Apartment Manager Resume Templates

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					Functional Category: System-Wide
Available Response Codes
F       Provided fully functional out of the box or with configuration (no custom development)
CU      Customization/Software Enhancement (Any custom development)
TP      Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)
SR      Provided with Standard Report or Reporting Tool
CR      Custom Report Development Required
N       Not Included in this Proposal


                                                                                                                           Module(s)/Sub-
                                                                                                                             module(s)
   Reference                                                                                                              Required to Fulfill
    Number                                          Functional Requirements                                    Response    Requirements         Comments


                  INTEGRATION AND ARCHITECTURE

                  System has fully integrated suites/modules/applications (if not integrated, please specify
    SW 1.00       which modules are not integrated)

                  Software uses workflow to electronically route documents (and route/store approvals)
    SW 2.00       across all:


    SW 2.01                        Suites


    SW 2.02                        Modules


    SW 2.03                        Applications


    SW 2.04                        Proposed Third-Party Applications


    SW 3.00       System Toolsets are available for the following:


    SW 3.01                        Workflow


    SW 3.02                        Security Administration


    SW 3.03                        Report writing


    SW 3.04                        Query builder


    SW 3.05                        Form/page design


    SW 3.06                        Adding/changing fields


    SW 4.00       System allows users to drill down into more detailed information


                  ATTACHMENT OF DOCUMENTS AND NOTES


    SW 5.00       System allows attachment of documents (example: pdf, excel, word, jpeg)


    SW 6.00       System allows users to attach documents to:


    SW 6.01                        Pages


    SW 6.02                        Fields


    SW 6.03                        Transactions


    SW 7.00       System allows attachment of documents in all modules


                  DATA ENTRY


    SW 8.00       Allows complete validation and editing of data at the point of entry (on-line or batch)


    SW 9.00       Allows data to be uploaded from Microsoft excel

                  Context-sensitive data entry and display (ie Masking fields or screens for security
    SW 10.00      purposes) (SS#, Credit Card #)


                  SECURITY CAPABILITIES
SW 11.00   The following sensitive/private data can be masked (hidden from user) during data entry:


SW 11.01                    Tax numbers/ID


SW 11.02                    Passwords


SW 11.03                    Credit Card number


SW 11.04                    Social Security number


SW 11.05                    Drivers License number


SW 11.06                    Email


SW 11.07                    Other data specified by State, Federal statutes


SW 11.08                    Other fields (please describe limitation in comments column)


SW 12.00   All suites/modules/applications can be accessed with one universal sign-in or log-in


SW 13.00   Security is integrated with Microsoft Active Directory


SW 14.00   All data is encrypted when accessed via:


SW 14.01                    Internet


SW 14.02                    Intranet

           Encryption can be turned off, with appropriate security, in testing and production
SW 15.00   environment (only by authorized personnel)


SW 16.00   Disconnects or locks out user session during designated periods of inactivity


SW 17.00   Prohibits concurrent logon IDs


SW 18.00   Supports multiple sessions within a given login ID


SW 19.00   Provides security at the following levels:


SW 19.01                    Enterprise


SW 19.02                    Department/Agency


SW 19.03                    Division


SW 19.04                    Group


SW 19.05                    Position


SW 19.06                    Job Function


SW 19.07                    Person


SW 20.00   Security settings can be set for:


SW 20.01                    Module


SW 20.02                    Screen and menu


SW 20.03                    Report


SW 20.04                    Record


SW 20.05                    Field
SW 20.06                    Element in chart of accounts (eg, fund, projects, etc)


SW 21.00   System administrator can set a user security profile to define a user's authorization to:


SW 21.01                    Log on


SW 21.02                    Add data


SW 21.03                    Delete data


SW 21.04                    Change data


SW 21.05                    View data


           WORKFLOW


SW 22.00   Workflow is available in the following modules:


SW 22.01                    General Ledger


SW 22.02                    Budget


SW 22.03                    Accounts Payable


SW 22.04                    Accounts Receivable


SW 22.05                    Project Accounting


SW 22.06                    Purchasing


SW 22.07                    Work Orders


SW 22.08                    Fixed Assets


SW 22.09                    Inventory


SW 22.10                    Human Resources


SW 22.11                    Applicant tracking


SW 22.12                    Benefits Administration


SW 22.13                    Payroll


SW 22.14                    Licensing


SW 22.15                    Inspections


SW 22.16                    Permitting


SW 22.17                    Utility Billing


SW 23.00   Workflow Rules can be set by:


SW 23.01                    User


SW 23.02                    Role


SW 23.03                    Group


SW 23.04                    Department


SW 23.05                    Thresholds (above or below certain number, example: above 5,000)
                              Percentage Argument (% above or below, example: more than 5% more
SW 23.06                      than PO amount)


SW 23.07                      Account code


SW 23.08                      Department

              Workflow assignments can be re-routed to different authorized approvers based upon
SW 24.00      availability


SW 25.00      Workflow approvals can be re-routed to secondary approver if:


SW 25.01               Primary approver is out (example: on vacation)


SW 25.02               Primary approver does not respond in pre-defined period of time

              Event driven notification of process events, including e-mail and/or other Web-based
SW 26.00      notification


SW 27.00      Workflow approval processes for:


SW 27.01               Purchasing process


SW 27.02               Time entry approval


SW 27.03                   Accounts payable


SW 27.04                   Budget review


SW 27.05                   Grant approval


SW 27.06                   Fixed asset disposal


SW 27.07                   Hire process


SW 27.08                   Permit approval


SW 27.09                   Changes to data via self service


SW 27.10                   Salary changes


SW 27.11                   Benefits enrollment


SW    28.00 Workflow notification for:


SW    28.01                Warn users of upcoming expiration


SW    28.02                Notify managers of employee actions or transactions


SW    28.03                Status change (in work orders, employees position, etc.)


SW    28.04                Overdue work (purchase order not approved)
Functional Category: Self Service
Available Response Codes
F   Provided fully functional out of the box or with configuration (no custom development)
CU Customization/Software Enhancement (Any custom development)
TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)
SR Provided with Standard Report or Reporting Tool
CR Custom Report Development Required
N   Not Included in this Proposal


                                                                                                                      Module(s)/Sub-
                                                                                                                     module(s) Required
   Reference                                                                                                             to Fulfill
    Number                                            Functional Requirements                             Response     Requirements       Comments


                 GENERAL REQUIREMENTS


 SS 1.00         Self service users can upload documents                                                                                     ;


 SS 2.00         Changes through self service can be approved by staff via workflow


 SS 3.00         Audit trail of changes through self service


                 EMPLOYEE SELF SERVICE


 SS 4.00         Employees can access self service page to:


 SS 4.01                        View paycheck


 SS 4.02                        Change address


 SS 4.03                        Change emergency contact information


 SS 4.04                        Benefit open enrollment


 SS 4.05                        Change benefits for major life event (marriage, child birth)


 SS 4.06                        Request travel reimbursement/advance


                 APPLICANT SELF SERVICE


 SS 5.00         Applicant self service allows users to create profile and apply for multiple positions


 SS 6.00         Self service profile can be saved


                 VENDOR SELF SERVICE


 SS 7.00         Vendors can access vendor self service to:


 SS 7.01                        Register for vendor list


 SS 7.02                        Select services offered from pre-defined list


 SS 7.03                        View open purchase orders thorugh self service
            CUSTOMER SELF SERVICE


SS   8.00   Customers can access self service to:


SS   8.01                  View utility bills on-line


SS   8.02                  Submit payment with credit card through self service


SS   8.03                  Customers can change:


SS   8.04                  Change preferred contact address (example: snow birds)


SS   8.05                  Update phone number


SS   8.06                  View all outstanding invoices (permits, utility bills, etc.)


SS   8.07                  Request service orders through self service


UB 9.00     Customer email notification for bill availability


UB 10.00    View account history online for full history of the account


UB 11.00    System allows customer to manage multiple accounts
Functional Category: General Ledger
Available Response Codes
F    Provided fully functional out of the box or with configuration (no custom development)
CU Customization/Software Enhancement (Any custom development)
TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)
SR Provided with Standard Report or Reporting Tool
CR Custom Report Development Required
N    Not Included in this Proposal




                                                                                                                              Module(s)/Sub-
                                                                                                                                module(s)
   Reference                                                                                                                 Required to Fulfill
    Number                                          Functional Requirements                                       Response    Requirements         Comments


                 GENERAL REQUIREMENTS

                 Provides all procedural functions of a fund accounting system in conformity with GAAP and
 GL 1.00         GASB accounting standards

                 Each entry to a fund is balanced and complete, and each fund is maintained as a self-balancing
 GL 2.00         entity


 GL 3.00         System supports encumbrance accounting

                 All subsidiary systems/ledgers (e.g., purchasing, AP, AR) integrate and post to the general
 GL 4.00         ledger in real time


 GL 5.00         Supports the following basis of accounting:


 GL 5.01                      Cash


 GL 5.02                      Modified Accrual


 GL 5.03                      Full Accrual


 GL 6.00         Transfers-out must be a unique expenditure type and transfers-in must be a unique revenue type


 GL 7.00         Stores the following non-financial data for each unique fund:


 GL 7.01                      Date established


 GL 7.02                      Source of revenue


 GL 7.03                      Acceptable uses


 GL 7.04                      Description


 GL 8.00         System allows transactions in multiple fiscal years


 GL 9.00         When working in multiple fiscal years the detail transactions are maintained for each year.


 GL 10.00        System maintains detailed financial records for ten years


 GL 11.00        Provides warnings or alerts for available funds checking for non-budgeted accounts


                 CHART OF ACCOUNTS DESIGN

                 Chart of Accounts supports multiple reporting entities (e.g., primary government, component
 GL 12.00        unit). The City maintains financial information for SAWS, a joint City-County water district.

                 Provides unlimited levels of structure for each segment of the Chart of Accounts. (Please
 GL 13.00        indicate any limits in the notes column.)

                 System permits the length of each Chart of Accounts segment data field to be at least 10
 GL 14.00        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 alphanumeric
 GL 15.00        characters (Please list any limitations in the comments field)

                 Provide for Chart of Account segments to have a short description of at least 50 alphanumeric
 GL 16.00        characters. (Please list any limitations in the comments field)
GL 17.00   Designates each general ledger account by the following account types:


GL 17.01                 Asset


GL 17.02                 Liability


GL 17.03                 Fund equity


GL 17.04                 Revenue


GL 17.05                 Expenditure


GL 17.06                 Statistical (Non-financial)


GL 18.00   System contains the following indicators for accounts:


GL 18.01                 Active (available for posting)


GL 18.02                 Active (available for budget)


GL 18.03                 Inactive (not available for posting)


GL 18.04                 Inactive (not available for budget entry)


GL 18.05                 Effective date (not available for posting until the effective date)


GL 19.00   Supports chart of account changes and maintain records of historical Chart of Accounts

           Effective dating on active/inactive accounts that maintains all historical information for reporting
GL 20.00   purposes

           System prevents accounts from being deleted if any activity is posted to them without proper
GL 21.00   security

           Segments of the Chart of Accounts can be grouped on a user-defined basis into multiple
GL 22.00   reporting hierarchies


           ORGANIZATIONAL DESIGN

           Organizational elements within the Chart of Accounts supports the following organizational
GL 23.00   structures:


GL 23.01                 Primary government (highest level of reporting)


GL 23.02                 Component units


GL 23.03                 Cost centers


GL 23.04                 Departments


GL 23.05                 Division


GL 23.06                 Programs (Cross-units)


GL 23.07                 Activities


GL 24.00   System supports reorganizations:


GL 24.01                 Restate or not restate history after a re-organization (as of date reporting)


GL 24.02                 Supports multiple organizational structures concurrently for reporting purposes


GL 25.00   Organizational units can be grouped or ungrouped for reporting purposes.


           JOURNAL ENTRY


GL 26.00   System assigns journal entry numbers
GL 26.01          Automatically


GL 26.02          Manually

           System supports multiple line items for journal entries (please indicate any limitations in the notes
GL 27.00   column)

           System shows the source of the transaction (e.g., manual entry or automated entry from another
GL 28.00   module)

           Journal transactions can be entered and scheduled using effective dates (e.g., posting does not
GL 29.00   occur until effective date)


GL 30.00   Users can look up the following information on the screen as a reference during journal entry:


GL 30.01                 General ledger accounts


GL 30.02                 Budgetary accounts


GL 30.03                 Project accounts


GL 30.04                 Grant accounts


GL 31.00   Journal entries are posted:


GL 31.01                 In real time


GL 31.02                 Batch


   32.00   Journal entries are validated against:


   32.01                 Chart of Account structure


   32.02                 Pre-defined acceptable values for each field


GL 33.00   Users can import journal entries from desktop applications (e.g., Microsoft Excel)

           Imported transactions from desktop applications are validated using the same business rules as
GL 34.00   transactions made in the system

           System allows creation of a journal entry from previously entered journal entry format (copy
GL 35.00   journal), by:


GL 35.01                 Line item


GL 35.02                 Entire journal entry


GL 36.00   System allows users to reverse journal entry with proper security and approvals

           Journal entries support "required" data fields and prevents transaction from posting until all
GL 37.00   "required" fields are completed


GL 38.00   Supports recurring journal entries


GL 38.01                 with the same dollar value


GL 38.02                 with varying dollar amounts

           Supports line item descriptions with unlimited text (Please list any limitations in the comments
GL 39.00   field)

           Users can create and process transactions against statistical and memo accounts in addition to
GL 40.00   financial accounts

           Users can save journal entries that have not yet been posted or cleared for all validation errors
GL 41.00   online


GL 42.00   All journal entries balance prior to posting (hard error if entries not balanced)


GL 43.00   System allows user to view impact of pending journal entries without posting


           INTERFUND AND INTERDEPARTMENTAL VOUCHERS
GL 44.00   Transfers within and between funds are balanced


GL 45.00   Processes interfund transfers without having to generate a check


GL 46.00   Tracks interfund transactions through “due to” and “due from” entries


GL 47.00   Tracks of interfund transactions through cash entries


GL 48.00   Restricts inter-fund postings based upon security


           CLOSING

           Additional closing periods are available for year-end adjustments (Please specify limitations in
GL 49.00   comments field)

           Supports year-end processing at any point in time, as well as multiple times, after the end of the
GL 50.00   fiscal year (i.e., doesn't have to occur on last day or on any particular day)


GL 51.00   Closes encumbrances by:


GL 51.01                All encumbrances


GL 51.02                Individual encumbrances


GL 51.03                Groups of encumbrances

           Parameters to close all selected open purchase orders/encumbrances, and requisitions/pre-
GL 52.00   encumbrances, include:


GL 52.01                Dollar amount


GL 52.02                Age of encumbrance


GL 53.00                Purchase order type (example: blanket PO, purchase by item, etc)


GL 53.01                Department


GL 53.02                Vendor


GL 54.00   System closes at end of period by:


GL 54.01                Fund


GL 54.02                Account


GL 54.03                Project


GL 54.04                Grant


GL 54.05                Organization (e.g., Department)

           Maintains multiple fiscal years concurrently, which allows users to post transactions for a new
GL 55.00   fiscal year prior to closing the previous year


           ACTIVITY BASED COSTING


GL 56.00   Relate time spent on activities and cost of time (wages) allocated to defined activities


GL 57.00   Store, access and compare multiple historical sets of cost data


GL 58.00   Break down costs into user defined activities


GL 59.00   System allows for full cost simulation capability (changing labor rates)


GL 60.00   System has the ability to base cost simulation on a percent increase

           System allows for cost simulation to be based on cost rate increase for contracted services (e.g.
GL 61.00   field maintenance contract)
GL 62.00   Calculates an item overhead cost based on standard labor hours


           INQUIRY AND REPORTING


GL 63.00   System allows department users to see available budget


GL 64.00   System supports "as-of date" reporting


GL 65.00   Produce the following financial reports


   65.01                Budget variance report


GL 65.02                Detail or summary level


GL 65.03                Trial balance


GL 65.04                Cash flow


GL 65.05                Fund balance report


GL 65.06                Balance sheet


GL 65.07                Income statement


GL 66.00   System produces the following CAFR reports:


GL 66.01         Government-Wide Statements:


GL 66.02                    Statement of Net Assets


GL 66.03                    Statement of Activities


GL 66.04         Fund Financial Statements:


GL 66.05                    Balance Sheet - Governmental Funds

                            Reconciliation of Balance sheet - Governmental funds to statement of net
GL 66.06                    assets.

