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					                                                                                                     Appendix A




City of Santa Rosa                                                                                      INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                   SUP   Supported as delivered "out-of-the-box"

                                                                                              Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                              an X in the appropriate column for
                                                                                                                                   3RD   Supported via a third party solution
                                                                                              each criterion. The X's should
                                                                                              represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                              particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                   NS    Not supported

        SYSTEM MECHANICS / INFORMATION TECHNOLOGY                                                            RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                               SUP      MOD       3RD     CST      FUT     NS
IT          General Operating Requirements Section
            The system should support real time on-line updates as the primary processing
IT1
            mode.

            The system should provide the ability to selectively archive system data based
IT2
            on a user-defined number of years or other user-defined criteria. The archived
            data should be able to be accessed via another medium, such as tape or DVD.
IT3         The system should provide the ability to schedule batch jobs.
            The system should provide the ability to backup, recover, restart, and cancel
IT4
            jobs.
            The system should use common master files across all functional modules, i.e..
IT5
            Purchasing and AP will share a single vendor master file.
IT6
            The system product database should allow access by a SQL-based language.
            The system should provide a product data model that can be used for the
IT7
            review of major data entities and relationships.
            The system should provide the ability to maintain separate testing & production
IT8
            environments.
            The system should allow for vendor-approved modifications of the product
IT9
            made by the Client without voiding product support.
            The system should be an integrated Windows / web-based ERP System with
            open standards. The system should provide a smart client for updates if either
IT10
            a client/server based or a web-based system that requires client software
            installation/upgrade is proposed.
            The system should require standard Internet connection and TCP/IP protocol to
IT11
            access all user interfaces
            The system's access requirements through firewalls must be clearly identified
IT12
            and follow standard port designations.
IT13        The system should support Fiber Channel SAN Technology.
            The system and all application parameters should be table driven to maintain
IT14
            parameters.
            The system's database management system should be ODBC and/or OLE DB
IT15
            compliant.
            The system should be an integrated native web based system with common
IT16
            architecture and database, not a web-enabled add-on.
            The system should provide field level encryption using 3DES standards at a
IT17
            minimum.
IT18        The system should have a thin client base and n-tiered architecture design




City of Santa Rosa                                                                                                                                                              dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                                                                                         Appendix A




        SYSTEM MECHANICS / INFORMATION TECHNOLOGY                                                              RATING RESPONSE           ADDITIONAL COMMENTS

                                                                                                   SUP     MOD    3RD   CST   FUT   NS
            The system database should run on the Microsoft SQL Server 2005 RDBMS
IT19
            platform
            The system should run on a Windows 2003 Server (or current Windows Server)
IT20
            operating system.

IT21        The system should provide access from outside of the firewall by non-domain
            external users in accordance with generally accepted security standards.

            The system should provide self service capabilities in order to allow vendors
IT22
            and employees to inquire on and update their current information. Users would
            be able to login remotely using a web browser to view/change their information.

IT23
            The system should contain toolsets to accommodate the following:
IT23    1        API maintenance
IT23    2        Archiving/purging of data
IT23    3        Database maintenance
IT23    4        End-user interface design
IT23    5        System upgrade administration and patches
IT23    6        System security.
            The proposed solution should offer a full suite of utility tools required to execute
IT24
            various system maintenance functions including:
IT24    1        Backup management
IT24    2        Multiple monitoring sessions
IT24    3        Storage archival and retrieval
IT24    4        Performance monitoring (application and system)
IT24    5        Ability to monitor executing jobs
IT24    6        Batch monitors
IT24    7        Database optimization
            The system should allow for the assignment of manual or automatic document
IT25
            numbering.
            The system should not use any proprietary components, i.e. vendor's
IT26
            programming proprietary language or DBMS.

IT27        The system should complete an average of 90% of all online update
            transactions in under 1 second over any 60-minute period, durng peak usage.

IT28        The system should complete an average of 99% of all online update
            transactions in under 5 seconds over any 60-minute period, during peak usage.
            The system should complete 100% of simple, single-screen online inquiry
IT29
            transaction in under 1 second, during peak usage.
            The system should track system uptime and transaction response times in order
IT30
            to demonstrate operation within acceptable levels.
            The system should allow searches for documents or tables by code page or
IT31
            name.
            The system should provide the ability to use hard drive storage medium for
IT32
            storing archived historical data and recovery logs.
            The system should provide the ability for the database to run its backup, while
IT33
            simultaneously allowing inquiry access to the database.




City of Santa Rosa                                                                                                                         dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                                                                                       Appendix A




        SYSTEM MECHANICS / INFORMATION TECHNOLOGY                                                            RATING RESPONSE           ADDITIONAL COMMENTS

                                                                                                 SUP     MOD    3RD   CST   FUT   NS
            The system should provide automated transaction back-out/roll-back should the
IT34        system fail during transaction processing and/or a transaction fails to reach
            normal processing completion.
            The system should provide for and support the ability to control the priority of
IT35
            batch jobs based upon multiple user-defined criteria.
IT36        The system should support decentralized data entry.
IT37        The system should support searches by wild cards.
            The system should allow on-line search capabilities based on any field or any
IT38
            combination of fields.

IT38        System Help Section
            The system's on-line help should be available at the system, function, screen,
IT39
            and field level.
IT40        The system's on-line help should be able to be printed, if necessary.
IT41
            The system's on-line help should be updated with each new version release.
IT42        The system's on-line help should provide an index and search capability
IT43        The system's on-line help should be context sensitive.

IT44        The system help information should be able to be augmented by the Client for
            specific additional help information. This information is retained during upgrades
IT45        The system user manual should be provided in electronic format.
            The vendor's support site should contain a knowledge base where users can
IT46
            access system related reference material and documents.
            The vendor's support site should contain complete and up-to-date manuals for
IT47        all system modules and functionalities. The manuals should be available for all
            available versions of the software.

IT48        The system's comprehensive technical systems documentation and technical
            manuals designed for IT personnel should be available for the system.
            The vendor's support site should contain a complete data dictionary for all
IT49
            system tables and data fields terminology.
            The system should allow the setup of error messages so they can be defined to
IT50
            allow override or block/no-override ability.
            The system should have the ability to allow the specification of certain users
IT51
            that have the ability to override error messages/warnings.
IT52        The vendor should provide access to a help desk
            The system's error messages should be integrated with online help functions,
IT53        allowing the data entry person to be able to click on an error message and open
            the online help document to the appropriate section.
IT54        The system should indicate required fields.

IT54        General Integration/Compatibility Section

            The system should provide full integration with standard desktop applications
IT55
            such as Word, Access, Excel and Adobe Acrobat. This includes the ability to
            import or export data directly into these desktop applications.
            The product should provide for integration and tools to easily export data to a
IT56
            data warehouse.




City of Santa Rosa                                                                                                                       dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                                                                                      Appendix A




        SYSTEM MECHANICS / INFORMATION TECHNOLOGY                                                           RATING RESPONSE           ADDITIONAL COMMENTS

                                                                                                SUP     MOD    3RD   CST   FUT   NS
            The system should be 100% compatible with industry standard firewall
IT57
            technology.
            The system should support standard Internet security including, but not limited
IT58
            to Secure Hypertext Transfer Protocol (HTTPS).
            The system should support standard Internet security including, but not limited
IT59        to Secure Socket Layers (SSL). If SSL is not supported, please describe the
            supported Digital Certificates.
IT60
            The system should support Microsoft Internet Explorer version (6) or higher.
            The system should provide enterprise application integration (EAI)
IT61
            functionalities.
            The system should support data-transfer via flat files (i.e.: ASCII, variable
IT62
            and/or fixed length, comma-delimited, etc.)

IT63        The system should provide the ability to interface or integrate with Windows
            Active Directory and support a single user sign on if on a Windows system.
            The system should have the ability to interface or integrate with Microsoft
IT64
            Exchange as well as other industry standards.
IT65        The system should provide Microsoft Add-In capabilities.
            The system should provide Software Development Kit (SDK) that allows the
IT66
            technical staff to enhance and integrate the system.

IT66        User Interface Section
            The system should provide the ability to configure screens/windows per user
IT67
            role.
            The system should provide the ability to AutoFill on any field, i.e auto
IT68
            completion of one field based on prior data entry.
            The system should provide the ability to create templates that will AutoFill all
IT69
            fields based on one key field.
            The system should allow users to perform on-line inquiries from all of the
IT70        subsystems with flexible selection criteria options in order to define report
            parameters.
            The system should provide data validation by providing error message
IT71        immediately after each field is entered, rather than waiting until the entire
            screen, record or transaction is finished. (account number, vendor ID, etc.)
            The system should provide user-defined executive dashboard (financial
IT72
            information, key performance indicators, etc.) based on user profile
            The system should provide the capability for creating "favorites" or shortcuts to
IT73
            frequently used screens and reports.
            The system should provide the capability to tailor and configure functions,
IT74        workflows, screens, outputs, codes and other normal processing items (in
            house) without invalidating the vendor support agreements.
IT75        The system should provide navigation using the keyboard
IT76        The system should provide navigation using the mouse capability.
            The system's controlled values should be available in a drop down boxes or
IT77
            popup windows.

IT78        The system should support the input of values into fields without the use of a
            drop down box by typing in first few letters until valid value appears in box.




City of Santa Rosa                                                                                                                      dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                                                                                     Appendix A




        SYSTEM MECHANICS / INFORMATION TECHNOLOGY                                                          RATING RESPONSE           ADDITIONAL COMMENTS

                                                                                               SUP     MOD    3RD   CST   FUT   NS
IT79        The system should provide detailed error messages.
            System error messages should appear in a consistent format across all system
IT80
            modules and should be customizable.
            The system should have the ability for a user to concurrently open multiple
            sessions/windows for both inquiry and updating across any combination of
IT81
            application modules, without losing any data previously entered on an open
            screen.
            The system should provide the ability to create new items by copying existing
IT82
            items.
            The system should provide cut and paste capabilities to move data from field to
IT83
            field.
            The system should allow data entry staff to have a choice of updating the
IT84        system through use of a grid/spreadsheet interface options, or through GUI-
            based features.
IT85        The system should be able to print in batch mode and interactively.
IT86        The system should provide the capability to print directly from any screen.
            The system should allow transactions to be selected by any combination of date
IT87
            range, transaction type, User ID, account number, etc.
            The system should have a built in calendar allowing adjustments in processing
IT88
            and transaction dates for holidays, weekends, etc.

IT89        The system should provide the ability to send broadcast message by specified
            users to users at any time, as well as messages that are displayed at logon
            The system should provide the capability to store, retrieve, display and print
            imaged documents. The solution must provide the capability to receive
IT90
            scanned documents from document scanners having industry-standard
            connection protocols (SCI, TCP/IP, etc.)
            The system should be able to accept scanned or electronic documents in any
IT91
            format (pdf, xls, doc) and link them to a data record.
            The product source code should be available for placing into escrow to be
IT92        available to the Client in the event that the vendor is acquired by another
            company or goes out-of-business.
            The system should provide transaction logging or journalizing at the data base
IT93        level. The system should be able to be recover all on-line transactions from the
            transaction log.
            The system should provide the ability to access any data elements and files
IT94
            (permanent or temporary) within the system
            The system should, in general terms, promote a central repository for purposes
IT95
            of data security, control, backup and recovery.
            The product will be available and supported 24 x 7 or based on user defined
IT96
            business operations.
IT97        The system should provide the ability to list all records included in purge.
            The system should provide migration paths for new fields during software
IT98
            upgrades
            The system backup and/or restore should be able to be accomplished within a
IT99
            maximum of 4 hours. (preferably 2 hours)
            The system should be scalable to accommodate a potential increase in the
IT100       number of users. (please describe a common approach for application
            scalability under the "Additional Comments" column.)




City of Santa Rosa                                                                                                                     dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                                                                                       Appendix A




        SYSTEM MECHANICS / INFORMATION TECHNOLOGY                                                            RATING RESPONSE           ADDITIONAL COMMENTS

                                                                                                 SUP     MOD    3RD   CST   FUT   NS

            The system should allow the online creation of new user-defined data fields for
IT101
            miscellaneous data tracking, alteration of database structure, and update of a
            global data dictionary with these elements through proper security.
            The system should lock records at the lowest database level when multiple
IT102       users are accessing the same record. (please describe how this process works
            under the "Additional Comments" column.)
            The system should provide various program checks for controlling data files,
IT103
            verifying correct processing, and ensuring data integrity.
            The system should use appropriate rules and constraints to enforce and
IT104
            maintain referential integrity.
IT105       The system should have the ability to define global business rules
            The system should provide table look-up fields that can be linked or refer to
IT106
            other tables.

IT107       The system should be able to validate the integrity of the database before and
            after a purge.
            The system should have the ability to create new items by using pre-defined
IT108
            item templates.
            The system should have the capability to assign default values for fields in order
IT109
            to reduce the data entry effort.
            The system should provide simultaneous access to data by multiple users,
IT110
            without degradation to the system response time.
IT111       The system should allow for mass updates to certain fields.
            The system should provide active notifications based on specific events and
IT112
            conditions. (Explain how this works in the system).
            The system should provide an application system log for system supporting
IT113
            staff.
            The system should provide efficient application level load-balancing
IT114       functionality. (please describe the application architecture and how this works
            under the "Additional Comments" column.)
IT115       The system should be able to run on servers in a cluster environment.
            The system should provide a suspense log for rejected or unposted
IT116
            transactions.
            The system should provide the capability to print specialized business forms
IT117
            such as checks, purchase orders, invoices, 1099's, etc.
            The system should provide the use of signature pads in order to capture
IT118
            required signatures for credit card payments.
            The system should provide the use of electronic approvals in order to capture
IT119
            required signatures for electronic documents.
            The system should provide the use of digitized signatures in order to print
IT120
            electronic signatures.
            The system should allow users to print directly to any printer defined on the
IT121
            network.
IT122       The system should allow for the definition of default printers for each user
            The system should provide the ability to define system key words to fit current
IT123       business practicies and have those key words propagate throughout the
            system.




City of Santa Rosa                                                                                                                       dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                                                                                      Appendix A




        SYSTEM MECHANICS / INFORMATION TECHNOLOGY                                                           RATING RESPONSE           ADDITIONAL COMMENTS

                                                                                                SUP     MOD    3RD   CST   FUT   NS
            The system should provide the ability to electronically interface with the State
IT124
            and vendors.

IT124       Reporting & Related Requirements Section
            The system should provide a robust report writer to develop customized reports.
IT125       Report writing should be security enabled so that only users with the proper
            access can write reports.
IT126       The system should provide real time reporting and inquiry.
            The system should provide reports that can drill down to the lowest level (i.e.:
IT127
            the transaction, attached images, etc.)
IT128       The system should support the ability to drill-around on reports.
            The system should support the ability to send report to printer, file and email
IT129
            (Exchange).
            The system should be able to generate customized reports that can be viewed
IT130
            on-screen before printing.
            The system should present data in a graphical manner, including bar charts, line
IT131
            charts, pie charts, Gantt charts, etc. in reports.
            The system should provide a report design wizard to guide users through the
IT132
            report creation process.
            The system should have the capability to view the report on screen while it is in
IT133
            development.
            The system should provide HTML preview that allows report authors to see how
IT134
            reports will look when published to the web.
            The system should provide the ability to perform auto saving of a report (during
IT135
            development) after a user-defined period of time has passed.
            The system should provide intuitive reporting tools such as vertical rulers and
IT136
            guides, grids - to facilitate report design and formatting
            The system should allow for automatic/template report styles and the optional
IT137       auto arrangement of report fields that have been selected to appear on the
            report.
            The system should provide the ability to use a click-and-drag graphical user
IT138
            interface to facilitate the creation of reports.
            The system should provide the ability to setup (multiple) user defined subtotals
IT139
            and totals within a report.
            The system should provide the ability to move and resize objects and select
IT140
            multiple objects.
IT141       The system should provide font formatting by style and size.
IT142       The system should provide vertical text rotation.
IT143       The system should allow hyperlinks to be embedded into reports.
            The system should allow users to redo an action and undo multiple times (to
IT144
            undo a series of actions).
IT145       The system should allow for the setup of report and page footers.
            The system should allow for the customization of report headers and column
IT146
            titles, and the creation of other user defined text fields.
            The system should provide automated alerts and checks that quickly find
IT147
            broken links, formula errors, and dependency issues.
            The system should provide a formula editor to assist in adding formulas to the
IT148
            report.




City of Santa Rosa                                                                                                                      dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                                                                                        Appendix A




        SYSTEM MECHANICS / INFORMATION TECHNOLOGY                                                             RATING RESPONSE           ADDITIONAL COMMENTS

                                                                                                  SUP     MOD    3RD   CST   FUT   NS
            The system should provide the ability to export to XML, PDF, HTML, XLS,
IT149
            DOCX, etc.
IT150       The system should provide mail merge with MS Word.
            The system should be able to publish directly to a document management
IT151
            system (Sharepoint 2007, etc.)

            The system should provide the ability to customize report prompts (this includes
IT152
            the actual verbage of the question prompt, the default response (if any), and the
            specific rules established in association with the report prompt)
            The system should provide the ability to setup prompts based on dynamic
            values. This means that report designers do not have to maintain static prompt
IT153
            value lists within individual reports. Instead, they can reuse existing prompts
            stored in the repository.
            The system should enable security setup for reporting. This may include
IT154       restricting users from running reports on activity that is unrelated to what they
            do.
            The system should provide for calculations based on report columns such as
IT155       adding or subtracting from one column from another or setting up
            analysis/variance columns.

            The system should provide the ability to report or inquire on any data field within
IT156
            the General Ledger or any other subsystem. Selection for a report should allow
            mixing and matching of either/or General Ledger and Project/Activity accounts.

IT157       The system should allow for developing customized reports that can extract
            information from several subsystems and produce them on the same report.
            The system should provide the ability to schedule/queue numerous reports for
IT158
            automatic printing. (schedule jobs)

IT159       The system should allow users to set up folders to organize the various types of
            previously created reports (such as by department or function of the report)
            The system should allow sorting, and grouping of data on customized reports in
IT160
            user-specified orders
            The system should provide complex selection criteria utilizing operators, such
IT161
            as dashes to indicate a range, and wild cards.
            The system should provide the ability to drill down, drill up, and/or drill around
IT162       (create cross tabs) to supporting documents and related transactions from any
            field within the system.
            The system should allow for system generated reports be copied over to user
IT163
            libraries where they can be modified without altering the original report.
            The system should provide the capability to use "English" descriptions and/or an
IT164       industry standard vocabulary for data elements, rather than specifying the exact
            data element name.
            The system should allow the creation of reports based on any data tables or
IT165
            data element, including all subystems and audit logs.
            The system should allow users to run reports on prior period and prior year
IT166
            information for any subsystem.
            The system should allow the system administrator to define the number of jobs
IT167
            that can be executed at the same time.



City of Santa Rosa                                                                                                                        dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                                                                                        Appendix A




        SYSTEM MECHANICS / INFORMATION TECHNOLOGY                                                             RATING RESPONSE           ADDITIONAL COMMENTS

                                                                                                  SUP     MOD    3RD   CST   FUT   NS
            The system should allow authorized users to change the priority of their job to
IT168
            place it first in the queue.
            The system should allow users to view the jobs currently being executed and
IT169
            the jobs waiting to be processed.
            The system should provide details about jobs that are in the queue, such as the
IT170
            creator, date and time the job was created, size of job, etc.
IT171       The system should allow the system administrator to purge jobs.
            The system should allow the flexibility to create conditional rules on a report.
            For example, if a user runs a financial statement before the month is closed, the
IT172
            report will indicate "draft". If the report is run after the month has been closed,
            the report will not indicate "draft".
            The system's report writer should come with a library of canned reports that
            have been specifically developed for the report writer application. These pre-
            developed reports should be available as a starting point to allow the client to
IT173
            modify and refine them to their own needs. Examples of reports may include
            account listings, purchase order status reports, accounts payable detailed
            transaction listings, etc.
            The system should provide a full set of reports that are in compliance with
IT174
            AICPA, GASB, FASB and GAAP standards.
            The system should provide a foundation of standard government accounting
IT175       reports and provide a user friendly report writer to develop new reports or edit
            standard reports to meet the client's needs.
            The system should provide for the incorporation of general information into
IT176
            reports, such as the current date, time, requestor, etc.
            The system should allow reports to be sent to an individual or multiple
IT177
            individuals as a distribution list, via email.
            The system should provide the capability to generate letters and notices to user-
IT178
            defined groups.
IT179       The system should provide the capability to produce mailing labels.
            The system should provide the ability to create and define an unlimited number
IT180       of user defined reports utilizing query, third party report writing tools (e.g.
            Cognos, Crystal Reports, Business Objects).
IT181       Users should be able to create and save their own reports.
            The system should allow users to add or remove reports and templates to/from
IT182
            menus with proper security.

IT182       System Security Section
            The system should synchronize Active Directory users to faciliate a single sign
IT183
            on.
            The system should synchronize Active Directory groups to faciliate security
IT184
            controls.
IT185       The system should track the use of the system by authorized users.
IT186       They system should provide a "forget password" reset process.
IT187
            The system should provide the ability for users to change their own password.
            The system should have the ability to report attempts by unauthorized users to
IT188
            use the system.




City of Santa Rosa                                                                                                                        dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                                                                                    Appendix A




        SYSTEM MECHANICS / INFORMATION TECHNOLOGY                                                         RATING RESPONSE           ADDITIONAL COMMENTS

                                                                                              SUP     MOD    3RD   CST   FUT   NS

IT189        The system should have the ability to suspend after "x" attempts to access the
             system with an incorrect password if authentication is internal to the system.
             The system should provide the ability to assign sunset dates to user defined
IT190        passwords and/or prevent user defined passwords from expiring if
             authentication is internal to the system.
             The system should have a single log-on to provide access to all
IT191
             modules/functions
IT192        The system should have the ability to copy a security profile.
IT193
             The system's Ad Hoc/Query/Reporting should be subject to application security.
             The system should provide e-commerce security including customer
IT194
             authentication and encryption to protect customer data.
IT195        The system's e-commerce capabilities should be PCI-compliant.
             System audit trails should distinguish between administrative and/or financial
IT196
             actions.
             The system should contain a date/time stamp and user information reflecting an
IT197
             audit trail on:
IT197   1          System activity (system logins)
IT197   2          Document and data changes, including approvals
                   User name, ID, time, date, revised amount, and before and after update
IT197   3
                   results
IT198        The system should have the ability to define user access based on:
IT198   1          Departments/Organizations
IT198   2          Roles
IT198   3          Active Directory Group
IT198   4          Individuals
IT198   5          Application
IT198   6          File or document type
IT198   7          User ID and administratively-defined groups.
IT198   9          Menu
IT198   10         Module
IT198   11         Report
IT198   12         Screen
IT198   13         Transaction type
IT199              The system should have the ability to define user access based on:
IT199   1          Databases
IT199   2          Tables
IT199   3          Documents
IT199   4          Data Elements
IT200        The system should have the ability to define and lookup a user based on:
IT200   1          User Name
IT200   2          Role
IT200   3          User ID
IT200   4          Organization Name/Number
IT200   5          Date user was created
IT200   6          Last login
IT201
             The system should allow users to review security transaction history on-line.




City of Santa Rosa                                                                                                                    dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                                                                                       Appendix A




        SYSTEM MECHANICS / INFORMATION TECHNOLOGY                                                            RATING RESPONSE           ADDITIONAL COMMENTS

                                                                                                 SUP     MOD    3RD   CST   FUT   NS

IT202
            The system should allow users to review security transaction history in a report.
            The system should be able to automatically sign a dormant user off of the
IT203
            system after a user-defined time period.
            The system should accommodate both decentralized (functional area security
IT204
            administrators) and centralized (IT security) security.
            The system should allow multiple security roles to be assigned to the same
IT205
            user.
            When conflicting multiple roles are assigned to the same user, the least
IT206
            restrictive role should prevail.
            The system should provide for a secure database environment available only to
IT207       defined processes (e.g. no direct entry/update outside of the application, except
            for designated administrators)
            The system should provide the ability to define security profiles to authorize
IT208
            users to view, update and approve data.
            The system should provide the ability to set up a security profile based on pre-
IT209
            defined job function/role, user and/or organization.
            The system should record unsuccessful logon attempts. This information
IT210
            should be retained for a user-defined period of time.
            The system should provide the ability to configure User ID/password rules such
IT211       as length, alpha/numeric, upper/lower case, password definition and expiration
            period.
            The system should support role inheritance, so system administrator can
IT212
            combine roles, and modify the parent role to form a new role.
            The system should suppress password so that they do not appear on the
IT213
            terminal as they are being entered.
            The system should allow for the definition of security on reports at any level.
            For example, read/write security can be placed on the report itself, on the entire
IT214
            folder (to enable the same security on all reports within the folder), or on any
            higher level
            The system should allow for the definition of security roles on system reporting.
IT215       This would enable users with similar reporting needs to be assigned to the
            same reporting role.
IT216
            The system should provide ability to view or obtain security reports showing:
IT216   1        Security breaches or attempts
IT216   2        Authorized system use
IT216   3        Changes to security profiles
IT216   4        Security snapshot on a specific time period specified by the user

IT216       System Training Section
            The system should provide computer based training programs so users can
IT217
            train independent of classroom training.
            The system should provide the ability to customize computer based training to
IT218
            meet specific Client processes
            The vendor should provide development tool training and support via
IT219
            classroom, on line, hard copy, etc.

