pay rates per employee: _____.
27 PAYROLL PROCESSING – DISPOSABLE R
PAY
Provide ability for calculating disposable pay
that is used in determining garnishment
amount(s) as defined by user.
28 PAYROLL PROCESSING – DEDUCTION R
CATEGORIES
Provide ability to support and track user-defined
(fixed dollar amount and percentage based)
deduction categories. Provide for the
establishment of a maximum dollar or maximum
wage base per deduction for a specified period
(i.e. one pay period, one year, five years).
Provide for establishment of a maximum lifetime
deduction amount for a specific category (e.g.,
garnishments, PERS payback contributions,
FICA, overpayment amounts, etc.). If there is a
limited number of deductions, vendor to indicate
maximum number of user-defined deduction
categories: _____.
Number PAYROLL City Vendor
Priority Rating
29 PAYROLL PROCESSING – BENEFIT R
CATEGORIES
Provide ability to support and track user-defined
benefit categories. Provide for the establishment
of a maximum dollar or wage base for benefit.
Provide for the definition of inclusion/exclusion
of benefits in PERS and tax calculations.
Provide for user-defined calculations (e.g., Life
insurance premium based on annual salary
rounded up to nearest thousand). Provide ability
to support and track both employee and
employer benefit costs. If there is a limited
number of benefits, vendor to indicate maximum
number of user-defined benefit categories:
_____.
30 PAYROLL PROCESSING – ADJUSTABLE R
PAY RATES
Provide for global group and individual pay rate,
benefit and deduction changes in a table
structure.
31 PAYROLL PROCESSING – MULTIPLE STEP R
WAGE RATES OR BENEFIT OPTIONS
Provide for user-defined multiple-step wage
rates or benefit options for employee group, job
type, or employee. Ability to change wage or
benefit amounts individually or by groups by a
stated percentage or a specified amount or
table by category (e.g. married or single,
management, etc.) with effective dates to allow
for entry previous to the required date. If limited,
vendor to indicate maximum number ________.
Number PAYROLL City Vendor
Priority Rating
32 PAYROLL PROCESSING – RATE R
MULTIPLIERS & COMPENSATORY TIME
CALCULATIONS
Provide ability to accommodate user-defined
wage multipliers (e.g., time and a half, triple
time and a half, etc.) and calculate
Compensatory time earned based upon user-
defined formula.
33 PAYROLL PROCESSING – COMPENSATORY R
TIME ACCRUAL
Provide ability to track time earned by date
earned, with caps by individual or job class or
labor group.
34 PAYROLL PROCESSING – TAX R
REQUIREMENTS
System must comply with all Federal and State
of California requirements.
35 PAYROLL PROCESSING – TAX R
CALCULATION OVERRIDE
Provide ability to manually override tax
calculations for an individual (i.e. large payoff
check).
36 PAYROLL PROCESSING – TAX R
CALCULATION
Provide ability to enter flat and/or % tax
amounts in addition to automatic tax calculation
for same check.
37 PAYROLL PROCESSING – SOCIAL R
SECURITY/MEDICARE/PERS
Provide ability for certain groups of employees
or individuals to be included/excluded from
Social Security, Medicare, and/or PERS.
Number PAYROLL City Vendor
Priority Rating
38 PAYROLL PROCESSING – PAYROLL R
PROCESS RESTART PROCEDURE
Provide ability for payroll processing restart
capability without requiring data re-entry or
restarting at the beginning of the process.
39 PAYROLL PROCESSING – EMPLOYEE R
SEPARATION PAYOFF
Provide ability to calculate leave accrual payoff
amounts at the rate specified by employer.
Provide for entry of termination information
(reason and date). Provide ability to produce
payoff report by employee.
40 PAYROLL PROCESSING – OVERTIME R
Provide calculations for Overtime required by
FLSA regulations, MOUs and personnel rules
and regulations.
41 PAYROLL PROCESSING – FAIR LABOR R
STANDARDS ACT (FLSA) COMPLIANCE
Provide ability to track and report information
pursuant to Federal FLSA requirements.
Specifically any alternate schedule typical of
Public Service and Public Safety (e.g., 9/80
schedules).
42 PAYROLL PROCESSING – WORKERS' R
COMPENSATION SUPPLEMENTAL PAY
Provide ability to calculate City’s supplement to
Workers' Compensation by labor group.
Number PAYROLL City Vendor
Priority Rating
43 PAYROLL PROCESSING – DEFERRED R
COMPENSATION PLAN
Provide for a Deferred Compensation Plan with
multiple providers, variable contribution rates,
and variable limits for employee and employer.
Must allow for annual limitations (multiple
programs e.g., catch up plan) over multiple
providers. Must meet all current and future
federal requirements.
44 PAYROLL PROCESSING – RETROACTIVE R
PAY
Provide for the calculation of retroactive pay,
taxes, benefits deductions and PERS
calculation (with ability to add notes/reasons).
45 PAYROLL PROCESSING – PAY CHANGES R
Provide ability to enter pre-dated or post-dated
effective dates for pay changes calculations.
46 PAYROLL PROCESSING – PAYROLL AUDIT R
Provide ability to generate proof lists of all
changes prior to calculation and production of
gross and net pay for each payroll check run
47 PAYROLL PROCESSING – PAYROLL R
EDIT/PROOF LIST
Provide ability to generate proof lists prior to
calculation and production of gross and net pay
for each payroll check run.
48 PAYROLL PROCESSING – CHECK/DIRECT R
DEPOSIT STUBS RESTART
Provide ability to restart check run with same, or
alternate, starting check numbers if check
printing is aborted or checks are damaged.
Number PAYROLL City Vendor
Priority Rating
49 PAYROLL PROCESSING – DIRECT DEPOSIT R
Provide for direct deposit of payroll checks (for
any amount up to and including net pay) to
employee's financial institutions. Provide for
employee definition of the allocation of the
check to multiple accounts. If number is limited,
vendor to indicate the number of accounts:
____.
50 PAYROLL PROCESSING – YEAR END R
PAYROLL
For a fiscal year end payroll, provide for
percentage split of General Ledger and Project
Accounting entries.
51 PAYROLL PROCESSING – SPECIAL CHECK R
PROCESSING
Provide for generating a special check for an
employee outside of a regular payroll cycle and
update all employee-related fields.
52 PAYROLL PROCESSING – PAYROLL R
ADJUSTMENTS
Provide for adjustments of hours and dollars
with appropriate audit trail.
53 PAYROLL PROCESSING – VOID OR R
RECALLED CHECK
Provide for void or recalled checks and
recalculation of all employee-related fields.
54 PAYROLL PROCESSING – CHECK FILES TO R
BANK
Provide ability for check files to be exported and
electronically sent to the bank - for fraud
detection purposes. (Positive Pay)
Number PAYROLL City Vendor
Priority Rating
55 PAYROLL PROCESSING – R
REIMBURSEMENTS
Provide ability to include in pay, track and report
employee reimbursements such as tuition
reimbursement, management development,
licensing, education, footwear, certification,
vision, physicals, etc. with a user-defined
maximum.
56 PAYROLL PROCESSING – MULTIPLE PERS R
DEDUCTION
Provide for single or multiple employee and
employer PERS deductions per employee per
pay period.
57 PAYROLL PROCESSING – EMPLOYEE BUY- R
BACK – PERS
Provide for employees, who were previously in
PERS, to buy back time pre-tax or post-tax
basis. Provide for appropriate identification on
PERS reports.
58 PAYROLL PROCESSING – FLEXIBLE R
SPENDING ACCOUNTS
Provide ability to deduct, track and support
flexible spending accounts as defined by the
IRS and City policy.
59 PAYROLL PROCESSING – PAY PERIODS R
WITH NO DEDUCTIONS
Provide ability to set which pay period a
benefit/deduction is to be taken.
Number PAYROLL City Vendor
Priority Rating
60 PAYROLL PROCESSING – DISBURSEMENT R
CHECKS A/P PROCESSING
Provide ability to generate check information for
Accounts Payable (third party) for Tax Liabilities
and benefit providers (i.e. garnishments, union
dues, deferred compensation, wage assignment
payees and United Way).
61 ACCUMULATIONS – ACCRUAL RATES AND R
CAPS
Ability to set and override different leave accrual
rates and limits for individual employees or
groups of employees in a table structure.
62 ACCUMULATIONS – LEAVE CATEGORIES R
Provide multiple user-defined leave (Vacation,
Sick Leave, compensating time off,
management leave, personal days, floating
holiday, reward leave bank, etc.) categories with
ability to set maximum accruals and automatic
accrual rate changes based on user-defined
criteria. Employment date used for accrual
calculation purposes should reflect an adjusted
hiring date. If there is a limit to the number of
leave categories, vendor to indicate maximum
number of user-defined leave categories:
_____.
Number PAYROLL City Vendor
Priority Rating
63 ACCUMULATIONS – CAFETERIA/FLEXIBLE R
BENEFIT PROGRAM
Provide cafeteria/flexible benefit programs by
providing an unlimited number of user-defined
employee defined benefit options subject to
maximum benefit dollar amounts. If there is a
limit to the number of cafeteria/flexible benefits,
vendor to indicate the maximum number of user-
defined benefit options: _____.
64 ACCUMULATIONS – YEAR END CAFR R
LEAVE QUANTIFICATION
Ability to perform year-end leave quantification
for CAFR reporting.
65 ACCUMULATIONS – LONG TERM LEAVE R
Tracking and reporting of long term leave (e.g.,
family and medical leave, maternity, time off
without pay), and reason for leave without pay.
66 ACCUMULATIONS – FMLA R
Provide ability to track FMLA according to
current requirements.
67 ACCUMULATIONS – ACCRUAL R
ADJUSTMENTS
Provide ability to adjust accrual balances (within
security constraints) when sick, vacation, or
administrative leaves are replaced by Worker's
Compensation. Include an audit trail of
adjustments.
68 ACCUMULATIONS – LEAVE CONVERSION R
Provide ability to calculate leave conversions to
include cash conversion. Eligibility and
limitations may vary by employee groups.
Number PAYROLL City Vendor
Priority Rating
69 INTERFACE/INTEGRATION – GENERAL R
LEDGER
Through General Ledger, provide drill down
access to related Payroll data.
70 ACCUMULATIONS – SICK LEAVE N
INCENTIVE
Based on user-defined sick leave usage,
provide for the capability to add hours to
vacation balance or calculate payout.
71 ACCUMULATIONS – COMPENSATING TIME R
TRACKING
Provide capability for the system to track
compensating time to comply with current state
and federal regulations..
