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Functional Requirements Worksheet Template

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Functional Requirements Worksheet Template Powered By Docstoc
					                                                  List of Proposed Software
Directions:
       1 Enter the name of each module and each third party application included in your proposal
       2 Complete the following tables. You can create an abbreviation in column D for each module. This abbreviation will b
         Complete each worksheet by identifying the correct response for each functional requirement, the module(s) required
       3 functionality is planned to be implemented


                                                     REQUIRED MODULES

NO       Software/Module                                       Version          Abbreviation
         Add rows if necessary




                                              THIRD PARTY APPLICATIONS

NO       Software/Module                                       Version          Abbreviation
         Add rows if necessary
ftware
your proposal
or each module. This abbreviation will be used to identify
onal requirement, the module(s) required, and the phase the



LES
                Module Included in
                Cost Schedule?
                (Y/N)              Comments




ATIONS
                Module Included in
                Cost Schedule?
                (Y/N)              Comments
                                                                                                            Summary
Functional Category: System-Wide                                                                            Statistics                                 203                                                                            196
Available Response Codes                                                                                    Code                                                   Count                                                                            Count
F      Provided fully functional out of the box or with configuration (no custom development)               F                                            0                       0                                                      0                            0
CU     Customization/Software Enhancement (Any custom development)                                          CU                                           0                       0                                                      0                            0
TP     Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)   TP                                           0                       0                                                      0                            0
SR     Provided with Standard Report                                                                        SR                                           0                       0                                                      0                            0
CR     Custom Report Development Required                                                                   CR                                           0                       0                                                      0                            0
N      Not Included in this Proposal                                                                        N                                            0                       0                                                      0                            0
                                                                                                                                                  Software                                                         Implementation (IMP)
   Reference                                                                                                 Software     Module(s)/Sub-module(s) Required                                               Module(s)/Sub-module(s) Required
    Number                                            Functional Requirements                                Capability        to Fulfill Requirements       Software Comments       IMP Scope   Phase        to Fulfill Requirements       Implementation Comment


                       INTEGRATION AND ARCHITECTURE

                     System has fully integrated suites/modules/applications (if not integrated,
  SW               1 please specify which modules are not integrated)


  SW               2 System architecture is consistent across all modules


  SW               3 System supports up to 10 environments including the following:


  SW               4                    Development


  SW               5                    Quality Assurance



  SW               6                    Production



  SW               7                    Training



  SW               8                    Contingency (Disaster Recovery)



  SW               9                    Integration testing and development



  SW             10                     Back up copy (copied each night)



  SW             11                     Data warehouse / reporting



  SW             12 All environments operate under proposed licensing fees and structure
                    The system must provide the capability for detailed audit tracking of the
                    database privileged user accounts, either through the application or the
  SW             13 RDBMS (database) software.
                    System allows users to drill down from summary level information to more
                    detailed information, including source documents. If there are any limitations
  SW             14 to drill down capability, please state that clearly


                       SYSTEM TOOLSETS

                    System Toolsets are available for the following: (specify name of toolset in
  SW             15 comment field)


  SW             16                          Workflow


  SW             17                          Security Administration
                           Provide all users with the capability to prepare special
                           reports (summaries, analysis, worksheets) using ad-hoc
SW   18                    reporting tools


SW   19                    Report writing including drill down reports


SW   20                    Audit Log (turn on / turn off)


SW   21                    Query builder

SW   22                    Form/page design


SW   23                    Adding/changing fields


SW   24                    Data warehouse / reporting


SW   25                    Change control (identify changes when updates are applied)


SW   26                    Scheduling jobs and distribution of results


SW   27                    Data import/export


SW   28                    System documentation


SW   29                    Software release / patch tools


        PURGE HISTORICAL DATA
        System provides ability to identify record type and the corresponding
        retention, destroy the record and any referenced metadata at the end of
        retention, hold the record for litigation or audit purposes and provide various
SW   30 records management reports (i.e. destruction, holds).


SW   31 System allows users to select information to purge by:


SW   32                    Type of transaction


SW   33                    Type of record


SW   34                    User defined criteria to select transaction or record


SW   35                    Date

        System can flag any records and hold for audit or litigation and prevent
SW   36 deletion


          DATA ENTRY

        Data entry and transactions are entered and posted in real time so that
SW   37 information available throughout the County in real time

        Allows complete validation and editing of data at the point of entry (on-line or
SW   38 batch)

        Allows data to be uploaded or downloaded from/to Microsoft Excel and other
SW   39 Microsoft Office products.

        All imported information is validated using same business rules as if
SW   40 information was manually keyed in


SW   41 System tracks source of information
        Context-sensitive data entry and display (i.e. Masking fields or screens for
SW   42 security purposes) (SS#, Credit Card #)


SW   43 System supports API for transactions from other systems


SW   44 System provides/allows the following for easier data entry:

                        Template based entry for common entries (over multiple
SW   45                 screens)


SW   46                 Copy existing records to create new ones


SW   47 System allows for validation of data entry on any field (defined by County)


SW   48 Error messages identify field with error to the user


SW   49 If error occurs on hidden tab, system identifies user of error


SW   50 System provides toolsets/features for mass changes


SW   51 System allows any field to be designated as required


SW   52 System makes fields required based on content in other fields


          ATTACHMENT OF DOCUMENTS AND NOTES

        System allows attachment of documents (example: PDF, Excel, Word, JPEG)
SW   53 and export in information in same manner

        System allows users to attach files (for example: MS Word, Excel, Microsoft
SW   54 office, PDF, scanned images, Jpeg, and others) to:


SW   55                    Page/screen/record


SW   56                    Fields


SW   57                    Transactions


SW   58 System allows users to add notes to the following:


SW   59                    Page/screen/record


SW   60                    Fields


SW   61                      Transactions
          Integration with document management systems (examples: Onbase)

SW   62


SW   63 System allows same document to be attached or linked to from multiple places


SW   64 System allows attached documents to be stored directly in system

        System allows documents to be stored in document management system and
SW   65 referenced in ERP

        Retention or purging a document in the document management system will
SW   66 control the retention or purging of the document in the ERP.
SW   67 System provides an indicator to inform user that there is an attachment


          SECURITY CAPABILITIES


SW   68 System uses role based security where security roles are tied to:


SW   69                Positions in HRMS (High Line)


SW   70                Positions


SW   71                Users


SW   72 Security profiles can be assigned based on":


SW   73                User


SW   74                Role


SW   75                Position


SW   76                Job Function


SW   77                Group of users, roles, or positions


SW   78                Chart of Accounts (departments, divisions, etc.)


SW   79 System provides tools for managing security profiles

        System identifies potential internal control issues (example: one user with
SW   80 access to initiate and approve transactions)

        System provides notification through workflow when initiator of transaction
SW   81 approves transaction


SW   82 Security integrates with:


SW   83                    Microsoft Active Directory


SW   84                    LDAP


SW   85 System accommodates multiple active directory domains

        System allows all fields to be following sensitive/private data can be masked
SW   86 (hidden from user) including:


SW   87                    Tax numbers/ID


SW   88                    Employee ID


SW   89                    Passwords


SW   90                    Addresses for Detectives and Law Enforcement employees


SW   91                    Bank account information
SW    92                     Credit Card number


SW    93                     Social Security number


SW    94                     Drivers License number


SW    95                     Email


SW    96                     Other data specified by State, Federal statutes

                            Other fields (please describe limitation in comments
SW    97                    column)
                            All the above sensitive data when masked should display
                            the boiler plate to the user in screens and reports but not
SW    98                    the data.
         All suites/modules/applications can be accessed with one universal sign-in or
         log-in
SW    99


SW   100 All data has capability of being encrypted when stored


SW   101 All data is encrypted when accessed via:


SW   102                     Internet


SW   103                     Intranet

         Encryption can be turned off, with appropriate security, in testing and
SW   104 production environment (only by authorized personnel)


SW   105 Disconnects or locks out user session during designated periods of inactivity


SW   106 System allows rules for password creation


SW   107                     Minimum number of numbers/letters


SW   108                     Required mix of number/letters


SW   109 Prevents users from using same password


SW   110 Security settings can be set for:


SW   111                     Module


SW   112                     Screen and menu


SW   113                     Report


SW   114                     Process/Transaction


SW   115                     Record


SW   116                     Field


SW   117 Conflicting security profiles can be set as most restrictive
SW   118 Conflicting security profiles can be set as most restrictive (opposite)

         System administrator can set a role based security profile to define a user's
SW   119 authorization to:


SW   120                     Log on

                             Log on Times - for example - Late night after 12:00 AM not
SW   121                     allowed


SW   122                     Add data


SW   123                     Delete data


SW   124                     Change data


SW   125                     View data


SW   126                     Change fields / add fields


SW   127 Restrict log on to pre-defined times/dates/locations


           WORKFLOW


SW   128 Workflow process established for initial roll-out for:
                          Purchase requisition, purchase order, accounts payable
                          process (transactions initiated and keyed at department
SW   129                  level with multiple approvals (department and central)

                             Deposit authorization process (transactions initiated by
SW   130                     departments and approved by auditors office)

                             Journal transactions (transactions initiated by departments
SW   131                     and approved by auditors office)


SW   132                     Budget requests/approval process


SW   133                     Budget amendment/approval process


SW   134 Workflow is available in all software modules.


SW   135 Workflow available through all proposed third party products


SW   136 Workflow Rules can be set by:


SW   137                 User


SW   138                 Role


SW   139                 Reporting/process Hierarchy


SW   140                 Job codes


SW   141                 Group

                         Thresholds (above or below certain number, example: above
SW   142                 $5,000)
                         Percentage Argument (% above or below, example: more than
SW   143                 5% more than PO amount)


SW   144               Any combination of Chart of Accounts
         Workflow approval process can include both reviewer and approver (approver
         must approve requisition to move forward. Reviewer is notified, but lack of
SW   145 action does not hold up process- notify only)


SW   146 Approver can perform the following actions during review process:


SW   147                        Approve


SW   148                        Deny


SW   149                        On Hold


SW   150                        Send back


SW   151                        Forward to additional approver/reviewer


SW   152                        Enter notes to be seen by requestor

                                Enter notes to be seen by subsequent
SW   153                        approvers/reviewers


SW   154 Original requestor can view status of workflow approval path


SW   155 Notification to requestor via email as requisition moves through milestones

         Notification to other email (including supervisor, vendor, etc) as requisition
SW   156 moves through milestones

         Status updates can be triggered automatically by system. Ad hoc updates can
SW   157 be manually entered and notification sent through system.

         Any user (with proper security) can query all purchase requisitions to see
SW   158 status of approvals

         System records date and time of when approval reaches approver and when
SW   159 approver approves requisition
         Electronic approval and/or digital signatures for various documents. System
         should allow electronic signatures/approval for any user defined
SW   160 document/process.
         Workflow assignments can be re-routed to different authorized approvers
         based upon availability without having to re-initiate the workflow from the
SW   161 beginning

         Workflow approvals can be re-routed to secondary approver without having to
SW   162 re-initiate the workflow from the beginning if:


SW   163                 Primary approver is out (example: on vacation, sick)

                         Primary approver does not respond in pre-defined period of
SW   164                 time

         Workflow provides event driven notification of process events, including e-
SW   165 mail and/or other Web-based notification


SW   166 User configurable controls over notifications what to receive, how to receive

         Workflow tool allows graphical business process design. No programmer
SW   167 intervention required to change workflow.

         Users with appropriate security can modify existing workflow processes or
SW   168 define additional business processes from scratch.
         Users with appropriate security may define role-based approval workflows
SW   169 with thresholds and alternate approvers.
         System permits the users to design user notifications/alerts using work list
         hyperlinks that will take the user directly to the page/panel where the work is
SW   170 performed.


           HELP

         On-line "help" aids. Include the ability to do full text search on help by word,
SW   171 phrase or subject.


SW   172 System contains help features to guide users though transactions

         System allows users (with security access) to change text of help to make
SW   173 help text specific to business processes


           AUDIT TRACKING


SW   174 System creates audit log that tracks all:


SW   175                     Changes to existing record


SW   176                     New record


SW   177                     Deletion of existing record


SW   178 Audit log tracks the following information


SW   179                     User making change


SW   180                     Time


SW   181                     Date


SW   182                     IP Address


SW   183                     Old value


SW   184                     New value


SW   185 Audit log can be turned on / turned off for each


SW   186                     Module


SW   187                     Field


SW   188                     Screen/Page/Form


SW   189                     Transaction


SW   190                     User


SW   191                     Chart of Account segment (audit log on for department)


SW   192 System flags transactions for manual review meeting certain criteria:
SW   193                     Over dollar amount


SW   194                     Occur within date range (end of period)


SW   195                     Include one user serving as both initiator and approver


SW   196                     Potential for other internal control issues


           ACCESSIBILITY

         System complies with ADA Section 508 allowing system to be accessible to
SW   197 people with disabilities


SW   198 System works with Dragon Naturally Speaking


           REPORTING


SW   199 System allows ad-hoc query on any field in system

         System allows web based report distribution (select user or group of users to
SW   200 make report available to - or send report to)

         System allows users to subscribe to reports (user selects report and is notified
SW   201 when report is updated)


SW   202 Queries can be saved


SW   203                     For individual


SW   204                     For group of users / roles


SW   205                     For entire organization


SW   206 Information available on report is consistent with security profiles

         Reporting Tools - Please specify what reporting tools System supports - MS
SW   207 Report Writer, Crystal etc


           DASHBOARDS

         System provides dashboard views to give all users easy view of key
SW   208 information

         Dashboard view can be configured to meet individual needs of each user
SW   209 (each user can have different dashboard)


SW   210 System allows user to configure own dashboard


SW   211 Dashboards show real time data


SW   212 Dashboards views utilize graphs and charts of visual display of information


SW   213 Users can drill down from dashboard to view detail


SW   214 Users can access information from other systems or web on dashboard

         System provides dashboard views with user-defined "key performance or
SW   215 financial indicators" by:
SW   216   Budget to actual


SW   217   Non-financial indicator (performance measure)


SW   218   Fund balance


SW   219   Project budget


SW   220   Project management information


SW   221   Grant budget
                                                                                                                  Summary
Functional Category: General Ledger                                                                               Statistics                                  184                                                                            184
Available Response Codes                                                                                          Code                                                    Count                                                                            Count
F        Provided fully functional out of the box or with configuration (no custom development)                   F                                             0                       0                                                      0                            0
CU       Customization/Software Enhancement (Any custom development)                                              CU                                            0                       0                                                      0                            0
TP       Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)       TP                                            0                       0                                                      0                            0
SR       Provided with Standard Report                                                                            SR                                            0                       0                                                      0                            0
CR       Custom Report Development Required                                                                       CR                                            0                       0                                                      0                            0
N        Not Included in this Proposal                                                                            N                                             0                       0                                                      0                            0
                                                                                                                                                         Software                                                          Implementation (IMP)
    Reference                                                                                                       Software     Module(s)/Sub-module(s) Required                                               Module(s)/Sub-module(s) Required
     Number                                                 Functional Requirements                                 Capability        to Fulfill Requirements       Software Comments       IMP Scope   Phase        to Fulfill Requirements       Implementation Comment


                      GENERAL REQUIREMENTS
                      Provides all procedural functions of a fund accounting system in conformity with GAAP and
                      GASB accounting standards (including GASB 49 - Pollution remediation obligations and 51-
   GL               1 intangible assets)


   GL               2 Interface general ledger information to other systems in real time


   GL               3                    HR/Payroll (High Line)


   GL               4                    Time Entry (Kronos TimeSaver)


   GL               5                    Collections (CUBS)


   GL               6 Supports the following basis of accounting:


   GL               7                    Cash


   GL               8                    Modified Accrual


   GL               9                    Full Accrual

                     System allows County to track financial information for outside special districts (perform
   GL             10 accounting function for special district)

                     System maintains account balances for outside special districts (detailed transaction
   GL             11 information is tracked in separate systems maintained by the special district)


                        CHART OF ACCOUNT DESIGN


   GL             12 System allows County to use multiple chart of account structures for:


   GL             13                     Different departments within Sonoma County


   GL             14                     Special Districts within the County


   GL             15                     External Special Districts


   GL             16                     Trust funds maintained by the County

                     System accommodates allowing some special districts to be included in County-wide
   GL             17 financial statements

                     System tracks and provides separate financial statements for some external special
   GL             18 districts


   GL             19 System accommodates alphanumeric accounts

                     Provides unlimited levels of structure for each segment of the Chart of Accounts. (Please
   GL             20 indicate any limits in the notes column.)