IT219       System Workflow Section




City of Santa Rosa                                                                                                                       dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                                                                                      Appendix A




        SYSTEM MECHANICS / INFORMATION TECHNOLOGY                                                           RATING RESPONSE           ADDITIONAL COMMENTS

                                                                                                SUP     MOD    3RD   CST   FUT   NS
            The system should provide for the electronic management, approval routing,
            and reporting of work generated by individuals such as requisitions (including
IT220
            capital asset requisitions & project requests), purchase orders, journal entries,
            etc.
            The system should provide a work queue that can be managed or owned by an
IT221
            individual, variable work group, department, or location.
            Workflow activities should be able to be done sequentially, concurrently, or a
IT222
            combination of both (within an entire workflow set of processes).
            The system should provide a series of queue's that can be defined based upon
IT223       system exception conditions requiring follow-up, items requiring review and
            approval, or to do items.
            The system should provide for e-mail notification or on-line notification of
IT224
            documents pending approval.
            The system should allow the flow of work to be defined based on any data
            element or combination of data elements from initiation of a work queue item
IT225
            through various in-process, review, and approval activities (for all system
            modules). The work queue will follow a logical progression.
            The workflow tools should provide integrate with Exchange capabilities, such as
IT226
            the recipient list, calendaring, blind copy, task creation, etc.
            The system should have the ability to re-direct an approval based on workflow
IT227
            rules and setup.
            The system work queue items should allow for on-line modification based on
IT228
            user defined parameters.
            The system work queue items should have the ability to be deleted/cancelled
IT229
            on-line.
            The system work queue items should have the ability to be reassigned to
IT230
            another individual, work group, department or location on-line.
            The system should have the ability to "force" a modified document to go through
IT231
            the approval process again.
            The system should be able to generate stagnant work notifications and/or
IT232
            escalate to the next approver in the queue.
IT233
            The system should provide for work queue usage and performance reporting
            The system should provide the capability to route scanned documents and/or
IT234
            reports to designated users (groups, individuals).
IT235       The system should provide for notes/comments on transactions
IT236       The system should record user id and date on notes/comments
            The system should provide the ability to view a log of all activities (approvals,
IT237       notes, name of approver, date of approvals, etc) in association with a given
            workflow item.
            The system should be able to send a standardized and/or customized
IT238       notification to a user explaining why the document was rejected or unapproved
            (with user and date information)
            The system should allow the viewing of workflow items by their status (pending
IT239
            approval, approved, rejected, etc.) in real time.
            The system should provide adequate levels of management review and
IT240       approval throughout the system. This may include an automatic queuing or
            routing of transactions pending management approval.




City of Santa Rosa                                                                                                                      dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                                                                              Appendix A




        SYSTEM MECHANICS / INFORMATION TECHNOLOGY                                                   RATING RESPONSE           ADDITIONAL COMMENTS

                                                                                        SUP     MOD    3RD   CST   FUT   NS
            The system should provide the ability to establish approval based on user
IT241
            defined thresholds.
            The system should allow electronic approval to be delegated to another
IT242
            individual in the event of ones absence
            The system should provide error detection event triggers to forward user
IT243
            defined alerts to workstations, pagers, phones, and e-mail.




City of Santa Rosa                                                                                                              dfd412c8-901d-4977-ad79-74d3ca31b480.xls
City of Santa Rosa                                                                                        INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                     SUP   Supported as delivered "out-of-the-box"

                                                                                                Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                                an X in the appropriate column for   3RD   Supported via a third party solution
                                                                                                each criterion. The X's should
                                                                                                represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                                particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                     NS    Not supported

                     GENERAL LEDGER MANAGEMENT                                                                 RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                                  SUP     MOD      3RD      CST      FUT     NS
GL          System Setup Requirements Section
            The system should provide multiple accounting code elements that can be
GL1         used to classify transactions (i.e.: fund, sub-fund, organization, department,
            object code summary, projects/activities,etc.)
            The system should provide an ample length for each accounting structure
GL2
            element/code.
            The system should allow accounting elements to be setup in a hierarchical
GL3         scheme. For example, the system should allow for at least 6 hierarchal
            elements for each chart of account element.

            The system should provide sufficient dimensions to allow grouping or rollup of
GL4         cost centers and accounts (chart of accounts) for G/L reporting and on-line
            inquiry. For example, each cost center can be associated with a Fund Type to
            identify whether they are Governmental, Business, or Component Unit.
            The system should provide the ability to define the types of accounts that can
            be used in conjunction with any given cost center. For example, a cost center
GL5
            can be restricted so that it can only be paired with revenue and expense
            accounts (and not asset/liability accounts).
            The system should provide the ability to define the subsystems in which a
            specific account can be used. For example, the Office Supplies account can
GL6
            be used within Purchasing, Accounts Payable, and the General Ledger, but it
            cannot be used within Accounts Receivable.
            The system should provide the ability to assign a responsible person to each
GL7
            cost center.
            The system should provide the capability to associate historic (previously used)
GL8
            cost center numbers with new cost center numbers.
            The system should allow global control to setup account code terminology. In
GL9         other words, the system should allow administrators to establish
            group/element/dimension names for cost centers and object codes.
            The system should allow for the creation of shortcut account numbers in order
GL10        to facilitate data entry. A short series of numbers can be entered instead of the
            fully qualified account.
            The system should allow for the setup of user defined month-end posting
GL11
            restrictions.

                 The system should allow for the setup of a number of days in which users
                 can still post back to the prior month. The system should have the
GL11    1
                 capability to define this by subsystem. For example, after the 10th day of
                 the month, AP cannot post back to the prior month and after the 15th day
                 of the month, no GL transactions can be booked to the prior month.
GL11    2        The system should allow each month to be defined as open or closed.




City of Santa Rosa                                                                                                                                                            dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                     GENERAL LEDGER MANAGEMENT                                                          RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS
                  The system should allow authorized users the ability to override blocks so
GL11    3
                  they can post back to previous months or one year, if necessary.
            The system should provide the ability to define the number of reporting periods
            within a fiscal year. (13th, 14th periods) This would allow for the separation of
GL12
            unique periods for balance forward entries, audit required adjustments, and
            other special closing entries.
            The system should allow for the setup of multiple seed numbers for journals.
            This would allow different numbering conventions to be used for different types
GL13
            of journal entries, which would facilitate reporting and inquiry based on these
            groups.
            The system should provide the ability to set up multiple ledgers to
GL14
            accommodate different legal entities.
            The system should provide the ability to maintain multiple charts of accounts
GL15
            for different legal entities.

GL15        General Operating Requirements Section
            The system should allow processing in the current period, future periods,
GL16        previous periods, and even previous years at the same time (with the proper
            security access).
            The system should be able to support cash, budgetary, modified accrual and
GL17
            full accrual accounting.
            The system should provide the ability to associate each transaction with a user
GL18
            name/user number, job number, entry date and time

GL19        The system should be able to maintain a history of all changes made to the
            chart of accounts and cost center setup structure (not only the latest change)

            The system should provide the ability to create, delete, and inactivate cost
GL20
            centers and object codes. Users should only be able to delete records that
            have no associated history. (must be able to assign temporary cost centers)

GL21        The system should provide the ability to deactivate an existing account with all
            historical summary data maintained and detailed transactions archived.
            The system should provide the ability to block the deletion of accounts that
GL22        have associated history/transactions. (These accounts should be inactivated,
            not deleted).
GL23        The system should provide the ability to re-open inactivated accounts.

            The system should have the ability to run a utility to change old accounts to
GL24
            new accounts, including the update of all historical transactions. The ability to
            inquire and/or view on historical transactions should still be available.
            The system should allow the user to view the future impact to the
GL25        organizational structure before making any actual change that would impact it
            (on-screen or by report option)
            The system should have built-in safeguards to ensure subsidiary accounts are
GL26
            always in balance to G/L control accounts.
            The system should provide for automated monthly and year end closing
GL27
            entries.
            They system should provide the ability to account for pooled cash and
GL28
            investments by fund.




City of Santa Rosa                                                                                                                  dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                     GENERAL LEDGER MANAGEMENT                                                          RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS
            The system should provide authorized users the ability to undo transactions,
GL29        provided that there is an audit trail. The system should retain the data within
            the journal so it can be reposted, if necessary.
GL30        The system should provide cost accounting functionalities.
            The system should provide the ability to correct errors after the posting process
GL31        has been completed. The system must maintain an audit trail for these
            corrections/changes.
            The system should provide the ability to copy accounts to facilitate the entry of
GL32
            similar records.
            The system should provide for an unlimited number of data entry lines (dr/cr's)
GL33
            on a journal entry.
            The system should provide for recurring journal entry templates which can be
GL34        used to create a journal entry with the same accounts and debit and credit
            amounts.
GL35        The system should have the ability to process automated allocations
GL35    1         For indirect costs, fringe costs, space costs, or other.
                  For pooled investment interest based on average daily cash balance or
GL35    2
                  other chart of accounts criteria.
                  That are automatically triggered upon the completion of another
GL35    3
                  transaction within the system.
GL35    4         With the ability to support multiple step allocations.
GL35    5         And review the results of the allocation prior to posting.
GL35    6         Based upon user established calculations and rules.

GL36        The system should provide for the automation of most intrafund and interfund
            clearing entries based on defined rules to ensure that funds stay in balance.
            The system should provide the ability to create encumbrance balances in the
GL37
            GL upon the posting of a purchase order or contract.
            The system should provide the ability to exchange data with other subsystems
GL38
            and have automatic posting to the GL from other subsystems
            The system should be able to create and post transactions for subsequent
GL39
            accounting periods.
            The system should provide the ability to warn users of errors on-line before
GL40
            posting (account code, budget allowance, duplicate entry, dr/cr balance…)

GL41        The system should provide a free form text field with the creation of journal
            entries that allows for ample space to include a several sentence description.
            The system should provide an easy method to correct data entry errors before
GL42
            posting
            The system should provide the option for accrual entries to automatically
GL43        generate a reversal entry in the next accounting period or to a user defined
            period.
            The system should provide the ability to post and then re-post balance forward
GL44        entries (allowing the ability to book additional entries to the previous year and
            then re-posting the new balances to the new year)
            The system should provide the ability to generate reports to ensure that the
GL45
            subsystems are in balance with the General Ledger.
            The system should provide automated notices/warnings when a subsystem is
GL46
            out of balance with the General Ledger.
            The system should provide the ability to upload/download general ledger
GL47
            transactions (integration with desktop applications)




City of Santa Rosa                                                                                                                  dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                     GENERAL LEDGER MANAGEMENT                                                          RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS
            The system should allow for interface from other applications that would
GL48
            automatically create a journal entry in the General Ledger system.

GL48        Inquiry and Reporting Requirements Section
            The system should provide the ability to support trial or pre-closes with the
GL49
            ability to generate supporting financial reports.
            The system should provide the ability to close books and prepare complete
GL50        financial statements for any cumulative month-end, quarterly and/or year-end
            period.
            The system should provide the ability to perform consolidation and eliminations
GL51
            necessary to prepare entity-wide financial statements
            The system should be able to maintain an unlimited history of transactions and
GL52
            balances that can be reported or inquired upon.
            The system should allow users to obtain a current on-line balance for any
GL53
            balance sheet or fund balance account.
            The system should allow inquiries on prior fiscal year data in summary or detail
GL54
            form.
GL55        The system should allow users to monitor the cash position at any time.
GL56        The system should provide cash forecasting reports.
            They system should provide the ability to report variances between actual and
GL57
            forecasted cash balances.
            The system should provide the ability to drill down to detail transactions on
GL58
            screen.
            The system should allow users to print a proof report to verify entries before
GL59
            posting
            The system should provide standard reports such as basic Financial
GL60        Statements, Cost Center Expense Reports, Revenue Reports, Account Detail
            Report, Trial Balance etc.
            The system should provide the ability to run reports/inquiries with the option of
GL61
            including unposted transactions.
            The system should have the ability to report for any selected time period
GL62
            (monthly, quarterly, multi-year, prior year, etc.) that is defined by the user.
            The system should provide the ability to meet GAAP, GAAFR/GFOA, GASB
GL63
            (including GASB 34) and FASB reporting requirements.
            The system should include standard reports to meet the needs of proprietary
GL64        funds. (i.e. operating statement, statement of cash flows, statement of net
            assets, etc.)
            The system should allow for the development of customized reports to meet
GL65        the client's specific reporting requirements, such as for the CAFR and State
            Controller's Report.
            The system should provide the ability to record object code and debt service
GL66        principal to facilitate reporting the debt at both the fund level and government
            wide financial statements according to GASB 34.

GL66        Bank Reconciliation Section
            The system should provide a bank reconciliation module to automate the
GL67
            import of bank transactions from the bank.
            The system should provide for automatic matching of bank transactions with
            general ledger transactions based on configurable matching rules and
GL68
            classification of general ledger entries for more precise automatic
            reconciliation.




City of Santa Rosa                                                                                                                  dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                     GENERAL LEDGER MANAGEMENT                                                         RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                               SUP   MOD   3RD   CST   FUT   NS
            The system should allow manual matching in order to enable a user to resolve
GL69        unreconciled transactions for unique situations and override automatic
            reconciliation matching results.
GL70
            The system should provide the ability to manually enter checks, deposits, etc.
            The system should allow the user to re-run reconciliations from prior months for
GL71
            corrections or to include auditor adjustments for prior years.
            The system should allow for the assignment of statuses to classify the progress
GL72
            of bank reconciliations.
            The system should allow the documentation of electronic notes in association
GL73
            with unreconciled transactions.
            The system should allow for date sensitive reporting. For example, a check
            issued in January 2006 but not cleared until April 2006 should show as
GL74
            outstanding when running January, February and March reports, even if the
            current month is May 2006.
            The system should track check activity dates, such as issue date, void date,
GL75
            reversal date, cleared date, stop payment date, escheat date, etc.
            They system should provide the ability to account for multiple restricted and
GL76
            unrestricted bank and investment accounts.

GL77        They system should provide the ability to record bank information for multiple
            banks and accounts (i.e. contact, mailing address, e-mail, account number)
            The system should accept electronic bank statements. Transactions related to
GL78
            a credit card should be able to be uploaded to a journal entry.




City of Santa Rosa                                                                                                                 dfd412c8-901d-4977-ad79-74d3ca31b480.xls
City of Santa Rosa                                                                                          INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                       SUP   Supported as delivered "out-of-the-box"

                                                                                                  Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                                  an X in the appropriate column for   3RD   Supported via a third party solution
                                                                                                  each criterion. The X's should
                                                                                                  represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                                  particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                       NS    Not supported

                               PROJECT/ACTIVITY                                                                  RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                                    SUP     MOD      3RD      CST      FUT     NS
PJ          General Operating Requirements Section
            The system should provide the ability to maintain payment history by funding
PJ1
            source throughout the project life cycle.
            The system should be fully integrated with the General Ledger, Purchasing,
PJ2         Grants, Accounts Payable, Work Order, Accounts Receivable/Billing, Payroll,
            etc.
PJ3
            The system should provide the ability to set up project start and close dates.
            The system should provide the ability to prevent posting transactions to a
PJ4
            project when the project is inactive.
            The system should allow adjustments in the current period, previous periods,
PJ5         future periods, and even previous years at the same time (with the proper
            security access).
            The system should allow users to set up projects in a hierarchical structure
PJ6         which includes the definition of different project sub-levels (i.e.: project, sub-
            project, work breakdown structure, etc.)
            The system should be able to track and report on project related performance
PJ7
            measures, services, and accomplishments.
            The system should be able to track and report on all (multiple) funding sources
PJ8
            and/or contracts for each project.
            The system should be able to track and report on all (multiple) projects that are
PJ9
            related to a single funding source..
            The system should provide the ability to tie-in project information on
PJ10
            construction activities to Capital Improvement Program.
            The system should provide the ability to apply changes to unit costs and
PJ11
            estimates during the life of the project.
            The system should provide the ability to record and maintain an original
PJ12        budget, budget changes, and a revised budget for each project account at
            each level in the hierarchy over multiple years.
            The system should provide the ability to maintain various labor data (e.g.
PJ13        salary, fringe, other direct, premium time, bill rate, billable time, non- billable
            time, multipliers, etc.).
            The system should provide the ability to maintain various material items (e.g.
PJ14
            charge back rate, multipliers, bill rate, etc.).
            The system should provide the ability to provide labor, equipment, and material
PJ15
            productivity analysis.
            The system should be able to report the financial status of the project, including
PJ16
            all direct costs and allocations.
PJ17        The system should accommodate the transfer of funds between projects.
            The system should provide a way to prevent deletion of a project account for
PJ18
            which funds are encumbered until the project is closed out.




City of Santa Rosa                                                                                                                                                              dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                               PROJECT/ACTIVITY                                                           RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                  SUP   MOD   3RD   CST   FUT   NS
            The system should provide the ability to commit project contingencies (for
PJ19
            example, through the use of pre-encumbrance.)
            The system should provide the ability to incorporate forecasts based on actual
PJ20        project cost/schedule and generate progress trend analysis for quantities,
            amounts, etc.
            The system should provide project management capabilities that facilitate
PJ21        workload projections and the allocation of resources, such as the ability to view
            future estimates of work (i.e.: 90-day look ahead).

PJ22        The system should provide the ability to track contract amount and revised
            contract amount by project, contractor, consultant and account code structure.
            The system should provide the ability to track the percentage of completion
PJ23
            from revised contract amounts.
            The system should be able to flag/warn when actual costs against a particular
PJ24        project budget line item are approaching the budget limit. The timing of the
            warning should be user definable.
            The system should provide the ability to support backlog analysis (ie: the
PJ25        balance of the project dollar value against the remaining work yet to be
            completed.)
            The system should allow users to view expenses that have been encumbered
PJ26
            but not yet billed.
            The system should allow users to view paid and unpaid invoices, including
PJ27
            pending payment requests.
            The system should provide the ability to allocate expenses by fund number,
PJ28        account number, cost center, project number, etc. (including indirect cost
            overhead)
            The system should provide the ability to develop fully burdened labor rates that
PJ29
            are related to a specific project before they are allocated.
PJ30        The system should provide multi-year project budget capabilities
            The system should automatically generate the next project number based on
PJ31
            user-defined criteria.
PJ32        The system should provide multiple seeds for assigning project numbers
            The system should have a way to exclude project numbers from all the reports
PJ33
            if they have been flagged as "inactive".
            The system should provide the ability to set up default mapping rules (for
PJ34        example: the user enters the project number and the system automatically
            defaults to the associated GL account coding.)
            The system should be able to interface with other Project Management
PJ35
            applications, such as Expedition, etc.
            The system should be able to interface with other stand-alone applications,
PJ36
            such:
PJ36    1         Hansen
PJ36    2         Accela
PJ36    3         Cartegraph
PJ36    4         Internally developed CIP Access database
PJ37
            The system should provide the ability to appropriate funds at the project level
            The system should provide the ability to close projects to fixed assets
PJ38        periodically or at the completion of the project or when the asset is substantially
            complete.




City of Santa Rosa                                                                                                                    dfd412c8-901d-4977-ad79-74d3ca31b480.xls
City of Santa Rosa                                                                                        INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                     SUP   Supported as delivered "out-of-the-box"

                                                                                                Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                                an X in the appropriate column for
                                                                                                                                     3RD   Supported via a third party solution
                                                                                                each criterion. The X's should
                                                                                                represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                                particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                     NS    Not supported

                             GRANTS ACCOUNTING                                                                 RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                                 SUP      MOD       3RD     CST      FUT     NS
GA          General Operating Requirements Section
            The system should integrate with Project Accounting, General Ledger, Budget,
GA1         Accounts Receivable, Purchasing, Billing, Accounts Payable, Payroll, Fixed
            Assets and Cash Receipts.
            The system should provide the ability to electronically submit grant applications
GA2
            to external funding sources
            The system should provide the ability to replicate forms used by granting
GA3
            agencies.
            The system should provide the ability to distribute grant applications
GA4
            electronically for review, comment and edit.
            The system should provide the ability to establish and adjust budgets for each
GA5
            grant or project.
            The system should provide the ability to set grants/projects by phase or other
GA6         sublevel to enable tracking by participating departments, divisions or any other
            user defined organization units.
            The system should provide the ability to compare current expenditures
GA7
            (actuals), encumbrances and pre-encumbrances to the budget.
            The system should provide the ability to automate preparation of billing
            statements and other associated documents to any of the federal and/or local
GA8
            units regardless of the billing arrangements and participation agreements (e.g.,
            project reimbursement)
            The system should provide the ability to send project billing information
GA9
            electronically to:
GA9     1         Federal
GA9     2         State
GA10
            The system should allow the recording of revenues to one or more phases by:
GA10    1         Percentage of billings
GA10    2         Percentage of participating dollars
GA10    3         User defined option
            The system should provide the ability to support grant fiscal year closing
GA11
            independent of the fiscal year of the organization
            The system should provide the ability to archive closed grants/projects with no
GA12
            activity beyond a user defined time interval.
            The system should provide the ability to inactivate accounts upon closure of a
GA13
            grant.
            The system should provide the ability to bring forward fiscal year balances of
GA14
            funds for multi-year grants.




City of Santa Rosa                                                                                                                                                                dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                             GRANTS ACCOUNTING                                                           RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                 SUP   MOD   3RD   CST   FUT   NS

GA15
            The system should provide the ability to modify grant data prior to carryover.
GA16
            The system should provide the ability to reference grant authorizing resolutions.
            The system should allow for the establishment of allowed costs for each grant
            based on user defined parameters. The system should then automatically
GA17
            disallow unauthorized costs either in total or partial, along with reason for
            disallowance.
            The system should provide the ability to apply new reimbursement rules to a
GA18
            grant.
            The system should provide the ability to record grant encumbrances and
GA19        subsequent payments against existing encumbrances so that available funding
            calculations can be generated.
            The system should provide the ability to flag expenditures, encumbrances, and
GA20        commitments based on user-defined criteria (e.g., match exhausted, 90%
            expended, etc).
            The system should provide the ability to flag and report exceptions to events
GA21        that are not accomplished on time (e.g., submission of grant & other funding
            source deliverables, status reports, etc.).
            For projects that are funded by multiple grants, the system should provide user-
GA22
            defined prioritization for the utilization of funds.
            The system should provide the ability to transfer expenditure amounts between
GA23
            phases.
GA24
            The system should provide the ability to have multiple contract types per phase.
GA25        The system should be able to record expenditures by phase.
            The system should allow refund of excess phase/project funds back to the
GA26
            funding agency.
GA27
            The system should provide the ability to capture eligible and ineligible costs by:
GA27    1        Task
GA27    2        Activity
GA27    3        Program
GA27    4        Other user-defined tracking

GA28        The system should provide the ability to track grant terms and balances from
            starting date to completion of audit and/or user-defined completion date.
            The system should provide the ability to apply correct indirect salaries and
GA29
            fringe benefits allocated to the applicable grants.
            The system should provide the ability to use more than one indirect cost
GA30
            allocation per grant.
            The system should allow for the identification of direct and indirect costs for
GA31
            each grant.
            The system should provide the ability to automatically create accounting entries
GA32        at user-defined intervals for the recognition of indirect cost recoveries or
            matching fund information.
            The system should provide the ability to maintain grants which will affect
GA33
            multiple departments and/or funds.




City of Santa Rosa                                                                                                                    dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                             GRANTS ACCOUNTING                                                           RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                 SUP   MOD   3RD   CST   FUT   NS
            The system should allow for multiple grants/funding sources for a single
GA34
            program.
            The system should provide the ability to receive from the Payroll module
GA35        employee time sheet information by grant or task (type of work) and hours
            worked.
            The system should provide the ability to automatically have payroll adjustments
GA36
            interfaced with the applicable grants.
GA37        The system should allow users to re-open previously closed grants.
            The system should provide the ability to de-obligate and re-appropriate
GA38
            appropriations for grants and other funding sources.
            The system should provide the ability to copy existing grants to establish
GA39
            templates for new grants.
            The system should provide the ability to formulate timing of draw downs based
GA40
            on:
GA40    1         Level of expenditures
GA40    2         Grant requirements
GA40    3         User-Defined criteria
            The system should provide the ability to accept grant reimbursements from wire
GA41
            transfers received from grantor agencies.