72 REPORTING – HOURLY EMPLOYEES R
Provide the capability to report on number of
hours worked in fiscal or calendar year for
hourly employees.
73 REPORTING – DEDUCTION/BENEFIT R
REGISTER LISTINGS
Provide ability to print a deduction register,
benefit register, and labor distribution register
after each payroll run.
74 REPORTING – REPORT RERUNS R
Provide ability to rerun any report as necessary.
75 REPORTING – CHECK REGISTER AND R
DIRECT DEPOSIT REGISTER
Provide a Check register after each payroll
check run indicating void checks, and checks
not used.
Number PAYROLL City Vendor
Priority Rating
76 REPORTING – PAY STUB CUSTOMIZED R
FOR CITY OF ENCINITAS
Provide pay stub to be customized to City of
Encinitas' requirements and shall include but not
be limited to current/YTD hours, pay, total
gross, total net, wages, current and year to date
itemized deductions, health benefits, employer
matching benefits, and current leave benefits.
77 REPORTING – MESSAGE FIELDS ON PAY R
STUB
Provide ability for messages on the pay stub to
include, global messages, messages to
employee classes, and private messages to
individual employee.
78 REPORTING – LASER PRINTED CHECKS R
Provide ability to print checks on a laser printer
in house with MICR capability..
79 REPORTING – OUTSTANDING CHECKS R
Provide printout of all outstanding checks by
date selection.
80 REPORTING – COMPLETE PAYROLL R
STATUS
Provide ability to maintain current payroll period,
month-to-date, quarter-to-date as defined by
City, current fiscal/calendar year-to-date, prior
fiscal/calendar year-to-date information on
earnings, payments, taxes, deductions, deferred
compensation and employee/employer
contribution for benefits at both individual and
group level and provide on-demand reports.
Number PAYROLL City Vendor
Priority Rating
81 REPORTING – PAYROLL REPORTING R
LEVELS
Provide subtotals at an unlimited number of
user-defined levels for payroll reports
(Individual, Division, Department, and Fund).
Vendor to indicate the maximum number of user-
defined subtotal levels: _____.
82 REPORTING – LEAVE STATUS REGISTER R
Provide ability to generate a report detailing
employee's balance, accrual, total usage and
use patterns (Monday, Friday, after Pay Day,
before or after Holidays) and produce
information on a cumulative calendar, fiscal Y-T-
D basis and/or life to date with comparisons to
the same period in the prior year. Ability to reset
leave usage or load in balances on a fiscal or
calendar year basis
83 REPORTING – LEAVE INQUIRY R
Provide ability to calculate and display accrual
totals (accrued, used, and maximum) for any
specified period of time.
84 REPORTING – ACCRUALS REPORTING R
Provide reporting of all accruals with
comparison to prior year (overtime,
compensatory time, vacation, sick leave, etc…)
by department and employee.
85 REPORTING – MAXIMUM ACCRUAL R
Provide ability to notify, alert or flag an
employee who is approaching maximum accrual
on all defined leaves.
Number PAYROLL City Vendor
Priority Rating
86 REPORTING – HOURS/DOLLARS REPORT R
Provide detail and summary of hours and
related salaries/benefits by Pay Type, G/L
Account Number, and Project Number. Provide
selection by Date Range, Employee, Pay Type,
Department, G/L Account Number, and Project
Number.
87 REPORTING – EMPLOYERS' QUARTERLY R
TAX AND UNEMPLOYMENT REPORT
Generate electronic/magnetic media and all
related forms for filing with Federal and State
agencies, in accordance with their
requirements.
88 REPORTING – DEFERRED COMPENSATION R
REPORTING
Generate electronic/magnetic media and all
related forms.
89 REPORTING – EMPLOYEE FORMS W-2 R
Generate annual W-2 forms for all employees in
a sort defined by City.
90 REPORTING – REPRINT W-2 R
Provide capability to reprint a single employee's
W-2.
91 REPORTING – FEDERAL AND STATE R
FORMS W-2
Generate electronic/magnetic media and all
related forms (including W-2 reporting) for
annual reporting to Federal and State of
California in accordance with their requirements.
Number PAYROLL City Vendor
Priority Rating
92 REPORTING – STATE REPORTING – PERS R
Provide ability to produce summary and detail
reports in conformity with current PERS
(California State Retirement System) reporting
requirements (e.g., employer and employee
contributions by coverage groups, effective date
of pay, type of pay, etc.).
93 REPORTING – ELECTRONIC MEDIA R
REPORTING – PERS
Provide for the transfer of PERS information via
electronic media in accordance with the current
PERS guidelines (i.e., personal computer ASCII
CDROM, ACH transfers, FTP, etc…).
94 REPORTING – CONTRIBUTION & EARNINGS R
REPORTING – PERS
Provide a report that shows earnings and PERS
contributions for each pay category and
distribution of contributions (i.e., employee,
employer, employer for employee) for user-
defined date ranges.
95 REPORTING – PAYROLL HISTORY R
Ability to provide at least three years of payroll
data on line.
96 REPORTING – REPORT PRINTING R
Provide ability to print all reports by user-defined
date ranges.
97 REPORTING – DEFERRED COMPENSATION R
Ability to print report of employee/employer
contribution for Deferred Compensation
(current, history and associated maximum
allowed and catch-up amount and associated
years).
Number PAYROLL City Vendor
Priority Rating
98 GENERAL REQUIREMENTS – EMPLOYEE R
PAY HISTORY
Provide ability to maintain employee pay history
including (at a minimum) date of hire, pay
change dates, position change dates, special
assignments pay, leave without pay, out of
classification, etc. Track salary and
performance evaluations. Number of years of
history should be user-defined.
99 GENERAL REQUIREMENTS – ANNUAL R
UPDATES
Vendor to provide annual or more frequently if
necessary updates of W-2 format, tax tables
and State and Federal reporting.
100 GENERAL REQUIREMENTS – R
SEARCH/QUERY CAPABILITY
Support flexible query functions, such as, but
not limited to:
- Leave balances, usage maximums.
- Vacation tiers /maximums.
- By all pays by employees.
- By transaction (pay or deductions) by date by
employee or group
- By earnings register by employee
- By notes/reasons for pay activity
101 GENERAL REQUIREMENTS – CHECK R
RECONCILIATION CAPABILITIES
Provide check reconciliation (including void
checks and checks not used).
102 GENERAL REQUIREMENTS – RETIREES I
HEALTH
Provide for the insuring of retirees and their
familes (for fire)
Number PAYROLL City Vendor
Priority Rating
103 GENERAL REQUIREMENTS – RETIREES N
HEALTH ACCOUNTS RECEIVABLE
Provide for the accounts receivable for retirees
health insurance premiums.
104 GENERAL REQUIREMENTS – VOLUNTEERS N
Provide for tracking volunteers’ and hours
worked by volunteer.
105 INTERFACE – TIME KEEPING R
Ability for Payroll system to access validated
time reported from automated capture systems
and to verify leave balances and department
codes at time of entry.
106 INTEGRATION – HUMAN RESOURCES R
New employee's basic information from Human
Resources application should be automatically
updated on Payroll when a prospective
employee is hired.
107 INTEGRATION – DATA SHARING R
Human Resources and Payroll must share
common data so that information is entered
onetime and immediately available to all users.
108 INTEGRATION – ACCOUNTS PAYABLE R
Provide for integration with Accounts Payable to
create checks for PERS, Garnishments, Taxes,
Benefit Providers, etc…
109 INTERFACE/INTEGRATION – PROJECT R
ACCOUNTING
Provide labor distribution data for Project
Accounting.
110 INTERFACE/INTEGRATION – GENERAL R
LEDGER
Update and validate General Ledger through
computer generated journal entries.
Number PAYROLL City Vendor
Priority Rating
111 INTERFACE/INTEGRATION – GENERAL R
LEDGER
Through General Ledger, provide drill down
access to related Payroll data.
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Priority Rating
1 RECRUITMENT AND APPLICANTS – EMPLOYMENT SYSTEM R
Provide for an automated, on-line employment system to fill
vacancies through a variety of means including but not limited to
the promotion and transfer of employees and the recruitment and
selection of applicants and candidates from outside the City of
Encinitas
2 RECRUITMENT AND APPLICANTS – ELECTRONIC R
PERSONNEL REQUISITION TO FILL VACANCIES
Provide for the on-line, electronic submission and processing of
personnel requisitions, including approval by departments.
Provide for on-line user inquiry in remote locations of the status of
processing personnel requisitions.
3 RECRUITMENT AND APPLICANTS - TRACKING OF I
PERSONNEL REQUISITIONS
Provide for the on-line tracking and updating of personnel
requisitions through the various stages including, recruiting and
selection activities.
4 RECRUITMENT AND APPLICANTS - JOB ANNOUNCEMENTS R
Provide for the on-line development of job announcements and
job listings and for the on-line inquiry/review in remote locations of
job announcements and job listings.
Number HUMAN RESOURCES City Vendor
Priority Rating
5 RECRUITMENT AND APPLICANTS – APPLICANT R
INFORMATION
Provide for the capture of a variety of applicant information,
including but not limited to:
- applicant's name
- address
- phone numbers (home, work,
message)
- jobs for which applying
- sources (local, regional,
national, internet sources)
- gender code
- position title
- language skill
- City employee-relative
- experience
- education
- skills
- certification
- licenses
Need tight security for gender code and city employee -relative
data
6 RECRUITMENT AND APPLICANTS – SCANNING OF R
APPLICATIONS
Provide for scanning of applications (e.g., LaserFiche) into the
system and to permit on-line review of applications/resumes.
7 RECRUITMENT AND APPLICANTS – TRACKING OF I
APPLICATIONS
Provide for the on-line tracking and updating of applications
through the various stages of processing (from receipt of
application through final processing) and provide for the on-line
review of status of processing applications/resumes.
8 RECRUITMENT AND APPLICANTS – DEPARTMENT SPECIAL R
REQUIREMENTS
Provide for the definition of special hiring requirements.
Number HUMAN RESOURCES City Vendor
Priority Rating
9 RECRUITMENT AND APPLICANTS – EEO INFORMATION R
Provide the capability to track applicant’s age, ethnicity code, and
gender separate from other applicant information with security.
10 RECRUITMENT AND APPLICANTS – APPLICATION INQUIRY R
Provide for the on-line inquiry and reporting of applicants in a
variety of ways, including but not limited to inquiry by applicant's
name, job title, announcement number, and date or year of
application.