                            Statement of Revenues, Expenditures, and Changes in Fund Balances -
GL 66.07                    Governmental Funds

                            Reconciliation of the Statement of Revenue, Expenditures, and Changes in
GL 66.08                    Fund Balances of Governmental Funds to the Statement of Activities

                            Statement of Revenues, Expenditures, and Changes in Fund Balances - Budget
GL 66.09                    to Actual - General Fund


GL 66.10                    Statement of Net Assets - Proprietary Funds

                            Statement of Revenues, Expenses, and changes in net assets - proprietary
GL 66.11                    funds


GL 66.12                    Statement of cash flows - proprietary funds
Functional Category: Accounts Payable
Available Response Codes
F    Provided fully functional out of the box or with configuration (no custom development)
CU   Customization/Software Enhancement (Any custom development)
TP   Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)
SR Provided with Standard Report or Reporting Tool
CR Custom Report Development Required
N    Not Included in this Proposal




                                                                                                                      Module(s)/Sub-
                                                                                                                        module(s)
  Reference                                                                                                          Required to Fulfill
   Number                                       Functional Requirements                                   Response    Requirements         Comments


                GENERAL REQUIREMENTS


  AP 1.00       Schedule invoices for payment based on:


  AP 1.01                    Invoice date (example: 45 days after invoice date)


  AP 1.02                    Vendor discounts


  AP 1.03                    Date entered by AP clerk


  AP 2.00       Supports partial payments


  AP 3.00       Supports purchasing card transactions


  AP 4.00       Dashboard view with uncashed check listing


                VENDOR DATA


  AP 5.00       AP shares vendor file with purchasing


  AP 1.00       AP vendors are linked to AR customers


  AP 6.00       Supports Parent/Child relationships for vendor records


  AP 2.00       Maintains multiple location addresses for each vendor


  AP 7.00       Contains field for "country" (e.g., Canadian vendors)


  AP 3.00       Flags vendor records as “one-time” vendors


  AP 8.00       System generates alerts when the following is entered:


  AP 8.01                    Duplicate names


  AP 8.02                    Duplicate tax IDs (with override capabilities with reason)


  AP 8.03                    Duplicate addresses


  AP 8.04                    Duplicate invoices (with override capabilities with reason)


  AP 9.00       Flags vendors that are 1099 eligible

                Accommodates user defined vendor categories (e.g., Minority Business Enterprises,
  AP 10.00      Problem vendors, etc.)

                System allows vendors to set up alternate vendor for payment (example: payment
  AP 11.00      received by bank rather than vendor)


                INVOICE PROCESSING


  AP 12.00      Post notes or comments to an invoice
           Uses three-way matching process (purchase order/receiving document/invoice) before
AP 13.00   processing invoice


AP 14.00   Three way matching process based on system defined thresholds by


AP 14.01                Percentage (don't allow if invoice is over 10% of PO)


AP 14.02                Dollar


AP 15.00   User, with proper security, can override the three-way match


AP 16.00   System supports account distribution by line item


AP 17.00   System allows prepayment of invoices

           System allows for grouping of vendors for payments on specified dates (e.g., employee
AP 18.00   reimbursements)


AP 19.00   System supports:


AP 19.01            Credit memos


AP 19.02            Debit memos


AP 20.00   System applies credit and debit memo amounts before producing payment


AP 21.00   Applies credit memos only to the extent that they do not produce a negative payment


AP 22.00   Users are notified when a credit memo exceeds the payment voucher amount


AP 23.00   System tracks balance remaining on credit memo

           System supports net payments (balance between a receivable and a payable for a
AP 24.00   vendor)


AP 25.00   System allows users to place a payment on hold


AP 26.00   System records reason for placement of hold

           System allows zero balance transactions or negative balance transactions (apply
AP 27.00   coupons, free merchandise)


           IRS REPORTING REQUIREMENTS PROCESSING


AP 28.00   Monitors cumulative payments to 1099 vendors


AP 29.00   On-demand 1099 form generation (example: real estate acquisitions)

           Collects necessary information for generation of Federal 1099s at year-end (both
AP 30.00   manually and per IRS approved file)


AP 31.00   System automatically recognize/flag missing tax ID numbers


AP 32.00   System produces a trial 1099 report before final run

           System to print collected 1099 payments into appropriate reporting boxes, i.e., rent, non-
AP 33.00   employee compensation, etc


AP 34.00   Generate a trial 1099 system for verification before actually generating the forms

           Correct 1099 information in the system, reprint the 1099 form(s), and produce a
AP 35.00   correction file for the IRS


AP 36.00   System can produce electronic file to send 1099 related forms to IRS


           EMPLOYEE REIMBURSEMENT


AP 37.00   System allows adance payments to employees

           System allows for reimbursement eligible actual expenses (example: travel, employee
AP 38.00   development)
           Automatically calculate employee reimbursement based on federal mileage
AP 39.00   remibursement rate


           CHECK PROCESSING


AP 40.00   Accommodate the following


   40.01             Printing on blank check stock


AP 40.02             MICR encoding


AP 40.03             Bank approved bar codes


AP 40.04             Electronic signatures


AP 41.00   Print checks according to the following timeframes:


AP 41.01             Scheduled


AP 41.02             On-demand


AP 42.00   Enter broadcast messages which appears on all AP check stubs


AP 43.00   Enter broadcast messages which appears on AP check stubs for a user defined group


AP 44.00   Enter a message for one specific vendor which appears on that specific check stub


AP 45.00   Support the use of multiple banks with multiple accounts for both checks and EFTs


AP 46.00   Consolidate multiple invoices for the same vendor on one check


AP 47.00   Itemizes the invoices (including the vendor invoice number) on the remittance advice


AP 48.00   Sort checks and print according to user defined criteria


AP 49.00   Designate specific items to be held from check run


AP 50.00   Designate checks for special handling and specify priority in printing cycle


AP 51.00   System accommodates escheatment process


AP 52.00   Prevent the printing or producing of blank, negative, or zero amount issuances


AP 53.00   Prevent the printing of issuances with no payee specified


AP 54.00   Generate a replacement check within the same payment cycle


AP 55.00   Reprint checks in case of a printer jam or when check stock runs out


           BANK RECONCILIATION


AP 56.00   Produce electronic files containing


AP 56.01                Detail of checks


AP 56.02                ACH items


AP 57.00   Produce a file containing all rejected:


AP 57.01             Checks


AP 57.02             ACH items


AP 57.03             Deposit reconciliation transactions
           Delete selected check, ACH items, and deposits information on the error suspense file
AP 58.00   using appropriate security controls


AP 58.01                Check


AP 58.02                ACH items


AP 58.03                Deposit information

           When payment is cancelled, the system automatically generates general ledger
AP 59.00   transactions to reverse all associated accounting distributions

           Perform on-line bank reconciliation based upon electronic file (daily or monthly data)
AP 60.00   sent by various banks


           QUERIES AND REPORTS


AP 61.00   Track and analyze anticipated cash requirements for disbursements


AP 62.00   Produce the following reports:


AP 62.01             Summary payment report by vendor (for a user determined time period)


AP 62.02             List of 1099 vendors and reports by tax category


AP 62.03             Check register

                     Invoices outstanding by department, project, or work order (expensed but not
AP 62.04             paid)


AP 62.05             Vendor history by account number


AP 62.06             Vendor history by user-defined criteria


AP 62.07             AP transaction history by vendor category


AP 62.08             Monthly expenditures report by fund

                     Monthly check reconciliation reports of manual transaction by fund and check
AP 62.09             type.

                     Monthly report that show the total amount as well as the number of outstanding
AP 62.10             checks by fund

                     Reconciliation activity report showing all the daily on-line update activity in the
AP 62.11             system


AP 62.12             Status of a check (e.g., outstanding, voided, cancelled, stale-dated, paid, etc.)
Functional Category: Accounts Receivable
Available Response Codes
F  Provided fully functional out of the box or with configuration (no custom development)
CU Customization/Software Enhancement (Any custom development)
TP Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)
SR Provided with Standard Report or Reporting Tool
CR Custom Report Development Required
N Not Included in this Proposal




                                                                                                                  Module(s)/Sub-
                                                                                                                    module(s)
Reference                                                                                                        Required to Fulfill
 Number                                       Functional Requirements                                 Response    Requirements         Comments


              GENERAL REQUIREMENTS


AR     1.00 Assign invoice numbers:


AR     1.01               Manually


AR     1.02               Automatically


AR     2.00 System allows invoices to be categorized by type (example: landfill, street cuts, etc.)


AR     3.00 Establishes default account distributions for each type of receivable


AR     4.00 Supports electronic fund transfer from bank for customer payments


AR     5.00 System automatically applies penalties based upon system-defined rules or criteria


AR     6.00 System automatically calculates interest based upon system-defined rules or criteria


              CUSTOMER FILE


AR     7.00 Customer file is linked with AP vendor file


AR     8.00 Customer file is linked with purchasing vendor file


AR     9.00 Record the following customer information:


AR     9.01           Last account activity


AR     9.02           Multiple contact names


AR     9.03           Contact email address


AR     9.04           Social Security Number or Tax ID Number


AR     9.05           Multiple phone number (e.g., office, cell, fax, etc.)


AR     9.06           Multiple addresses


AR     9.07           Current and unpaid late payment penalty and interest charges


AR     9.08           Balance due


AR     9.09           Last payment amount


AR     9.10           Payment Arrangements


AR     9.11           Average number of days to pay
AR    9.12           Bankruptcy data:


AR    9.13                  Status of process


AR    9.14                  Discharge status


AR    9.15           Customer type


AR    9.16           Notes/comments (miscellaneous additional information)


AR    9.17           Other user defined fields


AR    9.18           Date customer was added

           Audit trail of all changes to customer file (changed from, date/time stamp, user that
AR   10.00 changed record)


AR   11.00 System masks sensitive customer information (example: Social Security Number)


             INVOICES


AR   12.00 Accommodates:


AR   12.01               One-time invoices


AR   12.02               Recurring invoices


     13.00 System saves templates for generating invoices


AR   14.00 Generate invoices for internal customers (Departments)

           System allows users to adjust penalties and fees applied to invoices (example: reduce
AR   15.00 penalties on solid waste bill for special situation)


AR   16.00 Generate account statements for the following:


AR   16.01           Specific account types


AR   16.02           Range of accounts within a department


AR   16.03           Range of customers or individual customers


AR   16.04           Delinquent accounts


     16.05           Other user defined criteria


AR   17.00 Generate consolidated statements for customers with multiple accounts


AR   18.00 System maintains detail of unbilled charges


AR   19.00 Reprints invoices and statements after corrections are made


AR   20.00 Stores multiple dunning messages templates

           Automatically generate dunning letters based on passage of time (example: 30, 60, 90
AR   21.00 days)

           Automatically generate a "follow up" invoice for past due customers based on user
AR   22.00 defined date range or other user defined criteria

           Users can write-off small discrepancies between the amount due and the amount
AR   23.00 received with proper security

           Generates an invoice with sufficient and flexible text area to adequately describe services
AR   24.00 provided-customized invoice process


             RECEIPTS/POINT OF SALE
AR   25.00 Apply customer payments to multiple charges

           Apply customer payments between principal, interest and penalties based on user defined
AR   26.00 priority criteria


AR   27.00 Accommodate the following transactions for payment:


AR   27.01           Cash


AR   27.02           Lock box


AR   27.03           Credit card


AR   27.04           Payments though City website


AR   27.05           Direct Debit


AR   27.06           Check


AR   28.00 Provide the following cashiering functions:


AR   28.01           Generate receipt to payee


AR   28.02           Provide a deposit slip


AR   28.03           Balance daily cash receipts to bank deposit


AR   29.00 Balance daily cash receipts by


AR   29.01           Drawer


AR   29.02           General ledger code


AR   30.00 Automatically generate general ledger distribution entries needed to record receipts

           Interface to other administrative systems that create receivables (example: permitting,
AR   31.00 utility billing)


AR   32.00 Look up the customer master file by:


AR   32.01           Customer name


AR   32.02           Customer number


AR   32.03           Invoice number


AR   32.04           Partial customer name


AR   32.05           Telephone number


AR   32.06           Address


AR   33.00 Invoices printed with bar code that cashiers can scan to find account information


AR   34.00 Allows cashiers to view all outstanding payments on customer account


AR   35.00 Allows cashiers to apply payments to more than one outstanding payment


AR   36.00 Allows cashiers to collect partial payment


AR   37.00 Allows cashiers to collect payment in multiple forms of payment (cash, check, credit, etc)


             COLLECTIONS
AR   38.00 System to update customer record when submitted for collection efforts:


AR   38.01              Wage garnishment


AR   38.02              Bank garnishment


AR   38.03              Credit reporting agencies


AR   38.04              Third party collection agencies


AR   39.00 System can accommodate collection fees


AR   40.00 System can track and collect information on restricted donations


             LOANS


AR   41.00 Create loans


AR   42.00 Track loans/liens


AR   43.00 Separate loan from deposit amount


AR   44.00 Amortization schedules


AR   45.00 Print or send electronically amortization schedules to customers


AR   46.00 Bill loans


AR   47.00 Attach files to loans (pdf, excel, word, etc)


AR   48.00 Track funds held in escrow


             SPECIAL IMPROVEMENT DISTRICTS


AR   49.00 Track the following:


AR   49.01              Principal Amount


AR   49.02              Current balance


AR   49.03              Payment history


AR   49.04              Annual interest amount


AR   49.05              Payment schedule


AR   49.06              Payment date


AR   50.00 Track property identification information:


AR   50.01              Parcel number


AR   50.02              Legal Description


AR   50.03              GIS coordinates


AR   51.00 SID identified with customer for AR customer file.


AR   52.00 System can transfer ownership of SID to new customer and maintain history

           System creates invoices for SIDs based on annual interest calculation (annual interest
AR   53.00 rate applied to unpaid balance from annual payment date)
           System allows payment plans (state law requires annual payment, but City accepts
AR   54.00 monthly payments)


             QUERIES AND REPORTS


AR   55.00 Generate a report by user/department/category for:


AR   55.01            Aging reports with user-defined aging categories


AR   55.02            Cash register journals


AR   56.00 Revenue and receivable report by fund

           Produces report listing total of all transactions processed by cashier during shift (z-tape
AR   57.00 report)


AR   58.00 Provide a cash receipts report by customer and account


AR   59.00 Provide a cash receipts report by type of transaction
Functional Category: Purchasing
Available Response Codes
F       Provided fully functional out of the box or with configuration (no custom development)
CU      Customization/Software Enhancement (Any custom development)
TP      Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)
SR      Provided with Standard Report or Reporting Tool
CR      Custom Report Development Required
N       Not Included in this Proposal




                                                                                                                              Module(s)/Sub-
                                                                                                                                module(s)
   Reference                                                                                                                 Required to Fulfill
    Number                                         Functional Requirements                                        Response    Requirements         Comments


                  GENERAL REQUIREMENTS

                  System to maintain history and relationships for all bid, requisition , invoice, check, PO's,
    PO 1.00       and receiving documents


    PO 2.00       System can accommodate emergency purchases

                  Allow vendor numbers, purchase requisition numbers, contract numbers, bid numbers,
    PO 3.00       and purchase order numbers to be assigned:


    PO 3.01                     Manually


    PO 3.02                     Automatically

                  Modify some fields on requisitions with appropriate security and/or workflow (some
    PO 4.00       changes may not require workflow approval)


    PO 5.00       System to classify one-time vendors with limited required data entry

                  Deactivate vendor separately from purchasing process and AP process (example: don't
    PO 6.00       want to buy from vendor again, but still have outstanding invoice to be paid)


                  REQUISITIONS

                  Capability to store multiple shipping address locations (drop down menu or coding for
    PO 7.00       shipping address)


    PO 8.00       System allows user to copy existing PR to create a new one


    PO 9.00       Split items on a requisition in multiple bids or PO's


    PO 10.00      Combine multiple requisitions into one PO


    PO 11.00      Maintain the following data elements in respect to procurement transactions:


    PO 11.01                Requested by


    PO 11.02                Date


    PO 11.03                Scheduled delivery dates


    PO 11.04                Shipping address


    PO 11.05                Delivery instructions (pick-up, ship to, other)


    PO 11.06                Vendor contact person


    PO 11.07                Requisition number


    PO 11.08                Vendor name & address


    PO 11.09                Vendor number


    PO 11.10                Comment (text) field
PO 11.11             Expiration date of PO - (Deliver by date)


PO 12.00   Maintain the following "line item" data elements in respect to procurement transactions:


PO 12.01             Quantity requested


PO 12.02             Unit of measure


PO 12.03             Unit price


PO 12.04             Extended price


PO 12.05             Descriptions with free form text


PO 12.06             Account code


PO 12.07             Freight/shipping charges


PO 13.00   Users can effective date PRs to start in next FY and impact next year's budget


PO 14.00   Calculate discounts by item or by total order on the requisition


PO 15.00   Enter zero amounts (no charge items)


PO 16.00   Create requisition templates for frequently-ordered items


PO 17.00   Capture multiple ship-to addresses on one requisition


PO 18.00   System to flag/alert if non-sufficient funds


PO 19.00   Create a bid from a requisition

           Track vendors in the bid or quote process without establishing them as vendors in the
PO 20.00   vendor file


PO 21.00   Track bid/RFP by:


PO 21.01             Dollar amount


PO 21.02             Vendor response


PO 21.03             Attachment of files for vendor response


PO 21.03             Date


PO 21.04             Bid number


PO 21.05             RFP number

           VENDOR FILE


           Purchasing and AP share same vendor file
PO 22.00

           Store the following vendor information:
PO 23.00


PO 23.01             Vendor name


PO 23.02             Vendor type


PO 23.03             Vendor category (example: attorneys, plumbers, etc.)


PO 23.04             Individual name (first, middle, last)


PO 23.05             Corporation/Company name
PO 23.06             "Doing Business As" Name


PO 23.07             Vendor number


PO 23.08             Multiple addresses (i.e., bid, orders, remit to, etc.)