GA42        The system should provide the ability to send email notifications when a grant
            reimbursement has been submitted and when grant revenue has been received.
            The system should provide the ability to electronically transmit quarterly (or any
GA43
            other user-defined intervals) grant progress reports
GA44
            The system should provide the ability to record project performance information.
            The system should provide the ability to track and report current performance
GA45
            against past performance and/or established goals.
            The system should provide the ability to allow authorized personnel to access,
GA46        inquire, report and reconcile the status of grants and all other funding sources
            by the following information:
GA46    1         Drawdowns
GA46    2         Obligations
GA46    3         Encumbrances
GA46    4         Expenditures
GA47        The system should be able to retain Vendor/Contractor history by grant.
            The system should provide the ability to create a tickler file notice of
GA48
            performance reviews and/or other user specified dates.
            The system should provide the ability to roll-up grants to higher levels such as
GA49
            grantor agency or CFDA number for internal and external reporting.
            The system should provide the ability to review an online summary of all
GA50
            financial information by grant.
GA51        The system should provide the ability to produce grant reports showing:
GA51    1         Expenditures
GA51    2         Expenditures inception to date
GA51    2         Funding sources
GA51    3         Revenues
GA51    4         Pre-encumbrances
GA51    5         Encumbrances for the current period




City of Santa Rosa                                                                                                                    dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                              GRANTS ACCOUNTING                                                          RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                 SUP   MOD   3RD   CST   FUT   NS
GA51    6         Encumbrances - inception to date
GA51    7         Billings
GA51    8         Payments
            The system should be able to report over several different reporting periods
GA52        (state reporting period, federal reporting period, grant fiscal year, inception to
            date)
GA53
            The system should provide the ability to report matching fund requirements.
GA54
           The system should provide the ability to generate requests for reimbursements.
           The system should be able to generate standard federal reports (including The
GA55
           Single Audit Report).
           The system should be able to generate Schedule of Federal Financial
GA56
           Assistance Award (Total federal expenditures with corresponding CFDA #).
           The system should be able to generate reports showing grantor status and
GA57
           updates.
           The system should provide the ability to generate a Grant transaction history
GA58
           report (reflecting ALL activity for each grant).
           The system should provide the ability to generate program history reports or
GA59
           inquiries, showing funds budgeted and expended by a date range.
GA60       The system should provide the ability to show remaining grant balances.
           The system should provide the ability to generate the following reports for
GA61
           individual grants, as well as for all grants:
GA61    1        Year end and interim financial statements
GA61    2        The system should provide grant titles in all reports.
           The system should provide the ability to track the following information for each
GA62
           grant related activity:
GA62    1        Grant number
GA62    2        Account code
GA62    3        CFDA number
GA62    4        Funding agency
GA62    5        Name of program
GA62    6        Type of funding agency (federal, state, local, etc.)
GA62    7        Award amount
GA62    8        PO number
GA62    9        Vendor name
GA62    10       Invoice number
GA62    11       Check number
GA63             The system should be able to track and manage the following:
GA63    1        Grants in progress
GA63    2        Report due dates
GA63    3        Grant eligibility
GA63    4        Grant proposal
GA63    5        Multiple grant approval phases
GA63    6        Reimbursements
GA63    7        Sub recipient contracts
GA63    8        Grant ending date
GA63    9        In-kind transactions
GA63    10       Application date




City of Santa Rosa                                                                                                                    dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                              GRANTS ACCOUNTING                                                          RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                 SUP   MOD   3RD   CST   FUT   NS
GA63    11        Percent match
GA63    12        Monetary versus in-kind contributions
GA63    13        Specific accounts of matching funds
GA63    14        Status of matched funds

GA64         The system should allow multiple departments/divisions to enter/update specific
             information on a single grant based on user defined security constraints.
                  The system should provide the ability to account for grant revenues and
GA65
                  expenditures at the transactional level for:
GA65    1         Fiscal year
GA65    2         Grant year
GA65    3         Perpetual life of the grant
GA65    4         Breakdowns by period
GA65    5         In total (inception to date) for all prior years
GA66
             The system should provide the ability to denote if grants are for multiple years.
             The system should provide the ability to consolidate grant, budget, and grant
GA67
             expense information on a project and department basis.
             The system should provide cost accounting information to calculate indirect cost
GA68         rates and provide internal service billings between supporting departments and
             the grant/project.
GA69         The system should provide the ability to generate multiple seeds for grants.
             The system should provide the ability to exclude grant numbers from all the
GA70
             reports if they have been flagged as "inactive".
             The system should provide the ability to set up default mapping rules (for
             example: the user enters the grant number and the system would automatically
GA71
             default to the associated GL account coding - either the cost center or object
             code or both) with manual override.
             The system should provide the ability to create the Quarterly Expenditure
GA72
             Report for Federal Grants - SF 269
             The system should provide the ability to create the Federal Cash Transactions
GA73
             Report - SF 272
GA74         The systems should allow an awarded grant to become a contract.
GA75         The system should provide a text field to denote comments/notes.

GA75         Sub Recipient Requirements Section
             The system should provide the ability to track reimbursement of costs for
GA76
             projects managed by sub recipients.
             The system should provide the ability to input costs for a project submitted by
GA77
             sub recipients
             The system should provide the ability to produce AP vouchers (payment
GA78
             request) for payment to sub recipients
             The system should provide the ability to record grant contracts with sub
GA79
             recipient requirements to specific grants and/or sub grants.
             The system should provide the ability to track grant applications from
GA80
             applicants/sub-recipients.
             The system should provide the ability to rank, evaluate and award grants to
GA81
             applicants/sub-recipients.




City of Santa Rosa                                                                                                                    dfd412c8-901d-4977-ad79-74d3ca31b480.xls
City of Santa Rosa                                                                                      INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                   SUP   Supported as delivered "out-of-the-box"

                                                                                              Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                              an X in the appropriate column for
                                                                                                                                   3RD   Supported via a third party solution
                                                                                              each criterion. The X's should
                                                                                              represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                              particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                   NS    Not supported

                        PURCHASING MANAGEMENT                                                                RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                               SUP      MOD       3RD     CST      FUT     NS
PR          General Operating Requirements Section
            The purchasing module should integrate with the general ledger, accounts
PR1         payable, encumbrance, inventory, project ledger, fixed assets, and possibly the
            grants module.
            The system should have the ability to perform budget checking during the
PR2
            creating of a requisition or a purchase order.
            The system should prevent duplicate requisition and purchase order numbers
PR3
            from being created.
            The system should prevent the assignment of a purchase order number before
PR4
            the purchase requisition has been approved.
            The system should have the ability to establish the following for blanket
PR5
            purchase orders:
PR5     1        A not-to-exceed amount on the entire blanket purchase order
                 A not-to-exceed amount on each release/requisition against a blanket
PR5     2
                 order (per occurance)
PR5     3        An expiration date
            The system should track purchase releases and payments issued against
PR6
            blanket orders.
            The system should allow for the attachment of images or source documents to
PR7
            the purchase order. (either as an attached image or a URL)
            The system should display an error message when an inactive or erroneous
PR8
            cost center, account number, vendor ID, etc. is entered.

PR9         The system should have the ability to automatically encumber funds during the
            requisition process or when the requisition is made into a purchase order.
            The system should have the ability to reconcile purchase order totals to
PR10
            encumbrance totals
            The system should provide the ability to automatically adjust encumbrance
PR11
            balances when a change order affects account coding or line amounts.
            The system should provide the ability to automatically reverse the pre-
PR12
            encumbrance when the encumbrance record is created.
            The system should provide full encumbrance capabilities. For blanket purchase
PR13        orders, the system should allow the users to encumber releases against the
            blanket
            The system should provide the ability to close unused encumbrances easily and
PR14
            adjust the budget balances accordingly .




City of Santa Rosa                                                                                                                                                              dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                        PURCHASING MANAGEMENT                                                           RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS
            The system should provide different options of carrying over open
            encumbrances at year end. One example is for the organization to create
PR15
            another budget version in the ensuing year that is separate and apart from the
            Operating Budget.
            The system should automatically populate the "entered by" field on the
PR16        requisition with the name of the person who is logged in and entering the
            requisition..
            The system should provide an on-screen display of the running PR/PO total as
PR17
            line items are entered.
            The system should use an integrated commodity database that can sort by
PR18
            class or description.
PR19        The system should be able to track NIGP commodity codes
            The system should provide commodity selection by commodity number or
PR20
            name.
            The system should have the ability to split a requisition into multiple purchase
PR21
            orders
            The system should provide the ability to combine several requisitions into one
PR22
            purchase order
PR23
            The system should automatically calculate the extended price (units x unit cost).
            The system should have the ability to automatically notify the Purchasing
PR24
            Department of approved requisitions that are ready to be processed.
            The system should have the ability to forward requisitions (based on user
PR25
            defined criteria) to the appropriate buyer.
            The system should have the ability to track buyer workload and be able to
PR26
            display outstanding requisitions by buyer.
            The system should provide the ability to print descriptive information on the
PR27        purchase order document, including vendor name and address, shipping
            instructions, special instructions, and a menu of Terms & Conditions.
            The system should provide the ability to assign line item notes to purchase
PR28        orders in situations where descriptions would be helpful for clarification or
            justification purposes.

            The system should provide a separate screen for notes (pertaining to the PO as
            a whole) to document any pertinent conversations between the buyer and the
PR29
            vendor or any other pertinent conversations. This note section should be time
            stamped and should have security features. The notes should have the option
            of being labeled as internal or external (to print on the PO)
            The description field for purchase order line items should have word-wrap
PR30
            capabilities.
            The system should have the ability to generate single or multi-page purchase
PR31
            orders
            The system should allow numerous line items to be charged to a single account
PR32
            and a single line item to be charged to multiple accounts.
            The system should provide for the automatic assignment of a system assigned
PR33
            purchase order number.
            The system should provide for the creation of multiple seed numbers to enable
PR34        different numbering conventions to be used during the creation of purchase
            requisitions and purchase orders.




City of Santa Rosa                                                                                                                   dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                        PURCHASING MANAGEMENT                                                           RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS
PR35        The system should allow authorized users to cancel purchase orders
            The system should provide the ability to update and change the PO with
PR36
            appropriate security. (even after a partial payment has been made)
PR37        The system should be able to track changes to a purchase order.

PR38        The system should automatically close a purchase order and all associated
            encumbrances when a final payment is issued by Accounts Payable.

PR39        The system should provide users the ability to complete an on-line electronic
            order form that automatically creates a purchase requisition within the system.
            The system should track discounts offered by the vendor with automatic
PR40
            notification as items are requisitioned from those vendors.
            The system should be able to provide a list of preferred vendors based on
PR41
            commodity codes used when entering a requisition.
            The system should be able to track freight charges and to define freight routing
PR42
            options.
            The system should allow buyers to override either user-specified or system
PR43
            generated vendors and prices.
            The system should maintain an audit trail of all users who have modified a
PR44
            document.
            The system should allow the creator of the requisition to edit the requisition
PR45
            document up until the point it has received any approvals.
            The system should allow for approval overrides so that authorized users can
PR46
            print the purchase order immediately.
PR47
            The system should provide a field for the delivery location on a purchase order.
            The system should generate an automated notification to the ordering
PR48        department when the receiving department enters returns or backordered items
            into the system.
            The system should warn/prevent receiving until purchase orders have been
PR49
            completed and printed by the Purchasing Department
            The system should allow the design of customized forms, including a Request
PR50
            for Quote, Purchase Request and Purchase Order.
            The system should be able to show the status of purchase
PR51        requisitions/purchase orders to reflect whether the document has been
            approved, printed, received, and/or paid.
            The system should maintain an audit trail of all approval activities related to a
            requisition. This includes the approver's name, the date of activity, whether the
PR52
            approver made changes to the requisition, and whether the approver rejected,
            approved or forwarded the requisition.
            The system should provide the capability for users to inquire and report on
PR53        where a requisition is in the approval process and how long it has been waiting
            for approval from that approver.
            The system should provide an automated workflow tool for the approval of
            purchase requistions/purchase orders. The tool should allow for the user to
PR54
            define different rules for the approval routing of documents based on account
            codes, dollar amounts, etc.
            The system should enable departments to perform on-line inquiries to check the
PR55
            status of quotes, requisitions and purchase orders




City of Santa Rosa                                                                                                                   dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                        PURCHASING MANAGEMENT                                                            RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                 SUP   MOD   3RD   CST   FUT   NS
            The system should be able to report on the number of outstanding requisitions
PR56
            and purchase orders
            The system should provide for reporting at a summary level on purchase orders
PR57        including vendor name and address, PO total, account coding, and payment
            information.
            The system should be able to report on vendor history and provide activity
PR58
            analysis
PR59        The system should run year to date reports for vendors
            The system should provide complete on-line and hard copy reporting of
PR60
            purchase orders with order and receipt information.
            The system should be able to generate reports on stale dated requisitions and
PR61
            purchase orders.
PR62
            The system should be able to report and inquire on purchasing activities by:
PR62    1        vendor name and ID
PR62    2        account number
PR62    3        buyer
PR62    4        by date
PR62    5        end user
PR62    6        ordering department
            The system should have the ability to automatically update the fixed asset
PR63
            module.
            The system should have the ability to interface with bar coding inventory
PR64
            systems.
            The system should provide the ability to print the DBA name on the purchase
PR65
            order, not just the name of the individual.
            The system should provide an unlimited number of line items for each
PR66
            Requisition and Purchase Order
            The system should track the flow of information for the entire life cycle of
PR67
            procurement. (i.e.: requisition-to-payment.)
PR68
            The system should have integration tools for any procurement card programs.
            The system should provide the ability to electronically transmit purchase orders
PR69
            to vendors.
            The system should have the ability to send (hard copy or electronic format)
PR70
            quote solicitation letters to vendors
            The system should provide an automated sole source form that will be attached
            to the requisition. Upon creating the requistion, the system should generate a
PR71        prompt that asks the user to respond as to whether or not the requisition is to be
            sole-sourced. The system should automatically bring up the sole source form
            and require it's completion by the user.

PR72        When entering a commodity code, the system should generate a pop-up
            window with the most frequently used commodity codes for that user/buyer.

            The system should have the ability to differentiate the receipt of an item from a
PR73        proof of payment for the item. In other words, the receipt of the item should not
            be authorization for payment. There should be an additional workflow approval
            process before a payment can be processed for the item.




City of Santa Rosa                                                                                                                    dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                        PURCHASING MANAGEMENT                                                           RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS
            The system should have the capability to link the requisition to the Hansen work
PR74
            order system (by work order number).
            The system should have the capability to link the requisition to a Fleet
PR75
            Management System (by the equipment number).

PR75        Bid Functionality Section
            The system should have the ability to create solicitations such as IFB's, RFP's,
PR76
            RFQ's, and RFI's.
            The system should have the ability to generate bid tabulations, store bid prices,
PR77
            and quantify bid data for historical comparison purposes.
            The system should provide the ability to post/release bids on-line and include
PR78
            attachment documents/images.
PR79
            The system should have the ability to track items that are currently out for bid.
            The system should have the ability to provide savings breakdowns on bids and
PR80
            quotes.
            The system should provide a tracking system that can target bidders'
PR81
            performance, including vendors who consistently do not bid.
PR82        The system should allow vendors to submit their bids on-line
PR83        The system should allow vendors to submit attachments with their bids.
            The system should provide system access to open bids, bid tabs, award tabs,
PR84
            vendors, contract terms, etc

PR84        Vendor Related Requirements Section
PR85
            The system should provide maintenance of multiple addresses for each vendor.
PR86        The system should allow vendor "numbers" to be setup as alphanumeric.
            The system should allow the user to view and select from a list of all available
PR87
            addresses associated with a vendor.
            The system should provide the ability to identify vendors who have won bids
PR88
            and the activity for those bids.
            The system should maintain an easy-to-use master vendor file, including vendor
PR89
            information and types of commodity/service they can bid on.

PR90        The system should have the ability to create a "to be determined" vendor for
            purchase requests where the initiator does not know the vendor to be selected.

            Users should have access to the vendor file while in the Requisition screen,
PR91
            allowing them the ability to look up vendor information. Vendor information such
            as fax, email, and phone number should be easily accessible
            The system should provide the ability to set up vendors for specific products
PR92        and have the system display or populate the fields along with the pricing
            information.
            The system should have the ability to record vendor responses to bids and
PR93
            create a Purchase Orders if the quote is awarded to the vendor.
            The system should provide the ability to track why a vendor was not selected
PR94
            (high price, inferior quality, etc.)
            The system should provide designation codes to identify characteristics for a
PR95
            vendor (such as bad quality vendor, DBE, MBE, WBE, etc.)




City of Santa Rosa                                                                                                                   dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                        PURCHASING MANAGEMENT                                                           RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS
            The system should allow authorized users to purge vendors after a user-
PR96
            specified period of inactivity.
            The system should allow multiple users to view the same vendor
PR97
            simultaneously.
            The system should provide the ability to automatically merge two vendors and
            update all related activity for and associated history for the merged vendor
PR98
            (based on user security). A complete audit trail should be maintained for this
            action.
            The system should have the capability to load the most current United States
            Postal Service zip code table to the database. The system should automatically
PR99        fill in zip code fields based upon the City Name and State. If a user manually
            enters a zip code into the zip code field, the system should verify the entry for
            accuracy against the zip code table.

PR99        Vendor Self Service Section
            The system should provide online vendor self-service abilities with an easy-to-
PR100
            use, secure online process with the following capabilities:
                 The system should provide vendors the ability to update/maintain their
PR100 1
                 contact information, inquire on invoices and payment status.
                 The system should allow customization of the on-line vendor registration
PR100 2
                 screens/process.
                 The system should provide an easy-to-use way for vendors to select and
PR100 3
                 assign their commodity codes during registration.
                 The system should allow for the customization of on-line help screens for
PR100 4
                 vendor registration.
                 The system should provide on-line notification of forgotten user ID's and
PR100 5
                 passwords to vendors.
                 The system should provide the ability for vendors to attach/submit their W-
PR100 6
                 9 forms on-line
                 The system should provide the ability for vendors to enter their
PR100 7
                 banking/ACH information on-line.
                 The system should provide the ability to place self-service updates in a
PR100 8
                 holding file for approval and post updates once approved.
                 The system should provide the vendors the ability to submit invoices over
PR100 9
                 the internet.
PR101       The system should accommodate a vendor view of invoice status including:
PR101 1          Payment status.
PR101 2          Payment amount.
PR101 3          Check number if check has been issued.

PR101       Receiving Related Requirements Section
            The system should allow for either centralized or decentralized (end-user)
PR102
            processing of receipts for goods and services.
            The system should provide the ability to maintain historical information of
PR103       receiving, including receiver name, date of receipt, and quantities received,
            returned, damaged, etc
            The system should prevent AP from making a payment on an invoice if
PR104
            receiving has not taken place for the invoiced items.




City of Santa Rosa                                                                                                                   dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                        PURCHASING MANAGEMENT                                                           RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS
            The system should provide the ability to track the anticipated delivery date and
PR105
            the actual receiving date
            The system should provide real time purchasing reports showing original goods
PR106
            requested versus actual goods received.
PR107       The system should provide receiving reports
            The system should provide a Vendor Shipping Performance Report that
PR108       includes due dates for delivery, actual dates of delivery, accuracy of shipments,
            etc.




City of Santa Rosa                                                                                                                   dfd412c8-901d-4977-ad79-74d3ca31b480.xls
City of Santa Rosa                                                                                        INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                     SUP   Supported as delivered "out-of-the-box"

                                                                                                Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                                an X in the appropriate column for   3RD   Supported via a third party solution
                                                                                                each criterion. The X's should
                                                                                                represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                                particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                     NS    Not supported

                            BUDGET MANAGEMENT                                                                  RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                                  SUP     MOD      3RD      CST      FUT     NS
BM          General Operating Requirements Section
            The system should provide the ability to setup and apply budgetary controls at
BM1         any level of the account structure (by line item), as established in the chart of
            accounts.
            The system should provide the ability to summarize budgets based on account
BM2         attributes (groupings) that are built into the account structure in the General
            Ledger and Project Ledger.

            The system should provide a flexible way of preparing budget details that is not
BM3
            restricted to the attributes of the chart of accounts. (The ability to budget at
            lower or more detailed levels than the chart of accounts allows for)
            The system should provide the ability to budget related revenues and
BM4
            expenditures at the program level.
            The system should accommodate multi-year (inception to date) budget
BM5
            controls.
            The system should provide the ability to develop multi-year and inception to
BM6
            date project budgets according to user-defined parameters.
            The system should provide the ability to keep multiple budget years open at the
BM7
            same time.
            The system should maintain on-line budget data for any number of past,
BM8
            present, and future years.
            The system should provide the ability to make mass adjustments to multiple
BM9
            budget line items at once.
            The system should provide the ability to make dollar and percentage
BM10
            adjustments by budget line item or line item group.

BM11        The system should provide the ability to allocate overhead and administration
            costs to departments, cost centers, programs, sub-program, etc.
BM12
            The system should allow for the transfer of funds between budgeted line items.
BM13        The system should be able to assign unique identifiers for budget transfers.
            The system should provide the ability to perform budget modifications and
BM14
            maintain appropriate audit trails.

            The system should provide the ability to budget by position. It should have the
BM15        ability to handle approved agreements by bargaining unit and estimated
            increases, salary and step pay plans. The system should provide the ability to
            view different job classifications and their corresponding pay ranges and steps.
            The system should be able to track salary commitments and payroll
BM16
            expenditures by position.
            The system should allow the same employee to be budgeted to multiple
BM17
            account codes




City of Santa Rosa                                                                                                                                                            dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                            BUDGET MANAGEMENT                                                           RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS
            The system should provide the ability to automatically calculate an hourly rate
BM18        by the number of estimated annual hours in order to produce a budget for each
            employee.

BM19        The system should allow users to view current year- to- date or user defined
            range of actual hours by employee as a basis to prepare the upcoming budget.
            The system should have the ability to budget by base salary (and other pay
BM20        increments) by various accounting elements (funding sources, division,
            subprogram, etc.)
            The system should provide pull-down lists and lookup features within data
BM21
            fields
            The system should allow users to view the detail charges of actual spending or
BM22
            encumbrance amounts against the budget.
            They system should provide the ability to perform budget checking at all
BM23        transaction points, including pre-encumbrance, purchase order, invoice, and
            check generation.
            The system should integrate with Human Resources (Position Control), Payroll,
BM24        General Ledger, Purchasing, Grant Management, Project Accounting and other
            applicable subsystems.
BM25        The system should allow for the budget based projections, including:
                   The system should provide the ability to compute "what if" scenarios using
BM25    1
                   user defined calculations.
                   The system should provide the ability to perform a variety of revenue,
BM25    2          expenditure, and fund balance forecasting including the ability to perform
                   fee analysis.
                   The system should allow forecasts to be calculated in terms of
BM25    3          percentage increases or decreases (either globally or for specific
                   departments, funding sources or other units).
                   The system should allow salary and benefits projections based on user
BM25    4
                   defined parameters (fixed cost, percentage, lump sum).
            The system should allow for the analysis of subsequent proposals and
BM26
            changes without affecting current budgets.
            The system should provide the ability to accommodate project contingency line
BM27
            items in budgets.
BM28        The system should provide Performance-based Budgeting.
            The system should provide users the ability to enter budget requests
BM29
            (modifications, transfers,etc.) on-line.
            The system should allow users the ability to create a budget "worksheet" to
BM30
            facilitate the budget preparation process.
            The system should provide the ability to create, maintain and compare multiple
BM31
            budget versions
            The system should provide on-line budget preparation capabilities to all
BM32
            departments based on user defined rules.
            The system should provide the ability to create the final budget document on-
BM33
            line in its finished form.
            The system should provide a report that lists information for employees
BM34        including position and hourly rate by account number with flexible subtotaling
            capabilities.
            The system should allow users to download or upload budgets from desk-top
BM35
            applications
BM36
            The system should allow budgets to be copied forward from the current budget.



City of Santa Rosa                                                                                                                  dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                            BUDGET MANAGEMENT                                                           RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS
            The system should provide the ability to maintain narrative information such as
            goals and objectives, justifications, and performance criteria within the
BM37
            department. Justifications should be able to be maintained at the lowest level
            of budget line item.
            The system should provide different options of carrying over open
            encumbrances at year end. One example is for the organization to create
BM38
            another budget version in the ensuing year that is separate from the Operating
            Budget.
            The system should provide a mechanism for lapsing the operating budget at
BM39        year-end while allowing CIP for the same year and other continuing budget
            amounts to roll forward.
            The system should provide the ability to automatically identify accounts that
BM40
            meet the criteria for being carried forward to the next fiscal period.
BM41
            The system should provide a complete encumbrance transaction history report.
            The system should provide standard and customized budget reports. At a
BM42
            minimum, the standard reporting should provide the ability to:
BM42    1        Run reports based on date range (user defined, fiscal year, etc)
                 Develop exception reports or criteria-driven reports (e.g. accounts that are
BM42    2
                 75% expended at mid-year)
BM42    3        Drill down to the lowest level
BM42    4        Drill down to a supporting scanned document
                 Run variance reports to compare actual expenditures to encumbered
BM42    5
                 amounts against the respective budgets for at least a five year period.
                 Develop other customized management and budget reports based any
BM42    6
                 budget data field
                 Develop statistical budget information to allow research and analysis
BM42    7
                 (including performance measurements)
BM42    8        Include charts and other graphical information
            The system should provide the ability to tie performance data to any level of
BM43
            detail (e.g.: organization, program or division rollup).
            The system should provide the ability to track original and amended budgeted
BM44
            amounts by line item.
            At each stage of budget checking (requisition, purchase order, invoice, check),
            the system should allow for the designation of whether a warning or a block will
BM45
            occur when a user attempts to enter a transaction that exceeds the available
            funds in the budget.
            The system should allow authorized users the ability to establish a tolerance
BM46        percentage or any other user defined constraint before the over-budget
            condition is blocked or warned.
            The system should provide a contact person or "responsible person" assigned
BM47
            to each cost center/department.
            The system should allow for the creation of temporary cost center numbers and
BM48
            allow them to be deleted if they are not approved.
            The system should allow for the definition of security that restricts the access,
BM49        creation and/or approval of specific budgets to authorized users. Security
            should be provided at the functional and database level.
            The system should provide the ability to electronically route the following while
BM50
            maintaining a complete audit trail:
                 Budgets for approval. The approver should be able to make changes to
BM50    1
                 the budget.
BM50    2        Proposed budgetary transfers/changes.