11 RECRUITMENT AND APPLICANTS – RECRUITMENT R
SOURCES
Provide for the capture of information related to recruiting sources
used to fill a position, should have capacity to identify at least 15
sources.
12 RECRUITMENT AND APPLICANTS – ONLINE APPLICATIONS I
Provide the ability to receive applications over the internet or from
kiosks.
13 CLASSIFICATION AND COMPENSATION – COMPARISON R
WITH OTHER CLASSIFICATIONS
Provide for the identification and comparison of jobs and
classifications in the City of Encinitas having similar factors,
including but not limited to job duties, knowledge, skills, abilities,
certifications, and licenses. Provide for the comparison of salary
ranges for these classifications. Including occupational grouping
and job families. Link job description with classification
specifications.
14 CLASSIFICATION AND COMPENSATION – CLASSIFICATION N
REQUESTS TRACKING
Provide for on-line tracking of classification requests.
Number HUMAN RESOURCES City Vendor
Priority Rating
15 CLASSIFICATION AND COMPENSATION – TRACKING OF R
EMPLOYEE JOB AND COMPENSATION DATA
Provide for the tracking of employee job and classification data
including, but not limited to, employee status, FLSA exempt/non-
exempt classification, EEO class, salary range/step, current job
title, previous positions held, salary, date of last pay increase, date
of last review, monetary bonus award amounts, tuition
reimbursement, current pay rate (hourly, bi-weekly, monthly and
annually), by department assignment, and cost center. Include "by
bargaining unit", the number of hours worked per year and YTD.
16 CLASSIFICATION AND COMPENSATION - PAY RATE R
TABLES
Provide fields in a table structure to maintain an employee's
annual salary, biweekly salary, and hourly rate and provide ability
to calculate annual, biweekly and hourly salaries based on current
compensation practices. The Pay Rate tables must be the same
as used by the Payroll and Budget systems. Include monthly and
multiple years.
17 POSITION CONTROL – EMPLOYEE GROUPS I
Provide for multiple groupings of positions to accommodate
bargaining units and other administrative groups.
18 POSITION CONTROL – OVERFILL/UNDERFILL N
Provide for overfill (hire Administrative Assistant for a Secretary
position) or under-fill (hire an Office Assistant for a Secretary
position).
19 POSITION CONTROL - EMPLOYEE R
TRANSFERS/PROMOTIONS/DEMOTIONS
Allow for employee transfers, promotions and demotions between
positions.
20 POSITION CONTROL - NEW HIRE R
Require new hires to have a valid position number. Under security
limitations, allow hiring to a temporary position.
Number HUMAN RESOURCES City Vendor
Priority Rating
21 POSITION CONTROL - OVERLAPPING POSITION R
Provide for the hiring of personnel into a position when the
position is occupied by a terminating employee and provide for the
assignment of an employee on a temporary basis to a position
when the permanent incumbent is not performing the duties of the
position due to leave or some other authorized reason.
22 POSITION CONTROL - INQUIRY BY POSITION R
Provide for inquiry by job title or position number resulting in a
display of those employee(s) that are filling the position.
23 POSITION CONTROL - INQUIRY BY EMPLOYEE R
Provide for inquiry by employee name or number resulting in a
display of positions filled.
24 POSITION CONTROL – HISTORY R
Provide for the history of a position – employee’s filling position,
title change, reclassification, transfer of the position to another
department, initiation, elimination and related dates.
25 POSITION CONTROL – INACTIVATE/DELETE POSITION R
Provide for the capability to inactivate/delete a position while
keeping employee/classification history.
26 R
POSITION CONTROL – BUDGETING
Provide ability to budget positions by dollars, by hours or by FTE's.
27 POSITION CONTROL – DATE SENSITIVE R
Provide for effective date ranges associated with individuals
entering and exiting positions.
28 POSITION CONTROL – NOTIFICATIONS R
Provide for notification to user-defined departments upon changes
in personnel for a position (e.g., Information Technology for
passwords, payroll, new and old departments, exit processes).
Number HUMAN RESOURCES City Vendor
Priority Rating
29 EMPLOYEE RECORDS - ELECTRONIC PERSONNEL ACTION R
FORM
Provide ability to electronically request, approve and track all
personnel actions. For example: promotions, salary modifications,
transfers, change in employee status, career incentive, special
pay, hazard pay, out of class pay, etc.
Number HUMAN RESOURCES City Vendor
Priority Rating
30 EMPLOYEE RECORDS – EMPLOYEE’S CURRENT R
INFORMATION
Provide ability to maintain employee’s current information
including but not limited to:
- date of hire
- education
- anniversary date
- seniority date
- employee number
- department/division
- pay status
- salary
- special pay assignments
- position number
- job title
- location code
- employee name and address
- telephone number (work and home)
- social security number
- FLSA exempt/non-exempt
- labor group
- ethnic group
- gender
- birthdate
- probation dates
- evaluation date
- employee work schedule
- emergency contact
- marital status
- benefit information
- work permit and/or work visa
- worker's compensation class code
- leave accrual codes
Number HUMAN RESOURCES City Vendor
Priority Rating
31 EMPLOYEE RECORDS – HISTORICAL EMPLOYEE R
INFORMATION
Provide access to historical employee information including all of
the information required in the previous specification. In addition,
include multiple hire and termination dates, pay change dates,
position changes, employee status changes, special assignment
pays.
32 EMPLOYEE RECORDS – IMAGES N
Provide the capability to link document images to employee
records. For example: photos, I-9 form, licenses, certificates.
33 EMPLOYEE RECORDS – EMPLOYEE STATUS R
Ability to track user-defined employee status types with the
associated dates (e.g., active, terminated, probationary,
suspension, military, maternity). If number of status types is
limited, vendor to indicate maximum number: ____.
34 EMPLOYEE RECORDS – BENEFIT TRACKING R
Provide for the capture and tracking of all benefit information
including but not limited to type of benefit; insurance plan chosen
by employee; name, social security number and date of birth of
dependents covered by plan, type of coverage (e.g., single or
family coverage), physician, insurance premiums, COBRA
coverage, retiree coverage, amount of reimbursements to
employees, retirement plan in which enrolled, and
employee/employer contributions and/or payments toward each
specific benefit. Provide for the on-line inquiry/review of this
information as well as generation of reports in a variety of formats
including but not limited to type of benefit; amounts contributed by
employee and employer; and summary information by employee
by department, and by workforce.
35 EMPLOYEE RECORDS – BENEFIT VALIDATION I
Provide for the control check for eligibility for a benefit based on
eligibility (dependent age and school status, employee date of
hire, marital status, etc.).
Number HUMAN RESOURCES City Vendor
Priority Rating
36 EMPLOYEE RECORDS – BENEFIT OPEN ENROLLMENT R
Provide for an insurance benefit open enrollment update screen to
allow entry of all benefit changes at the yearly insurance change
period on one screen.
37 EMPLOYEE RECORDS – BENEFIT COST PROJECTION R
Provide for the calculation of cost of benefits based on current or
anticipated changes in costs. Calculations by benefit type should
be able to be made in a variety of ways such as by employee, by
department, by job classification, by position, and by labor group.
38 EMPLOYEE RECORDS – DEMOGRAPHICS R
Provide for capture and tracking of demographic information
relating to benefits for employees and their dependents.
39 EMPLOYEE RECORDS – MAINTENANCE OF R
FAMILY/MEDICAL LEAVE ACT DATA
Provide for the capture of information related to FMLA, PDL,
CFRA, unpaid leave, Worker’s Compensation and City leave
policy. Track this information in a variety of ways including but not
limited to leave type, beginning and ending dates, and number of
hours used.
40 EMPLOYEE RECORDS – LEAVE STATUS R
Ability to inquire on-line and to generate reports detailing
employee's balance, accrual, and use patterns (Monday, Friday,
after Pay Day, before or after Holidays) and produce information
on a cumulative calendar, fiscal Y-T-D basis and/or life to date
with comparisons to same period in prior year.
41 EMPLOYEE RECORDS – LEAVE R
Capability to store leave accrual, leave balances and leave usage
for all leave categories since hire date. Provide for calculating
totals used by a specified period of time. Include IPP's.
Number HUMAN RESOURCES City Vendor
Priority Rating
42 EMPLOYEE RECORDS – MAXIMUM LEAVE ACCRUAL ALERT R
Provide for a maximum accrual of leave benefits with ability to
alert employees that are approaching the maximum.
43 EMPLOYEE RECORDS – COBRA N
Provide for the tracking of insurance coverage for qualified
beneficiaries including establishing the account receivables for
insurance premiums. Ability to track eligibility by qualifying event.
44 EMPLOYEE RECORDS – REDUCTION IN FORCE I
PROCESSING
Provide ability to track all information and to process a reduction
in force as defined by the City of Encinitas' personnel rules.
45 EMPLOYEE RECORDS – PERFORMANCE REVIEW I
INFORMATION
Provide for maintenance of multiple iterations of performance
review information including but not limited to the review period
starting and ending dates, ratings, a reason code for the review,
current salary or step, and classification in which the employee
was working during the review period.
46 EMPLOYEE RECORDS – EMPLOYEE REVIEWS R
Print out employee reviews due by department.
47 EMPLOYEE RECORDS – EMPLOYEE REVIEWS TO R
DEPARTMENTS
Provide capability to electronically send employee reviews to
department representatives.
48 EMPLOYEE RECORDS – EMPLOYEE REVIEW SCHEDULE R
Provide for a City of Encinitas-defined employee review schedule.
49 EMPLOYEE RECORDS – OVERDUE REVIEWS R
Provide a report/electronic message of employee reviews that are
past due a user-specified period of time.
Number HUMAN RESOURCES City Vendor
Priority Rating
50 EMPLOYEE RECORDS – TURNOVER RATE TRACKING R
Provide for the tracking of turnover data identifying reasons for
turnover including but not limited to resignation, retirement,
dismissal, unsuccessful completion of probation and job related
reasons. Provide also for separate tracking of internal turnover of
employees related to transfers, voluntary demotions, promotions,
changes in department, and the reasons for these changes.
Provide for the generation of reports in tracking of turnover rates
of temporary employees (should be separate from that of
permanent employees). Report sequences should include (but not
limited to) by classification, by specified period of time, by
department, by City of Encinitas workforce. Generate a "hire" list
and "termination" list by department and date.
51 EMPLOYEE RECORDS – GRIEVANCE I
Track and report on grievance activities by date, type, department,
labor group and outcome of grievance.