                     System has at least 20 segments (Please indicate any limits to the number of segments or
   GL             21 the number of positions in each segment in the notes column):
        System permits the length of each Chart of Accounts segment data field to be at least 10
GL   22 alpha numeric characters (Please list indicate any limits in the comments field)

        Provide for Chart of Account segments to have a long description of at least 255
GL   23 alphanumeric characters (Please list any limitations in the comments field)

        Provide for Chart of Account segments to have a short description of at least 50
GL   24 alphanumeric characters. (Please list any limitations in the comments field)


GL   25 Designates each general ledger account by the following account types:


GL   26                 Summary


GL   27                 Asset


GL   28                 Liability


GL   29                 Fund equity


GL   30                 Revenue


GL   31                 Expenditure


GL   32                 Clearing/holding

                        Other Sources and Uses (e.g., bond issues, transfers, gains and losses
GL   33                 from assets/inventory, etc.)


GL   34                 Statistical (Non-financial)


GL   35 System contains the following indicators for accounts:


GL   36                 Active (available for posting)


GL   37                 Active (available for budgeting)


GL   38                 Inactive (not available for posting)


GL   39                 Inactive (not available for budget entry)


GL   40 Accounts can be made active or inactive with effective dating

        System posts a hard warning when trying to inactivate a chart of account segment with
GL   41 pending transactions (e.g., work orders)


GL   42 System maintains history of changes to accounts to enable as-of-date reporting


GL   43 System allows for reporting on past data using current organizational structures


GL   44 System only allows transactions to post to active accounts within any open period


GL   45 Stores the following non-financial data for each fund:


GL   46                 Date established


GL   47                 Source of revenue


GL   48                 Acceptable uses
GL   49                  Description

        Supports chart of account changes and maintain records of historical Chart of Accounts
GL   50 and reason for change

        System prevents accounts from being deleted if any activity is posted to them without
GL   51 proper security

        Segments of the Chart of Accounts can be grouped on a user-defined basis into multiple
GL   52 reporting hierarchies


          ORGANIZATIONAL DESIGN

        Organizational elements within the Chart of Accounts supports the following organizational
GL   53 structures:


GL   54                  Primary government (highest level of reporting)


GL   55                  Component Unit (Special District)


GL   56                  Fund


GL   57                  Cost centers


GL   58                  Departments


GL   59                  Division


GL   60                  Sections


GL   61                  Programs (Cross-units)


GL   62                   Function (Cross-units)
        Maintain independent hierarchies in the account structure to support different roll-ups (e.g.
        financial reporting, budget reporting, project accounting, grant reporting, departmental
GL   63 reporting, and contracts).


GL   64 System will accommodate different fiscal year periods for different organizational units.


          JOURNAL ENTRY

        System allows journal entries to entered by departments and routed through workflow for
GL   65 approval


GL   66 Journal entries are posted:


GL   67                  In real time


GL   68                  Batch


GL   69 Users are able to flag journal entry as part of batch when keying in


GL   70 System assigns journal entry numbers


GL   71              Automatically with prefix to indicate fiscal year of effective transaction date


GL   72              Manually


GL   73 System does not allow duplicate journal entry numbers
         System supports multiple line items for journal entries (please indicate any limitations in the
GL    74 notes column)

         Journal entries record the source of the transaction (e.g., manual entry or automated entry
GL    75 from another module)

         Journal transactions can be entered and scheduled using effective dates (e.g., posting
GL    76 does not occur until effective date)

         Users can look up the following information on the screen as a reference during journal
GL    77 entry:


GL    78                  General ledger accounts/cost centers


GL    79                  Budgetary accounts


GL    80                  Project accounts


GL    81                  Grant accounts


GL    82 Journal entries are validated against:


GL    83                  Chart of Account structure


GL    84                  Pre-defined acceptable values for each field


GL    85                  Available funds (budget check)


GL    86                  Balancing entries (make sure all entries balance)


GL    87 Creates appropriate due to/due forms


GL    88 Users can import journal entries from desktop applications (e.g., Microsoft Excel)

         Imported transactions from desktop applications are validated using the same business
GL    89 rules as transactions made in the system

         System allows creation of a journal entry from previously entered journal entry format
GL    90 (copy journal), by:


GL    91                  Line item


GL    92                  Entire journal entry


GL    93 System allows users to reverse journal entry with proper security and approvals


GL    94 System allows to schedule accrual auto-reversals.

         Journal entries support "required" data fields and prevents transaction from posting until all
GL    95 "required" fields are completed


GL    96 System provides templates and notifications for recurring journal entries


GL    97                  With the same dollar value


GL    98                  With varying dollar amounts


GL    99                  That occur at regular frequency (can set start and stop dates)


GL   100 Users can attach files for documentation to journal entry
GL   101 Users can attach files for documentation to each line in the journal entry


GL   102 System can require attached documentation for different types of entries

         Users can create and process transactions against statistical and memo accounts in
GL   103 addition to financial accounts

         Users can save journal entries that have not yet been posted or cleared for all validation
GL   104 errors online


GL   105 System allows user to view impact of pending journal entries without posting


GL   106 System allows posting of transactions for multiple fiscal years at the same time


GL   107 When working in multiple fiscal years the detail transactions are maintained for each year.


GL   108 System restricts accounts that user can post journal entries to

         System provides workflow notification when journal entry made against account in other
GL   109 department


           CLOSING


GL   110 System allows 13 accounting periods


GL   111 System allows 14 accounting periods


GL   112 System allows more than 14 accounting periods (please specify)

         Supports year-end processing at any point in time, as well as multiple times, after the end
GL   113 of the fiscal year (i.e., doesn't have to occur on last day or on any particular day)


GL   114 System rolls encumbrances to next year by:


GL   115                  All encumbrances


GL   116                  Individual encumbrances


GL   117                  Selection based upon Chart of Account segment


GL   118                  Groups of encumbrances


GL   119 System rolls remaining budget associated with encumbrances to next fiscal year by:


GL   120                  All encumbrances


GL   121                  Individual encumbrances


GL   122                  Selection based upon Chart of Account segment


GL   123                  Groups of encumbrances


GL   124 System closes at end of period by:


GL   125                  Fund


GL   126                  Component Unit (Special District)
GL   127                 Account


GL   128                 Center


GL   129                 Project


GL   130                 Grant


GL   131                 Organization (e.g., Department)


GL   132 System splits payroll costs (transferred bi-weekly) between two fiscal years


           BUDGET CONTROL


GL   133 Budget control can be set to:


GL   134                     Soft (Warn user but allow)


GL   135                     Hard (Do not allow)


GL   136                     Off


GL   137                 System tracks encumbrances


GL   138                 System tracks pre-encumbrances

         System calculates available budget as: Current budget - expenditures - encumbrances -
GL   139 pre-encumbrances

         System controls budget for the annual appropriation by account or by distributing the
GL   140 appropriation amount into defined periods (example: budget control by month)


GL   141 System distributes the annual budget by:


GL   142                 Month


GL   143                 Quarter


GL   144 Allows distributing the annual budget to defined periods by:


GL   145                 Percent


GL   146                 Amount


GL   147 Budget check performed at the following levels


GL   148                     Fund


GL   149                     Department


GL   150                     Account


GL   151                     Project


GL   152                     Grant
GL   153                      Program


GL   154                      Any other segment of the chart of accounts


GL   155 Budget control level can be set differently for each:


GL   156                      Fund


GL   157                      Department


GL   158                      Account


GL   159                      Project


GL   160                      Grant


GL   161                      Program


GL   162                      Any other segment of the chart of accounts


GL   163 Budget control warnings can be set differently based on chart of accounts

         Budget control warnings can include tolerance (example: warn if exceed available fund by
GL   164 less than $5, but hard error if above)


GL   165 Budget control warnings can be sent through workflow or email to other users (supervisor)


           COST ALLOCATION

         System provides option to cost transfers differently than general journals - e.g.one has
GL   166 cash offset, one doesn't


GL   167 System allows earch department to allocate direct and indirect costs differently.


GL   168 Produce various allocation schedules prior to the financial closing for the period.


GL   169 System allows changing allocation schedule at any time during year


GL   170 Automatically prepare a journal entry from each allocation schedule.


GL   171 Import allocation schedule(s) from Excel and automatically create journal entry


GL   172 System creates reversing entry for changes to an allocation schedule


GL   173 System stores workload statistics or other metrics as method of distributing costs


GL   174 System allows cost to be allocated by geographic location


           ACTIVITY TRACKING


GL   174 System will track and report on expenditure data (direct and indirect) from:


GL   175                      Fiscal year


GL   176                      Calendar year
GL   177                      Quarter


GL   178                      Month


GL   179                      Other user-defined period

         System allows same cost to be tracked in multiple ways (example: department
GL   180 expenditure, program expenditure, grant expenditure, project expenditure)

         System selectively applies overhead cost based on chart of account segment e.g.
         overhead cost applied to interdepartmental transaction but not intradepartmental
GL   181 transaction; overhead cost applied to operational units but not grant funded activities.


           FINANCIAL REPORTING


GL   182 Produce the following financial reports on a consolidated or non-consolidated basis


GL   183                  Budget variance report


GL   184                  Detail or summary level


GL   185                  Trial balance by project or fund


GL   186                  Cash flow


GL   187                  Fund balance report


GL   188                  Balance sheet


GL   189                  Statement of Revenues and Expenditures


GL   190 System produces the following CAFR reports:


GL   191                  Government-Wide Statements:


GL   192                          Statement of Net Assets


GL   193                          Statement of Activities

                                  CAFR reports compare most recent and prior fiscal year activity
GL   194                          with variance (comparative reports)


GL   195                  Fund Financial Statements:


GL   196                          Balance Sheet - Governmental Funds

                                  Reconciliation of Balance sheet - Governmental funds to statement
GL   197                          of net assets.

                                  Statement of Revenues, Expenditures, and Changes in Fund
GL   198                          Balances - Governmental Funds
                                  Reconciliation of the Statement of Revenue, Expenditures, and
                                  Changes in Fund Balances of Governmental Funds to the
GL   199                          Statement of Activities

                                  Statement of Revenues, Expenditures, and Changes in Fund
GL   200                          Balances - Budget to Actual - by Governmental Funds


GL   201                          Statement of Net Assets - Proprietary Funds

                                  Statement of Revenues, Expenses, and changes in net assets -
GL   202                          proprietary funds by fund
                                  Statement of Revenues, Expenses, and changes in net assets -
GL   203                          proprietary funds by function


GL   204                          Statement of Cash Flows - Proprietary Funds


GL   205                          Statement of Net Assets


GL   206                          Statement of Activities by function

         System produces interim financial statements at month end for all types of funds (example:
GL   207 enterprise, general, special revenue, etc.)


GL   208 System will produce reports for any fiscal period, open or closed, e.g. month, quarter, year.
                                                                                                               Summary
Functional Category: Accounts Payable (AP)                                                                     Statistics                                  156                                                                            156
Available Response Codes                                                                                       Code                                                    Count                                                                            Count
F         Provided fully functional out of the box or with configuration (no custom development)               F                                             0                       0                                                      0                            0
CU        Customization/Software Enhancement (Any custom development)                                          CU                                            0                       0                                                      0                            0
TP        Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)   TP                                            0                       0                                                      0                            0
SR        Provided with Standard Report                                                                        SR                                            0                       0                                                      0                            0
CR        Custom Report Development Required                                                                   CR                                            0                       0                                                      0                            0
N         Not Included in this Proposal                                                                        N                                             0                       0                                                      0                            0
                                                                                                                                                      Software                                                          Implementation (IMP)
    Reference                                                                                                    Software     Module(s)/Sub-module(s) Required                                               Module(s)/Sub-module(s) Required
     Number                                                   Functional Requirements                            Capability        to Fulfill Requirements       Software Comments       IMP Scope   Phase        to Fulfill Requirements       Implementation Comment


                         VENDOR FILE


   AP                1 System uses one vendor file for purchasing and accounts payable


   AP                2 Vendor file is shared with customer file used for accounts receivable


   AP                3 Supports Parent/Child relationships for vendor records


   AP                4 Maintains multiple location addresses for each vendor


   AP                5 System can accommodate foreign addresses


   AP                6 System identifies default payment remittance address


   AP                7 System allows entering of "one-time" vendors with minimal information


   AP                8 System identifies 1099 vendors


   AP                9 System identifies one time vendors


   AP               10 System generates alerts when the following is entered:


   AP               11                     Duplicate names


   AP               12                     Duplicate tax IDs (with override capabilities with reason)


   AP               13                     Duplicate addresses

                       System allows vendors to set up alternate vendor for payment (example: payment
   AP               14 received by bank rather than vendor)


   AP               15 System allows placing all payments to vendor on hold


   AP               16 Allows upload of vendors


   AP               17 System allows garnishment to invoices (example garnishment on attorney payment)


   AP               18 Vendor file stores preferred payment/default terms that are applied to invoices


   AP               19 Vendor file stores discounted payment terms for vendor


   AP               20 System tracks life to date reporting of vendor payments


                         INVOICE PROCESSING

                       During invoice processing, system allows users with appropriate security to change
   AP               21 account information at the line item level including work order number, task, project
AP   22 Schedule invoices for payment based on:


AP   23                  Invoice date (example: 45 days after invoice date)


AP   24                  Vendor discount date


AP   25                  Date entered by AP clerk


AP   26 Supports partial payments (partial payment of invoice)


AP   27 System supports applying credit memo to invoice for incorrect invoices


AP   28 System allows splitting invoice to multiple accounts (please indicate limitations)


AP   29 System allows splitting invoice into multiple fiscal years (please indicate limitations)

        System supports creation of template for recurring AP invoices with pre-defined account
AP   30 distribution


AP   31 Invoice can be split by:


AP   32                            Dollar amount


AP   33                            Percentage


AP   34                            Pre-established distribution allocations


AP   35                            Line item


AP   36                            Portion of line item


AP   37 Allow payment of multiple purchase orders from one invoice

        Allow payment of multiple vendors from one invoice (example: purchase of property - pay
AP   38 title company and property owner)

        Apply one invoice amount to two contracts (example: purchase of property - pay title
AP   39 company and property owner)


AP   40 Allow multiple invoices to be received and processed for one purchase order

        System will automatically check for and prevent duplicate invoices numbers for the same
AP   41 vendor (don't pay same invoices twice)


AP   42 System allows files to be attached in the system to the invoice (scanned image of invoice)
        System automatically calculates and deducts any required Federal or State withholding per
        enacted tax codes [ie: Tax Increase Prevention and Reconciliation Act of 2005,
AP   43 subsection3402 (t)]

AP   44 System allows override of withholding

        System allows for grouping of vendors for payments on specified dates (e.g., employee
AP   45 reimbursements)


AP   46 System supports:


AP   47              Credit memos


AP   48              Debit memos
AP   49 System converts unused credit memos to receivable after a user defined timeframe


AP   50 System applies credit and debit memo amounts before producing payment

        System will apply credit memos only to the extent that they do not produce a negative
AP   51 payment


AP   52 Users are notified when a credit memo exceeds the payment voucher amount


AP   53 System tracks balance remaining on credit memo


AP   54 Post notes or comments to an invoice


          TAXES

        System correctly applies sales tax to all eligible purchases per California law (purchases
AP   55 received in City of Santa Rosa charged 9.25% - Outside of Santa Rosa 9.00%)

        System correctly applies use tax to all eligible purchases per California law (when vendor
AP   56 does not charge correct amount of sales tax)

        Correct sales and use tax rates are automatically applied based on ship-to location at the
AP   57 county


AP   58                      Receiving address


AP   59                      Type of purchase (commodity code)


AP   60 System allows user to override and correct tax amount

        System correctly applies sales and use tax to shipping and handling or freight (when by
AP   61 company truck)


AP   62 System accomodates State of California non-resident withholding tax for services


AP   63 System stores and remits withholding to state quarterly


          MATCHING


AP   64 Supports 4 way matching (purchase order, packing slip, inspection, invoice)


AP   65 Supports 3 way matching (purchase order, packing slip, invoice)


AP   66 Supports 2 way matching (department approves packing slip or invoice)


AP   67 Failure to match 2,3,or 4 way prevents invoice from being paid


AP   68 System allows staff to reject or hold invoices that do not match


AP   69 Use different matching method by:


AP   70                 Contract


AP   71                 Chart of Account information (department)


AP   72                 Type of purchase


AP   73                 Type of good / service purchased
AP   74 Match allows for pre-defined tolerance by:


AP   75                       Dollar amount


AP   76                       Percentage


AP   77 Tolerance can be defined differently by:


AP   78                       Chart of Account information (department)


AP   79                       Commodity Code


AP   80 Matching occurs at:


AP   81                 Header/Summary level on PO


AP   82                 Line item detail level


AP   83 System provides notification when match does not occur


          MODIFYING PROCESSED INVOICE


AP   84 System allows user to change account code to apply payment during invoice processing

        Encumbrance are released properly and expenditure applied to accounts when chart of
AP   85 account code is changed by A/P

        Encumbrance against contracts are adjusted when chart of account code is changed by
AP   86 A/P

        If a partial payment is made and A/P changes the account, remaining encumbrance will be
AP   87 re-applied to the new account


AP   88 AP is able to apply invoice payment to contract


          PAYMENT PROCESS


AP   89 The system must create checks with the following items on blank check stock:


AP   90                 MICR encoding


AP   91                 Post Office approved bar codes


AP   92                 Electronic signatures

        System will pay vendors electronically (ACH, wire transfer, etc.) using standard NACHA
AP   93 formats (ctx).