City of Santa Rosa                                                                                                                  dfd412c8-901d-4977-ad79-74d3ca31b480.xls
City of Santa Rosa                                                                                        INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                     SUP   Supported as delivered "out-of-the-box"

                                                                                                Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                                an X in the appropriate column for   3RD   Supported via a third party solution
                                                                                                each criterion. The X's should
                                                                                                represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                                particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                     NS    Not supported

                     ACCOUNTS PAYABLE MANAGEMENT                                                               RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                                  SUP     MOD      3RD      CST      FUT     NS
AP          General Operating Requirements Section
AP1         The system should provide the ability to set up inter-fund payable entries
            The system should provide 3 way matching of purchase orders, receiving
AP2         documents and invoices. The system should be able to override the 3-way
            matching.
            The system should automatically calculate the payment due date based on
            user-defined criteria for each vendor (for example, 30 days from the receipt
AP3
            date of an invoice). The user should be able to over-ride the system produced
            date.
AP4         The system should allow for user-defined aging criteria for reporting.
            The system should have the ability to establish a dollar and/or percentage
            threshold for overpayments where the invoiced amount is greater than the
AP5
            PO/encumbered amount. (To allow AP to process invoices without delay when
            there are small differences related to shipping, freight, etc.)
            The AP system should automatically post entries to the General Ledger,
AP6         including expense distribution, cash distribution, discounts earned, retainage,
            sales tax, etc.)
            The system should be able to track use taxes and automatically generate the
AP7
            entries to book the liability
            The system should have the capability to prevent unauthorized users from
AP8
            modifying invoice data once the invoice has been approved and released.
            The system should have the ability to prevent the entry of an invoice that would
AP9         cause the cumulative invoiced amount to exceed the contract or purchase
            order.
            The system should provide for an unlimited or user defined field size for invoice
AP10
            numbers.
AP11        The system should have the following capabilities related to vendor returns:
                  The system should maintain credit memo balances for vendor(s) in order
AP11    1
                  to offset future invoices.
                  The system should have the ability to apply a credit memo to more than
AP11    2
                  one vendor invoice
                  The system should prevent payments to vendors with credit or zero
AP11    3
                  balances
AP12        The system should have the following 1099 related capabilities:
                  The system should track 1099 vendors and keep a history of all 1099
AP12    1
                  qualifying payments.
                  The system should have the capability to generate 1099 IRS reports on
AP12    2
                  standard forms and also to transmit 1099 information electronically
AP12    3         The system should allow for the addition of manually added 1099's.
                  The system should include mandated 1099 updates with annual
AP12    4
                  maintenance releases.




City of Santa Rosa                                                                                                                                                            dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                     ACCOUNTS PAYABLE MANAGEMENT                                                       RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                               SUP   MOD   3RD   CST   FUT   NS
                 The system should provide the ability to keep track of IRS notices for
AP12    5
                 missing or incorrect tax ID numbers for individual vendors.
                 The system should provide the ability to indicate that a vendor is 1099 but
AP12    6        then allow the user to exclude individual payments from the 1099
                 transactions for that vendor.
AP12    7        The system should have the capability to keep track of vendor levies.
AP12    8        The system should provide the ability to generate amended 1099s.
                 The system should provide the ability to automatically adjust 1099
AP12    9
                 balances when payments are cancelled.
            The system should have the capability to receive vendor invoices
AP13
            electronically.
            The system should maintain vendor payment records for current period, year-to-
AP14
            date, prior years and also by date range.
            The system should provide a Vendor Analysis Report that shows various
AP15
            breakdowns of activities (quantity, product line, type) by vendor.
AP16        The system should prevent duplicate invoices from being entered.
            The system should allow users to view duplicate invoices when the user is
AP17
            flagged that they are attempting to enter a duplicate invoice.
            The system should allow the user to enter multiple invoice numbers (as one
AP18        query) for which the system will check to see any of them are duplicate invoice
            numbers.
AP19        The system should allow payments against multiple invoices on one check
            The system should allow the user to request separate checks when multiple
AP20
            invoices are being processed for the same vendor.

AP21        The system should support multiple payment types (e.g., system generated
            checks, manual checks, wire transfers, procurement cards, e-commerce, etc.)
            The system should update encumbrance records once an invoice is paid. (In
AP22
            order to move the amount from encumbered to actual).
            The system should provide the ability to pay both encumbered and non-
AP23
            encumbered items on the same check.
AP24        The system should allow for the processing of stop payments.
AP25        The system should be able to void a range of checks.
AP26        The system should allow users to void stale dated checks.
            The system should provide the ability to void a check and facilitate the re-
AP27
            processing of a new check for the same invoice(s).
AP28        The system should have the ability to issue manual warrants/checks.

AP29        The system should allow invoices that are not tied to a purchase order to be
            entered into the system. (as long as the purchase does not exceed budgets)
            The system should allow multiple partial payments against a purchase order or
AP30
            a contract until the total amount is reached.
            The system should allow users to select from different bank accounts for
AP31
            disbursements
            The system should provide the capability for AP users to schedule check runs
AP32        (users with appropriate security can define when and how often checks are
            processed)
            The system should allow authorized users to withhold payments to a vendor
AP33
            even though the invoice is due

AP34        The system should have the ability to suspend and/or restart payment for
            specified vendors, contracts or work orders based on a user defined duration.



City of Santa Rosa                                                                                                                 dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                     ACCOUNTS PAYABLE MANAGEMENT                                                       RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                               SUP   MOD   3RD   CST   FUT   NS
            The system should provide a separate field to identify discounts separately on
AP35
            the invoice data entry screen.
            The system should provide an option to process discounts (i.e.: automatically
AP36        debit the expense net of the discount or debit gross expenses and credit a
            discount earned account.)
            The system should allow users to set up discount and payment terms for each
AP37
            vendor.
            The system should provide the ability to override the defaulted vendor
AP38
            discount.

AP39        The system should provide the ability to automatically calculate discounts when
            the check payment date is the same as, or prior to, the discount due date.
            The system should provide the ability to view and report on invoices waiting for
AP40
            payment by fund, department, vendor, due date, etc.

AP41        The system should provide a field to indicate the distribution of the check. It
            should enable the user to indicate the specific pick-up location of the check.
            The system should provide the capability to sort and print checks based on
AP42
            user-defined selection criteria. (including the pick-up location)
            The system should provide the ability to undo an invoice distribution/posting
AP43
            with the proper security.
            The system should allow the customization of checks with fields such as the
            invoice number(s), invoice line item(s), invoice amount(s), discounts taken,
AP44
            vendor name, vendor number, purchase order number and/or any other AP
            data field.
            The system should provide the option to print invoice line items on the check
AP45
            stub in detail or summary format.
            The system should allow the printing of check details on successive check
AP46
            stubs if there is an overflow condition.
            The system should be able to print checks on blank check stock (the system
AP47
            should print the system generated check number on the check).
            When voiding a check, the system should automatically reverse the General
AP48
            Ledger and AP postings.
AP49        The system should provide a check register of manually prepared checks.
            The system should be able to flag checks such as: negative checks and zero
AP50
            checks.
            The system should provide standard and customized reports. Standard reports
            should, at a minimum, include Cash Disbursements Journal, Open Payables
            Listing, Accounts Payable Aging Report, Outstanding Invoice Listing, Cash
AP51        Requirements Report, Check Register, Outstanding Checks, Cleared Checks,
            Check Reconciliation Report, Vendor List, Void and Stale Dated Report,
            ACH/Wire Report, and Inactive Vendor List. (Have client identify others that
            they need)
AP52
            The system should generate reports that identify gaps in the check sequence
            The system should have the ability to set up pay codes and distribution codes,
AP53        allowing users to define terms of payment and the allocation of invoice
            amounts to various departments.
            The system should amortize existing pre-payments by automatically generating
AP54
            invoices to distribute the payments to the proper periods.
            The system should come with a time and expense functionality for the tracking
AP55
            of travel advances and travel expense reports.



City of Santa Rosa                                                                                                                 dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                     ACCOUNTS PAYABLE MANAGEMENT                                                       RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                               SUP   MOD   3RD   CST   FUT   NS
            The system should have an automatic interface with banking institution(s) to
AP56        allow for electronic ACH payments and other digital functions (positive pay,
            stop payments, voids, etc).
            The system should have the ability to electronically notify vendors of pending
AP57
            ACH payments.
            The system should provide the ability to copy invoices/payment documents.
AP58
            The copied document should allow editing/modification.

            The system should provide a functionality for recurring invoices where the user
AP59        can define the repetitive invoice and then the system will automatically
            generate an invoice based on the specifications defined in the template.
            (frequency, amount, account, vendor, invoice numbering convention, etc.)
            The system should allow templates to be established that can be used to
AP60
            simplify data entry for future invoices that are similar in nature.
            The system should facilitate check reversals. The user should only need to
            enter the bank id and check number within the reversal record and the system
AP61        should automatically extract all check related information into the record The
            user would then simply need to post the record and the check would be
            reversed.
            The system should have the ability to automatically re-open an invoice upon
AP62
            check reversal.
            The system should provide the ability to reverse an electronic payment and
AP63
            create a new electronic payment without entering additional data.
            The system should have controls to block or warn users when invoices exceed
AP64
            the budget, encumbrances or when using invalid accounts
            The system should provide an efficient process to facilitate the payment of
AP65        immediate checks that need to be processed before the regular check
            processing date.
            The system should enable interfaces of invoice information (from another
AP66        application). The system should automatically generate invoices for payment
            based on the uploaded information.
            The invoice screen should allow for the definition of a (user defined) invoice
AP67        category/group to enable the grouping of invoices for approvals, payment,
            reporting and inquiry.
            The system should provide multiple payment selection criteria (i.e.: by due
            date, by vendor, invoice category/group, by invoice number, by account
AP68
            number, by department number, etc.) in order to allow the user to pay based on
            various factors.
            The system should provide the ability to de-select an invoice for payment (after
AP69
            a group of invoices has been selected for payment).
            The system should provide the option to automatically split freight or shipping
AP70
            charges among split accounts within an invoice
            The system should allow the user to distribute to multiple account numbers for
AP71
            each invoice.
            For telephone and other utility bills, the system should provide the ability for
AP72        users to set up distribution codes for the allocation of the invoiced amounts to
            various departments.
            The system should provide visibility to the PO while in invoice data entry mode.
            If the invoice is associated with a PO, then the user should be able to view the
AP73        purchase order line items and indicate the lines and amounts they would like to
            pay. This information would then automatically come forward into the invoice in
            order to reduce the need for duplicate data entry.



City of Santa Rosa                                                                                                                 dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                     ACCOUNTS PAYABLE MANAGEMENT                                                      RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                              SUP   MOD   3RD   CST   FUT   NS

AP74        The system should be able to produce an automatic notification to alert a user
            when there is a payment request that exceeds a certain dollar amount.

AP75        The system should be able to automatically generate a notification to
            summarize payments by payment type (ACH, check, voids, wire transfers, etc)
            The system should be able to generate an automatic approval request for
AP76        payments requests that require additional approval (for example, when a
            certain cost center/account is used).
            The system should provide the ability to include user defined "broadcast
AP77
            messages" on all checks in a check run.
            The system should automatically generate electronic notices to vendors to alert
AP78
            them of ACH payments made to their accounts.

            The system should have the ability to import procurement card information from
AP79
            the procurement card provider. Please list the procurement card providers
            under the "comments" column that your system has interfaced with in the past.




City of Santa Rosa                                                                                                                dfd412c8-901d-4977-ad79-74d3ca31b480.xls
City of Santa Rosa                                                                                      INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                   SUP   Supported as delivered "out-of-the-box"

                                                                                              Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                              an X in the appropriate column for   3RD   Supported via a third party solution
                                                                                              each criterion. The X's should
                                                                                              represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                              particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                   NS    Not supported

                ACCOUNTS RECEIVABLE MANAGEMENT                                                               RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                                SUP     MOD      3RD      CST      FUT     NS
AP          General Operating Requirements Section
            The system should provide the ability to activate/deactivate customers on
AP1
            request
            The system should have an integrated AR and Cash Receipts subsystems that
AP2
            provide real time information
AP3         The system should be able to generate delinquency letters to customers
            The system should be able to produce refund checks from Accounts
            Receivable through Accounts Payable based on user-defined criteria.
AP4
            Customer account number from Accounts Receivable should be brought over
            to Accounts Payable.
            The system should provide the ability to create separate receivables by fund or
AP5
            by type of activity
            The system should be able to maintain daily/monthly Accounts Receivable
AP6
            control totals with supporting detail
            The system should be able to generate customer statements showing
AP7         beginning balance, charges during the month, credits during the month and
            ending balance with an aging recap
            The system should be able to generate a General Ledger Distribution Report
AP8         that summarizes the posting to specific Accounts Receivable and revenue
            accounts.
            The system should provide the ability to process installment billings and
AP9
            perform aging according to the installment terms
            The system should be able to generate warning when duplicate Invoice
AP10
            numbers or cash receipt numbers are used.
            The system should provide a customer database with the ability to assign a
AP11
            different class code for each type of customer.
            The system should provide the ability to assign multiple class codes to a
AP12
            customer.
AP13        The system should allow for prepayments by customers
AP14        The system should maintain a master customer file.
            The system should be able to support extended payment terms and adjust the
AP15
            aging to reflect the new term
            The system should allow authorized users to create "dummy" cost centers
            and/or account number so that the cash receipt can get posted to temporary
AP16
            accounts. The temporary accounts should be analyzed and then posted to the
            proper account.
AP17        The system should provide the ability to assign unique invoice numbers.
            The system should allow users to enter credit memos to update Accounts
AP18
            Receivable.
            The system should provide the ability to automatically assign unique credit
AP19
            memo numbers
            The system should provide the ability to print debit and credit memos on
AP20
            request



City of Santa Rosa                                                                                                                                                          dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                ACCOUNTS RECEIVABLE MANAGEMENT                                                         RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                               SUP   MOD   3RD   CST   FUT   NS
AP21        The system should be able to bill partial invoices
            The system should support tear-off remittance advice that the customer can
AP22
            return with the payment
            The system should allow for user-defined delinquency notices and form letters
AP23
            and be able to maintain a history of what was sent.
            The system should allow users to print invoices and/or statements in any user
AP24        defined criteria (i.e. by customer number, customer name, zip code, payment
            status, etc)
            The system should provide the ability to include informational messages on
AP25
            invoices/statements
            The system should allow users to suppress statements with zero and credit
AP26
            balance.
AP27        The system should allow the same check to apply to multiple open items
            The system should allow partial payments to be applied to specific invoice line
AP28
            items.
            The system should allow partial payments to be applied to a predetermined
AP29
            order instead of just applying payments to the earliest open receivable item
            The system should provide the ability to process non-sufficient funds checks
AP30
            with correct posting to the General Ledger
            The system should display all open invoices for a particular customer during
AP31
            cash receipts posting

AP32        The system should provide online customer and billing data (such as invoices,
            adjustments and payments by customers, etc. ) by authorized personnel.
            The system should display the open item/balance forward status and aging for
AP33
            customer invoices
            The system should provide the ability to review past due customer accounts on-
AP34
            line by authorized personnel
            The system should provide the ability to assess interest, late charges and
AP35
            penalties.
AP36        The system should provide the ability to waive the following:
AP36    1         Late Fees.
AP36    2         NSF Fees.
AP36    3         Interest or Finance Charges.
            The system should provide the ability to review customer aging and other
AP37
            statistics (such as last payment date, etc.) on-line by authorized personnel
            The system should allow users to define aging categories (e.g., current,
AP38
            30,60,90 days)
            The system should provide the ability to write off accounts based on user
AP39
            defined criteria.
            The system should provide the ability to track accounts sent to collection
AP40
            agencies.
            The system should provide a Billing module that is capable of creating different
AP41
            user-defined forms for different types of enterprise activities.
            The system should provide the ability to tie a customer code to some sort of
AP42
            geobase of street addresses for business license billing.
AP43        The system must be able to accommodate internal service billings.
            The system should provide the ability to set up recurring billing based on
AP44        contract specifications (i.e.: begin date, end date, insurance information,
            frequency, amount)
            The system should provide a user defined grace period, allowing customers to
AP45
            pay prior period rates.



City of Santa Rosa                                                                                                                 dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                ACCOUNTS RECEIVABLE MANAGEMENT                                                         RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                               SUP   MOD   3RD   CST   FUT   NS
            The system should provide the ability to flag delinquent customers based on
AP46
            user-defined criteria, allowing state refund tax interceptions.
            The system should provide the ability to reference business license number to
AP47
            the customer information.
            The customer database should provide the ability to maintain insurance
AP48
            information.
AP49        The system should provide the ability to re-print customer invoices.
AP50        The system should provide electronic billing capabilities
            The system should provide the ability to track work performed but not yet billed
AP51
            out to customers.
            The system should provide the ability to bill by type of charge and/or type of
AP52
            customer.
            The system should provide the ability to suspend billing on items disputed by
AP53
            the customer.
            The system should provide the ability to generate tickler messages for
AP54
            automatic display on specific dates for follow-up with a customer.
            The system should provide the ability to automatically calculate interest on
AP55        individual accounts from an effective dated interest table and bill customer for
            interest and principal.
            The system should provide the ability to maintain multiple addresses for each
AP56
            customer
            The system should provide the ability to purge customer account and history
AP57
            based on user defined criteria.

AP58        The system should provide the ability to send out remittance notices to
            customers with no billed amount (for example: Transient Occupancy Tax, etc.)
            The system should provide the ability to maintain customer correspondence
AP59        and internal notes/comments (for example: Customer has paid with NSF
            checks in the past, etc. )




City of Santa Rosa                                                                                                                 dfd412c8-901d-4977-ad79-74d3ca31b480.xls
City of Santa Rosa                                                                                       INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                    SUP   Supported as delivered "out-of-the-box"

                                                                                               Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                               an X in the appropriate column for   3RD   Supported via a third party solution
                                                                                               each criterion. The X's should
                                                                                               represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                               particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                    NS    Not supported

                                 CASH RECEIPTS                                                                RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                                 SUP     MOD      3RD      CST      FUT     NS
CR          General Operating Requirements Section
            The system should allow for the collection of cash payments for both general
CR1
            receipts and for receipts on receivables.
            The system should have an integrated AR and Cash Receipts subsystems that
CR2
            provide real time information
            The system should allow for multi-line descriptions to be entered on each
CR3
            receipt.
            The system should allow for printing of fund and account information on cash
CR4
            receipts.
            The system should be able to generate warning when duplicate cash receipt
CR5
            numbers are used.
            The system should allow for the tracking of receipts by various types, such as
CR6
            mail, counter, park facility, library, City Clerk's Office, etc.
            The system should allow for the tracking of receipts by input operator and by
CR7
            date. Detailed information should be available.
CR8
            The system should provide the ability to track multiple receipt types including:
CR8     1        Cash
CR8     2        Check
CR8     4        Credit Cards
CR8     5        Direct Deposits
CR8     6        Other (auto-pay, lockbox, online payment, online banking, etc.)
            During cash receipting, the system should allow the online lookup of customer
CR9
            numbers based on a full or partial name entry.
            During cash receipting, the system should allow the online lookup of account
CR10
            name and numbers.

CR11        The system should provide for automatic General Ledger updates. It should
            allow a single cash receipt to be posted to multiple General Ledger accounts.
            For each line of a cash receipt, the system should allow for the entry of the
CR12        project, grant, work order, and/or task number for notation or posting to those
            systems.
            The system should provide the user the ability to override the offset account to
CR13
            which the General Ledger transaction will be posted.
            The system should allow for automatic generation of General Ledger
CR14        distribution by receipt type, accounts receivable type, customer or other
            methods.
            The system should provide the ability to print receipts immediately after
CR15
            customer payments are entered.
            The system should provide for a daily and monthly cash receipts journal report
CR16
            showing all transactions.
            The system should provide a daily or monthly edit report showing cash receipts
CR17
            sorted at a minimum by:



City of Santa Rosa                                                                                                                                                           dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                 CASH RECEIPTS                                                          RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS
CR17    1       Receipts By Operator
CR17    2       General Ledger Distribution
CR17    3       Date
CR17    4       Receipt by Location
CR17    5       Entry Sequence
CR18        The system should provide, at a minimum, the following reports:
CR18    1       Receipts By Type
CR18    2       Receipts By Processing Source (ie: paypal, etc.)
CR19        The system should provide the capability of user defined fields.

CR20        The system should be able to interface to various POS systems by specific
            revenue accounts and type of receipt (cash, check, credit card, debit card, etc.)
            The system should provide the ability to tie a customer code to some sort of
CR21
            geobase of street addresses for business license billing
            The system should provide the ability to interface to CLASS (Recreation &
CR22
            Parks System)
CR23        The system should provide the ability to interface to PERMIST PLUS
            The system should provide the ability to interface to AIMS (Automated
CR24
            Issuance Management System), a parking citation management system.




City of Santa Rosa                                                                                                                  dfd412c8-901d-4977-ad79-74d3ca31b480.xls
City of Santa Rosa                                                                                       INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                    SUP   Supported as delivered "out-of-the-box"

                                                                                               Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                               an X in the appropriate column for   3RD   Supported via a third party solution
                                                                                               each criterion. The X's should
                                                                                               represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                               particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                    NS    Not supported

                                CAPITAL ASSETS                                                                RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                                 SUP     MOD      3RD      CST      FUT     NS
FA          General Operating Requirements Section
            The system should provide for the automated calculation of depreciation and
FA1
            posting of entries to the General Ledger
            The system should have the ability to selectively post depreciation based on
            asset category, account, status, or other field. For example, depreciation rules
FA2         may differ for capital and non-capital items and the system must have the
            capability to distinguish between these categories and book (or suppress)
            depreciation accordingly.
            The system should have the option to depreciate on a variety of methods
FA3
            (straight line, sum of years digits, double declining balance, etc.)
            The system should provide for depreciation comparisons, such as Last Year
FA4
            Amount, Year to Date Amount, Last Depr Amount, etc.)
            The system should allow a choice for capital assets to begin depreciation
FA5
            based on either the acquisition date or the in-service date.
            The system should allow depreciation to be calculated on a monthly, quarterly,
FA6
            or annual basis.
            The system should have the ability to automatically populate the useful life
FA7
            based on the asset classification.
            The system should have the ability to allocate depreciation expense to the
FA8         functions/programs/activities on the Statement of Activities consistent with
            GASB 34.

FA9         The system should provide the capability to assign primary classes to assets.
            (for reporting and inquiry) For example, building, vehicles, equipment, etc.
            The system should provide the capability to assign secondary or tertiary
            classes to assets. (for sorting and inquiry) For example, office equipment
FA10
            could represent a secondary class and fax machine, copier, and printer could
            represent tertiary classes.
            The system should allow both the automatic and manual entry creation of
FA11
            assets into the system

            The system should allow for improvement adjustments to an asset to increase
FA12
            the value and/or extend the useful life, while maintaining the original asset
            information intact. It should track the history of improvements to an asset.
            The system should integrate with the General Ledger, Accounts Payable,
FA13
            Purchasing, and Work Order modules.
            The system should allow for the automatic creation of capital assets based on
            user-defined specifications (account number & dollar threshold). Information
FA14
            from Purchasing and Accounts Payable can then be automatically brought over
            to the Capital Assets database.




City of Santa Rosa                                                                                                                                                           dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                 CAPITAL ASSETS                                                         RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS

FA15        The system should allow for the creation of detailed retirement records in
            relation to an asset, including sales price, disposal date, method of sale, etc.
            The system should provide the ability to track multiple funding sources
FA16
            (grant/local funding) related to one asset
            The system should provide the ability to track an asset that was purchased
FA17
            from more than one cost center (charge code)
            The system should be able to expedite the process of transfers and disposals
            through automated processing. For example, an electronic transfer form could
            be established whereby as soon as the asset number is entered, the remaining
FA18        data fields are populated from the Capital Asset database. Using automated
            tools, this form is then sent to the receiving department for their acceptance of
            the transfer and then to Accounting to ensure the proper entries are made
            within the Capital Assets system.
                   The system should accommodate the creation of user-defined electronic
FA18    1
                   forms.
                   The system should have the capability to automatically populate data
FA18    2
                   fields on the form from existing asset information.
                   The system should allow electronic forms to be routed for electronic
FA18    3
                   approvals.
            The system should have the ability to track the transfer of assets and all
FA19
            associated location/transfer history
            The system should have the ability to provide for the automatic creation of
FA20
            entries to the General ledger for transfer and disposition transactions.
            The system should have the ability to maintain detailed vehicle records for
FA21
            insurance purposes.
            The system should have the ability to maintain cost, insurance, and
FA22
            replacement values for property.
FA23        The system should have the ability to maintain detailed warranty records
            The system should provide the ability to print standard reports and create
FA24        customized reports. (standard reports should include depreciation and
            inventory reports by class/category, cost center, etc.)
            The system should allow for CIP classification to accrue costs while the asset
FA25
            is still under construction, but exclude it from depreciation
FA26        The system should provide the ability to link related assets together
            The system should provide miscellaneous fields to track (and report on) user
FA27
            defined information
            The system should provide the ability to track information related to the asset
            purchase, such as contract number, purchase order number, funding source,
FA28
            grant information, bid number, check number, invoice number, vendor, item
            description, GL account, etc.

            The system should provide capabilities to automatically create multiple fixed
FA29
            asset records based on a purchase order, contract or direct payment (for
            example, a contract to purchase large quantities of handheld equipment).
FA30        The system should provide the ability to record donated assets.
            The system should provide sufficient fields to track location information, such
FA31        as building, department, room, room description, address, phone, GPS
            number, etc.
            The system should provide the capability to assign a responsible person or
FA32
            role, such as a custodian, to a capital asset.
FA33        The system should provide a "notes" section to allow free form text entry



City of Santa Rosa                                                                                                                  dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                  CAPITAL ASSETS                                                             RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                     SUP   MOD   3RD   CST   FUT   NS
            The system should allow the attachment of an image to each asset; such as a
FA34        picture of the asset, title documents, surveys, invoices, warranty certificates,
            etc.
FA35        The system should provide barcode capability with physical inventory input
            The system should provide separate fields for serial number, manufacturer,
FA36
            make, model and other identifying marks
            The system should provide the ability to upload/download information
FA37
            (integration with desktop applications)
            The system should provide users the ability to copy asset information from
FA38
            another, pre-existing asset

FA39        The system should provide the ability to assign capital asset numbers based
            on a 'seed' number so that numbers will not be skipped or duplicated

            The system should provide the ability to setup multiple seed numbers in order
FA40        to maintain different numbering conventions for different types of assets. (for
            example: capital assets can use a numbering convention like FA00001 and
            non-capital/controllable items can use a nunbering convention like NC00001)
            The system should provide the ability for users to override system assigned
FA41
            asset numbers.