52 EMPLOYEE RECORDS – DISCIPLINARY ACTIONS I
Track and report discipline activities by date, type, department,
labor group, status of appeals, and outcome of appeals.
53 EMPLOYEE RECORDS – UNEMPLOYMENT COMPENSATION N
Provide for tracking and reporting of unemployment compensation
processing and payments.
54 EMPLOYEE RECORDS – EEO I
Track and report EEO and/or harassment complaints by date,
type, department and workforce.
55 EMPLOYEE RECORDS – MASS (CROSS) UPDATING OF R
FILES
Provide for mass or cross updating capability to the employee
master file based on changes made to other system files. For
example, when a class title or salary range changes for a class,
the system should be able to update this information in all relevant
files.
Number HUMAN RESOURCES City Vendor
Priority Rating
56 EMPLOYEE RECORDS – AUDIT TRAILS R
Provide audit trails for every change made to data in the system,
especially changes made to security. The type of data maintained
should include before and after images of changed fields, screen
ID, operator ID, terminal ID, and date/time stamps.
57 EMPLOYEE RECORDS – TABLES R
Provide ability to define as many codes and associated values as
possible in easily maintained user-defined tables including but not
limited to table of salary schedules, table of class codes, and table
of personnel action codes. All appropriate tables must be shared
with the Payroll system. All tables to be established with effective
dates.
58 EMPLOYEE RECORDS – PAY RATE TABLES R
Provide for pay rate tables to support needs for pay in a ten-step
range and a percentage within a low/high pay range.
59 EMPLOYEE RECORDS – FAIR LABOR STANDARDS ACT R
(FLSA) AND OTHER REQUIRED STATE AND FEDERAL
REPORTING
Track and report information pursuant to FLSA requirements and
other State and Federal laws.
60 REPORTS – EEOC DATA AND REPORTING R
Provide for capture of data for EEOC purposes and reports
required by the state and federal government and related reports
using data such as age, gender, ethnic code, position title, and
salary range.
Number HUMAN RESOURCES City Vendor
Priority Rating
61 REPORTS – NOTICES TO APPLICANTS R
Provide for the generation of a variety of letters/notices to
applicants including but not limited to acknowledgement of receipt
of application, status of processing of applications, notice to
appear for test or interview, notice of test score, notice of interview
results, notice of final processing of applications, notice of
appointment, reject experience letter, notice of employment
register status (includes register expiration date), notice of
employment register status/someone else selected (includes
register expiration date), failed interview/oral board, provisional
register pending further testing, failed written examination, and
blank multi-purpose notice.
62 REPORTS - HIRING LISTS I
Provide for the electronic production of lists of candidates who
may be considered for employment. Provide for the ability to
produce these lists in a variety of sequences including but not
limited to: position/recruitment number, alphabetical order, score
order, and random order. Provide for the ability to refer only the
top-scoring applicants and to electronically screen out those
applicants who are not interested in certain aspects of the job,
such as location, shift, salary, temporary status, etc. Provide for
the merging of applications for the same class but different
announcements.
63 REPORTS - ELECTRONIC TRANSMISSION OF HIRING LISTS R
Provide for the electronic transmission of hiring lists and
applications in standard format to departments in remote
locations, allowing sorting by date and columns to be hidden.
64 REPORTS – PAY CHANGE NOTICES I
Provide ability to print pay change notices showing the old rate,
new rate, and percent increase by employee.
65 REPORTS – BENEFITS STATEMENT I
Provide a detailed report of employee pay and benefits in a form
suitable for providing an employee.
Number HUMAN RESOURCES City Vendor
Priority Rating
66 REPORTS - PROJECTION OF SALARIES R
Based on the projected awarding of salary increases and
bonuses, provide for the projection of salaries (including vacant
positions) in a variety of ways including but not limited to: by
individual, classification, department, and/or Citywide.
67 REPORTS – ANALYSIS OF TOTAL COMPENSATION N
COMPARISON
Provide for the statistical analysis of total compensation (i.e.,
salary, bonuses, benefits, etc.) within the City of Encinitas and
with other governmental organizations and private sector
companies.
68 REPORTS – PHONE LIST N
Provide capability to generate business phone lists from Human
Resources database.
69 REPORTS – POSITION CONTROL STATUS R
Provide for a report showing department, position number, status
(filled/not filled) and FTE hours.
70 REPORTS – AD HOC REPORTS R
Provide for a variety of ad hoc reports such as the number of
current and/or historical vacancies in each class and/or each
department; uncompleted personnel requisitions; listing of
applicants by classification and/or job announcement and their
scores; turnaround time to fill vacancies; and turnaround time to
process applications. Allow this to be run by FTE.
71 REPORTS – COMPENSATION REPORT R
Provide for total compensation report including all pay, cost of
benefits, and reimbursements to and by employees. Report
should be delineated by type of compensation (e.g., pay or
benefit), and should be able to be generated in a variety of ways
including but not limited to by employee, by department, by City of
Encinitas workforce.
72 REPORTS - HOURLY LIMIT REPORT R
Provide ability to obtain notification of hourly employees who are
reaching the annual limit.
Number HUMAN RESOURCES City Vendor
Priority Rating
73 TRAINING MANAGEMENT - PROVIDE FOR THE TRACKING I
OF TRAINING/EDUCATION DATA
Provide for the capture and tracking of information related to
training and education including but not limited to: highest level of
education attained, degree level, field of degree, date of degree,
schools attended, certification information, course name, date of
expenditure for tuition, number of hours completed, tuition costs,
beginning and ending dates of course, and course grade. Provide
for the ability to identify employees who have completed a certain
level of education or training and for the ability to generate reports.
74 TRAINING MANAGEMENT – EMPLOYEES N
Provide ability to track employee/student information (e.g.,
employee number, employee name, e-mail address, FAX number,
department, reporting center, title, supervisor, class code
(supervisory or line employee), etc.
75 TRAINING MANAGEMENT – CONTINUING EDUCATION I
Provide ability to track and alert employees and/or departments
for re-certification courses.
76 TRAINING MANAGEMENT – CAREER LADDER I
Provide ability to establish career ladder certifications/experience
for position advancement.
77 TRAINING MANAGEMENT – TUITION REIMBURSEMENT I
Provide ability to track reimbursable tuition for courses (e.g.,
POST training, PD supervisor’s funds).
78 TRAINING MANAGEMENT – EMPLOYEE IMPORT N
Provide ability to import employee information from the payroll
system on a scheduled basis.
79 TRAINING MANAGEMENT – REGISTRATION R
Provide ability to allow employees to register online for an internal
training class. Within security constraints, allow Training
Management personnel to register non-employees.
80 TRAINING MANAGEMENT – REGISTRATION STATUS R
Provide ability to display/report registration status: students on
waiting list, students cancelled.
Number HUMAN RESOURCES City Vendor
Priority Rating
81 TRAINING MANAGEMENT – COURSE DEFINITION I
Provide ability to define a course description (long and short),
course category (professional development, safety, wellness,
etc.), length in hours, number of sessions, minimum and
maximum enrollment.
82 TRAINING MANAGEMENT – COURSE CATALOG N
Provide ability to define an online course catalog for access by
employees.
83 TRAINING MANAGEMENT – REQUIREMENTS BY EMPLOYEE R
GROUP
Provide ability to define course attendance requirements by an
employee group (i.e., all City Hall employees must attend a
Respectful Workplace Training course, Fire Department
employees must complete a HazMat course annually, etc.).
84 TRAINING MANAGEMENT – PREREQUISITES N
Provide ability to define prerequisites for each course.
85 TRAINING MANAGEMENT – PREREQUISITE VERIFICATION N
Based on prerequisites defined for a course, at enrollment the
system should verify each student has appropriate prerequisites.
86 TRAINING MANAGEMENT – STUDENT TRAINING HISTORY N
System should track courses completed by each student.
87 TRAINING MANAGEMENT – STUDENT HISTORY QUERY N
Provide ability to display/report courses attended by employee and
department.
88 TRAINING MANAGEMENT – INSTRUCTOR N
Provide ability to track instructors’ (employees and non-
employees) qualifications/certifications and previous courses
taught.
89 TRAINING MANAGEMENT – INSTRUCTOR QUERY N
Provide ability to display instructors that are trained or certified to
train by course.
Number HUMAN RESOURCES City Vendor
Priority Rating
90 TRAINING MANAGEMENT – CONFLICTS N
System should verify that there are no conflicts, such as: an
employee registered for two courses at the same time or two
courses are scheduled for the same time and location.
91 TRAINING MANAGEMENT – WAIT LISTS N
System should manage wait lists and provide for correspondence
to the highest on the wait list when a cancellation occurs.
92 TRAINING MANAGEMENT – STUDENT CANCELLATIONS N
System should provide for student cancellations and, if there is a
waiting list, generate enrollment correspondence to the highest on
the waiting list.
93 TRAINING MANAGEMENT – COURSE PARTICIPANT LIMITS I
Provide ability to define the maximum students in a course.
System must allow for override as required.
94 TRAINING MANAGEMENT – COURSE LOCATION I
PARTICIPANT LIMITS
Provide ability to define the maximum students in a classroom.
System must allow for override as required.
95 TRAINING MANAGEMENT – COSTS I
Provide ability to define budget and accumulate costs (materials,
supplies, instructor, room, etc.) for a course.
96 TRAINING MANAGEMENT – EMPLOYEE DEVELOPMENT N
PLAN
Provide ability to define a development plan (courses and
scheduled completion dates) for each employee.
97 TRAINING MANAGEMENT – CORRESPONDENCE METHODS R
Provide for notifying students electronically (e-mail, fax, printed).
98 TRAINING MANAGEMENT – CUSTOMIZING I
CORRESPONDENCE
Provide ability to customize standard correspondence to fit the
needs of the City.
99 TRAINING MANAGEMENT – NEW CORRESPONDENCE R
Provide ability to define additional correspondence beyond the
standard correspondence and related sending rules.
Number HUMAN RESOURCES City Vendor
Priority Rating
100 TRAINING MANAGEMENT – MAIL MERGE N
Provide mail merge capability with MS WORD for
correspondence.
101 TRAINING MANAGEMENT – CORRESPONDENCE LOG N
Provide ability to log all correspondence and retrieve by employee
or course.
102 TRAINING MANAGEMENT – CONFIRMATION NOTICE N
Provide ability to send a Confirmation Notice (via e-mail or memo)
to an individual registered for a course.
103 TRAINING MANAGEMENT – REMINDER NOTICE R
Provide ability to send a Reminder Notice (via e-mail or memo)
including course date(s), location and instructor name to an
individual registered for a course.