AP   94 The system must print checks according to the following timeframes:


AP   95                 Scheduled


AP   96                  On-demand
        The system can accommodate the flagging of an invoice for special action such as;
        needing a remittance form to be sent with it or flag for pick up. The system separately
AP   97 prints the group that needs special action from group that is ready to mail.


AP   98 The system creates checks based upon:
AP    99                  Chart of Account information


AP   100                  Vendor


AP   101                  Payment type (employee reimbursement, one time vendors, etc.)


AP   102 The system allows the use of multiple banks with multiple accounts for EFTs.


AP   103 System sends electronic remittance advice for EFT payments to vendor through


AP   104                  Email


AP   105                  Vendor self service


AP   106                  Fax

         System permits users to select to pay one invoice per check (issue multiple checks to one
AP   107 vendor in a single check run).

         System combines multiple invoice payments onto one check (issue one check for multiple
AP   108 invoices in a single check run)


AP   109 System itemizes invoices (including the vendor invoice number) on the remittance advice


AP   110 System allows users to place a payment on hold


AP   111 System records reason for placement of hold

         Identify invoices that cannot be paid due to inadequate budget or lack of matching on PO
AP   112 or receiving document

         System notification for items in hold status that remain in hold for defined period of time
AP   113 (example: invoices on hold more than 30 days)


AP   114 System allows pre-payment of goods and services (for example: leases)


AP   115 Enter broadcast messages which appears on all AP check stubs


AP   116 Enter broadcast messages which appears on AP check stubs for a user defined group

         Users may enter a message for one specific vendor which appears on that specific check
AP   117 stub

         Report daily, weekly, or monthly future payment requirements schedules (cash
AP   118 requirements reporting)


AP   119 System supports Positive Pay


           RETENTION


AP   120 System automatically calculates retention amount and removes from invoice
         Retention amount needs to be booked to a Liability Account and deducted from the
         payment amount and released when paid. The retention amount must be deducted from
AP   121 the Purchase Order/Contract balance when invoiced.


AP   122 System automatically applies retention amounts to invoice payments from:


AP   123                  Vendor file


AP   124                  Contract
AP   125                  Purchase Order


AP   126 Release of retention identifies where retention came from


AP   127 System can release retention by selected payments


           VOID and CANCEL

         System allows user to cancel warrant and system makes all correct accounting entries to
AP   128 reverse payment, including contract balances


AP   129 System allows user to void check and re-issue replacement check

         System allows users to cancel current and prior fiscal year checks and have the system
AP   130 automatically credit back designated accounts

         Allow users to place a “stop payment” on checks and automatically generate the
AP   131 appropriate general ledger transaction


           BANK RECONCILIATION


AP   132 Users can view front and back of check in system


AP   133 Produce electronic files containing


AP   134                  Detail of checks


AP   135                  ACH items


AP   136 Produce a file containing all rejected:


AP   137              Checks


AP   138              ACH items


AP   139              Deposit reconciliation transactions

         Delete selected check, ACH items, and deposits information on the error suspense file
AP   140 using appropriate security controls


AP   141                  Check


AP   142                  ACH items


AP   143                  Deposit information

         When payment is voided/cancelled, the system automatically generates general ledger
AP   144 transactions to reverse all associated accounting distributions

         Perform on-line bank reconciliation based upon electronic file (daily or monthly data) sent
AP   145 by various banks


AP   146                       System loads checks created by other systems for reconcilliation


AP   147                       Payroll (High Line)


AP   148                       Retirement (Pension Gold)


AP   149                       Sheriff's Trust
AP   150                      Santa Rosa Junior College


AP   151                      Schools


AP   152                      School Payroll


           VENDOR SELF SERVICE


AP   153 Vendor self service allows users to view status and history of:


AP   154                  Outstanding invoices awaiting payment


AP   155                  Outstanding purchase orders


AP   156                  History of payments


AP   157 Vendor can access self service to make changes to vendor file including:


AP   158                  Addresses


AP   159                  Contact Information


AP   160                  Doing Business As Name


AP   161                  Preferred Payment Method


AP   162 For ACH transactions, vendor can enter bank routing number and account number

         All changes to vendor file information submitted through vendor self service are routed
AP   163 through workflow for approval.

         Vendors will receive automatic notification through email (or vendor self service) with
AP   164 information normally found on check stub


AP   165 TAX PROCESSING


AP   166 Monitors cumulative payments to 1099 vendors

         System combines cumulative payments from system with payments made in other
AP   167 systems to create one 1099 for each vendor


AP   168 On-demand 1099 form generation

         Collects necessary information for generation of Federal 1099s at year-end (both manually
AP   169 and per IRS approved file)

         System to print collected 1099 payments into appropriate reporting boxes, i.e., rent, non-
AP   170 employee compensation, etc


AP   171 System can produce electronic file to send 1099 related forms to IRS


AP   172 Create the following forms and reports


AP   173                  1099 Form:


AP   174                               S form


AP   175                               MISC. form
AP   176   R form


AP   177   INT form
                                                                                                                     Summary
Functional Category: Accounts Receivable (AR)                                                                        Statistics                                   89                                                                             89
Available Response Codes                                                                                             Code                                                    Count                                                                            Count
F        Provided fully functional out of the box or with configuration (no custom development)                      F                                             0                       0                                                      0                            0
CU       Customization/Software Enhancement (Any custom development)                                                 CU                                            0                       0                                                      0                            0
TP       Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)          TP                                            0                       0                                                      0                            0
SR       Provided with Standard Report                                                                               SR                                            0                       0                                                      0                            0
CR       Custom Report Development Required                                                                          CR                                            0                       0                                                      0                            0
N        Not Included in this Proposal                                                                               N                                             0                       0                                                      0                            0
                                                                                                                                                            Software                                                          Implementation (IMP)
    Reference                                                                                                          Software     Module(s)/Sub-module(s) Required                                               Module(s)/Sub-module(s) Required
     Number                                                 Functional Requirements                                    Capability        to Fulfill Requirements       Software Comments       IMP Scope   Phase        to Fulfill Requirements       Implementation Comment



                        CUSTOMER FILE


   AR               1 Customer file is shared with vendor file used for purchasing and accounts payable


   AR               2 System accommodates parent/child relationships on the customer file


   AR               3 Single customer master is used for all receivables


   AR               4 Record the following customer information:


   AR               5                    Last account activity


   AR               6                    Customer name


   AR               7                    Customer Alias


   AR               8                    Company Name


   AR               9                    Doing Business As Name


   AR             10                     Tax ID Number


   AR             11                     Contact Name for Company


   AR             12                     Current and unpaid late payment penalty and interest charges


   AR             13                     NSF history

                                         Identify a customer account as cash only (due to fraudulent transactions,
   AR             14                     bounced checks, etc.)


   AR             15                     Balance due


   AR             16                     Payment Arrangements


   AR             17                     Bankruptcy data:


   AR             18                              Status of process


   AR             19                              Discharge status


   AR             20                     Customer type (multiple types, e.g. landlord; tenant; government, etc.)


   AR             21                     Date customer was added
          CREATING A RECEIVABLE
        When revenue contract (e.g., grant, development, rental agreements) is established in the
        system, system should automatically create a receivable based on user defined criteria
        (i.e., funding source, type, department, etc). and automatically create entries to GL
AR   22 dependent on applicable business rule


AR   23 Use system to create miscellaneous receivables for:


AR   24                      Multiple departments


AR   25                      Multiple receivable types


AR   26                      Multiple projects


AR   27 Different receivable types have different business rules for:


AR   28                      Fee schedules


AR   29                      Penalties


AR   30                      Interest

                             Dunning (aging) procedures with option to generate late payment
AR   31                      letters, etc.


AR   32 System interfaces to other systems to load receivable data (other system creates billing)


          BILLING


AR   33 Departments will use system to create bills for various charges


AR   34 Assign invoice numbers:


AR   35                  Manually


AR   36                  Automatically


AR   37 Alpha-numeric numbering schemes


AR   38 System accommodates:


AR   39                  One-time invoices


AR   40                  Recurring invoices (regular invoices to occur at set dates or duration)


AR   41 System allows recurring invoices to be set up to handle:


AR   42                  Invoices scheduled at set dates for same amount


AR   43                  Invoices scheduled at set dates for different amounts


AR   44                  Invoices that are not scheduled for same amount

                         Invoices that are not scheduled and are for different amounts (all GL
AR   45                  allocations are the same)
AR   46 System allows invoices to be categorized by type (example: permit, building rent, etc.)

        System allows invoices to be categorized by chart of account segment (example:
AR   47 department or program)


AR   48 Establishes the date of service for the receivable


AR   49 Establishes the billing date for the receivable


AR   50 Establishes default account distributions for each type of receivable/invoice

        System will create invoices by type according to different rules set up for each account
AR   51 type.


AR   52 System saves templates for generating invoices (different template for each AR type)


AR   53 System allows users to create invoices for each type by:


AR   54                  Entering dollar amount

                         Entering non-financial parameter and having system calculate appropriate
AR   55                  fees according to pre-defined business rules
                         Automatically calculate appropriate fees according to pre-defined business
                         rules, e.g. Animal Control fees for shots, tags, etc. at multiple levels
AR   56                  (different types of customers are charged different rates)


AR   57 Generate invoices for internal customers (Departments)


AR   58 Internal billings create all necessary accounting entries automatically


AR   59 Workflow approval to customer department for internal billings to accept billing


AR   60 Generates invoices with prorated charges (partial bill or lease for 1/2 month)


AR   61 Generate account statements for the following:


AR   62                      Specific account types


AR   63                      Range of accounts within a department


AR   64                      Range of customers or individual customers


AR   65                      Delinquent accounts

        Generate consolidated statements for customers with multiple accounts (option to or not to
AR   66 generate consolidated statements)


AR   67 Invoice prints with balance information


AR   68 AR links to AP information and supports net payments


AR   69 System allows adding costs to existing receivable


          RECEIVABLE TRACKING - DUNNING


AR   70 System automatically applies penalties based upon system-defined rules or criteria


AR   71 System automatically calculates interest based upon system-defined rules or criteria
AR   72 Interest can be calculated and applied


AR   73                      Monthly


AR   74                      Quarterly


AR   75                      Annually


AR   76 Interest is calculated as:


AR   77                      Compounded


AR   78                      Not Compounded (on original charge only)


AR   79 Penalties can be applied:


AR   80                      As flat dollar amounts


AR   81                      As percentage of original bills


AR   82                      Based on penalty schedule ($10 after 30 days, $50 after 60 days, etc.)


AR   83 System permits write-off of bad debts with workflow approval


AR   84 System permits users to establish unique installment repayment schedules for an account.

        Produce reconciliation type statements showing beginning balance, charges, credits and
AR   85 payments, and a new balance.


AR   86 System automatically calculates interest based upon system-defined rules or criteria

        Provide for the automatic calculation of interest based on user defined interest rate and
AR   87 receivable category.


AR   88 Stores multiple dunning messages templates by AR type

        Automatically generate dunning letters based on passage of time (example: 30, 60, 90
AR   89 days) by AR type

        Automatically generate a "follow up" invoice for past due customers based on user defined
AR   90 date range or other user defined criteria (and by AR type)

        System allows users to adjust penalties and fees applied to invoices with proper approvals
AR   91 (example: reduce penalties for special situation)


          COLLECTIONS


AR   92 System to update customer record when submitted for collection efforts:


AR   93                  Wage garnishment


AR   94                  Bank garnishment


AR   95                  Credit reporting agencies


AR   96                  Third party collection agencies


AR   97                  Dunning Letters
AR    98                  Refer to County Attorney or State Attorney


AR    99 System can accommodate collection fees:


AR   100                  By Percentage


AR   101                  By Dollar Amount


AR   102 System will permit automatic generation of past due notices based on AR type

         System will permit business rule or user (with authority) to assess a late charge to overdue
AR   103 account either as a fixed dollar amount or percentage of the remaining balance.
                                                                                                                  Summary
Functional Category: Budget Preparation                                                                           Statistics                                 250                                                                            250
Available Response Codes                                                                                          Code                                                   Count                                                                            Count
F     Provided fully functional out of the box or with configuration (no custom development)                      F                                            0                       0                                                      0                            0
CU    Customization/Software Enhancement (Any custom development)                                                 CU                                           0                       0                                                      0                            0
TP    Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)          TP                                           0                       0                                                      0                            0
SR    Provided with Standard Report                                                                               SR                                           0                       0                                                      0                            0
CR    Custom Report Development Required                                                                          CR                                           0                       0                                                      0                            0
N     Not Included in this Proposal                                                                               N                                            0                       0                                                      0                            0
                                                                                                                                                        Software                                                         Implementation (IMP)
 Reference                                                                                                         Software     Module(s)/Sub-module(s) Required                                               Module(s)/Sub-module(s) Required
  Number                                                Functional Requirements                                    Capability        to Fulfill Requirements       Software Comments       IMP Scope   Phase        to Fulfill Requirements       Implementation Comment


                   GENERAL REQUIREMENTS


BUD            1 Budget system uses the financial system's Chart of Accounts.