            The system should allow for the creation of an electronic form that will be
            automatically sent to the responsible asset custodian upon receipt of the asset.
FA42
            The form will require the custodian to complete information regarding the asset,
            including serial number, model number, location, etc. Once completed, the
            information will automatically update the asset record.
            The system should provide the ability to set up field level security in order to
FA43        restrict users to read or write access based on their location/department, or
            other user defined criteria.
            The system should provide the ability to track controlled (non-capital) assets.
FA44        These assets should be able to be uniquely identified so that they do not
            depreciate.
            The system should provide the ability to track employee-issued controlled
FA45
            asset items for internal control purposes.
            The system should provide the ability to distinguish capital assets in
FA46        government funds, proprietary funds and government wide for GASB reporting
            purposes.
            The system should provide the ability to manually enter a specific amount of
FA47        depreciation as an exception to normal depreciation methods, i.e. an override
            capability.
            The system should have the capability to retain the fixed asset number (that
            was automatically assigned by the system) within the A/P or the G/L
FA48
            subsystems. This would facilitate users in identifying fixed asset assignments
            based on expenditure activity reports.
            The system should provide the ability to make mass changes to an unlimited
FA49        number of asset records based on a single request/single screen entry with full
            audit trail of changes made.
            The system should allow asset fields to be updated (if they were originally
FA50        entered incorrectly), such as the asset classification, location, cost, etc. with full
            audit trail of changes made.




City of Santa Rosa                                                                                                                       dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                 CAPITAL ASSETS                                                         RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS
            The system should provide the capability to prompt users to verify their
FA51        changes (to an existing asset) before they are accepted into the system. (with
            full audit trail of changes made)
            The system should have the ability to adjust depreciation accordingly if a valid
FA52        adjustment is made to the cost/useful life of an asset. (with full audit trail of
            changes made)
            The system should have the ability to interface to work order, asset
FA53
            management, fleet management, and other systems.




City of Santa Rosa                                                                                                                  dfd412c8-901d-4977-ad79-74d3ca31b480.xls
City of Santa Rosa                                                                                          INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                       SUP   Supported as delivered "out-of-the-box"

                                                                                                  Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                                  an X in the appropriate column for   3RD   Supported via a third party solution
                                                                                                  each criterion. The X's should
                                                                                                  represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                                  particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                       NS    Not supported

                             INVENTORY MANAGEMENT                                                                RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                                    SUP     MOD      3RD      CST      FUT     NS
IN              General Operating Requirements Section
                The system should provide the ability to maintain and look up the following
IN1
                inventory information:
IN1     1             A primary item description field with an ample field length
IN1     2             Secondary and tertiary item description fields with ample field lengths
IN1     3             Item classification
IN1     4             Unit of measure
IN1     5             Order price
IN1     6             Average price
                      Vendor name/number for at least the last 3 different vendors that were
IN1     7
                      ordered from.
IN1     8             Multiple part numbers with ample field lengths
IN1     9             Serial number
IN1     10            Inventory number/stock number
IN1     11            Equipment number
IN1     12            Commodity type
IN1     13            Location
IN1     14            Quantity on hand
IN1     15            Quantity on order
IN1     16            Quantity received on orders
IN1     17            Received year-to-date
IN1     18            Issued current period
IN1     19            Issued last 365 day period
                The system should keep track of inventory items that are on order via open
IN2             purchase orders, including information regarding on-order quantities, costs and
                expected receipt dates.
                The system should provide the ability to automatically process transactions and
IN3
                maintain quantities related to (but not limited to):
IN3     1             Inventory issues
IN3     2             Receipts of stock items
IN3     3             Receipts of non-stock items
IN3     4             Adjustments
IN3     5             Transfers between locations
IN3     6             Returns back to stock
IN3     7             Returns back to vendor
IN3     8             Backorders
IN3     9             Purchase orders
                The system should provide the ability to enter inventory receipts into the
IN4
                system that are not related to a purchase order.
                The system should provide the ability to track order history including, but not
IN5
                limited to, the following items:
IN5     1             Movement history (turnaround)
IN5     2             Reorder points



City of Santa                                                                                                                                                                   dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                              INVENTORY MANAGEMENT                                                            RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                      SUP   MOD   3RD   CST   FUT   NS
IN5     3            Lead-time
IN5     4            Backorders
                The system should provide the capability for each organizational unit to order
IN6
                inventory items online.
                The system should provide the ability to establish table driven standard units of
IN7
                measure (e.g., pounds, boxes, barrels, gallons).
                The system should provide the ability to convert different units of measure.
IN8
                (For example, an item is ordered by the box, but issued by a unit of each)

IN9             The system should provide the ability to generate master parts lists and sub
                lists for equipment by, but not limited to, manufacturer, quantity and cost.
                The system should provide the ability to manage separate warehouse
IN10
                inventories.
                The system should provide the ability to adjust the average cost paid for an
IN11
                inventory item.
                The system should provide the ability to read and track bar codes on
IN12
                packaging from all suppliers for stock receiving, and physical inventory.
                The system should provide the ability to select stock items by item description,
IN13            item number, commodity code, manufacturer part number and commodity
                description.
                The system should provide an interface to Work Order, Project/Grant, General
IN14
                Ledger, Accounts Payable and Purchasing modules
                The system should provide a multi-line, free text area for the description of
IN15
                inventory items.
                The system should provide the ability to maintain a detailed activity history for
IN16
                each stock item.
IN17            The system should have the capability to automate the re-order process:
                       The system should provide the ability to automatically generate purchase
IN17    1
                       requisitions for items that have reached their re-order point.
                       This purchase requisition should have the ability to be manually updated
IN17    2
                       or modified after system creation.
                       The system should have the capability to generate automated
IN17    3              notifications for reorder items in order to provide the user the opportunity
                       to accept or reject the automatic creation of a requisition.
IN18            The system should provide for the receipt of partial line items.
                The system should provide the ability to freeze an individual commodity/stock
                item or all items in a warehouse for inventory cycle counts, physical inventories
IN19
                and adjustments. The system should be able to institute separate freezes for
                different warehouse locations.
                The system should provide the ability to track and then purge an item record
IN20            and its entire historical information for items with zero on-hand quantities
                and/or no activity over a user-defined period.
                The system should provide the ability to credit stock returns to the dept/office
IN21
                that originated the issue/order
                The system should provide the ability to print the following standard inventory
IN22
                reports:
                       Inventory master listing by any user defined criteria, including but not
                       limited to, inventory number, description, location, equipment number,
IN22    1
                       quantity on hand, unit of measure, size, description, supplier, cost, buyer,
                       etc.




City of Santa                                                                                                                             dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                          INVENTORY MANAGEMENT                                                          RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS
                 An issues report by any user defined criteria, including but not limited to,
                 inventory class/category, item number, account number, department
IN22    2
                 number, inventory number, description, charged account number, date,
                 quantity, etc.
IN22    3        Backorder Reports.
IN22    4        Inventory Reorder Recommendation Report
IN22    5        Inventory Turnover Report
                 Vendor Shipping Performance Report that includes due dates for delivery,
IN22    6
                 actual dates of delivery, accuracy of shipments, etc.
IN22    7        Inventory Usage Report
IN22    8        Inventory Transaction Report
IN22    9        Inventory Cycle Count Report
                 Open Purchase Order Report (with quantities of items on order, received,
IN22    10
                 cancelled, and paid)
           The system should provide the ability to view inventory quantities, reorder
IN23
           points, items on order, backordered items, etc online.
           The system should provide the ability to track the unshipped units related to a
IN24
           partial shipment.
           The system should maintain vendor and pricing data for inventory and non-
IN25
           inventory purchases.
           The system should provide the ability to automatically select items for the cycle
IN26
           counts based on a user defined formula.
           The system should provide the ability to track Will Call items (ie: special order
IN27
           parts that are not stock items in the warehouse.)
           The system should provide a way to maintain detailed inventory order
IN28
           information for items purchased with a credit card.
           The system should provide the ability to account for a negative inventory level.
IN29       This could occur when an item has been issued before it is received into the
           inventory system.
           The system should have the ability to take discounts, freight (and other
           adjustments that are made during the receiving process) into account when
IN30
           calculating the average cost of the inventory item. Explain how your software
           handles this.
           The system should have the ability to take discounts, freight (and other
           adjustments that are made during the invoice process) into account when
IN31
           calculating the average cost of the inventory item. Explain how your software
           handles this.
           The system should automatically keep the value of inventory in the inventory
IN32       system in line with the value of inventory within the general ledger. Explain
           how your system accomplishes this.




City of Santa                                                                                                                       dfd412c8-901d-4977-ad79-74d3ca31b480.xls
City of Santa Rosa                                                                                       INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                    SUP   Supported as delivered "out-of-the-box"

                                                                                               Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                               an X in the appropriate column for   3RD   Supported via a third party solution
                                                                                               each criterion. The X's should
                                                                                               represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                               particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                    NS    Not supported

        SYSTEM MECHANICS / INFORMATION TECHNOLOGY                                                             RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                                 SUP     MOD      3RD      CST      FUT     NS

BL          General Operating Requirements Section
            The system should have the ability to produce the actual Business Tax
BL1
            certificates issued by the City
BL2
            The system should have the ability to generate receipts for walk-in customers
            The system should have the ability to calculate penalties based on user-
BL3
            defined rules
            The system should have the ability to calculate interest owed on late payments
BL4
            based on user-defined rules
            The system should have the ability to calculate the amount of Business Tax
BL5
            based on user-defined rules
BL6         The system should have the ability to accept partial payments
            The system should be able to interface to a Cash Receipts system that also
BL7
            has the capability to perform items BL2 thru BL6
            The Business Tax module should interface with the General Ledger, Accounts
BL8
            Payable, Cash Receipts, Budgeting, Billing, etc. in real time.
BL9         The system should have the ability to accept payments on-line
BL10        The system should support on-line application processing
BL11        The system should support on-line renewal processing
BL12        The system should have the ability to generate reminder notices

BL13        Users should be able to print customer letters in batch based on user-defined
            criteria such as late payment notice, billing, expiration notice, and statement.
            The system should provide a drop down menu consisting of user configured
BL14        letters using values from the active customer record and print a single letter.
            Users should be able to add and remove letters from the menu.
            The system should provide the ability to print labels based on user-defined
BL15
            criteria, such as GIS codes, start date, business location, etc.
            The system should have the ability to generate bulk emails based on user-
BL16        defined criteria and sends out late payment notice, billing, expiration notice,
            and statement electronically.
BL17        The system should support the customization of statements and invoices.
BL18        The system should support Word mail merge features.
            The system should have the ability to provide various inquiries and reports
BL19        including outstanding payments, penalties, and fees based on user-defined
            criteria
            The system should provide drill down capability allowing users to see the
BL20
            following detail information:
BL20    1         Payment history
BL20    2         Penalties, etc.
            The system should support future revenue forecast and what-if scenarios for
BL21
            budget purposes



City of Santa Rosa                                                                                                                                                           dfd412c8-901d-4977-ad79-74d3ca31b480.xls
        SYSTEM MECHANICS / INFORMATION TECHNOLOGY                                                      RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                               SUP   MOD   3RD   CST   FUT   NS

             The system should provide the ability to allow residents to perform a business
BL22
             search online. The results of the search should display information such as the
             business name, street address, and type of business.
BL23
             The system should allow businesses to be grouped by business categories.
BL24         The system should track the following information:
BL24    1        DBA Name
BL24    2        Business Name
BL24    3        Customer Name
BL24    4        Business Address
BL24    5        Business Phone Number(s)
BL24    6        Emergency Phone Number(s)
BL24    7        Business Mailing Address
BL24    8        Business Fax Number
BL24    9        Business Email Address
BL24    10       Business Website
BL24    11       Owner Name/Corporate Officer Name
BL24    12       Owner/Officer Title
BL24    13       Owner's Address
BL24    14       Owner's Phone
BL24    15       Social Security Number
BL24    16       Type of Ownership
BL24    17       Additional Owner Name(s)/Corporate Officer Name(s)
BL24    18       Additional Owner/Officer Title(s)
BL24    19       Additional Owner Address(es)
BL24    20       Additional Owner Number(s)
BL24    21       Rate Class
BL24    22       Business Category (ies)
BL24    23       Description of Business
BL24    24       SIC Code
BL24    25       Start Date
BL24    26       Number of Rental Units
BL24    27       Business Square Feet
BL24    28       Parcel Number
BL24    29       State ID Number
BL24    30       State Sales Tax Number
BL24    31       Federal Tax ID Number
BL24    32       State Contractors License Number
BL24    33       Number of Employees
BL24    34       Closing Date of Business
BL24    35        Number of Days Conducting Business (if business is not located in City)
BL24    36        Tax Certificate Number
BL24    37        Business Status (active, closed, etc.)
BL24    38        Renewal Category Code
BL24    39        District Code
             The system should provide miscellaneous fields to be used at the user's
BL25
             discretion.
             The system should allow for user defined business tax rates based on the
BL26
             category of business.




City of Santa Rosa                                                                                                                 dfd412c8-901d-4977-ad79-74d3ca31b480.xls
        SYSTEM MECHANICS / INFORMATION TECHNOLOGY                                                     RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                              SUP   MOD   3RD   CST   FUT   NS
            The system should accommodate multiple fields for owner name, business
BL27
            name, address/location, phone number, etc. within the same record.
            The system should provide the ability to automate the printing of renewal forms
BL28        at year end close without impacting or limiting normal business tax processing
            activities.
            The system should provide the ability to print renewal forms for one business
BL29
            owner with multiple business locations.
            The system should be able to track multiple business categories (tax rates) for
BL30
            one owner and generate only one tax certificate
            The system should be able to print a single renewal notice form for business
BL31
            owners with multiple business categories (tax rates).
            The system should be able to track overdue accounts and generate
BL32        notices/correspondence or automated email notifications to the registered
            owner, if mailing address is different from business address.
            The system should allow for the uploading of external information (i.e.: the
            State Franchise Tax Board) in order to produce leads on unregistered
            businesses. The system should provide sorting, matching and reporting
BL33
            functionality with the uploaded information and the information should only be
            available to authorized personnel. Once the lead becomes confirmed, the user
            should be able to add it to the customer database.
            The system should provide the ability to create a separate line item on the
BL34        business tax renewal notice to accommodate any special business
            improvement area assessments.
            The system should provide the ability to integrate with outstanding AP invoices
            in order to prevent payments from being issued to business tax customers with
BL35
            overdue accounts (or to deduct the overdue amount from the invoice and pay
            the net amount.)
            The system should provide the ability to trigger an AP payment request for
BL36
            those customers who overpaid.




City of Santa Rosa                                                                                                                dfd412c8-901d-4977-ad79-74d3ca31b480.xls
City of Santa Rosa                                                                                      INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                   SUP   Supported as delivered "out-of-the-box"

                                                                                              Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                              an X in the appropriate column for   3RD   Supported via a third party solution
                                                                                              each criterion. The X's should
                                                                                              represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                              particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                   NS    Not supported

                        CONTRACTS MANAGEMENT                                                                 RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                                SUP     MOD      3RD      CST      FUT     NS
CM          General Operating Requirements Section
            The system should track vendor's insurance information with insurance
CM1
            requirements, coverage amounts, types of coverage, and expiration dates.
            The system should have the ability to provide a user defined alert if a
CM2
            contractor's insurance is about to expire.
            The system should have the ability to provide a user defined alert if a project
CM3
            related permit is about to expire.
            The system should provide warning or a block when a contract is about to
CM4
            expire based on user defined criteria.
CM5         The system should allow for on-line electronic insurance renewal notices.
            The system should provide the ability to track and report on contract data,
CM6         including receiving statistics, warranty claims and contractor/vendor
            correspondence.
            The system should have the ability to manage and track grant related revenue
CM7
            contracts.

            The system should provide a consistent contract data entry screen whether the
CM8
            contract is a revenue contract, encumbered contract, or expensed
            (unencumbered) contract with the ability to define multiple line items.
            The system should integrate in real time to Purchasing, Budget, Bid/Quote,
CM9
            Accounts Payable and other applicable subsystems.
            The system should provide an "Authorization to Start" field for consultant
CM10
            contracts.

            The system should be able to create and generate letters based on user-
CM11
            defined templates (ie: "Authorization to Start", "Insurance Renewal Notices",
            "Notice to Proceed", "Contractor's Affidavit", other legal documents, etc.)
            The system should provide multiple contract approval routes to track all stages
CM12
            of the contract approval process based on contract type.
CM13        The system should be able to maintain a list of required legal documents.
            The system should maintain a library of standard and acceptable legal/bond
CM14
            documents/samples.
            The system should allow for the creation of a single year or a multi-year
CM15
            contract.
CM16        The system should provide the ability to track:
CM16    1         Advertised date
CM16    2         Bid opening date
CM16    3         Board/Council date
CM16    4         Notice of pending award date
CM16    5         Notice to proceed date
CM16    6         Notice of completion date
CM16    7         Final payment date
CM16    8         User defined warranty due date triggered by another date



City of Santa Rosa                                                                                                                                                          dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                          CONTRACTS MANAGEMENT                                                            RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                  SUP   MOD   3RD   CST   FUT   NS
CM16    9          Contract termination date
CM16    10         Any other user-defined dates
             The system should provide the ability to track MBE/WBE/DBE requirements
CM17
             and related compliances.
             The system should provide the ability to verify participation and payments to
CM18         sub-contractors by the prime contractor (for example, compliance with Davis-
             Bacon Act)
             The system should provide the ability to assign quantities to tasks/subtasks
CM19         with user-defined units of measure and unit costs (for example: engineers'
             estimates)
             The system should provide a text field in order to list any possible exceptions
CM20
             or qualifications by bid or bid item (codes and flags).
             The system should allow users to develop contract related notes, messages
CM21
             and comments.
             The system should allow users to enter and update monthly construction
CM22         progress in order to determine the amount of the current month progress
             payment.
             The system should allow authorized personnel to select a successful bidder
CM23         from the list of bid responses and to record a comment for cases where the low
             bidder was not selected.
CM24         The system should provide the ability to produce bid and RFP documents.
             The system should allow a bid award to automatically turn into a contract after
CM25
             the necessary approval and review processes have been completed.
             The system should be able to interface to Expedition (contract administration
CM26
             software)
             The system should have the ability to create award letters to successful
CM27
             bidders as well as letters for contractors/vendors who were not selected.
             The system should provide the ability to establish retainage based on a
CM28
             percentage and/or a dollar amount.
             The system should allow user defined multi-level retainage structure for
CM29         calculation of progress payment (payment request) based on criteria of
             percentage completed or total amount paid to a contractor.
             The system should provide the ability for an authorized user to override a
CM30
             retainage amount at invoice entry.
             The system should provide the ability for an authorized user to release
CM31         retainage at the contract and project level (lump sum release or percentage
             release) in a single or multiple transactions.
             The system should allow for separate retainage percentage for change orders
CM32
             (contract modifications).
             The system should provide the ability to log requests and amounts for
CM33         proposed contract modifications (amendments, change orders, etc.) by
             account/project code as well as by bid line items.
             The system should provide the ability to track the contract amount, payments
CM34         and the contract balance for the original contract as well as all the
             amendments.
CM35
             The system should provide the ability to track numerous modification numbers.
CM36         The system should be able to create and process change orders
             The system should provide the ability to identify contract modifications either as
CM37
             a quantity change, a scope change or a combination.
             The system should provide the ability to calculate the number of change orders
CM38
             by reason code for a specific contract and project.



City of Santa Rosa                                                                                                                    dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                         CONTRACTS MANAGEMENT                                                             RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                  SUP   MOD   3RD   CST   FUT   NS
            The system should provide the ability to track the length of time required to
CM39        make a contract change (from submittal of proposed contract modification to
            approval by legal or other parties).
            The system should maintain a single bidder/contractor/vendor database with
CM40
            unique identifiers.
            The system should provide the ability to track different types of licenses and
CM41
            specialties held by bidder/contractor/vendor.
            The system should provide the ability to close partially fulfilled contracts with
CM42        proper authorization. The closing transaction must automatically update
            encumbrances and budget.
            The system should be able to prevent a contract from being closed if all
CM43
            required closing activities have not been achieved.
            The system should provide the ability to close out a contract through user-
CM44        defined criteria (i.e.: upon the issuance of final payment, etc.) and automatically
            transfers the remaining encumbrance to available funds.
            The system should enable users to view and report on current and past
CM45
            contracts by year.
            The system should enable users to view and report on contracts by fund,
CM46
            account, grant(s), and/or department.
            The system should enable users to view and report on contracts by project
CM47
            manager, inspector, and other responsible party.
            The system should have the ability to include both encumbered and non-
CM48
            encumbered line items on the same contract.
            The system should allow users to view contract history for each project order
            (task order), amendments and change order even if they are all coded to the
CM49
            same account code. Contract history should be based on the unique contract,
            project (task) order or amendment number.
            The system should automatically create a contract record from a purchase
CM50
            requisition.

CM51        The system should provide the ability to flag how much money has been spent
            on American Disabilities Acts (ADA) related improvements for each contract.
            The system should provide the ability to maintain multiple remittance
CM52
            addresses for the same contractor.
            The system should be able to maintain an on-line plan holder list to track which
CM53
            contractors have requested pre-bid technical plans or information.
            The system should provide web-based capability, allowing contractors to view
CM54        the results of a particular bid. The amount of information displayed on the web
            should be user-defined.
            The system should provide the ability for contractors to submit bids
CM55
            electronically.
CM56        The system should provide the ability to track warranty claims.
CM57        The system should provide the ability to track stop notices
CM58        The system should provide the ability to track liquidated damages
            The system should provide the ability to attach multiple contracts to the same
CM59
            project (flip file.)
            The system should provide multiple seeds to designate different types of
CM60
            contract.
            The system should allow authorized personnel to override the system assigned
CM61
            contract number.
CM62        The system should allow funds to be encumbered using a future date.




City of Santa Rosa                                                                                                                    dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                        CONTRACTS MANAGEMENT                                                         RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                             SUP   MOD   3RD   CST   FUT   NS
            The system should provide the ability to track materials on-hand payments (the
CM63
            material portion of a bid item).




City of Santa Rosa                                                                                                               dfd412c8-901d-4977-ad79-74d3ca31b480.xls
City of Santa Rosa                                                                                      INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                   SUP   Supported as delivered "out-of-the-box"

                                                                                              Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                              an X in the appropriate column for   3RD   Supported via a third party solution
                                                                                              each criterion. The X's should
                                                                                              represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                              particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                   NS    Not supported

                             APPLICANT TRACKING                                                              RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                                SUP     MOD      3RD      CST      FUT     NS
AT           General Operating Requirements Section
             The system should provide the ability to support the management and tracking
             of each applicant and/or candidate through the recruiting and application
AT1
             process by tracking, at a minimum, the following data item attributes for each
             applicant/candidate:
AT1     1         Requisition (or recruitement) number.
AT1     2         Job title for which applicant applied.
AT1     3         Social security number of applicant.
AT1     4         Name - First, MI, Last, Jr. etc.
AT1     5         Date application was submitted.
AT1     6         Internal or external recruitment.
AT1     7         Referral source.
AT1     8         Qualified/Non-qualified.
AT1     9         Current and historical records of employment.
                  Current and historical records of any disciplinary, dismissal actions or
AT1     10        failed background checks with warning for reason dismissed or
                  terminated.
AT1     11        Testing requirements.
AT1     12        Applicant/Candidate's schedule of tests, interviews, etc.
AT1     13        Applicant/Candidate's position in user-defined qualification steps.
AT1     14        Scoring results based on user-defined criteria.
AT1     15        Current testing/scoring results.
AT1     16        Historical test scores and banked scores.
AT1     17        Interview results/scoring/comments per interviewer.
AT1     18        Interview history.
AT1     19        Reference checks and results.
AT1     20        Criminal Background Check
AT1     21        Education verification (transcripts, required coursework).
AT1     22        Credential verification.
AT1     23        License verification.
AT1     24        Certifications
AT1     25        Languages and Proficiency
AT1     26        Veterans status.
AT1     27        Eligibility to work in the U.S..
AT1     28        Response to job offer, if extended..
AT1     29        User defined rejection reason codes.
AT1     30        Address
AT1     31        Home, work and cell phone numbers
AT1     32        Home and work e-mail addresses
AT1     33        Driver's License - State, Class, Number
AT1     34        History of notices sent
AT1     35        User defined comments field.




City of Santa Rosa                                                                                                                                                          dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                              APPLICANT TRACKING                                                               RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                       SUP   MOD   3RD   CST   FUT   NS
            The system should provide the ability to track applicants by occupational
            category and job groups through the entire personnel process according to the
AT2
            requirements for EEO reporting including, but not limited to the following
            information:
AT2     1         EEO Classification
AT2     2         Selection (Sigma Applicant Flow Analysis) (NEW)
            The system should provide robust processing functionality for the management
AT3         and tracking of each applicant and/or candidate through the recruiting and
            application process.
            The system should provide the ability to integrate with other applications within
AT4         the same suite seamlessly, i.e. Personnel Administration, Payroll. Benefits,
            Budget, etc. when needed.
            The system should provide the ability to transfer applicant data directly from the
AT5         Applicant Tracking Module into the Personnel Administration Module and
            create a new hire record to prevent duplicate data entry.
            The system should provide the ability to retain applicant information for those
AT6
            applicants not selected for future consideration.
            The system should provide the ability to notify an applicant if additional
AT7         documentation is needed to complete the evaluation process (e.g., degrees,
            certifications).
            The system should provide the ability to generate test invitations to specifically
AT8
            identified applicants/candidates.
            The system should provide the ability to interface with a web-based application
AT9         and to download data from this application directly into the Applicant Tracking
            Module via the Internet.
            The system should provide the ability to print and post job announcements in
AT10
            HTML format.
            The system should provide the ability to upload job listings to the Internet or the
AT11
            Intranet.
            The system should provide the ability to create job listings which are e-mailed
AT12
            to a specific distribution list.
            The system should provide the ability to generate appropriate correspondence
AT13        (e.g., letters, e-mails) to qualified/ non-qualified and applicants based on status
            in the application process.
            The system should provide the ability to archive applicant and/or candidate
AT14
            data after the position closing date for a specified time period.
            The system should provide the ability to assign a user defined expiration date
AT15        to applicant data, an eligibility list and/or an applicant on an eligibility list (e.g.,
            continuous filing list).
AT16
            The system should provide the ability to merge eligibility lists and/or criteria.
            The system should provide the ability to automatically notify the applicant of the
AT17
            results of each interview or test result.
            The system should provide the ability to designate the applicant as successful
AT18
            in testing automatically after test results are entered.
            The system should provide the ability to provide access to real-time and/or
            archived interactive data in multiple areas for viewing on screen or in reports
AT19
            on screen prior to printing and/or other interaction with all the
            applicant/candidate data.
            The system should provide the ability to generate customized notices using
AT20
            Microsoft standard products or other editing capabilities.