PO 23.09             Vendor e-mail & web site information


PO 23.10             Contact person(s)


PO 23.11             Federal Tax Identification Number (TIN)


PO 23.12             Tax ID status/W-9 information


PO 23.13             Phone and fax number(s)


PO 23.14             Preferred contact method


PO 23.15             Minority status/type business indicators


PO 23.16                           Minority


PO 23.17                           Woman


PO 23.18             Certification status of minority type


PO 23.19             Other user-defined categories


PO 23.20             Last date vendor utilized


PO 23.21             Active/Inactive status (based on date last utilized)


PO 23.22             Parent/child relationships


PO 23.23             Default chart of account information


PO 23.24             Payment methods


PO 23.25             Type of company (e.g., corporation, partnership, etc.)


PO 23.26             Business license #


PO 23.27             Commodities/services offered (per user defined list)


PO 23.28             Standard payment terms


PO 23.29             Problem vendor flag


PO 23.30             Associated memo field with the problem vendor indicator


PO 23.31             Preferred vendor flag


PO 23.32             Associated Memo field with the preferred vendor Indicator


PO 23.33             Vendor-on-hold flag (e.g. litigation, payment dispute, etc.)


PO 23.34             Local vendor program flag

           Search the vendor file by any vendor data field (e.g., vendor name, address, phone
PO 24.00   number, etc.)

           Maintain pricing information, quantity breaks, freight terms and shipping information for
PO 25.00   each vendor


PO 26.00   Track the details of vendor performance including complaints and resolution
           System allows users to merge two vendors and maintain history(example: duplicate
PO 27.00   vendor, or one vendor buys another)


           CONTRACT ADMINISTRATION


PO 28.00   System validates purchase orders against contract for appropriate :


PO 28.01             Date


PO 28.02             Dollar amount


PO 28.03             Chart of Account structure


PO 29.00   Track multiple contracts per vendor


PO 30.00   Track milestones and/or deliverables for contract


PO 31.00   Record and calculate retention amounts by:


PO 31.01             Deliverable/task


PO 31.02             % Amount


PO 31.03             Dollar amount


PO 32.00   System allows existing contracts to be modified by changing:


PO 32.01                 Increase contract value


PO 32.02                 Decrease contract value


PO 32.03                 end date


PO 32.04                 contract milestones


PO 33.00   System tracks change orders to contract


PO 34.00   Search for a contract by account, vendor, and/or description

           Support various contract periods, including multiple year contracts (i.e., those that span
PO 35.00   fiscal and/or calendar years)


PO 36.00   Encumber only a portion of a contract or purchase order based on fiscal year


PO 37.00   Encumber entire value of contract

           Store and maintain contract historical information, including but not limited to the
PO 38.00   following details:


PO 38.01             Vendor information


PO 38.02             Commodity information


PO 38.03             Bid number


PO 38.04             Contract number


PO 38.05             Contract administrator's name, phone, fax numbers and email


PO 38.06             Component unit


PO 38.07             Milestones


PO 38.08             Start/end and extension dates


PO 38.09             Expiration dates
PO 38.10             Multiple approval dates


PO 38.11             Status (text reference field)


PO 38.12             Payment schedule & adjustments


PO 38.13             Retainage


PO 38.14             Insurance information


PO 38.15             Contingency amounts by % of contract or flat dollar amount


PO 38.16             Other used defined items


PO 39.00   Retainage calculations can be defined by


PO 39.01                Date (Age of contract)


PO 39.02                Percent complete


           PURCHASE ORDERS


PO 40.00   Original requisitioner stored on PO

           Allow any field associated with PO to be printed on PO (user defined based on user and
PO 41.00   type of purchase)


PO 42.00   System allows creation of purchase order


PO 42.01                directly (with proper security)


PO 42.02                from an existing bid or requisition

           Unit price field can accommodate $99,999,999,999.9999 (including 4 to right of the
PO 43.00   decimal) (Please list limitations in comments field)


PO 44.00   Carry over open purchase orders to the following fiscal year


PO 45.00   Closes purchase orders by either closing:


PO 45.01                All purchase orders


PO 45.02                Select purchase orders


PO 46.00   Criteria to select open purchase orders for close at end of year includes:


PO 46.01                Dollar amount


PO 46.02                Age of encumbrance


PO 46.03                Purchase order type (example: blanket PO, purchase by item, etc)


PO 46.04                Date


PO 46.05                Vendor


PO 47.00   Accommodate blanket purchase orders


PO 48.00   Reprint hard copy of purchase orders and change orders when required


PO 49.00   Identify hard copy reprints as duplicates


PO 50.00   Accommodate change orders to existing POs

           Accommodate tolerances of either percentages or dollar amounts (if PO value is
PO 51.00   exceeded)
           Require approval for change orders over a user-defined percentage of the original
PO 52.00   amount


           RECEIVING


PO 53.00   Vendor certification (GET WORDING)


PO 54.00   Identify orders that have not been received after a user-specified period of time


PO 55.00   Record receiving document to include:


PO 55.01                    Receiving staff


PO 55.02                    Date and time


PO 55.03                    Complete


PO 55.04                    Partial


PO 55.05                    Damaged


PO 56.00   Supports 3 way matching (purchase order, packing slip, invoice)


   57.00   Supports 2 way matching (department approves receiving slip)


PO 58.00   System to accommodate partial receipts.


           QUERIES AND REPORTS


PO 59.00   Produce report summarizing contract activity (present and past) by vendor


PO 60.00   Report on dollars spent per contract


PO 61.00   Report by active and inactive vendors

           Open requisition/PO report by: date, range of dates, vendor, account, commodity code,
PO 62.00   department


PO 63.00   Bid report by: date, range of dates, vendor, account, commodity code, department


PO 64.00   Produce a receipt/invoice variance report

           Produce a report of outstanding encumbrances for an effective date, that reconciles to
PO 65.00   general ledger


PO 66.00   Report listing all MBE/WBE activity


PO 67.00   Track or report on unreceived merchandise


PO 68.00   Exception report of in-sufficient funds
Functional Category: Budget
Available Response Codes
F     Provided fully functional out of the box or with configuration (no custom development)
CU    Customization/Software Enhancement (Any custom development)
TP    Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)
SR    Provided with Standard Report or Reporting Tool
CR Custom Report Development Required
N     Not Included in this Proposal




                                                                                                                       Module(s)/Sub-
                                                                                                                         module(s)
 Reference                                                                                                            Required to Fulfill
  Number                                        Functional Requirements                                    Response    Requirements         Comments


               GENERAL REQUIREMENTS


BUD 1.00       Budget system uses the primary system's Chart of Accounts


BUD 2.00       Supports multi-year budgeting


BUD 3.00       System maintains the following budget and actuals data by period by:


BUD 3.01                    Current Year


BUD 3.02                    Prior ten years


BUD 4.00       Departments have the capability to develop:


BUD 4.01                    Summary Budgets


BUD 4.02                    Detailed Budgets

               Departments throughout the organization can access budget information with proper
BUD 5.00       security to


BUD 5.01             View data


BUD 5.02             Change data


BUD 6.00       System supports import/export of budget data to/from external applications (e.g., Excel)


BUD 7.00       Free form user defined text fields for budget justification


BUD 8.00       System provides dashboard views with user-defined "key indicators" by:


BUD 8.01                    Budget to actuals


BUD 8.02                    Non-financial indicator (performance measure)

               System allows budgeting for non-financial accounts (setting goals and targets for
BUD 9.00       performance measures)


               BUDGET CONTROL


BUD 10.00      System provides multiple levels of controls for the following types of budgets


BUD 10.01                   Fund


BUD 10.02                   Department


BUD 10.03                   Division (Should mirror the organizational structure in the GL)


BUD 10.04                   Program


BUD 10.05                   Project
BUD 10.06                Grant


BUD 10.07                Account

            System provides the ability to allot and control each appropriation budget by the
BUD 11.00   following periods:


BUD 11.01                    Semi-Annual


BUD 11.02                    Quarter


BUD 11.03                    Month


BUD 11.04                    Percentage


BUD 11.05                    Allocation based on seasonal trend

            System provides the ability to carry forward appropriation allotments to the next
BUD 12.00   allotment period based on the funding source.


BUD 13.00   Individual appropriation budgetary control options in the system include:


BUD 13.01                    Hard - prevents transaction from processing without override approval

                             Soft – provides warning message but allows transaction to process with
BUD 13.02                    override


BUD 13.03                    No control – allows transaction to process without warning


            BUDGET PREPARATION


BUD 14.00   Budgets preparation system accommodates the following:


BUD 14.01             Fund budget


BUD 14.02             Line item budget


BUD 14.03             Program budget


BUD 14.04             Project budget (multi-year)


BUD 14.05             Grant budget


BUD 14.06                        Sponsor Fiscal Year


BUD 14.07                        Organization's Fiscal Year


BUD 15.00   Department worksheets are automatically rolled into organization-wide master budget


BUD 16.00   Users can view prior year's line-item budget while entering new budget


BUD 17.00   Supports entering and viewing the following versions of the budget:


BUD 17.01             Original Request


BUD 17.02             Department Manager Request


BUD 17.03             Budget Office Request


BUD 17.04             Executive level request


BUD 17.05             Council Request

            Supports 312 versions of the budget with a final control version (please list limitations in
BUD 18.00   column field)


BUD 19.00   System stores reason for budget version
BUD 20.00   System creates an initial version of the budget using the following:


BUD 20.01             Zero balances in all accounts

                      Text or any attachment (copy) from previous budget to any other budget
BUD 20.02             version


BUD 20.03             Current year's original budget


BUD 20.04             Last year's budgeted total


BUD 20.05             Last year's actuals


BUD 20.06             Current year's budget plus/minus a percentage


BUD 20.07             Projection based on percentage of last year's actual


BUD 20.08             Projection based on estimated actuals from current year


BUD 21.00   Online budget request worksheet contains (used for budget prep):


BUD 21.01             Current year budget


BUD 21.02             Current year projected


BUD 21.03             Up to ten years projected


BUD 21.04             Historical previous budget data

                      Online budget request worksheets contains dollar amounts and non financial
BUD 21.05             statistics (performance goals and results)


BUD 22.00   Users can flag one-time budget events


BUD 23.00   Forecasts can be saved


BUD 24.00   System allows users to adjust the base budget line items or summary totals by: or in total


BUD 24.01                 Percentage


BUD 24.02                 Dollar amount

            System allows attaching non-financial data (for example: mission statements,
BUD 25.00   performance measure (operational data), org charts, etc)


BUD 26.00   System allows the user to copy formulas from one field to many cells

            System compares budget versions to demonstrate changes that have been made
BUD 27.00   between versions


BUD 28.00   Locks budget changes after specified date


BUD 29.00   System stores budget data for a minimum of ten years:


            SALARY POSITIONS AND BUDGETING


BUD 30.00   Provide the ability to track positions at multiple levels of authorization:


BUD 30.01                 Ordinance


BUD 30.02                 Budgeted


BUD 30.03                 Authorized


BUD 30.04                 Filled


BUD 30.05                 Vacant
BUD 31.00   Identifies funding sources for positions


BUD 32.00   Provide the ability to track positions by different status:


BUD 32.01                 Active


BUD 32.02                 Frozen


BUD 32.03                 Held


BUD 32.04                 Unfunded


BUD 33.00   System provides multiple types of positions, including but not limited to:


BUD 33.01                 Full-time


BUD 33.02                 Part-time


BUD 33.03                 Hourly


BUD 33.04                 Temporary


BUD 33.05                 Volunteer

            System allows for the cost of a position to be allocated to multiple segments of the Chart
BUD 34.00   of Accounts (i.e. organizational codes, programs, projects, grants, etc.)

            System provides the ability to perform the following operations (for projection purposes)
BUD 35.00   online with the proper security authorization:


BUD 35.01                 Add or delete the number of authorized, or budgeted positions


BUD 35.02                 Modify filled/vacant status (for projection purposes)


            ANALYSIS AND FORECASTING

            Forecast current year budget and actual (either on a line-by-line basis or on an entire
BUD 36.00   budget) by multiple budget elements including:


BUD 36.01             Straight line projection


BUD 36.02             Percentage based on last year actual


BUD 36.03             Last year actual or budget for the remainder of the current fiscal year


BUD 36.04             Units (positions) or staffing levels


BUD 36.05             Employee groups

                      Characteristics of positions (e.g., longevity increases, step and grade
BUD 36.06             increases, etc.)


BUD 36.07             Personnel Costs


BUD 37.00   Calculate position costs based on incumbent for the following assumptions:


BUD 37.01             Bargaining Unit


BUD 37.02             Service Increment (by anniversary date)


BUD 37.03             Full-time vs. part time


BUD 37.04             Certifications (when certifications to be earned would be effective)


BUD 38.00   Calculates available dollars to forecast budget


BUD 39.00   Calculate position vacancy costs
            System provides multiple calculation methodologies for salaries & benefits budget
BUD 40.00   monitoring


BUD 41.00   System can accommodate "what if" forecasting

            System can accommodate what if forecasting for mass salary changes that includes all
BUD 42.00   benefit calculations


BUD 43.00   System allows users to save multiple budget scenarios


BUD 44.00   System calculates budget forecasts using real-time data and information


BUD 45.00   System calculates long-term budget forecasts for 10 years


            BUDGET MAINTENANCE AND MONITORING

            Users can view the amount of funds remaining in the budget (i.e., amount budgeted,
BUD 46.00   amount encumbered, amount spent, etc.)


BUD 47.00   System stores narrative justification for budget adjustments at the departmental level


BUD 48.00   System track all budget changes including:


BUD 48.01                Type of change


BUD 48.02                Reason for change


BUD 48.03                Who requested the change


BUD 48.04                The original change request


            BUDGET ADJUSTMENTS


BUD 49.00   System allows transfers


BUD 49.01                Within a department


BUD 49.02                Between departments


BUD 49.03                Between funds

            Lock out budget changes after specified date, but maintain ability to view those in
BUD 50.00   progress

            System supplies a method to load budget adjustments to multiple budgets (Adopted
BUD 51.00   budget, current budget w/transfers, etc.)

            Tracks all budget changes (transfers/amendments), type of change, and reason for
BUD 52.00   change


            BUDGET PUBLISHING


BUD 53.00   Produces the table of contents, index, glossary for the budget document


BUD 54.00   Incorporates non-budget information into the budget document such as the glossary


BUD 55.00   Allows user to create footnotes and comments for budget publications


BUD 56.00   Incorporates objects from various sources, including images


            REPORTING/INQUIRY


BUD 57.00   System provides the following reports:


BUD 57.01                Original Expenditure Balance


BUD 57.02                Beginning Budget Balance


BUD 57.03                Beginning Budget
BUD 57.04                Amended Budget


BUD 57.05                Encumbrances


BUD 57.06                Actuals Expenditures


BUD 57.07                Actuals Revenues


BUD 57.08                Transfers (In and Out)


BUD 57.09                Available Expenditure Budget Balance


BUD 57.10                Revenue Surplus/Deficit


BUD 57.11                Quarterly Analysis Report


BUD 58.00   Generates a standard, customizable budget variance report (budget to actuals)


BUD 59.00   Provides reports/inquiries to review multiple versions of budget
Functional Category: Project Accounting
Available Response Codes
F       Provided fully functional out of the box or with configuration (no custom development)
CU      Customization/Software Enhancement (Any custom development)
TP      Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)
SR      Provided with Standard Report or Reporting Tool
CR      Custom Report Development Required
N       Not Included in this Proposal




                                                                                                                           Module(s)/Sub-
                                                                                                                             module(s)
   Reference                                                                                                              Required to Fulfill
    Number                                        Functional Requirements                                      Response    Requirements         Comments


                  GENERAL REQUIREMENTS


     PA 1.00      Supports multiple-year projects

                  Supports parent/child relations for projects and sub-projects (list any limitations in the
     PA 2.00      comments column)


     PA 3.00      Projects can be established across funds and departments


     PA 4.00      Allocates direct and indirect costs to projects


     PA 5.00      Projects are linked to:


     PA 5.01                    Fixed Assets


     PA 5.02                    Grants


     PA 5.03                    Work Orders


     PA 5.04                    Other sources of revenue

                  Ensures that project billings do not exceed the reimbursable budget with an override
     PA 6.00      capability based on security


     PA 7.00      System contains project budget forecasting capabilities


     PA 8.00      Projects and project phases have the following status:


     PA 8.01                Active


     PA 8.02                Inactive


     PA 8.03                Pending (Cannot post financial transactions)


     PA 8.04                Closed (Cannot post financial transactions)


     PA 9.00      Projects can track the following:


     PA 9.01                    Expenditures (from purchasing module)


     PA 9.02                    Hours for Project (direct hours) - from time and attendance module


     PA 9.03                    Salary Costs (direct costs)


     PA 9.04                    Overhead costs


     PA 9.05                    In kind matches


     PA 9.06                    Revenues


     PA 9.07                    Equipment costs
PA 9.08                  Material costs and quantities


PA 9.09                  Supplies from inventory


PA 9.10                  Contractor costs/professional services


PA 10.00   Expenditures for project can be identified as capitalized expenses

           System can generate invoice to bill for any project costs (bill to contractor, citizen, or
PA 11.00   grant)                                                                                       wording


           PROJECT LEDGERS


PA 12.00   Maintains the following general financial project information:


PA 12.01             Budgets


PA 12.02             Encumbrances


PA 12.03             Expenditures


PA 12.04             Receivables


PA 12.05             Revenues


PA 12.06             Penalties


PA 12.07             Retention


PA 12.08             Amendments/Change orders


PA 13.00   Project budgets can be controlled by the following elements:


PA 13.01             Fiscal year


PA 13.02             Sponsor fiscal year


PA 13.03             Funding source budget year


PA 13.04             Department


PA 13.05             Phase


PA 14.00   Tracks the following dates:


PA 14.01             Planned start date


PA 14.02             Actual start date


PA 14.03             Phase


PA 14.04             Planned completion date


PA 14.05             Actual completion date


           PROJECT CLOSE

           Users can carry forward or not carry forward fiscal year appropriations at year-end for
PA 15.00   multi-year projects

           Prevents deletion of a project that has an available balance for spending and has not
PA 16.00   been closed

           Prevents deletion of a project account which still has an available balance for spending
PA 17.00   until the project is closed out


PA 18.00   Allows for multiple user defined closure dates
PA 19.00   System provides an automated procedure to purge and archive data for closed projects


PA 20.00   Closes project using effective dating


PA 21.00   Updates the following types of accounts during a close:


PA 21.01                Assets


PA 21.02                Capital Assets (Depreciable assets)


PA 21.03                Expenditures

           Transfers construction-in-progress accounts to fixed asset accounts at project close or
PA 22.00   completion


           REPORTING & QUERYING


PA 23.00   Produce variance reports by project


PA 24.00   Provide report for any current or completed project listing expenditures by:


PA 24.01                Funding source


PA 24.02                Type (fixed asset, component, construction, design, etc)


PA 24.03                Vendor/contractor


PA 24.04                Month


PA 24.05                Year-to-date


PA 24.06                Inception to date


PA 24.07                Fiscal year


PA 24.08                Multiple fiscal years


PA 25.00   Provide the following reports:
                     Report direct and indirect costs associated with a project, including
                     assessment of fringe benefit and/or overhead costs associated with direct
PA 25.01             project labor


PA 26.00   Provide an on-line, real-time inquiry screen that displays the following:


PA 26.01                    Project budget


PA 26.02                    Encumbrances


PA 26.03                    Expenditures


PA 26.04                    Retention


PA 26.05                    Revenues


PA 26.06                    Available budget
Functional Category: Grant Accounting
Available Response Codes
F       Provided fully functional out of the box or with configuration (no custom development)
CU      Customization/Software Enhancement (Any custom development)
TP      Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)
SR      Provided with Standard Report or Reporting Tool
CR      Custom Report Development Required
N       Not Included in this Proposal




                                                                                                                          Module(s)/Sub-
                                                                                                                            module(s)
   Reference                                                                                                             Required to Fulfill
    Number                                        Functional Requirements                                     Response    Requirements         Comments


                  GENERAL REQUIREMENTS


    GA 1.00       Tracks and reports grant activity by:


    GA 1.01                 Active fiscal year and all years within the grant contract


    GA 1.02                 Life of grant (over multiple fiscal years)


    GA 1.03                 Sponsor's/Grantor fiscal year


    GA 1.04                 Type of grant

                  Supports multi-year funding allocation process that allows for expenditures or carry-over
    GA 2.00       of prior year budget


    GA 3.00       Duplicates pre-existing grants to establish templates for new grants


                  GRANT LEDGERS

                  Calculates indirect costs associated with any grant and to provide system generated
    GA 4.00       entries:


    GA 4.01                        Per grant


    GA 4.02                        Per type of grant


    GA 5.00       Tracks the following grant information


    GA 5.01                 Grant budget(s)


    GA 5.02                 Current year-to-date fiscal budget, revenues and expenditures


    GA 5.03                 Grant-to-date revenues


    GA 5.04                 Grant-to-date expenditures


    GA 5.05                 Unexpended balance


    GA 5.06                 Special budget appropriations


    GA 5.07                 Carryover amounts from previous years


    GA 5.08                 Encumbrances


    GA 5.09                 Draw-down amounts


    GA 5.10                 % complete on grant


    GA 5.11                 Advances


    GA 5.12                 City match for grants (in-kind and $$)
GA 5.13             Grant transaction detail


          GRANT APPLICATIONS


GA 6.00   Tracks the following grant application information:


GA 6.01             Grant number


GA 6.02             Grant name


GA 6.03             Grant description (free form text)


GA 6.04             Inactive (not available for budget entry)


GA 6.05             Grantor


GA 6.06             Grantor contact name


GA 6.07             Grantor‟s mailing address


GA 6.08             Grantor‟s phone number


GA 6.09             Date application submitted


GA 6.10             Date application approved or denied


GA 6.11             Original grant approval amount


GA 6.12             Grant budget


GA 6.13             Grant amendments


GA 6.14             Grant carryovers


GA 6.15             Grant fiscal calendar


GA 6.16             Grant beginning date


GA 6.17             Grant expiration date


GA 6.18             Letter of credit/draw-down


GA 6.19             Amounts of matching funds


GA 6.20             Responsible department (multiple)


GA 6.21             Department contact (multiple)


GA 6.22             Reimbursement schedule


GA 6.23             Award date


GA 6.24             Letter of Intent to award date


GA 6.25             Contract number


GA 6.26             Contract award number


GA 6.27             Approved contract date


GA 6.28             Original request amount


GA 6.29             Award amount
GA 6.30              Grant application declined


GA 6.31              Reason grant application declined


GA 6.32    Converts grant application information into new grant


           GRANT TRANSACTIONS


GA 7.00    Captures all financial grant activity through the general ledger


GA 8.00    Tracks program compliance and financial compliance of the grant


GA 9.00    Captures grant expenditures and revenues by:


GA 9.01              Funding source


GA 9.02              Grant project name


GA 9.03              Activity


GA 9.04              Program number


GA 9.05              General ledger account numbers


GA 9.06              Grant purchase orders and encumbrances


GA 9.07              Grant status codes


GA 9.08              Job


GA 9.09              Project


GA 9.10              Grantor


   9.11              Invoice


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


GA 9.13              CFDA number

           Supports unique match rates for (e.g., personnel at 100% and supplies at 25% for grant
GA 10.00   1, personnel at 90% and supplies at 40% for grant 2):


GA 10.01             Grant


GA 10.02             Grant phase


GA 10.03             Individual object


GA 10.04             Group of objects

           Prohibits processing of grant-related expenditure transactions not within grant service
GA 11.00   dates (with override capability based on security)

           Allows processing of grant-related revenue transactions outside of the grant service
GA 12.00   dates (with override capability based on security)

           Accesses details of salary costs associated with a specific grant (on an hourly or partial
GA 13.00   hour basis)


GA 14.00   System has ability to break out salaries vs. benefits for grant reimbursement


GA 15.00   Produce a reimbursement check for unexpended grant funds

           Generates hard-copy reimbursement requests to sponsor agencies from expenditure
GA 16.00   data


GA 17.00   Generates revenue/receivable transactions from grants expenditure data
           Records as a memo entry the „in-kind‟ value (e.g., non-cash match) as part of grant
GA 18.00   activity

           Prompts or alerts users to recognize (realize) grant revenues after grant expenditures
GA 19.00   have been recorded for a user-specified period of time (weekly, monthly, etc.)


GA 20.00   Links receipt of revenue to grant


GA 21.00   Allows distributed users the ability to enter grant expenditures on line.


GA 22.00   System allows carryover funding to be set up as a new grant

           Monitors progress of grant expenditures/revenues against original grant contract
GA 23.00   information


           GRANT REIMBURSEMENTS


GA 24.00   Establish reimbursable budgets for:


GA 24.01             Total grant


GA 24.02             Grant phase


GA 24.03             Monthly / Quarterly


GA 25.00   Reimbursable budgets control expenditures available for grant billing

           Provides a real-time edit to ensure that grant billings do not exceed the reimbursable
GA 26.00   budget


GA 27.00   Integration with Accounts Receivable to provide all billing, aging, and tracking capabilities


GA 28.00   Produces an invoice based on the direct and indirect costs

           Calculates the percentage of outstanding revenue due for an expense incurred through
GA 29.00   a grant


GA 30.00   Links revenue to associated expenditure amounts

           Reports different types costs for providing a service against revenue for that service
GA 31.00   such as:


GA 31.01             Actual costs


GA 31.02             Billable costs


GA 31.03             Invoiced costs

           Accumulates total costs without regard to the funding source and then bills each funding
GA 32.00   source according to the user defined percentage


           INQUIRY AND REPORTING


GA 33.00   Maintain and provide report for history for all grants

           Provides an on-line inquiry screen that displays (the numbers displayed should be the
GA 34.00   same balances used by the billing edit program):


GA 34.01             Grant reimbursable budget


GA 34.02             Encumbrances


GA 34.03             Expenditures


GA 34.04             Revenues


GA 34.05             Amount billed budget


GA 35.00   Provides the following reports:


GA 35.01             Expenditures and revenues
GA 35.02             Sources of revenues


GA 35.03             Reimbursed costs


GA 35.04             Budget vs. actual costs


GA 35.05             Grant budget vs. actual report

           Supports financial report preparation for grants (i.e., monthly, quarterly, and annual
GA 36.00   federal reporting requirements, state reporting requirements, calendar year)


GA 37.00   Roll-up grant to higher levels for internal and external reporting
Functional Category: Fixed Assets
Available Response Codes
F       Provided fully functional out of the box or with configuration (no custom development)
CU      Customization/Software Enhancement (Any custom development)
TP      Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)
SR      Provided with Standard Report or Reporting Tool
CR      Custom Report Development Required
N       Not Included in this Proposal




                                                                                                                         Module(s)/Sub-
                                                                                                                           module(s)
   Reference                                                                                                            Required to Fulfill
    Number                                       Functional Requirements                                     Response    Requirements         Comments


                  GENERAL REQUIREMENTS


     FA 1.00      System tracks:


     FA 1.01                Capitalized items


     FA 1.02                Non-capitalized items


     FA 2.00      System tracks donated assets (developer donated land and infrastructure)


     FA 3.00      System must identify fixed asset, based upon:


     FA 3.01                Account code


     FA 3.02                Serial number


     FA 3.03                Fund


     FA 3.04                Class/type


     FA 3.05                Project / Program


     FA 3.06                Department/Division/Section


     FA 3.07                Physical Location


     FA 3.08                Cost


     FA 4.00      System can attach electronic documents (including photos) to an asset record


     FA 5.00      Tracks assets for assets with shared ownership (shared with other agencies)

                  Track percentage of asset owned for shared assets that can be different for each asset
     FA 6.00      (example: 35%/65%)


     FA 7.00      System supports identification of equipment with


     FA 7.01                   Asset ID tag


     FA 7.02               Barcoding


                  ASSET ADDITIONS AND MAINTENANCE


     FA 8.00      System tracks the following categories of assets:


     FA 8.01                Land


     FA 8.02                Buildings


     FA 8.03                Improvements
FA 8.04              Equipment


FA 8.05              Furniture and fixtures


FA 8.06              Vehicles


FA 8.07              Capitalized leases


FA 8.08              Infrastructure


FA 8.09              Other


FA 9.00    System specify the location of an asset by:


FA 9.01              Building and room number


FA 9.02              Address


FA 9.03              Parcel number


FA 9.04              Legal description


FA 9.05              Floor plan


FA 9.06              Underground


FA 9.07              GIS coordinates


FA 9.08              GPS coordinates


FA 9.09              Warehouse


FA 10.00   System assigns asset number(s)


FA 10.01             Automatically


FA 10.02             Manually

           System maintains detailed property information required to identify and track assets
FA 11.00   including:


FA 11.01             Asset number


FA 11.02             User defined fields


FA 11.03             Chart of Account distribution


FA 11.04             Organization


FA 11.05             Department


FA 11.06             Asset acquisition date


FA 11.07             In-service date


FA 11.08             Asset condition


FA 11.09             Asset status (e.g., inactive)


FA 11.10             Unit cost/value


FA 11.11             Value basis


FA 11.12             Trade-in credit
FA 11.13             Vendor number, name


FA 11.14             Asset descriptive information


FA 11.15             Manufacturer number, name


FA 11.16             Model year


FA 11.17             Model number


FA 11.18             Horsepower


FA 11.19             Serial number


FA 11.20             Employee name for employee to which asset is assigned to (if applicable)


FA 11.21             Employee number for employee to which asset is assigned to (if applicable)


FA 11.22             Driver license number of the employee asset is assigned to (if applicable)


FA 11.23             Warranty/maintenance information


FA 11.24             Maintenance company


FA 11.25             Disposal information


FA 11.26             Lease asset information (if applicable)


FA 11.27             Estimated useful life


FA 11.28             Replacement cost – This field can be updated as needed by users


FA 11.29             Depreciation schedule (method and life)


FA 11.30             Depreciation convention (beginning of month, half-year, mid-month, etc.)

                     Disposal limitations (grant prohibits sale or sale proceeds go to funding
FA 11.31             agency)


FA 12.00   Asset can have multiple account distributions

           System must link component units (parent/child relationship) whereby each component
FA 13.00   maintains its own financial and historical information

           System allows addition and maintenance of assets obtained through non-expenditure
FA 14.00   transactions (e.g., gifts, donations, eminent domain)


FA 15.00   System is able to copy an asset record to create a similar asset record


FA 16.00   System records insurance information including:


FA 16.01                Insurance company name


FA 16.02                Insurance company address


FA 16.03                Insurable value


FA 16.04                Policy number


FA 16.05                Policy period (term)


FA 16.06                Type of coverage


FA 16.07                Liability limits


FA 16.08                Premium
FA 16.09                Other user-defined fields

           System allows transfer of fixed assets, including partial transfers, within or between
FA 17.00   locations/organizations at the individual asset level

           Asset transfers (and partial transfers) generate the appropriate accounting entries for
FA 18.00   cost and accumulated depreciation automatically


FA 19.00   System allows assets to be transferred from one fund to another


FA 20.00   Assets that have been transferred maintain detailed history


           ASSET DISPOSITION, RETIREMENT, AND THEFT

           System records the following information related to disposals, trade-ins, missing, lost, or
FA 21.00   stolen assets:


FA 21.01                Asset number


FA 21.02                Reporting individual


FA 21.03                Date of occurrence or date first noticed missing


FA 21.04                Description of circumstances surrounding the disappearance/disposition


FA 21.05                Steps taken to locate item


FA 21.06                Disposal date


FA 21.07                Disposal amount


FA 21.08                Disposal method


FA 21.09                Original cost


FA 21.10                Accumulated deprecation


FA 21.11                Book value


   21.12                Quotes for disposal price (anyting over $500 needs quotes)


FA 21.13                Disposal type:


FA 21.14                           Surplus


FA 21.15                           Sold at auction


FA 21.16                Proceeds, if any


FA 21.17                Like-kind exchange


FA 22.00   Tracks estimated useful life for asset


FA 23.00   Attach grant expiration date to asset and notify users when expiration date is imminent

           System can flag assets with disposal restrictions and display the restriction message for
FA 24.00   user handling (e.g., federal grant items that must be returned to the federal government)

           System flags donated items during disposal. (donated items may need to go back to
FA 25.00   grantor)


           DEPRECIATION


FA 26.00   System provides the following depreciation functionality:


FA 26.01                Provide depreciation schedules on fixed assets

                        Automatically calculate depreciation in accordance with the depreciation
FA 26.02                method and convention designated for an asset
                        Maintain multiple asset basis values for each asset if desired, utilizing
FA 26.03                industry-standard depreciation methods

                        Automatically charge depreciation to multiple chart of accounts for split-
FA 26.04                ownership assets

           System allows for changing the following and will automatically recalculate depreciation
FA 27.00   expense in accordance with such changes (with proper authorization):


FA 27.01             Asset useful life


FA 27.02             Value basis


FA 27.03             Salvage value


FA 27.04             Depreciation method

           System can simulate depreciation calculations for the following without being required to
FA 28.00   post the results


FA 28.01                individual assets


FA 28.02                groups of assets


FA 29.00   System provides multiple depreciation methods including:


FA 29.01                Straight line


FA 29.02                Declining balance


FA 30.00   System prevents the depreciating of an asset's value below zero


FA 31.00   Depreciation calculated at:


FA 31.01             Beginning of month


FA 31.02             Half-year


FA 31.03             Mid-Month


FA 31.04             Other user defined criteria

           Depreciation methods can be changed for an asset or group of assets, to depreciate the
FA 32.00   assets for the balance of the asset's useful life


FA 33.00   System can designate some assets as non-depreciable (i.e., land)


           CAPITAL PROJECTS

           System is able to identify/record all capitalizable costs associated with the construction
FA 34.00   or purchase/acquisition of an asset

           System captures activity/costs incrementally resulting from several government
FA 35.00   departments working concurrently on a project

           System can recognize fixed/capital assets when they are completed, regardless of
FA 36.00   whether the project has been completed

           Integration with purchasing and project accounting module to capture costs for
FA 37.00   constructed assets


           ASSET WARRANTIES AND SERVICE

           System maintains online maintenance history and warranty/service agreement
FA 38.00   information for assets

           System records and tracks regular/preventive maintenance performed on selected
FA 39.00   assets


           QUERYING AND REPORTING


FA 40.00   System generates standard governmental fixed asset reports including

                     The Standard Governmental Capital Asset Financial Statement Note
FA 40.01             Disclosure,
                    Changes in Capital Assets by governmental activities reports in standard
FA 40.02            CAFR format.

