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

   Reference                                                                                                              Required to Fulfill
    Number                                          Functional Requirements                                    Response    Requirements         Comments


                  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


    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 #)

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


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) Required
   Reference                                                                                                             to Fulfill
    Number                                            Functional Requirements                             Response     Requirements       Comments


 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


 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

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

   Reference                                                                                                                 Required to Fulfill
    Number                                          Functional Requirements                                       Response    Requirements         Comments


                 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 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 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

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


           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


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


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

  Reference                                                                                                          Required to Fulfill
   Number                                       Functional Requirements                                   Response    Requirements         Comments


  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)


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


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


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


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


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

Reference                                                                                                        Required to Fulfill
 Number                                       Functional Requirements                                 Response    Requirements         Comments


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)


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

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)

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


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


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)


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

   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)


                  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)


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


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


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.


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

 Reference                                                                                                            Required to Fulfill
  Number                                        Functional Requirements                                    Response    Requirements         Comments


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


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:


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)


            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


            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


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


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


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

   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


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


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

   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


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


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


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


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

   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


     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


           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)


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)


           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


           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


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

   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


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


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

   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


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


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


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


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

   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)


     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


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)


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.)


           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


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


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

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


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


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

                                                                                                                            Required to
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


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


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


            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


            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)
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

                                                                                                                               Required to
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.
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

                                                                                                                      Required to
  Reference                                                                                                             Fulfill
   Number                                       Functional Requirements                                   Response   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


           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).


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.

           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
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

    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


          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


           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


HR 36.00   Track performance appraisal scores


   37.00   Track training courses and certifications for each employee


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)


             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


HR   50.00   System produces the following reports:
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

                                                                                                                            Required to
   Reference                                                                                                                  Fulfill
    Number                                         Functional Requirements                                      Response   Requirements     Comments


  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


          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.


           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


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


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

    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


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


            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


            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


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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