104 TRAINING MANAGEMENT – COURSE IS FULL NOTICE N
Provide ability to send a Course is Full Notice (via e-mail or
memo) to all qualified individuals that have registered for a
course, but the course has reached capacity.
105 TRAINING MANAGEMENT – COURSE CANCELLATION N
NOTICE
Provide ability to send a Course Cancellation Notice (via e-mail or
memo) including course date(s) to an individual registered for a
cancelled course.
106 TRAINING MANAGEMENT – COURSE CANCELLATION N
QUERY
Provide ability to display/report the courses cancelled within a
specified period.
107 TRAINING MANAGEMENT – CERTIFICATION RENEWAL R
Provide ability to track requirements for certification renewal by
certificate type and employee.
108 TRAINING MANAGEMENT – CERTIFICATION RENEWAL R
NOTICE
Provide ability to send a Certification Renewal Notice, including
the appropriate scheduled courses, to employees requiring re-
certification.
Number HUMAN RESOURCES City Vendor
Priority Rating
109 TRAINING MANAGEMENT – COURSE ROSTER R
Provide ability to display and print course rosters.
110 TRAINING MANAGEMENT – PREVIOUS ATTENDEES R
Provide ability to display those individuals that are registered for,
but have already completed a course.
111 TRAINING MANAGEMENT – COURSE COMPLETION I
CERTIFICATE
Provide ability to print Course Completion Certificates for each
attendee.
112 TRAINING MANAGEMENT – REPORT TEMPLATES R
Provide standard reports that can be used as templates for
developing customized reports.
113 TRAINING MANAGEMENT – SUMMARY REPORT R
Provide ability to summarize and print training statistics within a
date range: number of courses (scheduled, cancelled, and
completed), number of attendees by course, number of "no-
shows" by course, chargebacks by course, etc.
114 TRAINING MANAGEMENT – REGULATORY AGENCY I
REPORTS
Provide appropriate reports to satisfy regulatory agencies.
115 TRAINING MANAGEMENT – DATA IMPORT I
Provide capability to import existing training data from MS Excel.
116 TRAINING MANAGEMENT – COURSE NOTES N
System should allow the attachment of notes (evaluations, etc.) to
the course definition record.
117 RISK MANAGEMENT – WORKERS’ COMPENSATION R
Capability to track Workers’ Compensation by incident, employee,
department, and division.
118 RISK MANAGEMENT - PERSONNEL TIME OFF BY R
EMPLOYEE
Provide capability to track hours and related dollars worked, on
worker’s compensation, on light-duty modified time by employee.
Number HUMAN RESOURCES City Vendor
Priority Rating
119 RISK MANAGEMENT - PERSONNEL TIME OFF BY INJURY R
Provide capability to track hours and related dollars worked, on
worker’s compensation, on light-duty modified time by injury.
120 RISK MANAGEMENT - CERTIFICATION TRACKING R
Provide capability to track employees’ certification: coverage
dates, re-certification, and bonding.
121 RISK MANAGEMENT – EMPLOYEE ACCIDENTS AND R
INJURIES
Provide for the capture and tracking of information and generation
of reports relating to accidents/injuries/incidents, including but not
limited to:
- name of employee
- position number
- job classification
- department
- description of accident/injury/incident
- OSHA accident type
- date and time of accident/injury/incident
- geographic location of accident/injury/incident
- cause of accident/injury/incident
- days lost
- OSHA penalty
- description of medical care required
- type of equipment involved in the accident/
injury/incident
- cost center
- case number
- date of workers compensation claim
- status of worker's compensation claim
- disposition of worker's compensation claim
- amount of loss
- claim amount
Number HUMAN RESOURCES City Vendor
Priority Rating
122 RISK MANAGEMENT - MAINTENANCE OF HISTORY AND R
INQUIRY INTO ACCIDENTS AND INJURIES/SAFETY
TRACKING
Provide for the maintenance of unlimited history with on-line
inquiry into accidents, injuries and incidents. Ensure that
collateral damages are tracked along with compensation given to
outside parties.
123 SAFETY – TRAINING R
Provide ability to track safety training.
124 SAFETY – INCENTIVES I
Provide ability to track safety incentives.
125 GENERAL REQUIREMENTS - SEARCH/QUERY CAPABILITY R
Support flexible query functions, such as, but not limited to:
- Due date of next pay increase?
- Due date of next performance review?
- Date and % of last merit increase?
- Date and % of last COLA increase?
- Performance reviews past due?
- Birthday report for a specified period?
126 GENERAL REQUIREMENTS - DATA INQUIRY R
Provide Employee Services’ and Finance’s staff on-line inquiry of
all employee data (depending on security level) based on any field
in the database.
127 GENERAL REQUIREMENTS - PURGING OF RECORDS R
Provide for the user-defined purging of employment records after
a specified period of time - including but not limited to requisitions,
announcements, applications, resumes, and hiring lists.
128 GENERAL REQUIREMENTS - USER-DEFINED FIELDS R
Provide for user-defined fields in the database. If there is a
limitation, vendor to indicate maximum number of user-defined
fields: _____.
Number HUMAN RESOURCES City Vendor
Priority Rating
129 GENERAL REQUIREMENTS - TRACKING OF EMPLOYEE I
AWARDS
Provide for the capability to track information related to awards
given to an employee, including but not limited to, award type,
summary of reason for award, dollar amount of award, or time
granted, and date awarded. Provide reports and/or on-line inquiry
to these awards in a variety of ways such as by type of award,
employee name, and/or year of award.
130 INTEGRATION – HUMAN RESOURCES R
Provide for complete integration of Human Resources modules
(Applicant Tracking, Training Management, etc.). Information
must be shared amongst all Human Resources modules. Once
data is in the system, there should never be a need to re-key that
data.
131 INTEGRATION – APPLICANT TRACKING R
The Human Resources module should retrieve name, address
and telephone information regarding prospective employees from
the Applicant Tracking database.
132 INTEGRATION – ACCOUNTS PAYABLE R
Provide for benefit payment requests to be transferred
electronically to Accounts Payable.
133 INTEGRATION – ACCOUNTS RECEIVABLE N
Provide for the integration of Human Resources and Accounts
Receivable to allow for billing of retireees related insurance
premiums and other recoverables.
134 INTEGRATION – PAYROLL R
Provide for complete integration of Human Resources with Payroll
application, including the sharing of some data fields (e.g., when
adding a new employee, system must not require re-keying of
name and address information).
135 INTEGRATION – DATA SHARING R
Human Resources and Payroll must share common data so that
information is entered one time and immediately available to all
users.
Number HUMAN RESOURCES City Vendor
Priority Rating
136 INTEGRATION – BUDGET PREPARATION R
Provide for complete integration of Human Resources with Budget
Preparation.
137 INTERFACE – BUDGET PREPARATION R
Human Resources should update the Budget Preparation module
from the Human Resources module.
138 DRIVER'S LICENSE SUSPENSIONS R
Ability to track and report on driver's license suspensions with
associated reason.
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Number EMPLOYEE SELF SERVICE City Vendor
Priority Rating
1 SELF SERVICE – BROWSER BASED R
ACCESS
Provide for browser based access for
employee self service over an Intranet or the
Internet.
2 SELF SERVICE – SECURITY R
Provide full security to restrict self-service
access to individual employees with password
protection.
3 SELF SERVICE – EMPLOYEE PAYROLL R
HISTORY
Provide ability to view full payroll history
(compensation, position, salary, step or
percentage) by employee for any specified
period of time including YTD totals.
4 SELF SERVICE – EMPLOYEE BENEFIT R
HISTORY
Provide ability to view full employee benefit
history for any specified period of time
including YTD totals.
5 SELF SERVICE – ONLINE EMPLOYEE R
COMPENSATION REPORT
Provide ability to view the employee’s total
compensation report, to include employee
paid and City paid benefits.
6 SELF SERVICE – POSITION N
DESCRIPTIONS
Provide ability to view full position
descriptions.
7 SELF SERVICE – TIME ENTRY R
Provide ability for employees to enter their
own time on-line via internal network, Intranet,
or Internet.
Number EMPLOYEE SELF SERVICE City Vendor
Priority Rating
8 SELF SERVICE – TIME ENTRY R
TEMPLATES
Provide templates for each schedule,
reflecting holidays, etc..
9 SELF SERVICE – TIME ENTRY EDITS R
Provide ability for time entry to automatically
audit any entered leave (e.g., vacation, sick,
personal holiday, etc…) for overages
(including that period’s accrual).
10 SELF SERVICE – TAX WITHHOLDING R
Provide the ability for employees to view their
tax withholding.
11 SELF SERVICE – DEDUCTIONS R
Provide the ability for the employee to view
their employee and employer deductions
online.
12 SELF SERVICE – ACCRUED LEAVE R
BALANCES
Provide employees the ability to view their
leave balances, accrual rates, and related
caps for vacation, sick, personal days,
management leave, employee floating
holiday, and comp time.
13 SELF SERVICE – LEAVE REQUESTS N
Provide ability for employees to submit leave
requests online with electronic supervisory
approvals.
14 SELF SERVICE – DEFERRED R
COMPENSATION
Provide ability for employees to view their
deferred compensation plan enrollment and
contributions.
Number EMPLOYEE SELF SERVICE City Vendor
Priority Rating
15 SELF SERVICE – MEDICAL/DENTAL PLAN R
Provide ability for employees to view their
medical/dental plan and covered dependents.
16 SELF SERVICE – OPEN ENROLLMENT N
Provide ability for employees to enroll in
medical/dental/deferred compensation plans
and flexible benefits during open enrollment,
as well as, add dependents and change
plans.
17 SELF SERVICE – LINK TO PERS R
Provide links to the California Public
Employees Retirement System (PERS) web
site.
18 SELF SERVICE – LINK TO IRS R
Provide links to the IRS web site.
19 SELF SERVICE – LINK TO BENEFIT PLAN R
PROVIDERS
Provide links to benefit plan provider’s web
site.
20 SELF SERVICE – LINK TO CITY’S WEB I
SITE
Provide links to the City’s web site (benefit
area, plan descriptions, etc.).
21 SELF SERVICE – EMPLOYEE N
DEMOGRAPHIC UPDATES
Provide ability for employees to update their
own personal information, as well as,
emergency contact information, phone
numbers, address, beneficiary designations,
and new dependent information online.
Number EMPLOYEE SELF SERVICE City Vendor
Priority Rating
22 SELF SERVICE – EMPLOYEE UPDATE R
ALERT
When employee has updated their personal
information, provide for an alert to Human
Resources and Payroll.