                    Changes in Capital Assets by business Type activities reports in standard
FA 40.03            CAFR format


FA 40.04            Other reports required by the State of Wyoming


FA 41.00   System provides all reports in compliance with GASB Statement No. 34


FA 42.00   Depreciation report by balance sheet category, such as buildings and equipment


FA 43.00   System produces a report of assets by:


FA 43.01               Chart of Account structure


FA 43.02               Vendor


FA 43.03               Manufacturer


FA 43.04               Location


FA 43.05               Grant


FA 43.06               Program / Project
Functional Category: Inventory
Available Response Codes
F       Provided fully functional out of the box or with configuration (no custom development)
CU      Customization/Software Enhancement (Any custom development)
TP      Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)
SR      Provided with Standard Report or Reporting Tool
CR      Custom Report Development Required
N       Not Included in this Proposal




                                                                                                                     Module(s)/Sub-
                                                                                                                       module(s)
   Reference                                                                                                        Required to Fulfill
    Number                                         Functional Requirements                               Response    Requirements         Comments


                  GENERAL REQUIREMENTS


    INV 1.00      Accommodate multiple warehouses


    INV 2.00      Generate and print labels with bar coding


    INV 3.00      Maintain and track the following information for inventory items:


    INV 3.01                By organizational unit (department/office)


    INV 3.02                By warehouse for multiple warehousing


    INV 3.03                Holding account


    INV 3.04                Item description


    INV 3.05                Multiple alias names


    INV 3.06                Unit of measure for:


    INV 3.07                            Purchase


    INV 3.08                            Issue


    INV 3.09                Unit cost


    INV 3.10                Actual price


    INV 3.11                Bulk cost


    INV 3.12                Average price (calculated value)


    INV 3.13                Reel number (e.g., number assigned to a reel of cable)


    INV 3.14                Quantity on a specific reel (e.g., number of feel left of specific reel)


    INV 3.15                Vendor number


    INV 3.16                Primary vendors


    INV 3.17                Min-max points


    INV 3.18                Quantity on hand


    INV 3.19                Quantity on order


    INV 3.20                Quantity received on orders


    INV 3.21                Quantity on back-order
INV 3.22             Ordered year-to-date


INV 3.23             Received year-to-date


INV 3.24             Issued current period


INV 3.25             Issued year-to-date


INV 3.26             Commodity code


INV 3.27             Item number


INV 3.28             Shelf life or expiration date


INV 3.29             Warranty term


INV 3.30             Location


INV 3.31             Component items list (e.g. subtitles of a series of books)


INV 3.32             Seasonal information


INV 3.33             Text field for miscellaneous entry


INV 3.34             Hazardous Materials


INV 3.35             Spoilage (e.g. food items)


INV 4.00   Update stock item data and maintain all the specific data for:


INV 4.01             Purchases


INV 4.02             Returns to stock


INV 4.03             Returns to supplier


INV 4.04             Adjustments (credits, etc)


INV 4.05             Transfers


INV 4.06             Receipts


INV 4.07             Requisitions


INV 4.08             Employee number (of requestor)


INV 4.09             Backorders


INV 4.10             Defective or damaged parts returned to vendor


INV 4.11             Issuance of Inventory


INV 4.12             Surplus/ junk/ spoiled items


INV 4.13             Recalls


INV 4.14             Other user defined items


INV 4.15             System must review returns or adjustments documents in real-time.


INV 4.16             System must review, in real-time, inventory after returns or adjustments

           Block inventory requisitions based on user-defined characteristics (e.g., location does
INV 5.00   not have tile so cannot request wax)
            System allows users to merge multiple inventory items to a new or existing inventory item
INV 6.00    with an audit trail


INV 7.00    Images can be attached to inventory items in the system


INV 8.00    System can accommodate items with zero dollar value and/or zero quantity


INV 9.00    System allocates purchases and stock to the following:


INV 9.01              Departments


INV 9.02              Warehouses


INV 9.03              Section of warehouse


INV 9.04              Cost center


INV 9.05              User-defined category


INV 10.00   System indicates stock on hand for each location


INV 11.00   System indicates stock on hand for multiple locations


INV 12.00   System records transfer of inventory stock among locations


INV 13.00   System must allow users to specify uniform mark-up or overhead costs for inventory item


INV 14.00   System reserves stock items for specific projects or work orders

            System processes partial pick/issue tickets of reserved items while keeping the
INV 15.00   remaining balance of items on reserve


INV 16.00   System generates trip/delivery tickets

            System can bundle items into "carts" or "kits" (A cart or kit consists of items which are
INV 17.00   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 18.00   during a specified time period

            System can place a cap on the dollar amount of an item that can be issued to a
INV 19.00   requestor during a specified time period

            System provides an automatic reorder process for all, or selected, stock items including
INV 20.00   electronic request and approval - (integration with purchasing module)


INV 21.00   System tracks item usage

            User can define, by item, the variables used in determining reorder points and reorder
INV 22.00   quantities


INV 23.00   System allows manual overrides of reorder points and reorder quantities

            System automatically updates inventory on-order information at the time that a requisition
INV 24.00   is created


INV 25.00   Flag/notification for unusual inventory behavior


INV 25.01                Employees


INV 25.02                Crew


INV 25.03                Work unit


            PHYSICAL INVENTORY


INV 26.00   System can freeze inventory to prevent inventory action within the building


INV 27.00   System provides cycle count scheduling


INV 28.00   Inventory counts from the worksheets are entered into the system by
INV 28.01                Manually


INV 28.02                Bar code

            System automatically interfaces with the general ledger for physical inventory
INV 29.00   adjustments with appropriate workflow approval and security


            REPORTING / QUERYING


INV 30.00   System produces the following reports by user selected criteria:


INV 30.01             Inventory stock catalog by criteria (e.g. office supplies)


INV 30.02             Inventory count report


INV 30.03             Inventory status report


INV 30.04             Usage year-to-date


INV 30.05             Inventory Item List by user selected fields


INV 30.06             Inventory turnover ratios


INV 30.07             Receiving activity by receiver


INV 30.08             Delivery time for warehouse requests


INV 30.09             Inventory history by usage/date range


INV 30.10             Backorders


INV 31.00   System can create physical inventory reports, including the following:


INV 31.01             Exception report of quantity variances


INV 31.02             Physical inventory discrepancy report


INV 32.00   Report detailing inventory use by:


INV 32.01             Employee


INV 32.02             Department
Functional Category: Work Orders
Available Response Codes
F       Provided fully functional out of the box or with configuration (no custom development)
CU      Customization/Software Enhancement (Any custom development)
TP      Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)
SR      Provided with Standard Report or Reporting Tool
CR      Custom Report Development Required
N       Not Included in this Proposal




                                                                                                                            Module(s)/Sub-
                                                                                                                              module(s)
   Reference                                                                                                               Required to Fulfill
    Number                                       Functional Requirements                                        Response    Requirements         Comments


                  GENERAL REQUIREMENTS

                  Work order system can open a requisition when sufficient inventory is not available to
    WO 1.00       complete task assigned on a work order


    WO 2.00       Work order system creates unique work order number:


    WO 2.01                 Automatically


    WO 2.02                 Manually


    WO 3.00       Create billings based on time and materials


    WO 4.00       System allows users to set labor rates based on type of activity


    WO 5.00       Work order informaiton viewable with handheld PDA device.


                  SERVICE REQUESTS


    WO 6.00       System accommodates service request generated by any of the following:


    WO 6.01                 Departments


    WO 6.02                 Facilities


    WO 6.03                 Citizens


    WO 6.04                 System generated (e.g. preventative maintenance schedules)

                  System generates multiple work orders from one service request and maintain tracking of
    WO 7.00       the original service requests
                  Work orders that are initiated in other departments or through other processes (e.g.,
                  multiple work orders being generated by a single service request) can be viewed by
    WO 8.00       other departments


    WO 9.00       System tracks the following items for each service request:


    WO 9.01                 Requestor


    WO 9.02                 Date of request


    WO 9.03                 Problem description (short description field and long description free flow text)


    WO 9.04                 Location (support multiple location/sub location combinations)


    WO 9.05                 Department


    WO 9.06                 Requested completion date


    WO 9.07                 Equipment (support multiple equipment / sub equipment types)


    WO 9.08                 Request category code
WO 9.09              Priority


WO 9.10              Multiple contacts


WO 9.11              Personnel (crafts) assigned


WO 9.12              Completion date


WO 9.13              Other user-defined fields


WO 10.00   System can assign the service request for inspection before actually performing work


WO 11.00   System can create work order from service request


WO 12.00   System can default information into the work order from the service request

           System can notify requestor when work has been completed through automated
WO 13.00   notification


           WORK ORDERS


WO 14.00   System can generate work orders without a service request


WO 15.00   System can generate work orders for both scheduled and non-scheduled tasks


WO 16.00   System automatically generates preventive maintenance (PM) work orders based on:


WO 16.01             Project due dates


WO 16.02             Defined time periods


WO 16.03             Asset category and characteristic (example: water meter age)


WO 16.04             Vehicle Mileage/Hours

           The system can allow multiple, unique preventative maintenance schedules to be
WO 17.00   established for equipment, facilities, or piece of equipment


WO 18.00   System tracks the following information associated with a work order:


WO 18.01             Work order number


WO 18.02             Asset number


WO 18.03             Requestor


WO 18.04             Requestor email address


WO 18.05             Location


WO 18.06             Date and time of request


WO 18.07             Complaint or problem


WO 18.08             Emergency (Y/N)


WO 18.09             Type


WO 18.10             Facility ID and/or name


WO 18.11             Description of asset


WO 18.12             Multiple contact names and information


WO 18.13             Problem description
WO 18.14             Preventative maintenance


WO 18.15             Outage


WO 18.16             Priority


WO 18.17             Task codes (specific tasks completed to correct problem)


WO 18.18             Scheduled start date


WO 18.19             Start date


WO 18.20             Status code


WO 18.21             Requested completion date


WO 18.22             Completion date


WO 18.23             Project number


WO 18.24             General location


WO 18.25             GIS coordinates


WO 18.26             Location ID

                     Multiple user-defined fields based on category code selected (e.g., water,
WO 18.27             electrical, filtration, etc.)


WO 18.28             Department


WO 18.29             Assigned to


WO 18.30             Customer


WO 18.31             Completed by


WO 18.32             Whether or not request is safety-related


WO 18.33             Percent completed


WO 18.34             Account code


WO 18.35             Other user-defined data


WO 19.00   System displays and prints work orders and special instructions


WO 20.00   System can track multiple activities and tasks to a work order

           System allows for unique information to a job be entered when a work order is created or
WO 21.00   executed.


WO 22.00   System can assign work order to:


WO 22.01             One person


WO 22.02             Position


WO 22.03                Crews


WO 23.00   System can assign work orders by type of trade

           Tracks all dates throughout the work order life cycle (e.g., date received, date scheduled,
WO 24.00   date started, etc.)


WO 25.00   System identifies and flags repeat work orders
   26.00   System identifies trends in work orders or service orders of same type

           Create master work orders with associated sub-work orders (e.g., renovation project
WO 27.00   work order is made up of destruction, construction, electrical, plumbing, etc.)

           Generate automatic form letters (notification documents) and ticklers to notify specified
WO 28.00   users when preventative maintenance is due.

           Allows override/modify of recurring or PM work orders before they are actually generated
WO 29.00   with appropriate security


WO 30.00   System can place a work order on "hold" pending parts arrival, etc.


WO 31.00   Notify users via email when a work order is on hold with reason

           Notify work order manager or requestor via email when items that have caused a work
WO 32.00   order to be placed on "hold" has been addressed or solved


WO 33.00   Automatic notification of work order status for


WO 33.01             Work order initiation


WO 33.02             Work order status change


WO 33.03             Work order hold


   33.04             Overdue


WO 33.05             Completion


WO 33.06             Other user-defined criteria

           Allow appropriate users to re-open work order if user feels work order was not correctly
WO 34.00   completed


WO 35.00   System can create work orders that contain multiple tasks


WO 36.00   System to base standard charges on work order history and specific task


WO 37.00   System can charge either prior to or upon completion of the work order

           System can automatically schedule tasks to the assigned trade group at the first
WO 38.00   available time slot after the scheduled start date


WO 39.00   System allows modifying existing work orders by adding tasks or new work

           System compiles and sorts technician information, including special skills and available
WO 40.00   work hours


WO 41.00   Accommodates change orders to work orders


           PREVENTIVE MAINTENANCE


WO 42.00   Preventive maintenance work orders include:


WO 42.01             WO number


WO 42.02             Asset number/component ID


WO 42.03             Schedule frequency


WO 42.04             Date initiated


WO 42.05             Date scheduled


WO 42.06             Date assigned


WO 42.07             Date completed


WO 42.08             Date closed
WO 42.09             Location


WO 42.10             Completed by


WO 42.11             Equipment


WO 42.12             Chargeable account


WO 42.13             Labor & parts


WO 42.14             Description of work completed


WO 43.00   Generates automatic customer notification letter

           Provide a comment area on each work order to allow room for the crews to list
WO 44.00   preventive maintenance work not performed due to other conflicts


WO 45.00   Allows users to easily modify a preventive maintenance schedule

           System creates a master list of scheduled preventive maintenance activities due in a
WO 46.00   selected period

           System records incomplete preventative maintenance for immediate follow up or delay
WO 47.00   until next regularly scheduled maintenance activity


           FACILITIES MANAGEMENT


WO 48.00   Maintain history of all work orders for each facility


WO 49.00   Prioritize and schedule preventative maintenance based on risk assessment factors


WO 50.00   Track maintenance activity and costs related to facilities and equipment

           System allows all parts information to be accessed by part number, vendor part number,
WO 51.00   or manufacturer part number


WO 52.00   Establish and maintain a record of all parts used in maintenance and overhaul activities


WO 53.00   Record and display all parts issues, receipts, transfers and audits

           Maintain a record for each vendor that is used for supplying parts for the maintenance
WO 54.00   equipment


           RESOURCES


WO 55.00   Track a work order based on the following actuals data:


WO 55.01             Equipment utilized


WO 55.02             Equipment hours

                     Labor hours (specify the smallest increment of time allowed to be entered
WO 55.03             (quarter hour, minute, etc.)


WO 55.04             Hourly rate


WO 55.05             Overtime


WO 55.06             Labor overhead


WO 55.07             Materials


WO 55.08             Outside contractors


WO 55.09             Parts


WO 55.10             Tools


WO 55.11             Associated fees
WO 55.12             Restitution costs (from vandalism, graffiti removal, etc)


WO 55.13             Other user-defined elements


WO 56.00   Report activity by relevant statistic (e.g. meters read, potholes fixed).


WO 57.00   Allow users to charge time to the following levels of detail:


WO 57.01             Work order


WO 57.02             Task


WO 58.00   Tasks can be allocated to:


WO 58.01             Account code


WO 58.02             Grant


WO 58.03             Project


WO 59.00   Work orders can be allocated to:


WO 59.01             Account code


WO 59.02             Grant


WO 59.03             Project

           Allows intergration to Accounts Receivable to create invoice to reimburse for work order
WO 60.00   costs


WO 61.00   Allows mark-up on work order


WO 62.00   Invoice at standard rates


WO 63.00   Time entered on work order populates timesheet


           QUERIES/REPORTS


WO 64.00   System provides query identifying:


WO 64.01                 Work orders by technician


WO 64.02                 Work orders by department


WO 64.03                 Work orders by type


WO 65.00   Work order query shows work orders that are


WO 65.01                 Completed


WO 65.02                 Outstanding


WO 65.03                 Returned/Not Complete, but not outstanding
Functional Category: Utility Billing
Available Response Codes
F       Provided fully functional out of the box or with configuration (no custom development)
CU      Customization/Software Enhancement (Any custom development)
TP      Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)
SR      Provided with Standard Report or Reporting Tool
CR      Custom Report Development Required
N       Not Included in this Proposal




                                                                                                                       Module(s)/Sub-
                                                                                                                         module(s)
   Reference                                                                                                          Required to Fulfill
    Number                                        Functional Requirements                                  Response    Requirements         Comments


                  GENERAL REQUIREMENTS

                  Store a minimum of ten (10) years of monthly reading and consumption (please list any
     UB 1.00      limitations in comments field)


     UB 2.00      Consumption and meter readings available for entire account history

                  Bill internal departments and post payment to the appropriate budgetary account at the
     UB 3.00      same time.


     UB 4.00      System must interface with GIS (The City currently uses ESRI Arc View 9.X)


     UB 5.00      System must integrate with financial applications in real time


     UB 6.00      Integration with IVR (interactive voice response)


                  CUSTOMER/PREMISE/ACCOUNT RECORDS INCLUDE:


     UB 7.00      Assigns a unique account number to a new customer record

                  System can divide a single property unit into multiple accounts based upon installed
     UB 8.00      meters (irrigation meters or house with multiple apartment units, etc.)


     UB 9.00      System can attach electronic documents to customer record


     UB 10.00     Supports single accounts with multiple meters and service lines


     UB 11.00     Customer records include:


     UB 11.01               Account number (customer & premise)


     UB 11.02               Payment arrangements (e.g. payment plan)


     UB 11.03               Premise


     UB 11.04               Customer #


     UB 11.05               Last name


     UB 11.06               First names or initials. (e.g. Bob & Betty Smith or B.)