City of Santa Rosa                                                                                                                         dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                             APPLICANT TRACKING                                                         RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS
            The system should provide the ability to revise and update any table driven
            attributes through a user friendly interface such as class codes, exam
AT21
            locations, department/division numbers and/or titles without complete re-
            creation of the table.
            The system should provide the ability for HR or a Manager to enter job related
AT22
            or interview related comments about applicants and/or candidates.
            The system should provide the ability to run multiple batch processes for
AT23
            printing and scanning.
            The system should provide the ability to electronically attach forms to
AT24
            employment requisitions.
            The system should provide the ability to customize job postings by adding
AT25
            detailed specifics to each opening.
            The system should provide the ability to generate paper, e-mail and Web
AT26
            posting notices of positions to be filled.
            The system should provide the ability to attach electronic documents in Word,
AT27
            RTF or .PDF format to the applicant record.
            The system should provide the ability for applicants to apply for two or more
AT28
            positions at once using data already entered and saved.
            The system should provide the ability to provide automated inclusion of
AT29
            previous applicants who are eligible for new openings in hiring evaluations.
            The system should provide the ability to provide tracking of and management
AT30
            of test scheduling for applicants where tests are required.
            The system should provide the ability to warn the user and prevent the entry of
AT31
            a duplicate SSN or applicant number.
            The system should provide the ability to allow rehired employees to use their
AT32        previous employee ID based on the organization's defined criteria and identify
            the applicant as a former employee using their former number.
            The system should provide the ability to provide warnings and errors when
AT33
            trying to rehire employees terminated or disqualified for cause.
            The system should provide the ability to allow Human Resources and/or
AT34
            Applicants to reactivate an expired application.
            The system should provide the ability to allow Human Resources and/or
AT35
            Applicants to deactivate an application.
            The system should provide the ability to change expiration dates on lists based
AT36
            on user defined criteria.
AT37
            The system should provide the ability to produce an individual applicant profile.
            The system should provide the ability for applicants to log into their online
AT38
            application (at a later date) to make changes to their information.
            The system should provide the ability to provide applicants a self-service
AT39        module so they can view the status of their application(s) and receive test
            results.
            The system should provide the ability to track all applicant history under one
AT40
            master record.
            The system should provide the ability for the hiring manager to do online
AT41
            searches for applicants and view the applications and scanned documents.

AT42        The system should provide the ability to prevent hiring managers from viewing
            applicants who have not provided all required documentation and information.
            The system should provide the ability to allow managers to schedule applicant
AT43
            interviews on-line.




City of Santa Rosa                                                                                                                  dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                              APPLICANT TRACKING                                                         RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                 SUP   MOD   3RD   CST   FUT   NS
             The system should provide the ability to ensure adequate security of all
AT44
             confidential information and systems.

AT45         The system should provide a web based method for individuals to request
             future notification when applications are being accepted. (Job Interest Cards)
AT46         The system should support scanning of written test answer sheets.
             The system should support test analysis statistics, including point biserial,
AT47         biserial ratio, difficulty %, passpoint analysis and adverse impact by item
             analysis, and display responses by overall test result.
             The system should provide ability to update and manipulate data in user
             defined methods including; interfield arithmetic, calcuation days between
AT48
             events, 4 point rescale, linear transformation, standardized scores,
             percentages, percentiles, banding, ranking, randomizing.
             The system should provide web based method for hiring departments to
AT49         request (requisition) names of eligible candidates and to receive (have
             certified) names and applications of eligible individuals.
             The system should provide robust reporting functionality for the management
AT50         and tracking of each applicant and/or candidate through the recruiting and
             application process.
                   The system should provide for the reporting on applications received and
AT50    1          grouped by user defined criteria (e.g.position number, job title,
                   department)
                   The system should provide for the reporting on applicants tested (e.g.,
AT50    2
                   written, practical, oral).
                   The system should provide for the reporting on applicants passed/failed
AT50    3
                   (e.g., written, practical, oral).
AT50    4          The system should provide for the reporting on applicants interviewed.
                   The system should provide for reporting on the number of eligible
                   applicants qualified/certified for hire in each stage of the process (e.g.,
AT50    5
                   meeting minimum requirements, passing tests, successful in the
                   assessment process).
                   The system should provide for the reporting on applicants medically
AT50    6
                   examined, drug tested and background checked.
                   The system should provide for the reporting on applicant(s) selected for
AT50    7
                   interviews.
                   The system should provide for the reporting on applicants to whom job
AT50    8
                   offers have been extended.
                   The system should provide for the reporting on the status of selected
AT50    9          applicants per position number or job title and related attributes (i.e.,
                   background checks, budget constraints).
                   The system should provide for user defined analytical reports to analyze,
                   sort, select and report on candidates using specific attributes such as
AT50    11
                   education, experience, skills, references, past performance, test results,
                   work location preference, veterans status, etc.
                   The system should provide reporting functionalities to include frequency
AT50    12         counts, two-way crosstabs, univarate and bivarate statistics, inter-rater
                   reliability and applicant flow analysis.
                   The system should provide for reporting on activity per position number
AT50    12         including number of applicants, status of applicants, average length to
                   hire, qualifications, credentials, etc.
                   The system should provide for reporting for EEO reports on applicants
AT50    13
                   (tracking of race, sex, position applied, etc.).



City of Santa Rosa                                                                                                                   dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                             APPLICANT TRACKING                                                        RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                               SUP   MOD   3RD   CST   FUT   NS
                  The system should provide for the creation of candidate lists in a variety
                  of sort orders including, but not limited to job title, skill mix,
AT50    14
                  position/requisition number, application date order, alphabetical name
                  order, zip code or city order, etc.
                  The system should provide for the creation of a vacancy requisition report
AT50    15
                  documenting vacant positions and related requisitions to fill.

AT51         The system should provide a web based method for individuals to request
             future notification when applications are being accepted. (Job Interest Cards)
AT52         The system should support scanning of written test answer sheets
             The system should support test analysis statistics, including point biserial,
AT53         biserial ratio, difficulty %, passpoint analysis and adverse impact by item
             analysis, and display responses by overall test result
             The system should provide ability to update and manipulate data in user
             defined methods including; interfield arithmetic, calcuation days between
AT54
             events, 4 point rescale, linear transformation, standardized scores,
             percentages, percentiles, banding, ranking, randomizing
             The system should provide web based method for hiring departments to
AT55         request (requisition) names of eligible candidates and to receive (have
             certified) names and applications of eligible individuals.




City of Santa Rosa                                                                                                                 dfd412c8-901d-4977-ad79-74d3ca31b480.xls
City of Santa Rosa                                                                                        INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                     SUP   Supported as delivered "out-of-the-box"

                                                                                                Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                                an X in the appropriate column for   3RD   Supported via a third party solution
                                                                                                each criterion. The X's should
                                                                                                represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                                particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                     NS    Not supported

                             LEAVE MANAGEMENT                                                                  RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                                  SUP     MOD      3RD      CST      FUT     NS
LM          General Operating Requirements Section
            The system should provide the ability to seamlessly integrate with all other
LM1         modules within the vendor's suite such as Payroll, Benefits, Personnel
            Administration, Training, etc.
            The system should provide the ability to track leave/absence by type (i.e.,
            vacation, sick time, comp time, FMLA, State Leave Statute, Administrative,
LM2         Jury Duty, Disability, Military, Workers Compensation, Personal, Unpaid etc.),
            by accrued hours, accrual rate, accrual frequency, hours used by type, balance
            of hours by type, etc.
            The system should provide authorized users (including employees,
            supervisors, Department Administrative Services Officer, etc.) the ability to
LM3         view on-line and report individual employee leave/absence accrual and
            leave/absence taken data (leave/absence types include sick, vacation, holiday,
            PTO, etc.).

LM4         The system should provide the ability for an employee to "donate" leave hours
            to another employee according to the Organizations Catastrophic Leave Policy.
            The system should provide the ability to track any required documentation and
LM5         approval forms of the leave/absence (e.g., FMLA documentation, Doctor’s
            Certificate of Authorization, etc.)
            The system should provide the ability to generate letters and forms using
LM6         Microsoft editor capability for management of employees' leaves and
            informational use by Leave Management.
            The system should provide the ability to track eligibility and qualifications for
LM7
            each type of leave/absence based on user defined criteria.
            The system should provide the ability to adjust leave/absence plan accruals,
LM8
            time taken, balances etc. with appropriate security.
            The system should provide the ability to create user defined leave/absence
LM9         accrual structures based on employee attributes (attributes may include years
            of service, job assignment, bargaining unit, etc.).
            The system should provide the ability to define parameters, carryover amounts,
LM10
            ceilings, etc. for leave/absence plans.
            The system should provide automated retroactive vacation accruals based on
LM11
            user defined criteria (i.e., class, compensation, etc.).
            The system should provide the capability to earn leave/absence accruals
LM12
            during paid absence based on user defined criteria.
            The system should provide the ability to produce a benefit eligibility list upon
LM13
            request for employees hired during a selected time period.
            The system should provide a warning flag when recorded absence hours are
LM14        greater than the normal work hours for a specific work day. The warning flag
            should be user-defined.




City of Santa Rosa                                                                                                                                                            dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                             LEAVE MANAGEMENT                                                            RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                 SUP   MOD   3RD   CST   FUT   NS
            The system should provide an editing and review method prior to the
LM15
            processing of leave transactions through the Payroll System.

            The system should provide the ability to track historical data per employee on
LM16
            each leave plan such as type of leave, leave start date, leave ending date,
            estimated return to work date and date paperwork received for approval.
            The system should provide the ability to accrue sick leave based on user
LM17
            defined criteria.
            The system should provide the ability to manage different groups of employees
LM18
            with different eligibility rules and different accrual/earning rates.
            The system should provide the ability to accommodate vacation buy back and
LM19
            sell programs, i.e. leave conversion based on user defined criteria.
            The system should provide the ability to track paid and unpaid leaves of every
LM20
            kind including accrual based and government required.

LM21        They system should provide the ability to integrate time and attendance activity
            fully with the Leave Management System based on user defined transactions.
            The system should provide the ability to move an employee automatically to a
LM22        new accrual rate due to anniversary date, eligibility change or policy rule
            change.
            The system should provide the ability to warn employees, Supervisors, or
LM23        Managers when the employee attempts to use more leave hours than are
            currently available.
            The system should provide the ability to stop the use of leave hours not yet
LM24
            earned if the organization's policy does not allow negative leave balances.
            The system should provide the ability to bank compensatory time based on
LM25
            employee eligibility rules similar to a leave plan.
            The system should provide the ability to calculate annual leave accruals based
LM26
            on user defined formulas.
LM27        The system should provide the ability to track multiple comp plans

LM28        The system should provide the ability to create e-mail notices or form letters for
            automated mailings regarding user defined events including, but not limited to:
LM28    1         Initiation of Leave.
LM28    2         Expiring leave.
LM28    3         Leave without pay letters.
LM28    4         Family leave letters (FMLA).
LM28    5         Open enrollment.
            The system should provide the ability to notify Leave Management, the
            employee's Supervisor and/or Manager and any other personnel deemed with
LM29
            a "need to know" upon the approaching expiration of a type of leave/absence
            status (e.g., FMLA, expiration of a temporary position).
            The system should provide the ability to track concurrent leave/absence
LM30        statuses (e.g., maternity leave/absence with illness leave/absence) based on
            differing rules.
            The system should provide the ability to prorate leave accruals for part-time
LM31
            employees.
             The system should provide the ability to perform fiscal year end updates on
LM32        employee records based on defined criteria (i.e., years of service, vacation
            earning factor, bargaining unit, employee group, seniority, etc.).
            The system should provide the ability to report attendance data including but
LM33
            not limited to Absence by:



City of Santa Rosa                                                                                                                   dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                              LEAVE MANAGEMENT                                                             RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                   SUP   MOD   3RD   CST   FUT   NS
LM33    1          employee.
LM33    2          department.
LM33    3          work location.
LM33    4          job code.
LM33    5          supervisor.
LM33    6          project code.
LM33    7          date
LM33    8          type (illness, vacation, jury duty, etc.)
LM33    9          frequency.
LM33    10         leave/absence status (medical, non-medical, disabled, comp time, etc.
             The system should provide the ability to create a leave/absence profile based
LM34         on user-defined criteria for a department, a date range, an employee, a
             Supervisor, or other user defined parameters.
             The system should provide the ability to track leave that is advanced to the
LM35
             employee.
             The system should provide the ability to separate leave earned and taken into
LM36         separate calendar years based on payroll and timekeeping data specific to the
             date of use.
             The system should provide the ability to accurately maintain leave information
LM37         for employees moving between employee eligibility statuses, bargaining units,
             uniform and non-uniform classifications, etc.
             The system should provide the ability to automatically fill in dates in a range for
             vacation or leave. For example, the user would enter a start date and an end
LM38
             date and the system would fill in the days in between provided the absence
             code is the same and the days are consecutive.
             The system should provide the ability to allow certain corrections, such as
LM39         accruals, time entry, etc. to the history of leave taken as well as corrections to
             the current parameters such as accrual rate and balance.
             The system should provide a field in which to indicate an employee's leave
             status for reporting purposes. At a minimum, the system must have the ability
LM40
             to enter and save history for multiple leaves taken by an employee such as
             type of leave, leave start day, etc.
             The system should provide the ability to calculate compensation in cash for
LM41
             accrued sick leave based on user defined rules.
             The system should provide the ability to enter employees' upcoming absences
LM42         (vacation, scheduled sick leave, comp day, PTO, etc.) and allow the Supervisor
             to inquire who will be off in the future.




City of Santa Rosa                                                                                                                     dfd412c8-901d-4977-ad79-74d3ca31b480.xls
City of Santa Rosa                                                                                        INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                     SUP   Supported as delivered "out-of-the-box"

                                                                                                Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                                an X in the appropriate column for   3RD   Supported via a third party solution
                                                                                                each criterion. The X's should
                                                                                                represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                                particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                     NS    Not supported

                                     PERSONNEL                                                                 RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                                  SUP     MOD      3RD      CST      FUT     NS
PA           General Operating Requirements Section
             The system should provide the ability to maintain individual employee data for
PA1
             the following, but not limited to:
PA1     1          Date of hire.
PA1     2          Date of rehire.
PA1     3          New: Alternate First Name
PA1     4          First name.
PA1     5          Middle initial.
PA1     6          Last name.
PA1     7          Former last name.
PA1     8          Social Security Number (SSN).
PA1     9          Employee Number
PA1     10         Date of birth.
PA1     11         Gender.
PA1     12         Primary address.
PA1     13         Secondary address.
PA1     14         Mailing address.
PA1     15         Primary phone number.
PA1     16         Mobile phone number.
PA1     17         Emergency contact information.
PA1     18         Employee Status.
PA1     19         FLSA status (Exempt vs. Non-Exempt).
PA1     20         Education
PA1     21         Current job title.
PA1     22         Current assigned position.
PA1     23         Current assigned FTE value.
PA1     24         Current work schedule.
PA1     25         Current rate of pay.
PA1     26         Alternate rate of pay.
PA1     27         Current Supervisor or Manager.
                   Current department(s), including ability to maintain multiple departments
PA1     28
                   for an employee.
                   Current union/bargaining unit/employee association affiliation at the rate
PA1     29
                   class level rather than individual level.
PA1     30         Length of service from date of hire.
PA1     31         Uniform/Non-uniform designation.
PA1     32         Sworn/Un-sworn designation.
PA1     33         Licensure/Certifications required, ID number, and expiration date.
PA1     34         Languages and proficiency
PA1     35         Testing performed and results.
PA1     36         Training completed and results.
PA1     37         Background check schedule.
PA1     38         Background check results within user defined history parameters.



City of Santa Rosa                                                                                                                                                            dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                     PERSONNEL                                                         RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                               SUP   MOD   3RD   CST   FUT   NS
PA1     39         Out of state residences.
PA1     40         Performance evaluation schedule.
PA1     41         Next performance evaluation date.
PA1     42         Performance evaluation score.
PA1     43         Disciplinary actions.
PA1     44         History of disciplinary actions within user defined parameters.
                   Seniority status and/or ranking based on user defined criteria per
PA1     45
                   employee or employee group.
                   Seniority credit based on user defined criteria per employee or employee
PA1     46
                   group.
PA1     47         H1B Visa Status.
PA1     48         Driver's License Number and expiration date if required by position.
PA1     49         Pre-defined reason codes for employee separation.
PA1     50         User-defined reason codes for employee separation.
PA1     51         Length of time in position(s) and organizational unit(s).
                   All related data to positions occupied other than primary position of
PA1     52
                   employee.
PA1     53         Home and Work e-mail addresses
PA1     54         Individual's Personal Automobile Insurance Information
PA1     55         User-defined codes for specific employee attributes as needed.
             The system should provide robust processing functionality for the management
PA2
             of employee's employment cycle from hire to separation.
             The system should maintain transactional history for current and former
PA3
             employees for a specified time period.
             The system should provide the ability to access and report on employees'
PA4
             transactional history.
             The system should provide the ability to manually assign or automatically
PA5
             generate an employee/applicant/retiree number.
             The system should provide the ability to allow rehired employees to use their
PA6          previous employee ID based on the organization's defined criteria and identify
             the applicant as a former employee using their former number.
             The system should provide the ability to configure manager self service tools
PA7
             via the organization's Intranet or via an Internet portal.
             The system should provide the ability to create paperless workflows for
PA8
             personnel transactions and authorizations.

PA9          The system should provide the ability to create evaluations forms and process
             forms electronically with full update to the employee's HR and Payroll records.
             The system should provide the ability to create performance evaluations based
PA10
             on a position's current job description and user defined criteria.

PA11         The system should provide the ability to flag employees under a Supervisor or
             Manager's responsibility who have an approaching performance evaluation.
             The system should provide the ability to escalate unperformed or late
PA12
             performance evaluations to the next level of authority for review.
             The system should provide the ability to allow for on-line employment
PA13
             verification via an Internet portal.
             The system should alert the designated authorities if an employee's required
PA14         licensure or certificate will expire with a user defined parameter such as 30
             days, 90 days, etc.




City of Santa Rosa                                                                                                                 dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                    PERSONNEL                                                            RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                 SUP   MOD   3RD   CST   FUT   NS
            The system should provide the ability to rehire an employee by accessing the
PA15        deactivated record and uploading current data without re-entering the
            employee's information or creating a new hire record.
            The system should provide the ability for an employee to be assigned to
PA16
            multiple positions simultaneously with one position designated as primary.
            The system should provide the ability to manage alternate pay rates in addition
PA17        to the employee's assigned rate of pay for work within a specific function or role
            that is in addition to the primary or secondary position.
            The system should provide the ability to consolidate multiple positions within
PA18        one EIN assigned to one employee to calculate eligibility and base the level of
            benefits, leave accrual, premium costs, retirement benefits, etc.
            The system should provide the ability to base benefit eligibility on a calculated,
PA19
            separate FTE value from the actual position FTE value.
            The system should provide the ability to perform mass changes by user-
            defined criteria, including but not limited to, bargaining unit, class code,
PA20
            compensation structure, etc. and update the employee record or appropriate
            databases.
            The system should provide the ability to flag and notify Human Resources if an
PA21        employee's inactive status (e.g., leave status) has exceeded a user-determined
            amount of time.
PA22
            The system should provide the ability to establish a standard rounding method.
            The system should provide the ability to indicate reason code and description
PA23
            for personnel actions when action is initiated.

PA24        The system should provide the ability to interface with current and historical
            payroll summary data allowing authorized users access to inquire.
            The system should provide the ability to cross reference an employee's
            medical limitations based on the results of physical examinations with the
PA25
            requirement of a specific position to prevent an employee from being assigned
            beyond their capabilities.
            The system should provide the ability to enter multiple personnel actions per
PA26
            employee per payroll cycle.
            The system should provide the ability to enter personnel transactions with a
PA27
            future effective date.
            The system should provide the ability to apply a warning to a user who enters a
PA28
            personnel transaction with an effective date that is retroactive.
            The system should provide the ability to generate a warning on a personnel
PA29        action for a salary increase that is outside of the range or edit the action
            against the appropriate salary plan table.

PA30        The system should provide the ability to view pending personnel transactions
            based on their status in an automated workflow/approval process.
            The system should date and time stamp each personnel transaction when it is
PA31
            created and each time it is processed through an approval conduit.
            The system should stamp each personnel transaction with the source of the
PA32        action and the source of any user processing the action through an automated
            workflow process.
            The system should provide the ability to escalate any personnel transaction to
PA33        the appropriate next level if the assigned processing time period expires at its
            current point in an automated workflow process.




City of Santa Rosa                                                                                                                   dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                    PERSONNEL                                                            RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                 SUP   MOD   3RD   CST   FUT   NS
            The system should provide the ability to assign assets to an individual
PA34
            employee such as a computer.
            The system should provide the ability to notify the appropriate authorities of
PA35        assets assigned to an employee upon the processing of any leave or term
            related actions.
            The system should provide the ability to record a photo of the employee in the
PA36
            employee's online record.
            The system should provide the ability to record ID/security badges assigned to
PA37
            an employee.
            The system should provide the ability to interface any ID/security badges with
PA38
            any timekeeping system.
            The system should provide automatic assignment of bargaining units based on
PA39
            job classes or job codes with override capability.
            The system should provide seamless integration with other modules within the
PA40        vendor's suite such as Payroll, Leave Management, and Benefits to
            automatically update systems.
            The system should provide the ability to automatically calculate a salary
PA41        change by entering a percentage or calculate a percentage by entering an
            increase amount.
PA42        The system should provide the ability to perform salary "what-if" modeling.
            The system should provide the ability to build automated salary increases
PA43
            based on user defined criteria (e.g., union, department).
            The system should provide a user defined compensation table to
PA44
            accommodate multiple salary structures.
            The system should provide the ability to record disciplinary actions by
PA45        employee and to track the employee's progress through any probationary
            process.
            The system should provide the ability to create salary schedules tied to job
PA46
            classifications.
PA47
            Ths system should provide data validation tables to ensure data entry accuracy
            The system should provide the capability to override specific position attributes
PA48
            at the employee record level with appropriate authorization.

PA49        The system should provide security authorization levels for users based on
            roles and responsibilities and to the detail of screens and/or individual fields.
            The system should provide security authorization levels to protect employee
PA50
            social security numbers.
            Ths system should provide the ability to attach scanned documents/images to
PA51
            an employee's master record.
PA52        The system should provide point-in-time reporting.
            The system should allow users to track multiple user defined breaks in service,
PA53        for example breaks resulting from a legal settlement, reduction in hours, lay-off,
            or disciplinary action.
            The system should provide the ability to track data attributes specific to a job
PA54
            code that include, but are not limited to, the following:
PA54    1         Salary range.
PA54    2         Fair Labor Standards Act (FLSA) status.
PA54    3         Workers compensation code.
PA54    5         Employee type/bargaining unit/employee association
PA54    6         Record of job classification code(s).
PA54    7         Licenses, certificates and registration requirements.



City of Santa Rosa                                                                                                                   dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                     PERSONNEL                                                          RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS
PA54    8        Degree requirements.
PA54    9        Minimum requirements.
PA54    10       Management and supervisory level.
PA54    11       Physical parameters.
PA54    12       American Disabilities Act (ADA) by classification/essential functions.
PA54    14       Exempt/Non-exempt
PA54    15       History of Exempt/Non-exempt
PA54    16       Employee Group
PA54    17       History of Employee Group
PA54    18       History of salary range
PA54    19       Job Title
PA54    20       History of Job Title
PA54    14       Normal Hours worked per year (i.e. 2080, 2920, 2756, or PPT)
PA54    15       Number of Holidays per year
                 Fiscal Year-end allotment of floating holidays, admin leave, management
PA54    15
                 benefit time
PA54    16       Allowable hours codes to be used in timekeeping system
           The system should be able to create mailing lists for use in communication to
PA55
           groups of employees with common user defined criteria.
           The system should provide the ability to create e-mail notices or form letters for
PA56
           automated mailings regarding user defined events.
           The system should provide robust reporting capabilities to support the
PA57
           management of employees and provide decision support data as needed.
           The system should provide turnover reporting by organizational unit which lists
PA58
           separately but can include transfers between units.
           The system should provide turnover reporting by budgeted class, including
PA59
           temporary employees.
           The system should provide the capability to report on work related injuries
PA60       including employee name, work location, job code, department, Supervisor,
           etc.
           The system should provide the ability to track employees in all possible states
           of employment status: recruitment, hiring, assigned positions, paid leaves,
PA61
           unpaid leaves, separated, barred (prevented from being hired or rehired),
           absences, etc.
           The system should provide checklists for employee hire and termination
PA62       processes to ensure all steps are completed (checklist should include policy
           and agreement documents).
           The system should provide a disciplinary action report in a pre-defined and/or
PA63
           user-defined format with user defined variables.
           The system should provide a report of vacancies and hires by class and
PA64
           department within a user defined date range.
           The system should provide a report(s) documenting current employees on
PA65
           leave with user defined parameters.
           The system should provide a report documenting frequency of absenteeism or
PA66       tardiness by employee, by department, by manager or by user defined
           parameters for a specified time range.
           The system should provide the ability to create an employee history report
PA67       (date hired, date of increases, promotions, hourly rates, date of evaluations,
           department changes, etc.).
           The system should provide the ability to report using data from all positions,
PA68
           both primary and otherwise, for all employees.