                   BUDGET REQUEST


BUD            2 Budgets preparation system accommodates the following:


BUD            3                     Fund budget


BUD            4                     Line Item Budget


BUD            5                     Department budget


BUD            6                     Sub-Department (Division) budget


BUD            7                     Program budget


BUD            8                     Project budget (over multiple years - up to life of project)


BUD            9                     Grant budget


BUD           10 System used to prepare budgets for:


BUD           11                     Expenses


BUD           12                     Revenues


BUD           13                     Transfers to other departments


BUD           14 Special districts utilize budget development system to prepare budget


BUD           15 Departments have the capability to develop:


BUD           16                     Summary Budgets


BUD           17                     Detailed Budgets (line item)

                                     Budgets that are more detailed than budget line item level with all detail
BUD           18                     rolling up to line item (Line item detail)

                 System allows departments to submit budget requests in more than one format
BUD           19 (example: line item budget and program budget)


BUD           20 Departments enter budget requests through system including following information:
BUD   21                    Requested budgeted amounts


BUD   22                    Recommended budget amounts


BUD   23                    Notes/Comments


BUD   24                    Attach documents


BUD   25                    Department mission statement


BUD   26                    Department goals and objectives


BUD   27                    Description of department


BUD   28                    Department past accomplishments


BUD   29                    Summary of service level changes


BUD   30                    Performance measures


BUD   31                    Cost drivers and budget assumptions

         When entering in budget request, departments can view and perform calculations on the
BUD   32 following information:


BUD   33                    Previous year requested budget


BUD   34                    Previous year recommended budget


BUD   35                    Previous year adopted budget


BUD   36                    Previous year revised budget

                            Previous 5 years of history for requested, recommended, adopted,
BUD   37                    and revised budget


BUD   38                    Previous year actual expenses/revenues

                            Previous year actual expenses/revenues to date with projection for
BUD   39                    total year end expenses


BUD   40                    Previous 5 years of history for actual expenses


BUD   41                    Last 3 years of adopted budgets


BUD   42                    Last 5 years of adopted budgets


BUD   43                    Last year actual expense data


BUD   44                    Last 5 years of actual expense data


BUD   45 Calculations that system provides on data include


BUD   46                    Differences from prior years
BUD   47                     Averages


BUD   48                     Trends


BUD   49                     Percentage change

         System allows calculations based on seasonal differences (example: park use in
BUD   50 summer)


BUD   51 System allows users to adjust budget version line items or summary totals by:


BUD   52                 Percentage


BUD   53                 Dollar amount

         System allows department to budget by projecting activity levels and apply cost drivers to
BUD   54 create budget

         System uses common rates stored in system and budgets by departments entering
BUD   55 projected usage (example: fuel use)

         System calculates and budgets for dependent items based on other requests (example:
BUD   56 benefit budgets calculated based on salary budget)

         System allows budgeting for non-financial accounts (setting goals and targets for
BUD   57 performance measures) and extracts real time data for comparison


BUD   58 Performance measures tracked in the system contain the following information:


BUD   59                 Definition


BUD   60                 Description


BUD   61                 Targets


BUD   62                 Link to department, program, etc. (through chart of accounts)


BUD   63 System links goals and objectives to performance measures tracked in the system


BUD   64 System links programs and specific line items to


BUD   65                 Goals and objectives (budgeting by goal)


BUD   66                 Performance measures

         Users can flag one-time budget events and the system automatically removes them
BUD   67 from the next years' budget


BUD   68 System groups related expenditures into decision packages


BUD   69 System allows departments to prioritize budget requests

         System prevents budgeting in excess of pre-determined spending limit set by Chart of
BUD   70 Account segment (example: Fleet department budget can't exceed $10,000,000)


BUD   71 Pre-determined budget limit can be::


BUD   72                     Established at any level of the chart of accounts
BUD   73                    Entered manually for each account at the level of detail required


BUD   74 Pre determined budget limit can be calculated as a percentage of last year's:


BUD   75                    Previous year requested budget


BUD   76                    Previous year recommended budget


BUD   77                    Previous year adopted budget


BUD   78                    Previous year revised budget


BUD   79                    Project actual expenses


BUD   80 System allows multi-year budgeting (5 years)


BUD   81 Multi-year budgeting can be applied to (required) for select chart of accounts

         For multi-year budgeting, system rolls future year budgets forward for next budget
BUD   81 preparation (year 3 budget becomes year 2 budget next year)


BUD   82 System allows budget to be allocated out to defined periods within the year:


BUD   83                    Month


BUD   84                    Quarter


BUD   85                    Semi-Annual


BUD   86                    Seasonal


BUD   87 Users can create multiple versions of a budget request for "what if" scenario simulation


BUD   88 Each department/user can create up to 100 different versions of the budget request


           CENTRAL BUDGET PREPARATION


BUD   89 System stores common rates that are used by all departments (example: fuel price)


BUD   90 System stores fees that are used by all departments (example: user charges)

         System creates an initial version of the budget (for use by departments to submit
BUD   90 requests) using any of the following:


BUD   91             Zero balances in all accounts


BUD   92             2nd year budget forecast from prior year's budget development process


BUD   93             Current year's original budget


BUD   94             Last year's budgeted total


BUD   95             Last year's actual
BUD    96             Current year's budget plus/minus a percentage


BUD    97             Projection based on percentage of last year's actual


BUD    98             Projection based on estimated actuals from current year

          System accommodates calculation of internal service charges and allocates to
BUD    99 department budgets based on cost drivers


BUD   100 System calculates internal service charges and pre-populates budget for departments

          Text or any attachment (copy) from previous budget to any other budget version--allow
BUD   101 cut & paste between budget versions

          Initial budget request forms used by departments contain overhead allocations
BUD   102 (overhead is a part of department budget)
          After budget preparation, system has ability to limit access to all budget screens and
          reports to either: view only access or removal of all access (locked out). Access can be
BUD   103 modified by:


BUD   104                     All users


BUD   105                     Department (Chart of Accounts)


BUD   106                     Division (Chart of Accounts)


BUD   107                     Center


BUD   108                     Account


BUD   109                     Position


BUD   110                      User
          Separately track new budget requests and new programs (not part of continuing
          operating budget), assigning prioritization. Also allow these to be negative items to track
BUD   111 cuts and their priorities.


BUD   112 Department worksheets are automatically rolled into organization-wide master budget

          After adoption of budget, save production budget to adopted fiscal year, and move 2nd
BUD   113 year budget projection to production budget and move future years accordingly.

          System provides message board to communicate budget specific messages to users
BUD   114 from central budget office


            FORECASTING


BUD   115 System performs what if forecasting by:


BUD   116                 Increase / decrease line item by percentage


BUD   117                 Increase / decrease line item by dollar


BUD   118                 Saved scenario (based on different assumptions)

          Project operating expenses and revenues based on historical data, and allow allocation
BUD   119 between cost centers and programs.


BUD   120 Provide multiple projections based on changed assumptions, factors or amounts.
BUD   121 Use trend factors to adjust forecast/projections.

          Multi-year forecasting capabilities (expenditures, revenues using a variety of forecasting
BUD   122 methods).

          System creates forecasts for the following: budget and actual (either on a line-by-line
BUD   123 basis or on an entire budget) by multiple budget elements including:

                           Chart of Account Breakdown (project, grant, department, division,
BUD   124                  program, activity etc.)


BUD   125                  Multiple chart of account codes


BUD   126 Forecasts displayed by:


BUD   127                  Fiscal Year


BUD   128                  Calendar Year


BUD   129                  Month


BUD   130                  Quarter


BUD   131                  Other user defined period


BUD   132 System uses the following methods to create budget forecast


BUD   133              Straight line projection


BUD   134              Percentage based on last year actual


BUD   135              Current actual plus encumbrances


BUD   136              Current actual plus percentage based on last year actual


BUD   137              Percentage based on prior year actuals (multiple years)


BUD   138              Last year actual


BUD   139              Trend factors (workload statistics)

          Forecasts are more detailed than line item level with all detail rolling up to line item
BUD   140 forecast


BUD   141 System calculates budget forecasts using real-time data and information


BUD   142 Forecasts can be saved each month


BUD   143 Forecasts calculate any related expenditure (example: change to salary impacts benefits)

          System forecasts based on real-time personnel costs directly from the HR system (High
BUD   144 Line):


BUD   145                  Positions


BUD   146                  Class codes
BUD   147                 Salaries


BUD   148                 Benefits


BUD   149                 Vacant/Filled positions


BUD   150                 Incumbent in position


BUD   151 Calculate position costs based on incumbent for the following assumptions:


BUD   152             Service Increment (by anniversary date)


BUD   153             Full-time vs. part time


BUD   154             Employees current hourly rate / salary

          System provides what if forecasting tool for mass salary changes that includes all benefit
BUD   155 calculations


            BUDGET PROJECTIONS

          System calculates budget estimates to project spending during the remainder of the
BUD   156 current:


BUD   157                 Fiscal Year


BUD   158                 Calendar Year


BUD   159                 Month


BUD   160                 Quarter


BUD   161 System used to project:


BUD   162                 Revenues


BUD   163                 Expenses


BUD   164 Budget projections available for:


BUD   165                 Chart of Account Breakdown (project, grant, department, program, etc.)


BUD   166                 Multiple chart of account codes


BUD   167 Budget projections are available through dashboard for executive reporting


BUD   168 System uses the following methods to create budget projections


BUD   169             Straight line projection


BUD   170             Percentage based on last year actual


BUD   171             Percentage based on prior year actuals (multiple years)
BUD   172             Last year actual


BUD   173             User defined (calculated) projection methods


BUD   174 System calculates budget projections using real-time data and information

          Projections calculate any related expenditure (example: change to salary impacts
BUD   175 benefits)


            BUDGET APPROVAL


BUD   176 System maintains history of the following budgets


BUD   177                     Requested Budget


BUD   178                     Recommended Budget


BUD   179                     Adopted Budget


BUD   180                     Final Budget


BUD   181                     Revised Budget


BUD   182 Budget approval workflow can be set differently for each department


BUD   183 System maintains approval workflow for budget requests within and for each department

          Budget office can freeze versions of the budget to prevent editing by departments
BUD   184 (version by version)


            CAPITAL BUDGETING


BUD   185 Capital budgets prepared by:


BUD   186                     Project


BUD   187                     Revenue Source


BUD   188                     Department


BUD   189                     Program

          Project budgets created roll up to create department capital budget and overall County
BUD   190 capital improvement plan

          System allows individual capital project budgets created in project module to feed
BUD   191 budget module


BUD   192 Capital project budgets identify location including:


                              Board of Supervisor district


                              Municipality


                              Special District
                              GIS information


BUD   193 Capital budget supports multi-year budgeting to minimum of 10 years


BUD   194 Capital budgets can be created for following time periods:


BUD   195                     Fiscal Year


BUD   196                     Calendar Year


BUD   197                     Grant Sponsor Year


BUD   198                     Month


BUD   199                     Quarter


BUD   200 Capital budgets able to capture lifetime project budgets


BUD   201 Allow entering information on operating impacts of capital projects


BUD   202 Operating impact data populates multi-year budget projections


BUD   203 System supports narrative capital project description at the project and department levels

          Supports current year forecasting and carry over projections into future capital
BUD   204 improvement plan years


            SALARY AND POSITION BUDGETING

          Budget system interfaces with HR System (High Line) to get data on actual salaries and
BUD   205 benefits and vacant or filled positions, including incumbent data.

          Budget system will update the HR System (High Line) after budget adoption with any
BUD   206 changes made to budgeted positions, salary data, benefits, etc.

          New positions can be added into the budget system and load into the HR system after
BUD   207 budget adoption.

          System provides ability to propose changing position status as part of budget
BUD   208 development:


BUD   209                 Active / Deleted (Deleted means inactive or closed)


BUD   210                 Funded / Unfunded


BUD   211                 Filled / Vacant


BUD   212                 Continuation / New - Proposed


BUD   213 Identifies funding sources for positions


BUD   214 System allows adding multiple types of positions during budget development including:


BUD   215                 Full-time


BUD   216                 Part-time
BUD   217                 Hourly


BUD   218                 Temporary


BUD   219                 Volunteer

          System allows for the cost of a position to be allocated to multiple segments of the Chart
BUD   220 of Accounts (i.e. organizational codes, programs, projects, grants, etc.)

          System allows the following operations (for projection purposes) online with the proper
BUD   221 security authorization:


BUD   222                 Add or delete the number of authorized, or budgeted positions


BUD   223                 Modify filled/vacant status (for projection purposes)

          Calculate current year estimates (including benefits) based on spent to date and
BUD   224 forecasts for remainder of year - must include variable projections for seasonal work.


BUD   225 What-If scenarios for changes in assumptions and position requests


BUD   226 Track the creation and deletion of positions during budget development.


BUD   227 Benefits costs are calculated for each position based on


BUD   228                 Current employees actual benefit selections


BUD   229                 Average benefit costs for unfilled positions (system calculates average)

          System provides forecasting and projection tools for calculating impact of anticipated
BUD   230 retirements


            BUDGET ADJUSTMENTS (REVISIONS)

          System allows departments to propose budget transfers within department authority with
BUD   231 workflow approval

          During budget amendment, provide reporting mechanism for inter-fund transfer
BUD   232 balancing


BUD   233 System stores narrative justification for budget amendments for each amendment


BUD   234 System stores attachments for each budget amendment for each amendment
          Requests for budget amendments are submitted electronically by departments and
          routed via workflow for approval via electronic signature. The system should not allow a
BUD   235 budget reduction below the amounts already pre-encumbered , encumbered or


BUD   236 Amendment workflow approval path determined by:


                          Level of amendment (Dept, CAO, or Board)


BUD   237                 Dollar amount


BUD   238                 Chart of Accounts


BUD   239                 Reason for amendment

          System validates and enforces rule that all budget amendments and transfers must
BUD   240 balance
BUD   241 System provides funds availability check when entering budget amendments


BUD   242 Departments have visibility to track the approval status of each amendment request.


BUD   243 System track all budget changes including:


BUD   244                 Type of change


BUD   245                 Date/Time of change


BUD   246                 Reason for change


BUD   247                 Who requested the change


BUD   248                 The original change request


            BUDGET PUBLISHING

          Budget publishing tool uses real time data, point in time data, saved templates, and
BUD   249 narrative information to produce budget document

          System produces all detail, summary information, narrative, and supporting
BUD   250 documentation (including page numbers) for:


BUD   251                 Recommended budget book


BUD   252                 Adopted budget book


BUD   253 Produces the table of contents, index, glossary for the budget document

          Incorporates capital budget in to annual document and also has the capability to produce
BUD   254 a multi-year capital budgeting document.