     UB 11.07               Social Security Number or Federal Employer Identification Number


     UB 11.08               Drivers License number


     UB 11.09               Date of birth


     UB 11.10               Bill To


     UB 11.11               Default Billing


     UB 11.12               Payment date received
UB 11.13   Payment date collected


UB 11.14   Payment amount


UB 11.15   Service address or number, including 9 digit zip code


UB 11.16   Name of neighborhood/community of service address


UB 11.17   Billing address, including 9 digit zip code


UB 11.18   Secondary Billing address (POA, parent child)


UB 11.19   Customer can opt out of mailing


UB 11.20   E-mail address (multiple)


UB 11.21   Municipal sewer status


UB 11.22   Web address


UB 11.23   Telephone number (multiple)


UB 11.24   Customer language code


UB 11.25   Bankruptcy type code


UB 11.26   Lien status


UB 11.27   Credit rating


UB 11.28   Property owner's first name (or initial)


UB 11.29   Property owner last name


UB 11.30   Telephone number (Landlord)


UB 11.31   Property owner mailing address


UB 11.32   Imports file from Post Office with zip codes


UB 11.33   Meter numbers (customer can have multiple meters on the same account)


UB 11.34   Account status


UB 11.35   Last billing date


UB 11.36   Current balance due


UB 11.37   Payment due date


UB 11.38   Service fee charged date


UB 11.39   Special consumption


UB 11.40   Billing cycle


UB 11.41   Read route


UB 11.42   Municipality code


UB 11.43   Account status (e.g., active, inactive, or pending ("initial on"))


UB 11.44   Account type (residential, multi-family, commercial, etc.)
                     Customer bank information including multiple accounts (checking account,
UB 11.45             credit card etc)


UB 11.46             Types of water service (i.e.. water, fire protection, etc.)


UB 11.47             Types of sewer service (i.e.. regular, treatment, etc.)


UB 11.48             Type of use (I.e., residential, industrial, restaurant, etc.)


UB 11.49             Maximum units limitation


UB 11.50             Minimum unit limitations


UB 11.51             Maximum rates


UB 11.52             Minimum rates


UB 11.53             Permit number


UB 11.54             Collection Agency


UB 11.55             Employee ID# (to indicate if customer is employee ID)


UB 11.56             Other user defined fields


UB 12.00   Sensitive information is masked based on security


UB 13.00   Service property characteristics, including:


UB 13.01             Parcel number


UB 13.02             GIS coordinates


UB 13.03             Legal description


UB 13.04             Special Improvement District Code


UB 13.05             Service address


UB 13.06             Number of dwelling/commercial property units, water


UB 13.07             Number of dwelling/commercial property units, sewer


UB 13.08             Sewer customer type code


UB 13.09             Sewer disposal code


UB 13.10             Site information (e.g., mean dog)


UB 13.11             Current customer at property


UB 13.12             Service start date


UB 13.13             Number of units on property


UB 13.14             Water service line size


UB 13.15             Use of Well


UB 13.16             Sewer service line size


UB 13.17             Meter size


UB 13.18             Fire line size
UB 13.19             Stormwater


UB 13.20             Allocation amount (e.g. NPDS fee):


UB 13.21             Unit


UB 13.22             Solid Waste Removal


UB 13.23              Recycling Removal


UB 13.24             Unit (number of bins)


UB 13.25             Trash bin number


UB 13.26             Facility type


UB 13.27             Company phone number


UB 13.28             Company contact


UB 13.29             Old billing account number

                     System must allow adding user defined fields (Please identify in comments
UB 13.30             field any limitations)

                     Meter district (City meters read in different unit increments than other district
UB 13.31             meters)


UB 13.32             Other user defined fields

           System will prompt user if assigning an address to an account that is already assigned
UB 14.00   (e.g., validates that address is multi-unit property)


UB 15.00   Customer payment history maintained across changes in service address.

           Capture customer deposits in a subsidiary ledger and associate with the customer record
UB 16.00   in relation to status changes (e.g., deactivation) to prompt an action by user.


UB 17.00   Capture date and time stamp information in a free form text field.

           System provides a special customer flag for bulk customers that can be searched in
UB 18.00   case of emergency.


UB 19.00   Full/entire customer history


UB 20.00   Full/entire premise history


           RATE TABLE CHARACTERISTICS


UB 21.00   Rate tables can be set by:


UB 21.01             Water consumption


UB 21.02             Meter size

                     Service district ( City provides service to surrounding rural districts: Districts
UB 21.03             each are charged different rates)


UB 21.04             Customer type (commercial, industrical, residential)


   21.05             Zoning code


UB 22.00   Maintain history of rate tables


UB 23.00   Rate modeling tools to analyze alternate rate structure scenarios

           System prorates changes in the rate structure based upon the effective date of the rate
UB 24.00   change and the period of service (days elapsed basis)


UB 25.00   Add user defined rates without creating a receivable
UB 26.00   Tiered rate structure supports:


UB 26.01              Seasonal rate adjustment


UB 26.02              Thresholds in consumption


UB 26.03              Rate differential by customer type


UB 26.04              Rate differential for conservation status

                      Multiple service-based flat fee rates (e.g. for apartment complexes with
UB 26.05              different flat fee rates)


UB 26.06              Maximum usage levels for variable rates


UB 26.07              Minimum usage levels for variable rates


UB 26.08              Mass update for changes to rates (example: global 5% increase)


UB 27.00   System applies penalties to overdue balances (delinquent accounts) by:


UB 27.01              Percentage


UB 27.02              Flat amount


UB 27.03              In mass


UB 27.04              Percentage up to a maxium


UB 28.00   Penalties assigned on set schedule


UB 29.00   Override capabilities for penalties (example: penalty applied to Mayor's account)


           BILL GENERATION


UB 30.00   One-Time billing capabilities


UB 31.00   On demand customer bill with real time information


UB 32.00   Bills are printed with bar codes


UB 33.00   Estimate final bills based on previous readings

           One reading to apply for Move-In, Move-Out transactions, with user-defined time criteria
UB 34.00   established


UB 35.00   Post payment (with warning) when amount received is different than the amount due


UB 36.00   Establishes pre-defined, multiple billing account allocations to the General Ledger

           Automatic generation of dunning notices based on business criteria via workflow
UB 37.00   capabilities


UB 38.00   Print and enter notes on bills
           Identify notes on customer records that are not printed on bill or customer
           communications (Customer does not see. Example: Customer harasses city
UB 39.00   employees)


UB 40.00   System facilitates the printing of bills:


UB 40.01              Estimation capabilities (with and without history)


UB 40.02              On demand


UB 40.03              Monthly


UB 40.04              Bi-Monthly
UB 40.05              Quarterly


UB 40.06              Semi-annually


UB 40.07              Annually


UB 40.08              By Cycle


UB 41.00   Allows special comments unique to the customer to be printed on all bills

           Precludes production of a statement, shut-off letter, or delinquent letter if the customer's
UB 42.00   account is below user defined threshold. (e.g., less than $3.00)


UB 43.00   Perform consolidated credits


UB 44.00   Perform one-time credits


UB 45.00   Perform one-time adjustments


UB 46.00   All adjustments and credits to appear on bill


UB 47.00   System can identify a reading as an exchanged reading from a replaced meter

           Provide prorated amounts for fixed charges that occur during less than a full billing
UB 48.00   period based on time of service

           Send duplicate bill to multiple addresses (example: account owner and family member of
UB 49.00   account owner/ landlord and tenant)


UB 50.00   Consolidate multiple accounts onto one bill (one person owns multiple premises)

           System allows City to modify bill stock with drop and drag functionality (add fields,
UB 51.00   remove fields, move fields, add logos, etc.)

           System produces can consolidate multiple service types into one bill (solid waste, sewer,
UB 52.00   water, stormwater, etc.)


           COLLECTIONS

           Customer payments can be applied to accounts with pre-defined allocations (example,
UB 53.00   water bill first)


UB 54.00   System allows partial payments


UB 55.00   System allows payment with more than one payment type (credit, cash, check, etc.)


UB 56.00   Interface to third party cashiering system


           DELINQUENCY


UB 57.00   Identify and flag record of delinquent customer


UB 58.00   Identify and define delinquency type


UB 59.00   Automatic generation of delinquency letters


           ADJUSTMENTS


UB 60.00   Adjust by line item


UB 61.00   Adjust entire bill


UB 62.00   Automatically calculate adjustment amount based on adjustment type


UB 63.00   Cancel bill, then re-bill


   64.00   Perform retroactive adjustments (adjust more than the current bill)


   65.00   Update general ledger transactions for all retroactive adjustments
           METER READING FUNCTIONS


UB 66.00   Interfaces to automated meter reading systems using:


UB 66.01                Hand held (touch pad) readers


UB 66.02                Radio reads (truck driving around)


UB 66.03                Radio reads (regional wireless)


UB 67.00   System allows manual entry of meter reads


UB 68.00   System handles input of meter reading data


UB 68.01                Bi-monthly


UB 68.02                Monthly


UB 68.03                Quarterly


UB 68.04                Annual


UB 68.05                On-demand


UB 69.00   System can estimate meter reads for missed readings

           System allows multiple meter reading books (different areas of city on different meter
UB 70.00   reading schedules)

           Service remarks (mean dog, fence, meter location) by service meter available on the
UB 71.00   route listing


UB 72.00   Reader can initiate a service order for coded service types

           System identifies the method and reason of meter reading (manual, hand-held device,
UB 73.00   AMR) - ( monthly, move out, customer inquiry)

           Maintain meter readings and entry sequences independent of customer account number
UB 74.00   sequences


UB 75.00   Maintain meter readings and entry sequences independent of route number


UB 76.00   Record the following data items on the meter:


UB 76.01             Service address


UB 76.02             Previous reading


UB 76.03             Meter number


UB 76.04             Meter re-set date


UB 76.05             Meter replacement date


UB 76.06             Meter maintenance date


UB 76.07             Meter maintenance activity


UB 76.08             Meter calibration


UB 76.09             Meter size


UB 76.10             Read type


UB 76.11             Current meter reading


UB 76.12             Current submeter reading
UB 76.13             Meter serial number


UB 76.14             Meter sequence number


UB 76.15             Transponder number(s)


UB 76.16             Meter location/special meter reading instructions


UB 76.17             Meter measurement unit type (CCF or gallons)


UB 76.18             Meter reader ID number


UB 76.19             Service and customer notes (free form capabilities)


UB 76.20   Trend analysis tools on customer consumption


           SERVICE ORDERS


UB 77.00   Automatic generation of work orders for:


UB 77.01                    New accounts - Meter turn on


UB 77.02                    Closed accounts


UB 77.03                    Bad meter read


UB 77.04                    Delinquent Accounts


UB 77.05                    Customer Complaints


UB 77.06                    Meter testing


UB 77.07                    Meter installs


UB 77.08                    Meter removals


UB 77.09                    Meter repair


UB 77.10                    Meter read interface device repair


UB 77.11                    Customer requested turn-off/turn-on (snow birds, or home repairs)


UB 77.12                    Other user-defined service orders


UB 78.00   Interface with work order module


UB 79.00   Tracking for work order (status, etc.)


UB 80.00   Track the following information on a service order based on the following actuals data:


UB 80.01             Equipment utilized


UB 80.02             Equipment hours

                     Labor hours (specify the smallest increment of time allowed to be entered
UB 80.03             (quarter hour, minute, etc.)


UB 80.04             Hourly rate


UB 80.05             Overtime


UB 80.06             Labor overhead


UB 80.07             Materials
UB 80.08             Outside contractors


UB 80.09             Parts


UB 80.10             Tools


UB 80.11             Associated fees


UB 80.12             Restitution costs (from vandalism, graffiti removal, etc)


UB 80.13             Other user-defined elements


           REPORTING/QUERYING


UB 80.00   Account can be queried by:


UB 80.01             Account number:


UB 80.02             Account name


UB 80.03             Social Security Number


UB 80.04             Account type (residential, multi-family, commercial, etc.)


UB 80.05             Meter number


UB 80.06             Meter type


UB 80.07             Service address (number and/or street name)


UB 80.08             Acct status (i.e.. active, inactive, turn-on, turn-off, etc.)


UB 80.09             Location


UB 80.10             Address


UB 80.11             Billing cycle


UB 80.12             Priority


UB 80.13             Status


UB 80.14             Initiated by name


UB 80.15             Date/time requested


UB 80.16             Date/time resolved (default to same day for SO, user can edit field)


UB 80.17             Service order number


UB 80.18             Consumption characteristics, by service type (tabled)

           Provides an audit report for cycle and route renumbering showing old and new cycle and
UB 81.00   route numbers for future reference


UB 82.00   Scheduled report generation on user defined periods of time


UB 83.00   Produces the following types of reports:


UB 83.01             Daily transactions report


UB 83.02             Daily AR balancing report


UB 83.03             Accounts with no services
UB 83.04   Payment list by user-defined criteria


UB 83.05   Collections candidates


UB 83.06   Write-off request


UB 83.07   Zero consumption report


UB 83.08   List of meters that have not been read
Functional Category: Payroll
Available Response Codes
F       Provided fully functional out of the box or with configuration (no custom development)
CU      Customization/Software Enhancement (Any custom development)
TP      Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)
SR      Provided with Standard Report or Reporting Tool
CR      Custom Report Development Required
N       Not Included in this Proposal




                                                                                                                           Module(s)/Sub-
                                                                                                                             module(s)
                                                                                                                            Required to
                                                                                                                              Fulfill
Reference Number                                     Functional Requirements                                    Response   Requirements
                    GENERAL REQUIREMENTS


     PR 1.00         System will handle all aspects of Fair Labor Standards Act (FLSA)

                    System will handle a 27-day FLSA overtime cycle as a separate payroll (used for fire
     PR 2.00        department only)


     PR 3.00         System will prevent exempt employees from being paid overtime with exceptions


     PR 3.01                   Exempt Pay Codes


     PR 3.02                   Non-Exempt Pay codes

                     System will accept and process multiple Standard Hours (average annual hours per pay
     PR 4.00        period). (5-7 minimum)


     PR 5.00        System allows multiple overtime types (City has 20)


     PR 6.00        The System will store payroll history for a minimum of three years


     PR 7.00         System will maintain recurring pay types including:


     PR 7.01                   Set a fixed and calculated amount (allowances)

                               Set start/stop dates for the fixed amount to be distributed and account number
     PR 7.02                   to be charged


     PR 8.00        System will support generating additional pay based on circumstances as follows:


     PR 8.01                      Duties performed


     PR 8.02                      Shift worked


     PR 8.03                      Skills, certificates (paramedics, and degrees (e.g., Masters degree)

                    System will calculate differential pay rates (e.g. hazardous duty, disasters) and shift
     PR 9.00        differentials


     PR 10.00        System will maintain multiple pay groups.


     PR 11.00       System will handle different work schedules (i.e., administrative staff, temporary help).


     PR 12.00       System allows flexible work schedules, such as 8,10,12,24 hour work days
PR 13.00   System will maintain multiple earnings types.

            System will accommodate flexible overtime rates (straight time versus a user-defined
PR 14.00   factor).


PR 15.00   System will accommodate multiple accrual leave schedules/balances per employee

           System will handle the payout for accumulated balances at retirement based on user-
PR 16.00   defined formula and different classifications


PR 17.00   System will handle miscellaneous incentive and award programs.


PR 18.00   System will automatically apply retroactive pay calculation.


PR 19.00   Retropay will automatically correct:


PR 19.01              Salaries


PR 19.02              Tax deductions


PR 19.03              Benefit deductions


PR 19.04              Garnishments


PR 20.00   System will handle different payroll cycles


PR 20.01           Monthly


PR 20.02           Bi-weekly


PR 20.03            Off cycle (on demand)
            System will process all types of wage and pending wage attachments including liens,
           levies, garnishments, child support, etc. from any state and all Federal wage attachments
PR 21.00   with automatic calculation of disposable earnings.

            System will calculate and record military supplements (difference between military pay
PR 22.00   and regular pay) for up to 24 months.


PR 23.00   System will establish edits for Personnel Action Forms for values that can be edited.

           System will track flexible spending accounts for multiple years and plans and permit
PR 24.00   overlaps(FSA).

            System will track HSA (Health Savings Accounts) and provide the taxable/non-taxable
PR 25.00   information


PR 26.00   System will post current pay period wages to year-to-date and fiscal-to-date file

           System will set any pay code and any deduction code to be a specific tax inclusive or
PR 27.00   specific tax exclusive


           SALARY ADMINISTRATION


PR 28.00   Tracks the following data within each salary schedule :


PR 28.01                Step


PR 28.02                Grade
PR 28.03                Work schedules (e.g., number of days eligible to work)


PR 28.04                Schedule type (fixed, range, etc.)


PR 28.05                Minimum


PR 28.06                Maximum


PR 28.07                Midpoint


PR 28.08                Quartile


PR 28.09                Overtime eligible


PR 29.00   Provides the following data for additional pay items:


PR 29.01                Pay code


PR 29.02                Calculation method (%, flat rate, etc.)


PR 29.03                Amount (fixed amount, %, etc.)

                        Calculation frequency (every pay period, monthly, on anniversary date, or
PR 29.04                user-specified date etc.)

                        Taxable (federal, state, FICA, and retirement according to multiple plans
PR 29.05                etc.)


PR 30.00   Allows multiple separate salary schedules to be maintained.


PR 31.00   System will track pre-determined salary ranges by position.