23 SELF SERVICE – EMPLOYEE R
ASSIGNMENT AND POSITION HISTORY
Provide ability to view all history of
employee’s assignments and positions
including personnel action history.
24 SELF SERVICE – EMPLOYEE TRAINING R
RECORDS
Provide ability for employee to view all training
completed records, scheduled courses, and
re-certification schedules.
25 SELF SERVICE – TUITION N
REIMBURSEMENTS
Provide ability to access, complete, and
submit tuition reimbursement forms online.
Pre-fill the form with the employee’s known
information to avoid unnecessary entry. Ability
to be provided on an Intranet.
26 SELF SERVICE – EMPLOYEE N
CERTIFICATION UPDATES
Provide ability for employees to submit
completion of certifications, degree programs,
and other skill/education enhancements on-
line.
27 SELF SERVICE – EMPLOYEE R
CERTIFICATION UPDATE ALERT
When employee has updated their
certification information, provide for an alert to
Human Resources and Management.
Number EMPLOYEE SELF SERVICE City Vendor
Priority Rating
28 SELF SERVICE – HOURLY WORKERS I
Provide ability for hourly workers to see their
fiscal and calendar year YTD hours and
number of hours remaining for the calendar or
fiscal year.
29 SELF SERVICE – VACATION ACCRUALS R
Provide ability for employees to project
vacation accruals into the future to determine
when sufficient time will have been accrued
for planned vacations.
30 SELF SERVICE – CAREER LADDER N
Provide ability for employees to view
requirements for job advancement to include,
but not limited to, time in current position,
certifications, licenses, courses and training,
physical requirements, and interim positions.
31 SELF SERVICE – NET PAY PROJECTIONS I
Provide support "what if" analysis to forecast
withholding and net pay amounts depending
on various deductions, dependent and tax
status categories.
32 SELF SERVICE – GROSS AND NET R
EARNINGS
Provide the employee with gross and net
earnings (pay, deductions, PERS, taxes, etc)
by pay period.
Similar to viewing paycheck stubs. Allow for
printable copies.
33 SELF SERVICE – PAYROLL CALENDAR R
Provide the employee the ability to view their
payroll calendar of pay period, pay days,
special paydays and deduction days.
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Number UTILITY BILLING City Vendor
Priority Rating
1 GEOGRAPHIC ZONES R
Provide for the ability to divide each
service into geographic zones for
reporting purposes.
2 ADDITIONAL CONSUMPTION R
BASED SERVICES
Provide the ability to enter and track
consumption for effluent reuse and
recovered water services.
3 NUMBER OF SERVICE TYPES R
The system shall provide for unlimited
service types within a service.
4 RATE STRUCTURE R
Allow utilities to be billed by usage,
fixed rates, tables, seasonal, or a
combination of these methods. Must
be able to accommodate a tiered rate
structure. Provide for geographic zone
differentials and other differentiation of
accounts.
5 INTERNAL CITY ACCOUNTS R
Ability to set up automatic payment of
internal City accounts from the
financial system.
6 ACCOMMODATE BAR CODE R
PRINTING AND SCANNING
Accommodate bar code, OCR, or
MICR printing and reading for Utility
Bills. Bar Code, OCR, or MICR should
include Account Number, Bill Dollar
Amount and a Check Digit. Intelligent
bar code will be required by 2011.
Number UTILITY BILLING City Vendor
Priority Rating
7 BILLING MESSAGES R
Allow customer bills to include a user-
defined message. Message size 20
lines, 75 characters.
8 SURE PAY TRANSACTIONS R
ACH transaction to debit customer
bank accounts automatically for
monthly payments.
9 RECURRING CREDIT CARD R
PAYMENT
Ability to handle recurring credit card
payments for monthly billings.
10 CREDIT CARD PAYMENTS R
Ability to accept credit card payments
to billing system.
11 MISSING READS R
Provide for the printing/viewing online
of missing readings.
12 CYCLE BILLING R
Allow billings to be generated by
selected cycle and on-demand.
13 FINAL BILL PROCESS R
Provide for a daily process to generate
final bills. Final Bill shall include shut-
off service order generation or
proration of charges.
14 FINAL BILL R
Allow final bills to be generated on-
demand.
Number UTILITY BILLING City Vendor
Priority Rating
15 MULTIPLE ACCOUNTS PER R
FACILITY
Provide cross-reference and inquiry to
multiple accounts within one facility
(e.g., separate accounts for residential,
commercial and landscaping at the
same address). Ability to bill one
customer for all services.
16 SELECTABLE MESSAGES R
Provide for the printing of a message
that is selected from a menu of
messages. Provide the ability to select
the customer by class, type, etc.
17 SPECIAL CHARGES R
Allow a special charge to be assessed
to a single customer or group of
customers and included as a separate
line item in their regular bill.
18 BILL ESTIMATION R
Estimate bill based upon past
consumption for customers whose
meters have not been read, manually
or automatically.
19 ACCOUNT ADJUSTMENTS R
Allow multiple adjustments to a
customer's account in one period with
appropriate audit trail. Allow related
comments to print on the bill.
20 NEW ACCOUNTS R
Able to input new accounts on a daily
basis, without affecting the billing
process.
Number UTILITY BILLING City Vendor
Priority Rating
21 SERVICE ORDERS R
Provide for the generation and
transmission of service orders for
opens, closes, rereads, etc.
22 SERVICE ORDER CHARGES R
Provide for the addition of charges for
service orders to be itemized on the
next bill.
23 REAL-TIME R
PAYMENT/ADJUSTMENT POSTING
Allow payments/adjustments to post
immediately (i.e., same day) after the
batch is released/approved for posting.
24 ACCOUNT TRANSFERS R
Allow a customer’s itemized balance to
be transferred to another account.
25 MULTIPLE ACCOUNT R
TYPE/CLASSES
Support data for residential,
commercial, industrial, irrigation and
construction customers. Types and
classes to be defined in a minimum of
4-character alpha code (i.e.,
abbreviations).
26 NOTICES R
Generate delinquency/shut-off notices
upon demand by route/address.
27 ZIP CODE SORT R
Sort bills by nine-digit zip code to
receive best postal rate.
Number UTILITY BILLING City Vendor
Priority Rating
28 ZIP/BAR CODE R
Print ZIP Code on bill in Post Office
Bar Code format.
29 DEPOSIT MAINTENANCE R
Track any deposits with the ability to
apply them toward final bills if
necessary or refund deposit after
thirteen months.
30 BUDGET BILLING N
Provide ability to handle budget billing
for customer accounts.
31 CUSTOMER DISPLAY MESSAGES R
Able to input message on customer's
account (e.g., "bad checks"). Message
to appear on screen on all queries.
32 METER INVENTORY R
Track all installed meters (water,
recovered/reclaimed water and fire) by
serial number.
33 ON-LINE INQUIRY R
Allow on-line inquiry by customer
number, customer name, address,
meter serial number and route
number. All account information and
history to be available, within security
constraints, to the inquiry.
34 ON-LINE PAYMENTS R
Allow the ability for customers to setup
a password and PIN to sign on and
pay bills
35 CUSTOMER INTERNET INQUIRY R
Ability to allow customers to inquire
into account balances and status.
Number UTILITY BILLING City Vendor
Priority Rating
36 TRACK HABITUAL DELINQUENTS R
Track customers whose payments are
consistently delinquent. Print a report
including the customer name and
payment history.
37 TRACK INCIDENCE OF HIGH/LOW R
CONSUMPTION
Track occurrences of exceptionally
high or low utility usage as compared
to typical levels. Print/view online an
exception report.
38 BAD DEBT PERCENTAGE R
Calculate and maintain the current and
historical bad debt percentage.
39 UTILITY BILL PRINTS R
Print utility bills identifying separate
charges for services and other charges
(e.g., activation fee, delinquent fees,
deposits collected and applied,
adjustments, and one time charges).
Bill should indicate the billing date,
service period, current period
consumption, and same period
consumption for the prior year,
previous balance, payments, current
balance, balance due. For special
payment arrangements allow for
appropriate message. Provide the
ability to display usage in hcf and
gallons. Display graph of annual
usage.
40 FINAL BILLS R
For rentals, send a copy of the final bill
to the property owner as well as the
tenant.
Number UTILITY BILLING City Vendor
Priority Rating
41 THIRD-PARTY CONTACTS R
Provide capability for a third party to be
contacted at various levels of required
communication (bill, late notice, shutoff
notice, etc.)
42 CUSTOMER HISTORY R
REPORT/QUERY
Print/view online a history of
consumption and/or payments for a
selected customer on-demand.
43 BILLING REGISTER R
Print listing of bills generated during a
billing run in route sequence, including:
customer name, address, amount of
bill, consumption, etc. Provide the
ability to save this for the auditor's so it
does have to be printed.
44 AGED BALANCE REPORT R
Print a report showing outstanding
balances (including credit balances)
segregated by aging periods.
45 ZERO READS R
Print/view online all zero reads.
46 "AT RISK" ADDRESSES R
Track addresses which are "at risk"
(i.e., turnovers, unpaid balance, etc.)
Track the number of times the account
has been declared an uncollectible
closed account (120 days following
date of shutoff). Allow on-demand
query report of properties with a user-
defined number of occurrences within
a given time period.
Number UTILITY BILLING City Vendor
Priority Rating
47 UTILITY USAGE REPORT R
Print a report to show revenue, service
type, and volume of utility services
usage for customers.
48 NEW/TERMINATED CUSTOMER R
REPORT
Print listings of new/terminated
customers, with automatic service
request generation.
49 SUMMARIZE HIGH, LOW, AVERAGE R
CONSUMPTION
Provide a summary report, for a
specified date range, of each user
category's high, low and average
consumption.
50 PURGE CONTROL FEATURE R
Prevent purging accounts with
outstanding balances or deposits.
51 CREDIT BALANCE R
Print/view online all closed credit
balance accounts.
52 RETURNED CHECKS R
Ability to reverse payment in the
system for NSF checks.
53 BANKRUPTCY R
Provide process to accommodate
bankruptcy customers.
54 PENALTIES AND FINANCE R
CHARGES
System should be capable of
calculating penalties and finance
charges (as defined by user) on late
payments.
Number UTILITY BILLING City Vendor
Priority Rating
55 PENALTY REPORTS R
Provide a report of penalized accounts -
showing account number, customer
name, penalty amount.
56 ADJUSTMENT REPORTS R
Provide a summary of adjustments
made during a user-defined period.