          System exports information directly into Word and Excel for budget document using
BUD   255 Word or Excel


BUD   256 Budget document publishes with the following information:


BUD   257                    Budget message


BUD   258                    Financial policies


BUD   259                    Goals and objectives


BUD   260                    Short term initiatives


BUD   261                    Describes all services, programs carried out by organization


BUD   262                    Performance data


BUD   263                    Listing and description of all appropriated funds


BUD   264                    Summary of major revenues and listing by type


BUD   265                    Summary of major expenses and listing by type
BUD   266                  Expenses listed by function, organizational unit, or program


BUD   267                  Prior year expenses compared to budgeted amounts


BUD   268                  Financial information for previous years


BUD   269                  Capital budget expenditures and plans


BUD   270                  Financial data on current debt


BUD   271                  Other debt information including debt limitations, millage rates


BUD   272                  Key dates in budget process


BUD   273                  Organization charts


BUD   274                  Personnel counts


BUD   274 Department budget page includes:


BUD   275                  Financial information


BUD   276                  Position information

                           Mission, goals, accomplishments, and other text stored in budget
BUD   277                  system


BUD   278                  Performance measures


BUD   279 System provides a spelling and grammar check for budget document
                                                                                                                  Summary
Functional Category: Purchasing                                                                                   Statistics                                 428                                                                            428
Available Response Codes                                                                                          Code                                                   Count                                                                            Count
F        Provided fully functional out of the box or with configuration (no custom development)                   F                                            0                       0                                                      0                            0
CU       Customization/Software Enhancement (Any custom development)                                              CU                                           0                       0                                                      0                            0
TP       Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)       TP                                           0                       0                                                      0                            0
SR       Provided with Standard Report                                                                            SR                                           0                       0                                                      0                            0
CR       Custom Report Development Required                                                                       CR                                           0                       0                                                      0                            0
N        Not Included in this Proposal                                                                            N                                            0                       0                                                      0                            0
                                                                                                                                                        Software                                                         Implementation (IMP)
   Reference                                                                                                       Software     Module(s)/Sub-module(s) Required                                               Module(s)/Sub-module(s) Required
    Number                                                Functional Requirements                                  Capability        to Fulfill Requirements       Software Comments       IMP Scope   Phase        to Fulfill Requirements       Implementation Comment


                        GENERAL REQUIREMENTS

                      Purchase requisition, purchase order, contract, receiving document and all other
   PO               1 related information is linked for purchasing transaction to allow drill down


                        CREATE A PURCHASE REQUISITION

                      Each department initiates purchasing process through requisition entry into the
   PO               2 system


   PO               3 Requisition contains the following information along with other standard fields:


   PO               4                                  Commodity Code (NIGP code)


   PO               5                                  Automatically assigned requisition number


   PO               6                                  Vendor part identification number


   PO               7                                  Quantity


   PO               8                                  Unit Price


   PO               9                                  Unit of Measure


   PO             10                                   Total dollar amount


   PO             11                                   Chart of Account information


   PO             12                                   Suggested vendor/vendor number


   PO             13                                   Shipping address/Location


   PO             14                                   Invoice address/Location


   PO             15                                   Contract number

                                                       Department contact info for purchase (phone, fax, email,
   PO             16                                   address)


   PO             17                                   Description


   PO             18                                   Manufacturer Name


   PO             19                                   Manufacturer Part Number


   PO             20                                   Required by date
PO   21                             Stock number


PO   22                             Required by date


PO   23 System links stock number to commodity code number


PO   24 Requisitions can be entered without a vendor


PO   25 Users can search commodity codes by alternate description


PO   26 System allows user to flag type of purchase


PO   27                     Authorized confirming purchasing


PO   28                     Confirming orders


PO   29                     Blanket purchase order


PO   30                     Delegated purchasing authority


PO   31 System can identify purchase as


PO   32                         Sole source


PO   33                         Emergency purchase


PO   34                         Limited Competition

        Unit price can accommodate $99,999,999,999.9999 (including 4 to right of the
PO   35 decimal)

        Unit quantity can accommodate 99,999,999,999.9999 (including 4 to right of the
PO   36 decimal)


PO   37 System allows $0.00 dollar items (free items)

        System allows negative value items on line item detail (discounts, returns) of
PO   38 requisitions, POs, contracts

        Notes can be entered on requisition that flow through system, and appear on
PO   39 purchase order and in invoicing


PO   40 Notes can be entered on requisition that approver can see

        Requestor can attach files to requisition at header level, files can be individually
PO   41 printed or printed with document


PO   42 Requestor can attach files to requisition at line item level


PO   43 Split and allocate amount on single line item to multiple accounts by


PO   44                     Percentage


PO   45                     Dollar amount

        System limits accounts that requestor is available to charge to by role/department,
PO   46 multiple accounts ties to user


PO   47 System limits the commodity codes a requestor is able to select by role/department
        System flags purchase requisitions that apply to commodity codes under blanket
PO   48 purchase order contract

        Multiple line items on purchase requisition can default account information from
PO   49 header or allow account information to be keyed in


PO   50 Allow line items to be copied and replicated


PO   51 Allow purchase requisition templates to be created for routine purchases


PO   52 Allow purchase requisition templates to be created from purchase orders


PO   53 Allows creation of purchase requisition from purchase order


PO   54 Pre-encumbrance for purchase requisition created when:


PO   55                     Purchase requisition is released for approval


PO   56                     Purchase requisition is approved by department


PO   57 When purchase requisition is submitted, system provides budget check


PO   58 Budget control can set hard or soft errors by department


PO   59 Requisition can specify different shipping location at the line item level or header level


PO   60 System routes purchase requisition for approval according to:


PO   61                             Total dollar amount


PO   62                             Chart of Accounts


PO   63                             Account information on line item


PO   64                             Commodity code


PO   65                             Requesting department


PO   66                             Requesting user


PO   67                             Type of purchase (emergency)

        Workflow approval process can be different for each department/division (different
PO   68 departmental approvers, number of approvers, thresholds, etc.)


PO   69 Workflow approval allows escalation/assignment process that allows:


PO   70                         Requisition to move forward after pre-defined amount of time

                                Requisition to be forwarded to alternate approver after pre-
PO   71                         defined amount of time

                                Requisition to provide alert after pre-defined amount of time
PO   72                         (both backwards and forwards)


PO   73 Approver to designate alternate approver using effective start and end date


PO   74 System can automatically assign buyer to purchase requisition based on:
PO    75                     Commodity code


PO    76                     Dollar amount


PO    77                     Department


PO    78                     Availability of buyer


PO    79 Purchasing manager can override buyer assignment


PO    80 Buyer can assign requisition to alternate buyer


PO    81 Buyer can designate alternate buyer in the case of absence


PO    82 System allows users to cancel requisition before it is approved


PO    83 Once approved, system prevents users from making changes to requisition


PO    84 Buyer can choose to cancel entire req. or just individual line items


PO    85 Cancelled requisitions or cancelled requisition line items release pre-encumbrance

         System stores discount information per vendor and item and applies to purchase
PO    86 requisition


PO    87 Buyer can override discount information


PO    88 Discounts applied both at total and line item levels


           CREATE A PURCHASE ORDER


PO    89 System allows creation of purchase order directly (no purchase requisition)


PO    90 System allows create of purchase order from an existing requisition


PO    91 Purchase order number assigned automatically


PO    92 All fields on purchase requisition automatically populate purchase order

         When converting purchase requisition to purchase order, buyer can update any field
PO    93 on purchase order


PO    94 System accommodates the following type of purchase orders:

                         Discrete purchase orders (purchase order for specific quantity of
PO    95                 good or service)

                         Blanket purchase order (purchase order with vendor for specified
PO    96                 dollar amount)


PO    97 Multiple departments can purchase from blanket purchase order (if allowed)


PO    98 System restricts unauthorized departments from accessing blanket purchase order

         Allows multiple purchase requisitions (from one department or multiple departments)
PO    99 to be combined onto one purchase order


PO   100 Split one purchase requisition into multiple purchase orders
PO   101 Split and allocate amount on single line item to multiple accounts by


PO   102                     Dollar amount


PO   103                     Percentage


PO   104 System does not have a limit on number of accounts amount can be split between

         Creation of purchase order releases pre-encumbrance from purchase requisition
PO   105 and creates encumbrance


PO   106 Purchase order prints with the following information:


PO   107                            Original requesting department


PO   108                            Original requestor


PO   109                            Requestor contact information


PO   110                            Vendor name/number and order remit information


PO   111                            Buyer name and electronic signature/image


PO   112                            Print date / creation date


PO   113                            Expiration date


PO   114                            Delivery date


PO   115                            Payment terms


PO   116                            Ship to / bill to addresses


PO   117                            Multiple ship to addresses


PO   118                            Revision dates (if applicable, if PO was revised)


PO   119                            Contract information

                                    Any other information entered on purchase requisition or
PO   120                            purchase order


PO   121                            Line item detail descriptions

                                    All other line item information (quantity. UOM, unit price,
PO   122                            due date, chart of account, etc.)


PO   123                            Notes to be seen by Vendor on PO


PO   124                            Appropriate Sales and Use Tax


PO   125 System allows attaching documents to purchase order

         System allows requesting department or purchasing to query system to determine
PO   126 the approval status for the purchase order


PO   127 System provides notification to requester when purchase order is created
PO   128 System allows editing of notice based on user roles


PO   129 Purchase order sent to vendor through:


PO   130                     Email


PO   131                     Vendor self service portal


PO   132                     Hard copy


PO   133 System notifies vendor went purchase order is sent


PO   134 System allows purchase orders to be re-printed or re-sent


PO   135 System identifies re-printed purchase orders as duplicates

         System identifies revised purchase orders and indicates all changes that have been
PO   136 made


           MODIFY AN EXISTING PURCHASE ORDER


PO   137 Departments can request changes to existing purchase orders through workflow


PO   138 Any open purchase order can be modified by change order


PO   139 Buyers can add additional lines to purchase orders


PO   140 Buyers can add additional lines to purchase orders using copy function


PO   141 Departments can initiate request for a change to purchase order for


PO   142                        Increase quantity or amount


PO   143                        Decrease quantity or amount


PO   144                        Cancel line items


PO   145                        Add line items


PO   146                        Change of chart of account string


PO   147                        Extension of termination date


PO   148                        Add work order number

                                vendor changes (mergers, vendor name change, vendors
PO   149                        going out of business, etc.)

         Different changes required different workflow (chart of account uses different path
PO   150 than change in value)

         Require approval for change orders over a user-defined percentage of the original
PO   151 amount

         Changes to existing purchase orders for increase in quantity or amount follow original
PO   152 requisition or purchase order approval process

         Changes to existing purchase orders for decrease in quantity or amount could follow
PO   153 separate approval process
PO   154 Request to change purchase order pre-encumbers funds

         Approval of change to purchase order encumbers funds or releases encumbrance of
PO   155 funds

         Printing of modified purchase order clearly labels that purchase order has been
PO   156 changed


PO   157 Purchase order identifies information that was changed on header and line item

         System identifies revised purchase orders and indicates all changes that have been
PO   158 made

         When printing modified purchase order, all information and comments on original
PO   159 purchase order are reproduced on modified purchase order


           RECEIPT OF GOODS


PO   160 The system must allow the user to search for open items by PO# /vendor name


PO   161 The system must allow the user to record the receipt of:


PO   162                        Goods or services


PO   163                        Shipments received at multiple locations


PO   164                        Shipments received by multiple departments


PO   165                        Orders arriving in multiple shipments


PO   166                        Receiving of goods done at decentralized locations


PO   167                        At receipt, the following information is recorded:


PO   168                        Purchase order number


PO   169                        Receiving staff person ID


PO   170                        Freight liner with tracking number


PO   171                        Date and time


PO   172                        Damaged


PO   173                        Full receipt / partial receipt


PO   174                        Quantity / Amount received


PO   175 Acknowledgement of receipt done either by:


PO   176                        Entire purchase order


PO   177                        Each line item individually


PO   178                        Partial receipt of each individual line item

         After Receiver records damaged received goods system will create a shipping memo
PO   179 to have goods returned
PO   180 Receiver can record incorrect quantities (over the purchase order quantity).


PO   181 Partial receipt or partial payment of purchase order releases partial encumbrance

         Receiver or other user has option on partial receipt to close remaining amount of
PO   182 purchase order


PO   183 Receipt of a fixed asset requires that receiver enter the following information


PO   184                         Asset ID


PO   185                         Serial number


PO   186                         Description


PO   187                         Location


PO   188                         Other required fields by asset type

         Information captured on purchase order flows through to asset record (example:
PO   189 chart of account information)


PO   190 The system must trigger accounts payable process based upon receipt information.

         Receiver can change chart of account distribution on purchase order before payment
PO   191 (with workflow approval process)


PO   192 Identify orders that have not been received after a user-specified period of time


           VENDOR FILE


PO   193 Purchasing, AR, and AP share same vendor file


PO   194 Vendor number assigned automatically


PO   195 Automatic vendor number can be overridden


PO   196 Vendor file tracks the following required information for each vendor:


PO   197                         Vendor legal name


PO   198                         Vendor "doing business as" name (with cross references)


PO   199                         Vendor Tax ID


PO   200                         Vendor out of state/out of country form


PO   201                         Tax ID Status (W-9 Information)


PO   202                         Address (multiple addresses)


PO   203                         Contact person(s)


PO   204                         Contact information (phone, web, email)


PO   205                         Ethnicity
PO   206                        Preferred vendor type


PO   207                        Green Business


PO   208                        Local Vendor

                                Accommodates multiple vendor types, e.g., a business can be
PO   209                        both a green business as well as a small business.

                                Preferred payment method (ACH, check, etc.) and payment
PO   210                        information


PO   211                        Last date vendor utilized


PO   212                        Parent/child relationships


PO   213                        Commodities/services offered (from pre-defined list)


PO   214                        Active/Inactive status


PO   215                        Default chart of account information


PO   216                        Payment terms, e.g., discounts


PO   217                        MCC (Merchant Category Code)


PO   218                        Contractor/ Business license # (multiple licenses)

                                Expiration date for contractor/ business license # (multiple
PO   219                        licenses)


PO   220                        Shipping information


PO   221                        Pricing information


PO   222                        Discounts


PO   223                        Vendor financial information: bankruptcy, lien, etc.


PO   224                        Required 1099 information

                                Record shows all current and past contracts, PO's, and
PO   225                        payment history by defined criteria


PO   226 System prevents duplicate vendors by preventing duplicate vendor:


PO   227                        Tax ID


PO   228                        Name


PO   229                        Address

         System tracks preferred vendor for each commodity code / professional service
PO   230 category


PO   231 Track the details of vendor performance including complaints and resolution

         System allows users (with security access) to temporarily deactivate a vendor
PO   232 separately from the purchasing and AP process.
         System allows users (with security access) to merge two vendors and maintain
PO   233 history (example: duplicate vendor, or one vendor buys another)


           VENDOR PERFORMANCE


PO   234 The system tracks vendor performance including:


PO   235                         On-time delivery


PO   236                         Accuracy of order


PO   237                         Percent of damaged


PO   238                         Invoicing problems


PO   239                         Number of complaints


PO   240                         Responsiveness in resolving conflicts


PO   241                         Subjective rating of requestor, buyer, or receiver
                                 Cost escalation - unit prices (commodities), labor rates
                                 (service contract) contract amount/change orders
PO   242                         (Construction),


PO   243 Requestor, buyer, or receiver can enter vendor performance comments


           PURCHASING CARDS


PO   244 System integrates with CALcard (County purchasing card system)

         System provides automatic transfer of information from bank with purchasing card
PO   245 transaction details


PO   246 System will itemize the credit card purchase with account distribution.


PO   247 System will convert MCC to NIGP codes


PO   248 System will track cardholder by name or employee ID.

         System accommodates the flagging of individual credit card purchases as 1099
PO   249 eligible.


PO   250 System accommodates the flagging of individual credit card purchases as tax eligible.


PO   251 System tracks credit card purchases for 1099 statement to vendor

         System will alert user when purchasing card transaction covers item under
PO   252 contract/blanket purchase order

         System tracks credit card purchases for and applies purchases against any
PO   253 applicable contracts

         System automatically allocates purchase from purchasing card to correct chart of
PO   254 account code based on default set up for


PO   255                     Type of item purchase


PO   256                     Item purchased


PO   257                     Purchaser
PO   258                     Apply purchasing card transactions to contracts


           BID/QUOTE PROCESS


PO   259 Bid process used to accommodate:


PO   260                     Formal bids


PO   261                     Formal Request For Qualifications (non-price)


PO   262                     Formal Request For Proposals (Price, scope, qualifications)


PO   263                     Informal price quotes (request for quote, small purchase)


PO   264 System stores contract terms for creation of solicitations in the system


PO   265 System maintains and tracks all bids submitted in response to solicitation


PO   266 System allows submission of bids up until pre-determined date and time


PO   267 System accepts closed/sealed bids and keeps information hidden until bid opening


PO   268 Vendors self-register to be eligible to submit bids

         System forces vendors to submit required information when registering (example: W-
PO   269 9, contact info etc.)


PO   270 Vendors can register by the following to receive bids/solicitations


PO   271                     Commodity code


PO   272                     Service / Product type


PO   273                     Department issuing bid / solicitation


PO   274                      Other user defined values
         Vendors can submit questions, clarifications, requests for information regarding a
         specific bid to the buyer in the bid/quote/proposal portal. (Alternate spec and "or
PO   275 equal" requests may require submission of forms and product data)

         Buyer can reply to vendor question via bid/quote/proposal portal, either directly to
PO   276 vendor, or post to quote/bid/proposal for all vendors

         Buyer responses to vendor questions that are material to a quote/bid/proposal can be
PO   277 converted into an addendum that requires formal acknowledgment by vendors.