PR 32.00   Maintains effective dates for salary data to allow for future pay adjustments

            System will retain previous salary and hours and days worked data and effective dates for
PR 33.00   use when calculating retroactive pay adjustments


PR 34.00   Provides salary data for user defined employee groups.

           Automatically recalculates salary due to personnel actions such as promotions,
PR 35.00   demotions, etc.

           Supports mass pay transactions based on any field held within the database (example:
PR 36.00   travel allowances).


PR 37.00   System will perform mass salary changes to


PR 37.01           All employees


PR 37.02           Group of employees


PR 37.03           Individual employees


PR 37.04           Salary schedules


PR 38.00   Mass salary changes validated against maximum salary for position
           System will allow pay rate changes based on different user-defined criteria (i.e., service
PR 39.00   years, longevity, etc.).


PR 40.00   System will record historical information for all changes


           DEDUCTIONS, GARNISHMENTS, AND SPECIAL PAYS


PR 41.00   Allow one-time deduction and earnings overrides.


PR 42.00   System will maintain multiple deduction types.


PR 43.00   Automatic calculations of retroactive deductions.

           System will pay Benefit providers for which deductions are taken through Accounts
PR 44.00   Payable. (Example: Paying benefit providers)


PR 45.00   System will alert and track for employees with net pay less than benefit deductions


PR 46.00   System will reconcile all deductions to the General Ledger.

            System will process multiple garnishments per employee and assign pre-defined
PR 47.00   priorities.


PR 48.00   System will apply garnishments to multiple vendors

           System will accommodate up to ten garnishments and automatically calculate that
PR 49.00   maximum percentage of total pay is not exceeded.

           System will set cap for garnishments and voluntary deductions so that a certain total
PR 50.00   amount is not exceeded.


PR 51.00   System will create a special deduction and apply to a single group of employees.


PR 52.00   System can exclude certain employees from medicare deduction


PR 53.00   System can exclude certain employees from social security deduction

           System accommodates deductions either on a pre-tax or post-tax basis defined per
PR 54.00   deduction


           PAYROLL PROCESSING

            System will process pay for one employee with multiple jobs and employee will receive
PR 55.00   one paycheck

            System will run pay, deduction, withheld taxes, and net pay calculations as a "proof" run
PR 56.00   for review prior to final pay run..


PR 57.00   System will cut special or immediate (on-demand) checks.


PR 58.00   System will allow individuals to forward Direct Deposit (to multiple accounts).

           System will print leave accrual rate, leave taken in hours or days and leave remaining on
PR 59.00   paychecks and advices on all leave categories


           REPORTING/QUERIES

            System will produce earnings and withholding earnings, Medicare, and FICA total reports,
PR 60.00   including associated taxes, for the following periods:


PR 60.01                 Fiscal Year
PR 60.02                Calendar Year


PR 60.03                Policy Year (e.g., Worker's Compensation)


PR 60.04                User-defined


PR 61.00   System will review select salary history.


PR 62.00   Produce edit reports of all payroll adjustments.


PR 63.00   System will produce W-2s (and to reprint single W-2).


PR 64.00   System will store W-2s for a min. of five years


PR 65.00   System will produce quarterly Form 941 report (IRS)


PR 66.00   System will produce amended W-2 for multiple years


PR 67.00   System will produce a report showing FICA wages, by individual and in total


PR 68.00   System will create reports sorted by user-defined criteria


PR 69.00   Comply with Federal and State payroll tax reporting requirements.


PR 70.00   Payroll accrual report

           Wyoming retirement system monthly report (multiple retirement plans: example police, fire,
PR 71.00   admin)
Comments
Functional Category: Time and Attendance
Available Response Codes
F       Provided fully functional out of the box or with configuration (no custom development)
CU      Customization/Software Enhancement (Any custom development)
TP      Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)
SR      Provided with Standard Report or Reporting Tool
CR      Custom Report Development Required
N       Not Included in this Proposal




                                                                                                                              Module(s)/Sub-
                                                                                                                                module(s)
                                                                                                                               Required to
                                                                                                                                 Fulfill
Reference Number                                   Functional Requirements                                         Response   Requirements
                      GENERAL REQUIREMENTS


  Time         1.00 System allows employees to enter time in any of the following methods:


  Time         1.01           Enter detail of hours worked with proper account, grant, project, or activity code

                              Exception based time entry - employee has default entry and only enters if
  Time         1.02           different than default

                              Time allocated to multiple accounts based on percentage. (example 50% public
  Time         1.03           works, 50% EMS)


  Time         2.00 Employees can enter time against


  Time         2.01           Accounts


  Time         2.02           Projects


  Time         2.03           Grants


  Time         2.04           Work Orders


  Time         3.00 System allows employees to enter leave at remote locations.


  Time         4.00 Accomodates the following leave types:


  Time         4.01           Sick


  Time         4.02           Annual


  Time         4.03           Holiday


  Time         4.04           Personal


  Time         4.05           Bereavement


  Time         4.06           Military


  Time         4.07           Jury Duty


  Time         5.00 System allows employees to "bank" holidays
             System allows employees to donate leave to another employee (converted to value of
Time    6.00 recipient)

             System calculates overtime adjustments when leave transactions are processed in a
Time    7.00 subsequent pay period.

             System must have ability to enter hours worked for some positions and to automatically
Time    8.00 pay salaried employees.


Time    9.00 System can record time to reflect different work assignments. (multiple funds)

             Allow limits to be set for certain types of leave and do not allow transaction entry if limits
Time   10.00 are exceeded.

             System allows employees to record time in two different years at the same time (e.g., pay
Time   11.00 period that crosses over calendar or fiscal year-end).

             System must have ability to generate overtime for all types of thresholds such as above 40
Time   12.00 hours, and Public Safety Schedules as outlined by FLSA.

             System must have ability to generate holiday schedules and automatically updates eligible
Time   13.00 employee time and attendance records.

             System must have ability for each department to create work shifts of variable duration
Time   14.00 such as a 24 hour shift, a 12 hour shift, a 10 hour shift, etc.

             System must have ability to future date transactions for processing during the appropriate
Time   15.00 pay period

             System prohibits the request of leave that is in excess of leave balance (with override
Time   16.00 capability)

             System must have ability to specify when each type of leave is calculated (by pay period,
Time   17.00 by month, or other user defined interval.)

             System must have ability to validate against leave accrued prior to usage and payment to
Time   18.00 ensure appropriate balance is available.

             System must have ability to enforce holiday usage rules (e.g., paid status before and/or
Time   19.00 after holiday) which can vary by employee group.

             System allows different type of employees to have different holiday calculations (full time
Time   20.00 =8 hours, part time = 4 hours, seasonal = 0 hours)

             System must have ability for tickler or notification system to alert supervisors to certain
Time   21.00 user-defined events, such as absences of two weeks or more.

             System must have ability to accommodate fluctuating work weeks and monitor against
Time   22.00 FLSA guidelines.

             System must have ability to provide flexible workflow for review and approval of
Time   23.00 timesheets.


               TIME ENTRY


Time   24.00 Employees can enter time by


Time   24.01          Hours worked


Time   24.02          Start time, end time


Time   25.00 System allows employees to enter time at remote locations using a web browser

             Provide drop-down menus showing authorized functions, work orders, grants, projects, or
Time   26.00 accounts that employees can charge time to, with a description field.


Time   27.00 Allows employees with multiple positions to specify which position to charge for time

             System allows supervisors to edit project, grant, or activity codes entered on employees
Time   28.00 timesheets
Time   29.00 Audit trail on changes to timesheet


Time   30.00 Accumulate time for entered projects and work orders.

             Allow for entry of time by day and shift and also has the capability to enter at the summary
Time   31.00 level (ex. pay period totals).

             Calculate the FLSA overtime earnings benefit based on the actual work hours by user-
Time   32.00 defined period by employee.


             REPORTING / QUERIES


Time   33.00 System can view and print a summary of employees' hours worked for the pay period.
Comments
Functional Category: Applicant Tracking
Available Response Codes
F     Provided fully functional out of the box or with configuration (no custom development)
CU    Customization/Software Enhancement (Any custom development)
TP    Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)
SR    Provided with Standard Report or Reporting Tool
CR    Custom Report Development Required
N     Not Included in this Proposal




                                                                                                                     Module(s)/Sub-
                                                                                                                       module(s)
                                                                                                                      Required to
  Reference                                                                                                             Fulfill
   Number                                       Functional Requirements                                   Response   Requirements


               GENERAL REQUIREMENTS


   AT 1.00     System allows applicants to complete and submit forms via the Internet


       2.00    Applicant forms could be different for specific jobs (example: Police)


   AT 3.00     Open positions or job announcements can be posted to the City Website.

               System provides the applicant the ability to view application status (i.e., interview
   AT 4.00     pending, application being reviewed by department, etc.).


   AT 5.00     System allows applicant to upload electronic files (resume, certifications, etc.)


               APPLICANT FILE

               System must have ability to maintain the following information about job applicants with
   AT 6.00     history:


   AT 6.01                Date of application


   AT 6.02                Date of updates


   AT 6.03                Status (complete or incomplete)


   AT 6.04                Name


   AT 6.05                Primary address


   AT 6.06                Home phone


   AT 6.07                Work or other phone number


   AT 6.08                E-mail address


   AT 6.09                Position(s) applied/referred for


   AT 6.10                Social Security Number


   AT 6.11                Date of birth


   AT 6.12                Gender
AT 6.13               Citizenship


AT 6.14               Multiple races


AT 6.15               File attachments (e.g., resumes)


AT 6.16               Education including:


AT 6.17                    Degree(s) earned - data for each degree


AT 6.18                    Year of graduation


AT 6.19                    School


AT 6.20               Criminal background Information


AT 6.21               Previous employment information


AT 6.22               Preferred location


AT 6.23               Work schedule


AT 6.24               Certifications/Licenses, including:


AT 6.25                    State


AT 6.26                    Type


AT 6.27                    Validity period


AT 6.28                    License/certification number


AT 6.29               Results of required tests


AT 6.30               Date(s) and results of drug and alcohol screening


AT 6.31               Results of sexual predator/criminal background checks


AT 7.00    Applicants can register and maintain profile in system


AT 8.00    System allows users to apply for more than one position without creating new profile


           RECRUITMENT

           System allows staff to analyze minimum qualifications against the job classification
AT 9.00    characteristics and qualifications.


AT 10.00   System can match current employees based upon:


AT 10.01              Skills/Certifications/Qualifications


AT 10.02              Training
           System must have ability to query applicant pool for certain characteristics (e.g., course
AT 11.00   certification).


           HIRING


AT 12.00   System tracks completion of important tasks in hiring process (hiriing checklist)

           System must have ability to have applicant information moved to employee record if
AT 13.00   hired.


           INQUIRY/REPORTING
           System must have the ability to maintain statistics on recruitments, such as number of
           applicants, number of applicants certified, department, hiring authority, and time to
AT 14.00   recruit and fill position.


AT 15.00   System must have the ability to search for applicant information by:


AT 15.01              Name


AT 15.02              Applicant ID


AT 15.03              Recruitment (examination) number


AT 15.04              Job classification


AT 15.05              Education


AT 15.06              Experience
Comments
Functional Category: Human Resources
Available Response Codes
F     Provided fully functional out of the box or with configuration (no custom development)
CU    Customization/Software Enhancement (Any custom development)
TP    Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)
SR    Provided with Standard Report or Reporting Tool
CR    Custom Report Development Required
N     Not Included in this Proposal




                                                                                                                          Module(s)/Sub-
                                                                                                                            module(s)
    Reference                                                                                                            Required to Fulfill
     Number                                       Functional Requirements                                     Response    Requirements


                  GENERAL REQUIREMENTS


    HR 1.00       System will establish effective dates for organizational structures


    HR 2.00       System will maintain employee number from applicant through retirement


    HR 3.00       System will provide functionality to store employee pictures attached to employee file

                  Effecitive dating employee transactions (example: add employee, remove employee,
    HR 4.00       promote, etc.)


                  EMPLOYEE DATA

                  The System should have the ability to maintain at least the following minimum information
    HR 5.00       on the Employee‟s Master File:


    HR 5.01                     Employee name:


    HR 5.02                     Maiden/former name/aliases/nicknames


    HR 5.03                     Employee number


    HR 5.04                     Federal Tax ID qualification


    HR 5.05                     Social Security number


    HR 5.06                     Birth date


    HR 5.07                     Seniority Date (tied to benefit rules)


    HR 5.08                     Multiple Addresses:


    HR 5.09                     Multiple telephone numbers


    HR 5.10                     Multiple email address:


    HR 5.11                     Ethnicity


    HR 5.12                     Emergency contact information


    HR 5.13                     Original service/hire date


    HR 5.14                     Date in current position
HR 5.15                  Rehire date(s)


HR 5.16                  Retirement date


HR 5.17                  Spouse and dependent information:


HR 5.18                           Date of birth


HR 5.19                           Social Security number

                         Employee status (active, inactive, retired, laid off, FMLA status, terminated,
HR 5.20                  per diem) using predefined codes


HR 5.21                  Current service/hire date


HR 5.22                  Marital status


HR 5.23                  Promotion dates


HR 5.24                  Termination date


HR 5.25                  Immigration Status (I9):


HR 5.26                  Termination reason


HR 5.27                  Termination code


HR 5.28                  Drivers license type


HR 5.29                  Drivers license number


HR 5.30                  Drivers license expiration


HR 5.31                  Insurance certificate


HR 5.32                  Certifications/qualifications/skills


HR 5.33                  Union


HR 5.34                  User defined employee group


HR 6.00   System tracks information on non-employees:


HR 6.01                  Volunteers


HR 6.02                  Prisoner labor


HR 6.03                  Other groups


          POSITION CONTROL

          System tracks and reports all positions authorized to fill at user defined levels in an
HR 7.00   organization.


HR 8.00   System provides ability to create and maintain job descriptions


HR 9.00   System tracks and reports all budgeted positions.
HR 10.00   System tracks and reports incumbents by position and report FTE's.


HR 11.00   System tracks and reports vacant positions.

           System tracks and reports other positions, such as pool positions or unassigned,
HR 12.00   unallocated positions.
           All personnel transactions will be linked to Position Control such that position data is
           verified/updated at the completion of each transaction (new hire, termination, transfer,
HR 13.00   etc.)

           Position control database shall track all positions whether filled or vacant and be able to
HR 14.00   describe the positions as part time, full time, etc.
           System fully integrates with personnel actions (e.g., a new employee could not be hired
           until system verifies that an authorized position is, or will be, vacant at effective date of
HR 15.00   hire.).

           System integrates with budget process to provide costs including benefits of current and
HR 16.00   proposed positions, including vacancies.

           System will “Freeze” positions (revoke authorization to hire) at different levels based on
HR 17.00   user definable parameters.
           System provides for a link between a frozen position and the new position (when a
           position is frozen to free funds or headcount to meet another need). Requires a many-to-
HR 18.00   many relationship capability.

           System allows the assignment of an employee to multiple positions across organizational
HR 19.00   boundaries.

           Allows overfilling of a position with appropriate authorization (e.g., provide overlap
HR 20.00   between employee leaving and coming).

           System allows under filling of a position with appropriate authorization (e.g., filling with a
HR 21.00   lower pay grade or title).


HR 22.00   System tracks a position based on authorization for creating position.

           System identifies position status (by total, employee group classification, department or
HR 23.00   facility location)


HR 23.01                  Budgeted


HR 23.02                  Allocated


HR 23.03                  Encumbered


HR 23.04                  Vacant

           System generates projections of payroll liabilities from filled positions and savings from
HR 24.00   vacant positions


HR 25.00   Position information stores "reports to" information


HR 26.00   Supports organizational heirarchy


           POSITION DATA


HR 27.00   Tracks the following data on the position:


HR 27.01               Position number


HR 27.02               Position name


HR 27.03               Position description


HR 27.04               Salary schedules step, grade


HR 27.05               FTE
HR 27.06              Job class (for workers comp)


HR 27.07              Required certifications


HR 27.08              Work schedule


HR 27.09              User defined


           DISCIPLINARY ACTION

           System accommodates and tracks multiple grievance procedures based upon type of
HR 28.00   employee (i.e., administration, firefighter, police officer, management).


HR 29.00   System will define multiple grievance rules.


HR 30.00   System records historical disciplinary action by:


HR 30.01                 employee


HR 30.02                 date


HR 30.03                 type of incident


HR 30.04                 type of follow-up action taken.