Report should show account number,
customer name, and adjustments
(reading, penalty, etc.).
57 MAILINGS R
Provide capability to print labels or
address letters by billing address or
property address for selected
customers.
58 INTERFACE – PERMITS R
Provide ability to capture initial
customer information from the building
permit.
59 P.C. INTERFACE CAPABILITY R
Provide a feature which allows user-
defined data to be imported/exported
to a word processing file, spread sheet
file, database file, and/or ASCII format.
60 INTEGRATION – GENERAL LEDGER R
The Utility Billing application must
generate journal entries (distributed to
multiple funds) to the General Ledger
for any invoices (bills) generated and
revenues received.
Number UTILITY BILLING City Vendor
Priority Rating
61 INTEGRATION/INTERFACE - CASH R
RECEIPTS
Provide for cash receipts to validate
accounts and update utility receipts
"real time" at multiple locations.
62 INTERFACE – CREDIT REPORTING R
Ability to send and receive credit report
information for credit bureaus.
63 INTEGRATION - GIS/MAPPING R
User should have the ability to select
Utility Billing data (e.g. meter,
address), display that location on a
map and display any other related data
in the GIS system (e.g. zoning, work
orders, meter size, meter type, rate
class, meter number, registers, etc.).
64 INTEGRATION - WORK ORDER R
SYSTEM
User should be able to select a meter
and open the Cityworks system to
display the work orders against it
historically.
65 BATCH PROCESS BILLING R
Billing can be handled in a batch
process and can be scheduled to run.
66 WILDCARD STREET SEARCH R
Provide the ability to search by street
without having to be exact (i.e. Av, Ave
or Avenue)
Number UTILITY BILLING City Vendor
Priority Rating
67 SELECT NAME ORDER R
Provides the ability to print in "first
name first" order on statements and
letters or by company name.
68 OWNER DATA R
Maintains owner data when the owner
is not the occupant
69 TERMINATED SERVICES R
Provides the ability to revert terminated
services automatically back to owner
70 OCCUPANT DATA R
Maintains occupant data where the
occupant is not the owner
71 CUSTOMER MASTER FILE R
Maintains customer master file
72 MASTER OR SUB-METER R
Identifies a meter as a master or a sub-
meter
73 MASTER METER R
Associates various sub-meters (up to
10) to a master meter (up to 70).
74 DATA LOADING R
Provides the ability to enter meter
reading data through data entry
screens or read the data into the
computer through a hand-held device.
Provide specific integration with
Badger Connect software.
75 BANK DRAFTING R
Provides the ability to perform bank
drafting for the direct payment of bills
Number UTILITY BILLING City Vendor
Priority Rating
76 ACCOUNT HOLD R
Holds an account based on user-
defined variables
77 ELECTRONIC BILLS R
Provides the ability to do electronic bill
notification in lieu of a paper statement
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Number BUSINESS LICENSE City Vendor
Priority Rating
1 APPLICATION PROCESSING R
Capture basic data for new business
and tracks review status across
multiple departments.
2 APPLICATION INPUT SCREEN R
Provide ability to modify input screen
to closely resemble the order of the
license application form to facilitate
data entry.
3 CUSTOMER/BUSINESS LICENSE R
NUMBER
Once customer number and business
license number is assigned, the
numbers should be retained from year
to year.
4 MULTIPLE LICENSES I
Provide the capability of assigning
multiple licenses to the same
business.
5 MULTIPLE OWNERS R
Provide the capability to assign
multiple owners to the same business.
6 DATA ENTRY SCREEN R
Provide the capability to define the
data entry format based on the type of
license being entered. License type
will define the required fields.
7 APPLICANT HISTORY R
Provide capability to track history of all
transactions based on an applicant.
Number BUSINESS LICENSE City Vendor
Priority Rating
8 OUTSTANDING APPLICATION R
REPORT
Provide an on-demand list of
outstanding applications.
9 NOTIFICATIONS R
Generate form letter notifications to
applicants regarding rejections or
approvals. Ability to generate all
notices in ZIP Code order in order to
take advantage of bulk mail rates.
10 LICENSE PRINTING R
Provide for printing of License in City
format, in batches or singly.
11 LICENSE REPRINTING R
Provide capability to reprint a license
on demand.
12 RENEWAL PROCESSING R
Provide automatic generation of
renewal notices, reminder letters, and
billings for use with window envelopes
in ZIP Code order or business license
number order.
13 NON-RENEWAL TRACKING R
Provide a report of businesses from
prior year that have not renewed their
licenses.
14 DELINQUENT PROCESSING R
Provide on-demand printout of
delinquent accounts and delinquent
notices for use with window
envelopes. Notice should include
space for a free-form message up to
100 characters.
Number BUSINESS LICENSE City Vendor
Priority Rating
15 ACTIVITY REPORTING R
Provide periodic or on-demand
summaries of license activity levels by
business class.
16 BUSINESS LOCATION REPORTING I
Provide reports of multiple businesses
on the same parcel, businesses with
multiple locations, and businesses
outside of City boundaries.
17 ON-LINE SEARCH/QUERY I
Within City network users based upon
security, provide on-line search/query
by any field in the database.
18 FIELD LEVEL SECURITY R
Provide for field level security to
restrict sensitive information to
specific users.
19 INTERNET SEARCH/QUERY I
For Internet users, provide on-line
search/query by business name,
business address, type, owner name,
ZIP code, SIC, or business license fee
range. Provide partial name and
"Contains" capability on Business
Name and Owner Name.
20 BUSINESS LICENSE R
APPLICATIONS/RENEWALS SELF-
SERVICE
Provide for self-service capability over
the Internet for new business license
applications or renewal processing.
Number BUSINESS LICENSE City Vendor
Priority Rating
21 PAYMENT LIST R
Provide capability to print a report of
business license payments for
reconciliation with the General
Ledger.
22 AD HOC REPORT WRITER R
Provide for the capability of
generating on-demand reports based
on user-defined criteria.
23 HAZARDOUS CONDITIONS I
Permit capture of information on
hazardous operations or materials by
parcel and address for Public
Safety/Public Works/Community and
Economic Development usage.
24 MISCELLANEOUS R
LICENSES/PERMITS
Provide simplified system for
processing miscellaneous
license/permit applications including
Solicitors License, Home-Business
Permit, etc.
25 USER-DEFINED FIELDS I
Provide for an unlimited number of
user-defined fields in the database. If
limited, vendor to indicate maximum
number of user-defined fields: _____.
26 NOTE FIELDS I
Provide for an unlimited note field
related to a business. If limited,
vendor to indicate maximum size of
note field: _____.
27 ADDRESS LABELS I
Ability to generate labels indicating
business name and address.
Number BUSINESS LICENSE City Vendor
Priority Rating
28 INTEGRATION - ESRI GIS R
The GIS database will provide
address, parcel, owner, zoning
information and other location data to
the Business License application.
29 INTEGRATION – GENERAL R
LEDGER
The Business Licenses application
must generate journal entries to the
General Ledger for any invoices
generated and revenues received.
30 INTEGRATION – CODE R
ENFORCEMENT
For user-defined business types
(restaurants), Business License to
trigger inspections in the Code
Enforcement system.
31 INTEGRATION – CODE R
ENFORCEMENT
Provide the ability to send delinquent
business accounts to code
enforcement for
inspection/verification.
32 INTEGRATION/INTERFACE – R
PERMITS
Allow access from the permits system
to validate Contractor's Business
License.
33 INTEGRATION/INTERFACE - CASH R
RECEIPTS
Provide for Cash Receipts to validate
accounts and update Business
License receipts.
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Number PLANNING City Vendor Vendor
Priority Rating Response
1 PROVIDE FOR THE TRACKING OF R
PLANNING APPLICATIONS, INCLUDING,
BUT NOT LIMITED TO:
a. General Plan Amendments
b. Design Review and revisions
c. Variances
d. Zoning Code Amendments
e. Conditional Use Permits and revisions
f. Administrative Site Plan and revisions
g. Design Review Signs
h. Tentative Tract, Tentative Parcel Map
and revisions
i. Specific Plan
j. Environmental Review
k. Commercial Plan Check
l. Sign Review
2 PLANNING APPLICATION WORK FLOW R
DEFINITION
Provide for the user-definition of application
work flow within multiple departments and to
external agencies based on the type of
application.
3 PLANNING APPLICATION REVIEW R
Provide for the tracking of the application
review process, status and related reporting.
Maintain historical application information by
parcel.
4 PROPERTY CHANGE NOTICE N
Provide for automatic mail-out notice to
selected parcel owners regarding proposed
changes to related parcels.
5 LAND USE R
Provide for standard land use classification
(i.e., Single Family Residence, Commercial,
etc.) by parcel.
Number PLANNING City Vendor Vendor
Priority Rating Response
6 DEVELOPMENT CODE R
Provide for the definition of the development
code regulations..
7 RESTRICTIONS/SPECIAL R
CONDITIONS/COMMENTS
Provide for notes related to any restrictions
or special conditions that are established by
reviewing departments as a prerequisite for
permit approval with expiration dates on the
conditions or restrictions.
8 FEE CALCULATION R
System shall calculate standard fees using
user supplied criteria.
9 FEE COLLECTION R
System shall provide for the tracking of fee
collections and receivables.
10 RESEARCH I
Provide the capability to research land use
for specific geographic areas.
11 WORK FLOW EVENT TIMING R
Provide the ability to establish review and
expiration dates for all events.
12 LONG RANGE/STRATEGIC PLANNING I
Provide the capability to track and analyze
demographic information and update the
general plan.
13 INTEGRATION - PERMITS R
Provides automatic linkage between general
planning applications and associated
building and engineering permits.
Number PLANNING City Vendor Vendor
Priority Rating Response
14 INTEGRATION – GENERAL LEDGER R
The Planning application must generate
journal entries to the General Ledger for any
invoices generated and revenues received.
15 INTEGRATION - ESRI's GIS R
User should have the ability to select
Planning data and display that data on a
map and should provide address, parcel,
owner, zoning information and other location
data to the Planning application.
16 ONLINE ACCESS N
Public online access to plan check
application status.
17 ELECTRONIC ROUTING R
Electronically route a development
application to users whose input (usually
provided in the form of conditions) is
required
18 USER-DEFINED CONDITIONS R
A user-defined condition library can be built
and maintained within the system
Number PERMITS & INSPECTIONS - BLDG City Vendor Vendor
Priority Rating Response
1 APPLICATION PROCESSING R
System shall capture basic application data and track
review status across multiple departments.