PO   278 Vendors can indicate preferred method of receiving addenda


PO   279                     Email


PO   280                     Vendor self service portal


PO   281 Vendors can log-on to self service and view all open solicitations


PO   282 Vendors can log-on to self service and view upcoming solicitations

         Vendors can log-on to self service and view all quotes/bids/proposals they have
PO   283 submitted on and view current status and final tabulations
PO   284 System allows for creation of distribution lists by:


PO   285                      Commodity code


PO   286                      Location of vendor (city/state)


PO   287                      Service / Product type


PO   288                      Pre-qualified vendors


PO   289 System allows bid number to be created automatically


PO   290 System can create a bid from a requisition

         System allows bid document (that is sent to vendors) to be created in the system that
PO   291 includes:


PO   292                      Standard contract terms and conditions (multiple)


PO   293                      Bid instructions


PO   294                      Bid specifications


PO   295                      Pricing submission specifications


PO   296                      Bid guidelines


PO   297                      Other documents that are uploaded into system

                              Large documents (>200MB) such as CAD drawings that are
PO   298                      uploaded into system


PO   299 System provides confirmation that vendor received solicitation (if through self service)


PO   300 System allows vendors to submit bids electronically through file upload


PO   301 System allows vendors to submit revised bid


PO   302 System allows vendors to remove a previously submitted bid.


PO   303 System allows vendors to submit multiple bids


PO   304 System allows County to create and distribute addenda to bidders list through


PO   305                      Vendor self service portal


PO   306                      Email


PO   307                      Fax


PO   308 System allows vendors to submit bids electronically through completion of forms


PO   309 System can record time, date of submitted bids


PO   310 System provides tools to tabulate and evaluate bids.
PO   311 System can rank bids by ability to meet pre-determined criteria


PO   312 System can rank bids using weighted criteria


PO   313 System can evaluate bids based on:


PO   314                        Unit Price


PO   315                        Quantity


PO   316                        Price for entire bid


PO   317                        Price per extended line item in bid


PO   318                        Price by group


PO   319                        Performance rating of vendors


PO   320                        Vendor experience


PO   321                        Vendor qualifications (meet or not meet)


PO   322                        Other pre-determined submission requirements
         System can give price preference to certain vendor based on criteria set by
         purchasing (example: local vendor identified by address, zip code, county, etc,
PO   323 receives a 5% bid preference


PO   324 System can screen bids failing to meet minimum qualifications


PO   325 System tracks and maintains history of all bids


PO   326 System converts awarded bid to contract or PO


PO   327 System can split one bid into multiple contracts


PO   328 System can combine multiple bids into one contract


PO   329 System maintains link between purchase requisition, bid, and contract

         System supports technical evaluations (strengths, weaknesses, etc. subjective
PO   330 criteria by panel, predetermined criteria for evaluation)

         Bid tabulations and proposal evaluations, once determined final by buyer, can be
PO   331 posted publicly and through vendor self-service when buyer determines


           CONTRACT ADMINISTRATION


PO   332 System handles the following type of contracts:


PO   333                        Purchasing contracts (formal bids)


PO   334                        Construction contracts


PO   335                        Professional Service Contracts


PO   336                        Multi-Year Contracts
PO   337                        Revenue Contracts


PO   338                        Property leases


PO   339 Workflow approval process for establishing contract is determined by:


PO   340                        Department


PO   341                        Type of contract


PO   342                        Amount


PO   343 Contract module can track payment schedules


PO   344 System handles multi-vendor contracts


PO   345 System allows option of encumbering value of contract or not encumbering


PO   346 Purchase requisitions pre-encumber funds against a contract


PO   347 System allows encumbrances to be split across multiple fiscal years


PO   348 Purchase orders encumber funds against a contract

         Contracts with vendor linked to commodity code number, stock number or other
PO   349 identifier

         Attempted purchase requisitions for commodity codes or stock numbers under
PO   350 contract will provide a notification alert


PO   351 Contracts are established with the following information:


PO   352                        Chart of Account information


PO   353                        Total Amount


PO   354                        Phases / Milestones/Tasks


PO   355                        Amount by Milestone/Phase/Tasks


PO   356                        Start date


PO   357                        End date


PO   358                        Renewal information


PO   359                        Vendor and related data


PO   360                        Contract Code/Type


PO   361                        Description of services


PO   362                        Commodity code


PO   363                        Stock number
PO   364                        Contract administrator contact information


PO   365                        Eligible departments to use contract


PO   366                        Amount per Department


PO   367                        Amount per other user defined needs


PO   368                        Eligible purchases for contract


PO   369                        Payment schedule, to include rates for defined items


PO   370                        Contingency amount


PO   371                        Multiple types of contingency (owner, contractor)


PO   372                        Retainage


PO   373                        Source of contract (RFP, sole source, etc.)


PO   374                        Insurance information


PO   375                        Insurance expiration dates


PO   376                        Sub-contracts

                                System generate notification to end-user departments a pre-
PO   377                        defined number of days before contract expiration


PO   378 Chart of Account information for contract can be split between accounts by:


PO   379                        Pre-defined dollar amount


PO   380                        Percentage


PO   381                        Milestone / Phase


PO   382 Contracts can be converted to a purchase order

         System can apply purchase orders/requisitions against contracts or blanket purchase
PO   383 orders


PO   384 System validates purchase orders against contract for appropriate :


PO   385                        User


PO   386                        Date


PO   387                        Dollar amount


PO   388                        Department


PO   389                        Chart of Account information


PO   390                        Commodity code / item / service
PO   391 The following changes initiate workflow approval before change is made


PO   392                     Change in contract dollar amount


PO   393                     Change in eligible uses of contract


PO   394 System tracks multiple contracts per vendor (at the same time)


PO   395 The system must track multiple payments against a single contract.

         The system must track service performance against a contract (e.g., milestones
PO   396 and/or deliverables).

         The system must track and auto flag contract expiration dates with sufficient lead
PO   397 time to extend or re-solicit contract.


PO   398 The system must allow user to record and auto calculate retention amounts by:


PO   399                             Deliverable/task


PO   400                             % Completion


PO   401                             Dollar amount

         System allows multiple rates of retention based on project progress: for example,
PO   402 first half 10%, second half 5%


PO   403 System supports collection of payments to escrow in lieu of retention


PO   404 System allows users to attach files to contract

         The system records and tracks contract limits at user specified levels of detail over
PO   405 the life of the contract (e.g., 50% expended at half-way point in project).

         The system tracks and auto flag contract extension dates with sufficient lead time to
PO   406 re-solicit the contract.

         The system tracks and auto flag contract extension dates with sufficient lead time to
PO   407 extend contract.

         System notifies users when thresholds are approached (example: total contract
PO   408 amount, amount of phase, etc.)


PO   409 System identifies related contracts (old contract, replacement contract etc.)


PO   410 System tracks amount for contract renewals by total contract and/or by each renewal

         System allows for drill down to show all purchase orders, requisitions, payment and
PO   411 vendor detail associated with contract


PO   412 System allows parent/child relationship for contracts


PO   413 Search for a contract in system by:


PO   414                             Contract Number


PO   415                             Department


PO   416                             Vendor


PO   417                             Description of services (both Header and line item)
PO   418                             Commodity Code


PO   419                             Chart of Account Segment


PO   420                             Start date/end date (both actual and ranges)


PO   421                             Status


PO   422 Contracts can be assigned to departmental user for administration


PO   423 Mass and individual update to contracts by selected percentage


           END OF YEAR PROCESSING


PO   424 Select open purchase orders can be carried over to the next fiscal year


PO   425 Select open purchase requisitions can be carried over to the next fiscal year

         Rolled purchase requisitions and purchase orders will carry over encumbrance and
PO   426 pre-encumbrance


PO   427 After end of fiscal year, purchases can be applied to old fiscal year

         System allows purchase orders to be closed prior to end of fiscal year and re-opened
PO   428 (new PO) in new fiscal year


PO   429 Closes purchase orders by either closing:


PO   430                                 All purchase orders


PO   431                                 Select purchase orders

                                         Criteria to select open purchase orders for close at
PO   432                                 end of year includes:


PO   433                                 Dollar amount


PO   434                                 Chart of Accounts


PO   435                                 Buyer


PO   436                                 Status


PO   437                                 Service / Product type


PO   438                                 Age of encumbrance

                                         Purchase order type (example: blanket PO, purchase
PO   439                                 by item, etc)


PO   440                                 Issue Date


PO   441                                 Termination Date


PO   442                                 Vendor


PO   443 Closed purchase orders at end of year release encumbrance on budget and contract
           VENDOR SELF SERVICE


PO   444 Vendor self service capabilities allows vendors to perform the following actions:


PO   445                         Register with County


PO   446                         Change address

                                 Identify appropriate addresses for purchase orders, bids, other
PO   447                         notifications, etc.


PO   448                         Update email address

                                 Identify appropriate email address or addresses for purchase
PO   449                         orders, bids, other notifications, etc.


PO   450                         Add alternate address and all information for alternate site


PO   451                         Identify as being part of preference category


PO   452                         Indicate type of work offered


PO   453 System allows for multiple self service user accounts for each vendor


PO   454 Vendors can view same information as collected on the vendor record


PO   455 Provide certifications, qualifications, and required forms (W-9, etc.)


PO   456 Select commodities or services that are provided by codes (NIGP, other)


PO   457 Changes to vendor file are routed through workflow and must be approved


PO   458 Vendors view the following through vendor self service:


PO   459                         Open purchase orders


PO   460                         Active Solicitations

                                 Status of quotes/bids/proposals submitted (link to final
PO   461                         tabulation results, etc.)


PO   462                         Status of invoice payments


PO   463                         Messages to select vendors


PO   464                         Active contracts

         System allows all contracts and contract payments to be published to website and
PO   465 viewed by anyone
                                                                                                                   Summary
Functional Category: Project Accounting                                                                            Statistics                                  155                                                                            155
Available Response Codes                                                                                           Code                                                    Count                                                                            Count
F        Provided fully functional out of the box or with configuration (no custom development)                    F                                             0                       0                                                      0                            0
CU       Customization/Software Enhancement (Any custom development)                                               CU                                            0                       0                                                      0                            0
TP       Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)        TP                                            0                       0                                                      0                            0
SR       Provided with Standard Report                                                                             SR                                            0                       0                                                      0                            0
CR       Custom Report Development Required                                                                        CR                                            0                       0                                                      0                            0
N        Not Included in this Proposal                                                                             N                                             0                       0                                                      0                            0
                                                                                                                                                          Software                                                          Implementation (IMP)
    Reference                                                                                                        Software     Module(s)/Sub-module(s) Required                                               Module(s)/Sub-module(s) Required
     Number                                                  Functional Requirements                                 Capability        to Fulfill Requirements       Software Comments       IMP Scope   Phase        to Fulfill Requirements       Implementation Comment


                        GENERAL REQUIREMENTS


 PROJ               1 Supports multiple-year projects


 PROJ               2 Projects are identified as: (could be more than one)


 PROJ               3                         Capital projects


 PROJ               4                         Operating projects


 PROJ               5                         Special projects


 PROJ               6                         Maintenance projects


 PROJ               7                         Bond project

                      Supports parent/child relations for projects and sub-projects (list any limitations in the
 PROJ               8 comments column)


 PROJ               9 Sytsem interfaces with GIS


                        PROJECT PLANNING


 PROJ             10 Tracks proposed projects by:


 PROJ             11                          Budget


 PROJ             12                        Schedule (5-Year, 10-Year, 20-Year)


 PROJ             13                        Type


 PROJ             14                        Proposed Funding Sources


 PROJ             15                        Prioritization


 PROJ             16 Allows for Approval Routings of Documents


                        CREATE PROJECT


 PROJ             17 System allows project numbers to be assigned


 PROJ             18                               Automatically


 PROJ             19                               Manually


 PROJ             20 Maintains the following general financial project information:
PROJ   21                          Status: Fully funded, partially funded, non-funded


PROJ   22                          Project budget


PROJ   23                          Encumbrances


PROJ   24                          Expenditures


PROJ   25                          Balance sheet accounts (example: receivables, retainage)


PROJ   26                          Revenues


PROJ   27                          Funding Sources (multiple funding sources for each project)


PROJ   28                          Penalties


PROJ   29                          Amendments/Change orders


PROJ   30                          Reimbursement Resolutions


PROJ   31 Track following information on project


PROJ   32                          Milestones

                                   Bond Ordinance (one project may have multiple bond ordinances
PROJ   33                          associated with it)


PROJ   34                          Board of Supervisor district


PROJ   35                          Geographic area


PROJ   36                          Address


PROJ   37                          GIS Coordinates


PROJ   38                          Parcel Number


PROJ   39 Budgetary control level can be set at different level for each project by


PROJ   40                          Chart of Account segment


PROJ   41                          Milestone / Phase


PROJ   42                          Entire Project


PROJ   43 Budget control can be set for


PROJ   44                          Fiscal year


PROJ   45                          Calendar year


PROJ   46                          Month


PROJ   47                          Other user defined period
PROJ   48 Tracks the following dates:


PROJ   49                           Planned Project start date


PROJ   50                           Actual project start date


PROJ   51                           Start date for phase (for determining eligible expenditures)


PROJ   52                           End date for phase (for determining eligible expenditures)


PROJ   53                           Planned project completion date


PROJ   54                           Actual project completion date


PROJ   55                           Substantial completion date


PROJ   56                           Other key dates and completion for milestones


PROJ   57 Projects can be established across multiple funds and departments


PROJ   58 Projects are linked to:


PROJ   59                  Fixed Assets


PROJ   60                  Grants


PROJ   61                  Contracts/ Purchasing Module


PROJ   62                  Other projects


PROJ   63 Projects identify source of revenue (funding)


PROJ   64 Projects can have multiple sources of revenue


PROJ   65 Projects and project phases have the following status:


PROJ   66              Active


PROJ   67              Inactive


PROJ   68              Pending (Cannot post financial transactions)


PROJ   69              Closed (Cannot post financial transactions)


PROJ   70              Other

          System will identify and track phases of a project (e.g. design, pre construction,
PROJ   71 construction, post construction, completed)


PROJ   72 Combine /split projects (reorganizations) and maintain an audit trail of such actions.


            PROJECT BUDGET DEVELOPMENT


PROJ   73 System contains project budget forecasting capabilities
PROJ   74 System provides cash flow projections for projects through user defined criteria

          Accommodates multiple fiscal year schedules (projects can be budgeted and tracked
PROJ   75 across more than one fiscal year)


PROJ   76 Project budgets can be entered and displayed by:


PROJ   77                  Fiscal Year


PROJ   78                  Calendar Year


PROJ   79                  Month


PROJ   80                  User defined period


PROJ   81 System will track change orders against initial project.