HR 31.00   System will track Performance Action Plans


HR 32.00   System tracks all disciplinary complaints, investigations, and actions:


HR 32.01                 Letters of reprimand


HR 32.02                 Warnings


HR 32.03                 Suspensions with pay


HR 32.04                 Suspensions w/o pay


HR 32.05                 Discharge


HR 33.00   The system must track the following information for all disciplinary actions:


HR 33.01                 Employee name


HR 33.02                 Employee number


HR 33.03                 Budget unit (department, division, section)


HR 33.04                 Issue (e.g. insubordination)

                         Proposed discipline (e.g. letter of reprimand, suspension, demotion and
HR 33.05                 termination)


HR 33.06                 Date discipline was received


HR 33.07                 Date the final discipline will take place


HR 33.08                 Classification name and number
HR 33.09                  Work location


HR 33.10                  Supervisor's name


HR 33.11                  Appealed


HR 34.00   System will provide historical information for all disciplinary actions


HR 35.00   System will flag an employee record, once terminated, preventing them from reapplying


           PERFORMANCE APPRAISALS


HR 36.00   Track performance appraisal scores


           TRAINING


   37.00   Track training courses and certifications for each employee


           WORKER'S COMPENSATION


HR 38.00   System will maintain and track information on each filed claim:


HR 38.01                  Claimants name and information


HR 38.02                  Employee Department/Division


HR 38.03                  Date claim received


HR 38.04                  Police Report number


HR 38.05                  Location of incident/accident


HR 38.06                  Injury


HR 38.07                  Date of Injury


HR 38.08                  Physician of Choice


HR 38.09                  Date Employee Received Claim Form


HR 38.10                  Date Supervisor Received Claim Form from Employee


HR 38.11                  Date Risk Mgt Received all Claim Forms from Supervisor


HR 38.12                  Open and Close dates


HR 38.13                  Total pay out


HR 38.14                  Alternate Duty Position


HR 38.15                  Alternate Duty Begin Date


HR 38.16                  Alternate Duty End Date


HR 38.17                  Alternate Duty End Date Extension(s)
 HR 38.18                   Maximum Medical Improvement (MMI) Date


 HR 39.00    System will indicate if City or Third Party Administrator (TPA) is paying the claim.

             System tracks costs of workers compensation benefits paid to and on behalf of an
 HR 40.00    employee.


 HR 41.00    System will track loss time hours by employee


 HR 42.00    System will flag if claim is eligible for OSHA Log 300 filing

              System will track different types of claims including: incident only, medical only claim,
 HR 43.00    loss time claim


 HR 44.00    System will keep a record of change to type of claims


 HR 45.00    System will track claim status, including number and types of claims.


 HR 46.00    System maintains employee injury information such as physician's name.


 HR 47.00    System tracks workers compensation for non employees (prison labor, volunteers, etc)


             DRUG AND ALCOHOL TESTING

             System will import, report, maintain and track information on federal DOT drug testing
 HR 48.00    requirements for all employees requiring drug and alcohol testing


 HR 49.00    System will maintain and track test dates and results on:


 HR 49.01                   Pre-employment testing


 HR 49.02                   Random testing


 HR 49.03                   Reasonable Suspicion/Cause


 HR 49.04                   Post Accident


 HR 49.05                   Return to Duty


 HR 49.06                   Follow-up


 HR 49.07                   Other user defined fields


             REPORTING


HR   50.00   System produces the following reports:
Comments
Functional Category: Benefits Administration
Available Response Codes
F     Provided fully functional out of the box or with configuration (no custom development)
CU    Customization/Software Enhancement (Any custom development)
TP    Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)
SR    Provided with Standard Report or Reporting Tool
CR    Custom Report Development Required
N     Not Included in this Proposal




                                                                                                                           Module(s)/Sub-
                                                                                                                             module(s)
                                                                                                                            Required to
   Reference                                                                                                                  Fulfill
    Number                                         Functional Requirements                                      Response   Requirements     Comments


                 BENEFIT PLAN ADMINISTRATION


  BA 1.00        System supports various types of benefit plans, including, but not limited to the following:


  BA 1.01                        Deferred Compensation


  BA 1.02                        Cafeteria Plan


  BA 1.03                        Pre-tax and After-tax Plans

                                 System will enroll various levels i.e. Single, Employee and Children,
  BA 1.04                        Employee and Spouse, or Family


  BA 1.05                        Medical with :


  BA 1.06                                 PPO (multiple)


  BA 1.07                                 HMO


  BA 1.08                                 Waived participation


  BA 1.09                                 Opt Out (employee paid not to take insurance)


  BA 1.10                        Life Insurance:


  BA 1.11                                 Accidental death and dismemberment


  BA 1.12                                 Supplemental life


  BA 1.13                                 Dependent and spouse life


  BA 1.14                        Dental


  BA 1.15                        Vision

                                 Flexible spending accounts including POP, Dependent Spending Account
  BA 1.16                        and Health Care Savings Account


  BA 1.17                        Health spending accounts


  BA 1.18                        Long term disability


  BA 1.19                        Short term disability


  BA 1.20                        Savings Bond purchases


  BA 1.21                        Retirement
BA 1.22                   Tax sheltered annuity


   1.23                   COBRA


   1.24                   Employee Assistance Program


   1.25                   Wellness


   1.26                   FMLA


BA 2.00   System supports multiple versions of benefit plans.


   3.00   Plan versions are processed based on effective date.


BA 4.00   System stores benefit plan rules on-line.


BA 5.00   System tracks dependent and beneficiary information, including:


BA 5.01                   Name


BA 5.02                   Date of birth


BA 5.03                   Effective Date


BA 5.04                   Address (if different than employee/retiree)


BA 5.05                   Social security number


BA 5.06                   Relation (child, spouse, etc)


BA 5.07                   Medicare eligible


BA 5.08                   Student status


          BENEFIT PLAN ELIGIBILITY

          System maintains multiple eligibility dates for different benefit plans based on different
BA 6.00   rules.

          System supports different enrollment periods for union versus non-union staff and overlap
BA 7.00   in plan years


BA 8.00   System automatically determines employee eligibility by:


BA 9.00                   Employment status (full time, part time, active, retired, etc.)


   9.01                   Position


BA 9.02                   Job class


BA 9.03                   Effective date


BA 9.04                   Length of employment


BA 9.05                   Hours worked by period


BA 9.06                   Wage base


BA 9.07                   Prior elections
   9.08                    Marital status


   9.09                    Hire date


   9.10                    Employee group (union)


BA 9.00    System provides override capability for enrolling or exluding benefit eligibility


BA 10.00   System should provide for processing the following benefits eligibility events:


BA 10.01                   Establishment and maintenance of participant information

                           Activation of coverage for participant, spouse, and non-spouse
BA 10.02                   dependents

                           Activation of coverage for survivors (former dependents of participants
BA 10.03                   that are allowed to continue their benefits coverage)


BA 10.04                   Maintenance of beneficiary information
                           Initiation of COBRA processing when an individual‟s coverage is
                           terminated due to a COBRA qualifying event (system must be able to
BA 10.05                   handle various reasons, i.e. termination 18 months, reduced hours 18


BA 10.06                   Evidence of insurability

                           Initiation of and return from leave without pay (LWOP, including military
BA 10.07                   leave and FMLA) coordinated with sick leave balances


BA 10.08                   New hires, re-hires, and transfers


BA 10.09                   Terminating/retiring employees (permanent and temporary employees)

                           Termination of coverage for participant, spouse and non-spouse
BA 10.10                   dependents


BA 10.11                   Participant transfers


BA 10.12                   System automatically alerts when dependent reaches pre-defined age.

                           System automatically alerts when employees and dependents reaching
BA 10.13                   the age of 65


BA 10.14                   Medicare eligible


BA 11.00   System provides a chronological history of Benefits elections

           System will prepare benefit billings online and create a receivable that integrates with the
BA 12.00   AR module.

           System will accept benefit payment via auto withdrawal or credit card either one-time only
BA 13.00   or recurring payment


BA 14.00   System will track initial COBRA payments.


BA 15.00   System will track COBRA duration.


BA 16.00   System will track COBRA justification.


BA 17.00   System will provide notification of proximity to expiration of COBRA coverage.


           BENEFIT PLAN COSTS

           System will provide for the following financial processes associated with group benefits
BA 18.00   administration, including:

                           Billing of departments and direct premium payers for costs of group
BA 18.01                   benefits
                          Refunds and adjustments of insurance premiums to employees taking into
BA 18.02                  consideration pre and after tax contributions and retirement

                          If a premium is refunded and it is pre-tax, then employer and employee
BA 18.03                  taxes contribution are deducted from the refund.

                          If a premium is adjusted, employer and employee taxes and retirement
BA 18.04                  contribution are deducted/added to the adjustment

                          Receive manual payments for cost-share and/or COBRA for benefit plan
BA 18.05                  members who do not receive a paycheck

                          System will determine premium amount based on category of employment
BA 18.06                  (e.g., administrative, police or firefighter)

                          System will track 457 and 401 (a) participation and show percentage of
BA 18.07                  gross income contributed


BA 18.08                  Track multiple 457 providers and allow elections
                          Ability to allow employees to split Employer retirement contribution
                          between retirement and defined contribution plans based on IRS
BA 18.09                  requirements, not to exceed the Federal 25% of total compensation cap.

                          System will calculate the 401(a) income based on the user-defined
   18.10                  formula

           System will retroactively enroll dependents based on effective dates and automatically
BA 19.00   impact payroll to compute the proper pay adjustments and deductions.

           System maintains premium or contribution rate history (employee and employer costs) on-
BA 20.00   line by:


BA 20.01                  Plan


BA 20.02                  Employee


BA 20.03                  Provider


BA 20.04                  Post retiree


BA 21.00   System tracks current and historical benefit costs including:


BA 21.01                  Employer cost


BA 21.02                  Employee cost


BA 21.03                  Post employee


BA 21.04                  Total premiums/contributions


           DATA REQUIREMENTS


BA 22.00   System tracks the following key data on providers:


BA 22.01                  Provider ID


BA 22.02                  Full name


BA 22.03                  Short name


BA 22.04                  Address


BA 22.05                  Primary Contact Name, Job Title, and Phone


BA 22.06                  Service Contact Name, Job Title, and Phone


BA 22.07                  Billing Contact Name, Job Title, and Phone
BA 22.08                  Subscriber Contact Name, Job Title, and Phone


BA 22.09                  Direct Deposit Banking data


BA 22.10                  Tax ID and Social Security Number


BA 22.11                  History of changes (dates)


BA 22.12                  Master group number and name


BA 23.00   System tracks the following data for benefit plans:


BA 23.01                  Plan Type


BA 23.02                  Plan name/number


BA 23.03                  Eligibility data


BA 23.04                  Option code (e.g., retiree rehire)


BA 23.05                  Retirement contribution rate


BA 23.06                  Effective date


BA 23.07                  Termination date of coverage


BA 23.08                  Cafeteria deduction code


BA 23.09                  Level of coverage (e.g., life insurance)


BA 23.10                  Option Semi-monthly amount


BA 23.11                  Option Biweekly amount


BA 24.00   System tracks the following key data for benefit packages:


BA 24.01                  Deduction code


BA 24.02                  Description


BA 24.03                  Effective date


BA 24.04                  Provider ID


BA 24.05                  Plan code


BA 24.06                  Calculation method (fixed, % gross, based on age, etc.)


BA 24.07                  Frequency of deduction allowed


BA 24.08                  Total plan cost


BA 24.09                  Administration Fee


BA 24.10                  Standard vs. optional


BA 24.11                  Stipend eligibility
BA 25.00   System tracks the beneficiary for each benefit:


BA 25.01                  Name


BA 25.02                  Relationship


BA 25.03                  Date assigned


BA 25.04                  Address (if different than employee/retiree)


BA 25.05                  Social Security Number


BA 25.06                  Medicare eligible


BA 25.07                  Allocation date


BA 25.08                  Trustee Information if Beneficiary is a Minor


BA 25.09                  Deferred Compensation


BA 25.10                  Life insurance and supplemental


BA 25.11                  Section 457


BA 25.12                  Section 125 plan


BA 25.13                  Retirement


BA 25.14                  Life and supplemental life


BA 25.15                  User Defined


           REPORTING


BA 26.00   Provider reporting that provides the following functions on detailed and summary reports:


BA 26.01                  Plan participation


BA 26.02                  Total of City and Employee costs by provider


BA 26.03                  Costs by plan


BA 26.04                  Employees eligible but not participating


BA 27.00   System will produce a total compensation package benefits statement
Functional Category: Licensing/Inspections
Available Response Codes
F       Provided fully functional out of the box or with configuration (no custom development)
CU      Customization/Software Enhancement (Any custom development)
TP      Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed)
SR      Provided with Standard Report or Reporting Tool
CR      Custom Report Development Required
N       Not Included in this Proposal




                                                                                                                       Module(s)/Sub-
                                                                                                                         module(s)
    Reference                                                                                                         Required to Fulfill
     Number                                        Functional Requirements                                 Response    Requirements         Comments


                  GENERAL REQUIREMENTS

                  Assign differing workflow approvals based upon license/permit type with the ability to
     LIC 1.00     override, based upon security level.


     LIC 2.00     Maintain a history of recurring license/permit applicants
                  Provide interface with geographical information systems (GIS) mapping and parcel data
                  for generating project area maps and site location activity reports
     LIC 3.00

                  Provide identification for non-renewable license/permit/permit types and ability to
     LIC 4.00     automatically remove these upon expiration from active license/permit/permit list


     LIC 5.00     Module is integrated with accounts receivable.


                  DATA REQUIREMENTS


     LIC 8.00     Maintain information on applicant including:

                                  Application/permit type (e.g. liquor, etc.)
     LIC 8.01


     LIC 8.02                     Applicant Name

                                  Applicant Address
     LIC 8.03

                                  Agent Name
     LIC 8.04

                                  Agent Address, phone numbers, email, etc.
     LIC 8.05

                                  Business License Number
     LIC 8.06


     LIC 8.07                     Business Name


     LIC 8.08                     Doing Business As name (DBA)


     LIC 8.09                     Business Type


     LIC 8.10                     Telephone (multiple)


     LIC 8.11                     Email


     LIC 8.12                     Date of issuance

                                  Date of original application
     LIC 8.13

                                  Dates of public hearings
     LIC 8.14

                                  Date of final approval
     LIC 8.15


     LIC 8.16                     Date of expiration (if applicable)
LIC 8.17                     GIS Coordinates


LIC 8.18                     Parcel ID number


LIC 9.00    Maintain the following information on each license/permit/permit:


LIC 9.01                     Type of license


LIC 9.02                     Permit status (issued, pending)


LIC 9.03                     Estimated Project Cost


LIC 9.04                     Prerequisite documents


LIC 9.05                     Whether Council approval is required

                             Public hearing actions
LIC 9.06

                             Date of public hearing
LIC 9.07


LIC 9.08                     Departments from which approval is required

                             Department which must be notified that license/permit/permit will be
LIC 9.09                     issued


LIC 9.10                     Whether application must be advertised

                             Related projects (by ID number)
LIC 9.11

                             Original application or amendment of conditions?
LIC 9.12


LIC 9.13                     How many license/permit may be issued in total


LIC 9.14                     Relevant section of code including URL link


LIC 9.15                     Staff Comments


LIC 9.16                     Correction notices


LIC 9.17                     Additional User Defined Fields


LIC 9.18                     List of documents to be provided applicant along with license/permit


LIC 9.19                     Occupancy Type


LIC 10.00   Audit trail for all changes to permit


            APPLICATION PROCESS


LIC 11.00   Enter application for a permit/license via web-browser interface.

            Supporting documents for an application can be attached to an on-line submitted
LIC 12.00   application

            Ability to route certain license/permit/permits through multiple departments for approval.
LIC 13.00   Different license/permit/permits may need different routing processes.


LIC 14.00   Automatically assign license/permit/permit numbers


LIC 15.00   Maintain a history of recurring license/permit/permit applicants


            CALCULATING FEES

            Provide for calculation of standard fees with effective dates using user provided formulas
LIC 16.00   or tables, with history of any changes made.
LIC 17.00   Include and distinguish fees for different organizations (example: city, county, or state)


LIC 18.00   Display fee amount on screen when application is entered

            Track fee collections and receivables, provide for late penalties as appropriate, and
LIC 19.00   generate payment receipts


LIC 20.00   Generate multi-tiered fees

            Maintain information on impact fees and other exactions
LIC 21.00

            Calculate fees with a base fee plus additional charge based on various user-defined
LIC 22.00   statistics (e.g. square footage)


LIC 23.00   Override default fee with a manual amount


LIC 24.00   Suppress fees


LIC 25.00   Apply discounts for fees


            INSPECTIONS

            Accommodate multiple inspection types and an unlimited number of inspections for each
LIC 26.00   permit.


LIC 27.00   Track inspection details, including the following:


LIC 27.01                   Scheduled inspection date/time


LIC 27.02                   Requestor's phone number


LIC 27.03                   Actual inspection date/time (if different from the one scheduled above)


LIC 27.04                   Inspector Name


LIC 27.05                       Inspection category


LIC 27.06                      Inspection type


LIC 27.07                   Inspection/reinspection


LIC 27.08                   Inspection result


LIC 27.09                   Fees assessed for special inspection or reinspection.


LIC 27.10                   Inspector notes


LIC 27.11                       Case history of past activity on project


LIC 27.12                   Compliance requirements for applicant


LIC 27.13                   Inspector checklists

            Provide inspection results to applicant through automated telephone response system or
LIC 28.00   on the Internet.


LIC 29.00   Inspection appointment integrated with Microsoft Outlook calendar


            REPORTING/QUERIES


LIC 30.00   Report on applications submitted (with status) over a user-defined period.


LIC 31.00   Report with types of license/permit issued over a user-defined period


LIC 32.00   Listing of inspections, selected by inspector and date range.
LIC 33.00   Listing of current code enforcement actions with date, responsible official, and status.

            Listing of applications entered into the system, where additional information or fees are
LIC 34.00   needed before approval or permit issuance.


LIC 35.00   Summary of average and median staff time for permit types for completed projects.

            Ability to generate report for license/permits with a state fee indicating the number of
LIC 36.00   license/permits and amount transferred


LIC 37.00   Report on expired license/permits


LIC 38.00   Ability to generate ad hoc reports based on any element in the Licensing module

				
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