2 HISTORY ACCESS R
Allow access to all permit history searching by any data
element in the database.
3 RESTRICTIONS/SPECIAL R
CONDITIONS/COMMENTS
Notes any restrictions or special conditions established
by reviewing departments as a prerequisite within the
permit process.
4 EXPIRATION TRACKING I
Identifies expired open permits (user-defined by permit
type and provides mail notification to original
applicants).
5 ACTIVITY REPORTING R
Provides periodic or on-demand summaries of permit
activity levels.
6 FEE PROCESSING R
Provide for calculation of standard fees with effective
dates using user provided formulas or tables.
7 TRACK COLLECTION OF FEES R
Track fee collections and receivables, provide for late
penalties as appropriate, and generate payment
receipts.
8 FEE ESTIMATE STATEMENT R
Provide for the calculation of a fee estimate for printing
in a City-defined format.
9 RECEIVABLES R
Provide capability to track receivables related to fees
estimate.
10 MULTIPLE FEE SCHEDULES R
Provide for fee schedules by project. Accommodate
varying rate agreements with developers.
11 PLAN EXAMINATION PROCESS R
Provide for the tracking of plan examination among
multiple departments.
Number PERMITS & INSPECTIONS - BLDG City Vendor Vendor
Priority Rating Response
12 PERMIT APPROVALS/OCCUPANCY CERTIFICATES R
Provide for applicant notification of permit approvals,
issuance of certificates of occupancy, issuance of
permits, and notify other departments and external
entities. All printing must be on a laser printer.
13 INSPECTION REQUEST R
Provide for inspection request via:
- telephone
- Internet.
14 INSPECTION PROGRAM R
Allows development of customized inspection
programs, and produces turnaround inspection results
reporting document.
15 INSPECTION LOGGING R
Allow inspection scheduling and logging of inspection
results.
16 INSPECTION LOGGING DEVICE N
Provide for logging of inspection results from field.
17 ENFORCEMENT/CORRECTION ACTIONS N
Provide for issuance of citations for non-conformance
to code.
18 DEVELOPER FEE ALERT R
Provide an alert at Certificate of Occupancy issuance of
any fees owed by the Developer/Contractor.
19 INTEGRATION – GENERAL LEDGER R
The Permits application must generate journal entries
to the General Ledger for any invoices generated and
revenues received.
20 INTEGRATION - CASH RECEIPTS N
Cash Receipts should validate permit number, fees,
penalty amounts and update customer balance.
21 INTERFACE – COUNTY N
Provide the capability to send building information to
the County upon completion of inspection process.
Number PERMITS & INSPECTIONS - BLDG City Vendor Vendor
Priority Rating Response
22 INTEGRATION – BUSINESS LICENSE N
Provide for verification of Contractor's City Business
License from the Permits system.
23 INTEGRATION – STATE LICENSING BOARDS R
Provide capability to electronically verify State licenses
for Contractors, Architects, other professionals.
24 INTEGRATION – IMAGE R
Provide capability to access an image of related
documents via laser fiche.
25 INTEGRATION - ESRI'S GIS N
User should have the ability to select Building Permit
data and display that data on a map and should provide
address, parcel, owner, and zoning information to the
Permit system.
26 ONLINE ACCESS N
Public online access to view permit application status.
27 "OVER THE COUNTER" PERMITS R
Users can rapidly intake all appropriate information and
immediately issue "over the counter" permits
28 INSPECTION RESULTS R
The results of an inspection automatically determine
the next step(s) in the process
29 APPLICATION UPDATE R
The status of an application is automatically updated
based on the results of a review
30 AVAILABLE INFORMATION R
Complete project history, including reviews,
inspections, conditions, and fees, is available
Number PERMITS & INSPECTIONS - ENG City Vendor
Priority Rating
1 APPLICATION PROCESSING R
System shall capture basic application data and track
review status across multiple departments.
2 HISTORY ACCESS R
Allow access to all permit history searching by any data
element in the database.
3 RESTRICTIONS/SPECIAL R
CONDITIONS/COMMENTS
Notes any restrictions or special conditions established
by reviewing departments as a prerequisite within the
permit process.
4 EXPIRATION TRACKING I
Identifies expired open permits (user-defined by permit
type and provides mail notification to original
applicants).
5 VENDOR INSURANCE TRACKING N
Provide capability to track contractor and other vendor’s
insurance.
6 ACTIVITY REPORTING R
Provides periodic or on-demand summaries of permit
activity levels.
7 FEE PROCESSING R
Provide for calculation of standard fees with effective
dates using user provided formulas or tables.
8 TRACK COLLECTION OF FEES R
Track fee collections and receivables, provide for late
penalties as appropriate, and generate payment
receipts.
9 FEE ESTIMATE STATEMENT N
Provide for the calculation of a fee estimate for printing
in a City-defined format.
10 PLAN EXAMINATION PROCESS I
Provide for the tracking of plan examination among
multiple departments.
Number PERMITS & INSPECTIONS - ENG City Vendor
Priority Rating
11 PERMIT APPROVALS/OCCUPANCY CERTIFICATES R
Provide for applicant notification of permit approvals,
issuance of certificates of occupancy, issuance of
permits, and notify other departments and external
entities. All printing must be on a laser printer.
12 INSPECTION REQUEST N
Provide for inspection request via:
- telephone
- Internet.
13 INSPECTION PROGRAM I
Allows development of customized inspection
programs, and produces turnaround inspection results
reporting document.
14 INSPECTION LOGGING I
Allow inspection scheduling and logging of inspection
results.
15 INSPECTION LOGGING DEVICE R
Provide for logging of inspection results from field.
16 INSPECTION MANPOWER TRACKING I
Records travel time and actual inspection time
summarized by Permit and Inspector.
17 DRAW DOWN ACCOUNTS N
Provide for the accounting of Developer-provided fees
and related charges.
18 ENFORCEMENT/CORRECTION ACTIONS R
Provide for issuance of citations for non-conformance
to code.
19 DEVELOPER FEE ALERT R
Provide an alert at Certificate of Occupancy issuance of
any fees owed by the Developer/Contractor.
Number PERMITS & INSPECTIONS - ENG City Vendor
Priority Rating
20 INTEGRATION – GENERAL LEDGER R
The Permits application must generate journal entries
to the General Ledger for any invoices generated and
revenues received.
21 INTEGRATION - CASH RECEIPTS R
Cash Receipts should validate permit number, fees,
penalty amounts and update customer balance.
22 INTEGRATION – BUSINESS LICENSE N
Provide for verification of Contractor's City Business
License from the Permits system.
23 INTEGRATION – STATE LICENSING BOARDS I
Provide capability to electronically verify State licenses
for Contractors, Architects, other professionals.
24 INTEGRATION – IMAGE R
Provide capability to access an image of related
documents via laser fiche.
25 INTEGRATION - ESRI'S GIS R
User should have the ability to select Building Permit
data and display that data on a map and should provide
address, parcel, owner, and zoning information to the
Permit system.
26 ONLINE ACCESS N
Public online access to view permit application status.
27 "OVER THE COUNTER" PERMITS R
Users can rapidly intake all appropriate information and
immediately issue "over the counter" permits
28 AVAILABLE INFORMATION R
Complete project history, including reviews,
inspections, conditions, and fees, is available across all
departments.
Vendor
Response
Vendor
Response
Vendor
Response
ATTACHMENT B
Enterprise Resource Planning System Requirements
Number CODE ENFORCEMENT City Vendor Vendor
Priority Rating Response
1 CASE TRACKING R
Identifies violations by location. Provide capability to
track case related events by date and notifications to
responsible party.
2 USER-DEFINED VIOLATION TYPES R
Allow user to define violation types (from property and
building maintenance to vehicle abatement), related
actions, priorities, violation fees, administrative fees,
number of days for resolution, and effective dates.
3 MANAGEMENT OVERRIDE I
Provide capability for management to override system
assignments – priorities, actions, fees, days for
resolution, inspector.
4 MULTIPLE VIOLATIONS R
Provide for a variable number of violations per property
and tracking of each violation individually.
5 FREE FORM NOTES R
Provide ability to enter unlimited, free form notes with
capability to lock the notes upon completion. The system
should date and time stamp each set of notes.
6 VIOLATION NOTICE N
Provide violation notification to multiple responsible
parties (e.g., owners, property manager and/or
occupants).
7 SUBPOENAS/WARRANTS N
Provide capability to create subpoenas and warrants
from the system.
8 PLANNING PERMITS N
Allow for the viewing and printing of planning permits.
Based on the use permit, there may not be a violation.
9 TICKLER N
Provide for user-defined schedules by type of violation
and priority.
ca1f6a20-5eb4-491b-bab4-a7ac1a295f7c.xls Page 293
ATTACHMENT B
Enterprise Resource Planning System Requirements
Number CODE ENFORCEMENT City Vendor Vendor
Priority Rating Response
10 VIOLATION DISPOSITION R
Provide capability to assign a user-defined disposition to
each violation.
11 VIOLATION HISTORY – PARCEL R
Provide the history of code violations by parcel and
address.
12 ELECTRONIC FIELD REPORTING DEVICE N
Provide for the interface of wireless electronic field
reporting devices - allowing inspectors to key enter
findings in a real-time mode while at the site.
13 ELECTRONIC ATTACHMENTS I
Provide for the attachment of electronic versions of
written correspondence, digital photos, etc. to a case.
14 INTEGRATION – ACCOUNTS RECEIVABLE I
When a fee is assigned at the conclusion of a case, the
fee and case information should be sent to Accounts
Receivable for collection.
15 INTEGRATION – ACCOUNTS RECEIVABLE N
When full payment is received, Accounts Receivable
must send a notification to Code Enforcement of the
release of the lien.
16 INTEGRATION – BUSINESS LICENSE R
User should be able to access Business License
information: license type, license expiration date, etc.
from Code Enforcement application.
17 INTEGRATION – PERMITS AND PLANNING R
User should be able to access building and engineering
permit information and planning permit information from
Code Enforcement application.
18 INTEGRATION - ESRI'S GIS R
User should have the ability to select Code Enforcement
data and display that data on a map.
ca1f6a20-5eb4-491b-bab4-a7ac1a295f7c.xls Page 294
ATTACHMENT B
Enterprise Resource Planning System Requirements
Number CODE ENFORCEMENT City Vendor Vendor
Priority Rating Response
19 ACTIVITIES R
System facilitates and tracks Code Enforcement
activities
ca1f6a20-5eb4-491b-bab4-a7ac1a295f7c.xls Page 295
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