PROJ   82 Project budgets can be controlled by the following elements:


PROJ   83              Fiscal year


PROJ   84              Sponsor fiscal year


PROJ   85              Funding source budget year


PROJ   86              Department (if multiple departments on the same project)


PROJ   87              Phase


PROJ   88              Entire project


PROJ   89              Sub phase / task of project
                       Activities (may be developed as separate types of work towards projects as
                       opposed to project tasks or phases which may be defined units in a scope of
PROJ   90              work)


            ACTIVITY TRACKING


PROJ   90 System allows for tracking direct costs to project through:


PROJ   91                      Purchasing system


PROJ   92                      Accounts payable


PROJ   93                      Journal entries


PROJ   94                      Interface with HRMS System (High Line) for labor costs

                               Interface with other existing work order and cost accounting systems
PROJ   95                      (Solomon and SAP)

          System allocates indirect costs to projects based on pre-determined cost drivers and
PROJ   96 allocation schedules


PROJ   97 Direct and indirect costs allocated using different calculations for different costs/projects


PROJ   98 Projects can track the following:
PROJ    99                 Scope


PROJ   100                 Changes in Scope


PROJ   101                 Approvals of Changes in Scope


PROJ   102                 Variances


PROJ   103                 Approvals of Variances


PROJ   104                 Percent Complete


PROJ   105                 Expenditures (from purchasing module)


PROJ   106                 Direct payments (not through purchasing)

                           Hours for Project (direct hours) - from time and attendance module and
PROJ   107                 work order systems


PROJ   108                 Salary Costs (direct costs)

                           Overhead costs (indirect costs) with ability to manually override overhead
PROJ   109                 allocation


PROJ   110                 In kind matches


PROJ   111                 Revenues


PROJ   112                 Equipment costs


PROJ   113                 Material costs and quantities



PROJ   114                 Supplies from inventory


PROJ   115                 Contractor costs/professional services


PROJ   116 System used to calculate productive hours for:


PROJ   117                 Employees/Positions


PROJ   118                 Crews


PROJ   119                 Divisions


PROJ   120                 Department

           System projects costs of ongoing projects in the future (based on actual costs already
PROJ   121 recorded)

           System will allocate the cost of projects by business rules (example: matching funds,
PROJ   122 identify eligible expenses to revenues)

           Track and view direct and indirect costs associated with a project, including assessment of
PROJ   123 fringe benefit and/or overhead costs associated with direct project labor

           System identifies eligible expenses for reimbursement based on criteria identified for each
PROJ   124 project


             PROJECT REVENUE / FUNDING SOURCES
PROJ   125 System will split the cost of projects across various funding sources by


PROJ   126                   Percentage (e.g. 70% grant, 30% bond)


PROJ   127                   Dollar amount


PROJ   128                   Bond authorization (multiple -levels)

           System will track the prioritization of funding sources for projects (e.g. grants, ad valorem -
PROJ   129 example: charge grant first, then other sources)


PROJ   130 System allows changing prioritization of funding sources during project

           Track approved funding not yet applied to project (claims on reserves, claims on future
PROJ   131 bond issues…etc)


PROJ   132 System allows revenue source to be split across multiple projects


PROJ   133 System can assign multiple single revenues sources to be used for single project

           System allows multiple revenue sources to be split across multiple projects (each project
PROJ   134 has multiple sources)


PROJ   135 System tracks project cash in County pooled cash fund


PROJ   136 System applies interested earned to project


             PROJECT MANAGEMENT

           All project information can be viewed using dashboards where important information is
PROJ   137 available upon signing in to project managers and other key personnel


PROJ   138 Provide ability for project managers to input periodic status input


PROJ   139 Interface with project schedule/management tools to update project status


PROJ   140                       Microsoft Project


PROJ   141                       Primavera


             PROJECT BILLING


PROJ   142 System can generate invoice to bill for any project costs (bill to contractor, citizen, or grant)


PROJ   143 System can automatically generate invoice for appropriate billable expenses at:


PROJ   144                   End of project


PROJ   145                   Completion of milestone / phase


PROJ   146                   Any point (bill current charges)


PROJ   147 Project billing based on:


PROJ   148                   Standard rates


PROJ   149                   Standard rates associated with productive hours
PROJ   150                  Actual expenses (using current salary information)


PROJ   151                  Actual expenses plus percentage

                            Actual expenses plus overhead calculation (with ability to manually override
PROJ   152                  overhead allocation)


PROJ   153 System automatically creates correct journal entry postings for internal billing


PROJ   154 Internal billings must go through workflow approval prior to posting
           System validates that multiple project billings do not exceed the bond authorization,
           reimbursable budget (example: project billings to other governments that can't exceed
PROJ   155 contract amount)


             PROJECT CLOSE

           System allows carry forward or not carry forward fiscal year appropriations at year-end for
PROJ   156 multi-year projects


PROJ   157 Prevents deletion of a project or project account which has activity associated with it


PROJ   158 Closes project using effective dating


PROJ   159 Effective dating for closing project phases or sub projects


PROJ   160 Updates the following types of accounts during a close:


PROJ   161                  Capital Assets


PROJ   162                  Expenditures


PROJ   163 Close of projects does not lose detailed history of project


PROJ   164 Close each phase of a project separately e.g. close design but leave construction open.
           Ability to Close individual work orders or tasks in advance of project closeout to control
           spending.
PROJ   165

           Allow soft close to project that doesn't allow new expenditures but does allow final cost
PROJ   166 adjustments


PROJ   167 System generates project profit and loss statement (could occur at any time during project)


             PROJECT CAPITALIZATION


PROJ   168 Expenditures for capital project can be identified as capitalized expenses


PROJ   169 System will separate one project into multiple categories when added to fixed assets.

           System will move a project to Fixed Assets but allow for any subsequent expenditures to
PROJ   170 be charged to that project.

           Transfers construction-in-progress accounts to fixed asset accounts at project close or
PROJ   171 completion


PROJ   172 System allows creation of asset before project close


PROJ   173 One project can be converted into multiple assets


PROJ   174 System allows users to determine what costs should be capitalized
                                                                                                                    Summary
Functional Category: Grants                                                                                         Statistics                                  142                                                                            142
Available Response Codes                                                                                            Code                                                    Count                                                                            Count
F        Provided fully functional out of the box or with configuration (no custom development)                     F                                             0                       0                                                      0                            0
CU       Customization/Software Enhancement (Any custom development)                                                CU                                            0                       0                                                      0                            0
TP       Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)         TP                                            0                       0                                                      0                            0
SR       Provided with Standard Report                                                                              SR                                            0                       0                                                      0                            0
CR       Custom Report Development Required                                                                         CR                                            0                       0                                                      0                            0
N        Not Included in this Proposal                                                                              N                                             0                       0                                                      0                            0
                                                                                                                                                           Software                                                          Implementation (IMP)
    Reference                                                                                                         Software     Module(s)/Sub-module(s) Required                                               Module(s)/Sub-module(s) Required
     Number                                                 Functional Requirements                                   Capability        to Fulfill Requirements       Software Comments       IMP Scope   Phase        to Fulfill Requirements       Implementation Comment


                        GENERAL REQUIREMENTS


   GA               1 Grants may have the following status:


   GA               2                    Application (not sure if grant has been awarded)

                                         Waiting for approval (need multiple approval statuses to indicate which
   GA               3                    level of approval is pending)


   GA               4                    Pending (awarded, but not executed)


   GA               5                    Active


   GA               6                    Inactive


   GA               7                    Other


   GA               8                    Closed


   GA               9 Grants utilize effective dating to set grant status


                        APPLICATION


   GA             10 Departments can use system to view all grant applications

                     Grant application approvals can be routed for approval through workflow based on the
   GA             11 following:


   GA             12                     Automatically


   GA             13                     Type of grant


   GA             14                     Department


   GA             15                     Amount of grant


   GA             16                     Matching funds required (in dollar amount or as percent of grant amount)


   GA             17                     Amendments


   GA             18                     Years or duration


   GA             19                     Dollar threshold


                        AWARD / SET UP


   GA             20 Establish Grant Budgets in accordance with Grant award.
GA   21 Information from grant application transferred to grant award set up


GA   22 System allows for parent/child relationships on grants


GA   23 System allows dividing grant into multiple sub grants


GA   24 System uploads grant information from external system


GA   25 Tracks the following grant information:


GA   26                 Grant number


GA   27                 Source where grant was found


GA   28                 Grant name


GA   29                 CFDA/CSFA Number


GA   30                 CFDA/CSFA Name


GA   31                 Multiple CFDA/CSFA Numbers and Names


GA   32                 Grant description (free form text)


GA   33                 Grantor


GA   34                 Funding source


GA   35                 Multiple funding sources


GA   36                 Date application submitted


GA   37                 Date application approved or denied


GA   38                 Original grant approval amount


GA   39                 Grant budget (integrates with budget module)


GA   40                 Reimbursement Type


GA   41                 Grant fiscal calendar


GA   42                 Award date


GA   43                 Grant beginning date


GA   44                 Grant expiration date


GA   45                 Letter of credit/draw-down


GA   46                 Responsible department (could be multiple)


GA   47                 Department contact (could be multiple)
GA   48                 Reimbursement schedule


GA   49                 Letter of Intent to award date


GA   50                 Match for grants (multiple types: cash, in-kind, leveraging, etc.)


GA   51                 Interest remitted to grantor or allowed to be spent on grant activities


GA   52                 Grant transaction detail


GA   53                                  Grant expenditures


GA   54                                  Salary and Benefits


GA   55                                  Other operating expenses


GA   56                                  Equipment purchases (reimbursable)


GA   57                                  Equipment charges (usage)


GA   58                                  Federal A-87 indirect cost allocation


GA   59                                  Grant Interest


GA   60                 Grant Compliance Information


GA   61                                  Eligible expenditures

                                         Non-financial information (demographics, performance
GA   62                                  measures)


GA   63 System assigns grant numbers


GA   64                     Automatically


GA   65                     Manually


GA   66 Establish reimbursable budgets for:


GA   67                 Total grant


GA   68                 Grant phase


GA   69                 Monthly / Quarterly


GA   70                 Fiscal year


GA   71                 Multiple years


GA   72                 Grantor fiscal year


GA   73 Grant budgets can tie to projects


GA   74 System allows creating milestones/phases within a grant
GA    75 Each milestone/phase can be set with different


GA    76                  Budget


GA    77                  Grant Compliance Information


GA    78                  Eligible expenditures


GA    79                  Contact person


GA    80                  Eligibility dates


GA    81 System validates transactions posted to grant against


GA    82                  Eligible dates


GA    83                  Eligible expenditure types


GA    84 System tracks donations


GA    85 System tracks any restrictions to donation


GA    86 Grant identifies portion of grant subcontracted to third party


GA    87 Ability to charge overhead on subcontracted portion of the grant


           ACTIVITY TRACKING


GA    88 Captures all financial grant activity through the general ledger


GA    89 Tracks and reports grant activity by:


GA    90                  Active fiscal year and all years within the grant contract


GA    91                  Inception to date, life of grant (over multiple fiscal years)


GA    92                  Sponsor's/Grantor fiscal year


GA    93                  Type of grant


GA    94                  County Contract Number


GA    95                  Grantor's contract Number


GA    96 Supports multi-year tracking process for expenditures

         Calculates indirect costs associated with any grant based on either percentage, fixed
GA    97 amount (or not at all) and provides system generated entries:


GA    98              Per grant


GA    99              Per type of grant


GA   100 Interest earnings are calculated and allocated to the grant as required
GA   101 Identifies whether interest can be spent or must be remitted

         System will track multiple types of program revenue per grant (example: principal and
GA   102 interest and program income)

         System will calculate Federal, State, Contribution and Local portion of expenses. (matching
GA   103 $$)


GA   104 Automated transfer for grant matching


GA   105 System will track advance payments on grants.

         System alerts when actual expenditures exceed grant terms (period, phase, expense
GA   106 category, etc.).


GA   107 System alerts when actual revenues exceed grant terms (period, amount, etc.).


GA   108 Tracks program compliance and financial compliance of the grant


GA   109 Captures grant expenditures and revenues by:


GA   110                 Funding source


GA   111                 Grant


GA   112                 Phase within a grant


GA   113                 Activity


GA   114                 Program


GA   115                 General ledger account numbers


GA   116                 Grant purchase orders and encumbrances


GA   117                 Grant status codes


GA   118                 Project


GA   119                 Function and Activity


GA   120                 Grantor


GA   121                 Invoice


GA   122                 Type of work (grant only applies to select activities that are part of project)


GA   123                 Type of grant (federal, state, etc.)


GA   124                 CFDA number


GA   125                 CFSA number

         Supports unique match rates for (e.g., personnel at 100% and supplies at 25% for grant 1,
GA   126 personnel at 90% and supplies at 40% for grant 2):


GA   127                 Grant
GA   128                  Grant phase


GA   129                  Individual object


GA   130                  Group of objects


GA   131 System allows County to use some grants as a match for other grants

         Prohibits processing of grant-related expenditure transactions not within grant service dates
GA   132 (with override capability based on security)

         Prohibits processing of grant-related revenue and expenditure transactions outside of the
GA   133 grant service dates (with override capability based on security)


GA   134 System separates out salaries vs. benefits for grant reimbursement

         The system must roll over the following from one grant year to the next for multi-year
GA   135 grants, until the grant expires:


GA   136                  Appropriations


GA   137                  Revenue sources


GA   138                  Encumbrances


GA   139                  Expenditures


GA   140 System allows users to pre-commit grant funds and create an encumbrance

         When grant funds are pre-committed, creating a purchase order for pre-committed funds
GA   141 does not double commit funds


GA   142 System calculates interest earning on advanced payment grants


           BILLING

         The system must interfaces with Accounts Receivable to provide all billing, aging, and
GA   143 tracking capabilities.


GA   144 Generates revenue/receivable transactions from grants expenditure data


GA   145 Reimbursable budgets control expenditures available for grant billing


GA   146 System validates billing to ensure that grant billings do not exceed the reimbursable budget


GA   147 Produces an invoice based on the direct and indirect costs

         Reports and bills different types of costs for providing a service against revenue for that
GA   148 service such as:


GA   149                  Actual costs


GA   150                  Billable costs


GA   151                  Invoiced costs


           GRANT MANAGEMENT AS SPONSOR


GA   152 System is used to track pass through grants
GA   153 System is used to track grants to other organizations


GA   154 System allows creation and tracking of loans to external organizations


GA   155 System tracks amortization schedules for provided loans


GA   156 System provides loan billing through AR


GA   157 Attach files to loans (pdf, excel, word, etc)
                                                                                                              Summary
Functional Category: Fixed Assets                                                                             Statistics                                  152                                                                            152
Available Response Codes                                                                                      Code                                                    Count                                                                            Count
F        Provided fully functional out of the box or with configuration (no custom development)               F                                             0                       0                                                      0                            0
CU       Customization/Software Enhancement (Any custom development)                                          CU                                            0                       0                                                      0                            0
TP       Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)   TP                                            0                       0                                                      0                            0
SR       Provided with Standard Report                                                                        SR                                            0                       0                                                      0                            0
CR       Custom Report Development Required                                                                   CR                                            0                       0                                                      0                            0
N        Not Included in this Proposal                                                                        N                                             0                       0                                                      0                            0
                                                                                                                                                     Software                                                          Implementation (IMP)
    Reference                                                                                                   Software     Module(s)/Sub-module(s) Required                                               Module(s)/Sub-module(s) Required
     Number                                                 Functional Requirements                             Capability        to Fulfill Requirements       Software Comments       IMP Scope   Phase        to Fulfill Requirements       Implementation Comment


                        GENERAL REQUIREMENTS


   FA               1 The system is compatible with all GASB 34 requirements


   FA               2 System is used to track:


   FA               3               Capitalized items


   FA               4               Non-capitalized items


   FA               5 Identifies assets based on capitalization threshold


   FA               6                         Fixed   assets = over $5,000


   FA               7                         Buildings = over $25,000


   FA               8                         Infrastructure = over $100,000


   FA               9                         Intangibles = over $100,000


   FA             10 Override threshold to identify as capitalized / non-capitalized


   FA             11 System tracks the following categories of assets:


   FA             12                     Land


   FA             13                     Buildings


   FA             14                     Improvements


   FA             15                     Equipment


   FA             16                     Furniture and fixtures


   FA             17                     Vehicles


   FA             18                     Capitalized leases


   FA             19                     Infrastructure


   FA             20                     Conveyances


   FA             21                     Intangible Assets


   FA             22 System tracks donated assets (developer donated land and infrastructure)
FA   23 System allows upload of multiple assets at once


FA   24 System interfaces with GIS


          ASSET TRACKING


FA   25 Tracks assets with shared ownership (shared with other external organizations)

        Track percentage of asset owned for shared assets that can be different for each asset
FA   26 (example: 35%/65%)

        Assets can be grouped, e.g. Ability to create user defined "groups” which identifies a group
        of assets that form a system. Allows capturing data (costs and information) about the
FA   27 process as a whole rather than a specific asset (e.g. equipment).


FA   28 Asset can have multiple account distributions

        System must link component units (parent/child relationship) whereby each component
FA   29 maintains its own financial and historical information and depreciable life.


FA   30 System accommodates parent child relationships for assets


FA   31 System tracks property being accounted for on a lease purchase.