City of Santa Rosa                                                                                                                  dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                    PERSONNEL                                                           RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS

PA69        The system should provide the ability to allow employees with authorization to
            access limited reports via the web or their desktop computer.
            The system should provide detailed recap and summary reports for EEO
PA70
            reporting.
            The system should provide the ability to create all required state and federal
PA71
            reports.
            The system should provide the ability to create a labor distribution report which
PA72        identifies labor in hours, overtime, position, department, date, time of day or
            shift, etc.
            The system should provide the ability to create a Probation Status Report at
PA73
            the organizational and individual employee level.
            The system should provide the ability to create an anniversary date report by
PA74
            department, month/year, etc.
            The system should provide the ability to create a COLA History Report by
PA75
            bargaining unit, COLA, effective date, etc.
            The system should provide the ability to create a New Hire Report with user
PA76
            defined data attributes.
            The system should provide the ability to create a Termination Report with user
PA77
            defined data attributes.
PA78        The system should provide the ability to create a Job Class Report.
            The system should provide the ability to create an Average Salary Report by
PA79
            class, bargaining unit, etc.
            The system should provide the ability to create a report for tuition
PA80
            reimbursement usage.
            The system should provide the ability to create tickler reports for forthcoming
PA81
            service awards.
            The system shall provide the ability to create a turnover rate report by gender,
PA82        age, appointment to class, date, disciplinary release, promotion, race,
            classification, probation release, transfer and/or resignation, etc.
            The system should provide robust ad hoc reporting tools that easily access any
PA83
            employee data field.
            The system should provide the ability to generate reports based on a position
PA84        control number and all data related to that position from various tables and
            employee files.
            The system should provide code structures that are easily identifiable to ease
PA85
            in report creation and recognition.
            The system should provide for the creation of a detailed report of number of
PA86        people hired by job class, class code, subject area, department, fiscal year,
            calendar year, month, year, etc.




City of Santa Rosa                                                                                                                  dfd412c8-901d-4977-ad79-74d3ca31b480.xls
City of Santa Rosa                                                                                           INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                        SUP   Supported as delivered "out-of-the-box"

                                                                                                   Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                                   an X in the appropriate column for   3RD   Supported via a third party solution
                                                                                                   each criterion. The X's should
                                                                                                   represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                                   particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                        NS    Not supported

                                        BENEFITS                                                                  RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                                     SUP     MOD      3RD      CST      FUT     NS
BN           General Operating Requirements Section
             The system should provide the ability to seamlessly integrate with other
             modules within the vendor's suite such as Payroll, Personnel Administration,
BN1
             Leave Management, etc. providing one point of entry and processing that
             updates throughout integrated modules.
             The system should provide the ability to establish, manage and change
BN2
             multiple benefit plans.
             The system should provide the structure to designate the following data item
BN3          attributes related to the Organization's employee benefit programs including,
             but not limited to:
BN3     1          Fiscal year.
BN3     2          Budget cycle.
BN3     3          Benefit plans covering dependents.
BN3     4          Benefit plans covering retirees.
BN3     5          Benefit plans covering retiree beneficiaries.
BN3     6          Benefit plans requiring COBRA management.
BN3     7          General ledger accounts related to benefit program management.
BN3     8          Payroll frequency specific to each benefit plan's deduction schedule.
BN3     9          Pre-tax designation if benefit plan deductions are non-taxable.
BN3     10         Definition of employee salary for benefit calculations.
BN3     11         Definition of employee groups for benefit eligibility calculations.
BN3     12         Definition of rounding rule for calculations.
BN3     13         Tax designations for benefit plans impacting W-2s.
                   Annual limitations on benefit plan deductions (401k, 403b, spending
BN3     14
                   accounts, etc.)
BN3     15         Vendor identification for each benefit plan.
BN3     16
                   Default options for Organization's default policy for specific benefit plans.
BN3     17         Budgeted expense per benefit type per budget year.
BN3     18         Budgeted expense per benefit type per benefit plan year.
BN3     19         Employee statuses eligible for benefit plan participation.
             The system should provide the structure to designate the following data item
BN4          attributes related to each employee benefit program including, but not limited
             to:
BN4     1          Plan type.
BN4     2          Plan name.
BN4     3          Plan vendor.
BN4     4          Vendor policy identification.
BN4     5          Plan beginning date.
BN4     6          Plan ending date.
BN4     7          Coverage type (options, salary based, default, etc.)
BN4     8          Contribution type (flat, table driven, salary based, age graded, etc.)
BN4     9          Eligible employee groups.



City of Santa Rosa                                                                                                                                                               dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                       BENEFITS                                                          RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                 SUP   MOD   3RD   CST   FUT   NS
BN4     10        Employee elgibility rules.
BN4     11        Employee waiting period rules.
BN4     12        Dependent eligibility rules.
BN4     13        Dependent waiting period rules.
BN4     14        Evidence of insurability rules for life/STD/LTD plans.
BN4     15        Premium waiver rules for life/STD/LTD plans.
BN4     16        Employee contribution schedule.
                  General ledger accounts related to employee/employer contribution
BN4     17
                  schedule.
BN4     18        Covered participants (employees, dependents, retirees, COBRA, etc.)
BN4     19        Vesting schedule, if applicable.
BN4     20        Retirement Tier(s)
BN4     21        Coverage termination rules.
BN4     22        Deduction frequency schedule.
BN4     23        Deduction codes.
BN4     24        Deduction arrears accumulator.
BN4     25        Tax designation for W-2 handling, if applicable.
BN4     26        Initial enrollment options.
BN4     27        Effective date of initial enrollment (1st, 15th, etc.)
BN4     28        Re-enrollment options.
BN4     29        Effective date of re-enrollment (1st, 15th, etc.)
BN4     30        Coverage options.
BN4     31        Coverage defaults.
BN4     32        Premiums per eligible employee group.
                  Premium cost sharing between employer/employee per eligible employee
BN4     33
                  group.
                  Personnel actions impacting benefit plan coverage (hire, transfer, change
BN4     34
                  of status, etc.)
                  Rules defining the impact of each personnel action create automated
BN4     35
                  updates (leave status, termination, etc.)
BN4     36        Termination rules.
             The system should have the ability to calculate premiums based on a flat
BN5          amount, a percentage, age graded, or other calculations as required by the
             benefit plan.
             The system should have the ability to enforce table-driven limits and
BN6
             maximums.
             The system should have the ability to track vesting and breaks in service as
BN7
             defined by each benefit plan.
             The system should have the ability to track deferred retirement benefit plans
BN8
             through the benefit plan set up.
             The system should provide the ability to report on budgeted vs. actual costs
BN9          based on user defined criteria by benefit plan, by plan year, by budget year,
             including employer and employee costs, etc.

BN10         The system should provide the ability to project the cost impact to changes in
             benefits, accruals, allowances, etc. for current employees and retirees.
             The system should provide the ability to create a disability retirement report by
BN11
             name, SSN, department, month/year, bargaining unit, etc.
BN12
             The system should provide the ability to establish multiple vendors per plan.
             The system should provide the ability to generate automated billings to vendors
BN13
             based on enrollment data.



City of Santa Rosa                                                                                                                   dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                       BENEFITS                                                           RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                  SUP   MOD   3RD   CST   FUT   NS
            The system should provide the ability to define benefit options and associated
BN14
            costs.
            The system should provide the ability to maintain dependent and/or beneficiary
BN15        information including but not limited to relationship, date of birth, address, and
            phone.
BN16        The system should provide the ability to track survivor coverage.
            The system should provide Social Security Number (SSN) on all benefit
BN17        screens for employee, beneficiary or dependent with security allowing only
            authorized personnel to have visibility to the SSN.

            The system should provide a master screen including name, address, phone
BN18
            number, date of birth, date of hire, status date, employee identification number,
            SSN, plan enrollment, etc., with additional screens for plan enrollments.
            The system should automatically disenroll employee/retiree in previous plan
BN19
            when change/new enrollment of plan occurs.
            The system should automatically calculate balance due from employee/retiree
BN20        and create an arrears amount when payroll deduction is less than full amount
            due.
            The system should not allow a rehired employee to be automatically enrolled in
BN21
            old benefits.
            The system should automatically verify benefits status based on employee
BN22
            status and eligibility rules.
            The system should provide the ability for an employee to have an employee
BN23        status for benefits eligibility that is different from their position oriented
            employee status.
            The system should provide the ability to enroll employees in multiple plans with
BN24
            one point of data entry.
            The system should provide the option for self-service enrollment of
            organization approved benefit plans with interface to the organization's Intranet
BN25        or via an Internet portal. The self-service tools should include the ability to set
            up appropriate workflow/security to produce notifications, warnings and
            approval path.
            The system should "pend" online request for changes or updates if participant
BN26
            is required to submit proof/documentation.
            The system should provide electronic enrollment process with user defined
BN27
            frequencies.
BN28        The system should allow users to program/configure benefits reports.
            The system should provide the ability to print benefits statements as needed or
BN29
            on a user defined frequency basis.
            The system should provide automated notice when employee / retiree / term /
BN30
            beneficiary becomes Medicare eligible.
            The system should provide the ability to generate advance notices to
BN31
            employees and retirees who are eligible for Medicare.
            The system should provide automated letters using Microsoft or Rich Text
BN32        editor capabilities, based on user defined criteria, to notify members of benefit
            options.
            The system should provide automated benefits letter with options based on
BN33        employee status changes, including but not limited to, job data and family
            status changes.
            The system should provide mass change process for current and retroactive
BN34
            benefit adjustments.




City of Santa Rosa                                                                                                                    dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                       BENEFITS                                                        RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                               SUP   MOD   3RD   CST   FUT   NS

BN35         The system should provide the ability to calculate benefit deduction amounts
             based on user defined table of rates, formulas, and eligibility/coverage rules.
             The system should provide the ability to track, bill and collect benefits costs
BN36
             from employees on leave.
             The system should provide integration between accounts receivable and
BN37
             benefits billing.
BN38         The system should provide benefit eligibility tracking by employee group.
             The system should provide the ability to assign benefit plan codes, deduction
BN39         codes, and related premiums based on employee groups and employee
             statuses.
             The system should provide the ability to track employee’s coverage and
BN40
             coverage level based on class and bargaining unit.
             The system should provide the ability to track beneficiaries (e.g., for life
BN41
             insurance, final paycheck, retirement contributions).
             The system should provide the ability to prorate benefits for part-time
BN42
             employees based on user defined formulas.
             The system should provide the ability to track COBRA eligibility based on
BN43
             Federally defined criteria with the ability to enhance but not reduce.

BN44         The system should provide the ability to generate automated feeds to vendors
             for benefit plan billing reports including, but not limited to, the following:
BN44    1          Employee name.
BN44    2          Employee social security number.
BN44    3          Employee date of birth..
BN44    4          Employee address.
BN44    5          Employee coverage election.
BN44    6          Effective date of employee coverage.
BN44    7          Covered dependents, if applicable for benefit plan.
BN44    8          Covered dependents' names.
BN44    9          Relationship of covered dependents.
BN44    10         Covered dependents dates of birth.
BN44    11         Covered dependents social security numbers.
BN44    12         Eligibility status of dependent(s).
BN44    13         Effective date of each covered dependent's coverage.
BN44    14         Covered dependents' address if different from employee.
BN44    15         Covered Retirees participants
             The system should provide the ability to create automated feeds to vendors to
BN45         process updates to benefit plan eligibility and billing on a weekly, biweekly,
             monthly, quarterly, or annual basis.
             The system should provide the ability to include all covered individuals in any
             automated vendor feed including, but not limited to, employees, employees'
BN46
             dependents, retirees, retirees' dependents, COBRA, COBRA beneficiaries,
             employees on leave, etc.
             The system should provide the ability to create online benefits information and
BN47
             eligible enrollment options for the employee and/or organization.
             System should provide the ability to view the following information online
BN48
             including, but not limited to, the following:
BN48    1          Employee leave balance information.
BN48    2          Employee benefits enrollment history.
BN48    3          Employee time record history.




City of Santa Rosa                                                                                                                 dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                       BENEFITS                                                          RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                 SUP   MOD   3RD   CST   FUT   NS
                 Employee gross pay, deduction and net pay information for each pay
BN48    4
                 period.
           The system should provide the ability to refund benefits premiums to
BN49
           employees.
           The system should provide the ability to capture information on eligible
BN50       participants who do not normally reside in the HR database (e.g., retirees,
           retiree beneficiaries).
           The system should provide the ability to create notifications regarding benefits
BN51       to all levels of participants (COBRA, retirees, etc.) in hard copy and electronic
           format.
           The system should provide the ability to automate reconciliation of enrollment
BN52
           information with benefit providers.
           The system should provide the ability to have benefit premiums paid in full or
BN53
           part by the Organization.
           The system should provide the ability to process grandfathered pension
BN54
           eligibility and participation.
           The system should provide the ability to process retirement plan eligibility
BN55
           based on employee groups.
           The system should provide the ability to specify which pay types are
BN56
           pensionable.
           The system should provide the ability to have applicable retirement plan
BN57       contributions calculated and deducted through the payroll system (in
           compliance with CALPERS requirements.)
           The system should provide the ability to track retirement benefit cost by plan
BN58
           and by employee.
           The system should provide the ability to calculate the employee's average
           salary for benefit computation purposes based on user defined criteria,
BN59
           including but not limited to, employee pay, base pay, shift differential, specified
           overtime hours, over a defined time period.
           The system should provide the ability track and query the following, but not
BN60       limited to, name, identification number and social security number of
           participant.
           The system should provide the ability to track an employee's salary history
BN61
           (e.g.,, date of hire) when identification number changes.
           The system should provide the ability to track employees not eligible to
BN62
           participate in the pension system.
           The system should provide the ability to track and maintain benefit information
BN63       and changes in status for retired employees, surviving spouse and dependents
           that includes, but is not limited to, the following:
BN63    1        Retirement date
BN63    2        Date of death
BN63    3        Type of retirement (e.g service, early, disability)
                 Name, social security number, address, telephone number, and date of
BN63    4
                 birth of beneficiaries both primary and contingent
BN63    5        Dependent coverage eligibility and expiration dates
BN63    6        Last day paid updated from payroll system
BN63    7        Last day worked tied to leave status
BN63    8        Retire/ rehire status
BN63    9        Medical coverage provider eligibility and expiration dates
BN63    10       Medical coverage
           The system should provide the ability to generate a list of retirees and benefit
BN64
           information.



City of Santa Rosa                                                                                                                   dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                        BENEFITS                                                           RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                   SUP   MOD   3RD   CST   FUT   NS

BN65        The system should provide the ability to extract and report benefit information
            and changes in status into a form letter for retiree/beneficiary correspondence.
            The system should provide the ability to define and track multiple defined
BN66
            contribution benefit plans.
BN67
            The system should track employee contributions for various retirement plans.
            The system should provide the ability to define defined benefit and defined
BN68
            contribution eligibility rules on an organizational and benefit plan level.

            The system should provide the ability to configure and change employee and
BN69
            employer contribution rates for current calculations (e.g., calculation of
            benefits, eligibility rules, retirement plan, retirement plan eligibility date etc.)

            The system should provide the ability to configure and change employee and
BN70
            employer contribution rates for retroactive calculations (e.g., calculation of
            benefits, eligibility rules, retirement plan, retirement plan eligibility date etc.)
            The system should provide the ability to manage retroactive adjustments to
BN71        employee data based on retroactives changes to contribution levels,
            calculation of benefits, etc.
            The system should provide the ability for the system to update an employee's
BN72        retirement plan eligibility based on plan rules and the personnel actions
            processed on the employee's record.
            The system should provide the ability to automatically configure and re-
            configure employee pension information (i.e., pension plan code and deduction
BN73
            amount) for new hires, re-hires, and transfer between retirement plans as
            needed based on plan rules.
            The system should provide the ability to generate reporting on a pay period,
BN74
            monthly, quarterly, annual, and fiscal year basis.
            The system should provide the ability to generate a "Newly Enrolled/Change
BN75
            Report."
            The system should provide a report of terminated employees with the reason
BN76
            for termination, date of termination, and benefits code.

            The system should provide participant reports, including but not limited to,
BN77
            enrollment, dependent names and relationships, department name, pay group,
            social security number, etc. that can be generated by individual or group.
            The system should provide the ability to track employees by hire date,
BN78
            insurance plan, gender, department, and bargaining unit, etc.
            The system should provide the ability to manage pension eligibility rules and
BN79        affect an employee's record automatically when an employee's job information
            and assignment change.
            The system should provide the ability to generate insurance billing reports
BN80
            including, but not limited to, the following:
BN80    1        type of coverage,
BN80    2        class code,
BN80    3        employee name
BN80    4        amount
BN80    5        number of insured,
            The system should provide the ability to generate a Pay Period Insurance
BN81
            Report.
BN82        The system should provide the ability to generate an Enrollment Report.



City of Santa Rosa                                                                                                                     dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                     BENEFITS                                                        RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                             SUP   MOD   3RD   CST   FUT   NS
            The system should provide the ability to calculate the premium for life and
BN83        disability insurance each month based on age, coverage level, salary and
            waiting period.
            The system should provide the ability to manage and track retiree health
BN84        savings accounts or trusts and/or retiree reimbursement accounts per Federal
            guidelines for administration.
            The system should provide the ability to create an electronic feed between the
BN85        City and insurance carriers in a file format that is 834 compliant for HIPAA
            regulations.




City of Santa Rosa                                                                                                               dfd412c8-901d-4977-ad79-74d3ca31b480.xls
City of Santa Rosa                                                                                           INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                        SUP   Supported as delivered "out-of-the-box"

                                                                                                   Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                                   an X in the appropriate column for   3RD   Supported via a third party solution
                                                                                                   each criterion. The X's should
                                                                                                   represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                                   particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                        NS    Not supported

                                        TRAINING                                                                  RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                                     SUP     MOD      3RD      CST      FUT     NS
TR          General Operating Requirements Section

TR1         The Training module should be fully integrated with Personnel Administration,
            Applicant Tracking, Tuition Reimbursement and Performance Evaluation.

TR2         The system should provide the ability to track all required and optional training,
            licenses, certifications, skills, etc., per employee, by the topic and department.
            The system should provide the ability to track the history of all training/licensing
TR3
            related activity by department.

TR4         The system should provide the ability to track the last activity date and next
            required action date per employee and per training and licensing requirement.
            The system should provide the ability to provide automated reminder notices of
TR5
            internally scheduled training courses.
            The system should provide the ability to track multiple types of tests, both
TR6
            pass/fail and scored for employees.

TR7         The system should provide the ability to maintain an education plan, including
            recommended course and curriculum by position and/or employee.
            The system should provide the ability to track internally sponsored and vendor
TR8
            sponsored training all in one system.
            The system should provide the ability to provide electronic registration with
TR9
            automated integration on the employee's calendar via Outlook.
            The system should provide electronic registration with validation of course
            capacity, transfer of registrants to wait list, and validation of attendee
TR10
            qualifications such as position, recent training, status, rate class, identification
            of paid professional development.
            The system should provide electronic training approval routing based on user
TR11
            defined routing paths.
            The system should provide the ability to provide automated notification that
TR12
            certifications, contracts and licenses, etc. are about to expire.
            The system should provide the ability to maintain course development data,
TR13
            including, but not limited to:
TR13    1         Course Title
TR13    2         Course ID number/code number
TR13    3         Course description
TR13    4         NEW: Course capacity
TR13    5         Course category
TR13    6         Course learning objective
TR13    7         Course duration
TR13    8         Course prerequisite
TR13    9         Facility requirements




City of Santa Rosa                                                                                                                                                               dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                       TRAINING                                                          RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                 SUP   MOD   3RD   CST   FUT   NS
TR13    10         Equipment requirements
             The system should provide the ability to track employees who have completed
TR14
             a class, no shows, cancellations, etc.
             The system should provide for employee self service access to review
TR15
             individual training and licensing information on file, as defined by the users.
             The system should provide interface with position requirements and match
TR16
             them to employee profiles
             The system should provide the ability to generate reports for individuals,
TR17         departments, and divisions showing individual training history for employees
             and user defined group statistics.
             The system should provide the ability to notify supervisor when training is
TR18
             expected.
             The system should provide the ability to notify supervisor when employee
             completes the training; automatically send a follow up form to the supervisor
TR19
             XX days (as defined by the supervisor) after completion of designated training
             to assess the impact of the training on performance.
             The system should provide the ability to define a training schedule based upon
TR20
             the employee's professional development path.
             The system should provide employees the ability to evaluate the course, the
TR21
             instructor and provide constructive comments for improvement.
             The system should provide the ability to print certificates for those employees
TR22
             who are in (or who successfully completed) the course.
             The system should provide the ability to show which employees have not taken
TR23
             a required class.
TR24         The system should provide the ability to track training costs
             The system should provide automated marketing campaigns for training
TR25
             sessions.
             The system should provide the ability to track certificates and training achieved
TR26
             prior to becoming an employee.
             The system should provide webinar training and allow employees to access
TR27
             these from their work station
             The system should provide the ability to track certificates and training achieved
TR28
             prior to becoming an employee.
             The system should be able to track classes employee has taken through the
TR29
             Tuition Reimbursement program
             The system should enable users to track expenses and make payments,
             including making mass update ot Tuition Reimbursement allownace, tracking
TR30
             individual use of Tuition Reimbursement in a fiscal year, and integrating
             payment requests with Accounts Payable




City of Santa Rosa                                                                                                                   dfd412c8-901d-4977-ad79-74d3ca31b480.xls
City of Santa Rosa                                                                                         INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                      SUP   Supported as delivered "out-of-the-box"

                                                                                                 Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                                 an X in the appropriate column for   3RD   Supported via a third party solution
                                                                                                 each criterion. The X's should
                                                                                                 represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                                 particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                      NS    Not supported

                               POSITION CONTROL                                                                 RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                                   SUP     MOD      3RD      CST      FUT     NS
PC           General Operating Requirements Section
             The system should provide tracking of the following data item attributes related
PC1
             to each position including but not limited to:
PC1     1          Job classification and associated history
PC1     2          Current position title
PC1     3          History of position titles.
PC1     4          Current job code.
PC1     5          History of job codes.
PC1     6          Position status
PC1     7          Number of position FTE/hours
PC1     8          History of position FTE/hours assigned per budget year.
PC1     9          Number of employees in same position
PC1     10         User comment section for each change to position structure.
PC1     11         Date created
PC1     12         Date and time stamp of each change to position structure.
PC1     13         Expiration date
PC1     14         Position review dates
PC1     15         Budgeted beginning/end dates
PC1     16         Budgeted/un-budgeted status
PC1     17         Funding source for position, i.e. grant, internal, etc.
PC1     18         Name of funding source and ID# if applicable.
PC1     19         History of funding source for position, i.e. grant, internal, etc.
PC1     20         Length of time funding is awarded.
PC1     21         History of length of time funding is awarded.
PC1     22         Organizational codes (such as department, division, etc.)
             The system should provide the ability to track position attributes by user
PC2
             defined structure, i.e. the rate class grouping used by the City.
             The system should provide the ability to designate an unfilled position pending
PC3
             available budget.
             The system should provide the ability to designate the number of authorized
PC4
             positions by department and classification code.
             The system should provide the ability to assign multiple employees to a single
PC5
             position.
             The system should provide the ability to assign an employee to multiple
PC6
             positions.
             The system should provide the ability for employees to be assigned to and paid
PC7          from multiple positions in different funds, organizational units, classes,
             statuses, etc.
             The system should provide the ability to track position history for each position
PC8          including date created, date authorized, funding history, budgeted positions by
             year, etc.
             The system should provide the ability to designate a position as "on hold" or
PC9
             "pending" with an explanatory comment.



City of Santa Rosa                                                                                                                                                             dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                               POSITION CONTROL                                                          RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                 SUP   MOD   3RD   CST   FUT   NS
            The system should provide the ability to track history of authorized or
            unauthorized positions separate from incumbents with totals by user-defined
PC10
            criteria, including but not limited to, fund code, department, project number,
            location, etc.
            The system should provide decentralized job description maintenance with
PC11        appropriate security authorization structure with automated workflow for
            approval through HR.
            The system should provide position control at both the City and the department
PC12
            level with inquiry and print capability.
            The system should provide the ability to forecast payroll costs over various
            "what if" scenarios for analysis and budgeting purposes by applying user
PC13
            defined criteria such as percentage change in earnings, change in FTEs,
            payroll factors, etc.
            The system should provide the ability to establish and maintain a unique
PC14
            position identifier for each position.
            The system should provide the ability to track user defined reasons for
PC15
            increased salaries related to a position.
            The system should provide the ability to reclassify positions without extensive
PC16
            rebuilding of table driven attributes.
            The system should provide the ability to change funding sources associated
PC17        with positions with full integration and update of related employee records upon
            processing of the change.
            The system should provide the ability to log and report on progress of position
PC18
            fulfillment efforts.
            The system should provide the ability to designate a position with an expiration
PC19        date, i.e. establish time limited positions or positions that are only valid for a
            defined period of time.