        System maintains detailed property information required to identify and track assets
FA   32 including:


FA   33                 Asset number


FA   34                 Alternate department asset ID


FA   35                 Asset type


FA   36                 Asset class


FA   37                 Chart of Account distribution


FA   38                 Asset acquisition date


FA   39                 In-service date


FA   40                 Asset condition (photos, ratings)


FA   41                 Asset status (e.g., inactive)


FA   42                 Cost


FA   43                 Vendor


FA   44                 Manufacturer


FA   45                 Model year


FA   46                 Model number


FA   47                 Horsepower


FA   48                 Serial number
FA   49                  Employee name for employee to which asset is assigned to (if applicable)


FA   50                  Employee number for employee to which asset is assigned to (if applicable)


FA   51                  Driver license number of the employee asset is assigned to (if applicable)


FA   52                  Warranty/maintenance information


FA   53                  Maintenance company


FA   54                  Disposal information


FA   55                  Lease asset information (if applicable)


FA   56                  Estimated useful life


FA   57                  Replacement cost


FA   58                  Depreciation schedule (method and life)


FA   59                  Depreciation convention (beginning of month, half-year, mid-month, etc.)

                         Disposal limitations (grant prohibits sale or sale proceeds go to funding
FA   60                  agency)


FA   61                  GIS coordinates


FA   62                  Acquisition method (Purchase, Contribution, Construction, etc.)


FA   63 System records insurance information including:


FA   64                  Insurance company name


FA   65                  Insurance company address


FA   66                  Insurable value


FA   67                  Policy number


FA   68                  Policy period (term)


FA   69                  Type of coverage


FA   70                  Liability limits


FA   71                  Premium


FA   72                  Expiration date


FA   73                  Other user-defined fields (define limitations)


FA   74 Track the specific location of an asset by:


FA   75                  Building and room number
FA   76                  Address


FA   77                  Address: Range: Node to Node


FA   78                  Parcel number


FA   79                  Legal description


FA   80                  Floor plan


FA   81                  GIS coordinates (interactive link with maps)


FA   82                  GPS coordinates (interactive link with maps)


FA   83 Record and accumulate maintenance information for individual fixed assets.


FA   84 System tracks asset utilization from:


FA   85                  Utilitization from other modules (work orders)

                         Utilization from other systems (fuel system, other asset management -
FA   86                  SCADA)


FA   87                  Manually entered utilization

        System maintains online maintenance history and cost information and warranty/service
FA   88 agreement information for assets


FA   89 System records and tracks regular/preventive maintenance performed on selected assets


FA   90 System stores and tracks work order history for assets and associated costs


FA   91 If asset is replacement of other asset, it references old asset


           ASSET ACQUISITION


FA   92 Allows effective date posting for asset acquisition


FA   93 System assigns asset number(s)


FA   94                  Automatically


FA   95                  Manually


FA   96 System identifies potential fixed assets from purchasing module by


FA   97                  Chart of Accounts


FA   98                  Dollar


FA   99                  Item number


FA   100                 Manually


FA   101                 Commodity Codes
FA   102 System identifies potential fixed assets from accounts payable module by


FA   103                  Chart of Accounts


FA   104                  Dollar


FA   105 System allows creation of asset that does not flow through purchasing or accounts payable


FA   106                      Asset below purchasing dollar threshold


FA   107                      Donated asset


FA   108 System is able to copy an asset record to create a similar asset record


FA   109 System allows templates for creation of many assets

         System is able to identify/record all capitalizable costs associated with the construction or
FA   110 purchase/acquisition of an asset


FA   111 System allows uses to identify/classify costs as capitalized costs / non capitalized costs

         System captures activity/costs incrementally resulting from several government
FA   112 departments working concurrently on a project

         System can recognize fixed/capital assets when they are completed, regardless of whether
FA   113 the project has been completed/closed


           ASSET MODIFICATION

         System can track improvements to the asset and keep a detailed record of specific
FA   114 improvements


FA   115 System can track decreases to the asset and keep a detailed record of specific decreases


FA   116 System allows splitting asset


           ASSET RETIREMENT


FA   117 Allows effective date posting for asset retirement

         System records the following information related to disposals, trade-ins, missing, lost, or
FA   118 stolen assets:


FA   119                  Reporting individual


FA   120                  Date of occurrence or date first noticed missing


FA   121                  Description of circumstances surrounding the disappearance/disposition


FA   122                  Steps taken to locate item


FA   123                  Disposal date


FA   124                  Disposal amount


FA   125                  Disposal method


FA   126                  Original cost
FA   127                  Accumulated deprecation


FA   128                  Book value


FA   129                  Disposal type:

                                       Surplus, scrapped, cannibalized, lost, stolen, donated, trade-in,
FA   130                               impaired, etc.


FA   131                               Sold at auction


FA   132                               Discard


FA   133                  Proceeds, if any


FA   134                  Cost of disposal (i.e., transportation costs & commissions)


FA   135                  Like-kind exchange

                          Provide for a reconciliation of proceeds per the Fixed Assets module and
FA   136                  revenue reported in the General Ledger.


FA   137 Tracks estimated useful life for asset


FA   138 Attach grant expiration date to asset and notify users when expiration date is imminent
         System will flag assets with disposal restrictions and display the restriction message for
         user handling (e.g., federal grant items that must be returned to the federal government or
FA   139 contract forbids County from disposing)

         System flags donated items during disposal. (donated items may need to go back to
FA   140 grantor)


FA   141 Audit trail on changes of location (maintain history of location change)


           TRANSFER OF ASSET


FA   142 Allows effective date posting for asset transfer


FA   143 Update records based on transfers within organizations.

         System allows transfer of fixed assets, including partial transfers, within or between
FA   144 locations/organizations at the individual asset level

         System allows assets to be transferred between funds and automatically makes all
FA   145 necessary accounting entries


FA   146 Assets that have been transferred maintain detailed history


           DEPRECIATION


FA   147 System provides the following depreciation functionality:


FA   148                  Provide depreciation schedules on fixed assets

                          Automatically calculate depreciation in accordance with the depreciation
FA   149                  method and convention designated for an asset

                          Maintain multiple asset basis values for each asset if desired, utilizing
FA   150                  industry-standard depreciation methods

                          Automatically charge depreciation to multiple chart of accounts for split-
FA   151                  ownership assets
         System allows for changing the following and will automatically recalculate depreciation
FA   152 expense in accordance with such changes (with proper authorization):


FA   153                 Asset useful life


FA   154                 Value basis


FA   155                 Salvage value


FA   156                 Depreciation method


FA   157 System can simulate depreciation calculations without being required to post the results


FA   158 System provides multiple depreciation methods including:


FA   159                 Straight line


FA   160                 Units of Production


FA   161                 Declining balance


FA   162 System prevents the depreciating of an asset's value below zero


FA   163 Depreciation calculated at:


FA   164             End of Year


FA   165             End of Month


FA   166 System calculates pro-rated depreciation for assets sold mid-year or mid-month

         System calculates depreciation beginning the year after the asset was acquired (no
FA   167 depreciation for fiscal year asset was acquired)

         Depreciation methods can be changed for an asset or group of assets, to depreciate the
FA   168 assets for the balance of the asset's useful life


FA   169 System can designate some assets as non-depreciable (i.e., land, assets not in use)
                                                                                                            Summary
Functional Category: Inventory                                                                              Statistics                                  75                                                                             75
Available Response Codes                                                                                    Code                                                   Count                                                                            Count
F     Provided fully functional out of the box or with configuration (no custom development)                F                                            0                       0                                                      0                            0
CU Customization/Software Enhancement (Any custom development)                                              CU                                           0                       0                                                      0                            0
TP    Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)    TP                                           0                       0                                                      0                            0
SR Provided with Standard Report                                                                            SR                                           0                       0                                                      0                            0
CR Custom Report Development Required                                                                       CR                                           0                       0                                                      0                            0
N     Not Included in this Proposal                                                                         N                                            0                       0                                                      0                            0
                                                                                                                                                  Software                                                         Implementation (IMP)
 Reference                                                                                                   Software     Module(s)/Sub-module(s) Required                                               Module(s)/Sub-module(s) Required
  Number                                               Functional Requirements                               Capability        to Fulfill Requirements       Software Comments       IMP Scope   Phase        to Fulfill Requirements       Implementation Comment


                  GENERAL REQUIREMENTS


 INV          1 Accommodate multiple warehouses

                Integrate with purchasing module to create a centralized on-line catalog of items
 INV          2 available to buy.

                Each item in the centralized on-line catalog should be linked to the vendor and contract
 INV          3 or agreement under which it was purchased.


                  RECEIPT OF INVENTORY


 INV          4 Integration with purchasing to automatically create or add inventory items


 INV          5 Inventory can be entered manually or imported from other applications


 INV          6 System can accommodate items with zero dollar value and/or zero quantity


 INV          7 System allocates purchases and stock to the following:


 INV          8                     Chart of Account distribution


 INV          9                     Warehouses


 INV         10                     Section of warehouse

                System allows defective goods that have been received and placed in inventory to be
 INV         11 taken out


 INV         12 Track donated items or other items not from purchasing system


                  REQUISITION / USE OF INVENTORY


 INV         13 System reserves stock items for specific projects or work orders


 INV         14 System reserves reserve parts and prevents others from using. (critical stock)

                System processes partial pick/issue tickets of reserved items while keeping the
 INV         15 remaining balance of items on reserve

 INV         16 System generates trip/delivery tickets

                System can bundle items into "carts" or "kits" (A cart or kit consists of items which are
 INV         17 always ordered together - For example: all supplies needed for an oil change)

                System can place a cap on the quantity of an item that can be issued to a requestor
 INV         18 during a specified time period

                System provides an automatic reorder process for all, or selected, stock items including
 INV         19 electronic request and approval - (integration with purchasing module)
INV   20 Re-order quantities do not include reserved parts


INV   21 System tracks item usage

         User can define, by item, the variables used in determining reorder points and reorder
INV   22 quantities


INV   23 System allows manual overrides of reorder points and reorder quantities


INV   24 System tracks history of item requisition by user


           TRACK INVENTORY


INV   25 Generate and print labels with bar coding


INV   26 Maintain and track the following information for inventory items:


INV   27                 Chart of Account distribution


INV   28                 Location (warehouse, bin, etc. - can be multiple)


INV   29                 Item description


INV   30                 Multiple alias names


INV   31                 Unit of measure for:


INV   32                             Purchase


INV   33                             Issue


INV   34                 Unit cost


INV   35                 Bulk cost


INV   36                 Vendor


INV   37                 Min-max points


INV   38                 Quantity on hand


INV   39                 Quantity reserved for planned work


INV   40                 Quantity on order


INV   41                 Quantity on back-order


INV   42                 Ordered year-to-date


INV   43                 Received year-to-date


INV   44                 Issued year-to-date
INV   45                 Issued for:


INV   46                                  Fiscal year


INV   47                                  Calendar year


INV   48                                  Multiple years


INV   49                                  month


INV   50                                  User defined period


INV   51                 Commodity code


INV   52                 Item number


INV   53                 Manufacturer and Manufacturer part number


INV   54                 Part number (vendor's number)


INV   55                 Shelf life or expiration date


INV   56                 Preventative maintenance schedule for items


INV   57                 Warranty information


INV   58                 Hazardous Materials

         System allows users to merge multiple inventory items to a new or existing inventory item
INV   59 with an audit trail


INV   60 System indicates stock on hand for each location


INV   61 System indicates stock on hand for multiple locations

         System tracks raw materials that are used to make finished product inventory items
INV   62 (example: metal for signs)


INV   63 Identify inventory items as critical spare


INV   64 Upload parts listing from other systems


           COST ALLOCATION FOR INVENTORY


INV   65 System must allow users to specify uniform mark-up or overhead costs for inventory item


INV   66 System calculates and allocates cost of inventory by:


INV   67                     FIFO


INV   68                     LIFO


INV   69                     Average price (calculated value)
         Items returned to inventory after getting assigned to work order (and not used) are
INV   70 checked in at same price that was charged out


           PHYSICAL INVENTORY

         System automatically updates inventory on-order information at the time that a
INV   71 requisition is created


INV   72 System can freeze inventory to prevent inventory action within the building


INV   73 System allows for the following physical inventory methods:


INV   74                 Cycle count


INV   75                 Quarterly counts with randomly selected items


INV   76                 Partial count


INV   77                 Full count


INV   78 Inventory counts from the worksheets are entered into the system by


INV   79                 Manually


INV   80                 Bar code


INV   81                 Hand held data collection download and upload process

         System automatically interfaces with the general ledger for physical inventory
INV   82 adjustments with appropriate workflow approval and security
                                                                                                            Summary
Functional Category: Inventory                                                                              Statistics                                  40                                                                             40
Available Response Codes                                                                                    Code                                                   Count                                                                            Count
F     Provided fully functional out of the box or with configuration (no custom development)                F                                            0                       0                                                      0                            0
CU Customization/Software Enhancement (Any custom development)                                              CU                                           0                       0                                                      0                            0
TP    Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)    TP                                           0                       0                                                      0                            0
SR Provided with Standard Report                                                                            SR                                           0                       0                                                      0                            0
CR Custom Report Development Required                                                                       CR                                           0                       0                                                      0                            0
N     Not Included in this Proposal                                                                         N                                            0                       0                                                      0                            0
                                                                                                                                                  Software                                                         Implementation (IMP)
 Reference                                                                                                   Software     Module(s)/Sub-module(s) Required                                               Module(s)/Sub-module(s) Required
  Number                                               Functional Requirements                               Capability        to Fulfill Requirements       Software Comments       IMP Scope   Phase        to Fulfill Requirements       Implementation Comment


                  GENERAL REQUIREMENTS


CASH          1 System records payments against:


CASH          2                     Receivables


CASH          3                     Point of sale transactions


                  RECORDING PAYMENT


CASH          4 Accommodate and track the following transactions for payment:


CASH          5                     Cash


CASH          6                     Lock box


CASH          7                     Credit card


CASH          8                     Payments though website


CASH          9                     Direct Debit


CASH         10                     Check


CASH         11                     Electronic funds transfer from bank


CASH         12 Credit card payments are PCI compliant


CASH         13 Identify Payments/credits by type (i.e., cash payment, adjustment, returned check, etc.).


CASH         14 System applies one payment to multiple receivables / point of sale transactions

                System allows using multiple payment types to pay for one invoice (example: cash and
CASH         15 credit card)


CASH         16 Prioritize customer payments by different AR types (applies to partial payments also)


CASH         17 System allows departments to enter daily deposits into system


CASH         18 Receipts from external system validated against system business rules
                Reversal of receivable for denied transactions, e.g., bounced checks, denied credit card
                transactions, etc. and automatically add NSF fees to customer's AR balance, with
CASH         19 override ability

                When processing payment, system provides capability to look up the customer master
CASH         20 file by:
CASH   21                 Customer name


CASH   22                 Customer number


CASH   23                 Invoice number


CASH   24                 Partial customer name


CASH   25                 Telephone number


CASH   26                 Address


CASH   27 Apply payments according to the following:


CASH   28             Partial payments against individual line items on a receivable


CASH   29             Partial payments against funds and/or accounts


CASH   30             Overpayments against individual line items on a receivable


CASH   31             Maintain open receivable until all items are satisfied


            POINT OF SALE


CASH   32 Provide the following cashiering functions:


CASH   33                 Generate receipt to payee


CASH   34                 Provide a deposit slip


CASH   35                 Balance daily cash receipts to bank deposit


CASH   36 Balance daily cash receipts by


CASH   37             Drawer


CASH   38           General ledger code
          Produces report listing total of all transactions processed by cashier during shift (z-tape
CASH   39 report)


            DEPOSIT


CASH   40 Balance daily cash receipts by:


CASH   41                 User / Cashier


CASH   42                 General ledger code


CASH   43 Automatically generate general ledger distribution entries needed to record receipts


CASH   44 The system can post cash receipts to multiple GL's


CASH   45 Interface cashiering module with the general ledger
          The system downloads (by batch) automated cash receipts and collections data from
CASH   46 remote sites

				
DOCUMENT INFO