PC20        The system should provide the ability to value budgeted positions in different
            ways (e.g., by dollar amount, by full time equivalent (FTE), by period).

PC21        The system should provide the ability to track variances between budget and
            actual costs by position, by business entity, by department, by FTEs, etc.
            The system should provide the ability to create and maintain position
PC22
            definitions/classifications with rules and salary ranges/tables.
            The system should provide edits to prevent action on a position which is not
PC23
            authorized and budgeted.
            The system should provide the ability to create salary schedules tied to specific
PC24
            positions.
            The system should provide the ability to track and report on filled and vacant
PC25        positions by position number, budgeted vs. non-budgeted, pending,
            department, date range, union affiliation, or other user defined parameters.
            The system should provide the ability to revise and update any table driven
            attributes through a user friendly interface such as position numbers, number
PC26
            of FTEs approved per position, department/division numbers and/or titles
            without complete re-creation of the table.
            The system should provide the ability to create a set of standard reports related
PC27
            to position control.
            The system should provide the ability to create ad hoc reports based on user
PC28
            defined criteria.
            The system should provide the ability to charge the funding source for a
PC29
            position based on effective dates (e.g., grant funded positions).



City of Santa Rosa                                                                                                                   dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                               POSITION CONTROL                                                         RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS
            The system should provide the ability to prioritize the use of funding from
PC30
            multiple sources for a position.
            The system should provide the ability to assign correct level of benefits,
PC31        retirement, etc. to employees with multiple positions based on organizational
            policy.
            The system should provide the ability to perform mass changes by user-
PC32        defined criteria, including but not limited to, bargaining unit, class code, etc.
            and update the employee record or appropriate databases.




City of Santa Rosa                                                                                                                  dfd412c8-901d-4977-ad79-74d3ca31b480.xls
City of Santa Rosa                                                                                      INSTRUCTIONS                                                   RATING LEGEND
                                                                                                                                   SUP   Supported as delivered "out-of-the-box"

                                                                                              Complete the worksheet by placing    MOD   Supported via modifications (screen configurations, reports, GUI tailoring, etc)
                                                                                              an X in the appropriate column for   3RD   Supported via a third party solution
                                                                                              each criterion. The X's should
                                                                                              represent the current state of a     CST   Supported via customization (changes to source code)
                                                                                              particular product or service.       FUT   Will be supported in a future release (within 18 months of response date)

                                                                                                                                   NS    Not supported

                                       PAYROLL                                                               RATING RESPONSE                                              ADDITIONAL COMMENTS

                                                                                                SUP     MOD      3RD      CST      FUT     NS
PY           General Operating Requirements Section

             The system should provide the ability to interface payroll information to and
PY1          from the General Ledger, Human Resources, Personnel Administration,
             Recruitment/Applicant Tracking, Timekeeping, Leave Management, Benefits
             Administration, Grants/Activities, Accounts Payable and Accounts Receivable.
             The system should provide the ability to calculate earnings per employee
             based on employee pay attributes, taxes based on tax tables as mandated by
PY2
             Federal, State and local requirements, and deduct expense deductions
             assigned to the employee arriving at a net pay check value.
             The system should track an unlimited number of earnings/pay codes, including
PY3
             but not limited to:
PY3     1          Regular
PY3     2          Overtime
PY3     3          Bonuses
PY3     4          Premium Pay
PY3     5          Vacation
PY3     6          Holiday
PY3     7          Shift Differentials
PY3     8          Function Pay
PY3     9          Sick Pay
PY3     10         Personal Days
PY3     11         Comp Time
PY3     12         Auto and Mileage Reimbursement
PY3     13         Relocation Reimbursement
PY3     14         Employee Association Dues
PY3     15         Uniform Allowance
PY3     16         Longevity (Career Enhancement)
PY3     17         Garnishments
PY3     18         Retroactive Adjustment
PY3     19         User Defined Earnings
PY3     20         Bond Calculation
PY3     21         Charity Tracking
             The system should provide the ability to create multiple definitions of pay
PY4          cycles and pay periods including but not limited to weekly, biweekly, semi-
             monthly, monthly, 27-day cycle, etc.
             The system should provide a hierachical code structure within the organization
PY5          (i.e. Company, EIN, Business Unit, Division, Department, Employee Groups,
             Employees
             The system should provide the ability to group employees by common
PY6          attributes within any organizational unit without having to set up multiple
             employee records for each unit.




City of Santa Rosa                                                                                                                                                          dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                       PAYROLL                                                           RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                 SUP   MOD   3RD   CST   FUT   NS
            The system should provide the ability to pay an employee at more than one pay
PY7
            rate within a single pay period.
            The system should provide the ability for General Ledger and Project Ledger
PY8
            distribution based upon timesheet data.
            The system should provide the ability to calculate Workers Compensation
PY9
            gross pay and leave.
            The system should provide the ability to make adjustments to W-2 data such
PY10
            as taxable earnings, deductions, etc. with the proper authority.
            The system should provide the ability to allocate an employee's earnings to
            more than one organizational unit, job code,or project code and to track the
PY11
            labor distribution throughout the relevant General Ledger accounts based on
            percentages or time entries.
            The system should provide the ability to allocate salary and benefits expense,
PY12        including retirement benefits, to more than one distribution level within the
            organizational account structure.

PY13        The system should provide the ability to default basic pay and deduction codes
            for new hires based on user defined employee groups and parameters.
            The system should provide the ability to restrict the use of pay and deductions
PY14        codes based on user defined criteria linking codes to specific employee
            groups, payroll groups, or bargaining units.
            The system should provide the ability to link earnings and deduction codes to
PY15
            specific payroll cycles and frequency cycles.

PY16        The system should provide ability to set a default number of hours for hourly
            employees and alter the number of hours worked on an exception basis.
            The system should provide the ability to utilize different GL account codes to
PY17
            record vacation pay, sick pay, etc.
            The system should provide the ability to track payment information in detail,
            including but not limited to, check issue date, pay cycle, pay rate, location, job
PY18
            cost, hours worked, pay type, labor distribution, deduction type, taxes, taxable
            amount, etc.
            The system should provide the ability to automatically update employee
PY19
            records with each payroll cycle and each adjustment cycle.
            The system should provide the ability to process and update employee records
PY20        based on personnel transactions entered through Human Resources or
            satellite payroll offices.
            The system should provide the ability to automatically generate payroll posting
PY21        entries to the General Ledger and validate General Ledger account codes
            against the chart of accounts before processing posting.
            The system should provide the ability to default earning and deduction codes
PY22        from the earning and deduction master based on, but not limited to, the payroll
            organizational unit or group.
            The system should provide the ability to locate and display employee data
PY23
            based on SSN, employee identifier and/or name.
            The system should provide the ability to locate and display employee
PY24
            information using a portion of a name or letter sort.
            The system should provide the ability to affect mass action payroll changes for
PY25        a large group by, but not limited to, organizational unit, bargaining unit, or
            employee group.
            The system should maintain historical payroll detail for a user defined time
PY26
            period within the master database.



City of Santa Rosa                                                                                                                   dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                       PAYROLL                                                           RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                 SUP   MOD   3RD   CST   FUT   NS
            The system should provide access to recent payroll data for each employee via
PY27
            online access for a user defined period of time.
            The system should provide ad hoc query capability accessible to employees on
PY28
            line to inquire on history based on user defined criteria.
            The system should provide the ability to calculate tax witholding amount on a
            percentage, flat amount, or percentage plus flat amount basis and/or interface
PY29
            with tax software to ensure updated tax tables are used at all times for
            employer/employee tax deductions.
            The system must be FLSA compliant (e.g., regular rate calculations, required
PY30
            reports, archives).
            The system should provide the ability to perform pay period, month end,
PY31
            quarter end, and year end accruals.
            The system should provide the ability to deduct designated deductions pre-tax
PY32        and apply the correct taxing calculations to the employee's adjusted gross
            income.
            The system should post payroll accruals to the applicable expenditure/expense
PY33
            accounts and to the accrued payroll account.
            The system should have the ability for users with the appropriate authority to
PY34        drill-down to payment details to view labor distribution, expense allocation, etc.
            in the General Ledger.
            The system should have the ability to calculate an amount needed for accruing
PY35        compensated absences, including but not limited to, FICA and Medicare in
            accordance with GASB requirements.
            The system should provide edit and validation codes that are both system and
PY36
            user defined.
            The system should provide the ability to create user defined and/or multiple
PY37
            formulas for complex earning and deduction codes.
            The system should provide the ability to define codes for, but not limited to,
PY38        checks and automatic deposit, automatic deposit only, multiple automatic
            deposits, check only, etc.
            The system should provide the automated calculation of shift differential based
PY39
            on rules for employee groups.
            The system should provide the ability to establish user-defined parameters for
PY40        deductions and earnings codes for taxing and withholding purposes (based on
            straight pay as well as a percentage.)
            The system should provide the ability to create and track employee deductions
            per employee/COBRA/retiree for benefit payments deducted from the
PY41
            employee's paycheck including, but not limited to, insurance plans, retirement
            plans, voluntary plans, non-voluntary plans, etc.
            The system should provide the ability to make mass changes to earnings,
PY42        deductions, and rate amounts by bargaining unit, classification, or any other
            defined criteria.
            The system should provide the ability to calculate the payout of an eligible
PY43        leave balance based on user defined criteria and initiated by a personnel
            action.
            The system should calculate all types of employee garnishments (e.g.,
PY44
            effective date, limit, establish priority).
            The system should provide the ability to take current and/or arrears (wage
PY45
            assignments) for court ordered garnishments.
            The system should provide the ability to develop user-defined cap for earnings
PY46
            and deductions.




City of Santa Rosa                                                                                                                   dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                      PAYROLL                                                           RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS
            The system should provide the ability to develop user-defined effective dates,
PY47
            anniversary dates, and expiration dates for earnings and deductions.
            The system should automatically update accruals for vacation, sick leave, etc.
PY48
            based on user defined plan rules and employee groups.
            The system should provide the ability to calculate vacation and sick leave
PY49
            accruals on partial pay periods for both hourly and salaried employees.
PY50        The system should have the ability to calculate supplemental payrolls.
            The system should provide the ability to pay at a higher or lower step for any
PY51
            period of hours, calendar days, pay periods, or until a specified date.

PY52        The system should provide the ability to have payroll adjustments reflected in
            correct pay period through a reporting mechanism or user initiated functionality.
            The system should provide the ability to pay employees for authorized hours
PY53
            from multiple assignments up to a user-defined limit.
            The system should provide the ability to calculate benefits based on a "benefit
PY54        eligible FTE value" and/or a "position FTE value" and to prorate benefits based
            on either or both of these FTE definitions.

PY55        The system should provide the ability to perform retroactive pay adjustments by
            individual, bargaining unit, and any other user defined criteria.
            The system should provide the ability to automatically calculate retro pay, if
PY56        necessary, and transfer salary when an employee transfers to a different
            organizational unit as authorized, even mid-pay period.
            The system should provide the ability for online ad-hoc calculation of employee
PY57        paycheck amount through a "what if" modeler allowing changes to deductions,
            pay rates, withholding allowances, etc.
            The system should provide the ability to set final check flag for terminated
PY58
            employees to prevent further timesheet processing and check printing.
            The system should provide the ability to interface with the Accounts Payable
            module to create payment to specified vendors or agencies for deductions
PY59
            taken from employees' payroll checks each pay cycle or at a user defined
            frequency.
            The system should provide the ability to void/reverse checks including
PY60        cancellation of an automatic payroll deposit, with accompanying adjustments
            integrated to General Ledger.
            The system should provide the ability to automatically reverse a
PY61
            check/automatic payroll deposit with an audit trail.
            The system should provide the ability to generate supplemental checks with
PY62
            immediate update of year-to-date payroll information.
            The system should provide the ability to allow supplemental payroll checks with
PY63
            appropriate deductions reported in the regular pay cycle.
            The system should provide the ability to take deductions and use special
PY64
            earnings outside of the regular pay cycle (e.g., special pay).
            The system should provide the ability to review and modify pending payroll
PY65        transactions prior to final processing of each standard or supplemental payroll
            cycle.

PY66        The system should provide the ability to correct errors and reprocess
            exceptions online prior to printing checks and/or automatic payroll deposits.
            The system should provide the ability to view manual checks online
PY67
            immediately after they are generated.




City of Santa Rosa                                                                                                                  dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                       PAYROLL                                                           RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                 SUP   MOD   3RD   CST   FUT   NS

PY68        The system should provide the ability to produce and/or allow direct deposit
            payments to be made to multiple banks or payees for each employee.
            The system should provide the ability to automatically adjust all accrual
PY69
            balances (e.g., illness, vacation) resulting from activity or time taken.
            The system should provide the ability to automatically adjust liability values in
PY70        the General Ledger as a result of adjustments to the accrual balances or pay
            rates.
            The system should provide the ability to process catastrophic leave donations
PY71
            to other employees.

PY72        The system should provide the ability to adjust retirement contributions as a
            result of retroactive pay adjustments and/or changes in retirement systems.
            The system should provide the ability to produce W-2 Forms at the end of each
PY73
            calendar year.
            The system should provide the ability to print fiscal year-to-date total per
PY74
            employee by any attribute in the account code structure.
            The system should provide ability to establish a limit on the dollar amount of an
PY75
            individual payment (e.g., net pay).
            The system should have the ability to process a deceased employee's
PY76
            payments in accordance with Internal Revenue Service requirements.
            The system should have the ability to perform calendar year end updates on
PY77        employee records based on defined criteria (e.g., year-to-date gross earnings,
            social security and Medicare taxes).
            The system should have the ability to set up appropriate approval and audit
PY78
            trail procedures for all interfaces.
PY79        The system should provide the ability to enter time in future pay periods.
            The system should provide comments fields associated with time entry data
PY80
            (e.g., user can provide narrative reason for overtime).
            The system should provide the ability to enter and process non-hourly/wage
            reimbursements, including but not limited to mileage and other non-taxable
PY81
            reimbursements, etc. through Accounts Payable, with payments to the
            employee through Payroll.

            The system should provide the ability to interface with Accounts Payable and
PY82
            initiate the generation of a check to deduction agencies as part of a payroll or
            monthly closing process with the option to create EFT payments if available.
PY83        The system should provide electronic signature features.
            The system should provide the ability to create automated workflows for payroll
PY84
            and time and attendance processing.
            The system should have the ability to keep track of work hours when an
PY85
            employee works several different shifts.
PY86        The system should allow time entry by shift.
            The system should provide tracking of compensatory time with different rules
PY87
            for different groups of employees.
            The system should provide the ability to assign employee hours to capital
PY88
            improvement projects, special projects and grants.
            The system should provide the ability to trigger shift differentials based on user
PY89
            defined criteria.
            The system should provide work history accessible to departments for on-line
PY90
            viewing of hours worked.




City of Santa Rosa                                                                                                                   dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                      PAYROLL                                                           RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                SUP   MOD   3RD   CST   FUT   NS
            The system should validate employee sick time, leave, and other time bank
PY91        balances at time entry and generate warnings and/or prohibitions for time
            usage exceeding balances.
            The system should provide the ability for rapid data entry across days and
PY92
            across employees.
            The system should provide the ability to enter time adjustments for prior pay
PY93
            periods.
            The system should provide the ability to generate and print manual payroll
PY94
            checks for immediate payment outside the normal processing cycle.

            The system should provide the ability to create user defined deduction classes,
PY95        deduction codes and maintain a variety of employee payroll deductions,
            including standard deductions for tax purposes as well as pre-tax deductions,
            state mandated deductions, benefit deductions, and user defined deductions.
            The system should provide the ability to integrate and update information
PY96        automatically to the General Ledger with the complete processing of each
            standard or supplemental payroll cycle.
            The system should provide the ability to eliminate the processing and
            distribution of check stubs by allowing payment information to be accessible,
PY97
            viewable, and printable to authorized users and employees via an on-line
            portal.
             The system should have the ability to post direct deposit/checks remittance
PY98        advice to a secured website where employees can view and print their own
            information.
            The system should provide the ability to process hours and time worked based
PY99        on multiple positions, pay rates, and function pays during each standard and/or
            supplemental payroll cycle.
            The system should provide the ability to support voiding of an entire payroll and
PY100       re-running it if significant errors are discovered after the payroll has been run
            and posted.
            The system should provide the ability to designate employees as exempt or
PY101       non-exempt and to process their pay appropriately according to FLSA
            regulations.
            The system should provide the ability to pay inactive employees, but should
PY102       provide a warning at the point of data entry and on an edit report during payroll
            processing.
            The system should provide the ability to view timesheets related to each pay
PY103
            period and historically for a user defined period of time.
            The system should provide the ability to calculate contributions and set
PY104       maximums on deductions related to benefit plans, retirement plans and any
            other user defined deductions code.

            The system should provide the ability to build user defined earnings
PY105
            accumulators which will accumulate specific earnings codes into cumulative
            totals throughout the year for purposes of pension, 401k, 403b, etc.
            The system should provide the ability to cancel a check by check number and
PY106       have totals automatically reverse from the employee pay history, the leave
            system and General Ledger.
            The system should provide the ability to check for duplicate and/or incorrect
PY107
            social security numbers.




City of Santa Rosa                                                                                                                  dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                        PAYROLL                                                             RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                                    SUP   MOD   3RD   CST   FUT   NS
           The system should provide the ability to pay overtime at time and one half,
PY108      straight time or double time based on user defined criteria and FLSA
           regulations.
           The system should provide the ability to track employee paid benefits for an
PY109
           employee on a non-paid status.
           The system should provide the ability to provide pro-rated calculations for mid-
PY110
           period hires, rate changes, and terminations.
           The system should provide support for automatic and manual wage
PY111      adjustments, in accordance with federal and/or state-of-origin requirements in
           regards to:
PY111   1         Garnishment
PY111   2         Child Support
PY111   3         Federal and state levies
PY111   4         Other wage assignment computations
PY111   5         Any combination of the above
           The system should provide the ability to enter payroll overrides and
           adjustments for one-time dollar hour adjustments and other miscellaneous
PY112
           transactions affecting an employee’s check including, but not limited to, the
           following:
PY112   1         Withholding both additional and specific deductions.
PY112   2         Withholding both additional and specific tax amounts.
           The system should provide the ability to enter time at decentralized locations
PY113
           by the following methods, including but not limited to:
PY113   1         By timekeeper
PY113   2         By employee
PY113   3         Intranet
PY113   4         File transfers
           The system should provide the ability to audit, modify, and approve
PY114      timekeeping data and adjustments prior to final processing of a standard or
           supplemental payroll cycle.
           The system should provide the ability to establish a default configuration that
PY115      limits the menus available to the employee for inputting time to only those
           items relevant to that employee.
           The system should allow entry of time by exception only and positive entry
PY116
           capabilities.
           The system should provide the ability to adjust exception hours based on user
PY117      defined criteria (i.e., classification, physical location, bargaining unit, work year,
           etc.).
           The system should provide the ability to generate Accounts Receivable entries
PY118
           based on non-hourly/wage reimbursements.
           The system should provide a pay check stub, including but not limited to the
PY119
           following information:
PY119   1         Employee Number.
PY119   2         Organizational unit number (dept, division, project, etc.)
PY119   3         Employee name.
PY119   4         Period ending.
PY119   5         Issue date.
PY119   6         Pay rate per earnings code.
PY119   7         Message field for general or employee specific notes.
PY119   8         Gross earnings.
PY119   9         Adjusted taxable earnings.
PY119   10        Medicare earnings.



City of Santa Rosa                                                                                                                      dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                       PAYROLL                                                        RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                              SUP   MOD   3RD   CST   FUT   NS
                  All earning and deduction types adequately itemized on each stub and
PY119 11
                  defined by taxability status.
PY119   12        Withholding status.
PY119   13        Current and Year to Date Totals.
PY119   14        Federal Income tax.
PY119   15        FICA/Social Security tax.
                  Employer contribution/employee contribution amount for any user defined
PY119 16
                  deduction code.
PY119   17        State income tax
PY119   18        Direct deposit (multiple accounts)
PY119   19        Group insurance.
PY119   20        Medicare tax.
PY119   21        Vacation hours balance
PY119   22        Sick leave hours balance
PY119   23        Other leave hours balances
PY119   24        Taxable/non-taxable earnings
PY119   25        Workers’ comp (injury leave)
PY119   26        Other deductions and amounts
PY119   27        Total deductions
PY119   28        Net pay
PY119   29        Direct deposit portion
             The system should provide reports of all changes to employee's pay,
PY120
             deductions, taxes, etc.
             The system should provide reports of all changes to employer's deduction and
PY121
             taxes, etc.
PY122        The system should provide reports on FLSA calculations.
PY123        The system should provide reports of tax payments by employee.
PY124
             The system should provide the ability for exception reports for leave balance.
PY125        The system should provide reports of retirement deductions by employee.
             The system should provide all mandated governmental reports, including but
PY126
             not limited to PERS payoll contribution reports.
             The system should provide the ability to identify, enter and report, with
             appropriate security, those hours charged to any fund, department and
PY127
             organization for positions that do not exist or are not authorized in position
             control.
             The system should provide the ability to inquire or run reports on earnings
             balances based on a variety of time periods, including but not limited to pay
PY128
             period, monthly, quarterly, year-to-date, fiscal year-to-date, and employee
             service-to-date.
              The system should have the ability to provide garnishment reports, including
PY129
             but not limited to the following:
                   Garnishment report of employees after each payroll run who have active
PY129 1
                   garnishment on their payroll record and have been garnished.
                   Garnishment insufficient fund report after each payroll run to identify
PY129 2            employees who have active garnishment on their payroll record but did
                   not earn enough to be garnished.
                   Garnishment warrant report (issued to creditors) drawn from garnished
PY129 3
                   employees.
                   Garnishment report after each payroll run of employees whose
PY129 4
                   garnishment has been satisfied.




City of Santa Rosa                                                                                                                dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                      PAYROLL                                                         RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                              SUP   MOD   3RD   CST   FUT   NS
            The system should provide the ability to produce reports including, but not
PY130
            limited to:
                  Payroll register per organizational unit per standard and/or supplemental
PY130 1
                  payroll cycle.
                  Deduction registers per deduction per standard and/or supplemental
PY130 2
                  payroll cycle.
                  Labor distribution by General Ledger code, by organizational unit or any
PY130 3           other user defined parameters per standard and/or supplemental payroll
                  cycle.
PY130 4           Tax register per standard and/or supplemental payroll cycle.
PY130 5           Overtime and compensatory time accruals by period

                  FMLA, stand-by hours, extended leave, safety leave, awarded hours,
PY130 6
                  excused absence, unexcused absence, suspension, worker's
                  compensation and non-pay activities including the reason and description.
            The system should provide time collection data reporting at any user defined
PY131
            level.
            The system should provide the ability to track and report absence history from
PY132
            time and attendance records.
            The system should provide the ability to create deduction overrides for one
PY133       time adjustments or transactions which are temporary. (For example, the need
            to change the direct deposit to savings only for one check.)
            The system should provide the ability to accommodate vacation buy back and
PY134
            sell programs, i.e. leave conversion based on user defined criteria.
            The system should be FLSA compliant in the public sector. The system should
            provide the ability to accurately calculate both MOU overtime and FLSA
PY135
            overtime obligations, compare the two, and pay the higher amount in the
            following situations:
            For employees who are on the 9/80 work schedules, the system should have
PY136       the ability to split hours worked in one day into two separate work weeks
            without averaging.
            The system should accommodate any length of work period between 7 and 28
            days (ie: MOU overtime is based on hours in a paid status in a 7-day work
PY137       period, and FLSA overtime is based on hours worked for work periods ranging
            anywhere from 7 to 28 days. The start and end of an FLSA work period may
            not coincide with the pay period.

            The system should accommodate any number of hours in the designated work
            period between 40 and 212 (ie: MOU overtime may be paid after 40 hours in a
PY138       week, however, the FLSA may not require overtime until after 43 hours. If an
            employee works 45 hours, the FLSA calculation should assume that the City is
            required to pay the 3 hours between 40 and 43 at the straight time MOU rate,
            and hours 44 and 45 at 1.5 times the FLSA regular rate.)
            The system should accommodate employees who receive special
PY139       compensation that may be based on a flat amount, a percentage, a daily rate,
            an hourly rate or a weekly rate.
            The system should accommodate employees who receive a lump sum
            payment that must be allocated back over the period in which the payment was
PY140
            earned (ie: FLSA overtime for all periods in which the lump sum was earned
            must be recalculated to determine if any FLSA obligation exists.)




City of Santa Rosa                                                                                                                dfd412c8-901d-4977-ad79-74d3ca31b480.xls
                                      PAYROLL                                                         RATING RESPONSE            ADDITIONAL COMMENTS

                                                                                              SUP   MOD   3RD   CST   FUT   NS
            The system should accommodate employees who works at more than one rate
            of pay during the work period (the system must calculate a weighted average
PY141
            rate, or perform a chronological analysis of the hours worked to determine
            which rate applies to what hours).

PY142       The system should provide the ability to designate special compensation items
            as being includable or not includable in the FLSA regular rate calculation.
            The system should provide the ability to pay both exempt and non-exempt
            employees based on a "level pay plan" (ie: Fire and Police personnel work a
PY143
            varying number of hours per week based on a yearly average, but their weekly
            pay remains static.)
            The system should be able to distinguish between FLSA and non-FLSA
PY144
            compensatory time.

            The system should provide the ability to cash out CTO time at termination
PY145
            based on the higher of the employee's regular rate of pay at the date of
            termination, or the average regular rate during the last 3 years of employment.




City of Santa Rosa                                                                                                                dfd412c8-901d-4977-ad79-74d3ca31b480.xls

				
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